The Authorization Letter for TOR and Diploma is a crucial document in the Philippine educational system, commonly used when students or graduates cannot personally collect their academic credentials. This document becomes necessary in various situations, such as when the student is abroad, employed in a different city, or unable to collect documents due to other commitments. It must comply with the Data Privacy Act of 2012 and relevant CHED guidelines regarding the handling of educational records. The letter typically requires specific details about both the student and the authorized representative, including their relationship, contact information, and valid identification. Educational institutions in the Philippines often have their own additional requirements or preferred formats for such authorization letters, though the basic elements remain consistent across institutions.
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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 educational institution or authority to whom the letter is addressed
3. Subject Line: Clear indication that this is an Authorization Letter for Collection of TOR and Diploma
4. Student Information: Complete details of the student including full name, student number, course, and year of graduation
5. Authorized Person Details: Complete information of the person being authorized including full name, relationship to the student, and government ID details
6. Scope of Authorization: Specific actions being authorized (collecting TOR, diploma, or both) and any limitations on the authorization
7. Declaration of Purpose: Statement explaining why the authorized person is collecting the documents
8. Duration of Authorization: Validity period of the authorization
9. Authentication: Signature of the principal (student) with printed name and date
1. Special Instructions: Used when specific handling or processing instructions need to be included
2. Contact Information: Added when ongoing communication might be needed between the institution and either party
3. Document List: Included when authorizing collection of additional specific documents beyond TOR and diploma
4. Witness Section: Added when local requirements or institutional policies require witness signatures
5. Notary Section: Used when the document needs to be notarized based on institutional requirements
1. Copy of Student ID: Photocopy of the student's valid school ID or alumni ID
2. Copy of Authorized Person's ID: Photocopy of the government-issued ID of the authorized person
3. Proof of Relationship: If the authorized person is a relative, supporting documents proving the relationship (optional)
4. Requirements Checklist: List of documents and requirements needed by the institution for processing
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