An Authorization Letter To Claim Report Card is a commonly used document in Philippine educational institutions when students or parents cannot personally collect academic records. This document becomes necessary in situations where the primary stakeholder (student or parent) is unable to physically retrieve the report card due to various circumstances such as work commitments, illness, or being out of town. The letter must comply with Philippine education regulations, particularly DepED Order No. 54, s. 2016, and the Data Privacy Act of 2012. It typically includes the student's details, authorized representative's information, specific authorization scope, and validity period. Schools in the Philippines generally require this document to ensure proper documentation and security when releasing academic records to someone other than the student or parent.
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1. Date and Place: Current date and location where the letter is being executed
2. Recipient Details: Name and address of the school or institution to whom the authorization is addressed
3. Subject Line: Clear indication that this is an Authorization Letter to Claim Report Card
4. Student Information: Complete details of the student whose report card is to be claimed (full name, student ID, grade/year level)
5. Authorized Person Details: Complete information of the person being authorized to claim the report card
6. Authorization Statement: Clear statement of authorization including the specific purpose and scope
7. Validity Period: Specific timeframe for which the authorization is valid
8. Principal's Declaration: Statement from the principal authorizing party confirming the contents and authority given
9. Signature Block: Space for signatures of the principal party and witnesses
1. Reason for Authorization: Explanation of why the authorized person is claiming on behalf of the student/parent (used when institutional policies require justification)
2. Contact Information: Additional contact details of both parties for verification purposes (used when required by school policy)
3. Relationship Statement: Statement describing the relationship between the authorizing party and the student (used when the authorizing party is not the student themselves)
4. Special Instructions: Any specific instructions or requirements for claiming the report card (used when there are particular conditions or requirements)
1. ID Attachments: Photocopies of valid government IDs of both the authorizing party and authorized representative
2. Student Documentation: Copy of student ID or enrollment documentation if required by the institution
3. Additional Requirements: Any institution-specific forms or documents that need to be attached to the authorization letter
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Academic Affairs
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Registrar Office
Compliance
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School Registrar
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Administrative Officer
School Principal
Academic Director
Records Officer
Student Affairs Officer
Education Administrator
Compliance Officer
Data Privacy Officer
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