Type of Document 

Information 

Transcript of Records

• Before the OUR can issue your transcript, you may need to be cleared (college clearance and university clearance, no outstanding holds in finance, library, student affairs)
• If someone else will claim / process it on your behalf, you’ll likely need an authorization letter plus a copy of your ID and possibly a Special Power of Attorney (SPA) because of data privacy rules. (TOR is considered sensitive personal data.)
• You’ll need to allow several working days (or more, depending on volume) for processing and printing. First-time requests will have 20 working days; updating of TOR, 10 working days.
• After the transcript is ready, you may pick it up in person (at OUR window 2)

English Translation of Diploma (ETD)

• The ETD is an official translation into English of your diploma issued by UP Manila.
• It’s used when the original diploma is in another language (Filipino, or some mix) or when a foreign institution / employer / certification body requires documents in English.
• The translation is certified, meaning it has the seal of the university and the signature of the Registrar in ink, so that it’s recognized as official.
• It may also be needed in combination with other documents (e.g. for international admissions, visa / embassy purposes, etc.).
• You will need to present the original diploma (or possibly a certified copy) so that OUR can do the translation and certification.
• There is a fee: For ETD, UP Manila OUR charges PHP 50.00 per copy.

Certified Copy of Diploma (CTD)

• It is a copy of your diploma that is certified as a true copy of the original. This means that the Registrar / OUR verifies that the copy is a correct reproduction of the official diploma.
• It is not a replacement of the original diploma (which is issued only once), but a certified copy that can be used when institutions, employers, or other offices require proof of your diploma but will not take the original.
• It typically carries the university seal and signature(s) in ink, indicating its authenticity.
• Usually 5 working days per copy.
• PHP 50.00 per certified true copy of diploma.

Certification of Graduation (COG)

• The Certificate of Graduation (COG) is an official document issued by UP Manila’s Office of the University Registrar (OUR) certifying that a student has completed all the curricular requirements for the degree program and has graduated.
• It may state whether you graduated with General Weighted Average (GWA) or Latin Honors, depending on what the requester needs, and whether this is supported by the college/program.
• It is often used when the original diploma hasn't been released yet, or as proof of graduation for job applications, further studies, licensure exams, etc.
• The COG is different from the diploma itself; the diploma is the formal credential, while COG is a certification of graduation status.
• The COG has a processing time of 5 working days.
• You generally need to have completed all program requirements, have no outstanding obligations (financial, library, etc.), and be cleared via “University Clearance.” Clearing holds (if any) is necessary before the OUR can issue credentials. (This is standard for documents like TOR, diploma, etc.)
• There are variants like “Certificate of Graduation with GWA,” or “Certificate of Graduation with Latin Honors,” which are also issued (except for specific programs like Medicine, based on the list).
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Certified Text of Diploma (CTXD)

• The CTXD is a document issued by the Office of the University Registrar (OUR) certifying the text of the diploma. It is not the original diploma itself, but a certified reproduction of the text (i.e. what is written on the diploma — name, degree, date, honors, etc.).
• It is used when the original diploma is lost, damaged, not yet released, or not accepted by the requesting party. It’s considered as a “replacement” in terms of proof, although not the formal diploma document.
• It may be used for employment, further studies, licensure, or other legal / administrative purposes that require proof of the diploma’s content.
• The processing time is 5 working days.
• The cost per copy is PHP 50.00.

Honorable Dismissal (HD)

• HD is a document / statement issued by the University Registrar certifying that a student has voluntarily withdrawn from the University, and that the student was in good standing in terms of character/conduct and had no outstanding obligations (financial, library, etc.).
• It is often needed when a student is transferring to another higher education institution (HEI) and needs proof that they left properly. UP refers to HD in connection with transfer credentials. 
• It’s not for students who have graduated — graduates do not get HD since graduation is completion; they already have their diploma etc.
• Also, if a student is dropped or dismissed due to poor academic performance or disciplinary measures, that may affect whether HD is granted, or cause additional remarks (e.g. “dropped from the rolls due to poor scholarship”) to be included.
• The student usually needs a University Clearance form, fully signed by relevant offices, and then submitted to the Registrar.

Certificate of Enrollment (COE)

• A COE is an official document certifying that a student is currently enrolled in a particular academic term (semester/year) in a given program (i.e. showing student identity, program, year/term, units, etc.).
• It is often required for purposes such as:
   • Scholarships / financial aid
   • Visa / immigration / foreign institutions (to prove active enrollment)
   • Internships or employment that require proof of being an active student
• The same guideline mentions that the processing duration for certificates and documents (including COE) is 5–7 working days upon submission of required documents and payment.

English as a Medium of Instruction (EMI)

• A certificate (or statement) that the university issues indicating that your schooling (or previous degree) was taught in English.
• Alternative to or part of the requirement of providing English proficiency test scores (TOEFL, IELTS, etc.) when applying to some foreign universities, for visa applications, or programs requiring proof of language of instruction.
• Helps waive or reduce requirement for standardized English language tests, if the receiving institution accepts such proof.

Diploma in Process

• The “Certificate of Diploma-in-Process” (sometimes abbreviated “Diploma-in-Process”) is a certification issued by OUR indicating that your diploma is not yet ready, but is currently being prepared / processed.
• This serves as temporary proof that you have already completed the degree / academic requirements, even though the physical diploma has not yet been released.
• It can be used for job applications, further studies, licensure exams, or other requirements where the diploma is required but hasn’t yet been printed or released.
• Processing time: 5 working days
• PHP 50.00 per copy

Grading System

• UP uses a 1.00–5.00 numeric scale where 1.00 is the highest (best) grade and 5.00 is failing. 
• Grades in between use increments of 0.25 (e.g., 1.25, 1.50, 1.75, 2.00, etc.).
• Here are what the grades correspond to in qualitative terms (i.e., descriptions like Excellent, Very Good," etc.):

• Grade	Label / Description
  1.00, 1.25	Excellent
  1.50, 1.75	Very Good
  2.00, 2.25	Good
  2.50, 2.75	Satisfactory
  3.00	Passed / Pass
  4.00	Conditional Failure  i.e., not yet failed, but must remove (via re-examination or satisfying additional requirements) within a prescribed time. If not removed, becomes a failing grade (5.00).
  5.00	Failed  course not passed.
  INC	Incomplete for students whose class standing is passing but have missing requirements or final exams etc. There is usually a time limit to remove this marked grade.

Certificate of Non-Contract

• The Certificate of Non-Contract is a certification issued by OUR (or the relevant UP office) stating that *you are not under any contractual agreement with the university that obliges you to stay or finish a certain program or to repay service, etc.
• The “contract” here most often refers to a Return-Service Agreement (RSA) or similar stipulation. UP Manila has certain colleges/programs where entering students are required to sign a Return Service Agreement (e.g. health sciences programs whose students agree to serve in the Philippines for a certain number of years after graduation).
• The certificate is often required when a student is transferring, shifting, or applying to change college/program to show they have no binding contract that might prevent those actions. For example, a college might require it to ensure you are not bound by obligations that will conflict with the new program or college.

• Things to Watch Out For / Implications

  • If you are under an RSA (Return Service Agreement), then you are contracted, so in that case you cannot get “non-contract” status until the RSA has been satisfied, expired, or otherwise released.
  • Getting a “Certificate of Non-Contract” doesn’t by itself sever any contractual obligations. It just states you are not under such contract (at that time).

Form 5

• “Form 5” is the Official Registration Form / Certificate of Registration. It basically proves that a student is officially enrolled in a given term; it shows the subjects you enlisted, your units, possibly some financial info or payment validation, etc.
• Sometimes it is also called “certificate of registration / registration form”. Useful as proof of enrollment
•  Form 5 serves as proof of enrollment; if you need something immediately for scholarships, visa, or similar, you can request Form 5 (or a certified true copy) from OUR.

Breakdown of Fees

• It’s a certification that provides a detailed account of the fees you have been charged (or are expected to be charged) by the university for a given period/term. This might include tuition, miscellaneous fees, laboratory fees, etc.
• This document is often requested by scholarship agencies, employers, financial assistance offices, or for audit/records purposes so they can verify what specific fees make up your total charges.
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Company Verification

• A Company Verification is a service by the Office of the University Registrar (OUR) to verify the employment or academic status of a UP Manila alumni/student to a requesting company. In short, a company (local or international) can ask the university to verify whether someone worked / studied there, what their status is, etc.
• It is often used in employment background checks, verification of credentials, or part of hiring procedures.

• Local vs International Company Verification

  UP Manila OUR distinguishes between local and international company verification requests. 

• Type	Processing Time	Fee
  Local Company Verification	5 working days	PHP 100.00
  International Company Verification (First Time Request)	20 working days	US$ 30.00 (per set of verification)
  International Company Verification (Recopy)**	5 working days	US$ 30.00 (per set)

** “Recopy” typically means if the company has requested verification before and is asking again (maybe for another use or for an additional set).

Certification, Authentication and Verification (CAV)

• CAV is a formal process for verifying academic documents, certifying that they are genuine, authentic, and corresponds correctly to what the issuing institution holds.
• It is often required for DFA / Apostille / Red Ribbon purposes, foreign schools/employers, or other foreign government / regulatory equivalents that require authenticated documents.
• It usually involves multiple steps:
    1. The school / university verifies the document (that the TOR, Diploma, etc. is correct and genuine).
    2. A certification (or verification) is issued by the university or by regulatory bodies (e.g. CHED) if required.
    3. If necessary, authentication by foreign-affairs office (e.g. DFA) and sometimes apostille under the Hague Convention (if country requires).

• Item	Detail / As Listed
  What is the Processing Time & Fee for CAV (for DFA / Red Ribbon use)	5 working days and PHP 100.00 per copy.
  Which Certifications/Documents are relevant / included	CAV is listed as “Certificate of Authentication and Verification for DFA Red Ribbon” among the certifications that OUR issues