Documents & School Records Request

Students may request documents either on-site at the SBCA Registrar’s Office, located at St. Benedict Hall, or online through email.

Request Process:

• For Online Requests: Only digital copies will be sent immediately.
• For Hard Copies: Processing takes 3-5 working days, and documents will be available for pick-up at the Registrar’s Office.

Available Documents for Request:

• Copy of Grades
• Transcript of Records (TOR)
• Transfer Credential
• Certification
• Course Description
• Scholastic Record for College Applications

Pick-Up Schedule:

Documents may be claimed at the Registrar’s Office during the following hours:

• Morning: 8:00 AM – 11:00 AM
• Afternoon: 1:00 PM – 4:00 PM

The Office of the Registrar issues the following certifications upon request of the student/alum/parent/employee:

1. Enrollment
2. Candidacy for Graduation/Academic Completion
3. Graduation/Graduation with Honors
4. Cumulative Grade Weighted Average (CGWA/GPA)
5. Dean’s List
6. Grades
7. English as a medium of instruction
8. Ranking (for undergraduate students only)
9. Other certifications as requested, regardless of frequency and
   number of copies.

The requesting party has these options for processing his or her certifications: Regular Processing and Express Processing.

Regular: The requested document is available after five (5) to seven (7) working days from the date of request.

Express: The document is available after two or three working days from the date of request.

1. Secure the Request Form from our records assistant. The requesting party may download the form and have it assessed by the assigned records assistant.
2. Fill out the Request Form appropriately. Indicate if your request is Regular or Express. Please advise our staff of any special instructions.
3. Proceed to the Accounting Office for payment.
4. Return the form to the records assistant and present the Official Receipt.
5. Claim the document on the scheduled release date indicated in the Official Receipt.

The following options are available:

The Certifications may be picked up personally. The SBCA ID (student) or any valid ID (alumnus/alumna) and the Official Receipt for the payment of the Certifications need to be presented.

A proxy/representative may pick up the Certifications. A duly accomplished and signed Proxy Form (Authorization Letter) needs to be presented.

The Transcript of Records (TOR) is the official permanent record of a student for the entire duration of their stay in San Beda College Alabang. This includes credits from other schools they attended.

The Transcript of Records may be official (with school seal and signature of the Registrar) or unofficial. The purpose of the requested TOR is indicated on the last page.

The Office of the Registrar issues the Identification Cards to the Academic Department for distribution to bona fide students at San Beda College Alabang.

The Office handles transactions regarding the Identification Cards:

1. Replacement (for damaged ID cards);
2. Lost ID;
3. Validation.

Picture-taking for new IDs is scheduled on:

Mondays to Wednesdays – 8:00 – 4:00 pm

Fridays – 8:00 – 4:00 pm

Saturdays – 8:00 – 12:00 noon

In case of a lost ID card, follow the procedures below:

1. Present the Official Receipt of payment for the ID.
2. Prepare and wait for your turn for picture-taking.
3. Claim your ID on the specified date of release.

SBCA awards the Diploma to certify the completion of a degree program or course of study. It is a legal document that bears the signature of the Rector-President and the Principal/Dean. The official date of graduation is indicated on the Diploma. 

The original Diploma is issued only once. However, the school accepts requests for the issuance of a DUPLICATE DIPLOMA, subject to the following:

1. The DUPLICATE Diploma will be a true certified copy of the original, to be signed by the Registrar on behalf of the original signatories.
2. The words “Duplicate Copy” are printed on the Diploma.
3. The ORIGINAL DIPLOMA shall be rendered null and void in the records of San Beda College Alabang. It shall be considered when presented for verification/authentication and other purposes.
4. The DUPLICATE DIPLOMA is issued only once. Should the same be damaged or lost thereafter, no request for this document may be further entertained without prejudice to the issuance of a graduation certification.
5. The acceptance of the application for DUPLICATE DIPLOMA does not bind or obligate SBCA into issuing the same when its records show that a DUPLICATE DIPLOMA has been previously issued.
6. That a duly notarized Affidavit of Loss must be submitted, and that, in case of damaged ORIGINAL DIPLOMA, the same must be surrendered to the Office of the Registrar for appropriate disposal.

Issuance of a Diploma requires having the clearance processed by the different offices and units. Graduates with pending accountabilities must settle their obligations before the diploma can be released.

For graduates who need credentials to apply for a job or transfer to other schools, the Office of the Registrar may issue an official certification that they have graduated.