Ultimate Guide To Transferring Elementary Schools: Here's What You Need To Know

Relocation, parents changing jobs, and general preference typically prompt parents to transfer their children from one school to another.

Certain situations such as educator’s suspected negative behavior toward the child, change in academic needs, health and safety concerns, the nature of the school’s administration and policies that do not sit well with parents’ principles, bullying or any traumatic experience, and realizing the environment is not the right fit all play a crucial role in the switch.

Related: Ano Ang Palatandaan Na Nabu-Bully Ang Aking Anak?

So if you’re planning to transfer your child during early enrollment or in the middle of the school year, here’s what you need to know.

Transferring schools: Minimum requirements

The Basic Education program in the Philippines involves preschool, elementary, secondary, Special Needs education and Alternative Learning System. The elementary education program covers grades 1 to 6. Minimum requirements for school transfer among elementary students are school forms (SF) 9 and 10 (formerly known as forms 138 and 137). These are two basic school records that show the learner’s academic and co-curricular standing that are imperative in a transfer.

According to DepEd order No. 03, s. 2018, learners from elementary public and private schools in need of transfer shall submit their SF 9 (formerly known as Form 138, commonly known as Report Card) or a letter certifying the last grade level the learner completed, signed by the school registrar to the receiving school.

The report card shows the academic performance of the learner in a given school year.

Another requirement is SF 10 (formerly known as form 137 or learner’s permanent academic record) which shows the historical academic and co-curricular record of the learner. The protocol behind SF 10 transfer request is a school-to-school mode of transfer between the receiving and originating school.

The receiving school is the school requesting for permanent record of transferee while the originating school is the one releasing the permanent record of the transferring learner.

According to DepEd order no. 54, s. 2016, the transfer of records must be made “easy and quick, without encumbering the learners and parents.” Furthermore, “learners and/or parents or guardian are not allowed to hand-carry the permanent records to the receiving school.”

For SF 10 request and release of records, the Learner Information System (LIS) shall be the platform utilized; hence, such transaction “shall strictly between the receiving and originating schools only.” The registrar of the originating school shall prepare the requested SF 10 and send the record via mail or courier. The originating school shall update the LIS when the document has been sent followed by the receiving school when the document has been received.

Release of transfer of credentials may be withheld for reasons of suspension, expulsion, or non-payment of financial obligations or property responsibility of the transferring student, according to Section 128 of DepEd order 88, s. 2010. Credentials shall be released as soon as obligations have been settled.

Additional requirements

Additional requirements may include properly filled out enrollment or application form, Philippine Statistics Office (PSA) authenticated birth certificate, vaccination records, certificate of good moral standing, certificate of eligibility to transfer, recommendation letter from originating school, and / or educational assessment like Philippine Educational Placement Test (PEPT).

The complete list of requirements is often discussed by the receiving school so it is best to inquire with school of choice for the complete list of requirements regarding the transfer.

For incoming Grade 1, certificate of completion of Kindergarten may also be required.

Special Case requirements

Additional requirements may be required for submission in special cases which may include but not limited to the list below.

1. Learners from Philippine Schools abroad

• Birth Certificate or equivalent legal document
• Latest report card or any equivalent academic record
• Accepting school has the discretion to determine the appropriate grade level in which to place the learner
• PEPT certificate of rating Transcript of records from originating school

2. Learners from Foreign Schools abroad

• Birth Certificate or equivalent legal document
• Latest report card or any equivalent academic record
• Accepting school has the discretion to determine the appropriate grade level in which to place the learner
• PEPT certificate of rating

3. Learners from non-DepEd accredited schools

• PEPT Certificate
• PSA Birth Certificate (or local civil registrar or barangay certification)

4. Learners who have been out of school for a long time or Balik-Aral learner

• SF 9 of the last school year attended or PEPT certificate of rating
• PSA Birth Certificate (or local civil registrar or barangay certification)

5. Displaced learners due to on-going war, armed conflict, or very recent disasters/calamities

• Any proof of identity as directed by the Central office, SF 9 or results of PEPT

What is PEPT?

Philippine Educational Placement Test or PEPT is a nationally administered assessment for learners in special circumstances that aims to :

• Establish that students have met learning standards for specific grade levels
• Determine the appropriate grade level of learners in special circumstances in the formal school system
• Assess competencies in academic areas gained through informal and non-formal means for entry or re-entry into formal school
• Assess competencies in academic areas for entry or re-entry to formal school

PEPT requirements

• Original and 1 photocopy of PSA authenticated birth certificate
• Original and 1 photocopy of signed SF 10
• 2 pieces 1x1 colored ID picture
• Accomplished PEPT Registration form Registration fee (200php)

Moving in / out in the middle of the school year

Learners may move in and out from one school to another anytime of the year for valid reasons. This may include family migration or disasters among others. The learner shall submit SF 9 upon enrollment and the receiving school shall coordinate with originating school to verify the grade level and last quarterly grade of the learner.

Learners who fail to submit necessary requirements will be considered temporarily enrolled.

What is temporary enrollment?

According to DepEd order no. 3, s 2018, “transferees from public and private schools in the Philippines who failed to submit the SF 9 (Report Card) upon enrolment shall only be temporarily enrolled and they shall be required to submit an affidavit of undertaking.”

A temporary progress report card shall be made available to temporarily enrolled learners and it is crucial to know that this is inadmissible for transfer and enrollment purposes, including promotion to a higher grade level. This will only be issued for progress monitoring purposes.

Upon complete submission of documentary requirements will the learner be tagged as officially enrolled.

Tips for transferring elementary schools

In summary, consider the following tips for transferring:

1. Settle obligations with originating school so there would be a smooth transfer and release of credentials, particularly SF 10 (Permanent Record)

2. Decide which school would be the best fit for your child based on your principles and other factors important to you as a parent (values, proximity, safety, environment, financial, etc). You may consider your child's educational needs and mental well-being in the total picture. 

3. Secure signed SF 9 (Report Card) for enrollment.

4. Coordinate enrollment requirements with receiving school especially if they require interview and assessment. Fees may also be collected for the assessment so be ready with some cash. Vaccination records may also be required so make sure to present them as needed. 

5. Do not hand carry the SF 10 (Permanent record) from originating school to receiving school

6. Once all requirements are secured and submitted, pay the fees related to enrollment.

7. Keep lines open with the school administration, faculty, and staff. 

8. Monitor and assist your child as he/she goes through this change. 

Read also: Ultimate Guide Sa Paglipat Ng Paaralan

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