STUDENT ADMISSION, PROMOTIONS &

RECORDS MANAGEMENT SERVICES

PROPOSED
OFFICE OF THE REGISTRAR MANUAL

Introduction:

The Student Admission, Promotions, & Records Management Services (Office of

the Registrar) is the repository of all students’ records. It serves as the main frontline
service of the Institute as far as curricular and academic matters are concerned. Thus the
Office of the Registrar handles curricular and academic information, students’
admissions. Registration, evaluation, accreditation, graduation, management of students’
records, and other allied services.

SARMS Mission

The SARMS shall provide academic and administrative support to instruction to

enable it to attain its educational mandate

SARMS Vision

The SARMS would be completely automated and would be able to provide on-
line services to clientele.

Dictum

The SARMS way of SARMS Commitment is to be:

Service - oriented
Service – effective
Service - efficient
Clientele - friendly
Honest, Trustworthy
And with Integrity

Objectives

1. Selective Admission
2. Selective Retention of Students
3. Efficient and Effective Management of Student Records
4. Total Quality Service to the students
General Functions:

1. Student Admission
2. Registration
3. Promotions/Evaluation of Students Records
4. Records Management
5. Curricular Information Dissemination
6. Graduation

Governance

The President is the head of the Institute. The Two Vice-President, VP for
Academic Affairs and VP for Administration & Finance. The Office of the Registrar is
under the direct supervision of the President in coordination with the two Vice-President.

The College Registrar, Registrar IV is the head of the Office of the Registrar,
designated as the Director of Admissions, Registrations, Promotions & Records
Management Service. Those under his/her are the academic and non-academic personnel
with the following positions/appointments: Registrar III, Registrar I, Instructor III,
Instructor II, Instructor I, Clerk III, Clerk II, Clerk I and Service contractual – Utility
Worker.

The College Registrar/Director, is both a member of the Academic Council and

the Administrative Council. He / She is responsible for furnishing the President a copy of
the SARMS Annual Accomplishment Report and other academic and administrative
reports. As member of the Academic Council, he/she may be appointed by the President
to act as Secretary of the Council.

FUNCTIONS AND RESPONSIBILITIES OF SARMS PERSONNEL

College Registrar

1. Assist top administration in the formulation and enforcement of policies on

admissions, enrollment, accreditation, graduation and other related academic
matters.
2. Plans, supervises, and is responsible for:
a. Admission and Selective retention of students
b. Compliance with admission and academic requirements
c. Registration/Enrolment of Students
d. Enforcement of government and regulations on academic scholarships,
scholarship delinquency, transferees, accreditation, student loading,
subject-sequence, cross-enrolment, graduation, graduation with honors,
changing/adding/dropping of subjects and other related matters.
 e. Evaluation of scholastic records/credits for purposes of accreditation of
transfer units, determination of curricular level, scholastic standing,
promotions, graduation and etc.
f. Commencement/graduation exercises and all other relevant activities.
g. Selection of honor students both in collegiate and secondary levels.
h. Custody, security, integrity and confidentiality of students’ records.
i. Management, accounting, control, maintenance and issuance/release of
students’ academic records.
j. Dissemination of information on the curricular offerings, admission
requirements, academic policies and regulations, and CHED issuances.
k. Orientation of students on academic policies, rules and regulations.
l. Information on statistical data of enrolment, graduates, dropped-outs, etc.
m. Preparation of memoranda on enrolment and SARMS concerns.
n. Publication of Academic Calendar, Bulletin of Information, Catalog, etc.
o. SARMS Personnel training and development.

3. Signs Transcript of Records and other related documents.

4. Resolves questions on academic policies, and regulations and students
records
5. Performs curricular consultation with the colleges and the students
6. Assist in the revision of curricula, EARIST Code, Faculty Manual and Student
Handbook
7. Maintains linkages with other Registrars in connection with student records
and registrars concerns.
8. Sets a standard operating procedure of SARMS
9. Designs process flow chart of office functions
10. Periodically reviews and improves presents systems and procedures.
11. Assist, supervises, coordinates, checks and reviews work of SARMS
personnel.
12. Evaluates performance of SARMS personnel
13. Designs and revises forms needed for SARMS use and transactions.
14. Oversees the proper use and maintenance, control and safekeeping of property
and equipment of the office.
15. Maintains records of production income
16. Requests the needed equipment and supplies
17. Creates the development plan of the SARMS
18. Submits Annual Accomplishments Report to the President
19. Acts as secretary of the Academic Council as designated by the President of
the Institute
20. Serves as the contact person of the Institute with CHED and Bureau of
Immigration.
In-charge of Admissions

1. Prepares admission and enrolment paraphernalia.

2. Coordinates admission and enrolment of new students.
3. Reviews, checks, and verifies authenticity of submitted credentials of new
students.
4. Requests for F137A and OTR of newly admitted students.
5. Arrange and files credentials of new students before they are turned over
to In-charge records.
6. Prepares freshmen enrolment list.
7. Prepares list and statistics of transferees.
8. Serves as liaison officer of the SARMS for foreign students.

In-charge of Records/Evaluation (College)

1. Prepares individual student records (worksheet of consolidated grades,

permanent records, evaluation record, etc.
2. Coordinates enrolment of students.
3. Post grades and updates regularly student records.
4. Reconstructs lost or missing records or files.
5. Advises the student on curricular program, enrolment, subject load and
sequence.
6. Evaluates student records as to curricular level, scholastic standing,
graduation, etc.
7. Evaluates subjects and credits earned in other schools.
8. Assists in the enforcement of academic policies and regulations.
9. Serves as specialist and consultant of the course they are in-charge with.
10. Informs the student of course deficiency
11. Assist in the Graduation activities
12. Prepare enrolment list, list of academic scholars, list of candidates for
graduation, list of candidates for graduation with honors, and t their
corresponding statistical data
13. Prepare statistical data for drop-outs, shifters and transferees.
14. Checks, verifies and signs prepared Transcript of Records and
certifications.
15. Manage, accounts, controls and maintains students’ records and secure
their integrity and confidentiality.
16. Makes follow-up request for records of new students in previous
institution.
In-charge of Records (Secondary & Post-Secondary Special Courses)

1. Prepares and issues F-137A and certifications for secondary students.

2. Reads and checks entry of F 138 and Form 18 T every end of school year
3. Assist in the graduation activities of the Secondary-Laboratory School
4. Prepares enrolment list and statistics of secondary students
5. Prepare list of Candidates for Graduation
6. Assist in the selection of honor students
7. Keeps and maintains all secondary records, past and present
8. Manages, accounts, controls and maintains students’ records and secure their
integrity and confidentiality

In-charge of Request, Receiving and Releasing

1. Accommodates, receives, process and releases request for transcript of

records, certifications, transfer credentials and other academic records.
2. Attends to prompt compliance and release of requested records and
information.
3. Keeps daily records of incoming and outgoing records
4. Prepares and Generates requested academic records
5. Prepares various SARMS forms and enrolment paraphernalia
6. Maintains logbooks for recording of incoming requests for academic records
and their releases.
7. Manages, accounts, controls and maintains students’ records and secure their
integrity and confidentiality
8. Classifies, arranges, files and stores active and inactive records and files.

In-charge of Data Processing

1. Encode data on course and subject codes.

2. Encodes complete data of new students
3. Encodes and updates student grades
4. Generates worksheet of consolidated grades, transcript of records and
certifications.
5. Prepares and generates enrolment lists and all needed statistical data.
6. Manage, accounts, maintains, and secures the integrity and confidentiality of
students’ records.
7. Assist in the accomplishment of various survey forms.
8. other related task
 OFFICE MANAGEMENT

Location

The Office of the Registrar or SARMS is located at the Student center, left-wing
of the Apilado Hall coming from the main entrance gate, fronting the Nagtahan St.

The SARMS is housed on the ground floor and the mezzanine of the Apilado hall.
The ground floor of the SARMS houses the following: Request/ Receiving/Releasing
Section; Evaluation Section of all Colleges/Programs; the ID Section; Records room of
graduated files, active and in-active files. The mezzanine houses the following: the
office of the SARMS Director/College Registrar, Mini-SARMS Library/Reference
Corner/Research Room; the data processing section; and stockroom of SARMS Forms
and other miscellaneous supplies.

Office Layout

1. Office and working area should be spacious and adequate for number of
employees.
2. There should be enough service counters to accommodate students of
different colleges.
3. Rooms should be provided for in-active files, graduated files, and computers.
4. Active files should be in the working space or immediate vicinity of the
Evaluators
5. There should be enough furniture, equipment, supplies, ventilation, and
lighting facilities.
6. There should be one computer for every personnel, separate from the
computer units used as server and for data banking and processing purposes
with Local Area Networking.

File Arrangements

Classification Arrangement Location

1. Active Files/Records By College, Alphabetized Immediate vicinity of the

concerned College In-charge
2. Inactive Files/Records Alphabetized Ground Floor
3. Graduated Files/Records Alphabetized by College Ground Floor
and by Year
Personnel Assignments

1. Every personnel should have definite duties and responsibilities to perform

and to attend to.
2. The number of employees should be in proportion to the number of student
and to the volume of work to be performed. The most is 1 personnel to 500
students (1:500).

Personnel Assignment Location

Sheila M. Matias Registrar IV / Director Mezzanine

Ms. XYZ (vacant) Registrar III / Asst. Registrar Ground Floor

In-charge, Graduate School

Teresita B. Del Rosario Registrar I Ground Floor

Chief – Evaluations & Promotions Section
In-charge, Graduate School

Guillerma M. Belarmino Instructor III (detailed) Ground Floor

Chief, Request/Receiving & Releasing
Section
Chief, Records Section
In-charge, College of Engineering:
BSCE, ECE, BSME, BSEE

Fernando N. Filler, Jr. Instructor II (detailed) Ground Floor

Chief, Records Section
In-charge – College of Industrial
Technology : BSIT

Irma F. Filler Instructor I (detailed) Ground Floor

Chief – Documentation & Authentication
Section
ID Section
In-charge, College of Arts & Sciences

Alfredo G. Matias, Jr. Clerk III Ground Floor

Chief – Diploma & Certificate Section
In-charge, College of Business & Public
Administration;
In-charge, College of Industrial Technology :
BSHRM
Mr. XYZ (vacant) Clerk III Ground Floor
In-charge, College of Office & Business
Education
Data Encoder

Ms. XYZ (vacant) Clerk III Ground Floor

In-charge, Transcript Production,
Graduate Program
Data Encoder

Willie Gapasin Clerk I Ground Floor

Chief, Data Processing Section Mezzanine
In-charge, College of Education,
In-charge, Secondary Records /LHS

Antonette Ocampo Clerk I Ground Floor

Chief, Admission & Registration
Section
In-charge, College of Architecture;
College of Engineering BSCOE

Antonio Del Rosario Clerk I Ground Floor

In-charge, College of Fine Arts
Encoder

Bernardita P. Penalba Utility Worker Ground Floor

Chief, Transcript Production Section
In-charge, Special Evening Program;
TSAT, TCMS, EARIST-Cavite

Dorina Carera Utility Worker Ground Floor

In-charge, Receiving & Releasing Section
SARMS Maintenance
Encoder

Michael Natividad Utility Worker

In-charge, Request, Releasing & Receiving Ground Floor
Section
Liason Officer to different Agencies
In-charge, Maintenance of SARMS
Proposed additional SARMS Staff / Manpower Needs:

Creation of the following Positions:

1. Registrar V (University Registrar)

2. Registrar II (preferably BS Psycho or Guidance & Counseling Major, to be
assigned as Admission, Recruitment & Testing Officer, Analyst )
3. Credit Evaluator (preferably an Academic Rank Holder)
4. Computer Programmer / Administrator
5. Data Encoder
6. Records Clerk (computer literate)
7. Regular Student Assistant

Operating Procedure

Office Days and Hours

1. SARMS personnel are encourage to be punctual in attendance.

2. Office days and hours observed should be posted at a spacious place for the
information and guidance of the public.
3. SARMS personnel are required to render honorarium services after their
regular hours to serve and accommodate evening and working students, if so
needed.

Records of Communications, credentials, and documents Received and Issued

1. The In-charge of Admission is responsible for receiving, sorting, classifying,

and recording all communications, credentials, and records and distributing
them to concerned personnel.
2. A personnel is assigned to distribute communications emanating from the
SARMS to different Colleges and Offices. Records of outgoing
communications should indicate the name of communication, College/Office,
date issued, and name/signature of receiver.
3. An office personnel is assigned to prepare and reply to correspondence
regarding curricular offerings and statistical data.

Safety and Security of Files and Records

1. Every employee should be personally responsible and accountable for records

and files in his/her possession needed in the performance of his/her work.
2. Classified or strictly confidential records/files (e.g. students academic records)
are not allowed to be accessed by anybody, taken out of the office or
borrowed.
 3. Unclassified or non-confidential files (e.g. statistical records) maybe accessed
or borrowed only with the knowledge and permission of the SARMS
Director/Registrar.
4. Records/Files that are allowed to be borrowed should always be recorded in
the record book specifying the following name of record/file, name of the
borrower, borrower’s signature, College/Office, date, and name of issuing
SARMS personnel.
5. Storeroom for files, records and supplies is a restricted area and only
authorized person are allowed in it.
6. Only authorized personnel or personnel assigned in the Data Processing
Section are allowed to have access on students’ records’ in the computer.
7. For maximum security, records and documents shall be rendered in microfilm
(recommended to acquire microfilm equipment)

Working Area and Records Room

1. The working area and records room should be free from any fire hazard or
combustible materials.
2. Files in records room or cabinets should be occasionally inspected or treated
with insecticides or pesticides.
3. Records room should be able to accommodate foreseeable volumes that may
accumulate from year to year.
4. Proper temperatures should be maintained in the records room and computer
room for preservation of records and maintenance of equipment.
5. Only authorized personnel are allowed in the Computer Room.

Equipment and Supplies

1. Office equipment and supplies should always be in good working condition.

Personnel-in-charge of the said equipment is responsible for its up keeps and
maintenance. Any malfunctioning equipment should be readily reported for
repair and replacement.
2. Economy should be observed in using forms or supplies.

FILES AND RECORDS MANAGEMENT

Classification of Files and Records

The Records at the Office of the Registrar are classified as follows:

1. Classified as Strictly Confidential.

This refers to records submitted in pursuance of the “special relationship” it
has with the school. That is, information disclosed to the school, for the latter’ s use
only for admission and or promotions and no other. The following are classified or
strictly confidential records:
 a. Academic reports
b. Adoption papers
c. Alien certificate Registration
d. Baptismal or Birth Certificate
e. Disciplinary Records
f. Medical and Guidance Reports
g. Personal and Academic Records

2. Unclassified or Non-confidential
This refers to other school records that should be necessarily be made
public to enable the State (government) and the students or parents to determine
legal existence and operation of the school and assess its performance. The
following are unclassified or non-classified records.

a. Approval of Courses
b. Catalogues
c. Class, Faculty and Room Program
d. Directory of Graduates
e. Enrolment List
f. Permits and Recognition
g. Prospectus
h. School Annuals
i. Statistical records
j. Teaching Contract.

Credentials to be filed in the student’s jacket

1. Accreditation/validation Form
2. Adding/changing/Dropping Form
3. Admission Slip
4. Affidavit, Order for change of Name of correction of name
5. Application for admission, graduation, shift course and transfer
6. Approved permit for cross enrollment
7. Approved request for : Overload, Substitution of Subjects, waiver of pre-
requisite
8. OJT Permit
9. Certificate of Transfer Credentials
10. Clearance, completion forms, Evaluation
11. Schedule and Registration Forms
12. Forms 138, Form 137-A & Transcript of Records
13. Machine Copy of: ACR, Birth Certificate, Marriage Contract
14. Notice of Deficiency
15. Permanent Record
16. Photographs
 17. Study permits for working students and Foreign Students
18. Other related documents

Sundry Matters to be Kept for Reference

1. Accomplishment report (Annual, Monthly or weekly)

2. Annual Procurement Program
3. Checklist/Prospectus
4. Class/Faculty and Room Program
5. Commencement programs
6. Curricular programs
7. CHED Basic Higher Education Data
8. CHED Memo /Orders
9. Civil Service Circulars
10. CSC PD 907
11. DBM Memo No. 71: Head Count
12. DBM/SUC Form 1A
13. Enrolment list
14. Worksheet for Consolidated Grades
15. Grades Sheets
16. List of Academic Scholars
17. List of Candidates for Graduation with honors
18. Minutes and Resolution of Academic Council Meeting
19. Official Communication
20. SARMS Memoranda
21. Statistical data
22. EARIST Circular/Memoranda/Orders
23. EARIST Code
24. EARIST Faculty Manual
25. EARIST Student Handbook
26. Others

Operating procedure

Location of Files
1. The active files or current files should be in a separate cabinet located at the
immediate vicinity of the concerned College Evaluators/Records in-charge.
2. The In-active files (dropped) are located in the SARMS Ground Floor
3. The Graduated Files are located in the records room of SARMS ground floor.

Filing System and Control of Records

1. The alphabetic file is used for students’ permanent records. When removing
and putting back files, personnel concerned must see to it that alphabetic order
is observed to avoid misplacing files.
 2. Students’ records are kept in individual jackets. Great care should be
exercised when putting papers inside the jacket so that these do not go into
wrong jacket.
3. In order that students’ records, jackets, communication or papers will not be
misplaced or go into wrong files. They should be filed as soon as they were
received or done with.
4. Student Number is being used in encoding/accessing records in the computer.
5. A personnel is assigned to handle and take charge of data processing and
control in the computer .
6. Subject filing is used in filing sundry matters to be kept for references. They
are further classified by year or by school year.

GENERAL WORKFLOW AT THE OFFICE OF THE REGISTRAR

A. Pre-Registration
- Preparation, issuance and control of pre-enrolment forms
- Preparation of enrolment paraphernalia
- Preparation of Admission Slip (showing deficiencies and scholastic standing) for
old students
- Issuance of Application for College Admission Test
- Interviews and guides student applicant
- Administration of College Admission Test in coordination with the SSC
- Correction of ECAT, Item analysis of ECAT results, Preparation of List of
ECAT results in coordination with SSC
- Issuance of ECAT results to Individual Student Applicant in coordination with the
different College Deans.
- Coordinates with Deans as to their school programs in preparation for the
integrated school programs
- Preparation and dissemination of school calendar
- Preparation and dissemination of enrolment procedure and control
- Information and dissemination of any development revision, or enrichment in any
program, courses and subjects

B. Admission
- Admission of old and new students

C. Registration
- Registration of old and new students

D. Post Registration
- Sorting of Registration forms (by College, Course, major, Curricular Level and
Sex)
- Preparation of Enrolment List (by College, Course, Major, Curricular Level., Sex,
Units enrolled and other data)
 - Preparation of Enrolment Statistics (by College, Course, Major, Curricular Level,
Section, and Sex)
- Preparation of Jackets for new students’ records

E. Filing, Sorting, and Arrangement of Students’ Records

- Checking and filing of entrance credentials in the jacket

- Filing of Registration Forms in the jacket
- Filing of other pertinent student records in the jacket
- Sorting of jackets of dropped-out and transferred students
- Arrangement of students’ individual jacket

F. Student Records Preparation / Encoding of Records

- Requesting for Form 137-A (new freshmen students) and Transcript of Records
for Transferees.
- Encoding of Students’ Personal data Information in the computer
- Encoding of currently enrolled subjects of students in the computer/permanent
record
- Preparation of consolidated worksheets of subjects enrolled (by College & Major)
- Preparation of list of Academic Scholars in coordination with SSC

G. Posting, Encoding and updating of grades

- Posting of students’ grades from grades sheets to permanent record
- Encoding and updating of grades of students from consolidated
worksheets/permanent records in the computer

H. Evaluation
- evaluation of students records for promotions to the next curriculum year
- Identification and dissemination of students deficiencies, earned credits & etc.
- Advise students on subject pre-requisites, co-requisites, mandated subjects and
others
- Processing of application for graduation
- Preparation of List of Candidates for Graduation
- Selection and preparation of list of honor students
- ‘Presentation of candidates for graduation to the Local College Academic Council
and the Institute academic Council.
- Preparation and holding of graduation rites

I. Graduation
- Processing of application for graduation
- Preparation of list of candidates for graduation
- Selection and preparation of list of honor students
- Preparation and processing of PD 907 awardees/grantees
- Presentation of the Candidates for Graduation to the Local College Council and to
the Institute Academic Council
 - Preparation of list of candidates for graduation for approval of the president and
confirmation of the EARIST Board of Trustees.

J. Preparation and Issuance of Requested Academic Records

- Accommodation of request for academic records
- Preparation and generation of transcript of records of graduated students
- Preparation and generation of transcript of records, certification, good moral, etc.,
as requested by students.

GANTT CHART OF THE OFFICE OF THE REGISTRAR WORK PROGRAM

Activities J F M A M J J A S O N D
A. Pre-registration x x x

B. Admission x x x x

C. Registration x x x x x x x x

D. Post-Registration x x x x x x x

E. Filing of Students x x x x x x x x x x x x
Records

F. Students Records x x x x x x x x x x x x
Preparation/Encoding
Of students’ personal
Data

G. Posting/encoding/ x x x x x x x x x x x x x x
Up-dating of grades

H. Evaluation x x x x x x x x x x x x x x

I. Graduation x x x x x

J. Preparation and x x x x x x x x x x x x x x
Issuance of OTRs
Cert., Transfer
Credentials & etc.
OFFICE PROCEDURES AND ITS OPERATION

A. ADMISSIONS

The SARMS has an Admissions Unit manned by a personnel who takes charge
of admitting new freshmen students, transferees, and foreign students. Admission
of students is done in coordination with the different Colleges in the Institute.

a. The admission of new students shall adhere to the policy of the Institute.
b. The In-charge of Admission shall coordinate with the Colleges as to the
admission students, the number to be admitted, and the number of sections
to be opened.
c. The In-charge of Admissions shall provide a copy of the list of new
freshmen students, transferees, and foreign students to Evaluators
concerned.
d. The In-charge of Admissions shall process, examine, and evaluate
carefully the entrance credentials and requirements of applicants and new
enrollees.
e. In cases of incomplete requirements and credentials submitted, concerned
student shall be informed by the In-charge of Admissions.
f. The In-charge of Admissions shall be responsible for requesting the Form
137 A of new freshmen students and the official Transcript of Records of
transferees ton concerned institutions, which are turned over to In-charge
of Records upon receipt.
g. The In-charge of Admissions shall process the requirements and the
admission of foreign students.
h. The In-charge of Admissions shall take charge of the monthly, quarterly,
and annual report made for foreign students to the Bureau of Immigration.

1. EVALUATION OF CREDENTIALS

a. The following are not valid credentials or records for purposes of

registration:

1) A transfer card (F-138) which does not state the eligibility of the
student to the course; is not signed by the Principal or Registrar; is
marked “used for enrollment in another school” or “ cancelled”; or
has erasure or alterations.
2) A diploma.
3) A Transcript of Record marked “ For Evaluation Only”, “For
Personal Reference Only”, “For Employment Purposes”, “Not
Valid for Transfer”, etc.
 4) Form 138 or Transcript of Record of applicant from any private
school, which has neither government permit to operate, nor
recognition .

b. The SARMS shall be the one to make an official request to the school
concerned for an official copy.

c. Erasures very deceptively done can be detected by using a magnifying

glass or, in the case of an ordinary bond paper, by putting it below a
lighted bulb and looking at the back. Any credential with this marked
shall not be honored, unless signed/initialed by the Registrar
concerned.

d. The Registrar usually signs a credential or record. If in doubt as to the

signature or the signatories, it should be verified further by sending the
SARMS liaison officer to the school with an authority to verify its
Authenticity and validity.

e. Transcript of Records of graduated students entering the Graduate

School, pursuing a second degree, taking professional Education
Units or taking supplements subject shall contain the degree obtained,
Date of graduation (month, date, year), CHED Special Order Number
(for private schools), and Registry Order (for accredited private
schools).

3. VERIFICATION OF AUTHENTICITY OF DOCUMENTS/TRANSCRIPT

OF RECORDS SUBMITTED BY STUDENTS

a. The In-charge of records shall verify all hand-carried Transcript of

Record of newly admitted students (Graduates or Transferees) from
their previous school by the In-charge of Admissions. This can be
done by sending to the school concerned a copy of the submitted
document for their authentication or by sending an SARMS
personnel/ liaison officer to said school to verify the document
submitted.

b. Once the entrance credentials of newly admitted students have been

entrusted to the Registration Unit by the Admissions Unit, the In-
charge of Records shall then be responsible for the verification of
submitted documents and follow-up of request.

c. The In-charge of records shall verify all the hand-carried of the cross-
enrollment grades and supplementary grades.
B. REGISTRATION/ENROLLMENT

a. The SARMS shall provide all Colleges and Offices with the
Enrollment Memorandum to serve as guide during enrollment.
b. The SARMS coordinates with the different Colleges and Offices in the
University regarding enrollment procedures.
c. The schedule of enrollment follows the dates given in the Academic
Calendar.
d. The Colleges take charge of enrolling their students and submitting the
necessary reports and forms to the SARMS.
e. Graduating students are provided with Notice of Deficiencies.
f. Complete set of class cards from the previous semester, registration form
(previous semester), and clearance are required in the enrollment of old
students to serve as credentials.
g. As schedule form is being used to indicate the proposed subjects to be
enrolled and has to be approved before transfer to the Registration Form.
h. Enrollment of scholastic delinquent students shall be guided by the rules
on scholastic delinquency.
i. Enrollment of academic scholars shall follow the rules on academic
scholarships, while other scholars in the College shall also follow the
requirements specified in the contracts.
j. Rules and procedures on adding/changing/dropping, prerequisites,
overloading substitution, waiver of prerequisite, and cross-enrollment of
subjects should be observed.
k. Practice Teaching should not be taken with any other subjects to afford the
student teachers with full concentration and total immersion in actual
teaching. (CMO No. 11, s. 1999)
l. Care should be taken that any request (e.g. overloading, cross-enrollment,
waiver of prerequisite, etc.) of students during enrollment shall be done
officially, signed and approved by authorities concerned, and copy
furnished the SARMS.
m. For enrolling transferees, advanced subjects should not be enrolled unless
the prerequisites subject/s had already been validated.
n. Students who have not submitted their Registration Forms to the SARMS
shall not be included in the list of officially enrolled students.
o. Late submission of Registration Form by a student shall not be entertained
by the SARMS, unless otherwise permitted by the Dean of Student Affairs
after giving necessary sanction.
1. REQUEST FOR CROSS-ENROLLMENT

A student may be allowed to cross-enroll in another school under the

following conditions:

a. The student is graduating at the end of the academic year.

b. The subject to be cross-enrolled is not a major subject and is not being
offered in the University.
c. The subject to be cross-enrolled belongs to old curriculum and is not
anymore being offered in the University.
d. The maximum number of units allowed for cross-enrollees is six (6),
unless otherwise they are already the last number of units to be taken by
the student to qualify him for graduation.
e. Request for cross-enrollment shall be recommended by the Dean, noted
by the University Registrar, and approved by the VP Academic Affairs.
f. The SARMS shall prepare the cross-enrollment form to be carried by the
student to the chosen school.
g. The In-charge of Records should be provided a copy of this approved
request.

3. REQUEST FOR OVERLOADING OF UNITS

a. Overloading of units is allowed only for graduating student.

b. The maximum number of units allowed for a student to enroll with
overloading is twenty-eight (28).
c. For Education students undergoing Practice Teaching (12 units),
overloading allowed.
d. Overloading is not allowed for a delinquent student.
e. A student who was allowed to overload in a particular semester and
obtain a failing mark shall not be allowed to overload in the following
semester.
f. Request for overloading shall be recommended by the Dean, noted by
the University Registrar, and approved by the VP Academic Affairs.
g. The In-charge of Records should be provided a copy of this approved
request.

4. REQUEST FOR SIT-IN AND TUTORIAL CLASSES

The University does not allow sit-in and tutorial classes.

5. REQUEST TO TAKE SIMULTANEOUSLY PRE-REQUISITE AND
ADVANCED SUBJECT (WAIVER OF PRE-REQUSITE)

A student may be allowed to enroll in the prerequisite and advanced

subjects simultaneously under the following conditions.

a. The student is graduating at the end of the academic year.

b. The prerequisite is a “repeated subject”.
c. Once the prerequisite subject is failed, the advanced subject is
invalidated.
d. The request must be recommended by the Dean, noted by the College
Registrar, and approved by the VP of Academic Affairs.
e. The In-charge of Records should be provided a copy of this approved
request.

6. REQUEST FOR SUBJECT SUBSTITUTION

a. the subject substitute must have the same number of units and allied to
the required subject.
b. The subject involved belongs to the old curriculum and is not yet being
offered anymore in any course in the University.
c. The request must be recommended by the Dean, noted by the
University Registrar, and approved by the VP Academic Affairs.
d. The In-charge of records should be provided a copy of this approved
request

7. PREPARATION OF ENROLLMENT LIST AND STATISTICS

a. The preparation of the enrollment list is preceded by the sorting of the

Registration forms and credentials
b. Enrolment list should be based from submitted Registration Forms,
prepared and sorted according to College, Course, Major, Year,
Section and sex.
c. Names appearing on the list should be alphabetically arranged.
d. Enrolment statistics shall also be based from submitted registration
forms, sorted according to college, course, section, year and sex.
e. The Data Encoder is in-charge of consolidating, preparing and
generating the enrolment list and statistics.
f. Each In-charge of records is responsible for the checking of enrolment
list of students in the higher years, whereas, the In-charge of
Admissions is responsible for the enrolment of Freshmen students.
EVALUATION OF STUDENTS RECORDS

Students records are evaluated at the end of each period for purposes of
determining the scholastic standing, curricular level, and graduation of students.

a. An Evaluator or In-charge of Records assigned to each College/Program.

b. The Evaluator shall prepare the Worksheet for Consolidated Grades per courses
indicating all the enrollees for a particular program, all the subjects they have
enrolled for the semester, and the total number of units. At the end of the
semester, grades earned by students are posted in the worksheets. Names are
arranged alphabetically.
c. The evaluator shall also prepare the permanent records of the students where all
subjects taken for all semesters with the corresponding grades and units are being
posted.
d. In the evaluation of students records, close attention should be given to subjects
requiring pre-requisites. No students shall be permitted top take any advanced
subject until he has satisfactorily passed the pre-requisite subject/s. Subject
enrolled without the necessary prerequisites are invalidated and should not be
credited regardless of the grade obtained.
e. Grades are posted on the individual evaluation form of students by the Evaluators
to determine their academic status.
f. Subjects not officially enrolled by the students are not given credit and included
in their permanent record.
g. Only approved request for overloading, waiver of pre-requisites, substitution of
subjects and cross-enrolment by students shall be entertained by the evaluators,
otherwise they shall be invalidated.
h. The order of arrangement of subjects to be taken by the students shall follow the
one prescribe in the curriculum .
i. Evaluation of records of applicant from foreign school is based on the curriculum
of the degree course the student is pursuing and the catalog/bulletin of the school
last attended.
j. In evaluating records of transferees, no credits shall be given to subjects taken
from other schools that have not yet been validated and accredited here at
EARIST. They must have the same description and number of units. In case of
doubt as to whether the subject can be credited or not, the party should be
required to submit complete subject course description from the previous school
or certified true copy or the detailed description of the subject and course content
from the previous school.
k. When the units of credit in a subject is lower than those required in the
curriculum, then the student is required to take the same subject but following the
required number of units.
l. The evaluator shall be responsible of determining the students curricular level,
academic standing, and qualification as to being a candidate for graduation.
m. Evaluation of student records for the purposes of determining academic
scholarship, scholarship delinquency shall be based on EARIST Code.
 n. In computing scholastic delinquency, a grade of “incomplete” is not to be
included in the computation. When it is replaced by a final grade, the latter is to
be included in the grades during semester when the removal is made.
o. In the computation of the General Weighted Average of the Candidate for
Graduation with Honors, the guidelines on graduation with honors in the EARIST
Code shall be followed..
p. Care should be taken in evaluating records of delinquent students, academic
scholars and candidates for graduation with honors by following what is specified
in the EARIST Code.
q. Evaluators must be able to familiarized themselves with the curriculum of the
course, they are in-charge with, the subjects, course coding, course description
and content, units, pre-requisites, co-requisites, effectivity date, and
corresponding changes that will ensure later. They must also be up-to date with
the CHED Memorandum on Standards, Policies of Course and other CHED
policies on Academic matters.
r. As a matter of procedures, all forms (Registration, adding, changing, dropping,
clearance, completion, etc.) should be filed in the students records.

NAMES OF STUDENTS IN SCHOOL RECORDS

a. Name entered in the school records should be the same as that in the birth
certificate or admission credentials, or in the Alien Certificate of Registration
issued by the BID, in case of foreign students.
b. If there are discrepancies in the name, the student is asked to secure Amended
Birth Certificate from NSO.
c. For change or correction of name, the student must submit a copy of his birth
certificate or court order for change of name, affidavit of two dis-interested
persons, affidavit of parents/student.
d. The new or corrected name of student should be used in all his academic
records.

RECONSTRUCTING A LOST OR MISSING RECORDS

a. The In-charge of records shall be responsible for reconstructing a lost or

missing record.
b. If the lost or missing record is from the SARMS, reconstructions maybe done
by referring to the enrolment list, worksheet of consolidated grades or from
the faculty grading sheets.
c. If the lost or missing record is from another school, a duplicate copy shall be
requested from the former school.
ENTRY AND SUBMISSION OF GRADES

a. Every faculty member shall submit his/her report of grades at the

within the prescribe period in the Academic Calendar.
b. Faculty members who failed to meet the deadline for submission of
grade sheets should be reported by the College Registrar to
appropriate authorities of the Institute. The delinquency shall be
entered in the personnel records of erring faculty with corresponding
sanctions.
c. The grades sheets shall contain an alphabetical listings of name of
students.
d. The faculty shall make correct entry of names of students and rating
in the grade sheets.
e. For subjects with students coming from the different colleges/courses,
students shall be group according to the colleges/courses in the grade
sheets to be submitted to the SARMS.
f. For incomplete grades of students, the faculty concerned shall do the
necessary entry for the completion of grades in his/her grade sheets
within the specified period of time.

CHANGE OR CORRECTION OF RATINGS

a. Change or correction of grades in the grading sheet of the faculty

should be within the allowable period of one month after the grades have
already been submitted to the SARMS.
b. Only the faculty concerned shall do the necessary changes or correction
of rating
c. An authorization from the Dean of the College where the faculty member
belongs, to make the necessary change or correction of ratings shall
accompany the grades sheets to be submitted to SARMS.

RECORDS MANAGEMENT

AUTHENTICATION OF RECORDS/DOCUMENTS

a. Students may have their record/document authenticated by this office.

b. The In-charge of requests shall countercheck the authenticity of the
record/document to be authenticated.
c. The remark, CERTIFIED TRUE COPY OF THE ORIGINAL, shall be indicated
in the machine copy and to be initialed by the In-charge of request and signed by
the Registrar.
 d. The student is required to pay the corresponding fees for authentication of record.
e. A Certificate of Authentication can also be requested. This is issued together
with the machine copies of documents that are impressed with the university seal
and signed by the Registrar.

FALSIFICATION OF CREDENTIAL, DOCUMENT OR RECORD

Falsification is committed by changing credential, document or record by

alteration, erasures, forgery of signatures of designated SARMS personnel or otherwise.
It is a criminal act punishable by the Revised Penal Code.

a. Request made by Civil Service Commission and agencies requiring the same to
the veracity of documents submitted to them by EARIST students shall be
attended immediately.
b. b.. An EARIST student who found to falsify his/her academic records shall be
reported to the Office of Student Affairs for disciplinary sanctions

PRODUCTION OF CERTIFICATIONS

A. The in-charge of Request shall prepare only requested certifications by

the students.
B. The prepared standard form of certification for each type of request shall
be used.
C. A uniform heading, format, style and size of paper for each kind of
request shall followed.
D. All certification must contain as one of its features, verified correct, to be
signed by the concerned In-charge of Registrar/Evaluator.
E. The certification must contain one of its features, verified correct by the
Records In-charge.
F. The Registrar shall only sign certifications that are in order.
G. Certification not produced by this Office will not be entertained for
signing and marking of school seal.

PRODUCTION OF TRANSCRIPT OF RECORDS

a. The In-charge of request shall prepare only requested transcript of records by

students.
b. The official paper of the transcript of record shall be used. A uniform, format
and style shall also be followed.
c. The transcript of records must have control number and date of release.
d. The correct and complete name, middle name, and family name of student
shall be made on the official transcript of records.
 e. Name on the OTR must be the same with the name on the submitted birth
certificate, special emphasis on spacing of letters, hyphenation, and use of
symbols in the name.
f. Name printed must be the same in all pages of OTR.
g. The OTR must contain the course, degree taken, date admitted, date of birth,
and name of previous school attended.
h. For transfer students, the entrance data in the OTR shall indicate the name of
the former school.
i. For students in the Graduate Program, the entrance data shall indicate the
degree obtained, the name of school, and Special Order (SO) Number or
Registry Number (for private school)
j. The course, subject, descriptive title, number of units, and grades must be
completely entered and clearly printed on the OTR.
k. Failure and incomplete grades should be indicated, even if already repeated
and passed or has been removed. Dropped subjects shall also be indicated.
l. The OTR must not contain any alteration, erasures, typographical errors. In
the event an erasure is made, it has to be signed by the Registrar.
m. Remarks of Graduated Students must contain the degree obtained, the date of
graduation (month, day and year) and honors received, if any.
n. The OTR shall bear the signature of the following: the one who prepares the
OTR , the one who verifies and checked and the Registrar.
o. The OTR must be impressed by the School Seal.
p. A documentary stamps is affixed and duly cancelled.
q. Transcript of records not produced by this office will not be entertained for
signing.

REQUEST FOR ACADEMIC RECORDS

a. The request by schools for Form 137 A or transcript of records or similar

records, on the basis of certificate of transfer, should be attended to promptly
by the In-charge of Request, as a matter of courtesy.
b. The student concerned shall personally request for his/her academic of
records. In the event that he/she cannot be able to do it personally, he/she
may authorize a proxy to request in his behalf.
c. A request made personally by the Registrar for a second copy, to replace a lost
or damage copy should be honored.
d. A request for another copy of the record, which was previously forwarded
upon written request to another school in the Philippines, cannot be honored.
The party concerned should be directed to go to the school to which the
records was sent.
RELEASE OF RECORDS

a. Academic Records are sent directly to requesting school. It can not be

entrusted to the former student, unless authorized to hand carry the said
record. It has to be placed in a sealed envelope addressed to the Registrar
concerned. The flap of the envelope shall bear the signature of the
Registrar.
b. The record must be an exact copy of the record of student. The correct
description of courses should be indicated. Erasures in records shall
always bear the signature or initial of the Registrar.
c. In cases where a subject with corresponding grades and units was
inadvertently omitted, a certification in supplement to the transcript of
records already issued is made and sends to school concerned.
d. In cases where a subject, unit or grade has a wrong entry or typographical
error, a certification of correction is made and sent to school concerned.
e. The records released shall bear the names and written signatures of the
Registrar, the In-charge of records, and the one who prepared the record.
f. More than one copy of transcript of records maybe issued to requesting
students as long as no copy previously issued was used for enrolment in
another school in the Philippines.
g. Records released shall always indicate the purpose for which the record
will be used “For employment purposes”, “ For Records Purposes”,” etc.)
On the other hand, the following purposes are not allowed as requested by
the student: “for the Enrolment purposes”, “ For Miscellaneous Purposes”,
“For Transfer Purposes”, and “For General Purposes”.
h. In-charge of request shall attend request and release of the records right
away, by having the requestor fill-up the application for request of the
record. Release of records upon payment of required fee is done by
following the schedule: 3 days for certifications and 2 weeks for
transcripts.
i. For fast release of records; the fast lane for certifications and transcripts
may be used but a higher fee.
j. All records to be released must be recorded in the record book of the
university Registrars. The Record Book contain the following:
control number, name personnel who prepared the document.

ISSUANCE OF FORM 137A, TRANSCRIPT OF RECORDS, AND

CERTIFICATIONS

a. The preparation and issuance of form 137-A, transcript of records and

certifications is to be done by those in-charge of requests.
b. The certification or record issued should always indicate the purpose for
which it would be issued.
 c. Form 137A/transcript of Record is issued only once to the requesting
school for purposes of admission.
d. Form 137A/Transcript of Record/Certification for purposes, such as
employment, records, evaluation, scholarship, promotion, or examination
can be issued to requesting students; Whereas, enrollment, transfer,
general or miscellaneous purposes are not to be used for remarks.
e. For graduates applying for transcript of record (First Copy), a clearance is
required. No graduated student shall be issued a Transcript of Records
unless he/she has been cleared of all accountabilities.
f. Precautions to be observed:
Under no circumstances shall the Form 137A or the transcript of record be
given the students or parents, unless it has the written permission from the
school concerned. The SARMS is responsible for sending said records to
the requesting school.
g. The student is required to pay the required fee for Form 137A, OTR, and
certification. Official receipt of payment must be shown to the College
Registrar for record purposes before signing.

ISSUANCE OF TRANSFER CREDENTIAL

a. Transfer Credential is issued to a student who wishes to transfer to

another school and is issued only once.
b. A student who was not able to use his/her transfer credential to another
school and wishes to return to EARIST is required to surrender the
Transfer Credential issued him/her.
c. Before a Transfer Credential is issued, the student is required to submit
accomplished clearance form and pay the required amount.
d. The SARMS personnel in-charge of issuing the Transfer Credential
must see to it that the form 137A/Transcript of Record is in file and all
subjects and grades are accounted for.
e. Transfer Credential issued to a student shall always include a copy of
grades.
f. The student is required to pay the required fee for Transfer Credential.

ISSUANCE OF DIPLOMA

a. The diploma of graduate student is issued only once during the

attendance of said student to the Commencement Exercises.
b. Signatories in the diploma include the President, Dean of the College,
and the Registrar.
c. The student is required to submit an accomplishment clearance from
before a diploma is issued. No grades student shall be issued. No
graduated student shall be issued a diploma unless he/she has been
cleared of all accountabilities.
 d. For diplomas, the usual documentary stamps should be affixes and
duly cancelled.
e. For lost of diplomas, a second copy is no longer issued, rather , a
certificate to that effect certifying that the student had graduated and
had already received his/her diploma is given.
f. A machine copy of the diploma may be issued, but the party
concerned should execute an affidavit before a notary public, starting
the circumstances of loss or destruction. However, the word “machine
copy or duplicate copy’’ should be indicated on the upper right hand
portion of the document and signed by the Registrar.

ISSUANCE OF A CERTIFICATION, RECORD AND DIPLOMA TO PROXY

The Proxy has to present a written authority from the owner of the academic
record that he/she has been authorized to secure the said certification, record or diploma.

RIGHTS OF STAKEHOLDERS

Rights of Parents

Sec. 8, Chapter 2, paragraph 2 of the Education Act of 1982 gives parents

who have children enrolled in a school “the right to access to any official record
directly relating to the children who are under the parental responsibility”.

Rights of Students

Sec. 9. Chapter 2 of Education Act 1982 provides in addition to other

rights, and subject to limitations prescribed by law and regulations, the student
and the pupils in all school shall enjoy “ the right to access to his own school
records, the confidentiality of which the school shall maintain and preserve” and
“the right to the issuance of official certificates, diplomas, transcript of records,
grades, transfer credentials and other similar documents within thirty days from
request.”