3 rd registrars’ forum promoting quality registrarship through standardized policies and processes

33rdrd Registrars’ Forum Registrars’ ForumPromoting Quality RegistrarshipPromoting Quality Registrarshipthrough Standardized Policies and Processesthrough Standardized Policies and Processes

PROPOSED RESOLUTIONS ON IDENTIFIED REGISTRARS’

ISSUES AND CONCERNS----------------------------------------------

ACURLO R-IVA, INC. DECEMBER 4, 2015

ACURLO RESOLUTIONWhereas, the submission of the

Academic History requires that all transferees declare their previous schools.

Whereas, withholding of information required in the Academic History Statement would subject the student to disciplinary sanction, exclusion or expulsion as determined by the school’s discipline board or the Registrar’s Council or its equivalent.

Resolved, that the Academic History be required for all transferees.

ISSUE/CONCERN:Transferees who did not declare their last school attended

Admission Requirements for Transferees

Release of Transfer Credentials

ACURLO RESOLUTION:

Whereas, MORPHE Section 83 no. 5 states that: No student should be accepted for enrolment unless he presents the proper school credentials on or before the end of the enrolment period for the school term.

Whereas, Section 83 also states that: In no case shall any institution officially enrol a student who has not presented the proper admission credentials as required by this section. Any violation of this rule may subject the institution to possible administrative penalties and sanctions, which may include, but not limited to the revocation of permit or recognition.

ISSUE/CONCERN:Non-submission of complete enrolment requirements due to deficiencies from the previous school

Release of Transfer Credentials

ACURLO RESOLUTION:(Continuation)

Resolved, that the school should not accept students with incomplete enrolment requirements, however, for highly meritorious cases a student may be accepted but will not be allowed to enrol in the next semester if deficiencies will not be submitted.

Resolved , further that the school formulate an institutional policy on the acceptance of students with pending documents from previous school/s.

ISSUE/CONCERN:Non-submission of complete enrolment requirements due to deficiencies from the previous school

Admissions Office & Registrar’s Office conflict in processes

ACURLO RESOLUTION:Whereas, conflicts in the enrolment

process arise between the Office of the Registrar and the Admissions Office.

Resolved, that the Enrolment Committee should be created to thresh out problems on policies and procedures for a seamless enrolment process.

Resolved further that the regular members of the committee should be composed of the following: Registrar (as Chairperson), Admissions, Scholarship, Finance, Student Representative and / or additional fluid members as determined by the school administration.

ISSUE/CONCERN:Credential submission and problems on submitted documents because Admissions and Enrollment processes and procedures were not followed and monitored

HonorableDismissal vs Transfer Credentials

ACURLO RESOLUTION:

Whereas, schools are still requesting Honorable Dismissal from transferees.

Whereas, Page 357 of Education Law states that when students transfer during the prescribed period, they are issued “Transfer Credentials”, or a statement of eligibility to transfer.

Resolved, that the School issues Certificate of Eligibility to Transfer and that the accepting school should not anymore require Honorable Dismissal.

ISSUE/CONCERN:Schools are still requesting for Honorable Dismissal

Crediting of Courses ACURLO RESOLUTION:

Whereas, standard process in the crediting of courses is a concern raised by the Registrars.

Whereas, Registrars’ Guide of CEAP 2009 page 50-51 states that crediting of subjects previously taken is usually done upon acceptance and enrolment of transferees. This is done by both tertiary institutions and basic education schools.

ISSUE/CONCERN:What standard process will be undertaken for the crediting of courses?What courses will be given credit for Transferees?

Crediting of Courses


Resolved, that the Colleges or the assigned offices identify courses for crediting and recommend to the Registrar for final approval.

Resolved, that the basis for the crediting of courses is based on school policies.

e.g. The course to be credited must have similar coverage and number of units to the course to be given credit.

.


Crediting of Courses

(continuation)

•Major or professional courses may not be given credit based on existing school policy.

•Only a certain number of units maybe credited to observe the residency requirement of the school.

Resolved, that for courses with different course titles, course descriptions should be provided by the previous school.


Cross Enrolment

ACURLO RESOLUTION:

Whereas, standard polices on cross enrolment was raised.

Whereas, Registrars’ Guide CEAP 2009 states that “In tertiary institutions, the policies and requirements for accepting students to cross enrol vary from school to school”.

Whereas, MORPHE Section 93, states that Cross Enrolment is discouraged and shall be subject to institutional policies, rules and regulations.

ISSUE/CONCERN:1. Who will be allowed to cross enrol? 2. What are the subjects that will be allowed for cross enrolment?

Cross Enrolment


Whereas, MORPHE Section 93 also states that for valid reasons as determined by, and with the written consent of the institution that the student is regularly enrolled in, he may be permitted to cross enrol in another institution in subject loads not normally offered during that particular term.

Resolved, that institutional policies on cross enrolment be formulated in accordance with MORPHE.

ISSUE/CONCERN:1. Who will be allowed to cross enrol? 2. What are the subjects that will be allowed for cross enrolment?

Coordination among Registrars

ACURLO RESOLUTION:

Whereas, verification of transfer credentials, clarification and confirmation of submitted documents are some of the concerns of the Registrars.

Resolved, that verification process should be established among higher educational institutions in the Region. Be it resolved that standardization of this process be discussed in the next FGD/convention.

Resolved, further that an official website will be owned and created by ACURLO where one database for all member- schools will be maintained and a forum or chat room will be provided for coordination purposes.

ISSUE/CONCERN:Difficulty in the verification and clarification of transfer credentials and other enrolment requirements from other schools

ACURLO RESOLUTION

Whereas, Education Law and the Private Schools by Atty. Ulan Sarmiento, Article XII Section 58, Request for School Records - states that the processing period of all documents must not be later than thirty (30) days upon filing.

Resolved, that the issuance of documents must not be later than thirty (30) days.

ISSUE/CONCERN:Long period of processing of documents

Processing of Documents

Documentary Stamp in TOR, Diploma, and Certification

ACURLO RESOLUTION

Whereas, not all schools are compliant with the documentary stamp BIR ruling.

Whereas, Republic Act 7660, states that documentary stamps shall be affixed in all documents issued by the Registrar’s Office.

Resolved, that documentary stamps be affixed in all documents issued by the Registrar’s Office.

ISSUE/CONCERN:Some schools/colleges/ universities are not affixing documentary stamps

Overload Units of Graduating Students

ACURLO RESOLUTION

Whereas, MORPHE 2009 – Section 92, Excess or Overload states that upon the discretion of the higher education institution, a graduating student may be allowed additional subject-loads of not more than six (6) academic units in excess of the normal load prescribed by the institution for the last school term.

Resolved, that the graduating student be allowed to take overload of six (6) units in their last academic year upon the approval of the Registrar.

ISSUE/CONCERN:Graduating students with more than (6) remaining units in their last academic year

Certificate of Eligibility to Transfer (Honorable Dismissal) to be issued to graduates

ACURLO RESOLUTION

Whereas, MORPHE 2009-Section 85, states that in no case shall any institution officially enrol a student who has not presented the proper admission credentials as required, any violation of this rule may subject the institution to possible administrative penalties and sanction.

Resolved, that the Transfer credentials of graduates be a requirement as part of their admission to all levels (Graduate School, College of Law, and/or second degree program). Consequently, Transcript of Records (TOR) shall have a remarks “copy for _______.”

ISSUE/CONCERN:Some schools admit graduates without transfer credentials

ACURLO RESOLUTION:

Whereas, other Registrar’s Offices are issuing Certificate of Good Moral Character to students,

Resolved, that the Certificate of Good Moral Character should be issued by the Discipline Office or the holder of the disciplinary records of students.

ISSUE/CONCERN:Certificate of Good Moral Character should not be the concern of the Office of the Registrar

Certificate of Good Moral Character

Discrepancies in the Grade Sheets

ACURLO RESOLUTION:

Whereas, there are discrepancies or errors being encountered by and/or reported to the Registrar’s Office in the submitted grades.

Resolved, that grades submitted by the faculty members in the Registrar’s Office are the true, recognized and official grades and changes should be made within the allowable time frame as indicated in the approved Academic Calendar. The request should be recommended by the College Ad Hoc Committee who will investigate the matter accordingly.

ISSUE/CONCERN:Discrepancies/errors in the submitted grades of the faculty members to the Registrar’s Office

Discrepancies on students’ record

ACURLO RESOLUTION:

Whereas, the Registrar is encountering discrepancies in the students’ names in the submitted documents.

Resolved, that the Admissions Office should check the consistency of students’ names in all documents before admission and that the Registrar’s personnel strictly verify the consistencies of student names.

Resolved further that the name in the NSO Birth Certificate must be used as the legal basis.

ISSUE/CONCERN:The student’s name in the submitted records such as F137, F138, TOR and NSO Birth Certificate are not consistent

Tampering and Forgery of Records

ACURLO RESOLUTION:

Whereas, there are students who submit tampered s and fake records to the Registrar’s Office.

Whereas, the Registrar’s Office should strictly verify the records submitted by the students.

Whereas, the student should be sanctioned by the institution or subject him/her to disciplinary action for his/her misconduct / offense as stipulated in the school’s student handbook.

ISSUE/CONCERN:Students who tampered their records or submitted fake records to the Registrar’s Office

ACURLO RESOLUTION:

Whereas, MOPHE 2009 Section 95 stated that a transfer credential must be signed by the school Registrar, and issued not later than 2 weeks after the filing of application for transfer.

Resolved, that the Registrar should see to it that transfer credentials are issued not later than 2 weeks after the filing of application for transfer as prescribed in the Manual of Regulations for Private Higher Education, Section 95.

ISSUE/CONCERN:Some institutions issued the transfer credentials more than 2 weeks to students who wish to transfer to another school.

Transfer Credentials

ACURLO RESOLUTION:

Whereas, MOPHE 2009-Section 96 states that transfer credentials should be transferred by the school last attended only once to the admitting higher education institution requesting for the said records.

Resolved, that the Registrars should be more careful in the issuance of transfer credentials and must follow the requirements of the Manual of Regulation for Higher Education, Section 96.

ISSUE/CONCERN:Transfer credential Re-Issuance

Transfer Credentials

ACURLO RESOLUTION:

Whereas, there is confusion on the date of graduation to be written in the Diploma and Transcript of Records on the semester where no commencement exercises are being conducted.

Resolved, that the date of graduation to be written in the Diploma and Transcript of Records on the semester where no commencement exercises are being conducted should be the last day of classes or the date when the student has finished or completed the program on the last semester where s/he was enrolled.

ISSUE/CONCERN:1. Inconsistency in the date of graduation indicated in the Diploma and Transcript of Records

Date of graduation in the Transcript of Records & Diploma

ACURLO RESOLUTION:

Whereas, there is confusion on the date of graduation to be written in the Diploma and Transcript of Records on the semester where there are scheduled commencement exercises.

Resolved, that the date of graduation to be written in the Diploma and Transcript of Records is the actual date of the graduation ceremony.

2. Date of graduation in the Diploma and Transcript of Records during the semester where there are scheduled graduation/commence-ment exercises

Date of graduation in the Transcript of Records & Diploma

ACURLO RESOLUTION:

Whereas, there are TORs that were not received thru mail. However, sender schools claimed that they mailed the TOR but could not provide evidence that the document was already sent.

Resolved, that for easy tracking of documents sent to requesting HEIs, the Registrar should avail of the registered mail system of the Philippine Postal System or the services of a private courier company.

ISSUE/CONCERN:Transcript of records were not received thru mail

Request for Documents sent thru mail

ACURLO RESOLUTION:

Whereas, the Registrar encountered an issue on determining if the Authorization Letter issued by the students to their representatives is acceptable or not.

Resolved that in the absence of the student who will secure documents or transact business with the Registrar’s Office, the authorized representative should submit an Authorization Letter that contains the following Information: name of the student, name of authorized person, and relationship of the authorized person to the student. The representative should present his/her valid ID as well as the student’s valid ID.

ISSUE/CONCERN:Content of the Authorization Letter

Authorization Letter

Residency Requirement for Graduating Students

ISSUE/CONCERN:What is the residency

requirement for graduating students? Can a student with one year residency be allowed to graduate?

ACURLO RESOLUTION:

Whereas, educational institutions have different policies on residency.

Resolved, that the Admissions Office be informed of the residency requirement of their respective institutions.

Resolved further that in the absence of the residency policy, the Higher Educational Institution shall adopt Institutional policies & guidelines for graduation.

Application for Latin Honors

ISSUE/CONCERN: Residency

requirements for candidates for graduation with honors

ACURLO RESOLUTION:

Whereas, educational institutions are faced with issues on determining residency requirements of graduating students to qualify for Latin honors.

Whereas, as stated in MORPHE 2009 Section 112, that if a Higher Education fails to adopt any criteria, this rule will apply: “A candidate for graduation with honors should complete a minimum of 75% of the required subjects of the program in the Institution which will award the degree or diploma”.

Resolved, that every higher education Institution shall adopt its own policy and criteria for the selection of students who shall be awarded graduation with honors and shall be made known to the students through the Student Handbook.

List of Graduates and Students Verification

ISSUE/CONCERN: Companies

require students’ contact numbers and addresses when they request for the list of graduates for employment purposes

ACURLO RESOLUTION:

Whereas, companies request for the students’ or graduates’ contact numbers and addresses, and Registrars are hesitant to provide companies with these information.Resolved, that the Disclosure of Information with Consent should be part of the Student Handbook that allows the release of students’ or graduates’ directory information with complete details. Be it resolved that students or graduates who will not allow the release of information should inform the Registrar’s Office in writing.Resolved, that in the absence of the Disclosure of Information with Consent in the Handbook, the Authority to Release Information signed by the students and the graduates should be kept on file at the Registrar’s office.

Student to Staff Ratio

ACURLO RESOLUTION:

Whereas, the nature of operations at the office of the Registrar involves regular transactions with students, parents, prospective enrolees, company representatives and other stakeholders.

Whereas, the office of the Registrar must ensure that quality service is accorded to its clients and that students’ records are accurate and released on time.

Resolved, that in order to ensure efficiency in the delivery of its services , the recommended ratio of personnel to student at the Registrar’s office is 1:500.

ISSUE/CONCERN:No specific or definite student to staff ratio

Budgetary Constraint

ACURLO RESOLUTION:Whereas, the Registrar’s personnel must be abreast

with the current trends and issues on Registrarship and be updated with CHED’s latest circulars and directives.

Whereas, with the onset of information technology, the Registrars’ functions have extended to data analysis, data management, and statistical reporting. It is imperative that Registrars are, to a certain extent, technology driven and research oriented, possessing organizational and information management skills. Registrars should also have the know-how in initiating, coordinating, or developing new technology initiatives towards records management automation.

Resolved, that the institutions should allocate appropriate budget for the training and development of the Registrar’s personnel and the development of the enrolment system.

ISSUE/CONCERN:No sufficient budget for Registrar’s personnel training and system development

Signatory to the Diploma

ACURLO RESOLUTION:

Whereas, the Office of the Registrar determines the eligibility of students to graduate and does not allow any student to graduate unless the student complies with all academic, non-academic and other requirements imposed by the institution for graduation.

Whereas, the Registrar is the authorized person to verify, authenticate, & certify students’ official documents as required by companies or local and international agencies for employment & other purposes.

Resolved, that the Registrar may also be included as a signatory to the Diploma together with the President and/or Dean of the College, and that the Registrar be the common signatory for both the Transcript of Records and the Diploma.

ISSUE/CONCERN:

The Registrar is not part of the signatories of the Diploma, but is the only school official who could certify and authenticate the said document as required by companies or local and international agencies for employment and other purposes

Classification of Registrar’s Position

ACURLO RESOLUTION:Whereas, the Registrar is classified as an

academic non-teaching personnel or a person holding some academic qualifications and performing academic functions directly supportive of teaching. S/he understands academic structures and quality assurance and has the ability to negotiate and coordinate with program chairs, academic deans, and administrators by providing high level academic administrative leadership and guidance in the consistent implementation of the academic programs.

Whereas, the Registrar plays a pivotal role in the academic structure of the institution along with other academic heads.

Resolved, that the Registrar’s position should be at least of the same level or rank with the deans and must be a member of the institution’s Academic Council or Academic Board.

ISSUE/CONCERN:a. If the Registrar’s position is of the same level with the dean or higher than the dean b. No involvement in the academic council and in decision-making like curriculum development

ACURLO RESOLUTION:Whereas, the Registrar is a part of the school’s

administrative framework and a member of its policy-making body. His/her office is the repository of students’ academic records which are highly important, delicate and confidential in nature. His/her decision carries weight in cases involving credentials, evaluation of subjects/courses or credits, student accounting, academic placement, and eligibility for graduation.

Whereas, the Registrar is classified as an academic non-teaching personnel or a person holding some academic qualifications and performing academic functions directly supportive of teaching.

Resolved, that the Registrar should either be directly under the Office of the President or the VP for Academic Affairs or its equivalent.

ISSUE/CONCERN:If under or reporting to Administrative or Academic Affairs Department

Placement in the Organizational Structure

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