Procedures for document requests
Request for Documents
Documents may be requested over the counter at the Registrar’s Office, via E-mail, Fax, or Telephone
A. Procedure for Requests Over the Counter
a. The student/requesting party fills up the Request Form completely and accurately and submits the form to the Registrar’s Office, Ground Floor, Social Sciences Building, for assessment and confirmation of documents requested.
b. The Registrar’s Office then checks credentials and academic requirements, including any hold orders/outstanding balances/liabilities.
i. If the student does not have any liabilities, he/she will be requested to pay for the requested documents.
ii. If the student has a hold orders/s and/or any other liabilities, he/she will be required to settle these first. The hold orders must be lifted first before any of the requested documents can be processed.
c. Student pays at the Cashier at Xavier Hall.
d. PAYMENT*
e. After payment, the student/requesting party returns to the Registrar’s Office to submit the request form and present the official receipt. The due date will be given to claim the requested document. The claim stub and the official receipt will be given to the student/requesting party which he/she needs to present when claiming the requested documents.
B. Procedure for Requests Received through E-mail, Fax or Telephone
a. Requests made through telephone must be documented through e-mail or fax. The correspondence through e-mail or fax should indicate the purpose for which the requested document/s will be used, i.e., for evaluation, for employment, for visa purposes, for board examination, etc. It must also include the contact numbers of the student/requesting party.
b. The Registrar’s Office then checks credentials and academic requirements.
i. If the student does not have any liabilities, he/she will be requested to pay for the requested documents.
ii. If the student has a hold orders/s and/or any other liabilities, he/she will be required to settle these first. The hold orders must be lifted first before any of the requested documents can be processed.
c. The Registrar’s Office will confirm the request, the amount to be paid, including payment instructions, and the date when the requested documents will be ready for claiming.
d. PAYMENT*
C. *Procedure for Payment
Payment may be made through any of the following options:
a. ADMU Cashier
1. The student proceeds to the cashier to settle the amount.
2. The Cashier will issue an Official Receipt for Student-related Activities and the student will present the same official receipt to the Registrar’s Office when claiming the requested documents.
b. BPI Deposit
1. The student deposits payments to the following BPI account:
Ateneo de Manila University
BPI Loyola Heights Katipunan
Account Number: 3083-6478-83
Please note that deposits/payments can be made at any BPI branch.
2. The deposit slip is validated. Student faxes the validated deposit to the Registrar’s Office or emails a scanned copy of the validated deposit slip (registrar.ls@ateneo.edu) for the preparation of the official receipt. The student must write his/her name on validated deposit slip before sending it to the Registrar’s Office.
Documents will be released thereafter. If the student has no fax or email access, he/she may simply bring the validated deposit slip to the Registrar’s Office.
c. Telegraphic/Wire Transfer/Remittances
1. Payments can also be made via telegraphic transfer to the following ADMU account details:
Account Name: Ateneo de Manila University
BPI Loyola Heights Katipunan
Katipunan Avenue
Quezon City, Philippines
Account Number: 3083-6478-83
2. All additional bank charges related to the telegraphic transfer at bank of origin (cost of postage/foreign bank fee/wire transfer/taxes, etc.) shall be shouldered by the student.
3. Moreover, if payment is made through banks outside the Philippines, the student would need to wire an additional US$ 20 to the assessed amount for documents as provision for the service fees charged by local banks/financial institutions for remittances to the Philippines.
Student confirms the completed wire transfer with the Registrar’s Office by sending a copy of the validated transfer document through fax or e-mail.
IMPORTANT REMINDERS:
1. Official documents will be processed/released to the student only upon settlement of all financial, academic, and documentary liabilities with the school and upon full payment of documents requested.
2. If the student is unable to attend to the transaction himself/herself, he/she must provide a letter of authorization to his/her representative with a photocopy of his/her valid ID with picture and signature and a photocopy of his/her representative’s valid ID with picture and signature.
3. Unclaimed documents beyond 90 days from due date will be DESTROYED and payments made will be FORFEITED.
4. The Office of the Registrar is not authorized to receive payments for documents. Pay only at the CASHIER. Cashier office hours: Monday to Friday: 8am-12noon; 1pm-4pm; Saturday: 8am-12noon.
5. Payments made to the Ateneo de Manila University BPI savings account or Citibank savings account through bank deposits, overseas remittances, wire transfers, and other means must be verified and confirmed first before the document/s are to be processed and mailed out, if requested to do so.
