Gradebook · Philippines
Philippine Transcript of Records — CHED CMO Format
The Transcript of Records (TOR) is the primary official academic document issued by Philippine universities under CHED Memorandum Orders. A valid TOR must include subject codes, credit units, grades on the 1.0–5.0 scale, INC notations, semester GWA, cumulative GWA, and the Registrar's authentication. OpenEduCat generates CHED CMO-compliant TORs individually or in batch for entire graduating cohorts, with a complete INC resolution workflow and audit trail.
CHED CMO TOR Required Fields
Every field below must appear on a Philippine TOR for CHED recognition. OpenEduCat generates all required fields automatically.
| Field | Example | Required | Description |
|---|---|---|---|
| Subject Code | ENG 101 | Required | Departmental course identifier as registered in the school curriculum. Required by CHED CMO for all official TOR documents. |
| Subject Title / Description | Communication Arts 1 | Required | Full subject name as approved in the institution's CHED-recognised curriculum. Abbreviated names that do not match the approved curriculum are rejected during accreditation review. |
| Credit Units | 3 | Required | Number of credit units for the subject. Determines the weight of the grade in the GWA calculation. 3-unit lecture courses, 1-unit lab subjects, and 2-unit PE courses must each have the correct unit value. |
| Grade | 1.75 | Required | Subject grade on the 1.0–5.0 Philippine scale. The TOR shows the final grade after any INC resolution. Where a subject was repeated, the TOR shows all attempts. |
| Remarks | PASSED / INC / DROPPED | Required | Pass/fail status and special notations. INC appears for unresolved Incomplete grades. DROPPED is noted for officially withdrawn subjects. These remarks are required for CHED CMO-compliant TOR. |
| Semester GWA | 1.85 | Required | Unit-weighted GWA for all subjects taken in the semester. Computed by OpenEduCat after final grades are published. Displayed on the TOR per semester row. |
| Cumulative GWA | 1.72 | Required | Running unit-weighted GWA across all semesters from first enrolment. Updated after each semester and printed on the final TOR as the graduation GWA used for Latin honours determination. |
| Total Units Earned | 144 | Required | Total credit units the student has successfully passed. Must meet the programme's required minimum units for graduation clearance. |
| Latin Honours (if applicable) | Cum Laude | Conditional | Printed on the final graduating-semester TOR when the student qualifies. Designations: Summa Cum Laude, Magna Cum Laude, Cum Laude. Left blank for non-honours graduates. |
Source: CHED Memorandum Orders (CMO) governing TOR format and issuance. Institutional headers, CHED institutional code, and Registrar authentication are also required but are institution-specific.
INC Grade Resolution Workflow
OpenEduCat manages the complete lifecycle of an INC grade — from recording through resolution or automatic conversion — with a full audit trail on the TOR.
INC Grade Recorded
Instructor submits INC (Incomplete) at semester end. The subject appears on the TOR with INC in the Grade column and an INC remark. The grade does not contribute to the semester GWA.
Resolution Deadline Set
OpenEduCat sets a configurable resolution deadline — typically one semester after the INC was awarded. The student and instructor receive automated reminders as the deadline approaches.
Completion Grade Submitted
The instructor submits the completion grade before the deadline. OpenEduCat records the final grade, updates the semester GWA and cumulative GWA, and marks the INC as resolved on the TOR.
Deadline Passes Without Resolution
If the deadline passes with no grade submitted, OpenEduCat converts the INC to 5.0 (Failure) per standard Philippine university policy (configurable). The GWA is recalculated with the 5.0, and the student is notified.
TOR Generation in OpenEduCat
From single-student requests to full graduation cohort batches — CHED CMO-compliant every time.
CHED CMO-Compliant TOR Layout
The TOR generated by OpenEduCat includes all fields mandated by CHED Memorandum Orders: subject code, subject title, credit units, grade, remarks, semester GWA, and cumulative GWA. The institutional header, CHED institutional code, programme name, and the Registrar's signature and dry-seal area are all printed in the standard positions required for CHED recognition.
Batch TOR for Graduating Cohorts
During graduation season, the Registrar can generate TORs for the entire graduating cohort in a single batch run. OpenEduCat queues the generation, applies the final honours classification to each eligible student, and produces a PDF bundle sorted by programme, year level, and student ID — ready for printing and authentication.
INC Notation and Resolution Audit Trail
Every INC grade, resolution submission, and deadline conversion is recorded with a timestamped audit trail. The TOR shows the complete history: the original INC notation, the resolution date, and the final grade. This audit trail is maintained for the full student record lifecycle and is available to the Registrar for dispute resolution.
Study-Abroad and Credential Evaluation
Philippine graduates applying to foreign universities often need a translated or annotated TOR explaining the 1.0–5.0 inverted scale. OpenEduCat can generate an annotated export that adds a grade scale key and the equivalent US GPA conversion notes alongside the native Philippine TOR, reducing the administrative load on the Registrar's office.
Related Philippines Gradebook Pages
TOR Frequently Asked Questions
Common questions about Philippine Transcript of Records format, INC grade handling, and CHED CMO requirements.
Generate CHED CMO-compliant TORs with OpenEduCat
INC tracking, GWA computation, Latin honours classification, and batch TOR generation for Philippine universities — all in one system.