​📄 GUIDELINES FOR REQUESTING SCHOOL DOCUMENTS AND ITEMS (K–10)

This guide provides the complete process for requesting official school documents. All requests are handled by the Registrar and follow a simple step-by-step system for faster processing.

Standard processing time is 3–5 working days, depending on the type of document and volume of requests.

📌 AVAILABLE SCHOOL DOCUMENTS AND ITEMS FOR REQUEST​

Students may request the following:

• Form 137 (Permanent Record)
• Report Card (Form 138 / SF9)
• Certificate of Good Moral Character
• Certificate of Enrollment
• Certificate of Completion / Graduation
• Kinder 2 ECCD Checklist 
• Awards, medals, and certificates distributed during the Recognition, Moving-Up, Graduation, or Completion Ceremonies, if not yet claimed by the student or parent/guardian
• Polo Shirt Uniform/s

📧 Official Communication Channel

All document requests, follow-ups, and related communication must be sent strictly through:

1. [email protected]

2. [email protected] 

3. 09936811965

This is required for proper tracking, monitoring, and timely processing of requests.

Requests sent through other channels (such as text messages, phone calls, social media, or messaging applications) will not be acknowledged or processed.

​Only requests and communications sent through the official email address will be recognized as valid and processed by the School.

Viber Teacher Gary

📩 STEP 1: SUBMIT YOUR REQUEST

To request school documents, you must complete BOTH of the following:

1. Accomplish the Document Request Form

• Fill out the official Document Request Form completely
• This will serve as the official record and tracking reference of your request

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​⚠️ Important

• Both the completed form and email submission are required.
• Requests submitted through only one channel will not be processed.
• Requests with incomplete or mismatched information may be delayed or declined

📎 STEP 2: PREPARE REQUIRED DOCUMENT

Prepare supporting documents if needed:

• Authorization letter (if representative will claim)
• Valid IDs (student and representative)
• School-to-school request letter (for Form 137 transfer)
• Additional documents if required by the Registrar

Requests are reviewed first before approval. Incomplete submissions will not proceed.

💰 STEP 3: PAYMENT AND SUBMISSION OF PROOF

All applicable fees must be settled before approval, processing, or release.

Accepted Payment Process:

• Payment for the requested document/s, delivery and shipping fees, and the ₱300 school handling fee for traditional courier/logistics companies such as LBC Express and JRS Express (if applicable)
• ​All applicable fees must be computed and paid as a one-time total payment, not through separate transactions
• Settle the required amount through the school’s official payment channels
• Secure proof of payment (receipt, screenshot, or transaction record)
• Even for onsite/cash payments made at the school, the requester must still email the proof of payment/official receipt together with all required request details to [email protected]

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Submission of Request and Proof of Payment:

Send your request and proof of payment to: [email protected]

Include the following details:

• Full Name / Student Name
• Grade Level & Section (Last Attended)
• School Year Attended
• Requested Document(s)
• Contact Person
• Contact Number
• Delivery Address (for courier delivery requests)
• Date and Time of Payment
• Proof of Payment (receipt, screenshot, or transaction record), including the payment made to the School covering the document fee(s), school handling fee, and the courier/shipping fee based on the confirmed quotation from the courier provider, if applicable

Note: The courier/shipping fee based on the confirmed quotation from the courier provider applies only to requests through Traditional Courier / Logistics Companies such as LBC Express or J&T Express.

There is no need to wait for the Registrar’s or Admin Team’s response before settling the payment. Once the requester has completed the required details and computed the applicable fees, payment may already be made and submitted together with the required request details.
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If delivery through Traditional Courier / Logistics Companies (LBC Express / J&T Express) is selected:

• The requester shall pay:
  • The document fee(s) (if applicable)
  • The ₱300 school handling fee per shipment, applicable only to Traditional Courier / Logistics Companies (LBC Express / J&T Express) and separate from the courier/shipping fee
  • The full courier/shipping fee charged by the courier provider, which shall be entirely shouldered by the parent/guardian

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• Please note that the courier/shipping fee shall be paid to the School together with the document-related fees. The School shall be the one to arrange the shipment and settle the courier/shipping payment with the courier provider on behalf of the requester.

• All delivery-related fees must be fully settled prior to shipment
• Please first inquire with your preferred courier provider, preferably LBC Express, regarding the shipping fee from the School to your delivery address before making payment.
• Kindly send the proof of payment for the total amount paid to the School, including the document fee(s), school handling fee, and courier/shipping fee, if applicable.
• All delivery-related fees must be fully settled prior to shipment.

Selection of courier delivery constitutes agreement to pay the document fee(s), school handling fee, and all applicable courier/shipping charges.
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⚠️ Important

1. Only verified payments will be acknowledged
2. Requests without valid proof of payment, incomplete payment details, or unverifiable transactions will not be processed
3. Payments made without complete request details, incomplete fee computation, or unverifiable transactions may require validation before processing.
4. Processing and release of documents will proceed only upon full compliance with all payment and documentation requirements

💰 DOCUMENT FEES (K–10 STANDARD GUIDE)

✅ FREE (First Issuance Only)

• Report Card (SF9 / Form 138)
• Certificate of Enrollment (first request)

💰 PAID REQUEST

Form 137

• ₱600 (first request)
• ₱850 (succeeding requests)

Kinder 2 ECCD Checklist

• ₱600 (first request)
  

Good Moral Certificate 

• ₱300

Report Card (SF9 / Form 138) (re-issue)

• ₱300

Certificate of Enrollment (re-issue)

• ₱300

Completion/Graduation Documents (Certificate or Diploma – re-issue/replacement)

• ₱1500

Awards, medals, and certificates distributed during the Recognition, Moving-Up, Graduation, or Completion Ceremonies, if not yet claimed by the student or parent/guardian

• No charge

Polo Shirt Uniform/s

• ₱850 per uniform

👉 Replacement of official documents may require an affidavit of loss. 

​🚚 DELIVERY AND SHIPPING FEES (OPTIONAL)

Delivery through Traditional Courier / Logistics Companies (LBC Express / J&T Express) is optional and available upon request.
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If delivery through Traditional Courier / Logistics Companies is selected:

• A ₱300 school handling fee per shipment shall be charged
• This fee is separate from the courier or shipping fee.
  
• All courier/shipping fees shall be fully shouldered by the requester
• All applicable fees must be settled before shipment will be processed

For on-demand courier services (e.g., Lalamove, Grab), the requester shall coordinate and pay the courier directly. No school handling fee shall apply.

⚠️ IMPORTANT

• The handling fee covers document processing, packaging, and release to the courier
• Courier fees will depend on the provider’s rates and location
• Once the documents have been handed over to the courier, the School shall not be responsible for delays, loss, or damage 

💳 STEP 4: ACCOUNT CLEARANCE AND APPROVAL

Processing will only proceed after:

• ✔️ Payment for the requested document(s), courier/shipping fees, and the ₱300 school handling fee for Traditional Courier / Logistics Companies such as LBC Express and JRS Express (if applicable)
• ✔️ Academic clearance
• ✔️ Financial clearance (no outstanding balance)

No documents will be released with pending balances. 

⏳ STEP 5: DOCUMENT PREPARATION

Processing begins only after full compliance with the following:

• Complete and verified request details
• Approved request by the Registrar
• Cleared student account
• Completed payment and verified proof of payment (if applicable)

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Standard processing time is 3–5 working days, depending on the type of document and volume of requests.

Viber Teacher Gary

📤 STEP 6: RELEASE AND CLAIMING

Once ready, the school will notify you via email or text.

Documents may be released to:

• The student
• An authorized representative with:
• Signed authorization letter
• Valid IDs (student and representative)

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Claiming may be done onsite on the scheduled date provided by the school.

⚠️ IMPORTANT REMINDER

• Form 137 requests require a formal school-to-school request
• All document requests are subject to verification and approval
• No document will be processed or released without clearance and, when applicable, verified payment
• Only requests sent through official channels will be accepted
• All released documents are final and recorded