SCHOOL REGISTRAR
A school registrar is an administrative professional who works for an educational institution to assist students with enrollment and withdrawal of classes. She/He maintains student records, test scores, works and handles other various administrative and clerical tasks as needed.

PURPOSE
The registrar plays a critical role in the academe and academic operations by effectively managing the maintenance and integrity of all learners’ academic records, all areas of student registration and the recording and reporting of grades, and the establishment and maintenance of processes for the equitable and consistent administration of policies and procedures as they relate to registration and academic record keeping. The registrar must provide strong leadership consistent with the academic PVMGO of the academe.

As an academic support, the following are the objectives of a school registrar:

To ensure that the needs of the learners concerning to their educational records are well processed and served.

To maintain the integrity of the learner’s academic records.

To ensure that the personnel receive and support professional trainings and development to continue carry out their effective and efficient performance on their job.

To ensure that the personnel receive and support professional trainings and development to continue carry out their effective and efficient performance on their job.

STUDENT WELFARE SERVICES

A. REGISTRATION
Registration is the process that provides the student with an official capacity in the school. The complete registration process involves:

1. Securing of admission slip/ entrance examination slip.
2. Enlistment in advised classes
3. Payment of assessed fees

Policies on Admission

The following are the requirements for admission:

a. For Grade 7

1. He/She is an elementary graduate of a school recognized by the government
2. Form 138 or Report Card
3. Good moral character certified by the school principal
4. PSA/NSO Birth Certificate (Xerox copy)
5. To take the entrance test

b. For G11

1. He/She is a Junior High School Completer of a school recognized by the government
2. Form 138 or Report Card
3. Good moral character certified by the school principal
4. PSA/NSO Birth Certificate (Xerox copy)
5. NCAE result (formal education)
6. To take the entrance test

c. For Transferee G7

1. Form 138 or Report Card from the last school attended
2. Good moral character certified by the school principal
3. PSA/NSO Birth Certificate (Xerox copy)
4. ESC Certificate (Private School)

d. For Transferee G11

1. Form 138 or Report Card from the last school attended
2. Good moral character certified by the school principal
3. PSA/NSO Birth Certificate (Xerox copy)
4. NCAE result (formal education)
5. Voucher Certificate (Private School)

e. Fees and Payments

1. Fees collected upon enrolment: registration, tuition, miscellaneous, computer
2. Mode of payment: full, monthly basis

B. DATA MANAGEMENT/RECORDS MANAGEMENT STANDARD OPERATING PROCEDURES

Data management plays an important role in helping personnel to make proper, appropriate decisions in their work. As such, organizations need to treat data as important asset which is equally vital as that of the physical asset. With this, organization needs a sound, systematic standard procedure (SOP) to ensure uniformity and consistency in its business process.

1. Data/Record management is the efficient and timely implementation of a systematic process for recording, maintaining/updating, distributing (when necessary and relevant) and safekeeping student record.
2. These include, among others and not limited to, personal records of teachers and other personnel (201 File) and students (birth certificate, Alien Certificate of Registration), academic records (SF10 – formerly Form 137, SF9 – formerly report card, transfer credentials, and enrolment records). These documents are deposited at the Registrar’s Office.
3. These data had backups that were saved on personal computers and Google drive. The management of data also covers maintaining the integrity of the data contained in the computers and in hard copies.
4. The management of data also covers maintaining the integrity of the data contained in the computers and in hard copies.
5. The information contained in the computers and in hard copies are the bases for screening the student’s eligibility to request for documents such as transcripts of records and certification.

C. DOCUMENT SERVICES

1. Document services cover the following areas:
Receiving requests form;
• Checking the student's eligibility for the issuance of official documents in terms of status of students, their clearance, hold orders, tuition fee balance, other financial obligations, and other pre-requisite records;
• The preparation and processing of the document/s requested; and
• The release of the document/s requested.
2. Documents can be requested through over-the-counter. For reference, our email address is registrar stjosephacademy1949@yahoo.com.
   To facilitate the request, the requesting party must fill up all the necessary information in the request form, including the purpose of the request. The mailing address and contact number of the entity should also be specified if the document is to be mailed locally or overseas. stjosephacademy@yahoo.com.
3. Standard document requests include the transcript of records, certifications (i.e., enrollment, graduation, English as a medium of instruction, course description, candidacy for graduation, etc.), English translation of diploma, etc. (Please see a copy of the Request Form.)
4. The following must be noted:
   • Official documents will be processed/released to the student upon settlement of all financial, academic, and documentary liabilities with the school and upon full payment of the documents requested.
   • Representatives must present an authorization letter with a copy of the student's valid ID with picture and signature and a copy of the representative's valid ID with picture and signature.



D. REGISTRAR SERVICE HOURS
8:00 AM - 5:00 PM
Monday - Friday