Records and Document Request

Document requests must be submitted through the Online Request for Documents System (ORDS) via the AIMS Student Portal.

Processing time:

• Transcript of Records: 21 working days
• Certifications: 7 working days

Multiple requests will require a longer processing time.

No. Document requests are processed strictly on a first-come, first-served basis.

No. Scanned copies are not issued for personal use. Document and certification requests are released either through pickup at the Office of the University Registrar (OUR) or via mailing, as applicable. Scanned copies are provided only to institutional or official email addresses for verification purposes.  

You can track your requests by logging in to your Student Portal, and you will receive system-generated email notifications whenever there are updates or changes to the status of your request.

Eligible students include:

• Graduates
• PTC (Professional Teaching Certificate) completers
• Students withdrawing from the program / Applying for honorable dismissal
• Students transferring to another university

Applications are processed through the AIMS Student Portal under Application → Clearance. Follow the instructions to submit the required documents.

For Graduates:

• Payment receipt for graduation
• Official TOR from previous schools
• Graduate Exit Survey
• Approved Faculty Clearance

For Transfer to another UP CU:

• Signed letter to the University Registrar
• Admission/acceptance letter from the receiving university
• Government-issued ID
• Approved Faculty Clearance

For Withdrawal:

• Signed letter stating the reason for withdrawal
• Government-issued ID
• Approved Faculty Clearance

Students must:

1. Apply for University Clearance in AIMS
2. Submit a signed letter requesting withdrawal
3. Request Honorable Dismissal and TOR through the Document Request system

The checklist is based on the official curriculum. Some courses, such as substitutions or exemptions, may not appear immediately but will still be credited if they are included in your curriculum and recorded in your Academic Record.

Requests for local or international verification must be submitted through the Student Portal under Document Request.

To request verification of UPOU records, please follow these steps:

1. Email request to [email protected].
2. Include a signed student consent.
3. Attach a copy of the student’s valid government-issued ID.
4. Submit proof of payment for the processing fee:
   • Local verification: PhP 100
   • International verification: PhP 1,700
     (Payment options: https://registrar.upou.edu.ph/payment-of-fees/)
5. Optionally, include any official UPOU documents for verification or authentication.
6. Complete and submit the verification form.

Students must:

• Apply during their final term of enrollment
• Submit the Application for Graduation Form
• Follow the deadline in the Academic Calendar

Note: “No Application, No Graduation” policy applies.

1. Apply for admission to the accepting UP constituent university and secure the Admission Notice/Notice of Acceptance.

2. Ensure that all grades have been submitted at UPOU. Faculty Clearance and University Clearance cannot be processed until all grades have been submitted and other applicable requirements have been satisfied.

3. Apply for Faculty Clearance through the appropriate Faculty Office of Studies (FOS) [https://registrar.upou.edu.ph/procedure-for-application-for-faculty-
clearance/]

4. Apply for University Clearance upon approval of the Faculty Clearance. [https://registrar.upou.edu.ph/application-for-university-clearance/]

5. While the University Clearance is being processed, the student may request the following through AIMS by uploading the approved Faculty Clearance and the Admission Notice from the accepting UP constituent university: [https://registrar.upou.edu.ph/request-documents/]

•  Provisional Permit to Transfer (only one copy shall be issued for
  submission to the accepting UP constituent university);
• Certification that the University Clearance is Currently in Process;
  and/or
• True Copy of Grades (TCG), if needed.

6. Upon approval of the University Clearance, the student may request the following through AIMS:

•  Permit to Transfer; and
• Official Transcript of Records (TOR), if required by the accepting UP
  constituent university.

7. The student shall submit the Permit to Transfer, Transcript of Records (ifrequired), and other admission requirements to the accepting UP constituent university to complete the transfer process.

Note:

• • The Office of the University Registrar does not process expedited requests for the Transcript of Records (TOR) or other documents.
  • Requests shall be processed within the prescribed processing time, provided that all requirements and conditions have been satisfied:
    • Transcript of Records (TOR): within 20 working days
    • Certifications: within 7 working days