Moving a Learner From DepEd to a Non-DepEd School

Processing a learner’s request for transfer to a non-DepEd school requires careful coordination between the family, the current school, and the receiving institution. In Ozamiz City, the request usually involves confirming the learner’s records, securing the correct release documents, and ensuring that the new school can enrol the child without gaps in the academic file.

Families in Australia may encounter this process when a child is relocating from the Philippines to a government, Catholic, independent, or international school in Sydney, Melbourne, Brisbane, or another Australian city. The documents issued by the Philippine school will support enrolment, but the final admission decision follows the requirements of the relevant Australian state or territory education authority.

Confirm The Receiving School

Begin by contacting the non-DepEd school before requesting the learner’s records. Ask the admissions office which documents it needs, whether certified copies are required, and how it evaluates year-level placement. A receiving school may request report cards, a permanent record, attendance information, identification, and evidence of completed subjects.

Australian schools commonly organise enrolment around the January-to-December school year, while Philippine schools may follow a different academic calendar. Explain the learner’s current grade, last day of attendance, and expected arrival date so the receiving school can assess the appropriate year level and starting term.

Submit A Written Transfer Request

The parent, guardian, or authorised representative should submit a written request to the learner’s current school. Include the learner’s full name, Learner Reference Number if available, current grade, last date attended, intended receiving school, reason for transfer, and contact details.

If the learner is moving overseas, clearly state that the destination is a non-DepEd institution in Australia. The request should also identify who is authorised to collect documents. Schools may require identification, an authorisation letter, or proof of guardianship before releasing records to another person.

Prepare The Supporting Documents

Gather the learner’s report cards, permanent record, certificate of enrolment or transfer credential, attendance history, health or learning support records where appropriate, and any assessment results requested by the receiving school. Keep scanned copies in a secure folder before submitting originals.

For families dealing with forms and accomplishment reports, this integrated school forms resource may help clarify how school documentation is organised. Ask the current school which version of each document applies to the learner’s circumstances.

Check Names Dates And Signatures

Review every document for consistent spelling, birth date, grade level, school year, and learner number. Differences between a passport, birth certificate, school record, and enrolment form can delay assessment by an Australian school.

Check that forms are signed by the appropriate school official and carry the required seal or certification. If records are written in Filipino or another language, ask the receiving school whether it needs an English translation completed by a recognised translator in Australia.

Coordinate The Release Of Records

The current school should confirm when the learner is cleared for transfer and when the documents will be available. Outstanding books, equipment, fees, or accountabilities may need to be settled according to school policy before records are released.

Do not send confidential learner information through an unsecured social media message. Use the official school email address, records office, or document tracking channel. The same practical approach applies to public administration generally: clear ownership and traceable records matter, as illustrated by this cleanup spending example.

Meet Australian Enrolment Requirements

The receiving school may request proof of residential address, identity documents, visa or citizenship information, immunisation evidence, and emergency contacts. Requirements vary between New South Wales, Victoria, Queensland, Western Australia, South Australia, Tasmania, the Australian Capital Territory, and the Northern Territory.

Australian public schools may also assess English-language support, disability adjustments, gifted education needs, or wellbeing services. Provide relevant information accurately and ask how it will be stored and shared under the school’s privacy procedures. A child moving to Melbourne or Perth may face different forms and timelines from a child enrolling in a school in regional Queensland.

Keep A Complete Transfer File

Maintain digital and paper copies of the request letter, acknowledgement, clearance, released records, courier receipts, email correspondence, and the receiving school’s enrolment confirmation. Use clear file names and record the date each document was sent or received.

If the transfer involves a learner with additional support needs, request a meeting with both schools where practical. This can help preserve learning adjustments, subject information, behaviour support arrangements, and relevant safeguarding details during the move. The DepEd’s mission provides useful context for the education service behind the learner’s original records.

Contact the current school’s records office and the intended Australian school early, then submit a complete, signed request with matching identity details. Keeping both institutions informed will make the learner’s move smoother and help prevent avoidable delays in enrolment.