About Us

The Office of the University Registrar (OUR) is the sole office responsible for the custody, integrity, management and release of academic records of students. It assists top administration in the formulation and enforcement of policies in admissions, enrollment, accreditation, graduation and other academic matters. As a member of the policy-making body of the institution, its decision carries weight in cases involving credentials, evaluation of subjects and/or credits earned, student records management, academic placement and eligibility for graduation.

MISSION

Particularly, the OUR is committed to provide high quality professional services to be organized as leader in academic integrity, top performer in customer care and excellent service delivery provider.

VISION

By becoming a premier university in the ASEAN Region, the USEP shall be a center of excellence and development, responsive and adaptive to fast-changing environments. USEP shall also be known as the leading university in the country that fosters innovation and applies knowledge to create value towards social, economic, and technological developments.

GOALS

Aligned with the university’s mission and vision, the OUR shall instill a culture of excellence by maintaining the highest standard and degree of professional conduct toward the Administration, CHED and the students by ensuring the confidentiality, security and accuracy of student’s records; attending promptly in the issuance and release of documents and extending guidance and assistance to students with problems pertaining to academic regulations.

Dr. Maureen M. Villamor

OUR Director

On behalf of the personnel and staff of the Office of the University Registrar (OUR), I would like to extend my welcome and warmest congratulations on making a positive choice in becoming a student and a member of the University of Southeastern Philippines family.

The Office of the University Registrar (OUR), which reports to the Vice President of Academic Affairs, is an essential arm of the University. We are the students' official recorder and custodian of records. The OUR serves a vital role in the operation of the University as the only official "Office of Records" for students pursuing degrees at this University. We are the only office authorized to issue official transcripts, certifications, and other matters of record. Our utmost goal is to keep timely and accurate records of the students' academic progress and achievements while also protecting their privacy and security.

Our highly qualified, committed, and friendly staff will ensure that your experience at making transactions with the OUR will be seamless as possible. Rest assured that we shall continue to endeavor to be an exemplary model in the University in providing the highest quality of service. We look forward to working with you!

Application for Request of Documents

(Transcript of Records, Honorable Dismissal, Diploma & Certifications)

Schedule of Availability of Service:

Monday to Friday, 8:00am-5:00 pm;

Due to the bulk of requests we receive everyday, the Office of the University Registrar (Obrero Campus) will be implementing online scheduling for assessing requirements when requesting credentials/documents. This is to facilitate the one-time evaluation of requirements and issuance of Order of Payment Slip/Claim Slip.

Who May Avail of the Service?

All students
Alumni
Other stakeholders

Duration:15-20 minutes (Estimated Processing Time for Walk-in Application)

How to avail the service (for Walk-in):

1. Fill the form on this url (https://sris.usep.edu.ph) using the computer on the counter or through your mobile phones or laptops. Proceed with the given instructions provided in the form. Once the form is submitted, the requestor will receive an email confirmation on the email address provided indicating the request reference number. The Receiving Counter In-charge may provide the requestor a printed request form.
2. Present the complete requirements to the Receiving Counter In-charge.
3. Receiving Counter In-charge will evaluate and check the request whether all requirements are complied. If all is checked, requestor will receive an Order Payment Slip for the payment of fees.
4. Proceed to the Cashier and secure an Official Receipt (OR).
5. Submit the OR together with all the required documents to the Receiving Counter In-charge.
6. Receive the Claim Slip.

How to avail the service (for online):

1. Fill the form on this url (https://sris.usep.edu.ph). Proceed with the given instructions provided in the form. Once the form is submitted, the requestor will receive an email confirmation on the email address provided indicating the request reference number. This reference number may be used to track the progress of the request.
2. Request will undergo assessment on the selected schedule date. If all is checked requestor will receive an Order Payment Slip for the payment of fees.
3. Pay the necessary fees thru Landbank LinkBiz Deposit (see Payment of Fees ).
4. Send Proof of Payment to (1) payment@usep.edu.ph, (2) registrar@usep.edu.ph and (3) to the email address of the staff who sent the Order Payment Slip for verification. Please note that the payment verification process duration may vary up to 7 days.
5. Once payment is verified, you will receive a Claim Slip on your email indicating the expected day of release of your requested document.
6. To track your request, go to (https://sris.usep.edu.ph/Stracking.php) and enter your reference number. Also, the requestor will receive an email notification once the request has completed a step on the overall procedure.

Table of Fees:

Requirements:

Academic Verification Procedure

Via Student Records Information System (SRIS) - For USeP students from Obrero Campus, Sto. Tomas, ComVal, Baganga and Hinatuan extension program

We provide a certification for any academic verification we receive, may it be through any third party verifier and depending on the specific requirements.

You may accomplish our request form on this link ( https://sris.usep.edu.ph ) and proceed with the given instructions provided in the form.

Once we receive the verification request, the request will undergo evaluation and checking by our assigned staff and any requirements and special instructions will be provided via email. If everything is evaluated and checked, we will send an email to the requesting party of the confirmation of such verification and also a Payment Order Slip for the payment of fees. The POS is system generated.

Certification (Graduate Status, Authentic Documents, Bonafide Status, etc.) fee is P 70.00 each. Upon payment the requestor must send back the POS and the proof of payment since we will not proceed on processing the verification until we have received and verified the payment.

Payment Options:

OPTION 1: Through Land Bank LinkBiz Portal

OPTION 2: Walk-in at cashier's office inside the campus.

This process will take 2-3 days from the date we received and verified the proof of payment. Please note that the payment verification process duration may vary up to 7 days.

To check the status of your request, visit our tracker here (https://sris.usep.edu.ph/Stracking.php) and input your request reference number sent to you via email. We will also send a message once your request has been processed until release.

Via Email/Phone - For External Campuses (Mintal, Tagum-Mabini, Bislig)

You may send us an email for your request of academic/student verification for students from our external campuses. Please refer to the respective contact information below:

	Mintal Campus	Tagum-Mabini Campus	Bislig Campus (Now NEMSU formerly SDSSU)
Email	usepmintalregistrar@usep.edu.ph registrar.mintal@usep.edu.ph	registrar.tagum-mabini@usep.edu.ph registrar.tagum@usep.edu.ph	registrarmain@sdssu.edu.ph
Contact #	+6382 293-0390/ +6382 298-0391	+6384 217-3486/ +6384 400-2581	+63 (086) 214-5069

Via Online Verification System (OVS) - Current data covers CY-2018-2020

https://verify.usep.edu.ph/

Verification of Documents Released

Anyone who wants to verify a certain document specifically a Transcript of Records, CAV, HD and other released official student documents of any USeP student can use the system to determine whether the document they hold is authentic or not.

Upon entering the control number of the document, the system will prompt the corresponding response whether the document exists or not. If such a record is found on the system the user will be prompted to with the minimal details of the document being verified.

Verification of Student Graduate

Anyone who wants to verify any USeP student can use the system to determine whether such student graduated from the University.

Upon entering the first name, middle name, last name and course of the student, the system will prompt the corresponding response whether the record exists or not. If such a record is found on the system the user will be prompted to with the minimal details of the verification.

enrollment_0001

Schedule of Availability of Service:

Monday to Friday, 8:00am-5:00 pm

Who May Avail of the Service?

Alumni Students

Requirements:

1) Request letter addressed to:

DR. LOURDES C. GENERALAO

SUC President

USEP-Davao City

THRU: NIMFA V. MANISCAN

Registrar III

USEP-Davao City

2) Affidavit of Loss in case of lost diploma

3) Proof of destroyed or damaged diploma

4) Official Receipt (OR) of payment of fees

PhP134.00 – Higher Education courses

PhP200.00 – Advanced Studies

(Note: The above requirements are availabale on downloable files.)

Duration: 5-10 working days (depends on the availability of the signatories)

How to avail the service:

Present all the requirements to the Receiving counter in-charge.
Proceed to the Cashier and secures Official Receipt (OR)..
Submit the OR together with all the required documents to the Receiving Counter In-charge.
Present claim slip on the scheduled date of release at the Releasing Counter In-charge.
Sign in the logbook and indicates type of document/s received.

Schedule of Availability of Service:

Monday to Friday, 8:00am-5:00 pm (Walk-in)

ONLINE PROCEDURE

You can email us at registrar@usep.edu.ph and attached a scanned copy of the document/s you want to be authenticated or Certified True Copy (CTC). Indicate how many copies to be authenticated for each document.

Authentication fee is 14.00 per page and requires documentary stamp per document. A Payment Order Slip (POS) will be issued for you to process the payment. Once your payment is verified, a Claim Slip will be issued indicating the date when you can claim your authenticated documents.

WALK-IN PROCEDURE

You may go to OUR office Monday to Friday 8-5pm for the authentication of student records. You only need to bring the original document and pay for the corresponding fee which is P14.00/page.

Note: Only document/s originating from OUR will be processed for authentication.

Who May Avail of the Service?

Students

Alumni

Requirements:

1) Original Copy of documents

2) Photocopies of documents

3) Official Receipt (OR) of payment of fees

PhP14.00 per page

4) Documentary Stamps ( 1 pc. doc.stamp per document)

Duration: 15 minutes

How to avail the service:

1. Present all the original and photocopies of documents to the Receiving Counter In-charge.
2. Proceed to the Cashier and secures Official Receipt (OR).
3. Submit the OR together with all the required documents to the Receiving Counter In-charge.
4. Wait for name to be called at the Releasing counter In-charge.
5. Sign in the logbook and indicates type of document/s received.

Schedule of Availability of Service:

Monday to Friday, 8:00am-5:00 pm (Walk-In)

Due to COVID-19 Pandemic we cannot accept walk-in clients. Hence, for the Request for Completion of Grades you can coordinate with your College and Faculty to start the process. Alternatively, you may email the request to registrar@usep.edu.ph and we will verify the INC grade. Once verified, you will receive a VERIFIED Completion of Grade Form from the registrar's office. You may then pay the necessary fees thru the Cashier or thru bank deposit/transfer. Check the Payment of Fees instructions for more information.

Who may avail of the Service?

Students with INC grades (earned not later than 1 year upon completion)

Requirements:

1)INC Form

2)Official Receipt (OR)

PHP 14.00 per subject – Higher education courses

50.00 per subject – Advanced studies courses

Duration: 2 minutes

How to avail the service:

1. Present all the requirements to the Receiving Counter In-charge.
2. Proceed to the Cashier and secures Official Receipt (OR).
3. Submit the OR together with all the required documents to the Receiving Counter In-charge.
4. Present the claim slip on the scheduled date of release to the Releasing Counter In-charge.
5. Sign in the logbook and indicates type of document/s received.

Schedule of Availability of Service:

Monday to Friday, 8:00am-5:00 pm (Walk-in)

Due to COVID-19 Pandemic we cannot accept walk-in clients. Hence, for the Request for Correction of Name, etc. during this time please prepare a request letter of correction following the address below and email the letter request (DOC or PDF) to registrar@usep.edu.ph. Once verified, you will receive an email from the registrar's office. You may then pay the necessary fees thru the Cashier or thru bank deposit/transfer. Check the Payment of Fees instructions for more information.

Who May Avail of the Service?

Students with erroneous entries as to name, date & place of birth in their academic credentials.

Requirements:

1) Request Letter addressed to:

DR. LOURDES C. GENERALAO

SUC President

USEP-Davao City

THRU: NIMFA V. MANISCAN

Registrar III

USEP-Davao City

2) Clear copy of the NSO Birth Certificate

3) Personal Affidavit/ Parent’s Affidavit for underage

4) Joint Affidavit of Two (2) Disinterested Persons

5) Fee – Php70.00

6) Documentary Stamps

(Note: The above requirements are available on downloadable files.)

Duration: 3 – 5 days of working

How to avail of the service:

1. Present all the requirements to the Receiving Counter In-charge.
2. Proceed to the Cashier and secures Official Receipt (OR).
3. Submits the OR together with all the required documents to the Receiving Counter In-charge.
4. Present claim slip on the scheduled date of release to the Releasing Counter In-charge.
5. Sign in the logbook and indicates type of document/s received.

Table of Fees:

Payment Options:

OPTION 1: Through Land Bank LinkBiz Portal (see Annex A)

OPTION 2: Walk-in at the cashier's office inside the campus.

Once payment has been successfully deposited or transferred, please email the Order Payment form (applicable only for transactions with the Registrar’s Office) and proof of payment (i.e. a photo or scanned copy of the deposit slip or a screenshot of fund transfer confirmation) to registrar@usep.edu.ph and also to the respective email addresses of the Cashiers in the following campuses:

CAMPUS	EMAIL ADDRESS
Obrero	payment@usep.edu.ph
Mintal	payment@usep.edu.ph
Tagum	payment.tagummabini@usep.edu.ph
Mabini	payment.tagummabini@usep.edu.ph
Bislig	bislig_accounting@usep.edu.ph

In your email, please use any of the following as “Subject” based on your transaction:

Payment for Outstanding Balance OR
Payment for USeP Tuition fee OR
Payment for Issuance of documents/Credentials.

In the email’s body, please provide the following information:

ID number (if applicable);
Complete name;
Program/college/unit; and
Total amount paid.