BASIC SERVICES IN THE REGISTRAR’S OFFICE

The academic life of a pupil/student starts and ends with the Registrar Service Unit, i.e. from the time of admission and enrollment until graduation.

Location:

Basic Education and College Registrar’s Office:     Assumption Building (ground floor)

Personnel:

Registrar:      Ms. Marites B. Tena

Clerical Staff:

Ms. Aileen B. Abella

Ms. Eunice S. Bautista

Ms. Mary Ann G. Landingin

Ms. Catherine B. Racimo

Business Hours:

Monday to Friday:         7:00 a.m. – 5:00 p.m.

Saturday:                         8:00 a.m. – 12:00 noon

Enrollment – regular schedule starts on the first working day of May

Requirements for Enrollment:

For Old Students:

  • Uncancelled original report card (BEd)
  • Clearance (for Tertiary Level)

For New Students:

“Parents may avail of early enrollment during the distribution of report cards in April. They just have to pay the tuition fee at the Finance Office and submit the report card upon payment.”

Name Requirement

Pupils/Students should be enrolled only under their true names, or those names appearing in their Philippine Statistics Authority (PSA) certified birth certificates, or for foreign students, in their Alien Certificates of Registration (ACR). Requests for the correction of name should be submitted to the appropriate Department of Education Regional Office with the following documents for reference and records purposes:

•Birth certificate from PSA;

•Joint affidavit of two disinterested persons attesting to the fact, among others, that the assumed name and the legal name of the student refer to one and the same person;

•Affidavit of student, if of legal age, or that of his/her parents/guardian; if a minor, explaining the circumstances surrounding the use of the assumed name or alias, attesting to the same fact as called for in No. 2;

•A letter of request for correction of name addressed to the Director of the Regional Office

•Endorsement of the Registrar on his/her registration with the school under the assumed name.

Corrections of Name under RA 9048

In case there are corrections to  be made in the birth  certificate, the process will pass through the Local Civil Registrar where the pupil/student is registered.

RA 9255 – refers  to the  right of  illegitimate children  to assume the surname of  the father with the latter’s acknowledgement.

CHED Resolution No. 075-2000

Action on all requests for correction of names/date of Birth in academic records is  delegated to the Higher Education Institution (HEI). Student files his/her request with the School Registrar together with:

•Certified true copy of Birth Certificate and ACR for foreign student

•Birth Certificate from PSA

•Personal Affidavit, if of legal age, or affidavit of parents, if minor

•Joint Affidavit of two disinterested persons

Preparation /Distribution of Enrollment Lists – This is a complete list of all officially enrolled pupils/students from Nursery to Tertiary Levels provided to different offices of the institution, the Department of Education (Basic Education) and CHED NCR (Tertiary Level) duly signed by the classroom advisers and the Registrar respectively.

•Enrollment List in Tertiary Level follows the prescribed template from the CHED NCR, Bureau of Immigration and TESDA

•Enrollment Data and Enrollment List in NSTP in the Tertiary Level are also prepared separately following templates given by the CHED NCR.

Issuance/Release of pupils/students scholastic records:

Form SF10/Transcript of Records

•Official Request (this transaction is school to school and is given free of charge by the school)

•Release of official transcript of records may either be by mail or pick-up if the applicant is authorized by the requesting school to hand-carry it. The document is sealed in an envelope with the signature of the Registrar on its flap for security purposes.

•Personal request (for employment, for reference and evaluation, for studies abroad, etc. with corresponding minimal fee)

•More than one copy of the transcript of record may be issued to a graduate as long as no copy previously issued was used for enrolment in another school in the Philippines and the purpose for which the record will be used is indicated in the copy.

•Releasing: 2 days after the filing of request (applies both to official and personal requests)

Certifications (Enrolment, graduation, grades………………. Etc)

•With a minimal fee

•Releasing: a day after filing of request

Second Copy of Diploma Requirements:

•Affidavit of loss / destruction duly notarized

•With a corresponding fee

•Releasing: a week after the filing of request

Second copy of report card (Form SF95) Requirements:

Affidavit of loss duly notarized emphasizing that said document has not yet been submitted to other schools for enrolment purposes

•With a corresponding fee

•Releasing: a day after the filing of request

In case of sending a representative to request for and/or claim the SF10, SF95, diploma, transfer credentials, and other pupils/ students scholastic records, the following must be submitted:

•authorization letter from the parents/legal guardian (if the owner is still a minor and under the parental responsibility) and from the owner/student (if of legal age) reflecting the name of the representative, relationship, school year of last attendance and the purpose of the request being made;

•photocopy of a valid identification card of the representative (original must be presented);

•photocopy of a valid identification card of the parent/legal guardian (original copy must be presented)

Note: Scanned authorization letter thru email is accepted together with the photocopy of the ID of the owner provided it is duly signed.

Authentication of documents – This covers the checking of the validity and authenticity of all the original copies presented. A minimal fee is collected.

•Releasing: a day after the filing of request

Certification, Authentication, and Verification (CAV) of Academic documents of College students are submitted to the CHED NCR. Claim stub for Department of Foreign Affairs (DFA) authentication is secured from the Registrar’s Office. In case of local purposes, the student claims the documents from the CHED NCR Office.

Affixing of the school seal

The Registrar’s Office is the official safe keeper of this seal. Accuracy, validity and completeness of the data /documents are the main factors to be considered before affixing it.

Dropping out

If a pupil/student wishes to transfer or intends to drop from his studies, dropping forms are available at the Registrar’s Office. It should be filled out in 4 copies by the parents and/or legal guardian. One copy is for the Registrar, 1 copy for the Cashier, 1 copy for the Principal and 1 copy for the Discipline Officer. A clearance form will be given and upon completion, this is to be submitted to the Registrar’s Office for record purposes.

Last day of dropping set by the school for the Basic Education is one (1) month prior to the last day of classes or third week of February of the current school year.

Dropping of subject/s in Tertiary Level is allowed up to the second week of classes or as scheduled by the College Dean and Registrar. Tuition fees related to the dropped subject/s may be refunded with a deduction of 25% after a week and 50% on the second week. The student shall be charged for all school fees in full if s/he withdraws anytime after the second week of classes.

A college student, who intends to drop a subject/s for a valid reason like conflict in schedule or health, must seek the approval of the faculty member concerned, the Dean and the Registrar using the adding and dropping form. The student must submit the approved form to the Accounting Office for re-assessment and confirmation.

A grade of Drp. (Officially Dropped) means that the student has officially dropped the subject/s prior to the Midterm Examinations.

A grade of 5.0 shall be given to a College student in a subject which is unofficially dropped after the scheduled mid-term examination/s.

Shifting Programs for College Student

A student is allowed to change his/her program upon accomplishing an application form in three copies duly approved by the Associate Dean/Program Head concerned and the College Dean.

Processing of Application for College – as the need arises and with a minimal fee.

This fee is waived for applicants coming from RVM schools. A graduating high school student from any RVM schools who wishes to study in SMCQC does NOT need to take entrance examination.

Determining the Loyalty Awardees at the end of the school year – This covers the checking and giving of recognition to graduating senior HS and College students who have continuously studied in St. Mary’s College, QC and other RVM schools from Grade 1 to Fourth Year high school and from Gr. 7 or 1st year High School to the College Level.

•The Fidelity Cup is awarded to a graduating College student who has completed studies at SMCQC and other RVM schools since Preschool or Grade 1.

•Students who have stopped or transferred to another school during the period of their studies are disqualified from receiving the Fidelity Cup and Loyalty Medal.

Issuance of Summer Permits – This process helps the students in the high school department with failures consisting of 1 to 2 units to cross enroll in a school recommended by the Registrar to maintain their regular status (in terms of level) the following year.

Reading and Checking of all student records (applicable for GS and HS Departments)

Objective: To ensure consistency and accuracy of grades entered into the Student Permanent Record (SF10)

•Reading and checking of college student records are done after completion of all academic requirements before submission to CHED NCR for application of Special Order Number.

Computerization of Grades

Grading System Modules

Computation of Grades

•use of formula to apply to subjects and students

•faster and more reliable computation if all conditions are met

•password- protected use to ensure confidentiality of grades

•accuracy of computation if all conditions are acceptable

On Promotional Reports

•no need to re-encode names, addresses, age and other information needed

•automatic computation of total age of pupils/students in the list

Generation of Grade Related Documents

•faster printing or generation of all academic records such as grading sheets, quarterly report grades, report cards, master sheets, academic references, transcript of records etc.

•no need to encode student information

Other Benefits

•handles vast amounts of information

•fits school complexities and meets requirements

•allows generation of significant reports for evaluation, comparison and decision making

•ensures consistency and accuracy of data

•uses less time in processing and accessing information

•eliminates redundant data entry, discrepancies and inconsistencies

•assumes quick return

•maximizes time and resources

•less time spent by teachers on paperwork

•increase in sense of professionalism and achievement