Updates, Feedback, and Reminders from the Records Section

Updates: Records Section is in the process of studying what mechanism to be implemented to know which school has downloaded a particular memorandum and which school is not yet downloading it.

Cont. (Updates): 2. Records Section has a plan of implementing electronic filing for easy access of files e.g. memorandum, 201 file of teachers, etc.

Cont. (Updates): 3. Records Section has a plan of implementing electronic logbook of receiving communications/documents.

Feedback: There are some schools which are not able to download the memorandum posted in the website regularly and timely. 2. Others: a. Form 137 = there are some schools who give the original Form 137 to the requesting party without leaving a copy for the school.

Cont. (Feedback): b. Change/correction of name, birthdate or birthplace of the student without undergoing the right process Requirements: Letter-request of guardian NSO Birth Certificate Affidavit of two disinterested persons Affidavit of father who is acknowledging the daughter/son and give her/him the right to use the father’s surname (if applicable)

Cont. (Feedback): c. Schools must ensure to issue complete documents to the student/person requesting documents for CAV (red ribbon) to avoid them from coming back again and again. Refrain also keeping them waiting for so long just to get the said documents.

Cont. (Feedback): CAV Requirements: Original documents of the following: Diploma Form 137 Certification from the Principal 4 Photocopies of the above-cited requirements certified true copy by the principal

Reminders: 1. Remind the designated person to download the posted memorandum regularly. Then give the memorandum to the principal as soon as possible for immediate action. Designated Secretary of the principal should remind the principal for ASAP/Rush Memo.

Cont. (Reminders): 2. As the vacation starts, some designated teachers go on summer vacation. School heads are advise to designate other person in the school who will download the memorandum regularly.

Suggestion (subject for approval: Designate a School Records Officer (with memorandum of designation) who will be responsible in downloading and keeping the memorandum plus the other documents of the school like the 201 file of the teacher (Counterpart of Division Record Officer)

Schools who submitted the PAST for 2nd Sem 2013-2014: NDFES = April 3 (for sign of ASDS) HHIS Secondary = April 15 (for sign of ASDS) HHIS Elem. = April 16 (for checking of Dr. Mendoza) RLES = April 21 (for checking of Mrs. Arias) PPPCES = April 22 (for checking of EPS In-Charge)