THE REGISTRARS SYSTEM

The Registrar system is an integral part of the school system. As the Academy is
being established, the Office of the School Registrar is the Key Point of entry of the
operations of the Academy. It keeps student records from matriculation to
graduation. The Registrar manages the registration and course enrolment,
maintained the academic calendar, track course requirements, and administers
academic policies.
The system flows from the students record data received from admissions and is
prepared for registration. Data processing is developed through entry encoding
System. All students data must be encoded to the Data-Based software for
management. Class rosters are developed and maintained. Grades for classes are
received and transcripts are produced. Transcripts are reviewed for completion of
program requirements and diplomas are awarded.

I.

Duties and Responsibilities:

The School Registrar is responsible to manage the following:
1. Student Admission Processes
2. Registration and Course Enrollment
3. Course Listing and Scheduling of Classes
4. Transcript of Records and Certificate of Enrollment
5. Academic Calendar of Activities
6. Track Course Requirements
7. Administers Academic Policies and Procedures
8. Transcript of Records and Certification Request
9. Student Handbook
10.Faculty and Student Subject Loading
11.Commencement Program
12.Provide Support to Staf
13.Career Orientation to prepare and guide students to their career path
14.Manage Data-Based Software for Record Keeping
15.Education Management Software to aid student in coordinating with
classes

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II.

THE SYSTEM FLOW

1. The Registrar is the responsible authority for the processes and

documentation of the Course registration.
2. Student Admission Procedure:
2.1.
Course Information Center should be established for the
proper guidance of
the incoming inquiries.
2.2.
Incoming enrollees with the parents must be interviewed
by the Officer InCharge of the Admission Personnel.
2.3.
Upon passing the interview and checking of the course
requirements by the
Admission Officer, the enrollee will then proceed to the fillingup of the
Application Form.
2.4.
With all the requirements, after filling up of the
Application Form, the
enrollees will then proceed to the Registrar for the approval of
the application
and requirements, Subject Loading, and Scheduling of
classes .
2.5.
Next to the Registrar, upon accomplishing the schedule of
classes from the
Registrar, the enrollee will then proceed to the accounting
Department for the
assessment of the enrollment fee and payment.
2.6.
The next process is to go back to the Registrars Office for
enlistment in the
Official List of Enrollees. Be sure that the authenticated
Student Copy for
Registration must be given to the student as a proof being
officially enrolled in
the Academy.
2.7.
After the process, the student will then proceed to the
Student Services
department to secure the school uniform design, ID and
others.
3. The Student Handbook issuance should be done after the student has
been listed on the Official List of Students Enrolled and on the
Database.

4. Issuance of Faculty Subject Loading and Students Master List will be

scheduled before the class starts for the coming school year.
5. Calendar of Activities should be ready and be posted before enrollment
period ends.
6. Students and Parents Orientation for the School Policies and
Regulations usually be scheduled a week before the opening of
classes.
7. Upon opening of classes, changing and dropping of subjects will also
be scheduled to monitor with the students conflict schedules of
classes and changing of subjects enrolled due to prerequisites, etc.
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8. Along the ongoing classes, monitoring process must be observed by
the office to provide support to the needs of the Faculty and the
students.
9. The tracking process of the students requirements must be done
during the first quarter of the first semester.
10.Student Profile must be done for encoding at the database software
11.The Education Management software must also be prepared for
tracking by the System Management.
12.Tracking class rosters and grades must be established to produce
accurate Transcript of Records.
13.The validation of coursework and recording process must progress for
the issuance of Transcript of Records and Diplomas for authentication.
14.The process to prepare for the Commencement Program must be done
two (2) months before the date of the graduation.
15.During the ongoing operation, the department must continuously
process the students request for neither of the following: Official
Transcript of Records, Certification of Course Taken, Diploma of the
Graduates, and request for dropped - out students / transferred - out
students / continuing students certification.
16.The application for issuance of Special Order must be submitted to the
appropriate authority a week after the date of graduation.
17. Before the TOR must be issued, the required documents must be revalidated for completion.
18.The issuance of every document from the Office of the Registrar must
be logged for future reference.
19.Also, the In-coming communication must be logged for efficiency
purposes.

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