BACOLOD CITY COLLEGE

Bacolod City

Provide quality tertiary education in the delivery of the tri-focal functions of

Bacolod City College as a higher education institution in instruction, research
and community extension across the degree programs offered, and in the
delivery of technical-vocational programs as a training institution, in accordance
with CHED policy standards and guidelines, and TESDA training regulations.

REGISTRAR SERVICES
Maintain, organize and administer student records, responsible for maintaining the
accuracy and confidentiality of student records, admission and enrollment of eligible
students.

1. REQUEST FOR TRANSCRIPT OF RECORDS

Transcript of Records is a comprehensive record of courses taken, grades received,
and the number of credits earned during their studies.
Preparation of document - 1st Issuance – 15 working days; 2nd Issuance – 7 working
days

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All students/graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Clearance (accomplished with the required Registrar’s Office
signatories)
2. Request Form Registrar’s Office
3. If applicant is an undergraduate, Form 137 Previous school’s Registrar’s Office
(1 original) or Transcript of Records – Form 137 – Senior Highschool/Highschool
“Copy for Bacolod City College” (1 Transcript of Records – College/University
original)
4. Government Issued ID (1 original) BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, LTO
 IF REPRESENTATIVE, bring the following
additional documents:
5. Authorization Letter Document owner
6. Government Issued ID of the person being BIR, Post Office, DFA, PSA, SSS, GSIS,
Represented (1 photocopy) Pag-IBIG, LTO
7. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (1 original) Pag-IBIG, LTO
FEES
AGENCY PROCESSING PERSON
CLIENT STEPS TO BE
ACTION TIME RESPONSIBLE
PAID
1. Submit the required 1. Check and
information and verify the
documents to the application. None 5 minutes Registrar Staff
Main Window –
Registrar’s Office.
2. Receive claim slip 2. Issue claim slip
with the scheduled with the
None 5 minutes Registrar Staff
date of releasing. scheduled date
of releasing.
TOTAL: None 10 minutes
*Note: Preparation of document - 1st Issuance – 15 working days; 2nd Issuance – 7 working days

2. RELEASING OF TRANSCRIPT OF RECORDS

Transcript of Records is a comprehensive record of courses taken, grades received, and the
number of credits earned during their studies.
Preparation of document - 1st Issuance – 15 working days; 2nd Issuance – 7 working days

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All students/graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Claim slip with scheduled date of releasing Registrar’s Office
2. Government Issued ID (original) BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, LTO
IF REPRESENTATIVE, bring the following
additional documents:
3. Authorization Letter Document owner
 4. Government Issued ID of the person being BIR, Post Office, DFA, PSA, SSS, GSIS,
Represented (1 photocopy) Pag-IBIG, LTO
5. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (1 original) Pag-IBIG, LTO
FEES PERSON
PROCESSING
CLIENT STEPS AGENCY ACTION TO BE RESPONSIB
TIME
PAID LE
1. Submit claim slip 1. Check and verify Registrar
None 5 minutes
claim slip. Staff
2. Receive order of 2. Release
payment assessment form Registrar
None 5 minutes
to be paid in the Staff
cashier.
3. Pay the required 3. Receive payment
P50.00
amount to the and issue O.R. 10 minutes Cashier
per page
Cashier’s Office.
4.1 Present O.R. to the 4.1 Post the O.R. 5 minutes Registrar
Main Window – number on the Staff
Registrar’s Office. document

4.2 Receive requested 4.2 Sign the 5 minutes

None
Transcript of document Registrar
Records
4.3 Release the 5 minutes
Transcript of Registrar
Records Staff
P50.00
TOTAL: 35 minutes
per page

3. CERTIFICATE OF ELIGIBILITY TO TRANSFER (also known as

HONORABLE DISMISSAL)
Certificate of Eligibility to Transfer or Honorable Dismissal is a certificate issued to a student
who voluntarily withdraws from the college.

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All students/graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Request for Transcript of Records (for Registrar’s Office
Transferring of Schools)
2. Government Issued ID (1 original) BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, LTO
IF REPRESENTATIVE bring the following
additional documents:
3. Authorization Letter Document owner
4. Government Issued ID of the person BIR, Post Office, DFA, PSA, SSS, GSIS,
being Represented (1 photocopy) Pag-IBIG, LTO
5. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (1 original) Pag-IBIG, LTO
FEES
PROCESSING PERSON
CLIENT STEPS AGENCY ACTION TO BE
TIME RESPONSIBLE
PAID
1. Submit the required 1.1 Check and 4 minutes
information and verify the
Registrar Staff
documents to the application.
Main Window –
None
Registrar’s Office. 1.2 Issue claim slip 1 minute
with the
Registrar Staff
scheduled date
of releasing.
2.1 Return on 2. Release
scheduled date of assessment
releasing. form to be paid
None 5 minutes Registrar Staff
in the cashier.
[Link] order of
payment.
3. Pay the required 3. Receive
amount to the payment and P50.00 10 minutes Cashier
Cashier’s Office. issue O.R.
4.1 Present O.R. and 4.1 Sign the 5 minutes Registrar
claim slip (and document
authorization
letter) to the Main None
Window – 4.2 Release the 5 minutes Registrar Staff
Registrar’s Office. document.
 4.2 Receive requested
document.
TOTAL: P50.00 30 minutes

4. ISSUANCE OF ACADEMIC CERTIFICATIONS

Certificate of Enrollment/Registration is a document authenticating that the applicant is/was a
student enrolled in the institution during a specified semester and academic year.
Certificate of Grades is a certification reflecting the grades of the subjects enrolled by the
applicant during a specified semester and academic year.
Certificate of Graduation is a document authenticating that the applicant is a graduate of a course
degree in this institution.
Certificate of General Weighted Average is a document that reflects the general weighted
average of the applicant during his/her whole stay in the institution.
Certificate of Cross-Enrollee Grades is a certification reflecting the grades of the subjects cross-
enrolled by the applicant during a specified semester and academic year.
Certificate of Medium of Instruction is a document stating that the language used in the
instruction/studies by the applicant in the institution is English.
Certificate of Number of Units is a document that reflects the number of units of the applicant
during his/her whole stay in the institution.

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All students, graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
For Certificate of Enrollment/Registration, Certificate of Grades, Certificate of Cross-
Enrollee Grades
1.1 Enrollment Form (1 photocopy) Registrar’s Office
For Certificate of Graduation, Certificate of General Weighted Average, Certificate of
Number of Units, Certificate of Medium of Instruction
1.2 Transcript of Records (1 photocopy) Registrar’s Office
2. School ID (or Government Issued ID) BCC MRC Office (or BIR, Post Office, DFA,
(original) PSA, SSS, GSIS, Pag-IBIG, LTO)
IF REPRESENTATIVE bring the following
additional documents:
3. Authorization Letter Document owner
4. School ID (or Government Issued ID of BCC MRC Office (or BIR, Post Office, DFA,
the person being Represented) (1 PSA, SSS, GSIS, Pag-IBIG, LTO)
photocopy)
5. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (1 photocopy) Pag-IBIG, LTO
AGENCY FEES TO PROCESSING PERSON
CLIENT STEPS
ACTION BE PAID TIME RESPONSIBLE
1. Submit the required 1.1 Check and 4 minutes Registrar Staff
information and verify the
documents to the application.
Main Window –
Registrar’s Office. 1.2 Release None 1 minute Registrar Staff
assessment
form to be
paid in the
cashier.
2. Pay the required 2. Receive
amount to the payment and P50.00 10 minutes Cashier
Cashier’s Office. issue O.R.
3. Present O.R. to the 3.1 Note O.R. 4 minutes Registrar Staff
Main Window – number to be
Registrar’s Office. posted in the
document.
None
3.2 Issue claim 1 minute Registrar Staff
slip scheduled
date of
releasing.
4. Wait for the release 4.1 Preparation of 1 day Registrar Staff
date. documents.
None
4.2 Sign the 5 minutes Registrar
document.
5.1 Present claim slip 5. Release the
on scheduled date Certificate.
of releasing and
None 5 minutes Registrar Staff
sign logbook upon
receipt of the
document at the
 Main Window –
Registrar’s Office.

5.2 Receive requested

document.
P50.00
1 day and 30
TOTAL: per
minutes
certificate

5. REQUEST FOR CERTIFICATION. AUTHENTICATION AND

VERIFICATION OF DOCUMENTS (CAV)
Certification, Authentication and Verification of tertiary academic records is the process of
checking, reviewing, and certifying the correctness and veracity of the documents by the
Commission on Higher Education.
Preparation of Documents – 7 working days; Processing of Documents by CHEDRO VI – 7
working days

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All undergraduates/graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Transcript of Records (1 original and 1 Registrar’s Office
certified true copy)
2. Diploma (1 original and 1 certified true Registrar’s Office
copy)
3. Government Issued ID (original) BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, LTO
IF REPRESENTATIVE
1. Transcript of Records (1 original and 1 Registrar’s Office
certified true copy)
2. Diploma (1 original and 1 certified true Registrar’s Office
copy)
3. Authorization Letter Document owner
4. Government Issued ID of the person BIR, Post Office, DFA, PSA, SSS, GSIS,
being Represented (1 photocopy) Pag-IBIG, LTO
 5. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (original) Pag-IBIG, LTO
FEES PERSON
AGENCY PROCESSING
CLIENT STEPS TO BE RESPONSIBL
ACTION TIME
PAID E
1. Submit the required 1.1 Check and 4 minutes Registrar Staff
information and verify the
documents to the application.
Main Window –
None
Registrar’s Office. 1.2 Issue 1 minute Registrar Staff
assessment
of fees to be
paid.
2. Present assessment 2. Receive
P100.00
and pay to Cashier payment and 10 minutes Cashier
per set
issue O.R.
3.1 Present O.R. and 3.1. Note O.R. P80.00 5 minutes Registrar Staff
pay P80.00 CHED no. to be per set
CAV processing fee posted on the
to Main Window – document
Registrar and receive
P80.00
CHED CAV
processing
fee.

3.2 Receive claim slip 3.2. Issue claim 5 minutes Registrar Staff
with schedule date slip with
of releasing. scheduled
date of
releasing.

3.3 Endorse 10 minutes Registrar Staff

request to
CHED for
processing.
P180.00
TOTAL: 35 minutes
per set
*Note: Preparation of documents – 7 working days; Processing of Documents by CHEDRO VI – 7 working days
6. RELEASING OF CERTIFICATION. AUTHENTICATION AND
VERIFICATION OF DOCUMENTS (CAV)
Certification, Authentication and Verification of tertiary academic records is the process of
checking, reviewing, and certifying the correctness and veracity of the documents by the
Commission on Higher Education.

Office or Division Office of the Registrar

Classification: Simple
Type of Transaction: G2C – Government to Citizen
Who may avail: All undergraduates/graduates of Bacolod City College
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Claim slip with scheduled date of Registrar’s Office
releasing
2. Government Issued ID (original) BIR, Post Office, DFA, PSA, SSS, GSIS,
Pag-IBIG, LTO
IF REPRESENTATIVE bring the following
additional documents:
3. Authorization Letter Document owner
4. Government Issued ID of the person BIR, Post Office, DFA, PSA, SSS, GSIS,
being Represented (1 photocopy) Pag-IBIG, LTO
5. Government Issued ID of the BIR, Post Office, DFA, PSA, SSS, GSIS,
Representative (original) Pag-IBIG, LTO
FEES PERSON
AGENCY PROCESSING
CLIENT STEPS TO BE RESPONSIBL
ACTION TIME
PAID E
1. Present claim slip 1. Verify claim slip
and valid ID on and check
scheduled date of availability of None 5 minutes Registrar Staff
releasing to claim requested
CAV document and document.
2.1 Sign logbook in the 2. Release
Main Window – document.
Registrar’s Office.
None 5 minutes Registrar Staff
2.2 Receive the CAV
document.
TOTAL: None 10 minutes
 FEEDBACK AND COMPLAINTS MECHANISM
How to send feedback? You can email your feedback to our
registrarbacolodcc@[Link] email address or
fill-out the feedback form found in the entrance
lobby and put it in the feedback and complaints
drop box.
How feedback is processed? The Registrar staff verifies the nature of the
concerns within one (1) working day. If the
feedback was through email, the staff will inform
the client receipt of their email.

For follow-ups and other queries, the contact

information are (034) 707-0980 and
registrar@[Link]
How to file a complaint? To file a complaint, email us at
registrarbacolodcc@[Link] with the following
information (if applicable):
- Full name of the client
- Address of the client
- Contact Details of the client
- Details of the concern or complaint
- Person/s Charged
- Evidence of such violation/s or errors in
documents/transactions

For follow-ups and other queries, the contact

information are (034) 707-0980 and
registrarbacolodcc@[Link]
How complaints are The Registrar’s Office evaluates the complaints
processed? daily. Actionable concerns will be addressed
immediately and the client will be notified through
their email. Concerns that cannot be processed will
be sent a letter of explanation through their email.
Contact Information of BCC Administrative Office
Admin Office, OSAS, [Link]@[Link]
Registrar’s Office
(034) 707-7469
Office of the Student Affairs and Services:
sas@[Link]

Registrar’s Office
registrarbacolodcc@[Link]
(034) 707-0980