Request & Issuance of Records
Policies, guidelines, and step-by-step procedures for releasing student records, requesting grades, authenticating credentials (CAV/eCAV), and correcting names or birthdates on school records.
Release of Student School Records
UST Angelicum College is duty-bound to release, upon request or application, the school records of any student who has no outstanding property or financial obligations to the College and is not under penalty of suspension or expulsion. School records include all documents submitted upon admission, as well as grades and corresponding credits for each course or subject.
- UST Angelicum College reserves the right to withhold the release of academic records and/or transfer credentials of any student with outstanding financial or property obligations, or who is under suspension or expulsion.
- Records shall be released once obligations are settled, or after the penalty of suspension is served or expulsion is lifted.
- Any student found guilty of tampering with or falsifying school records shall be placed on a “confidential list” and will not be issued their records.
- An authorized representative must present both a valid government-issued ID and an authorization letter from the student when claiming documents on their behalf.
- Currently enrolled students requesting evaluation are not required to process clearance.
- No document shall be released to any student or institution unless all accountabilities have been cleared.
- All documents issued or released must bear the Registrar’s dry seal, a documentary stamp placed at the seal portion, and the Registrar’s signature.
- Requests may only be processed by the student, their duly authorized representative, or the parents/guardian indicated in the Student’s Permanent Record (if the student is a minor).
Release timelines for requested documents are as follows:
| Document Type | Processing Time |
|---|---|
| Evaluation (College Graduating Batch Processing) | 30 working days |
| Certificate of Attendance and Enrollment | 1–3 working days |
| Unclaimed Diploma | 1–3 working days |
| Transcript of Records | 3–7 working days |
| True Copy of Grades | 3–7 working days |
| Course Description | 3–7 working days |
Request for Copy of Grades (TNE)
UST Angelicum College facilitates requests for the issuance of the True Copy of Grades / Transmuted Numerical Equivalent (TNE) for currently enrolled students. Requests must be filed by accomplishing a request slip.
- Students who are not currently enrolled, including graduates, are required to accomplish a clearance form.
- No True Copy of Grades/TNE shall be issued to graduates or students not currently enrolled unless they have been cleared of all accountabilities.
- The True Copy of Grades/TNE shall be released within three (3) working days from the date of request. The processing period begins only after the student has submitted all required documents.
- Requests may only be made by the student, their authorized representative, or the parent/guardian indicated in the Learner’s Permanent Record (if the student is a minor).
- Enrolled learners who are not yet graduating but request a copy of their grades for application to another school must follow Steps 1–3 under this guideline.
- Copies of grades/TNE intended for application to another school will be hand-carried by a representative from either the Registrar’s Office or the Guidance Office.
The student accomplishes the request slip, indicating the document requested and the purpose for requesting.
During pandemic operations, requests may be filed online via the UST Angelicum College website under the Quick Links tab.
The Registrar Staff verifies whether the student is currently enrolled. If not, they determine whether the student is a graduate or undergraduate.
The Information Desk Officer checks the completeness of the documents and instructs the student to accomplish clearance before the request can be processed.
Certification · Authentication · Verification
UST Angelicum College, through the Registrar’s Office, facilitates student applications for the authentication of school records. The Registrar’s Office validates the documents and certifies their authenticity prior to endorsement to the appropriate government agency.
Requirements for authentication of school credentials:
| Category | Required Documents |
|---|---|
| Authentication of Diploma and Official Transcript of Records |
|
| Authentication of Diploma |
|
| Authentication of Official Transcript of Records |
|
Procedures for Preparation of Document for CAV
- All requests for CAV shall be processed by the Registrar’s Office within seven (7) working days.
- The applicant must be cleared of all accountabilities before the request can be processed.
- Clearance must be revalidated if the last clearance was issued five (5) years ago or more.
- If no TOR and/or diploma is presented for CAV, the applicant must include these in the request. An additional seven (7) working days may be required to process the CAV.
The Records Officer receives the Transcript of Records (TOR) and/or diploma together with the request slip for CAV, and verifies the authenticity of the documents presented.
The Records Officer prepares the payment slip indicating the amount due and instructs the applicant to proceed to the Cashier for payment. The applicant must return with the official receipt for recording purposes.
Upon receipt of the official receipt, the Records Officer issues a claim stub to the applicant, indicating the date of release.
The Registrar Staff prepares the transmittal of all CAV requests and forwards them, together with the original documents, to the Records Custodian for retrieval of the Permanent Record. The following are verified:
- Authenticity of the diploma and/or transcript
- Correctness of the signatures of signatories
- Authenticity of the dry seal
- Accuracy of the Special Order Number
- Presence of alterations, if any
For undergraduate applicants:
- The Records Officer retrieves clearance from the Permanent Record.
- If the TOR was issued five (5) years ago or more, the applicant must have the clearance revalidated at the Accounting Department.
For undergraduates not currently enrolled, with no documents presented for authentication:
The Records Officer requests the Learner’s Permanent Record from the Records Custodian and checks completeness of the following:
- Form 137 or TOR (if transferee) – original
- Certificate of Good Moral Character – original
- Birth Certificate – photocopy
- Form 138 – original
- The applicant must complete any missing records before applying for a TOR.
- The applicant must process clearance before the request can proceed.
For currently enrolled applicants with no documents presented for authentication:
- The Records Officer checks the Learner’s Permanent Record of completed school years and informs the applicant that only completed school years/semesters can be included in the TOR and authentication request.
Procedures for eCAV Application with CHED
Create a CHED account through the eCAV platform.
Submit your application online via the portal.
Pay the required fees directly through the platform.
Wait for CHED to process your request.
Download your eCAV certificate once it becomes available.
Correction of Student’s Name / Birthdate
UST Angelicum College ensures that all applications for correction of name and/or birthdate are properly supported with the required documents.
- Applications for correction or change of name must be submitted personally by the student, who may claim the copy of approval within three (3) working days.
- Requests for correction of birthdate/name on Birth Certificate must be filed through judicial process.
The parent/guardian or learner submits a formal letter of request addressed to the Vice President for Academic Affairs through the Office of the Registrar, with the following attachments:
- Original PSA Birth Certificate
- Joint affidavit of two (2) disinterested parties
- Affidavit of the parent/learner explaining the circumstances surrounding the use of the assumed name
The Records Officer receives the letter of request and verifies the completeness of the submitted requirements.
The Liaison Officer prepares and forwards the petition order, signed by the Registrar, together with photocopies of the supporting documents, to the Records Section of CHED or DepEd, and to the Legal Department.
