How do I get my school records for transfer if I still owe the school a balance?
Last updated: 2026-07-12 · Educational content; not legal advice.
Short answer
Philippine records-transfer works school-to-school: you enroll (or seek admission) at the new school, and the new school sends a written request for your records to your former school, which is meant to forward your permanent record (Form 137 for basic education) or transcript and transfer credentials (an Honorable Dismissal for higher education). Put your own request in writing too, addressed to the registrar, and keep a dated copy. If the school conditions the release only on settling a genuine unpaid balance, that may be permitted for a credential it issues; but if it stonewalls records you need to continue your studies elsewhere, invoke the DepEd basic-education rules or CHED's Manual of Regulations for Private Higher Education (CMO No. 40, s. 2008) and escalate to the regulator.
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Frequently asked
Does my new school request the records for me?
Yes. The admitting school typically sends a written request to your former school for your permanent record or transcript, and the former school forwards the complete records. Still send your own dated written request to the registrar as a paper trail.
Can they refuse the transfer records because I owe money?
A school may condition the release of a credential it issues on settling a genuine unpaid balance, but it should not trap a student who needs records to continue elsewhere. If you are stonewalled, escalate to DepEd, CHED, or TESDA with your written request attached.
What is an Honorable Dismissal?
For higher education it is the transfer credential certifying you left in good standing and are eligible to enroll elsewhere. Request it together with your transcript when you move schools.
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Your rights as a student or parent — whether a school can withhold your transcript (TOR), diploma, or Form 137 over an unpaid balance and how to get your records for transfer, the prior consultation and 70%-to-personnel conditions on any tuition increase (RA 6728), tuition refunds when you withdraw early, who qualifies for free college and the Tertiary Education Subsidy under the Universal Access to Quality Tertiary Education Act (RA 10931), your right to due process before a school can suspend or expel you (Guzman v. National University), a school's duty to act on bullying (RA 10627, Anti-Bullying Act) and on gender-based sexual harassment (Safe Spaces Act, RA 11313), the prohibition on hazing (RA 8049 as amended by RA 11053), hidden or excessive miscellaneous fees, a revoked scholarship, a school that closes mid-year, and how to file a complaint with CHED (higher ed), DepEd (basic ed), or TESDA (tech-voc).