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DepEd Policies on Transfer and Temporary Enrollment

1. DepEd Order No. 03, s. 2018 (Basic Education Enrollment Policy) is issued to “institutionalize the enrollment process in public and private schools”;

2. It also provides guidelines for Temporary Enrollment is as follows:

Transferees from public and private schools in the Philippines who failed to submit the SF 9 (formerly Form 138) during early registration or upon enrollment shall only be temporarily enrolled until the submission of required documents on or before August 31st of the current year. They shall be required to submit an Affidavit of Undertaking signed by the parent/guardian in order to be temporarily enrolled.

For temporarily enrolled learners, the receiving school shall issue a Temporary Progress Report Card signed by the Class Adviser for the parents/guardians to monitor the progress of his/her child. This form is INADMISSIBLE FOR TRANSFER AND ENROLLMENT PURPOSES and is only issued for progress monitoring.

Upon complete submission of the documentary requirements, the learner shall be tagged as officially enrolled in the LIS. Otherwise, the learner retains the status of TEMPORARILY ENROLLED; the learner CANNOT BE OFFICIALLY PROMOTED to a higher grade level, and the learner will not be recognized should he/she attain the qualifying average and other criteria for academic honors, and the receiving school SHALL NOT RELEASE OFFICIAL DOCUMENTS such as the SF 9, SF 10, Certificate of Completion, Diploma, etc.

3. DepEd Order No. 54, s. 2016 (Guidelines on the Request or Transfer of Learner’s School Records) on the other hand provides a School-to-School Transfer of Form 137 (Permanent Record) in all schools nationwide. It details the process in requesting the permanent school records (Form 137) for an efficient transfer of documents, as follows:

Form 137, known as the permanent record, contains the learners profile and historical academic record, and Form 138 or the Report Card, shows the academic performance of a learner in a given school year.

At the end of the school year, Form 138 is required document for a learner enrolling to the next grade level as it also indicates the laerner’s promotional status. On the other hand, school authorities request for the release of Form 137 of Grades 1 to 12 learners who transfer to another school or transition from elementary to secondary.

Receiving schools shall secure all Permanent Records (Form 137) of all incoming learners before the end of the 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.

The Learner Information System (LIS) shall be used as a platform in the request and release of learner school records; hence the transaction shall strictly be between the receiving and originating schools only.

4. In cases of private schools, DepEd Order No. 88, s. 2010 expressly allows it to withhold the learner’s credentials because of nonpayment of obligations, to wit:

Section 127. Transfer of Students and Transfer Credentials. A pupil or student enrolled in one school is entitled to transfer to another school, provided he has no unsettled obligations with the school he was enrolled in.

Section 128. Withholding of Credentials. The release of the transfer credentials of any pupil or student may be withheld for reasons of suspension, expulsion or nonpayment of financial obligations or property responsibility of the pupil or student to the school. The credentials shall be released as soon as his obligation shall have been settled or the penalty of suspension or expulsion lifted.

However, if, after due inquiry, a school is found to be unjustifiably refused to issue transfer credentials or student records, the Department may issue the same without prejudice to the imposition of appropriate administrative sanctions against the school concerned.

5. Considering the foregoing, the complete documentary requirements needed in order for a transferring learner to be considered officially enrolled in the receiving school are the Form 138 and Form 137;

6. Thus, in the cases where the originating private school rightfully refuses to release the permanent record of the learner because of unpaid obligations, the learner shall be considered TEMPORARILY ENROLLED.

For information and strict compliance.

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28 thoughts on “DepEd Policies on Transfer and Temporary Enrollment”

  1. Hi! I enrolled my daughter in a Private School for SHS, her TF is 10,800 but since she has a voucher her Net TF is 2600 only. Unfortunately in their strand there were only 2 students so I decided to transfer her to another Private School. My concern here is, they asked me to pay the whole amount of her TF. I am so disappointed that they don’t even give us consideration to pay it on installment basis. We have no choice but to pay otherwise they told us that they are not going to release any credentials that we submitted. Looking for a helpful answer her.

    Reply
  2. Good day! I have a Question Can I transfer in public school in my 2nd sem?btw im grade 12 student right now im in a private school right now.I wan to transfer next semester.

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  3. Hi,

    I graduated in JHS and fully paid my school’s tuition fee. Now I am transferring to another school for SHS and my former school won’t release our credentials and want us to enroll in their school. Many of my classmate who graduated from our former school and had fully paid the tuition fee was also rejected to release thwir credentials. What should we do?

    Reply
  4. We are in a time of pandemic. Not everybody has the luxury of knowing the capabilities and limitations when somebody lost their job at the start of the pandemic.

    Depriving the student of recognition is definitely unjust. The student shouldn’t suffer the consequences of the parent’s demise.

    In what DepOrder does this belong?

    Otherwise, the learner retains the status of TEMPORARILY ENROLLED; the learner CANNOT BE OFFICIALLY PROMOTED to a higher grade level, and the learner will not be recognized should he/she attain the qualifying average and other criteria for academic honors, …….

    This should be amended in consideration of the student’s psychological and emotional welfare.

    Reply
  5. I’m from a private school grade 11, I would like to transfer to public grade 12. What are the requirments for form 138 and a reposrd card?

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  6. The school that my child was formerly a student closed and we cannot find the owner, it is said that they migrated abroad. They did not issue a form 137 to my child and now the present school that she is enrolled now is threatening to remove her if we cannot submit her form 137. What should we do?. Is the act of the room adviser of my child allowed to do it?.

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  7. good day! I have a question regarding form 138. If incase form 138 is not available or has been lost, can form 137 be used as a substitute in enrollment of a new school?

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  8. Good day! Can i ask if what should i do if a school refuses to accept me as a temporary enrolled student due to the lacking of form 138/137, i am a criminology college student who only finish first sem and then i stop due to financial problem. And i cannot get my 138 yet due to the pandemic and the amount of money needed for travel to get the documents on the school main branch. I really needed your guidance hope you notice me. Thank you and Godbless.

    Reply
  9. Good evening to all. I have a grade 1 pupil last year. He had only first quarter grades in his form 10 because he was dropped out. And now he was enrolled again in grade 1 to another school far from the school where he was enrolled before. Do we need to send his sf10 to his new school where he was enrolled again in grade 1 ?
    Thank you.

    Reply
  10. My daughter was enrolled from a private JHS and we transferred her to another private SHS.
    As for now, she’s to take another step to College, and one of the requirements were JHS form 137, 138, (or a copy of report Card). Which seems, the previous JHS is refusing to provide. They said they can only issue once.
    Is this a violation for that JHS?
    Thanks.

    Reply
  11. Hello.
    As a senior high school, if I didn’t/don’t finish my first semester, Can I still enroll in second semester to other school?

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  12. Good Day. I accidentally lost my form 138 what I can do with It. I needed it for my college admissions. Can you help me.

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  13. My brother lost some of his books provided by the school (public) for this reason the school hold his form 137 how can we handle this?

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  14. My grand daughter study in private school but due to pandemic we transfer her to public school because the school temporally closed,we still have unpaid balance ,now my granddaughter will be graduating in elementary and they are asking of form 137which due to unpaid balance,they won’t release,the teacher said no form 137 no graduation and my grandaughter will come back to grade 1,is this possible?

    Reply
  15. good day..Sir my nephew is a grade 11 student currently enrolled in a private school in Calaca, Batangas. May i know if can or will be allowed to transfer to another school for grade 12?

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    • Hi, I’m just wondering if anyone did answer your question? I have same situation, currently want to transfer to another school. Thank you

      Reply
  16. #DepEd., Good day, my daughter is recently enrolled in private school as grade2 student, and I fully paid the tuition fee, books and pocket learning module, and tuition fees for this 1st quarter and she already took the exam for this first quarter.
    Before this month end of november I transfered/enrolled my daughter in public school.
    My question is: is it valid, that the private school where my daughter came from, were demanding to still, pay the monthly tuition, for the rest of school year 2020-2021?

    Thank you

    Reply
    • So the practice of allowing private schools to withold 137 forms for non payment of fees is still ongoing in the democratic republic. I think nothing will ever change. A school should not hold sway over a students progress & academic development. Nor should they act as a quasi judicial tribunal in determining right or wrong in any fees dispute. They are in a ” Conflict of Interest” situation and should be arms length from any disputation. A power imbalance exists under current practice and this should not allowed in any democracy..Dep Ed needs to look very thoroughly and diligently at this travesty of justice..m

      Reply
      • Hi Mr. Smith.

        The problem here is that the parents should also know their capabilities and limitations for payment. There are lots of public schools available. But decided to enroll their students on Private schools. Schools are dependent on the tuition fee being paid to pay their teachers, amenities, and utilities. If the school had provided the original copy of the documents, do you think they will come back and pay their dues? The answer will be no. They wont. I do am sorry for the students, however, debt is debt. If someone had a debt with you big enough than your monthly salary, are you not going to ask for the payment?

        They can pay the balance gradually, however, they only appear at the school if they have something they needed abruptly.

        I have this case, the student was provided a photo copy of his report card. because he had submitted a promissory note. the Promissory note has the due date on when he should pay his remaining balance. The student received the photocopy of his report card after the PN was approved and was able to enroll to another school.
        Now, 3-4 years later the balance was not paid and the student was requesting an original copy of the Report card and Form 137 which is a requirement for his graduation.

        Do you think this is still acceptable?

        Reply
  17. Is it okay to release a student’s form 138 of her completion of grade 10? While she will be transferring into another country to study for grade 11, thus she already finished her 3rd quarter period as a Grade 11 student

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  18. Are grade school students able to transfer schools if the family relocates during the school year to another part of the Philippines?
    Ie move from Makati to Negros Occidental?

    Reply
  19. Good afternoon. My child is grade 2 here in uae, but we cannot afford to pay the school here. We are coming there. Is she will be accepted if we dont have any form 138 to bring. Thank you.

    Reply
  20. Good day! I have a question regarding the tuition payment. I transferred my son from Private School to Public School. Do we need to pay the whole year tuition fee even if I transferred my son after first grading?

    Thanks,
    Cynthia

    Reply

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