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Office of the University Registrar

Transcript Section

Services

HOW TO APPLY FOR AN OFFICIAL TRANSCRIPT OF RECORDS (OTR) AND OTHER DOCUMENTS?

  • Over the Counter *(currently not available due to Covid-19 pandemic, please apply via email)

    • Secure an application form at the TS (OUR) counter.
    • Fill out the application form properly and completely .

      • Use the name based on your birth certificate; For married female student, indicate the family name you used during your last enrollment in UP. If shiftee, indicate the college(s) last attended.

    • Submit your accomplished form at the TS counter for processing and assessment.
    • Pay fee at the Cashier, 1st floor, OUR Building.(Open from 8:00 am - 4:00 pm Lunch Break: 11:30 - 12:30 pm.).
    • Submit at the TS Counter :
      1. Properly accomplished form
      2. Official Receipt (OR) of payment
      3. One (1) piece of 2x2 ID picture, black and white or colored (optional for non-board applicants) or graduation picture
      4. University Student Clearance, if you have not submitted your University Clearance based on your last enrolment in the University. However, if you are currently enrolled, you need not accomplish a student clearance.

  • Mail

    • Send a written request with the following information :
      • complete name used when last enrolled in the University
      • year of last enrollment and the college where last enrolled
      • course or degree earned from the University
      • number of copies requested
      • mailing address and contact number
      • copy of valid ID/Passport
    • Attach an approved student clearance for updating or 1st time application
    • Mode of payment:
      • Deposit to LandBank of the Philippines(LBP)
        • Branch : UP Diliman Campus
        • Address : Diliman, Quezon City 1101, Philippines
        • Account Name : UPD TRUST FUND
          • Account Type : Savings (Peso Account)
          • Account No : 3072-1007-18
      • Attach a photocopy of the deposit slip to the request letter.

    • E-Mail

      • Fill out the application form [ click here to download the form ].
      • Email all other mailing instructions not included in the form and send the application and a scanned copy of valid ID/passport as attachments.
      • Transcript Section staff acknowledges application
      • Transcript Section staff sends Billing thru email
      • Attach proof of payment or bank deposit to email
      • Transcript Section staff send docs thru courier or email a pick up schedule for those who opt to claim the documents personally

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    HOW TO APPLY FOR AN ENGLISH TRANSLATION OF DIPLOMA (DT)?

    • Present the original and/or a photocopy of Diploma .

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    HOW TO APPLY FOR CAV?

    • CAV is attached to the original or photocopy of documents to be authenticated, and for red ribbon by the Department of Foreign Affairs (DFA). [This must be hand carried to DFA by the applicant or his/her duly authorized representative.]

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    HOW LONG DOES IT TAKE TO PROCESS TRANSCRIPT OF RECORDS AND OTHER DOCUMENTS?

    DOCUMENT TURNAROUND TIME
    TRANSCRIPT PEAK PERIOD (July - September) REGULAR PERIOD
    First Time (TOR Module with Student No. 2000-Present*) 15 working days 10-15 working days
    First Time (Manual with Student No. 1999-Below) 21 Working Days* 18 Working Days
    Updating (TOR Module) 10 working days 7 working days
    Updating (Manual) 21 Working Days* 15 Working Days
    Recopy (Re-encode from Typewritten) 21 Working Days* 18 Working Days
    Recopy (Transfer to New Template with Transcript Guide) 15 Working Days 10 Working Days
    Recopy (Module) 10 Working Days 5-7 Working Days
    Cross Registrants 10 Working Days 5 Working Days

    *Except UP Extension Program in Pampanga


    OTHER DOCUMENTS

    DOCUMENT TURNAROUND TIME
    Certificate of Graduation (COG), No Objection Letter (NOL) & Special Certification 3 working days
    English Translation of Diploma (DT) & Certification, Authentication and Verification (CAV, for DFA) 5-7 working days
    Course Description (CD) 8 working days
    Certified True Copy of Documents (TOR, DT, COG, & CD) 2-3 working days

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    HOW TO FOLLOW UP STATUS OF APPLICATIONS/PENDING DOCUMENTS/TRACKING NUMBER OF MAILING DOCUMENTS

    • Email using the previous email thread where you sent your application.
    • Call (63 2) 981-8500 loc 4561/4562

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    HOW DO I CLAIM THE DOCUMENTS THAT I APPLIED FOR?

    • For online application/transaction, please wait for your pick up schedule through email.
    • Present claim stub(email of your pick up schedule), official receipt (OR) and identification card.
    • When claiming for a third party, submit a signed letter of authorization together with an original valid ID card of the owner of the document(s) and the representative.

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    HOW MUCH DO I HAVE TO PAY?

    • Local Application

      • Transcript of Records (TOR) – Php50.00/page (The New TOR template/format includes a 2-page TOR Guide)
      • Certificate of Graduation (COG) – Php50.00/copy
      • English Translation of Diploma (DT) – Php50.00/copy
      • English as Medium of Instruction – Php30.00/copy
      • Course Description (CD) – Php50.00/page
      • No Objection Letter (NOL) – Php50.00/copy
      • Special Certification – Php30.00/copy
      • Certification, Authentication and Verification (CAV for DFA) – Php100.00/copy
      • Certified True Copy of TOR – Php100.00/set
      • Certified True Copy of COG – Php15.00/copy
      • Certified True Copy of DT – Php25.00/copy
      • Certified True Copy of CD – Php15.00/page

    • Foreign Application

      • 30 US$ [Per Document] inclusive of mailing fee via registered mail
        • Maximum of 3 sets per document for single address
        • Maximum of 2 sets per document for two addresses

    • Modes of payment

      1. Deposit to LandBank of the Philippines(LBP)
        • Bank Name : Land Bank of the Philippines
        • Branch : UP Diliman Campus
        • Address : Diliman, Quezon City 1101, Philippines
        • Account Name : UPD TRUST FUND
          • Account Type : Savings (Peso Account)
          • Account No : 3072-1007-18

      2. Electronic Bank Transfer (EBT)* to:
        • Bank Name : Land Bank of the Philippines
        • Branch : UP Diliman Campus
        • Address : Diliman, Quezon City 1101, Philippines
        • Account Name : UPD TRUST FUND
          • Account Type : Savings (Peso Account)
          • Account No : 3072-1007-18
        • Swift No. : TLBPPHMMXXX
        • Intermediary Banks : JP Morgan Chase Bank, CitiBank, Union Bank
        • Send a scanned proof of payment/wire transfer transaction via email to torschief.ourdiliman@up.edu.ph [Attn : Lydia Manuzon]

        * Applicable for foreign applicants only

    • A student may opt to send the requested documents through the following modes provided an additional fee should be added:
      • EXPRESS MAIL - PHP 1,460.00(Phil. Postal Office)
      • COURIER - PHP 1,500.00($35)*

        • *For USA & Canada only, prices may vary depending on the location

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    POINTS TO REMEMBER

    Students / Alumni of the following Constituent Units (CUs) may apply in UP Diliman from the period stated below :

    • UP Iloilo - up to 1983
    • UP Cebu and UP Tacloban - up to 1985
    • UP Visayas - up to 1983
    • UP Clark - up to 1992

    TOR and other documents not claimed within one (1) year are subject for disposal.