How to Apply for a Special Order (SO) for Graduates of Closed Schools
A Special Order (SO) is a document issued by the Commission on Higher Education (CHED) that validates the graduation of students from higher education institutions (HEIs) that have closed, have compliance issues, or whose programs lack proper government recognition. The SO serves as official proof that a graduate has completed a degree program, even if the school they attended is no longer in operation or had its recognition revoked. This comprehensive guide explains the full process for applying for a Special Order, the documents you need, the fees involved, and what to expect at every step.
Special Order at a Glance
Estimated Cost
P500 to P1,000 for the CHED processing fee. Additional costs for document preparation (photocopies, notarization, PSA birth certificate) bring the total to approximately P1,500 to P2,000.
Timeline
1 to 3 months depending on the completeness of your documents, the volume of applications at the CHED Regional Office, and how quickly CHED can verify the school's records.
Key Fact
A Special Order is required before CHED can issue a CAV (Certification, Authentication, and Verification) for graduates of closed schools. Without an SO, your academic records from a closed HEI cannot be authenticated.
When Do You Need a Special Order?
Not all graduates need a Special Order. An SO is specifically required in situations where there is an issue with the school's recognition or operational status at the time of graduation. The following are the most common scenarios:
School Has Permanently Closed
Your school has ceased operations and is no longer accepting students. The school may have voluntarily closed or been ordered to close by CHED. In either case, CHED takes custody of academic records, and an SO is required to validate your graduation.
School Lost Its Government Recognition
The school's government recognition has been revoked, suspended, or has expired. Without valid recognition, the school cannot issue official diplomas or transcripts that are recognized by government agencies and employers.
Program Was Not Recognized at Time of Graduation
The specific degree program you completed did not have CHED recognition or a government permit at the time you graduated. This can happen if the school offered the program without obtaining the required CHED approval.
School Has Pending Compliance Issues with CHED
The school is still operating but has pending compliance issues, sanctions, or show-cause orders from CHED that prevent it from issuing valid academic documents. An SO may be needed to validate graduation during this period.
Requirements for Special Order Application
| Document | Details |
|---|---|
| Accomplished Application Form | The official CHED Special Order application form, which can be obtained from the CHED Regional Office (CHEDRO) or downloaded from the CHED website. Must be filled out completely and signed by the applicant. |
| Transcript of Records (TOR) | Original copy and one photocopy. The TOR must show all subjects taken, grades received, and the date of graduation. If the original TOR is unavailable because the school has closed, CHED may have a copy in their records or you may need to execute an affidavit of loss. |
| Diploma | Original copy and one photocopy. If the diploma was never issued (because the school closed before issuing it) or has been lost, submit an affidavit of loss or non-issuance explaining the circumstances. |
| PSA Birth Certificate | Original PSA-issued birth certificate and one photocopy. This is used to verify your identity and confirm your name as it appears on your academic records. Must be a recent copy (within the last 6 months is preferred). |
| 2x2 ID Photos (4 copies) | Four (4) recent passport-size (2x2 inches) ID photos with white background. Photos should be taken within the last 6 months. |
| Certificate of Closure/Status from CHED | If available, a certification from CHED confirming the closure of the school or the status of its recognition. This is helpful but not always required, as CHED can verify this internally. You may request this from the CHEDRO. |
| Affidavit of Discrepancy | Required only if there are discrepancies between your name on the TOR/diploma and your PSA birth certificate (e.g., misspelled name, different middle name). The affidavit must be notarized and should explain the discrepancy. |
| Official Receipt of Payment | Proof of payment of the CHED processing fee (P500 to P1,000). The payment is made at the CHED Regional Office cashier or through an authorized payment channel. Keep the original receipt. |
| Valid ID | At least one valid government-issued ID with photo and signature (e.g., passport, driver's license, PhilSys/National ID, UMID, SSS ID, PRC ID, postal ID, voter's ID). Bring the original and a photocopy. |
Step-by-Step: How to Apply for a Special Order
The following steps outline the complete process for applying for a Special Order at the CHED Regional Office. Follow each step carefully to avoid delays in processing.
Verify the Status of Your School with CHED
Before proceeding with the application, contact or visit the CHED Regional Office (CHEDRO) that has jurisdiction over the school you attended. Inquire about the current status of the school -- whether it has been officially closed, has lost recognition, or has compliance issues. CHED maintains records of all HEIs and their operational status.
Tip: You can also check the CHED website for the list of recognized and closed HEIs, or call the CHED hotline at (02) 8441-1177. Confirming the school's status first will help you determine if you actually need an SO and which CHEDRO to file with.
Go to the CHED Regional Office (CHEDRO)
Visit the CHED Regional Office that has jurisdiction over the school where you graduated. This is typically the CHEDRO in the region where the school was located (not necessarily where you currently reside). Bring a valid government-issued ID and inform the front desk that you are applying for a Special Order for a closed or non-recognized school. The staff will provide you with the application form and a checklist of requirements.
Important: CHED has 16 Regional Offices across the Philippines. Make sure you go to the correct one. For example, if you attended a school in Cebu, file at CHED Region VII. You can find the complete list of CHEDROs on the CHED website.
Submit the Application and Requirements
Submit the accomplished application form together with all the required documents (TOR, diploma, PSA birth certificate, ID photos, valid ID, and any additional documents). The CHEDRO staff will review your documents for completeness. Make sure all photocopies are clear and legible. If any documents are missing or incomplete, you will be asked to return with the complete set before the application can be processed.
Note: If your TOR or diploma is unavailable because the school closed before issuing them, inform the CHEDRO staff. They may have copies of the school's records in their archives, or they will advise you on how to execute an affidavit of loss or non-issuance.
Pay the Processing Fee
Once your application and documents are accepted, you will be directed to pay the processing fee at the CHEDRO cashier. The fee ranges from P500 to P1,000 depending on the regional office and the type of SO being requested. You will receive an official receipt -- keep this as proof of your payment and for claiming the SO later.
Payment methods: Most CHEDROs accept cash payments only. Some offices may accept money orders or bank deposits. Confirm the accepted payment methods with the specific CHEDRO before your visit.
Wait for Evaluation and Verification
After you submit your application, CHED will conduct an evaluation and verification process. This involves cross-referencing your academic records with the school's records that CHED has on file, verifying the curriculum you completed, and confirming that you met all the graduation requirements for your degree program.
This step typically takes 1 to 3 months depending on the volume of applications, the availability of the school's records, and whether additional verification is needed. CHED may contact you if they need additional documents or clarification.
Tip: Ask for a tracking number or reference number when you file your application. You can use this to follow up on the status of your SO by calling or visiting the CHEDRO. Some offices also allow status inquiries via email.
Claim the Special Order
Once CHED has completed the evaluation and verification, and your application is approved, you will be notified that your Special Order is ready for release. Go to the CHEDRO to claim the SO. Bring your official receipt and a valid ID for verification. The SO will contain your name, degree program, school attended, and the CHED resolution number that validates your graduation.
After claiming: Keep the original SO in a safe place. You may request certified copies from CHED if needed. Once you have the SO, you can proceed to apply for a CAV (Certification, Authentication, and Verification) if you need your academic documents authenticated for employment or further studies abroad.
Complete Example: Maria Gets a Special Order from CHED
Maria graduated with a Bachelor of Science in Business Administration from a private college in Manila in 2018. In 2020, the school permanently closed due to financial difficulties. When Maria applied for a new job in 2024, the employer required a CAV from CHED to verify her degree. CHED informed her that she first needed a Special Order because her school had closed. Here is how Maria obtained her SO:
Verified School Status and Gathered Documents
Maria called the CHED-NCR office and confirmed that her school was officially listed as permanently closed. She gathered her documents: her original TOR (which she had kept), her diploma, a PSA birth certificate (requested online via PSAHelpline.ph for P155 + P150 delivery), four 2x2 ID photos, and a photocopy of her passport. She also downloaded the SO application form from the CHED website.
Filed Application at CHED-NCR
Maria went to the CHED-NCR Regional Office (since her school was in Manila). She submitted the accomplished application form together with all her documents. The CHEDRO staff reviewed her papers and confirmed everything was complete. Maria paid the P500 processing fee at the cashier and received an official receipt with a reference number for tracking.
CHED Evaluation and Verification Period
CHED evaluated Maria's application by cross-referencing her TOR with the closed school's records on file. They verified the curriculum she completed, confirmed that the school had CHED recognition at the time of her graduation in 2018, and validated that she met all graduation requirements for BSBA. Maria followed up by calling the CHEDRO after 4 weeks and was told her application was still being processed.
Special Order Approved and Released
After approximately 2 months, Maria received a text message from CHED-NCR informing her that her Special Order was ready for pickup. She went to the CHEDRO, presented her official receipt and valid ID, and claimed her SO. The document contained her name, degree (BSBA), the school she attended, and the CHED resolution number validating her graduation. Maria then proceeded to apply for a CAV using the SO.
Cost Summary for Maria's Special Order
Total timeline: approximately 2 months from filing to receiving the Special Order. Actual costs and timeline may vary depending on the CHED Regional Office and individual circumstances. Budget P1,500 to P2,000 to be safe.
Frequently Asked Questions
What if I can't find my Transcript of Records (TOR)?
If your TOR is lost or was never issued because the school closed before releasing it, you have several options. First, check with the CHED Regional Office -- when a school closes, CHED often takes custody of the school's academic records, so they may have a copy of your TOR on file. If CHED does not have a copy, you will need to execute a Sworn Affidavit of Loss explaining the circumstances of how the TOR was lost or never received. You may also provide alternative evidence of your academic records, such as grade slips, class cards, or enrollment forms, if you have kept any. In some cases, CHED may accept a certification from former school officials (if they can be located) attesting to your enrollment and graduation.
How long does processing take?
Processing time for a Special Order typically ranges from 1 to 3 months from the date of filing. The timeline depends on several factors: the completeness of your documents, the volume of applications at the CHED Regional Office, and how readily available the school's records are in CHED's archives. If the school's records are well-organized and accessible, processing may be faster (around 1 month). If CHED needs to conduct additional verification or if there are discrepancies in the records, it may take up to 3 months or longer. Filing with complete documents from the start is the best way to minimize delays.
Can I get a CAV without a Special Order?
No. If you graduated from a school that has closed or has compliance issues with CHED, you must first obtain a Special Order before CHED can issue a CAV (Certification, Authentication, and Verification). The SO validates your graduation and academic records, which is a prerequisite for the CAV process. However, if your school is still operating with valid CHED recognition and has no compliance issues, you do not need an SO -- you can apply for a CAV directly. The SO requirement applies only to graduates of closed or non-compliant HEIs.
What if my school closed before I graduated?
If your school closed while you were still enrolled and before you could complete your degree, the process is different from getting an SO. In this case, CHED typically arranges for affected students to transfer to another recognized HEI to complete their remaining coursework. You should contact the CHED Regional Office to inquire about transfer arrangements and whether any memorandum of agreement (MOA) exists between CHED and partner schools for absorbing displaced students. If you were able to complete all academic requirements before the closure but the school simply did not issue your diploma, then you may still be eligible for an SO -- consult with the CHEDRO for guidance specific to your situation.
Can someone else file the application on my behalf?
Yes, you may authorize a representative to file your SO application on your behalf by executing a Special Power of Attorney (SPA) that specifically authorizes the representative to file, follow up, and claim the Special Order from CHED. The SPA must be notarized. If you are abroad, the SPA must be authenticated by the nearest Philippine Consulate or Embassy. Your representative must bring the original notarized SPA, a valid ID (both theirs and a photocopy of yours), and all the required documents. Note that some CHEDROs may still require you to appear personally for verification, so it is best to confirm with the specific office beforehand.
Is the Special Order the same as a diploma?
No. A Special Order is not a diploma. The SO is a CHED-issued document that validates and confirms your graduation from a closed or non-compliant HEI. It serves as official government certification that you completed a degree program, but it does not replace the diploma itself. Think of the SO as a government endorsement that your academic records are legitimate despite the school's closure or compliance issues. When presenting your credentials to employers or other institutions, you would typically present the SO together with your TOR (or whatever academic records you have) to prove your educational background.
Important Reminders
- Verify your school's status with CHED first: Before gathering documents and filing an application, confirm with the CHEDRO whether your school is listed as closed or has compliance issues. Not all graduates of closed schools need an SO -- some schools that closed may have already been covered by blanket CHED orders.
- File at the correct CHED Regional Office: You must file your SO application at the CHEDRO that has jurisdiction over the school you attended, not the CHEDRO where you currently reside. Filing at the wrong office will cause unnecessary delays.
- Keep original documents and make extra copies: Always retain your original TOR, diploma, and other academic records. Bring originals for verification but submit photocopies. CHED may keep some original documents -- ask the staff which documents will be returned.
- Prepare all documents before visiting the CHEDRO: Having complete requirements from the start will prevent multiple trips to the CHED office. Incomplete applications are the most common cause of delays.
- The SO is a prerequisite for CAV: If you need a CAV for employment abroad, professional licensing, or further studies, you must obtain the SO first. Plan accordingly by applying for the SO as early as possible.
- Follow up regularly: After filing, follow up with the CHEDRO every 2 to 3 weeks by phone or in person. Ask for a reference number when you file so you can easily track your application. Do not wait until the expected release date to check on the status.
- Processing fees are non-refundable: If your application is denied (for example, because CHED cannot locate the school's records or cannot verify your enrollment), the processing fee will not be refunded. Ensure you have valid supporting documents before filing.
Need Help?
Contact CHED
- CHED Central Office: HEDC Building, C.P. Garcia Avenue, Diliman, Quezon City
- Trunkline: (02) 8441-1177 / 8441-1169
- Email: info@ched.gov.ph
- Website: ched.gov.ph
- Facebook: @CHEDPhilippines
- Office Hours: Monday to Friday, 8:00 AM to 5:00 PM (no noon break)
Disclaimer
This guide is provided for general informational purposes only. The requirements, steps, fees, and procedures mentioned here may vary depending on the CHED you visit. We recommend visiting your nearest CHED first to confirm the specific requirements and process before preparing your documents.