DepEd Policies on Correction of School Records

Please find the attached Regional Memorandum No. 23, s. 2016 dated March 2, 2016 from DR. PONCIANO A. MENGUITO, Director IV, regarding the “Policies on Correction of School Records,” content of which is self-explanatory.

For immediate and wide dissemination.

March 11, 2016 Update:

  1. DO 13, s. 2016 – Implementing Guidelines on the Direct Release and Use of Maintenance and Other Operating Expenses (MOOE) Allocations of Schools, Including Other Funds Managed by Schools
  2. DO 12, s. 2016 – Implementation of the First Tranche Compensation Adjustment for Civilian Personnel, and Military and Uniformed Personnel in the National Government

Republic of the Philippines
Department of Education
National Capital Region
Misamis St., Bago Bantay, Quezon City

March 2, 2016

Regional Memorandum No. 023, s. 2016

DepEd Policies on Correction of School Records

1. It is observed that most of the subject for correction on students’ school records are innocuous, typographical or simple which can be done by schools to lessen the burden of parents and students coming to this Office.

2. Accordingly and pursuant to the approval of the Undersecretary for Legal and Legislative Affairs of the Department of Education, the following policies are adopted effective April 1, 2016, to wit:

2.1. The schools are hereby authorized to effect correction on school records of enrolled or current students/pupils under the following circumstances:

a. Typographical error in the Form 137, card, diploma or other student record which was committed by any school personnel.

b. Changes or spell out abbreviation on the first name or surname such as “Ma.” to “Maria”; “D.S.” to “Delos Santos”; dash or mere spacing ( like De Los Santos to Delos Santos); change from small letter to capital letter or vice versa or two words to one word only ( like Devilla to De Villa; Delos Angeles to De Los Angeles) / inclusion of “Jr.” or “II,” “III,” etc., after the surname.

Provided that, it is reflected in the in the Certificate of Live Birth of the student/pupil issued by the National Statistics Office.

c. Change of name based on court decisions or Civil Registrar General’s action on petitions, provided that the change is already annotated in the Certificate of Live Birth (Birth Certificate) of the student/pupil issued by the National Statistics Office.

d. Inclusion, or elimination/deletion of middle name for students without middle name in their Birth Certificate provided that the middle name is annotated in the NSO Birth Certificate.

e. Correction of place of birth.

2.2. For this purpose, the schools shall require the submission of the original Certificate of Live Birth issued by the National Statistics Office which shall be its basis for the correction/change of entries in the school records. It will be retained as part of the student’s record.

3. Correction in the school records of students will be effected through the issuance of resolution by the Regional Office under the following instances:

a. Graduate students or those who are not anymore enrolled in the basic schools except typographical errors committed by a school personnel which may be corrected by the school.

b. Students with delayed registration of birth or those registered after the year of their birth for more than a year.

c. Change of first name or surname which is entirely different from the one entered in the official records except those under paragraph 2 .1, sub. par (c), where the name is duly annotated in the birth certificate.

d. The subject of correction is outside the instances under the preceding paragraph.

3.1. For purposes of issuance of resolution by the Regional Office, it is reminded that the following documents are required:

a. Letter of the record owner or parents/guardian, in case of minors, addressed to the Regional Director requesting for the correction or change of the entries in the school record.

b. Original copy of the Certificate of Live Birth issued by the National Statistics Office. In the absence thereof, proof of non-availability attested by the City/Municipal Registrar of the birthplace, including Baptismal Certificate.

c. Affidavit of the student or parent/guardian, for minors, explaining the circumstances surrounding the discrepancy in the records or the use of the assumed name.

d. Joint Affidavit of two disinterested persons (not related to the petitioners) attesting to the fact, among others, that the assumed name or the person with such facts of entry in the school record and the name appearing in the birth certificate refer to one and the same person.

e. Photocopy of the school form sought to be corrected.

Additional Requirements if Birth is “Late/Delayed Registration” or when the name is entirely different from the school record

a. Baptismal Certificate

b. Certification from the N.S.O. that no record of such name exist or registered.

Additional Requirements for Foreign Students

a. Certification from the Bureau of Immigration & Deportation of the correct name

b. Photocopy of Passport and Alien Certificate of Registration (ACR)

4. To immediately address erroneous entries and typographical errors in the students’ records, the School Heads should designate personnel to review the school records prepared by the Advisers in the entry grade/year level vis-a-vis the Birth Certificate of students/pupils, before the end of the first semester. Noted discrepancy between the Birth Certificate and the School Record should be immediately corrected by the Adviser concerned. The entries in the Birth Certificate shall prevail.

5. In all cases, the accuracy and integrity of the students’ school records should be ensured and maintained.

6. Division Offices are advised to immediately caused the wide dissemination of this Regional Memorandum for guidance of all basic schools in the Region.

Sgd.

PONCIANO A. MENGUITO
Director IV

Useful Links:

  1. Congratulations, you are now a teacher – what’s next?
  2. Reiteration of the Disciplinary Jurisdiction of the Regional Office
  3. DepEd Core Values Indicators: Concrete Manifestation
  4. Granting of Vacation Service Credits to Teachers Implementing School Supplemental Feeding Program
  5. Procurement of Senior High School (SHS) Teaching and Learning Materials
  6. List of DepEd Officials for Graduation Program

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19 Comments
  1. Ecarg says

    Gano po ka tagal yung processing thank you!!!

  2. Jasmin Cunanan says

    S form 137 ko po ng high school mali po ang Birthday ko ippa red ribbon ko po ito s DFA pano ko po mpplitan ito pra tanggapin s DFA

  3. Jennifer Aguilar says

    Good Day po! ano po ang gagawin ko may Error sa Form 137-E ko mali ang Birthplace at ang name ng Papa ko firstname lang ang nakasulat at hndi full name ..Ngayon ko lang po nalaman nung sinabi sa akin na may error , nag nung nag apply ako ng Marriage visa ..
    sana po may sumagot sa katanungan ko ..Thank you in advance.

  4. Jessica M. Arendayen says

    Ano po ang unang gagawin para ipabago yung birthplace ko sa school records ko since elementary. Late registered po kasi yung birth certificate ko, noong 2014 lang po nalakad yun. Nagkamali po ng rehistro yung naglakad ng birth certificate ko, instead na tacloban ang birthplace ko naging quezon city na. Ang sabi po sa akin ng attorney sa PAO sundin ko na lang daw yung quezon city at papalitan na lang ng quezon city lahat ng records ko including my school records. pwede po ba ako magpa change ng birthplace ko?

  5. Jessica M. Arendayen says

    Ano po ang unang gagawin para ipabago yung birthplace ko sa school records ko since elementary. Late registered po kasi yung birth certificate ko, noong 2014 lang po nalakad yun. Nagkamali po ng rehistro yung naglakad ng birth certificate ko, instead na tacloban ang birthplace ko naging quezon city na. Ang sabi po sa akin ng attorney sa pao su din ko na lang daw yung quezon city at papalitan na lang ng quezon city lahat ng records ko including my school records. pwede po ba ako magpa change ng birthplace ko?

  6. Joand bonza achurra says

    Hi, Good day! Saan pong office or lugar pwede i process ang gantong case, (saang office ng deped) late register nso graduate ng highschool and the form 137 and diploma attach to un registered name.

  7. Ivy Joy Villamor says

    GOOD MORNING, pano po yung process if mag pa change nang surname from elementary to high school, dala ko po kasi na surname yung sa step dad ko, but now we encountered some problem kasi ngayun namin nkuha sa NSO yung surname ko po nadala sa real dad ko, pano po yun mapabago?

  8. JACQUELOU W.BASTIAN says

    Anu ang gagawin ko kasi yong form 137-A nailagay doon n ang birthday ay february dapat sana january anu po ang dapat kung gawin

  9. novelyn amancio says

    magkaiba po ang diploma ko sa NSO ko kasi sa diploma ko gamit kong last name sa tatay ko sa NSO naman sa nanay ko ang gamit kong last name ..panu po un ?? maaayos pa ba un ?

    1. Jake says

      Ako din po ganyan din problema ko if ever may sagot na po sa inyo pwedi po ba share sa akin. Thanks and God bless.

      1. Cristy Melarpes Bezar says

        Ako din ganyan problema ko, kailangan ko pa nman yun for college

  10. Marissa says

    Hello po ask lang ako kase yung school record ko mali yung birthdate ko. Nagiging January 30,Imbes na January 29.Tapos na sana yung Diploma ko pati TOR ko.Ang sabi ng registrar maggawa daw ako ng letter.Ask lang po ako bayad po ba yon sa attroney ang sabi nila mahal daw ang bayad totoo po ba yon?

  11. marsrars says

    Hello po ask lang ako kase yung school record ko mali yung birthdate ko. Nagiging January 30,Imbes na January 29.Tapos na sana yung Diploma ko pati TOR ko.Ang sabi ng registrar maggawa daw ako ng letter.Ask lang po ako bayad po ba yon sa attroney ang sabi nila mahal daw ang bayad totoo po ba yon?

  12. marissa says

    hello po ask lang po ako , kase yung sa school record ko mali yung birthdate ko
    nagiging january 30, imbes na january 29.
    tapos sabi ng kadormate ko magabyad padaw sa attorney, 10,000 daw. totoo po ba yon bayad ngayon?

  13. Cecilia says

    Good day po..ask ko LNG po kasi Mali po ung birthdate ko at place of birth ko sa entry ..pwede ko po IPA correct base s birth certificate ko .ano po kailangan kong gawin…thank you po…

  14. angelou says

    Hay.ask lang po kung pwedi po ba palitan lhat ng school record ko .kasi ever since po.and still now ang gamit kung apelyedo ung s mother ko.pero ang nkalagay s nso.ko apelyedo ng tatay ko.mali po pla ang hawak kung certfcate n ginamit ko noon..and now 4 yrs nkung graduate ang nkalagay s diploma ay ung apelyedo po ng nanay.ko.kya po papalitan ko n ng apelyedo ng tatay ko.
    Un lng.sna po matulungan nio po ako.

    1. Ruiee says

      Mapapalitan po sya same prob tayo…yung sa college magbigay ka lang ng affidavit of discrepancy tsaka yung original nso cert mo.yung sa prc ko naayos ko din..ngayon yung sa highschool and elem.naman inaayos ko

      1. Mich says

        Hello po..anu po unang step n Gagawin ko po problema ko diploma at TOR ko iba un full name ko dun..iba din un nso late ko n po kz nkuha nso ko…ask ko lng po kung Saan ako una pupunta..sa school po n muna o direcho n s Deped??
        Kau po Ano po una nyu ginawa San po kau una pmunta..

  15. Meann Raymundo says

    Kindly advise how I can get a copy of this new DepEd Memorandum on Correction of School Records? My son’s Birth Certificate has recently been officially annotated to change surname to that of his father’s. Unfortunately, when we went to his school, Don Bosco Tech. Inst (Makati), the DepEd memo copy that they have there, was issued in 2007. Thank you in advance.