# DepEd School Records: CAV, SF10, School Forms and FOI

How DepEd schools handle CAV, SF10 transfers, school forms and their checking, the records committee, keeping and disposing of records, FOI and data privacy.

This is the Markdown copy of [DepEd School Records: CAV, SF10, School Forms and FOI](https://nash.com.ph/blog/deped-school-records-cav-school-forms), an article on the NASH Reviewer Blog by Mark Anthony Llego, published Nov 5, 2026. Topics: Aspiring school heads, School leadership. NASH Reviewer is an independent practice platform not affiliated with DepEd, BHROD, or NEAP.

A public school's records outlast every school head who keeps them. The learner's permanent academic record (SF10, formerly Form 137) stays with the school where the learner finished, and former learners come back for it years later, to work abroad, migrate or enroll elsewhere. The school head signs it, certifies copies of it, sends it to other schools and answers for its accuracy. The rules sit in several issuances: [DepEd Order No. 48, s. 2017](https://www.deped.gov.ph/2017/08/25/do-48-s-2017-policy-and-procedural-guidelines-on-the-certification-authentication-and-verification-of-basic-education-school-records/) for certification, authentication and verification (CAV); [DepEd Order No. 54, s. 2016](https://www.deped.gov.ph/2016/06/30/do-54-s-2016-guidelines-on-the-request-and-transfer-of-learners-school-records/) for requests and transfers; [DepEd Order No. 11, s. 2018](https://www.deped.gov.ph/2018/03/07/do-11-s-2018-guidelines-on-the-preparation-and-checking-of-school-forms/) for preparing and checking school forms; [DepEd Memorandum No. 003, s. 2025](https://www.deped.gov.ph/2025/01/06/january-6-2025-dm-003-s-2025-reconstitution-of-records-management-improvement-committee/) for the school's records committee; and [Republic Act No. 9470](https://lawphil.net/statutes/repacts/ra2007/ra_9470_2007.html), the National Archives of the Philippines Act of 2007, for keeping and disposing of public records.

Access to records follows two more sets of rules. [DepEd Order No. 019, s. 2021](https://www.deped.gov.ph/2021/05/25/may-25-2021-do-019-s-2021-revised-department-of-education-peoples-freedom-of-information-manual-and-implementing-details/), DepEd's current Freedom of Information (FOI) manual, revoked DO 72, s. 2016. [Republic Act No. 10173](https://lawphil.net/statutes/repacts/ra2012/ra_10173_2012.html), the Data Privacy Act of 2012, protects the personal information in every learner's file.

The rules below are those in force on November 5, 2026.

## Key findings

- CAV is free: "No service fees shall be charged from any applicant for Certification, Authentication, and Verification (CAV)" (DO 48, s. 2017, Sec. V, item 8). The school's records custodian prepares the records, the school head signs them, the school releases them to the applicant in a sealed envelope with an indorsement, and the Regional Office Records Section issues the CAV (Sec. V, item 9, and Secs. V.A and V.C).
- After CAV, the applicant takes the sealed documents to the Department of Foreign Affairs (DFA) for an apostille, which replaced DFA authentication when the Apostille Convention took effect for the Philippines on May 14, 2019 ([DepEd Citizen's Charter 2025](https://www.deped.gov.ph/transparency/deped-citizens-charter-2025/), Regional Office CAV service; Hague Conference status table). DO 48 has not been revised for the change.
- The SF10 moves only from school to school: the request and its tracking go through the Learner Information System (LIS), and the originating school sends the record by mail or courier. "Learners and/or their parents or guardian are not allowed to hand-carry the Permanent Records (Form 137) to the receiving school" (DO 54, s. 2016, Sec. V.c), and the receiving school secures it within 30 days of a mid-year transferee's first day ([DepEd Order No. 017, s. 2025](https://www.deped.gov.ph/2025/06/13/june-13-2025-do-017-s-2025-revised-basic-education-enrollment-policy/), Sec. IX.B.a).
- A public school may not withhold a report card, a certificate of good moral character or a clearance because voluntary contributions are unpaid ([DepEd Order No. 013, s. 2022](https://www.deped.gov.ph/2022/03/18/march-18-2022-do-013-s-2022-omnibus-guidelines-on-the-regulation-of-operations-of-the-parent-teacher-associations/), Sec. 26.2.3.8). A private school may withhold transfer credentials until unpaid fees are settled ([DepEd Order No. 88, s. 2010](https://www.deped.gov.ph/2010/06/24/do-88-s-2010-2010-revised-manual-of-regulations-for-private-schools-in-basic-education-amended-by/), Sec. 128).
- The school head chairs the School Checking Committee, prepares SF4, SF6 and the electronic SF7, and submits signed originals of SF4, SF5 and SF6 within five working days after the division checks the forms (DO 11, s. 2018, Secs. V.A.2 and V.C; DM 052, s. 2023). Teachers' forms are limited to the 75 items in the enclosures of [DepEd Order No. 006, s. 2025](https://www.deped.gov.ph/2025/03/20/march-20-2025-do-006-s-2025-guidelines-on-the-streamlining-of-school-forms-and-reports-accomplished-by-teachers/).
- The school's Records Management Improvement Committee is chaired by the school head, has two members the school head chooses and the school registrar or records custodian as secretariat, and has no teaching personnel as members or secretariat (DM 003, s. 2025, items 2.b.iv and 3).
- No public record may be destroyed without "the prior written authority" of the National Archives (RA 9470, Sec. 18). The school of completion keeps the original SF10 (DO 58, s. 2017, Sec. IV.D, item d.4); enrollment forms are kept no longer than one year (DO 017, s. 2025, Sec. X.C).

## Which issuances govern school records

| Subject | Current rule | Replaced or outdated |
| --- | --- | --- |
| School forms SF1 to SF7 | [DepEd Order No. 4, s. 2014](https://www.deped.gov.ph/2014/01/30/do-4-s-2014-adoption-of-the-modified-school-forms-sfs-for-public-elementary-and-secondary-schools-eeffective-end-of-school-year-2013-2014/) | The 16 older forms it replaced |
| SF5-K, SF8, SF9, SF10, SHS and ALS forms | [DepEd Order No. 58, s. 2017](https://www.deped.gov.ph/2017/11/27/do-58-s-2017-adoption-of-new-school-forms-for-kindergarten-senior-high-school-alternative-learning-system-health-and-nutrition-and-standardization-of-permanent-records-3/); for SF9, [DepEd Order No. 015, s. 2026](https://www.deped.gov.ph/2026/06/04/june-4-2026-do-015-s-2026-revised-guidelines-on-classroom-assessment-grading-system-and-awards-and-recognition-for-the-k-to-12-basic-education-program/) | DO 8, s. 2015 report card format (repealed by DO 015, s. 2026) |
| Preparing and checking school forms | DO 11, s. 2018 | Pandemic memoranda for SY 2020-2021 to SY 2022-2023 |
| Forms teachers accomplish | DO 006, s. 2025; [DepEd Order No. 002, s. 2024](https://www.deped.gov.ph/2024/01/26/january-26-2024-do-002-s-2024-immediate-removal-of-administrative-tasks-of-public-school-teachers/) | |
| Requests for and transfer of records | DO 54, s. 2016; DO 017, s. 2025, as amended by [DepEd Order No. 009, s. 2026](https://www.deped.gov.ph/2026/04/16/april-16-2026-do-009-s-2026-guidelines-on-the-implementation-of-the-three-term-school-calendar-in-basic-education/) | DO 03, s. 2018 enrollment policy |
| CAV | DO 48, s. 2017 | DM 381, s. 2007 and other 2007 and 2016 CAV memoranda |
| Records committee | DM 003, s. 2025 | DM 105, s. 2022 and DM 140, s. 2016 committees |
| Keeping and disposing of records | RA 9470; NAP General Circulars No. 1 and 2 (2009); [DepEd Order No. 98, s. 2009](https://www.deped.gov.ph/2009/09/18/do-98-s-2009-implementation-of-administrative-service-operations-manuals/) (DepEd Records Management Operations Manual) | |
| Freedom of information | DO 019, s. 2021; Executive Order No. 2, s. 2016 | DO 72, s. 2016 (revoked) |
| Data privacy | RA 10173 and its IRR | |

## The school forms and who prepares them

DO 58, s. 2017 makes the forms compulsory and closes the list: "No other forms will be used as official documents in public schools nationwide unless approved by the Office of the Undersecretary for Planning and Field Operations" (Sec. II).

| Form | What it records | Who prepares it | Who signs, checks or receives it |
| --- | --- | --- | --- |
| SF1 School Register | The class's official enrollment list | The class adviser generates it from the LIS after encoding learner data | Checked by the School and Division Checking Committees (DO 11, s. 2018) |
| SF2 Learner Daily Attendance Report | Daily attendance | The class adviser, updated daily | Submitted to the principal or registrar "on or before 5th day of the succeeding Month" (DO 4, s. 2014, Encl. 2) |
| SF3 Books Issued and Returned | Textbooks issued and returned | The class adviser | |
| SF4 Monthly Learner's Movement and Attendance | Enrollment movement and attendance, lifted from SF2 | The school head | Due "on or before 10th day of the succeeding Month" (DO 4, s. 2014, Encl. 2) |
| SF5 Report on Promotion and Level of Proficiency | Promotion status and proficiency at the end of the school year | The class adviser, generated from the LIS | Signed original submitted to the division after checking (DO 11, s. 2018) |
| SF6 Summarized Report on Promotion | The school's totals | The school head | Validated by the Division Planning Officer or Education Program Supervisor; veracity attested by the Schools Division Superintendent (DO 4, s. 2014, Encl. 2) |
| SF7, now the electronic SF7 (eSF7) | School personnel and their assignments | The school head, assisted by non-teaching personnel | Submitted to the division "on or before the fourth Friday from the opening of classes" ([DepEd Memorandum No. 052, s. 2023](https://www.deped.gov.ph/2023/09/05/september-5-2023-dm-052-s-2023-adoption-of-the-deped-electronic-school-form-7-esf7/), Encl. item 9) |
| SF8 Learner's Basic Health and Nutrition Report | Height, weight and body mass index | The class adviser or MAPEH teacher, with the school nurse if any | |
| SF9 Learner's Progress Report (Key Stage 1) or Learner's Performance Report (Key Stages 2 to 4) | Grades or descriptive ratings and attendance | The class adviser | "issued at the end of each term" (DO 015, s. 2026, Annex D, item 22.c) |
| SF10 Learner's Permanent Academic Record | Final grades for every school year | The class adviser, at the end of the school year | Erasures and certified copies signed by the school head in ink (DO 58, s. 2017) |

Sources: DO 4, s. 2014; DO 58, s. 2017; DO 11, s. 2018, Sec. V.A.2 and Table 2; DM 052, s. 2023; DO 015, s. 2026.

Senior high schools and ALS have their own versions: SF1-SHS to SF10-SHS, SF5A-SHS and SF5B-SHS, and ALS Forms 1 to 5 (DO 58, s. 2017, Sec. IV). For the Strengthened SHS pilot, [DepEd Memorandum No. 020, s. 2026](https://www.deped.gov.ph/2026/03/13/march-13-2026-dm-020-s-2026-modified-electronic-class-record-and-school-form-10-for-strengthened-senior-high-school-pilot-implementers-in-school-year-2025-2026/) issued a modified SF10, used "exclusively, until further notice, by Strengthened SHS teachers in SSHS Pilot Schools" (item 4).

### Rules on the SF10

- **One copy, kept by the school of completion.** The Grade 1 adviser (Grade 7 in junior high school) prepares one copy, which passes from adviser to adviser. "The ES where the learner completed his/her elementary level shall keep the original copy of SF10-ES" (DO 58, s. 2017, Sec. IV.D, items d.1, d.2 and d.4; the same rules apply to SF10-JHS).
- **Final grades only.** "Note that SF10 should not be prepared quarterly to avoid erasures in the document by ensuring that only final grades are recorded" (DO 11, s. 2018, Sec. V.A.2). The SF10 is also prepared when a learner transfers within the school year (DO 58, s. 2017, item d.7).
- **Corrections.** "Any erasures or alterations on the document should be validated and bear the signature of the School Head in ink" (item d.6).
- **Certified copies.** A copy for employment or other purposes is "The certified true photocopy that has the school seal and School Head's signature in ink" (item d.4).
- **Senior high school graduates.** The school keeps the original and produces "one (1) certified true copy to be given to the Division Office" ([DepEd Order No. 69, s. 2016](https://www.deped.gov.ph/2016/11/22/do-69-s-2016-provision-of-the-deped-electronic-class-record-and-form-137-for-senior-high-school/)).
- **Format.** The SF10 carries only the DepEd logo and seal and is printed on ordinary legal-size bond paper (DO 58, s. 2017, items IV.D and d.8). The [DepEd visual identity guide](https://nash.com.ph/blog/deped-service-marks-visual-identity-manual) covers its layout.

As of November 5, 2026, DepEd has issued no SF10 template for elementary and junior high school built around the three-term calendar; DO 11, s. 2018's rule of recording only final grades still applies.

### What teachers prepare and what they do not

[DepEd Order No. 002, s. 2024](https://www.deped.gov.ph/2024/01/26/january-26-2024-do-002-s-2024-immediate-removal-of-administrative-tasks-of-public-school-teachers/) made "Records Management" an administrative task that "School Heads and non-teaching personnel shall have the sole responsibility to perform" (Sec. V.A.1). Class records and class forms stay with teachers: [DepEd Order No. 005, s. 2024](https://www.deped.gov.ph/2024/04/29/april-29-2024-do-005-s-2024-rationalization-of-teachers-workload-in-public-schools-and-payment-of-teaching-overload/) keeps "Preparation and submission of report card and other school forms" among a class adviser's ancillary tasks (Sec. V.A.3).

DO 006, s. 2025 then limits teachers' forms to "those required for their teacher ancillary tasks and teaching-related assignments as provided in Enclosure Nos. 1 to 3" (item 4): 5 forms for all teachers, 31 for teacher ancillary tasks (18 of them for homeroom guidance and management, including SF1, SF2, SF3, SF5, SF8, SF9 and SF10), and 39 for teaching-related assignments. SF4, SF6 and the eSF7 are on none of the teacher lists. DO 002 makes records management, such as the custody, inventory and disposal of the school's files, a task of the school head and non-teaching staff; teachers still keep their own assessment records for at least one school year (DO 015, s. 2026, item 61). The [DO 002 guide](https://nash.com.ph/blog/deped-do-002-administrative-tasks-support-staff) and the [teacher workload guide](https://nash.com.ph/blog/deped-teacher-workload-policies-guide) set out the full lists.

[DepEd Memorandum No. 029, s. 2026](https://www.deped.gov.ph/2026/05/11/may-11-2026-dm-029-s-2026-national-technical-working-group-for-the-digitization-of-school-forms/) created a working group to build SIGASIG, "a digital platform to consolidate and streamline school forms", and to delist "nonessential and overlapping data collection tools and forms" (items 1 and 4). As of November 5, 2026, the forms themselves have not changed.

## How school forms are checked

DO 11, s. 2018 sets two levels of checking at the end of the school year.

**At the school.** "A checking committee shall also be created at the school level with the school head as the Chair. As SCC Chair, the school head shall determine the membership of the SCC" (Sec. V.A.2.1). The ICT coordinator or LIS system administrator is Vice Chair for Enrollment Counts and Learner Profile, and the school head appoints "the most capable school personnel as Vice Chair for Curriculum and Assessment". The committee pre-checks every class's records before the division comes and records its findings in School Forms Checking Report 1 (SFCR1).

**At the division.** The Division Checking Committee is chaired by the Chief of the Curriculum Implementation Division, with the Chief of the School Governance and Operations Division and the Public Schools District Supervisor as Vice Chairs (Sec. V.A.1, Table 1). "There will be no checking of forms at the District Level." The schedule is sent at least 15 days ahead. The committee checks a sample of classes set by school size; where the priority grade levels have 99 or fewer learners combined, it checks all of their classes.

**What is checked.** SF1, SF4 for February and March, SF5 and SF6, with their supporting documents (Sec. V.A.2). Forms generated from the LIS "are not subject for editing manually or outside the LIS", and commercial electronic school forms "shall not be recognized nor accepted" (Sec. V.B.1).

**After checking.** "Within five (5) working days after the checking conducted by the DCC, the school shall submit one duly signed original copy of the SF4, SF5, and SF6. No additional report other than what has been stipulated shall be required from the school for submission to the DCC" (Sec. V.C). The school head makes sure the adjustments are entered in the LIS, and the division sends its report to the Schools Division Superintendent "not later than the second Monday of May".

**Limits.** "Under no circumstances shall the checking of forms place undue financial burden on the teachers or learners, and no contribution in any form shall be collected from them" (Sec. VI). Checkers may not require obsolete forms, local forms for ranking honors, or locally developed forms that repeat phased-out data.

DO 11's timing still speaks of quarters: school checking starts "after the tabulation of 4th quarter examination results", and division checking runs to the second week of April. As of November 5, 2026, no issuance has re-timed it for the three-term calendar. DO 009, s. 2026 puts the "preparation and checking of school forms" in each End-of-Term Block, and for SY 2026-2027 sets the accomplishment of school forms from March 17 to April 1, 2027, before the end-of-school-year rites on April 6 and 7 (Annex B). Reading the two together, the Term 3 examination now plays the part of the fourth quarter examination.

## Requests for and transfer of learner records

### Transfers between schools

DO 54, s. 2016 governs transfers, and DO 017, s. 2025 refers to it. The LIS is the platform, "hence the transaction shall strictly be between the receiving and originating schools only" (DO 54, s. 2016, Sec. V.e).

1. The receiving school logs the transfer in the LIS, which notifies the originating school.
2. "The registrar of the originating school shall prepare the requested Form 137 and send the records via mail or courier. The originating school shall update the LIS with the date when the document has been sent" (Sec. V.A.c). DO 58, s. 2017 adds that the originating school keeps "one certified true photocopy" for its file and sends the original (item d.3).
3. The receiving school records the date it receives the SF10 in the LIS (Sec. V.A.d).
4. If nothing arrives a month after the notice, the receiving school clicks "follow up maturing request"; if nothing arrives within 30 days for a mid-year transferee, it informs the School Governance and Operations Division (Sec. V.A.e and g).

DO 017, s. 2025 repeats the rule for parents: "Schools shall not compel learners and/or their parents/legal guardians to take responsibility for the transmission of school records." Records are transferred "before the end of the first grading period", or within 30 days of a mid-year transferee's first day (Sec. IX.B.a). For Grade 6 and Grade 10 completers, and Kindergarten completers moving to Grade 1, the schools may exchange scanned copies through their official e-mail addresses when the request came through the LIS (Sec. IX.B.b).

**What a transferee submits.** The latest SF9, "signed by the School Head", or a letter from the registrar certifying the last grade level completed (DO 017, s. 2025, Sec. VII.a). A learner who cannot yet submit the requirements is "considered temporarily enrolled" (Sec. IX.A.b.i). DO 009, s. 2026 admits transferees "subject to the submission and transfer of official academic records including BOSY assessment results" (Encl. item 35).

**Other purposes.** A former learner who needs an SF10 or a certificate of completion for study abroad or a scholarship lodges the request at the nearest Schools Division Office, which obtains the record through the LIS (DO 54, s. 2016, Sec. V.B).

**Costs.** "The incurred cost of requesting, processing, and releasing of learner school records shall be charged against the SDO MOOE for transactions under B.2 or school funds, such as school MOOE, canteen funds, PTA, alumni funds, and other sources" (Sec. VI). "Strict compliance of this policy shall be monitored by the school head" (Sec. VII).

DO 017, s. 2025's deadlines still speak of grading periods and quarters, which the three-term calendar has replaced. DO 009, s. 2026 amended DO 017's transfer provisions but did not restate the SF10 deadline. For the checking of forms in SY 2021-2022, DepEd checked the "Transfer of Document within 30 days upon receipt of system notification of transfer through LIS Tracking System" ([DepEd Memorandum No. 037, s. 2022](https://www.deped.gov.ph/2022/04/22/april-22-2022-dm-037-s-2022-resumption-of-implementation-of-the-policy-on-checking-of-school-forms-as-prescribed-in-deped-order-no-11-s-2018-guidelines-on-the-preparation-and-checking/), item 4.a). That was a one-year checking point, not a standing rule, but it is the safer course: send every SF10 within 30 days of the LIS notice.

### Fees and withholding

| School | Rule | Source |
| --- | --- | --- |
| Public | "In no case shall the non-payment of VSCs be made as a basis for non-admission, non-promotion, or non-issuance of a Report Card, Certificate of Good Moral Character, and/or school clearance" | DO 013, s. 2022, Sec. 26.2.3.8 |
| Public | The cost of processing and sending records is charged to MOOE or other school funds | DO 54, s. 2016, Sec. VI |
| Private | Transfer credentials "may be withheld for reasons of suspension, expulsion or nonpayment of financial obligations or property responsibility" and released once settled | DO 88, s. 2010, Sec. 128 |
| Private | The law keeps schools' power to "withhold records and credentials of students" for unpaid fees | [Republic Act No. 11984](https://lawphil.net/statutes/repacts/ra2024/ra_11984_2024.html), Sec. 4 |
| Receiving public school | Accepts the learner, helps the parent execute an affidavit of undertaking, and tags the learner "Temporarily Enrolled" | DO 017, s. 2025, Sec. IX.A.b.ii; [DM 023, s. 2026](https://www.deped.gov.ph/2026/03/27/march-27-2026-dm-023-s-2026-clarification-on-the-participation-of-temporarily-enrolled-learners-in-end-of-school-year-rites/), items 2 and 3 |

A temporarily enrolled learner may join the end-of-school-year rites: "No learner shall be denied participation in EOSY rites on the basis of unsettled financial or property obligations" (DepEd Memorandum No. 023, s. 2026, item 2.a). Until the private school releases the credentials, though, the learner "cannot be officially promoted to a higher grade level nor officially graduate in the Department's systems", and "Receiving schools are strictly prohibited from issuing official permanent records or final progress reports until the previous school releases the original transfer credentials" (item 3). If a private school refuses without justification, DepEd "may issue the same without prejudice to the imposition of appropriate administrative sanctions" (DO 88, s. 2010, Sec. 128).

For every school, [Batas Pambansa Blg. 232](https://lawphil.net/statutes/bataspam/bp1982/bp_232_1982.html), the Education Act of 1982, gives learners "The right to the issuance of official certificates, diplomas, transcript of records, grades, transfer credentials and other similar documents within thirty days from request" (Sec. 9).

### Correcting entries and replacing lost records

- **Wrong name or birth date.** The school asks for a birth certificate from the Philippine Statistics Authority (PSA); if the records still do not match, the records custodian or registrar endorses the applicant to the Legal Unit of the Regional Office, with an indorsement on CAV Form 3 (DO 48, s. 2017, Sec. V.A). DepEd's Citizen's Charter 2025 lists the request for correction of entries at both the Regional Office Legal Unit, where the Regional Director signs the resolution, and the Schools Division Office Legal Unit, where the Schools Division Superintendent signs it. Both cover errors "purely typographical in nature" and ask for the PSA birth certificate, the records to be corrected and an affidavit of two disinterested persons.
- **Missing SF10.** "In case of unavailability of Form 137 due to circumstances beyond our control, the Report on Promotions (School Form 5) can be used as substitute, which is available at the Schools Division Office (SDO)" (DO 54, s. 2016, Sec. V.d). The signed SF5 the school submits after each checking of forms (DO 11, s. 2018) is that backup.
- **Lost diploma for CAV.** A reconstructed diploma is issued "for CAV purposes only", on the sworn statement of two classmates, principals or teachers with graduation photos or programs, or on a certified copy of the learner's records held by a college or employer (DO 48, s. 2017, Sec. V, items 4 and 5).
- **LRN.** The Learner Reference Number "is a permanent twelve (12)-digit number which the pupil, student or learner shall keep while completing the basic education program, regardless of transfer" ([DepEd Order No. 22, s. 2012](https://www.deped.gov.ph/2012/03/20/do-22-s-2012-adoption-of-the-unique-learner-reference-number/), item 2). For a transferee, the school asks the SDO Planning Officer to check the learner's LIS history "to avoid duplication of LRN" (DO 017, s. 2025, Sec. IX.A.b).

## Certification, authentication and verification (CAV)

CAV is DepEd's check that a learner's records are genuine, done before the DFA apostilles them for use abroad. DO 48, s. 2017 allows it "only for any of the following applicable purposes and as required by DFA": employment abroad, a seaman's book or seafarer's registration, migration, student, tourist, fiancé or descendant's visas, reimbursement of education allowances of children of overseas Filipino workers, and other purposes the DFA requires in writing (Sec. III.e).

**What can be CAVed.** Elementary and secondary diplomas, Form 137, Form 138, and the report of rating in the ALS Accreditation and Equivalency (A&E) Test or the Philippine Educational Placement Test (PEPT) (Sec. III.a).

**Who may apply.** The learner, or a representative with a special power of attorney. For a minor, a parent (with the learner's birth certificate), a brother or sister of legal age, or a legal guardian (with a court order) (Sec. III.c and t).

**Steps at the school** (Sec. V.A):

| Step | Who | Time allowed |
| --- | --- | --- |
| Receive and review the request form | Records custodian or registrar (the school head in their absence) | 2 and 5 minutes |
| Verify the records; refer to the SDO with a school referral form if the records are not in the school | Records custodian or registrar | 30 minutes |
| Evaluate; if the name, birth date or birthplace does not match, ask for the PSA birth certificate | Records custodian or registrar | 10 minutes |
| Prepare the certified records and the certification of enrollment, completion or graduation | Records custodian or registrar | 30 minutes |
| Review, sign and approve, and prepare the transmittal to the Regional Office | School head | 10 and 10 minutes |
| Release two copies in a sealed envelope to the applicant, with the indorsement for transmittal to the Regional Office; inform the Regional Office by e-mail, text or fax | Records custodian; school head | 3 minutes |
| Record the transaction | Records custodian or registrar | 5 minutes |

**At the division and region.** The applicant files the CAV application, with the sealed envelope, at the Regional Office Records Section, which opens it and checks the school head's signature (Sec. V.C). The SDO handles only three cases: records not available in the school, ALS A&E and PEPT ratings, and private schools that have closed, whose records were surrendered to DepEd (Sec. V.B). "The issuance of CAV shall be the function and responsibility of the Records Section in DepEd Regional Offices" (Sec. V, item 9), signed by the Regional Director, Assistant Regional Director or Chief Administrative Officer.

**Fees.** None from DepEd (Sec. V, item 8). The Citizen's Charter lists two documentary stamps, which are bought from the Bureau of Internal Revenue.

**School head duties.**

- For a private secondary school diploma, "In any case where SO No. is not available, the School Head should not act favorably on the RF of the Applicant" (Sec. V, item 3).
- "School Heads shall submit yearly their specimen signature cards to their respective Division Offices" (Sec. V.C), so the Regional Office can verify the signature.
- Be "more vigilant in ascertaining the authenticity of the school records" presented for work here and abroad ([DepEd Order No. 45, s. 2003](https://www.deped.gov.ph/2003/05/30/do-45-s-2003-ascertaining-the-authenticity-of-school-records/), item 3).

**The apostille.** DO 48 still speaks of "authentication by the Department of Foreign Affairs" and a claim stub with a DFA release date eight working days after filing (Secs. III.a and V.C). Those describe the red ribbon, which the apostille replaced on May 14, 2019, when the Apostille Convention took effect for the Philippines ([Hague Conference status table](https://www.hcch.net/en/instruments/conventions/status-table/?cid=41)). DepEd's Citizen's Charter 2025 now tells the Regional Office to seal the CAV and attachments and "Inform applicant to bring the sealed envelope to DFA for Apostille". DFA sets its own requirements and fees for the apostille.

## The school's records committee and records custodian

DM 003, s. 2025 sets up a Records Management Improvement Committee (RMIC) at every level of DepEd, under National Archives General Circular No. 1, which requires each agency to create one (item 1).

| Level | Chair | Vice Chair | Members | Secretariat |
| --- | --- | --- | --- | --- |
| National advisory body | Undersecretary for Administration | Assistant Secretary for ICT | The eight strand leads | Records Division |
| Regional Office | Regional Director | Assistant Regional Director | Division chiefs and unit heads | Records Section |
| Schools Division Office | Schools Division Superintendent | Assistant Schools Division Superintendent | Section and division chiefs | Records Unit |
| School | School head | | "Two members to be identified by the Chairperson" | "School Registrar/Records Custodian" |

*Source: DM 003, s. 2025, item 2.*

"For the Schools-RMIC, no teaching personnel shall be designated as members and secretariat of the committee in strict compliance with DepEd Order No. 002, s. 2024" (item 3).

The school committee, like those of the region and division, shall (item 2, Functions b.i to b.vi):

- "Ensure efficient implementation of records management systems, policy guidelines and programs in their respective offices";
- propose plans and policies for records management;
- "Implement the Records Disposition Program in their respective Offices as approved by the National Archives of the Philippines";
- "Conduct Records Inventory and proper turn-over of records in their custody";
- keep storage for active records and for inactive records not yet ready for disposal; and
- "Ensure security and preservation of vital records that are essential for decision-making and future operations of the Department."

DM 003 sets no deadline for forming the committee, no meeting schedule and no report. It also does not say how a school with no non-teaching staff fills the committee. DO 002, s. 2024 provides that "Schools without existing or sufficient non-teaching personnel shall be clustered, with each cluster being composed of a maximum of three (3) schools"; the [DO 002 guide](https://nash.com.ph/blog/deped-do-002-administrative-tasks-support-staff) covers the arrangement.

Under National Archives rules, each agency appoints a records officer, and where there is none, the head of the agency may designate a records custodian temporarily (NAP General Circular No. 1, Rule 3.3). A custodian who leaves the post turns the records over to the successor (Rule 8). DM 003 names the school registrar or records custodian as the committee's secretariat but does not say how one is designated; the safer course is a written designation, even where the role is combined with another non-teaching post.

## How long records are kept and how they are disposed of

RA 9470 sets the rule for every public office, including schools:

> No government department, bureau, agency and instrumentality shall dispose of, destroy or authorize the disposal or destruction of any public records, which are in the custody or under its control except with the prior written authority of the executive director. (Sec. 18)

Disposal follows the National Archives' General Records Disposition Schedule and each agency's own schedule (NAP General Circular No. 1, Rules 7.2 and 7.3). Records involved in a pending case, and financial records not yet post-audited by the Commission on Audit, may not be disposed of, and the disposal itself is witnessed by representatives of the agency, the National Archives and COA (NAP General Circular No. 2, Rules 3.7, 3.8 and 10.1). Destroying or damaging a public record outside these rules is an offense punished by a fine of ₱500,000 to ₱1,000,000, imprisonment of five to fifteen years, or both (RA 9470, Secs. 40 and 41).

DO 98, s. 2009 put DepEd's Records Management Operations Manual into effect, among manuals developed "for implementation nationwide" (item 1). The retention periods set in DepEd's later issuances are few:

| Record | How long | Source |
| --- | --- | --- |
| Original SF10 | Kept by the school of completion; no end date is set | DO 58, s. 2017, items d.4 and e.4 |
| Certified copy of a SHS graduate's SF10 | Kept by the Division Office | DO 69, s. 2016 |
| Enrollment forms (Basic Education Enrollment Form, confirmation slip) | "shall not be retained for a period longer than one (1) year" | DO 017, s. 2025, Sec. X.C |
| Assessment tools, rubrics, raw scores and feedback records | "for at least one (1) SY, or longer if required for audit, validation, or appeals" | DO 015, s. 2026, item 61 |
| Private school learner records, for comparison | At least one year after graduation; official credentials "preserved in perpetuity" | DO 88, s. 2010, Sec. 154 |

DO 017, s. 2025 says enrollment forms are destroyed after one year "following the Records Management Regulations, Policies, and Guidance of DepEd", and RA 9470 requires the National Archives' written authority first. The two fit only when disposal goes through that authority. The SDO Records Unit gives schools "technical assistance in the proper handling, inventory, and disposition of enrollment forms at the school level" (DO 017, s. 2025, Sec. XI), so the safer course is to inventory the forms and dispose of them through the division.

**Storage and access.** Physical assessment records "shall be stored in designated secure cabinets within school premises, while digital records shall be stored in official DepEd systems, networks, or authorized drives. Access to such records shall be controlled, logged, and documented" (DO 015, s. 2026, item 61). Learner data is open to authorized personnel "on a need-to-know basis" (DO 017, s. 2025, Sec. X.B).

## When records are lost or damaged

As of November 5, 2026, DepEd has no issuance on reconstituting school records destroyed by fire, flood or typhoon. What a school head can rely on is the set of copies kept elsewhere:

- the signed SF4, SF5 and SF6 submitted to the division after each checking of forms (DO 11, s. 2018);
- the list of graduates and SF5 the SDO sends to the Regional Office within 30 days of graduation (DO 48, s. 2017, Sec. V, item 10);
- the certified copy of each SHS graduate's SF10 at the division (DO 69, s. 2016); and
- each learner's profile and end-of-year status in the LIS.

Prevention comes first. Among the roles that schools "should endeavor" to fill "With the leadership of the school heads", [DepEd Order No. 21, s. 2015](https://www.deped.gov.ph/2015/06/01/do-21-s-2015-disaster-risk-reduction-and-management-coordination-and-information-management-protocol/) lists: "Maintain the safekeeping of vital school records and learning materials". Before a typhoon, schools store "textbooks, teaching manuals, school records and school equipment" in a safe place, "preferably on an elevated room to ensure protection from rain or flood" ([DepEd Order No. 83, s. 2011](https://www.deped.gov.ph/2011/10/28/do-83-s-2011-disaster-preparedness-measures-for-schools/)). Damaged permanent records may be disposed of only after a report to the National Archives on the damage, with photos and a note on where else the information can be found (NAP General Circular No. 2, Rule 13.1).

When a school is separated or converted, "All personnel, assets, liabilities, and records of the covered public schools are hereby transferred to and absorbed by the separated and converted public schools" ([DepEd Memorandum No. 060, s. 2025](https://www.deped.gov.ph/2025/08/01/august-1-2025-dm-060-s-2025-dissemination-of-omnibus-implementing-rules-and-regulations-of-the-laws-on-the-separation-and-conversion-of-public-schools-in-basic-education/), Sec. 9).

## Access to records: FOI and data privacy

### Freedom of information requests

DO 019, s. 2021 revoked DO 72, s. 2016 (item 2) and sets the procedure for every DepEd office, including schools.

- **Where requests go.** School heads designate the FOI Receiving Officer at the "Guidance Counselor's Office or Registrar's Office at Schools" (Sec. VI.C). The receiving officer helps requesters "free of charge", stamps and logs each request, and enters it in the FOI tracking system.
- **Who decides.** "The School Heads shall recommend an FOI DM as well as an alternate FOI DM ... both with ranks of not lower than Head Teacher, whose designations shall be approved by the Secretary" (Sec. VI.B).
- **How fast.** Three working days for simple requests, seven for complex ones, and up to 20 for highly technical ones (Sec. VII.D). "Failure to notify the requesting party of the action taken on the request within the period herein provided shall be deemed a denial of the request to information."
- **Fees.** "No fees shall be charged for accepting FOI requests", though DepEd may charge the actual cost of printing or copying (Sec. VII).
- **Appeals.** Within 20 calendar days, "From the school FOI DM, to the school principal", decided within 20 working days (Sec. VIII).
- **Limits.** DepEd observes the Data Privacy Act when it gives access to information (Sec. IV), and personal information is released "only if it is material or relevant to the subject matter of the request" ([Executive Order No. 2, s. 2016](https://lawphil.net/executive/execord/eo2016/eo_2_2016.html), Sec. 7).

DO 019's own request form, dated 2016, still promises an answer within 15 working days; the 3, 7 and 20 working days in the body of the order govern.

### Learner records and the Data Privacy Act

Learner records are personal information, and information about a person's education is sensitive personal information (RA 10173, Sec. 3(l)(2)). Learners have the right to reasonable access to their own data and to have errors corrected (Sec. 16). The Act's penalties for unauthorized disclosure run from one to three years' imprisonment and a fine of ₱500,000 to ₱1,000,000, and three to five years and up to ₱2,000,000 for sensitive personal information (Sec. 32).

DepEd's own rules add:

- Personal information collected at enrollment "shall not be disclosed or disseminated to third parties, including to the public (i.e., social media accounts of the school, teachers, officials) without the explicit consent of the learner and their parents or legal guardian, unless required by law or necessary for the legitimate purposes of the data controller" (DO 017, s. 2025, Sec. X.C).
- "The identity or other information that may reasonably identify the pupil, student or learner shall be kept confidential" (DO 22, s. 2012, item 9).

| Who asks | What applies |
| --- | --- |
| The learner, or a parent of a minor | Access to the learner's own records (BP 232, Sec. 9; RA 10173, Sec. 16). In Advisory Opinion No. 2025-017, the National Privacy Commission (NPC) said parents exercise these rights for minors and schools may remove other learners' details from the copies |
| Another school | School-to-school transfer through the LIS (DO 54, s. 2016; DO 017, s. 2025) |
| A complainant in a case | In Advisory Opinion No. 2020-014, the NPC said DepEd may not disclose a learner's address on a complainant's letter alone; the requester uses court or other proper processes |
| Law enforcement | In Advisory Opinion No. 2024-007, the NPC said a school may disclose records without a court order when the law allows it, but the agency must show its mandate to enforce a particular law; release only what the request needs |
| Media | No learner's personal information without consent (DO 017, s. 2025, Sec. X.C) |
| The public | An FOI request under DO 019, s. 2021, subject to the Data Privacy Act |

The NPC also advised, in Advisory Opinion No. 2026-004, that individual public schools need not register separately with the NPC but must still follow school-level procedures for access control, retention and disposal, and reporting of breaches to the data protection officer.

### Service standards

[Republic Act No. 11032](https://lawphil.net/statutes/repacts/ra2018/ra_11032_2018.html), the Ease of Doing Business and Efficient Government Service Delivery Act of 2018, amended the Anti-Red Tape Act of 2007 (RA 9485). The amended law caps processing at three working days for simple transactions, seven for complex ones and 20 for highly technical applications (RA 9485 as amended, Sec. 9(b)), and forbids requirements and costs not listed in the Citizen's Charter (Sec. 21). Every school is to have a Sub-Committee on Anti-Red Tape chaired by the school head, with non-teaching personnel as members ([DepEd Memorandum No. 040, s. 2025](https://www.deped.gov.ph/2025/04/28/april-28-2025-dm-040-s-2025-updated-composition-of-the-department-of-education-committee-on-anti-red-tape-in-the-central-office-and-sub-cart-in-field-offices-and-schools/), item 2 and Table 2).

## What this means for school heads

1. **Name the people in writing.** Designate a records custodian (or registrar), the two other members of the school records committee, and the FOI Receiving Officer, all from non-teaching staff where the school has them (DM 003, s. 2025; DO 019, s. 2021). Recommend an FOI Decision Maker and an alternate of at least Head Teacher rank.
2. **Inventory what the school holds.** Have the records committee list every record series, where it is kept and how old it is, and keep the SF10 originals separate, locked and off the floor (DM 003, s. 2025; DO 83, s. 2011).
3. **Set a transfer routine.** Check LIS transfer notices every week, send each SF10 with a certified copy kept on file, record the date sent, and never hand the record to a parent (DO 54, s. 2016; DO 58, s. 2017).
4. **Prepare your own forms.** SF4 each month, SF6 at year end and the eSF7 at the start of the year are the school head's; do not add forms beyond DO 006, s. 2025's lists or ask advisers for obsolete ones (DO 11, s. 2018, Sec. VI). The [teacher loading toolkit](https://nash.com.ph/blog/school-head-teacher-loading-workload-toolkit) covers the eSF7.
5. **Run the school checking first.** Convene the School Checking Committee before the division comes, correct entries in the LIS, and submit the signed SF4, SF5 and SF6 within five working days after the division checks.
6. **Handle CAV promptly.** Verify, sign and seal the records, release them to the applicant with the indorsement to the Regional Office, and submit your specimen signature to the division every year (DO 48, s. 2017).
7. **Pay for records work from school funds.** DO 54, s. 2016 charges the cost of processing and sending records to MOOE or other school funds, and no DepEd issuance sets a fee for a public school's SF9, SF10 or certificates. Never hold back a report card or certificate for unpaid contributions (DO 54, s. 2016, Sec. VI; DO 013, s. 2022).
8. **Dispose of nothing without authority.** Route disposal through the division records unit and the National Archives (RA 9470, Sec. 18).
9. **Guard learner data.** Limit access to those who need it, log who opens assessment and learner files, and post no learner's personal information without consent (DO 015, s. 2026; DO 017, s. 2025).
10. **Post the service times.** Keep the school's records services within RA 11032's limits, and form the school's anti-red tape sub-committee.

These tasks serve [PPSSH Domain 2](https://nash.com.ph/blog/ppssh-domain-2-managing-school-operations), strand 2.1, records management, and indicator 1.3.1 on keeping school operations consistent with laws and issuances ([PPSSH Domain 1](https://nash.com.ph/blog/ppssh-domain-1-leading-strategically)).

A school head may not:

- give an SF10 to a learner or parent to carry to another school (DO 54, s. 2016, Sec. V.c);
- withhold a public school learner's report card, good moral certificate or clearance for unpaid voluntary contributions (DO 013, s. 2022, Sec. 26.2.3.8);
- charge a fee for CAV (DO 48, s. 2017, Sec. V, item 8);
- edit LIS-generated forms outside the LIS or accept commercial electronic forms (DO 11, s. 2018, Sec. V.B.1);
- designate teachers as members or secretariat of the school records committee (DM 003, s. 2025, item 3); or
- destroy public records without the National Archives' written authority (RA 9470, Sec. 18).

## How the NASH may test this

The items below are original practice items, scored 3 (Relational), 2 (Multistructural), 1 (Unistructural) or 0 (Prestructural). An option that breaks a rule scores 0.

### Question 1

*Indicator 2.1.2, Records management. Career Stage 2, Situational, Moderate.*

You are the principal of a public elementary school. In September, a Grade 4 learner moves with her family to another province, and her new school logs the transfer in the Learner Information System. The next day, her father comes to your office. He asks for her permanent record so he can bring it to the new school himself, saying the mail is slow and he does not want her to fall behind. What is the most appropriate action?

- **A.** Release the original SF10 to the father in a sealed envelope so the new school receives it this week, and note the release in the school's records logbook.
- **B.** Have the registrar send the new school a scanned copy of the SF10 by e-mail today, and keep the original SF10 in the school's files for safekeeping.
- **C.** Have the registrar send the original SF10 to the new school by courier this week, and explain to the father that records pass directly between schools.
- **D.** Have the registrar send the original SF10 to the new school instead of the father, keep a certified copy, and record the date sent in the system.

**Answer and explanation**

**Best answer: D.** Points: A = 0, B = 1, C = 2, D = 3.

- **A (0 points, Prestructural).** It lets a parent hand-carry the permanent record, which DO 54, s. 2016 forbids, however well the envelope is sealed or the release logged.
- **B (1 point, Unistructural).** It keeps the transfer between schools, but DO 017, s. 2025 provides for scanned copies only for completers, and the originating school sends the original and keeps a copy.
- **C (2 points, Multistructural).** It sends the original between schools and answers the father, but it keeps no certified copy and leaves the LIS without the date sent.
- **D (3 points, Relational).** It sends the original school to school, keeps the certified copy the school must hold, and updates the LIS so the receiving school can track the record.

**Why.** This aligns with Career Stage 2 expectations because indicator 2.1.2 asks the school head to manage school data and information using technology. DO 54, s. 2016 makes the LIS the platform for transfers, bars parents from hand-carrying the record, and has the originating school "update the LIS with the date when the document has been sent" (Sec. V.c, V.e and V.A.c). DO 58, s. 2017 has the originating school keep "one certified true photocopy" and send the original (Sec. IV.D, item d.3). DO 017, s. 2025 provides for scanned copies only for Grade 6, Grade 10 and Kindergarten completers (Sec. IX.B.b). The 2-point option sends the record correctly but leaves out the copy and the LIS update.

*Indicator 2.1.2: Manage school data and information using technology, including ICT, to ensure efficient and effective school operations.*

*Sources: DepEd Order No. 54, s. 2016, Sec. V; DepEd Order No. 58, s. 2017, Sec. IV.D; DepEd Order No. 017, s. 2025, Sec. IX.B.*

### Question 2

*Indicator 1.3.1, Policy implementation and review. Career Stage 1, Conceptual, Moderate.*

A public elementary school's storeroom holds boxes of school forms from the past fifteen years, and space is running out. Under the rules on public records, which statement best describes how the school may dispose of records it no longer needs?

- **A.** It burns the records older than ten years once the school records committee agrees, keeping only the learners' permanent academic records.
- **B.** It inventories the records, keeps the permanent ones such as SF10 originals, and disposes of others only with the National Archives' written authority.
- **C.** It inventories the records and asks the division records unit for help, keeping all of them in a dry, locked room while it waits for the unit's written advice.
- **D.** It keeps the records where they are, since the rules on public records do not allow a school to destroy the records it holds.

**Answer and explanation**

**Best answer: B.** Points: A = 0, B = 3, C = 2, D = 1.

- **A (0 points, Prestructural).** It destroys public records on the committee's say-so, which RA 9470 forbids without the National Archives' written authority.
- **B (3 points, Relational).** It connects the inventory, the records that must be kept, and the authority that disposal requires.
- **C (2 points, Multistructural).** It inventories the records, seeks help and keeps them safe, but it does not link disposal to the National Archives' authority or separate the permanent records.
- **D (1 point, Unistructural).** It rightly avoids destroying records on its own, but disposal is allowed with authority, so the storeroom problem is never solved.

**Why.** This aligns with Career Stage 1 expectations because indicator 1.3.1 asks for knowledge of how school operations stay consistent with laws and issuances. RA 9470 bars the disposal of public records "except with the prior written authority of the executive director" of the National Archives (Sec. 18). DM 003, s. 2025 has the school records committee "Conduct Records Inventory" and implement the disposition program "as approved by the National Archives of the Philippines" (item 2). DO 58, s. 2017 has the school keep the original SF10 (Sec. IV.D, item d.4). The 2-point option is safe but never reaches the authority that would let the school dispose of anything.

*Indicator 1.3.1: Demonstrate knowledge and understanding of policy implementation and review to ensure that school operations are consistent with national and local laws, regulations and issuances.*

*Sources: Republic Act No. 9470, Sec. 18; DepEd Memorandum No. 003, s. 2025, item 2; DepEd Order No. 58, s. 2017, Sec. IV.D.*

Nothing in this guide reproduces or predicts examination content.

## Frequently asked questions

### How do I get a CAV of my school records from DepEd?

File a CAV request form at the school where you finished. The school verifies the records, the school head signs them, and the school releases them to you in a sealed envelope with an indorsement (DO 48, s. 2017, Sec. V.A). You file the CAV application at the DepEd Regional Office Records Section, which issues the CAV (Sec. V.C), and then take the sealed CAV to the DFA for the apostille. DepEd charges no fee for CAV (Sec. V, item 8).

### Can a school require parents to hand-carry Form 137?

No. "Learners and/or their parents or guardian are not allowed to hand-carry the Permanent Records (Form 137) to the receiving school" (DO 54, s. 2016, Sec. V.c), and schools "shall not compel learners and/or their parents/legal guardians to take responsibility for the transmission of school records" (DO 017, s. 2025, Sec. IX.B.a). The receiving school requests the record through the LIS, and the originating school sends it by mail or courier.

### Can a public school withhold a report card or Form 137?

Not for unpaid voluntary contributions: DO 013, s. 2022 bars withholding a report card, good moral certificate or clearance for that reason (Sec. 26.2.3.8), and records processing is charged to school funds (DO 54, s. 2016, Sec. VI). A private school may withhold credentials until fees are settled (DO 88, s. 2010, Sec. 128); the receiving public school then enrolls the learner as temporarily enrolled (DO 017, s. 2025, Sec. IX.A.b).

### How long must a school keep Form 137 and other records?

The school where the learner finished keeps the original SF10, with no end date (DO 58, s. 2017). DepEd sets one year for enrollment forms (DO 017, s. 2025) and at least one school year for assessment records (DO 015, s. 2026). No record may be destroyed without the National Archives' written authority (RA 9470, Sec. 18).

### Is DepEd Order No. 72, s. 2016 still in force?

No. DO 019, s. 2021, the Revised DepEd People's FOI Manual, revoked it (item 2). Under DO 019, a school answers simple FOI requests within three working days, and appeals go from the school's FOI decision maker to the principal (Secs. VII.D and VIII).

## Sources

**DepEd orders**

- [DepEd Order No. 015, s. 2026](https://www.deped.gov.ph/2026/06/04/june-4-2026-do-015-s-2026-revised-guidelines-on-classroom-assessment-grading-system-and-awards-and-recognition-for-the-k-to-12-basic-education-program/), Revised Guidelines on Classroom Assessment, Grading System, and Awards and Recognition for the K to 12 Basic Education Program, June 4, 2026. Item 61; Annex D, item 22.c.
- [DepEd Order No. 009, s. 2026](https://www.deped.gov.ph/2026/04/16/april-16-2026-do-009-s-2026-guidelines-on-the-implementation-of-the-three-term-school-calendar-in-basic-education/), Guidelines on the Implementation of the Three-Term School Calendar in Basic Education, April 16, 2026. Item 5; Encl. item 35; Annex B.
- [DepEd Order No. 017, s. 2025](https://www.deped.gov.ph/2025/06/13/june-13-2025-do-017-s-2025-revised-basic-education-enrollment-policy/), Revised Basic Education Enrollment Policy, June 13, 2025. Secs. VII, IX, X and XI.
- [DepEd Order No. 006, s. 2025](https://www.deped.gov.ph/2025/03/20/march-20-2025-do-006-s-2025-guidelines-on-the-streamlining-of-school-forms-and-reports-accomplished-by-teachers/), Guidelines on the Streamlining of School Forms and Reports Accomplished by Teachers, March 20, 2025. Items 4 to 8, Enclosures 1 to 3.
- [DepEd Order No. 005, s. 2024](https://www.deped.gov.ph/2024/04/29/april-29-2024-do-005-s-2024-rationalization-of-teachers-workload-in-public-schools-and-payment-of-teaching-overload/), Rationalization of Teachers' Workload in Public Schools and Payment of Teaching Overload, April 29, 2024. Sec. V.A.3.
- [DepEd Order No. 002, s. 2024](https://www.deped.gov.ph/2024/01/26/january-26-2024-do-002-s-2024-immediate-removal-of-administrative-tasks-of-public-school-teachers/), Immediate Removal of Administrative Tasks of Public School Teachers, January 26, 2024. Sec. V.A.1.
- [DepEd Order No. 013, s. 2022](https://www.deped.gov.ph/2022/03/18/march-18-2022-do-013-s-2022-omnibus-guidelines-on-the-regulation-of-operations-of-the-parent-teacher-associations/), Omnibus Guidelines on the Regulation of Operations of Parent-Teacher Associations, March 18, 2022. Sec. 26.2.3.8.
- [DepEd Order No. 019, s. 2021](https://www.deped.gov.ph/2021/05/25/may-25-2021-do-019-s-2021-revised-department-of-education-peoples-freedom-of-information-manual-and-implementing-details/), Revised Department of Education People's Freedom of Information Manual and Implementing Details, May 25, 2021. Item 2; Secs. IV, VI, VII and VIII.
- [DepEd Order No. 11, s. 2018](https://www.deped.gov.ph/2018/03/07/do-11-s-2018-guidelines-on-the-preparation-and-checking-of-school-forms/), Guidelines on the Preparation and Checking of School Forms, March 7, 2018. Secs. V.A to V.C and VI.
- [DepEd Order No. 58, s. 2017](https://www.deped.gov.ph/2017/11/27/do-58-s-2017-adoption-of-new-school-forms-for-kindergarten-senior-high-school-alternative-learning-system-health-and-nutrition-and-standardization-of-permanent-records-3/), Adoption of New School Forms for Kindergarten, Senior High School, Alternative Learning System, Health and Nutrition, and Standardization of Permanent Records, November 27, 2017. Secs. II and IV.
- [DepEd Order No. 48, s. 2017](https://www.deped.gov.ph/2017/08/25/do-48-s-2017-policy-and-procedural-guidelines-on-the-certification-authentication-and-verification-of-basic-education-school-records/), Policy and Procedural Guidelines on the Certification, Authentication and Verification of Basic Education School Records, August 25, 2017. Secs. III, V.A to V.C.
- [DepEd Order No. 69, s. 2016](https://www.deped.gov.ph/2016/11/22/do-69-s-2016-provision-of-the-deped-electronic-class-record-and-form-137-for-senior-high-school/), Provision of the DepEd Electronic Class Record and Form 137 for Senior High School, November 22, 2016.
- [DepEd Order No. 54, s. 2016](https://www.deped.gov.ph/2016/06/30/do-54-s-2016-guidelines-on-the-request-and-transfer-of-learners-school-records/), Guidelines on the Request and Transfer of Learner's School Records, June 30, 2016. Secs. V to VII.
- [DepEd Order No. 21, s. 2015](https://www.deped.gov.ph/2015/06/01/do-21-s-2015-disaster-risk-reduction-and-management-coordination-and-information-management-protocol/), Disaster Risk Reduction and Management Coordination and Information Management Protocol, June 1, 2015.
- [DepEd Order No. 4, s. 2014](https://www.deped.gov.ph/2014/01/30/do-4-s-2014-adoption-of-the-modified-school-forms-sfs-for-public-elementary-and-secondary-schools-eeffective-end-of-school-year-2013-2014/), Adoption of the Modified School Forms (SFs) for Public Elementary and Secondary Schools Effective End of School Year 2013-2014, January 30, 2014. Encl. 2.
- [DepEd Order No. 22, s. 2012](https://www.deped.gov.ph/2012/03/20/do-22-s-2012-adoption-of-the-unique-learner-reference-number/), Adoption of the Unique Learner Reference Number, March 20, 2012. Items 2 and 9.
- [DepEd Order No. 83, s. 2011](https://www.deped.gov.ph/2011/10/28/do-83-s-2011-disaster-preparedness-measures-for-schools/), Disaster Preparedness Measures for Schools, October 28, 2011.
- [DepEd Order No. 88, s. 2010](https://www.deped.gov.ph/2010/06/24/do-88-s-2010-2010-revised-manual-of-regulations-for-private-schools-in-basic-education-amended-by/), 2010 Revised Manual of Regulations for Private Schools in Basic Education, June 24, 2010. Secs. 128 and 154.
- [DepEd Order No. 98, s. 2009](https://www.deped.gov.ph/2009/09/18/do-98-s-2009-implementation-of-administrative-service-operations-manuals/), Implementation of Administrative Service Operations Manuals, September 18, 2009. Item 1.
- [DepEd Order No. 45, s. 2003](https://www.deped.gov.ph/2003/05/30/do-45-s-2003-ascertaining-the-authenticity-of-school-records/), Ascertaining the Authenticity of School Records, May 30, 2003. Item 3.

**DepEd memoranda and other DepEd documents**

- [DepEd Memorandum No. 029, s. 2026](https://www.deped.gov.ph/2026/05/11/may-11-2026-dm-029-s-2026-national-technical-working-group-for-the-digitization-of-school-forms/), National Technical Working Group for the Digitization of School Forms, May 11, 2026. Items 1 and 4.
- [DepEd Memorandum No. 023, s. 2026](https://www.deped.gov.ph/2026/03/27/march-27-2026-dm-023-s-2026-clarification-on-the-participation-of-temporarily-enrolled-learners-in-end-of-school-year-rites/), Clarification on the Participation of Temporarily Enrolled Learners in End-of-School-Year Rites, March 27, 2026. Items 2 and 3.
- [DepEd Memorandum No. 020, s. 2026](https://www.deped.gov.ph/2026/03/13/march-13-2026-dm-020-s-2026-modified-electronic-class-record-and-school-form-10-for-strengthened-senior-high-school-pilot-implementers-in-school-year-2025-2026/), Modified Electronic Class Record and School Form 10 for Strengthened Senior High School Pilot Implementers in School Year 2025-2026, March 13, 2026. Item 4.
- [DepEd Memorandum No. 060, s. 2025](https://www.deped.gov.ph/2025/08/01/august-1-2025-dm-060-s-2025-dissemination-of-omnibus-implementing-rules-and-regulations-of-the-laws-on-the-separation-and-conversion-of-public-schools-in-basic-education/), Dissemination of Omnibus Implementing Rules and Regulations of the Laws on the Separation and Conversion of Public Schools in Basic Education, August 1, 2025. Sec. 9.
- [DepEd Memorandum No. 040, s. 2025](https://www.deped.gov.ph/2025/04/28/april-28-2025-dm-040-s-2025-updated-composition-of-the-department-of-education-committee-on-anti-red-tape-in-the-central-office-and-sub-cart-in-field-offices-and-schools/), Updated Composition of the Department of Education Committee on Anti-Red Tape in the Central Office and Sub-CART in Field Offices and Schools, April 28, 2025. Item 2, Table 2.
- [DepEd Memorandum No. 003, s. 2025](https://www.deped.gov.ph/2025/01/06/january-6-2025-dm-003-s-2025-reconstitution-of-records-management-improvement-committee/), Reconstitution of Records Management Improvement Committee, January 6, 2025. Items 1 to 3.
- [DepEd Memorandum No. 037, s. 2022](https://www.deped.gov.ph/2022/04/22/april-22-2022-dm-037-s-2022-resumption-of-implementation-of-the-policy-on-checking-of-school-forms-as-prescribed-in-deped-order-no-11-s-2018-guidelines-on-the-preparation-and-checking/), Resumption of Implementation of the Policy on Checking of School Forms as Prescribed in DepEd Order No. 11, s. 2018, April 22, 2022. Item 4.a.
- [DepEd Memorandum No. 052, s. 2023](https://www.deped.gov.ph/2023/09/05/september-5-2023-dm-052-s-2023-adoption-of-the-deped-electronic-school-form-7-esf7/), Adoption of the DepEd Electronic School Form 7 (eSF7), September 5, 2023. Encl. item 9.
- [DepEd Citizen's Charter 2025](https://www.deped.gov.ph/transparency/deped-citizens-charter-2025/): Regional Office CAV and correction of entries services; Schools Division Office correction of entries service.

**Laws and other issuances**

- [Republic Act No. 9470](https://lawphil.net/statutes/repacts/ra2007/ra_9470_2007.html), National Archives of the Philippines Act of 2007, May 21, 2007. Secs. 18, 40 and 41.
- National Archives of the Philippines, General Circular No. 1 and General Circular No. 2, January 20, 2009 (rules on the management and disposal of public records). GC 1, Rules 3.3, 7.2, 7.3 and 8; GC 2, Rules 3, 10.1 and 13.1.
- [Republic Act No. 10173](https://lawphil.net/statutes/repacts/ra2012/ra_10173_2012.html), Data Privacy Act of 2012, August 15, 2012. Secs. 3, 16 and 32.
- [Republic Act No. 11032](https://lawphil.net/statutes/repacts/ra2018/ra_11032_2018.html), Ease of Doing Business and Efficient Government Service Delivery Act of 2018, May 28, 2018, amending RA 9485 (Anti-Red Tape Act of 2007). RA 9485 as amended, Secs. 9 and 21.
- [Republic Act No. 11984](https://lawphil.net/statutes/repacts/ra2024/ra_11984_2024.html), No Permit, No Exam Prohibition Act, March 11, 2024. Sec. 4.
- [Batas Pambansa Blg. 232](https://lawphil.net/statutes/bataspam/bp1982/bp_232_1982.html), Education Act of 1982, approved September 11, 1982. Sec. 9.
- [Executive Order No. 2, s. 2016](https://lawphil.net/executive/execord/eo2016/eo_2_2016.html), Operationalizing in the Executive Branch the People's Constitutional Right to Information, July 23, 2016. Sec. 7.
- National Privacy Commission, [Advisory Opinions](https://privacy.gov.ph/pips-and-pics/advisory-opinions/) No. 2020-014 (February 24, 2020), No. 2024-007 (July 2, 2024), No. 2025-017 (December 26, 2025) and No. 2026-004 (May 18, 2026).
- Hague Conference on Private International Law, [status table of the Apostille Convention](https://www.hcch.net/en/instruments/conventions/status-table/?cid=41).

*This guide explains DepEd and Civil Service Commission rules for study and professional awareness. It is not legal advice; for a specific case, consult a lawyer or your Schools Division Office's legal unit.*

*Written by Mark Anthony Llego for NASH Reviewer. Sources: DO 48, s. 2017, DO 54, s. 2016, DO 017, s. 2025, DO 4, s. 2014, DO 58, s. 2017, DO 11, s. 2018, DO 006, s. 2025, DO 015, s. 2026, DM 003, s. 2025, DO 019, s. 2021, RA 9470, RA 10173, RA 11032 and NAP General Circulars No. 1 and 2.*

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