REQUESTS

FOR
RECORDS
AS A GENERAL RULE, ALL
INFORMATION TO STUDENT
RECORDS ARE KEPT AND
ISSUED BY THE SCHOOL
THROUGH THE OFFICE OF THE
REGISTRAR
 In GENERAL, CONFIDENTIAL
POLICIES and records may be released ONLY
GUIDELINES
for
to the OWNER of the record
REQUESTS (i.e.,student/alumni himself/
OF RECORDS herself)
 Other than this,
upon request from
REQUESTS the owner, a
OF RECORDS representative
BY A designated in
REPRESENTATIVE WRITING, may claim
the records on the
owner’s behalf
 a. Authorization letter
REQUESTS b. Photocopy of the Valid ID of
by a the owner
REPRESANTATIVE
c. Photocopy of the Valid ID of
the representative
 1. Identity and personal circumstances of
the owner
Contents of 2. Document to be requested
the
3. Number of copies
Authorization
Letter 4. For what purpose
5. Relationship of the representative to the
owner of the document
6. Signed by the owner
 Submit affidavit of Loss
As a rule, diploma is issued
Requests only once; hence, a request of a
for Second second copy means that the first
Copy of issued copy is declared used for
Diploma other purposes.
 • A graduate may request several times a
Requests copy of his/her OTR
for Second • However, indicate in the request form
Copy of the purpose of requesting another copy
Official - for board examination
Transcript - for enrolment to graduate studies
of Records - for reference
(OTR)
Requests Students who transfer to another school will be
issued their OTR. This is ONLY upon the
for Official request of the admitting school.
Transcript
of Records This is only issued ONCE to the admitting
(OTR) school.
 EXPRESS REGULAR
PROCESSING PROCESSING

PROCESSING 3 working days 10 working days

OF REQUESTS upon submission upon submission
of the payment of the payment
receipt to the receipt to the
staff-in charge staff-in charge
 All unclaimed documents
HOLDING within 90 days will be
PERIOD and
DISPOSITION destroyed and payments made
will be forfeited.
Thank you
registrar@usl.edu.ph.