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    Home Registrar's Office Guidelines for Online Requests
    GUIDELINES FOR SECURING AN OFFICIAL TRANSCRIPT OF RECORDS AND OTHER DOCUMENTS WITHIN PHILIPPINES THROUGH EMAIL PDF Print E-mail
    GUIDELINES FOR SECURING AN OFFICIAL TRANSCRIPT OF RECORDS AND OTHER DOCUMENTS WITHIN PHILIPPINES THROUGH EMAIL


    1. The student downloads the application form from the XU website.

    2. The student completes and signs the application form then sends it through post (Office of the Registrar, Xavier University, Corrales Avenue, 9000 Cagayan de Oro City), fax (088-857-6529) or email ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ), together with a copy of his/her valid photo id.

    3. Upon receipt of the application form and authentication of the signature, the Registrar’s Office will initiate basic confirmation of the student’s academic and financial status on record and advise the student on liabilities and/or fees required in relation to his/her request.

    4. The student deposits all payments (outstanding liabilities/accounts, processing fee, document fees and courier fee)  to the following Bank of Philippines Islands (BPI) account:

     
    Name of Account:  Xavier University
    BPI Branch:  Cagayan de Oro - Capistrano
    Account Number:  9331-0133-63
     
    The schedule of fees is as follows:

                                           PARTICULARS

    FEE (Php)

    Clearance (NON-REFUNDABLE)

        100

    Transcript of Records

        580

    Certification/Form 137 A

          60

    Transfer Credential/Honorable Dismissal

        615

    Course Description (for BS Nursing and BS Accountancy)

        715

    Course Description (other undergrad courses)

        915

    Courier (optional)

        105

    Note:  Each document, except for the transfer credential, comes with 3 free sets of authenticated copies.

             
    6. The student sends through email ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it cc: This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) or fax (088-857629) a copy of  the deposit slip with the details regarding the payment (name of student, nature of request, etc). The  request will only be processed upon confirmation of receipt of payment.

    7. Upon payment confirmation, a clearance request will be forwarded to the concerned offices  (college/school dean, library, bookcenter, Guidance and Counseling, and alumni). If the student has some liabilities, he/she will be informed accordingly. Clearance processing will take 1-2 working days.

    8. Instead of paying the courier fee, a student may send a prepaid LBC envelope to the Registrar’s Office or make a pick-up arrangement with a reliable courier for the delivery of the document/s. Otherwise, the  Registrar’s Office will send the document to the student only if the courier fee has been included in the payment.

    9. Documents processing takes 5-14 working days from clearance. The Registrar’s Office will advise the student as soon as documents have been sent out by courier.

    10. The clearance processing fee is non-refundable.  Should a student cancel his/her request or clearance cannot be completed, the excess of payment sent will be posted to his/her account at Xavier University and used to pay for any existing obligations.  If no liabilities exist, the excess payment will be available for refund by check unless the student opts to allow the University to retain the same in his/her account for possible future transactions.