Office of the Registrar
About
General Functions
The Registrar's Office functions as the central repository for all student records, serving as the primary point of contact for curricular and academic affairs within the Institute. It is responsible for managing information related to the curriculum, academic matters, student admissions, registration, evaluation, accreditation, graduation, and the overall administration of students' records, along with other related services.
General Responsibilities
-
Policy Development and Implementation
• Support senior administration in crafting and implementing policies related to admissions, enrollment, accreditation, graduation, and other academic affairs.
-
Planning and Oversight
Plan, supervise, and oversee key responsibilities including:
• Support senior administration in crafting and implementing policies related to admissions, enrollment, accreditation, graduation, and other academic affairs.
• Managing admission processes and selective retention of students.
• Ensuring compliance with admission and academic requirements.
• Handling the registration/enrollment of students.
• Enforcing government regulations on various academic matters.
• Evaluating scholastic records for accreditation, promotions, etc.
• Coordinating commencement/graduation exercises.
• Participating in the selection of honor students.
• Ensuring the custody, security, integrity, and confidentiality of students' records.
• Managing, controlling, maintaining, and issuing students' academic records.
• Disseminating information on curricular offerings, admission requirements, policies, and CHED issuances.
• Providing information on statistical data related to enrollment, graduates, dropouts, etc.
• Preparing memoranda on enrollment and Registrar concerns.
• Overseeing the publication of the Academic Calendar, Bulletin of Information, Catalog, etc.
• Facilitating Registrar personnel training and development.
-
Document Endorsement and Inquiry Handling
• Authentically endorse Transcripts of Records and related documents.
• Address inquiries regarding academic policies, regulations, and student records.
-
Consultation and Contribution
• Conduct curricular consultations with colleges and students.
• Contribute to the revision of curricula and the Faculty Manual.
-
Networking and Liaison
• Establish and maintain connections with other Registrars for information exchange.
• Act as the liaison with CHED and the Bureau of Immigration.
-
Process Design and Evaluation
• Establish standardized operating procedures.
• Design process flow charts outlining office functions.
• Periodically evaluate and enhance existing systems and procedures.
-
Personnel Management
• Aid, supervise, coordinate, check, and review the work of Registrar personnel.
• Evaluate the performance of Registrar personnel.
-
Form Design and Property Management
• Design and revise forms necessary for Registrar transactions.
• Oversee the proper use, maintenance, control, and safekeeping of office property and equipment.
-
Resource Management
• Initiate requests for required equipment and supplies.
-
Strategic Planning and Reporting
• Develop the registrar's growth plan.
• Submit the Annual Accomplishments Report to the President.
Registrar Office General Workflow
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
Issuance of Entrance Exam 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
Admission
Admission of old and new students
Registration
Registration of old and new students
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
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
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
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
Evaluation
Evaluation of students records for promotions to the next curriculum year
Identification and dissemination of student's 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
Preparation and holding of graduation rites
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 awardees/grantees
Presentation of the Candidates for Graduation to the Academics Department
Preparation of list of candidates for graduation for approval of the president and Vice Presidents of the college
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.
OIC College Registrar
Valcyrus A. Madarieta, LPT
OIC-College Registrar
Bio Note
Valcyrus A. Madarieta is a dedicated professional with extensive experience in technical vocational education and administration. As a seasoned Technical Vocational Trainer and Competency Based Curriculum Developer, he has played a pivotal role in shaping the learning experiences of students and enhancing the quality of vocational education programs. With a background in Bachelor of Technician Teacher Education, he has leveraged his expertise to design and implement innovative curriculum frameworks that align with industry standards and meet the evolving needs of learners in the TVET sector. He has developed and delivered training modules, workshops, and competency-based assessments that have empowered countless individuals to acquire relevant skills and advance in their careers.
In addition to his roles in training and curriculum development, Valcyrus has served as a UTPRAS Officer, overseeing the assessment and certification processes for technical vocational programs. He has worked closely with industry partners, government agencies, and accreditation bodies to ensure compliance with regulatory requirements and uphold the integrity of certification standards. Currently serving as the Interim College Registrar, he brings his wealth of experience and leadership skills to the administrative sphere in the context of TVET. In this role, he is responsible for managing student records, academic policies, and institutional compliance within the college. He collaborates with faculty, staff, and stakeholders to streamline processes, enhance student services, and foster a culture of excellence within the college’s programs.
Mr. Valcyrus is passionate about advancing technical vocational education and training (TVET) initiatives and has been instrumental in applying for new programs under the Technical Education and Skills Development Authority (TESDA). He is committed to promoting lifelong learning opportunities and empowering individuals to achieve their full potential in the dynamic and rapidly evolving industry.
Student Admission and Registration
Jess E. Ajon, LPT
Student Admission and Registration Officer
Education Background
Providing more information about president
Student Grants and Scholarships
Angelou V. Pepino
Student Grants and Scholarships Officer
Education Background
Providing more information about president
Records Management, Certification, & Authentication
Malou A. Corda
Records Management, Certification, & Authentication Officer
Education Background
Providing more information about president
Rudelyn C. Babia
Records Management, Certification, & Authentication Associate
Education Background
Providing more information about president
Responsibilities
Evaluations & Promotions Section
1. Supervise the assessment and verification of students' academic records.
2. Ensure accuracy and compliance with academic policies and regulations.
3. Coordinate and facilitate the process of student promotions and graduation clearance.
4. Collaborate with academic departments to ensure promotion criteria are met.
5. Stay informed on academic policies and ensure adherence to guidelines and standards.
6. Implement and communicate changes in policies or procedures related to evaluations and promotions.
7. Maintain accurate and secure student records in the registrar's database.
8. Oversee data integrity and confidentiality in compliance with relevant laws.
9. Act as a liaison between the registrar's office, academic departments, and students.
10. Communicate evaluation and promotion-related information to stakeholders.
11. Supervise the Evaluations & Promotions Section staff.
12. Provide guidance, support, and training to ensure staff competency.
13. Handle appeals and grievances related to academic evaluations and promotions.
14. Collaborate with committees to address and resolve disputes.
Admission
1. Compiles admission and enrollment materials.
2. Manages the coordination of admission and enrollment processes for new students.
3. Examines, verifies, and validates the authenticity of credentials submitted by new students.
4. Initiates requests for Form 137A and Official Transcript of Records (OTR) for newly admitted students.
5. Organizes and files the credentials of new students before transferring them to the Records In-charge.
6. Generates a list of freshman enrollees.
7. Produces a list and statistical data for transferee students.
8. Acts as the liaison officer for foreign students on behalf of the registrar.
Records/Evaluation
1. Compiles individual student records, including consolidated grade worksheets, permanent records, and evaluation records.
2. Orchestrates the enrollment process for students.
3. Regularly updates and posts grades to student records.
4. Reconstructs records or files that are lost or missing.
5. Provides guidance to students on curricular programs, enrollment procedures, subject loads, and sequencing.
6. Evaluates student records for curricular level, scholastic standing, graduation eligibility, etc.
7. Assesses subjects and credits earned in other educational institutions.
8. Aids in enforcing academic policies and regulations.
9. Acts as a specialist and consultant for the specific course or program they oversee.
10. Notifies students of any course deficiencies.
11. Assists in organizing graduation activities.
12. Prepares enrollment lists, academic scholars' lists, candidates for graduation lists, candidates for graduation with honors lists, along with their corresponding statistical data.
13. Compiles statistical data on drop-outs, shifters, and transferees.
14. Verifies, checks, and signs prepared Transcripts of Records and certifications.
15. Manages, accounts for, controls, and maintains the integrity and confidentiality of student records.
16. Initiates follow-up requests for records of new students from their previous institutions.
Request, Receiving and Releasing
1. Manages, receives, processes, and issues requests for transcripts of records, certifications, transfer credentials, and other academic documents.
2. Ensures timely compliance and release of requested records and information.
3. Maintains daily records of both incoming and outgoing academic documents.
4. Generates and prepares academic records as per request.
5. Produces various forms and enrollment materials.
6. Keeps logbooks to record incoming requests for academic records and their subsequent releases.
7. Oversees, accounts for, controls, and safeguards the integrity and confidentiality of students' records.
8. Organizes, classifies, files, and stores both active and inactive records and files.
Request, Receiving and Releasing
1. Input course and subject codes into the system.
2. Input comprehensive data for new students.
3. Enter and maintain updated student grades.
4. Produce worksheets for consolidated grades, transcripts of records, and certifications.
5. Create and generate enrollment lists along with all necessary statistical data.
6. Administer, account for, maintain, and ensure the confidentiality and integrity of student records.
7. Aid in completing various survey forms.
8. Perform other related tasks.
Contact
Registrar's Office, Zone 2, Barangay Agusan, Cagayan de Oro, 9000, Philippines
registrar.citycollegeofcdo@gmail.com+63 917 774 2177