Week 2 – Day 3 – Transfer of Learner’s School Records

Mrs. Andrea Trinidad is a Grade 7 teacher of Maunlad National High School.

One of her students is a transferee from Tuntungin National High School. How
should Mrs. Trinidad obtain the student’s permanent record?

Ask the parents or guardian of the student to obtain the copy of their child’s
permanent record from Tuntungin National High School

Ask the student to get the copy of his permanent record from Tuntungin
National High School

Ask the student to get the copy of his permanent record from Tuntungin
National High School

Enroll the transferred-in learner in LIS and the system will automatically notify the
originating school of the request for records through the dashboard

DO 54, s. 2016 aims to ensure the smooth and efficient requesting and releasing
of learners’ school records (Permanent Record or SF10 and Report Card or SF9)
WITHOUT INCONVENIENCING THE LEARNERS AND PARENTS. Learners and/or their
parents or guardian are NOT ALLOWED to hand-carry the Permanent Records to
the receiving schools. The receiving school should enroll the learner through the
LIS. If the learner is a transferee, the system will notify the originating school of
the request for records. The registrar of the originating school should then
prepare and send the records via mail or courier. The originating school shall
update the LIS with the date when the document has been sent. This process
ensures security and confidentiality of learners’ records as well.
Myrna Miranda is a Grade 4 pupil in Jose Rizal Elementary School. She
transferred to Andres Bonifacio Elementary School on September 12. Until when
should the permanent record of Ms. Myranda be secured from Jose Rizal
Elementary School?

Before the checking of forms in March or April

Within one week after September 12

Within one month after September 12

Before the Christmas vacation

DO. 54, s. 2016 specifies that the receiving schools SHALL SECURE ALL
PERMANENT RECORDS (Form 137/SF10) before the end of first grading period. For
transferred-in learners during the school year, transfer of documents shall be
secured thirty (30) days from the first day of school attendance. If a child
transfers on September 12, the permanent record should be secured within one
month, i.e. until October 12.
Mr. Manny Manaligod is the father of Anthony Manaligod, a Grade 8 student in
Luntian National High School. His son transferred to Mapula National High
School during the second quarter. To save time and money, the teacher of
Luntian National High School asked the parent to bring Anthony’s permanent
record to Mapula National High School. Is the teacher’s action appropriate?

No, because according to DO 54, s. 2016, learners and/or their parents or

guardians are not allowed to hand-carry the Permanent Records (Form
137/SF10).

No, because according to DO 54, s. 2016, one of the representatives of the

receiving school should get the permanent record of transferred-in learners from
the originating school.

No, because according to DO 54, s. 2016, the learners’ permanent record

should be automatically sent by the originating school to the receiving school.

Yes, because school’s resources are saved when the parents will be the one to
obtain their child’s permanent record from the originating school to the
receiving school

DO 54, s. 2016 aims to ensure the smooth and efficient requesting and releasing
of learners’ school records (Permanent Record or SF10 and Report Card or SF9)
WITHOUT INCONVENIENCING THE LEARNERS AND PARENTS. Hence, learners
and/or their parents or guardian are NOT ALLOWED to hand-carry the Permanent
Records to the receiving schools.
Ms. Ana Mendiola is the adviser of Wendy Carpio, a Grade 3 transferred-in pupil
of Punla Elementary School. As part of her duty, Ms. Mendiola asked for a copy
of Wendy’s permanent records from her previous school. Unfortunately, all the
records of her previous school were destroyed due to typhoon. What should Ms.
Mendiola do?

Ms. Mendiola should ask the originating school to write a letter indicating the
reason why they cannot send a copy of Wendy’s permanent record.

Ms. Mendiola should tell the principal of Punla Elementary School that she will
not be able to obtain a copy of Wendy’s permanent record because the
originating school was devastated by a typhoon

Ms. Mendiola should contact Wendy’s previous school and require them to
produce a copy of the learner’s permanent record

Ms. Mendiola can ask for a copy of School Form 5 of the class where Wendy
Carpio belongs from the originating school’s Division Office.

DO 54, s. 2016 indicates that in case of unavailability of Form 137 due to

circumstances beyond our control, the Report on Promotions or School Form 5
can be used as substitute, which is available at the Schools Division Office
(SDO).
Mr. Wenceslao Quixote is the adviser of Rita Geron, a Grade 2 transferee from
Emilio Aguinaldo Elementary School. Mr. Quixote enrolled the learner in the LIS
and notification was sent to Emilio Aguinaldo Elementary School. However, after
a month, Mr. Quixote still did not receive the learner’s permanent record. What
should Mr. Quixote do?

Mr. Quixote should write a letter to the Emilio Aguinaldo Elementary School and
ask them to send the learner’s permanent record ASAP.

Mr. Quixote should use the LIS and click “follow up maturing request”.

Mr. Quixote should inform the SGOD of the originating school about the matter.

Mr. Quixote should wait for another month before making any other action.

According to DO 54, s. 2016, if a month has passed after the LIS notification has
been made, no document is received, the receiving school shall click “follow
up maturing request” to alert the originating school.
If the receiving school has not received any document (permanent record)
after the first grading period, what should the receiving school do?

The receiving school should write a letter to the originating school and ask them
to send the learner’s permanent record ASAP.

The receiving school should use the LIS and click “follow up maturing request”
again.

The receiving school should inform the SGOD for appropriate action.

The receiving school should give the originating school until the end of second
quarter to send the learner’s permanent record.

According to DO 54, s. 2016, if no document is received after the first grading

period, the receiving school shall immediately inform the SGOD for appropriate
action.
Trinidad Gonzales is a Grade 8 student of Emilio Jacinto National High School.
She transferred to Apolinario Mabini National High School on November 15. Her
adviser enrolled her in the LIS as transferred-in. After 30 days, Emilio Jacinto
National High School has not yet received the permanent record of Ms.
Gonzales. What should Emilio Jacinto National High School do?

The receiving school, Emilio Jacinto National High School, should write a letter to
the originating school and ask them to send the learner’s permanent record
ASAP.

The receiving school, Emilio Jacinto National High School, should use the LIS and
click “follow up maturing request”.

The receiving school, Emilio Jacinto National High School, should school should
immediately inform the SGOD for appropriate action.

The receiving school, Emilio Jacinto National High School, should give the
Apolinatio Mabini National High School until December 30 to send the learner’s
permanent record.

Based on DO 54, s. 2016, for learners transferring-out in the middle of the school
year, the receiving school shall update the LIS which will notify the originating
school for the transfer of records. If 30 days have passed after the LIS notification
has been made and no document has been received, THE RECEIVING SCHOOL
SHALL IMMEDIATELY INFORM THE SGOD FOR APPROPRIATE ACTION.
Timothy De Leon is a graduate of Iloilo National High School in La Paz, Iloilo. His
family is now residing in Calamba, Laguna and they are planning to go to
Canada and continue his studies there. What should his family do to secure a
copy of Timothy’s permanent record?

Go to Iloilo National High School and ask the school to issue a copy of Timothy’s
permanent record.

Go to the nearest Schools Division Office in Calamba and request for Timothy’s
permanent record there. The SGOD in SDO Calamba will process the request
and it is where Timothy’s family shall claim the document.

Write a letter to Iloilo National High School and ask them to send Timothy’s
permanent record to their present address.

Call the school head of Iloilo National High School, tell them why they need the
permanent record of Timothy, and ask them to send a copy to their current
address.

According to DO 54, s. 2016, in cases where the requesting party needs his/her
Form 137 and other school documents for other purposes such as but not limited
to transfer to a school in another country or application for a scholarship, the
requesting party should lodge the request to the nearest SDO to their current
address. The SDO, through the SGOD, shall enter in the LIS the details (LRN or the
name of the last school) of learner whose record is being requested. This will
automatically notify the SDO of the requesting part to prepare the document
based on SF 5 records and sends it to the SDO where the request was lodged.
The requesting party shall claim the document from the SDO where the request
was lodged.
DO 54, s. 2016 indicates that the registrar of the originating school is responsible
for preparing the records of learners and sending them via mail or courier.
Where can he/she get the fund for processing and releasing learners’ school
records?

I – MOOE
II – Canteen fund
III – PTA
IV – Alumni fund

I and II only
III and IV only
I, III and IV only
I, II, III and IV

Based on DO 54, s. 2016, the incurred cost of requesting, processing, and

releasing of learner school records (Report Card or Permanent Record) shall be
charged against the SDO MOOE for requests done through SDO’S SGOD or
school funds such as school MOOE, canteen funds, PTA fund, alumni fund, and
other sources subject to the usual accounting and auditing rules and
regulations.