Release Of Student Records Form - Philippines

Release Of Student Records Form for Philippines

Release Of Student Records Form Template for Philippines

A comprehensive legal document used in Philippine educational institutions that facilitates the authorized release of student academic and personal records in compliance with the Data Privacy Act of 2012 (RA 10173) and the Education Act of 1982. This form serves as a formal authorization mechanism that protects both the releasing institution and the student's privacy rights while ensuring proper documentation of consent for the transfer of educational records to specified recipients. The document incorporates necessary data privacy notices, specific record identification, and authorization parameters as required under Philippine law.

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What is a Release Of Student Records Form?

The Release of Student Records Form is a critical document used in Philippine educational institutions to manage and control the release of student information to authorized parties. This document becomes necessary when students, alumni, or their authorized representatives need to obtain official academic records, transcripts, or other educational documentation for purposes such as transfer to another institution, employment applications, or professional licensing. The form ensures compliance with the Data Privacy Act of 2012 (RA 10173) and educational regulations while providing a standardized process for record release requests. It includes specific provisions for student identification, record type specification, intended use, and proper authorization, incorporating necessary safeguards to protect student privacy and institutional liability.

What sections should be included in a Release Of Student Records Form?

1. Student Information: Basic identification details of the student including full name, student ID number, program/course, year level, and contact information

2. Records Requested: Specific identification of which records are being requested for release (e.g., transcript of records, diploma, certification of grades, etc.)

3. Purpose of Release: Clear statement of the intended use or purpose for requesting the records

4. Recipient Information: Complete details of the person or institution to whom the records will be released

5. Authorization Statement: Explicit authorization language confirming consent to release the specified records

6. Data Privacy Notice: Statement regarding data privacy rights and responsibilities under RA 10173

7. Duration of Authorization: Specification of how long the authorization remains valid

8. Signature Block: Space for student signature (or parent/guardian if minor), date, and witness signatures if required

What sections are optional to include in a Release Of Student Records Form?

1. Parental/Guardian Consent: Required only if the student is under 18 years old or legally incapacitated

2. Special Handling Instructions: Include when specific delivery or handling requirements are needed for the records

3. Emergency Contact: Optional section for including alternative contact information

4. Previous Institution Details: Include when records being requested involve transfer credits or previous educational institutions

5. Payment Information: Include when fees apply for record release

What schedules should be included in a Release Of Student Records Form?

1. Schedule A - Types of Records Available: Detailed list of all types of student records that can be requested and associated processing times

2. Schedule B - Fee Schedule: List of applicable fees for different types of record requests and processing options

3. Appendix 1 - Identity Verification Requirements: List of acceptable identification documents and verification procedures

4. Appendix 2 - Third Party Authorization Form: Additional form required when records are to be released to someone other than the student

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Cost

Free to use

Relevant legal definitions

Clauses

Relevant Industries

Education

Higher Education

K-12 Education

Technical and Vocational Education

Professional Training

Educational Administration

Records Management

Data Privacy

Academic Services

Relevant Teams

Registrar's Office

Student Services

Admissions

Records Management

Compliance

Academic Affairs

Administrative Services

Data Privacy

Legal

Documentation

Relevant Roles

Registrar

School Administrator

Data Privacy Officer

Records Manager

Admissions Officer

Academic Coordinator

Compliance Officer

Student Services Manager

Educational Administrator

School Principal

University Dean

Administrative Assistant

Documentation Specialist

Student Affairs Officer

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What is a Release Of Student Records Form?

What sections should be included in a Release Of Student Records Form?

What sections are optional to include in a Release Of Student Records Form?

What schedules should be included in a Release Of Student Records Form?

Authors

Alex Denne

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