Quality Assurance thruOutcomes-Based Services

September 3, 2015Rey ReyesRegistrar, Asian Institute of Management

How to Make Sure We Give the Best Services to our Clients

September 3, 2015Rey ReyesRegistrar, Asian Institute of Management

Putting our work in context

• The Registrar is one of 4 positions specifically mentioned in the MRPS, TVET Manual, and the MORPHE

• Section 43 of the MRPS discusses what we are, and what we do.

What we are

• Bachelor’s degree• 3 years of training or experience in the servicing and

maintenance of student academic records and related school work

What we do (MRPS 43)

• Responsible for school records of pupils and students• Principal contact person of the department

Basic Intermediate Advanced

Records Management, Student Management, Compliance

Networking,Verification,Customer Service,School Calendar

K – 12Transnational Education (TNE)Credit Transfer Systems

Student Information System, Certification and Verification (CAV)

On-line verification, Student clearance

Form 137 and 138 for 11 and 12

What guides the things we do

• 48-50 : calendar, enrolment and class size• 57-59 : content, request and release of school

records• 60-72 : student and records management• 79-83 : grading system• 84-88 : graduation, honours, honorary degrees• PLUS scores of DepEd Orders and CMOs every year

Our Roles

MANAGEMENT REGISTRATION STUDENTMANAGEMENT

RECORDS MANAGEMENT

Staffing / Personnel Management,Curriculum Support, Liaison and Public Relations

Admission, Enrollment

Classification, Promotion, Leave of Absence, Graduation,Transfer

Acquisition, Inventory, Integrity, ReconstructionIssuance, Archiving, Disaster Recovery

Staffing

• Learn Personnel Management. Read about leadership and organizational development (it helps).

• Constantly review your organizational chart and the job descriptions of your staff.

• You are expected to evaluate staff performance.• Get started on your operations manual, and review

periodically.

Admissions and Enrolment

• Attend to inquiries (calendar, fees, faculty, lunch, dismissal, etc.)

• Simplify requirements and procedures• Pay attention to deadlines for DepEd and CHED

reports• Know if a student is enrolled.• Define policies for distance learning, audit, foreign

students, transferees and cross-enrolees.

Student Management (all levels)

• Student status• Retention and promotion• Graduation– Application– Evaluation– Special Orders– Graduation honors

• Leave of absence and re-admission• Withdrawal and transfer

Student Management (tertiary)

• Curriculum and curriculum revisions (including issues with pre-requisites)

• Shifting• Overload• Cross-enrolment

Records Management

• Acquisition• Retention – filing system, student folders• Archiving – weeding, archiving technologies• Issuance – policies, procedures, fees• Verification – policies

What do we issue?

• Diplomas• TOR / Form 137• Certificate of Transfer• Certificate of Attendance• Certificate of Completion / units earned• Certificate of Language of Instruction• Certificates of Compatibility (overseas)

Transfer Credentials

• (Section 57) Certificate of Transfer must indicate that student is:a. Free from financial and property responsibilitiesb. Not under a term of suspension or expulsionc. Fully eligible to transfer

• Transfer credentials comprise:a. The uncancelled F/138b. Certificate of eligibility to transfer issued by the Registrar

• Issued only once, unless lost and not used for enrolment elsewhere.

• No transfers may be issued to fourth year secondary students / no 4th year students may be accepted for transfer.

Confidential Records

• Personal and academic records• Adoption papers• Academic reports• Disciplinary records• ACR for foreign students

Released upon / to

• Request of the owner of the record, or parent/guardian if student is a minor

• Upon valid court order – this can be refused/contested

• Schools where student seeks to enrol• School officials for legitimate reasons• Institutes granting study / financial aid• Accrediting organizations

Curriculum Support

• Curriculum change• Curriculum development• New courses

Institutional Support

• Liaison and linkages• Legal matters• Accreditation, deregulation and autonomy• Research for policy determination• Compliance (i.e BIR Revenue Regulation 9-2000, CSC

memo on the contents of the TOR for purposes of board exams)

Putting it all together ...

• For applicants who have already been accepted, your school requires:1. 3-passport sized photos2. the original form 1383. student information sheet4. Baptismal certificate5. NSO copy of the student’s birth certificate.

• Mario Lopez, an incoming Grade 4 transferee, submitted all these, except the NSO copy of the BC. What he has is a photocopy of the BC issued by the Local Civil Registrar of Tacloban, Leyte

• Today is the last day of enrolment.

There are many more like this

• To extend a deadline?• Admit an applicant who scored 2 points below the

cut-off?• To enrol a new student with incomplete

requirements?• To give the phone number of a student to the Parish

Recruitment Officer?

Registrarship is decision making

• Decide based on the letter of the law• Decide based on a set of principles

Manual of Operations

Graduation

Policy 1. Students who wish to join the graduation should complete at least 60% of unit requirements in this school

2. Should not have been suspended more than 3 days for violation of school rules

3. Should not have property or monetary accountabilities

Procedures and Schedules

1. Student accomplishes the application for graduation at the Registrar’s Office

2. The Registrar’s Office will post the list of candidates for graduation 2 weeks after the mid-term exams.

3. Candidates for graduation should complete academic and property clearances one week after the final exams and submit these to the Registrar’s Office.

4. The Registrar’s Office will post the final list of candidates for graduation three working days after the deadline in #3.

Principles I follow

• Implementation is easier and more consistent if everyone concentrates on WHY instead of WHAT.

• When deciding on the case of a student, make sure you have all the facts, and all the files.

• Empower staff to make decisions at certain levels, but always find time to discuss and review critical decisions made.

• Where the law is specific, follow the letter of the law.• Where the law is silent, use discretion and common

sense.• Recognize that there will be cases where what is

legal may not always be correct.

Best Practices

• Computerization and Student Information Systems• Find opportunities in orphaned mail.• Join LinkedIn• Network for the

purpose of sharingproblems and solutions.

ASEAN 2015 Education Objectives

• Skills recognition framework (NQF and AQRF)• Greater student mobility• Greater mobility of skilled workers• Competency-based occupational standard

What can Registrars do?

• In the face of expected regional mobility, understand credit transfer systems such as ECTS.

• Learn how to read other Transcripts and Mark Sheets.

Forum