Office of the Registrar - SAN BEDA UNIVERSITY

The Office of the Registrar is a support office of the institution that takes charge of maintaining, updating and evaluating students' records, keeping track of their progress towards the completion of their courses. It enforces government and school regulations regarding student admission, enrollment, load, subject sequence, transfer, promotion and graduation, as well as, on proper building-up, maintenance of student records.

VISION-MISSION:

VISION:

The Office of the Registrar envisions itself to be an integral support office which upholds the Benedictine ideals of Prayer, Work, Community Life and Peace committed to the delivery of valued services so THAT IN ALL THINGS, GOD MAY BE GLORIFIED.

MISSION:

In the fulfillment of this vision, we assess our strengths and weaknesses in aspects which constitute our Benedictine identity and strive to create an atmosphere that promotes the institution’s core values and deliver quality services.

SERVICES:

ISSUANCE OF TRANSCRIPT OF RECORDS (TOR) / FORM-137

Procedures for requesting	ORIGINAL COPY	CERTIFIED TRUE COPY
	1. Present a valid Identification Card	1. Present a valid Identification Card
	2. Fill-out request form - indicate PURPOSE for the request	2. Fill-out request form - indicate PURPOSE for the request
	3. Accomplish Clearance form (if applicable)	3. Accomplish Clearance form (if applicable)
	4. Submit one (1) 2x2 recent photo (for TOR only)	4. Pay corresponding fee to the Cashier
	5. Pay corresponding fee to the Cashier	5. Present receipt of payment from the Cashier
	6. Present receipt of payment from the Cashier	6. Receive claim stub with the date of release of the requested document(s)
	7. Receive claim stub with the date of release of the requested document(s)	7. Present claim stub on the due date indicated
	8. Present claim stub on the due date indicated	8. Claim and acknowledge receipt of the requested document(s)
	9. Claim and acknowledge receipt of the requested document(s)

Processing Time	SY 2010 to present - Six (6) working days SY 2009 below -Twelve (12) working days	Three (3) working days from date of request
	Note: Saturday is excluded in counting the working days for determining due date of request.

Number of copies that may be requested	No limit provided they are not intended for submission to another school within the country. Only one (1) copy of the Transcript of Records / F-137 may be issued for transfer to another school within the country.		As many photocopies or certified true copies may be issued as long as said record has not been forwarded to another school and the purpose for which it is issued is indicated in the copy or copies.

ISSUANCE OF CERTIFICATIONS:

Procedures for requesting:

1. Present valid Identification Card

2. Fill-out request form - indicate PURPOSE for the request

3. Accomplish Clearance form (if applicable)

4. Pay corresponding fee to the Cashier

5. Present receipt of payment from the Cashier

6. Receive claim stub with the date of release of the requested document(s)

7. Present claim stub on the due date indicated

8. Claim and acknowledge receipt of the requested document(s)

Processing Time: Three (3) working days from date of request

Note: Saturday is excluded in counting the working days for determining due date of request.

ISSUANCE OF TRANSFER CREDENTIALS

Procedures for requesting:

1. Present a valid Identification Card

2. Fill-out request form - indicate PURPOSE for the request

3. Accomplish Clearance form (if applicable)

4. Pay corresponding fee to the Cashier

5. Present receipt of payment from the Cashier

6. Receive the claim stub with the date of release of the requested document(s)

7. Present claim stub on the due date indicated

8. Claim and acknowledge receipt of the requested document(s)

v Issuance of the Certificate of Eligibility to Transfer (CET) is done ONLY ONCE.

Processing Time: Three (3) working days from date of request

Note: Saturday is excluded in counting the working days for determining due date of request.

ISSUANCE OF DUPLICATE COPY OF THE DIPLOMA

Procedures for requesting:

1. Present a valid Identification Card

2. Submit an affidavit, acknowledged before a notary public, stating the circumstances of loss or destruction.

3. Pay corresponding fee to the Cashier

4. Present receipt of payment from the Cashier

5. Receive claim stub with the date of release of the requested document

6. Present the claim stub on the due date indicated

7. Claim and acknowledge receipt of the requested document

Processing Time: Ten (10) working days from date of request

Note: Saturday is excluded in counting the working days for determining due date of request.

PROCEDURES FOR REQUEST THROUGH A REPRESENTATIVE

1. Fill-out authorization letter (download form here).

2. Print and submit filled-out authorization letter together with a sufficient proof of identity / valid identification cards with signature for both owner and his/her representative like driver’s license, passport, company ID, and other government issued IDs.

Note: An authorization letter is valid only for a specific request. Future requests to be made through the same person must be accompanied with another letter of authorization.

VERIFICATION OF RECORDS:

Procedures for requesting:

Submit a letter of request for verification of academic information and the purpose of verification duly signed by the company’s Authorized Official and his/her designation.
Use your company letterhead.
Please attach the following:

a written authorization/consent from the owner of the record for San Beda University to disclose his/her records in favor of your company (download form here)
a selfie holding his/her valid identification card
copy of records to be verified (TOR / Diploma)
Information which may be verified includes:
- name of owner of the record
- contents of copy of record
- inclusive dates of attendance
- course and date of graduation (if applicable)

Important: Background investigation over the phone shall not be entertained.

Processing Time: Three (3) working days from date of request

Note: Saturday is excluded in counting the working days for determining due date of request.

Office Structure

Registrar:	Maria Oliva S. Reyes

Administrative Assistant:	Jerry T. Capoquian

Recorder/Evaluators:	Jaspher G. Antonio
	Rosalinda Q. Burce
	Janice S. Floria
	Susan E. Samson
	Jessemel P. Sungahid
	Ace Bert T. Sunglao
	Danny S. Yulo

	Samuel T. Gomez (Rizal)
Records Clerk:	Kimberly M. Ricafranca
Vault Keeper/Clerk Encoder:	Jonathan B. Palafox