REQUEST FOR SCHOOL RECORDS

The Registrar’s Department issues academic records and various types of certifications. These include the following:

• Transcript of Records/F137a/SF10
• Diploma (for SHS, College, and Graduate School)
• CompCard (Computerized Card)
• Certifications
• Graduation
• Copy of Grades
• Enrollment
• Units Earned
• Candidacy for Graduation/Academic Completion
• Grades
• English as medium of Instruction
• General Weighted Average/Grade Point Average
• Course Description

• F137a/SF10 - 7 working days
• Transcript of Records - within seven (7) to fifteen (15) working days
• Certifications, Copy of Grades / CompCard - within three (3) working days

• Student/alumni informs the office of his/her request thru the following email addresses:
• askregd@letran-calamba.edu.ph - for college
• bedrecords_requests@letran-calamba.edu.ph - for BED and SHS
• gradschool_records@letran-calamba.edu.ph - for graduate school
• The Records Officer/Records Personnel sends the procedures for online request for school records
• Procedure for Online Request for School Records

• Present school ID or any valid ID to the Registrar’s Office and secure request for school records form and payment slip.
• Secure clearance from the Accounting Office.
• Proceed to the Cashier’s Office and pay the necessary fees.
• Present Official Receipt (OR) and submit the accomplished form to the assigned staff at the Registrar Office in order to be issued claim slip.
• Present claim slip on the scheduled date to get the requested academic records.

TRANSFER CREDENTIAL

Transfer credential shall only be issued once.

• Present school ID or any valid ID to the Registrar’s Office to secure the following form:
• Terminal Clearance Form for Transferring Student
• Payment Slip
• Fill out the form properly and secure the signatures of the concerned academic offices or head.
• Proceed to the Cashier’s Office for payment of necessary fees.
• Submit the accomplished terminal clearance form and Official Receipt (OR) to the assigned staff at the Office of the Registrar.  
• Claim the following transfer credentials:
• Certificate of Eligibility to Transfer (CET)
• True Copy of Grades

APPLICATION FOR GRADUATION

• Student may file at the College Records Office their application for graduation starting second semester of their 3rd year and 4th year specifically for BS Architecture program.

• Graduating student/applicant will scans the QR Code or visit the link (https://forms.gle/iY2KE7vtW7kK3DYy6) to register.
• Properly fill out the google form to avoid delay in the processing/evaluation of academic records.  
• The evaluation result will be emailed to the applicants knightmail account before the end of the first semester.
• The application fee is waived for those who will be able to file within their application on or before October 6, 2021  

• LEAD TIME IN PROCESSING OF REQUEST FOR STUDENT'S ACADEMIC RECORDS/DOCUMENTS - COLLEGE RECORDS UNIT

** Effective October 3, 2022

SERBILIS or Express Service for TOR - the requestors can easily get their TOR. The requests filed within the day will be released on the same or next day.

• This project applies to all graduates and undergraduate students of Colegio de San Juan de Letran Calamba. For records covering 2006 to date, processing of TOR is within the regular schedule with no express service option.

• *Request will be only process if the requestor has no pending accountability to the Colegio and provided the requestor is free from accountabilities & has paid the necessary fee.
• All unclaimed requests shall be disposed 90 calendar days after the date of issuance.
• If in case the person cannot claim his/her request, he/she fills out AUTHORIZATION FORM which will be presented by his/her presentative upon claiming the request/s.

APPLICATION FOR CAV (Certification, Authentication and Verification)

• Prepare the following requirements:
• Original Transcript of Records
• Original Diploma
• Two (2) photocopies of the 2 above-mentioned documents
• Secure and fill-out the prescribed CAV request form/letter from the Office of the Registrar.
• Pay the necessary fee at the Cashier's Office and present the Official Receipt (O.R.) to the Office of the Registrar.
• The Office of the Registrar certifies the authenticity of the documents and releases the same with the prescribed Endorsement Form.
• The student/graduate proceeds to the CHED Regional Office.

AUTHENTICATION OF STUDENT’S RECORDS/DOCUMENTS

• Secure request for school records form.
• Submit the accomplished form and any of the following school records/documents
• Photocopy of Diploma
• Photocopy of TOR
• Photocopy of any student's academic records
• Secure payment slip and proceed to the Cashier's Office.
• Pay the authentication fee/s.
• Present Official Receipt (OR) and claim the authenticated school records/documents

VERIFICATION OF RECORDS

• Using the Company’s Letterhead, prepare a letter of request for verification of academic records, stating the complete name (used while in school), course or program of the student/graduate and the purpose of the verification.
• The letter must be duly signed by the Human Resource Manager/Director or its equivalent for direct hire companies and by the Records Verification In-charge or its equivalent for third party companies/agencies.
• Address the letter to:
  The Registrar
  Colegio de San Juan de Letran
  Brgy. Bucal, Calamba City Laguna 4027
• Attach a copy of the documents to be verified/authenticated.
• Attach the AUTHORIZATION TO VERIFY OR NOTICE OF CONSENT AND APPROVAL signed by the applicant.
• All verification results are subject to service fee of Php50.00 to be sent through LBC Money Padala (delivery).

You may send your letter of request via e-mail to registrar@letran-calamba.edu.ph. The personnel in-charge will respond to your query in three (3) working days from receipt of request.