1 st TVET INSTITUTIONS REGISTRARS’ FORUM “Registrar’s Functions, Problems, and Solutions” PROF. RONEO C. VILLANUEVA, MBA College Registrar, San Pablo Colleges.

1st TVET INSTITUTIONS REGISTRARS’ FORUM

“Registrar’s Functions, Problems, and Solutions”

PROF. RONEO C. VILLANUEVA, MBACollege Registrar, San Pablo Colleges

Director, ACURLO R-IVADirector, PTVEA-Laguna Chapter

SCOPE OF MY TALK TODAY

• Brief History of the Office of the Registrar

• The Registrar’s Functions

• The Registrar’s Problems and Solutions

BRIEF HISTORY OF THE OFFICE OF THE REGISTRAR

Brief history of the Office of the Registrar

• Medieval Universities of Europe• Rector and Proctor• Beadle-the next important university official

of that time• Registrar-title, position created in England

on 1506• 1707, the Encyclopedia Britannica defined a

Registrar as an “officer in the English Universities who kept all public records.

• Registrars did not exist in the early days in the United States

• The College President was himself the Registrar• Until in 1928, a Registrar was appointed in

Brown University• In American Schools, the Registrar was

regarded as a “specialized clerk” whose advice was rarely sought and if so, was seldom followed

• Later, when school enrollment increased, the Registrar’s status was changed from that of a “specialized clerk” to that of a College Administrator

Brief history of the Office of the Registrar

Brief history of the Office of the Registrar

• Today, what do people think of the School Registrar?

• Answer: People think of the Registrar as one who simply “registers” or a recorder who simply “records”. Since the functions are assumed to be relatively simple.

• It is likewise assumed that the people who discharge these functions are also quite simple too.

• This is incorrect

Brief history of the Office of the Registrar

• Because a professor does more than “profess” and a president does more than “preside”.

• In fact a school registrar who spends all his time in a dark corner of a room, painstakingly keeping and checking records, is indeed an oddity at this time and age that stresses public relations, researches and studies, and statistics.

The Registrars Functions

• Qualifications and Functions• Education Law and the Private Schools (A Practical

Guide for Educational Leaders & Policymakers, 2009 Edition by: Atty. Ulpiano “Ulan” P. Sarmiento III

• Registrar’s Handbook by Catholic Educational Association of the Philippines (CEAP), 2009

• Manual for School Registrars, 3rd Edition by the Association of College and University Registrars and Liaison Officers in Region IV-A (ACURLO R IV-A

• CMO No. 40 s. 2008 (Manual of Regulations for Private for Private Higher Education of 2008)

Chapter IIIThe Technical Vocational Education and

Training (TVET) Institutions

• ARTICLE X

Internal Organization of Private TVET Schools

Section 68. Qualifications and Functions of the Registrars. The Registrar shall hold a bachelor’s degree and have at least three (3) years of training or experience in the servicing and maintenance of student academic records and related school work.

Qualifications and Functions of the Registrars

• The Registrar shall be responsible for the school records of the students, and his/her functions and responsibilities explicitly stated by the school. Unless otherwise indicated by the school, the Registrar shall be the principal contact person with the Authority.

• Every private school shall preserve and maintain the integrity and confidentiality of its student records. The issuance of students’ records shall be done by the Registrar in accordance with school rules and procedures.

Responsibility/Functions1. Effective and efficient delivery of service where

the student records are concerned.

2. Part of the school’s administrative framework and a member of its policy-making body.

3. Directly answerable to the head of the institutions.

4. Classified as “an academic non-teaching personnel”.

5. He/she must understand academic structures and quality assurance and must have the ability to negotiate and coordinate with program chairs,

Responsibility/Functionsacademic deans, and administers by providing high level academic administrative leadership and guidance in the consistent implementation of academic programs.

6. This role requires a high level skill in exercising mature judgment to ensure that minimum requirements of the DepEd, CHED and TESDA are met where degree programs are concerned.

7. Ability and skills in the interpretation and application of academic policies, and monitoring academic progress are primary consideration for Registrars to possess.

Responsibility/Functions8. Information and Communication Technology literate.

9. Three (3) years experience and training in student accounting, records evaluation and the management of office files, records, and personnel.

10. Must be a holder of a bachelor or master’s degree, preferably in education, management or law.

11. Should possess public relation skills.

*Functions and Responsibilities

Based on previous manuals/handbooks/CMO•As Part of the Administrative Staff•As Office Head•As Registration Officer•As Credit Evaluator•As Records Officer•As Liaison Officer

As Part of the Administrative Staff1. Assists in the formulation and/or enforcement of policies for the

realization of the general and specific objectives of the institution.

2. Enforces government and school regulations regarding entrance requirements, enrollment, load, transfer, promotions, subject sequence, graduation, suspension or dismissal of students and other disciplinary measures.

3. Assists in the preparation of bulletins, catalogs, brochures, school calendar and other announcements.

4. Consolidates and submits schedule of classes for each term prepared by heads of academic departments.

5. Determines admission, course requirements, transfer, graduation and other matters pertaining to student accounting.

6. Assists in the revision of the various curricula.

7. Disseminates information on new rules and regulations or requirements.

8. Synchronizes activities with the program of the school.

9. Maintains good public relations with the general public.

10.Performs other duties that may be requested from the office.

As Office Head1. Sets a standard operating procedure.

2. Assigns, supervises, coordinates and reviews work of personnel.

3. Sets qualifications for personnel recruitment.

4. Establishes a standard of performance for office personnel and evaluates their performance.

5. Develops the morals of his/her staff.

6. Conducts staff-in service training or seminars.

7. Appraises staff of policies, rules ad regulations issued from time to time by the school or by the DepEd, Commission on Higher Education and the Technical Education and Skills Development Authority.

8. Maintains an adequate and well-equipped office.

9. Oversees the proper use, maintenance, control and safekeeping of properties and equipment.

10. Directs periodic inventory of properties, equipment and supplies.

As Office Head11. Supervises student and property accounting.

12. Prepares and submits annual budget, periodic reports and statistical data.

13. Attends to correspondence regarding school records and other information.

14. Approves purchase requisition for equipment and supplies.

15. Prepares and submits in consultation with respective deans, the records of candidates for graduation.

16. Attends to prompt compliance of requests for records and other information.

17. Issues certifications, grades, records, release of transfer credentials, clearance and diploma.

18. Receives, processes and dispatches records or transcript of records of both inactive and active students.

19. Keeps an up-to-date roster of graduates and other statistical data related to the functions of his/her office.

20. Assumes responsibility for all documents signed or certified by him/her.

As Registration Officer

1. Plans and executes registration procedures in coordination with the principals and deans.

2. Examines admission credentials.

3. Implements admission and selective retention policies.

4. Ascertains compliance of requirements including removal of incomplete grades.

5. Determines subject load and subject sequence.

6. Approves matters regarding student’s cross-registration, overload and admission of foreign students.

7. Informs student/s of course deficiency/ies.

As Credit Evaluator

1. Evaluates subjects and credits earned in other schools.

2. Determines year placement of irregular students.

3. Enforces graduation requirements.

4. Recommends to the Department of Education, Commission on Higher Education, or the Technical Education and Skills Development Authority the candidates for graduation.

As Records Officer

1. Controls flow, safety and security of files and records.

2. Keeps files and records up-to-date.

3. Supervises accurate recording of data in student’s records.

4. Directs reconstruction of lost or missing records or files.

5. Supervises the accounting, classifying, indexing, filing and storing of active and inactive records or files.

6. Makes requests for records of new students.

7. Keeps a daily record of all incoming and outgoing records.

As Liaison Officer

1. Attends to transactions with the government offices or agencies regarding matters related to the functions of his/her office.

2. Procures and disseminates copies of bulletins, circulars and memoranda.

3. Performs other duties that may be assigned to him/her by the school head.

PROBLEMS & SOLUTIONS

• Birth Certificate (Tampered/Spurious)• Correction of names• Late Registration of Birth• Candidates for Graduation• Omitted Grades/Wrong entry of name in the

rating sheet• Scholastic Verification of Company• Temporary Enrollment • Authorized Representative

PROBLEMS & SOLUTIONS

• Timeliness/Deadlines• Freshmen/Transferee Students

Orientation/Graduating Students’ Orientation• Certification, Authentication and Verification

(CAV)• Filing Systems (Manual and Electronic)• Official Transcript of Records with scanned

picture• Documents/credentials from abroad• Documentary Stamp Requirement

Q and A Portion

CLOSING WORDS

“Be .

Be .

Think .

THERE IS ALWAYS A WAY!”

THANK YOU [email protected]