DEP-ED ONISION REI Republic of the Philippines a a Department of Education Region IX, Zamboanga Peninsula SCHOOLS DIVISION OF ZAMBOANGA DEL SUR ‘September 14, 2022 DIVISION MEMORANDUM DM-OSDS-ADM-2022-08-003, EL 2022 TO: Assistant Schools Division Superintendents CID and SGOD Chiets Public Schools District Supervisors / Principalsin-Charge ofthe District Public and Private Elementary and Secondary School Principals / Heads Records Officers Schools Registrar / Records Custodian A\ll Others Concemed This Division REITERATION ON THE ADOPTION OF THE POLICY AND PROCEDURAL GUIDELINES ON THE CERTIFICATION, AUTHENTICATION AND VERIFICATION OF BASIC EDUCATION SCHOOL. RECORDS 4. In pursuance to DepEd Order No. 48, s. 2017 entiled "Policy and Procedural Guidelines on the Certification, Authentication and Verification of Basic Education School Records", this Office hereby reiterates the adoption of the standard and uniform policy, procedures, and guidelines in the processing of CAV transactions pertaining to Basic Education School Records. 2, School Heads shell ensure the correctness and completeness on the issuance of certifications of school records. 3. Its stctly reiterated that there should be no alterations and erasure of school records in the application for processing of Certification, Authentication and Verification (CAV). 4. Alldocumentary requirements should be submitted to the Records Unit for endorsement to the Regional Office for the issuance of CAV. 5. Accuracy and veracity of the Academic Schoo! Records should be duly reviewed. Approved ASR and Certification shall be placed in a securely sealed envelope, bearing the school seal and the signature of the School Principal/School Registrar/Records Custodian. 6. The following are attached herewith for your reference and guidance: "Narrative Procedures on the provessing of CAV (School and Division Level Flowchart of Procedures on the processing of CAV - School Level Flowchart of Procedures on the processing of CAV - Division Level Flowchart of Procedures on the processing of CAV - Division Level (Schools thet Ceased Operation) Flowchart of Procedures onthe processing of CAV - Results of Rating on Alterative Leaming Systems (ALS) A&E Test and Philippine Educational Placement Test (PEPT) f. Forms to be used in processing of CAV transactions gaogp 7. Immediate dissemination of and compliance with this Memorandum is directed. Enclosure: As slated Reference: DepEd Order No. 48, 2017 To be indicated in the Perpetual index under the following subjects: AUTHENTICATION POLICY RULES AND REGULATIONS CERTIFICATION PROCEDURE LEARNERS: RECORDS ‘Address: Provincial Government Center, Dao, Pagadian City, Sivene teeing i Telephone Ni (062) 214-1991 Q Ugacitvocal Rosvorae Emall Address: epedzambosu@gmllcom eens 7 Website: waw.suresasur.netNARRATIVE PROCEDURES A. AT THE SCHOOL | Responsible | Time F ‘orm Fi ilaese) Unit/ Person | Frame | Output Records te Custodian / . Receive Registra Two (2) ‘CAV Form "1" Request Form Receive RF RF Se in Rar minutes (Request Form) absence, the ‘School Head Records Check the completeness | Custodian / of information and Registrar requirements required in Se va Five (5) | RF for LRF) Note: ‘inhiter | mines | Provossng Ifincomplete, retum to the | absence, the applicant with proper | Schoo! Head ‘advice; if complete, | proceed to No. 3 | Search for the appropriate fealore Sihoo Records || rniny (20 Records as requested by | Custodian minutes the Applicant en Requested ASR ‘in his/her =tavaabie,procesdto | SPeonce the Schoo! Head 3, Verification = ‘of Records | > If not available, check availabilty of the records in the Schools Division | Records Office (SDO) concaened | Custodians | THity (90) eRe through School Referral_| Registrar” seco | Arm rom Referral | Form to Division Office sto be hand-cartied by the | ‘in hissher | | applicant / representative | absence, the to the SDO | School Head | ‘Check and validate the | Records | correctness and | custodian) | Not more completeness of the | Registrar | than ten information in the SRF | cto) 4 Rvawaten | against the avaiable minutes | schoo! records. *in hisIher | absence, the — > ifmatched, proceed to | School Head No.5 D. Kf fs aProcess Tasks Responsible Unit / Person Time Frame Output Form > Ifunmatched, perform the following: >> If unmatched as to name / date of birth | place of birth, clarify the descrepancyfies with the applicant and require him/her to submit duly authenticated Birth Certificate (BC) issued by the Philippine Statistics Authority (PSA). >> If the submitted BC is matched, proceed to No. 5. >> ifthe unmatched records persist, indorse the applicant to the Legal Unit of the Regional Office for proper disposition. CAV Form “3” Indorsement for Correction of Entries in the ‘Academic Schoo! Records 5. Approval of the Request > Prepare the Academic ‘School Records and Certification and affix his/her initials. Records Custodian | tity (30) minutes ‘Reademic School Record and Certification. CAV Form “4” Certification of Enroiment/Complet ion /Graduation > Review the accuracy and veracity of the ‘Academic School Records and Request Form, ‘School Head ten (10) minutes >> If in order, signs and approves the ASR and Certification and prepares indorsement for transmittal to the RO. ‘School Head | ten (10) | minutes | Approved ASR and Certification in sealed envelope with indorsement CAV Form “5” School Transmittal to the Regional Office >>If not in order, return to Records Custodian for appropriate action until the noted dicrepancylies is clarified and rectified Records Custodian ten (10) minutes 6. Release of Certification Release the approved ASR and Certification in two (2) copies and in sealed envelope to the | applicant together with the | indorsement for ‘transmittal to the RO: Records Custodian three (3) minutes Approved ASR and Certification in sealed envelope. > Original and duplicate copy of the Certification > Two (2) Certified true copies of the ASR RProcess Tasks Responsible Unit / Person Time | Frame Output | Form [> The School Head shall | immediately inform the | Regional Office about the CAV requests duly ‘approved in the Division thru any of the following means: 4. E-mai 2. Text Message 3. Fax Note: ‘Schools and Regional Offices shall provide | updated lst of duly | authorized e-mail ‘address and contact numbers: ‘School Head CAV Form “6” | List of Approved CAV Request 7. Recording and Maintenance of Certification Record the release and maintains files of ASR and Certification duly acknowledged by the applicant. Records Custodian Five (5) minutes List of ASR issued and the | receiving copy of Indorsement 13Note: Oniy the following cases shall be 4. Referral from the school of the non-availability of Academic School Record, 2. Results of rating on Alternative Learning Systems A&E Test and Philippine Educational Placement Test (PEPT) 3. Schools that ceased operation for whatever causes wherein the leamers’ school records are required to be ‘surrendered to the Department of Education pursuant to existing regulations under Department Order 88 s. 2010 dated June 24, 2010. 4. Referral from the school of the non-availability of Academic School Record | Time roe Tasks Responsible | Frame | ouput Form Applicant | Division Records Officer 4, Receive of CAV Form 2" tool his/her Two (2) SR School Referral Referral Form Recene ot: absence, the | minutes | "Form (SRF) (SRF) AO V for the ‘Administrative [amines Section ‘Search for the appropriate Academic | Division Thirty (30) | Requested ‘School Records as Records Officer | minutes | ASR requested by the School: *in histher % absence, the ~Hfavalabe, proceedio. | ADV forne | Administrative 2, Verification Section of Records Division CAV Form “7” re fenaeie Sonar” | Recorss.Omteer| a, | Centicaton | Ceniicston of | that ithas no record thru | in his/her (15) a em OC eemeseeon a Certification of Non- | absence, the | minutes _ | *°ailabilty of | Academic School availabilty of ASR. ‘AO Vor the pet Records a ‘Administrative Eireann Section ‘Checks and validates the correctness and Division completeness of the _| Records Officer” information in the RE. Ten (10) | Val Evenson (Sir maiched proceedto “| iweer | minus: | “omeed RF ofRecords | Nog [No.4 ___| absence, the > Ifunmatched, indicate} AO V for the the discrepancyies noted | Administrative during the evaluation of ‘Section records 4Responsible Time | si oO Form proces Te Unit/ Person | Frame | Output CAV Form “8” > Ifmatched, release the Retum ‘ASR to the requesting —_| Division Fee ere {naorsement of ‘school with proper Records officer |15) 4. | ASR Mn i Indorsemert. fice tthe Division Records Officer* > itunmatched, issue the | sin piginer Fifteen CAV Form “9” Certifeation stating the | DMISe’ | (15) Certification | _(Certfication of | roted dscrepancyres. | ab80ne2.M© | minutes Discrepancy / ies) | ‘Administrative | Section |4 Release of |_| > The Division Records Resutts of | Officer shall immediately Vertieston _| inform the Regional Offce | Division ‘about the CAV requests | Records Otficer™ duly approved in the a Division thru any of the | “in hisfher ae following means: absence, the — AO Vor the 1. E-mail ‘Administrative 2. Text Message Section 3 Fax Note Divisions and Regional Offices shall provide updated ist of duly authorized e-mail address nd contact numbers Division 5. Recording | Record the release and | Records Officer i and maintains files of Results | «in hismer vento) | Me nase Maintenance _| of Verification duly ‘absence, the minutes | issued and ofthe Results | acknowiedged bythe — | AQ Vfor the the recetving of Verification | applicant. Administrative een Section 152. Results of Rating on Alternative Learning Systems A&E Test and Philippine Educational Placement Test (PEPT) Responsible | Time Process Tasks Unit/ Person | Frame Output Form Division Records Officer | Upon CAV Form “10” 4. Receive of ‘in hisiher presentatio | peauest | _ Request Form Request Form Receives RF absence, the nof the rove. | (RF) for ALS ABE (RF) ‘AO Vor the Request ‘and PEPT ‘Administrative Form Ratings Section Check the completeness of information and Division requirements required in| Records Officer 2Reviewot | MORE Five (6) | RF for RF Note: if incomplete, retum | *in hisiher minutes | processing to the applicant with | absence, the proper advice: if | AO Vfor the complete, proceed to No. | Administrative | 3 Section | ‘Search for the Result of | Division Rating as requested by | Records Orficer* the Applicant: | | ‘in hisiner Ten(10) | Requested absence, the | minutes | ASR > Ifavailable, proceed to | AO V for the No.4 Administrative Section a. Vertoaton | 2iABERatoa snot | osion . Verification | available, inform the fof Records | Applicant thatthe Division | Records Officer” Office has no record; and Coordination will be made | *in his/her by the Division Records | absence, the Officer with the Division | AO V for the ‘ALS Coordinator who, in- | Administrative | Within one turn, will make the Section (1) hour necessary verification with the Bureau of Education Assessement (BEA), DepEd Central Office ah AAG)Responsible | Time Meet Unit/ Person | Frame | Output — >If PEPT Rating is not available inform the Division ‘Applicant that the Division Office has no record; and | Records Officer coordination will be made | by the Division Records | Officer with the Bureau of | T Education Assessment |" NSMer | (BEA), DepEd Central | S0sence. Office “ Administrative Section Division > If with positive verication, proceed to | Records Noa icerALS Goordinator om ee “Cesteton 3, inform the receipt of | ion Appicant accordingly and the | Non-availabilty of issue a Certfication of information the Rating (A&E / Non-availabilty of Rating from BEA PEPT) Division 2 > Prapare te Academic. | F8Or## eer | Notmore | Soho School Records and s than thirty | Record duly Certfcation and affix | armemet, | (30) certifies his/her initials. ‘AO Viorthe utes | and sealed. ‘Administrative Section > Check the accuracy and veracity of the ASR sos and RE CAV Form "12" Certification of >> If in order, sign and approve the ASR and Notmore | Approvea | RINEARE/PEPT Cericaton and prepares sos thanfve | ASRand | Cay rorm “13° indorsement for 5) mi eri is | tener tothe RO (5) minutes | C ation | Division office | Transmittal to the I Regional Ofice | | Not more | Division than ten | | >>Itnotin order, return to | Records Officer | (10) Division Records Officer minutes | for eppropriate action untl | | temoted direpancyres | Tester | is clarified and rect abse' oi Hed AO Vior the ‘Administrative Section v7es Responsible | Time c ‘orm Eroowes aes Unit Person | Frame oun ‘Approved Release the approved | ASR and ASR and Certification in Certteaton two (2) copies and in —_| Division fotmore | ina secled sealed envelope to the | Records Officer | 2" 15 | envelope applicant for transmittal to a ent indorsement the Regional Office: indorseme | > original and cuplicate Copy of the Certifleation | “in hisfher absence, the AO Vor the > Two (2) Certified tue | Administrative copies of the ASR Section 5. Release of | > The Division Records | Gertieation | Officer shal immediately | inform the Regional Office | about the CAV requests ‘duly approved in the i Division Division thru any of the following means: rece nen 4. E-mail . CAV Form 2. Text Message ee List of Approved 3. Fax SoU ftn CAV Request Note ae Divisions and Regional | Administrative Offices shall provide | Section Updated ist of duly authorized e-mail address and contact numbers &_ Recording | Record the release and a and maintain fles of ASR and | cy = Teeued and | CAV Form "14" Maintenance | Indorsement duly the receiving | List of Approved BiCetteston | acknowtesged by the | Records Offeer | minutes | MSSErg™ | LE Rania applicant | Indorsement [Finger absence, the AO Vor the | Administrative Section 7 183. Schools that ceased operation Responsible | Time s ‘orm piccess fees, Unity Person | Frame | Output a Division Records Officer” CAV Form “4 aati Two (2) RF Request Form 4. Receive RF Receive RF Seer | rae (RF) AO V for the Administrative Section. | Search for the Division | appropriate Academic —_| Records Officer* ‘School Records Thirty (30) sinvismer | “putes | Requested > Ifavailable, proceed to | absence, the ASR No.3 ‘AO V for the 2. Verification ‘Administrative ‘of Records: ‘Section. = Division Records Officer" CAV Form “7” > Ifnot available, inform [7 Eset fee | Caer t in his/her ‘of Non- | Non-avallabilty of the applicant accordingly | PISMO (15) Loa of'|| aoesenieetol and issue Certification. | Sbsenee. mites 1|/ Soe ect | ee ‘AO Vfor the | asr, Records in the Administrative | Division Office. Section ‘Check and validate the correctness and Division completeness of the Records Officer information in the RF. | 3. Evaluation | 5 matched, proceed 10. | sin higher ren OO) | Validated RF of Records absence, the >Tfunmatched, indicate | AO Vor the the discrepancyfies noted | Administrative during the evaluation of | Section. records. > If matched, release the | Division Fifteen | Validated | CAV Form “13 ASR tothe Regional | Records Officer | (15) | ASRwith | (Division Office ‘Office with proper minutes | Indorsement | transmittal to the indorsement. “in hisfher Regional Office) acnbiesente absence, the Resutte of ‘AO V for the ericson Administrative Section Dwsion Records Officer > ifunmatched, issue the | . eal CAV Form “9” Certification stating the | anismen, || (15) | Certifeaton | (Certification of Noted discrepancyes. | Sesence. ihe | Discrepancy / ies) Administative \ | Section fxs| Responsible | Time rpcess = Unit/ Person | Frame | Output Boat > The Division Records | Officer shall immediately | inform the Regional Office about the CAV requests | duly approved inthe Division Division thru any ofthe ‘ following means: ineaiiope +. E-mail big CAV Form "6" 2. Text Message Seay List of Approved | ae ‘AO Vor the CAV Request | Divisions and Regional | Somunistatve | Offices shall provide Undated list of duly authorized e-mail address and contact ls numbers | Division | 5. Recording | Record the release and | "Records Offer eee and maintain files of Results | «i. lpetied and Maintenance _| of Verification duly a ener Five (6) the recenving | ofthe Resutts | acknowledged by the | absence, the | minutes | Gopy of | | of Verification | applicant. Nee | Section L 20FLOWCHART OF PROCEDURES PROCEDURES ON THE PROCESSING OF CAV - SCHOOL LEVEL PROCESSING] REQURED PROCESS FLOW RESPONSBLTY/OUTPUT oie lomo Swe T RECORDS CUSTODAN/REGSTRNR: [mmo (|OUR + REEVE REQUEST FORU-ScHOO, (Rr) umes | ORME an) CEN OF REDE] ror (RF) fase ‘STEP 2 RECORDS CUSTOOIAN/REGISTRAR: | NE (5) CHEEK THE COVPLEINESS OF | NITES Te roman no HEREIN eae REQURED THE F. ‘STEP 5 1 [RECORDS CUSTODIN/RECISTRAR: | amy (x) [OREM ERREATON OF + SCARCH FOR THE APROPRTE | nS | OL oes |] {osc SCHOOL RECORDS (AR) AS eso} REQUESTED BY APPLCAT. +F NOT AVALABLE, CHECK i -AVMLABIUTY OF THE RECORDS IN THE SCHOOLS DVSION OFFICE (S00) CONGERNED THROUGH ‘SCHOOL REFERRAL FORMS. (NOTE: TO. BE WAND-CARRIED BY THE NO [Scn001 ovo APPUANT / REPRESENTATIVE TO orFice (S00) fe |, Oe Se a+ 4 eng STOO AFOSR SS ce | NOT MORE THAN | OW FR" : ae AO CONPLTINESS CFE ee [See A Ne Se Hower Te oe ANOLE 500. EOS iS PMD 161 MEY OE OF Fa Bah cme Te O-SRENY/ES tin ng rua wo OO HIM/HER TO SUBMIT DULY ADVENT Bet CEMA (et) Sia oy nue Snone AOR 0, PAGE 10F8PROCEDURES ON THE PROCESSING OF CAV - SCHOOL LEVEL [PROCESSING] REGURED TM PROCESS FLOW RESPONSBLITY/OUTPUT soe ea RECORDS CUSTODIN/REGETROR ona? aim pa Ga tom pose D |r rae unrenen recoDs PERT oxen at ORE THE APLIAT TE LA. EON ANT OF HE EGOWL OFFCE TOR a Seammeysusson] | POPE OSFOSTON. ‘ae Sa, ema ) ray or acorns <> (oA Ww OFT RESON. OFFE SP 5 EOOROS CUSTOOAN/REISTRAR [NOT WERE Tm] vam REPRE THE ADEM scHoOL | ARTY.) | RCA OF Ww RECORDS AND CERTROAION AND ATK MUTES | cus HS/HER NTS, caneay PeROIN. OF fe] xe) 1 SCHOOL HEAD: TH) + REVEW THE ACCURACY wo veRucy | MAES OF THE ACOEMC SCHR. EOS INO REQUEST FOR 1 RECORDS CUSTODAN/REOSTRAR: — | 1 (1) + ORDER, SEAS AND APPROVES THe] MAES [ePROHED ASX NO ASR AND CERTFOATIN AND PREPARES ceRncaOn GOREN OR TET TE | SO ee: TH Co) | wR “7 NOT IN OROER, RETR TO REDOROS| aes! | A. ASAT Y Susman oR os "ATON UTE. THE NOTED fs our cern | ISCREPANCY/ES 1S CARFED ND — RECTED. ‘e px PAGE 20F3 fs= PROCEDURES ON THE PROCESSING OF CAV - SCHOOL LEVEL PROCESS FLOW RESPONSIBLITY /OUTPUT PROCESSING EOD "Ive [RECORDS CUSTODAN/REGISTRAR: "RELEASE THE APPROVED ASR AND CERTEROATON IN THO (2) COPES AND ‘SEALED ENVELOPE TO THE APPLICANT TOGETHER WT THE. CORSENENT FOR ‘RONSMTUL TO THE REGONAL OF CE: > ORGNAL. AND OUPLCATE COPY oF| THE CERTCATON > 1WO (2) CERTFED TRUE COPES OF THE ASR a (3) wns ora oF rane (Ow REO) ‘sieP 7 aNTEMACE OF ceRTcaTON PAGE SOF 3 26PROCEDURES ON THE PROCESSING OF CAV - DIVISION LEVEL mois Fi rernsaun/onnn |S Sea | aeT say RES oma ao) |r > PRECEVE SCO. REL wor oar cen 8 1 FoR (3) tomo) fecowe fr some REFERRAL (SR) = ome 2 Daisoy reoos omoie amg) [ane LOO Ph face were |r| Era ACADDAC SCHOOL RECORDS (ASR) AS. ARLE OF 5 (ae a ne soe, ‘eax Sa me , oi, © [ae | (Seem ree 3 = — Srrmouy | [aso recoros orncce [rea = FR TF NOT SAMABLE, INFOR THE res ' ‘eden Sod at as v0 FARR EET fearon a compan feneaabet 98 ‘sveP 3 h é JDMSION RECORDS OFFICER: |Te4 (10) Ea CDC me uO Te ute fer Sorechea no CARESS oF THE REURATON INTHE FF. +1 MATCHED, PROCEED TO STEP 4 +1 UMUTCHED, INDOATE THE DESCREPANCY/ES NOTED DURING THE EVALUATION OF RECORDS TBVISION RECORDS OFACER: RTE (a) | BETO + MATCHED, RELEASE THE ae TO rr | MOTE | (TU HOBIE REQUESTING SCHOOL WITH PROPER 1 Sas NEDA INDORSENEN orc WHE S100} ‘DUSION REDOROS OFACER: rem (i) [own 16 UNMATCHED, ISSUE THE eames | CONRAD oF CCERTRCATON STATNG THE NOTED PCA) SCREFANCY/S. DMISION RECORDS. OFFICER: + THE OVSION RECORDS OFFER SHALL IMMIEDRTELY ROR THE. RESINAL CGFRCE ABOUT THE CAV REQUESTS Dub ABPROMED IN THE OMSON THRU ANY She talon tone ae i es tere 3 OW REGHEST) Cone Nc. ses BMSION RECORDS OFFCER 3 ame ao FES Or ASO RODSENT DL” orcas MAINTENANCE OF THE - MATE OTE PHONED BY THE ACA. 1 Cao PAGET OFA Dvene PROCEDURES ON THE PROCESSING OF CAV RESULTS OF RATING ON ALTERNATIVE LEARNING SYSTEMS (ALS) A&E TEST AND PHILIPPINE EDUCATIONAL PLACEMENT TEST (PEPT) mea cesoeeur/aumn PS RE se 1 ‘DIMSION REOOROS OFFICER (ORO): [RO AESIMNEN ow rit /*RECAMES REQUEST FORM (RF) eRe | ens a AF aS) [RECEWNG OF RERUEST] FoR (RF) in CHECK THE COMPLETENESS OF ws INFORWATON AND REQUREVENTS EQURED IN THE BF. [REVEW OF REDUEST] FORM se 2 t DIVSION RECORDS OFFICER (ORO! | RE (6) No (ear) | RRO hat te peat xs hp oe, [FOR PROCESS oS yas DWSION RECORDS OFFICER (ORO | or (10) rel fore ReSLT ce ame | mae eRe oF ‘Sense one wren SSN EOS OCR (OF HTAETT no. [BURCAD OF EDUCATION] [+ ARE RATNG 1S NOT AvmuaBLE, ——/400 |ASSESSMENT (BEA) ~ INFORM THE APPLICANT THAT THE Seer rc| | ison Onee we to Rca, wo Menon wi ee ure oor ane orca we Neue WL ue he NeeeSanY fe-eemaro] «| Name wt ne Suen oF EOAN SESSUENT EN, EAD eae ane “PERT RATING 65 NOT AVALABLE |NFORU THE APPUCANT THAT THE [DWSION OFFICE HAS NO RECORD: AND ‘COOROMATION WL BE WADE BY THE DNISION RECORDS OFFICER wi THE BUREAI OF EDUCATON ASSESSENENT (EA), OEPED CENTRAL OFFI. BISON RECERES OFFICER (ORO) (HOE aN + WITH NEGATNE YERIACATON, oR [ME AFORUPIN COMA THE APPLICANT ACCORDINGLY AND SSUEFRN 0) | NAMBU OF A CERTPEANON OF NON-ALLTT TG — A) oP « Tt WISIN RECORDS OFFOER (ORO) _|wOr PREPARE THE ADEM Sov0o. | ray (30) PPROML. OF RECORDS AND CERTCATON AND AFF | es HS/HER INTIS, Leoni. to page > PAGE 10F2PROCEDURES ON THE PROCESSING OF CAV RESULTS OF RATING ON ALTERNATIVE LEARNING SYSTEMS (ALS) A&E TEST AND PHILIPPINE EDUCATIONAL PLACEMENT TEST (PEPT) PROCESS FLOW reseonseur/oureut [PROCESSING ate ExaEED aT 5 Sgg0 owson suremreco ee CHECKS THE vesRACY MO YEROTY eee ! OF He ARAN remo SCHOOLS DMSION SUPERINTENDENT | OT WC Hl sk oa @s) RES) | one Tie ome, sox a were we wns | uso ore ASR AD CERTPKATON AND PREPIRS eae DORSET FOR TASUTIA TO TE ow 07) IS Diy CTF is ao DMISION REDOROS OFFER (ORO): [ROT MoE Wa NOT ORDER, RETURN TO DAD FoR} (1) Armor ACHON UNE TE NOTED | UNIS DISCREPMNCY/ES 1 CURED AND ecined SPS DRISON RECORDS OFFICER (ORO): | OT WE Tal Y LOSE TE PROD ASR WO | AEG) elas oF CERTECATEN WO (2) CORES ao | ares Semcon SED DALE TO TE JPRICANT FOR TRARSTAL To TE FoDWM. OE: > OWEN. AO CLALIT COPY OF The CRTrCRTN > MO (2) CERTED TRUE COPS OF Hest weet DNISION RECORDS CFFCER (ORO! THE) one coro THe RISE wo wana |wares [05 ROE eons no LES OF ASR AND OORSEMNT DY as) parc: NmOwEGE BY THE APL. PAGE2OF 2 29PROCEDURES ON THE PROCESSING OF CAV - DIVISION LEVEL (SCHOOLS THAT CEASED OPERATION) PROCESS ROW seroseur/one (ORS, ERD ae 1 [NSON RECORDS OFFICER 7 ran Prec ues rom gw) mee | UO 1 rece neces rom (=) T Msn RevoRDS ornceR Yaar (a) | OMT SP 2 ERETOTT seca ron we wrorwe | unenes | RFE eee “AOODAC SOHO. REPOS. Rena sir aVMURLE, PROCEED TO STE 3 ‘ose som. : FORTE ea Meso so 2} "™ | ergo of | MSION REDOROE OrMcER: |e (i) = oe TE NOT WAWABE. nom Tae | aes 1 SE | epi ACORONLY AD IE fer sor eres | 1 DMSON RECORDS OFROR far tp | aii CHEEK AND VRLDNT. HE coRRECNESS| wars ser 3 me ‘AO COMRETDESS OF HE INRAATEN THF 1 er marin, ere To SEP 4 " sm + uae, noeNT Te DESCREPANC/ES NOTED DUNG THE e SCRE ae HPs DMSION RECORDS OFFICER —_—_ PRED) Tr 1 IF MATOHED, RELEASE THE ASR TO THe | MMTES | OO OE res oF RESUS eon FACE WH PROPER BAGH [DF vera NOOR. eam OMSION RECORDS GFiCER re (i) | wy uae SS HE aus | DSCREPANCYES. DUSION RECORDS, OFFICE ro Je vSON AORES ore SUL. fat rme DWTELY NFORA TEGO nan (FREE AUT HE ON AUER Oy {PRORD WE OMSON TL FT FLOWN MEAS aa 2 TB hess AK ia OMSONS & arto CENCES HAL, PROCE OPTED UST OF OULY ‘ATSORED E-WAL MOORS 0 CONTCT NOES. sey MSON RECORDS OFRCER oem Te ae Record Te RELEASE a0 WARTANS (30 ero [po ESO ASUS 0 RON wees) ere ACOOOMEDE THE APRA, Y AN PAGETOFT 30CAV FORM 1 - REQUEST FORM - SCHOOL (RF) Republic of the Philippines Department of Education Region, Division, School Name ‘School ID: ANNEX A Control No. Date of Application: Date of Release: REQUEST FORM FOR ACADEMIC SCHOOL RECORDS NAME OF LEARNER DATE & PLACE OF BIRTH SCHOOL YEAR LAST ATTENDED / GRADUATED PRESENT ADDRESS CONTACT NO. PURPOSE: (Please check any of the following): EMPLOYMENT ABROAD FIANCE VISA ISTUDENT VISA [_] SEAMAN'S BOOK/SRC TOURIST VISA ["PESCENDANT'S VISA MIGRATION ABROAD REIMBURSEMENT OF EDUCATIONAL ALLOWANCE! TUITION FEES OF CHILDREN OF OFWs ‘SUCH OTHER PURPOSE AS MAYBE REQUIRED BY THE DFA Pe. Signature Over Printed Name (Applicant / Representative) 7ANNEX B CAV FORM 2 - SCHOOL REFERRAL TO DIVISION OFFICE Republic of the Philippines Department of Education Region, Division, School Name. ‘4st Indorsement Date Respectfully forwarded to the Schools Division Superintendent, Division of , fequesting for assistance in securing a certified true copy of ‘School Form 18 (now Schoo! Form 5) for reconstruction of Form 137 in relation to the herein attached request of Name of Leamer, who claims to be a graduate of / student in Name of School during the School Year The said record, despite diligent search, is not available in this Office. For the preferential appropriate action of the Schools Division Superintendent. Signature Over Printed Name (School Head/Principal) Attached: as stated. 38 eeeANNEX C CAV FORM 3 - INDORSEMENT FOR CORRECTION OF ENTRIES IN THE ACADEMIC SCHOOL RECORDS Republic of the Philippines Department of Education Region, Divisio School Name, 4st Indorsement Date Respectfully forwarded to the Regional Director, DepEd Regional Office __, (Attention: Attomey IV, Legal Unit) requesting for assistance in the Correction of Entries in the Academic School Records of Name of earner, a graduate of / student in Name of Schoo! during the School Year. For ready reference and perusal, attached are the following documents / records: 1. Certificate of Live Birth (issued by Philippine Statistics Authority); 2. Affidavit of Discrepancy; 3. Affidavit of two (2) Disinterested Persons; 4. Form-137; and 5. Diploma For the preferential appropriate action of the Regional Director. Signature Over Printed Name (School HeadiPrincipal) Attached: as stated. 39ANNEX D CAV FORM 4 — CERTIFICATION OF ENROLMENT / COMPLETION / GRADUATION Department of Education Region Division School Name, CERTIFICATION OF ENROLMENT / COMPLETION / GRADUATION ‘TO WHOM IT MAY CONCERN: This is to certify that, based on available records in this school, the following information pertaining to Name of Learner with Leaner Reference Number appear: () enrolled in Grade _during the School Year__ () completed Grade ___during the School Year__ ( ) satisfactorily graduated from Elementary / Secondary Course for the School Year ____ as prescribed by the Department of Education’. This certification is issued on upon the request of Name of Learner in connection with his / her application for Certification, Authentication and Verification. ‘Signature Over Printed Name (Schoo! Head/Principal) “Mf graduated from secondary course in private school, indicate Special Order Number and date.ANNEX E ‘CAV FORM 5 - SCHOOL TRANSMITTAL TO THE REGIONAL OFFICE Republic of the Philippines Department of Education Region. Division School Name 1™ Indorsement Date Respectfully forwarded to the Regional Director, DepEd Regional Office ‘ (addres: . the herein request of Name of Leamer for Certification, Authentication and Verification (CAV) of his / her Academic School Records. For ready reference and perusal, attached are the following documents/records marked (v) below properly enclosed in sealed envelope: ( ) Certification of Completion/Graduation ( ) Certification of English as Medium of instruction () Form -137 () Diploma For the preferential appropriate action of the Regional Director. Signature Over Printed Name (Schoo! Head/Principal) Attached: as stated. aANNEX F CAV FORM 6 - LIST OF APPROVED CAV REQUEST Republic of the Philippines Department of Education Region. Division School Name. CONTROL NAME. DATE OF DATE OF NO. APPLICATION TRANSMITTAL x00 nothing follows x20xx Prepared by: Signature Over Printed Name (School Records Custodian/Registrar) Submitted by: Signature Over Printed Name (School Head/Principal)Lae ANNEX G CAV FORM 7 - CERTIFICATION OF NON-AVAILABILITY OF ACADEMIC SCHOOL RECORDS IN THE DIVISION OFFICE Republic of the Philippines Department of Education Region Division CERTIFICATION TO WHOM IT MAY CONCERN: This is to certify that after due verification, there is no available records on file in this Office of the requested Academic School Records (ASR) of Name of Learner. Issued this day of serve. 20__ for whatever legal purpose it may Signature Over Printed Name (Division Certifying Officer)ANNEX H CAV FORM 8 - RETURN INDORSEMENT OF SCHOOLS DIVISION OFFICE TO THE SCHOOL Republic of the Philippines Department of Education Region, Divis 2nd Indorsement Date Respectfully retumed to Name of School Principal, Name of School, address of school, the attached Schoo! Form 18 (now School Form 5) in connection with the request for Academic Schoo! Records (ASR) of Name of Learner, a graduate of / student in that school. For the preferential appropriate action of the School Principal. ignature Over Printed Name (Division Certifying Officer) Attached: as stated.ANNEX CAV FORM 9 - CERTIFICATION OF DISCREPANCY / IES Republic of the Philippines Department of Education Region Division CERTIFICATION TO WHOM IT MAY CONCERN: This is to certify that, based on the duly verified Schoo! Form 18 (now School Form 5) on file in this Office, copy attached, the discrepancy / ies marked (1) below has / have been noted in the Academic School Records (ASR) of Name of Learner, that school: () Name: () Date of Birth: () Place of Birth: () School Year of Attendance: Issued this day of serve. 20__ for whatever legal purpose it may Signature Over Printed Name (Division Certifying Officer) Attached: as stated.ANNEX J CAV FORM 10 - REQUEST FORM (RF) FOR ALS A&E AND PEPT RATINGS Republic of the Philippines Department of Education Region, Division. Control No. Date of Application: Date of Release: REQUEST FORM FOR RESULTS OF RATING ON: () Alternative Learning Systems Accreditation & Equivalency Test () Philippine Educational Placement Test NAME OF LEARNER: DATE OF BIRTH: PLACE OF BIRTH: PRESENT ADDRESS: CONTACT NO.: DATE OF EXAMINATION: PLACE OF EXAMINATION: PURPOSE: (Please check any of the following): [—] EMPLOYMENT ABROAD [_] FIANCE VISA STUDENT VISA ( seaman's BooKsRe TOURIST VISA DESCENDANT'S VISA [[] migRaTION ABROAD REIMBURSEMENT OF EDUCATIONAL ALLOWANCE/ TUITION FEES OF CHILDREN OF OFWs —] SUCH OTHER PURPOSE AS MAYBE REQUIRED BY THE DFA Signature Over Printed Name (Applicant / Representati igiANNEX K CAV FORM 11 - CERTIFICATION OF NON-AVAILABILITY OF RATING (A&E / PEPT) Republic of the Philippines Department of Education Region Division CERTIFICATION TO WHOM IT MAY CONCERN: This is to certify that after due verification, there is no available records on file in this Office of the requested Results of Rating on () Alternative Learning Systems Accreditation and Equivalency Test ( ) Philippine Educational Placement Test of Name of Learner. Issued this day of serve. 20__ for whatever legal purpose it may Signature Over Printed Name (Di n Records Officer) a7 BoeANNEX L CAV FORM 12 — CERTIFICATION OF RATING (A&E / PEPT) Republic of the Philippines Department of Education Region Division CERTIFICATION TO WHOM IT MAY CONCERN: This is to certify that, after due verification, the following information marked (\) below pertaining to Name of Learner, appear in the records of this Office: serve, FR (.) he / she passed the Alternative Learning Systems Accreditation and Equivalency (ALS A & E) Test for Elementary / Secondary Level administered ‘on : and he / she has the competencies comparable to that of a Elementary / Secondary graduate in the formal school system and as such, is eligible to enter secondary / tertiary education (_) he / she took the Year Philippine Educational Placement Test (PEPT) given at with Examinee Number which indicate that he / she has met the basic academic requirements of Year Level in the Elementary / Secondary Level: and he / she, therefore, is eligible for admission to Year Level subject to the satisfaction of other school admission requirements. Issued this day of 20__ for whatever legal purpose it may Signature Over Printed Name (Schools Division Superintendent)ANNEX M. CAV FORM 13 - DIVISION OFFICE TRANSMITTAL TO THE REGIONAL OFFICE Republic of the Philippines Department of Education Region Division 1" Indorsement Date Respectfully forwarded to the Regional Director, DepEd Regional Office * (address) , the herein request of Name of Learner for Certification, Authentication and Verification (CAV) of Academic School Records. For ready reference and perusal, attached are the following documents/records marked (v) below properly enclosed in sealed envelope: () Certification of Results of Rating (ALS ASE () PEPT () Diploma () Form 137 () Others: For the preferential appropriate action of the Regional Director. (Schools Division Superintendent) Attached: as stated. 49 ehere ANNEX N CAV FORM 14 - LIST OF APPROVED CAV REQUEST Republic of the Philippines Department of Education Region. Division School Name. CONTROL NAME DATE OF DATE OF NO. APPLICATION | TRANSMITTAL t a [iets fs ss 2x nothing follows xx ‘Submitted by: Signature Over Printed Name (Schools Division Superintendent) 50ANNEX CAV FORM 15- CAV APPLICATION FORM Republic of the Philippines Department of Education Region. Control No. Date of Application’ CAV APPLICATION FORM NAME OF LEARNER: DATE OF BIRTH: PLACE OF BIRTH: PRESENT ADDRESS: CONTACT NO.: NAME OF SCHOOL’ ADDRESS OF SCHOOL! PURPOSE: (Please check any of the following): EMPLOYMENT ABROAD FIANCE VISA STUDENT VISA ‘SEAMAN'S BOOK / SRC ° TOURIST VISA DESCENDANT'S VISA MIGRATION ABROAD Requirements Diploma ‘Special Order aeons Accredited Schools) Transmittal ALS A&E / PEPT a. Certification from BEA b. Rating No cc. _ Certification from Division Office 8, Passport Size Picture (2 pes.)* 9. Documentary Stamp Student Permanent Record (Form 137) Certificate of Completion / Graduation Certificate of Accreditation (for PAASCU aay REIMBURSEMENT OF EDUCATIONAL ALLOWANCE/ TUITION FEES OF CHILDREN OF OFWs ‘SUCH OTHER PURPOSE AS MAYBE REQUIRED BY THE DFA Signature Over Printed Name (Applicant / Representative) (TO BE FILLED-UP BY THE REGIONAL OFFICE) Graduates Undergraduates Public Private Public Private [ oy * If the applicant is not the learner himself / herself satoes ANNEX P CAV FORM 16 - CAV FORM Republic of the Philippines Department of Education Region, ATTACH PASSPORT SIZE 1D PICTURE CERTIFICATION, AUTHENTICATION AND VERIFICATION DATE: CAV No.: Series of 20 TO WHOM IT MAY CONCERN: This is to certify that, based on duly verified available records on file, the following information pertaining to Name of Learner appear, to wit: () he / she completed the academic requirements of the Department of Education for graduation from the course in the Schoo! Year in Name of School, as evidenced by herein attached marked (\) below: () Student Permanent Record (Form 137) () Diploma () Certification of Special Order () he / she completed the academic requirements of the Department of Education for Grade __/ Year Level ___of the Elementary / Secondary course in the School Year in Name of School, as evidenced by herein attached Student Permanent Record (Form 137). () he / she passed the Alternative Learning Systems Accreditation and Equivalency (ALS A & E) Test for Elementary / Secondary Level administered on and he / she has the competencies comparable to that of a Elementary / Secondary graduate in the formal school system and as such, is eligible to enter secondary / tertiary education as evidenced by herein attached Certification of Rating and Diploma. (_) he / she took the Year Philippine Educational Placement Test (PEPT) given at with Examinee Number which indicate that he / she has met the basic academic requirements of Year Level in the Elementary / Secondary Level: and he / she, therefore, is eligible for admission to Year Level subject to the satisfaction of other school admission requirements as evidenced by herein attached Certificate of Rating. This Office further certifies the veracity and authenticity of the attached records herewith; and issued in connection with the application of Name of Applicant purposes. Signature Over Printed Name (Regional Director) Not valid without official seal, with erasure or alteration 52ANNEX Q CAV FORM 17 - CERTIFICATION OF ENGLISH AS A MEDIUM OF INSTRUCTION Republic of the Philippines Department of Education Region Division ‘School Name. CERTIFICATION TO WHOM IT MAY CONCERN: This is to certify that Name of Leamer with Learner Reference Number has satisfactorily completed / graduated from the Elementary / Secondary Course as prescribed by the Department of Education, with the following particulars: 1. Name of School: 2. School address: 3. Grade level completed: Schoo! Year completed: 4. Graduated on: School Year graduated: 5. Special Order Number: : Date This is to further certify that English Language was used as the medium of instruction in all subjects taught in the above-mentioned school, except for subjects that require the use of Filipino language only. This certification is issued on upon the request of Name of Learner in connection with his / her application for Certification, Authentication and Verification. Signature Over Printed Name (School Head/Principal) “if graduated from secondary course in private school, indicate Special Order Number and date. 53 o ae