PRESENTATION OUTLINE

Rationale

Understanding Terms

Step – by – Step Procedures in the Processing of Requests in Eight (8) Different

Situations

Compliance Monitoring and Evaluation

define & perpetuate

status of a person and influence his / her future undertakings

availability and accessibility

should be guaranteed at all times:

reliability and authenticity

The school records are required to be authenticated by the Department of Foreign Affairs pursuant to existing national and

international regulations.

VALID PURPOSES FOR REQUESTS FOR CERTIFICATION

employment abroad, migration to foreign land,

travel to overseas,

other purposes approved by DFA

seaman’s book / seafarer’s registration

certificate

student visa

fiancé visa descendant’s

visa

reimbursement of educational allowance / tuition fees of children of OFW

DepEd Order No. 48 s, 2017 dated August 25, 2017

With the following features: ➝Standardized processes and procedures

➝Provisions for uniform step by step

guidelines

➝Identified levels of responsibility and

accountability across all units and

personnel

➝Installed security measures to eliminate

incidence of fraudulent transactions

➝Required forms are standardized for use

by all units and personnel

➝Identified measures to monitor and

evaluate efficiency and effectivity of the

processes and procedures

What are covered:

Academic School Records

Certifying Officers

Learners

Public and Private Learning Institutions on Basic Education

Academic School Records (ASR)

Elem. / Sec. Diploma

Report of rating

in A & E and PEPT Tests

Form 138

Form 137

Certification, Verification and Authentication

(CAV)

- It is an official and formal

processes and acts of checking,

reviewing and certifying to the

genuineness and veracity of the

available academic school records

of a learner by the Department of

Foreign Affairs for the duly

authorized purposes only.

Certification

The official and formal act of attesting to any relevant information pertaining to

the academic level of accomplishment of a

learner based on his/her verifiable school records

Academic Level Completed

English Translati

on of Diploma

Graduation

English as

Medium of

Instruction

Who are the CERTIFYING OFFICERS -

Records Custodian/Registrar School Heads Division Records Officers Division Administrative Officer (Admin Section) Assistant Schools Division Superintendent Schools Division Superintendent Regional Records Officers Chief Administrative Officer of Administrative Div. Assistant Regional Director Regional Director

WHO ISSUES CAV -

The issuance of CAV shall be the function and responsibility of the Records Section in

DepEd Regional Offices.

Only any of the following in the proper order of authorization: the Regional Director the Assistant Regional Director

the Chief Administrative Officer (Administrative Division)

WHO ARE THE AUTHORIZED SIGNING AUTHORITIES -

Learning Institutions

Kindergarten Education

Secondary Education

Elementary Education

Applicant

- a person who applies for or requests for his / her academic school records for certification, authentication and verification purposes only;

- in any event of his / her physical absence, the applicant may be

substituted by a duly authorized representative.

Parent

Legal Guardian Brothers/Sisters of legal age (of

the learner)

A person duly authorized in writing through a Special Power of Attorney (SPA)

Who may act as a representative -

Secondary Evidence

Any documentary evidence to support any claim of graduation, completion of any level of formal education due to loss, damage or

destroyed school records:

> Sworn statement of any two (2) of the applicant’s classmates, principals or teachers; AND supported by either the school graduation photos,

souvenir program or graduation program; OR,

> Duly certified copy of either Form 137 or Form 138 of the Learner in any tertiary learning institutions, or diploma / transcript of records on file on

the Learner's current / previous employer/s

SCHOOL LEVEL

STEP 1

STEP 2

STEP 3

SCHOOL LEVEL

If in order, approve & sign the ASR

and Certification. Prepare Indorsement

for transmittal to the RO STEP 4

Check the completeness of the the RF

Search, check & validate the

school records on file

Receiving of Request Form (RF) CAV FORM 1

CAV FORM 4 CAV FORM 5

Records Custodian/

Registrar

Records Custodian/

Registrar

RELEASE THE FOLLOWING DOCUMENTS IN A

SEALED ENVELOPE :

• Indorsement

• Original & duplicate copy of the Certification

• Two (2) Certified True Copies of the ASR

SCHOOL LEVEL

STEP 5

The Records Custodian / School Head shall

immediately inform the RO about the CAV

request thru any of the following means:

1. E-mail 2.Text Message 3.Fax

STEP 6

STEP 7 Record and maintain files of ASR and certification

released duly acknowledge by the applicant.

CAV FORM 6

Records Custodian/

Registrar