RECORDS OFFICER at the Office of the Registrar, Loyola Schools  

Under the supervision of the Assistant Registrar, the Records Officer (OS-05) assists students, alumni, parents, higher education institutions, government and private agencies in providing information/guidelines on registration procedures/ processes, implementation of approved curricula, and student evaluation. This position also coordinates with Chairs, Program Directors, Secretaries of various academic departments, offices, and affiliated units regarding procedures and policies implemented by the Registrar’s Office.

Job Responsibilities

A. REGISTRATION PROCESS

1. Assesses students’ eligibility for enrolment:
   • Undergraduate Level
     • Checks and monitors probationary conditions/requirements and ensures these are met by students
     • Checks status and determines year level of irregular students and updates AISIS accordingly
     • Activates status of students coming back from Leave of absence, Readmission, Absence without leave and generates random numbers for their online registration
     • Imposes and checks hold order of students who do not qualify for enrolment
   • Graduate Level
     • Reviews residency, enrollment history and determines if a student has to go through the readmission, reinstatement and/or extension process
     • Checks, monitors, and ensures student compliance with probationary/provisional conditions/requirements
     • Imposes and checks hold order of those who do not qualify for enrolment
     • Issues registration forms for late enrollees
     • Determines and advises if a student is eligible for Thesis Submission
2. Confirms cross-registration requests
3. Checks and ensures proper advisement of subjects for undergraduate and graduate students
4. Processes pre-enlistment requests of Academic Departments and affiliate units like the Theology and Ministry Program (TMP) and University for Peace (UPeace)
5. Enlists and advises late enrollees and assists with irregularities in enlistment
6. Checks requests for overload
7. Checks and processes load revision forms (i.e. adding of subjects, change of section, withdrawal, credit to audit, audit to credit)
8. Processes department initiated transfer requests.
9. Checks payment validation in preparation for Central Accounting Office (CAO) billing statement for TMP.
10. Examines and verifies all authenticated documents of new student.
11. Assigns ID numbers and creates student records which include personal information, academic history, contact details, employment records and so on

B. RECORD KEEPING

1. Coordinates with the Assistant Registrar (AR) in the implementation of an effective and systematic process, for maintaining, accessing, recording, and validating all scholastic documents and files in line with standards of efficiency and service
2. Encodes grading sheets, completion forms, and standards committee decisions.
3. Verifies information inputted by students on AISIS (i.e. legal name, demographic data, contact details, academic history, and parent information)
4. Prepares individual folders of freshmen, transferees, non-degree, and new graduate level students
5. Ensures students’ personal documents and records (e.g. Form 138, Form 137, Transcript of Records, transfer credentials, application for admission, Alien Certificate of Registration (ACR), study permit, birth certificate, etc.) are complete, up-to-date, and systematically arranged in individual folders to facilitate quick reference for various services of the office
6. Checks applications and creates AISIS accounts for parents/guardians
7. Verifies and processes requests for password reset and AISIS account activation
8. Coordinates with Office of Management Information System (OMIS) regarding special cases and technical difficulties encountered during implementation, maintenance, and safekeeping of records online
9. Maintains records of new curriculum versions, updates, memos, and other academic communications
10. Provides documents needed by the different departments and offices (e.g. department’s evaluation, copy of grades, individual folders, Form-138/137, birth certificate, etc.)
11. Ensures confidentiality of data (e.g. scholastic, personal, and legal documents)

C. STUDENT EVALUATION

1. Ensures correct curricular versions are applied to each student
2. Conducts thorough assessment of credentials to ensure enrollment eligibility by:
   • Analyzing educational history of students especially those who attended several schools
   • Ensuring proper sequencing and transfer of credentials
   • Checking sufficiency, validity, and authenticity of credentials of a local student (i.e. degree/s conferred, date/s of conferment, special order number or certificate of deregulation or exemption, etc.)
   • Checking sufficiency, examining authenticity, and verifying consistency of a foreign student’s credentials and records (i.e. degree/s conferred, date/s of conferment)
   • Preparing correspondences to clarify irregular or unusual documents then communicating these with proper authorities
   • Checking, confirming, and processesing requests for honorable dismissal, Leave of absence, and cross-enrollment
3. Verifies authenticity of Transcript of Records and encodes/inputs on AISIS the verified TOR data of students engaged in:
   • Junior Term Abroad
   • Study Tour Abroad
   • Cross-Registrants/Exchange under the Office of International Relations, and;
   • Transferees
4. Regarding requests for validation/transfer of credits, ensures correct unit equivalency based on verified TOR data then processes these requests for system validation
5. Checks subjects allowed for double crediting
6. Attends to requests for changing subject categories (e.g. from Free Elective to Major Elective)
7. Processes requests and checks completion of requirements for minors and specializations
8. Implements requests for change of degree/concentration
9. Verifies scholarship forms and certificates of enrollment and assessment
10. Confirms eligibility of student-athletes for local and international sports competitions (i.e. enrollment status, nationality, personal data, grades, etc.)
11. Checks graduate students with two or more failing marks, updates student status on AISIS, and prepares written communication to student and department concerned
12. Monitors and evaluates accomplishment of required academic requirements needed to undertake Comprehensive Examinations and Oral Defense of Thesis/ Dissertation
13. Prepares written evaluation of eligibility for oral defense to be sent to student, department, and Office of the Associate Dean for Graduate Programs
14. Monitors payment of oral defense fee, graduation and diploma fee
15. Works in close coordination with the different academic departments in:
    • Implementing standards of retention and monitoring/updating versus a generated list of students with academic requirements to fulfill
    • Resolving problematic cases through proper and timely communication
    • Monitoring and generating a list of students with indefinite and/or special academic requirements to fulfill upon admission, then communicating the students’ completion, and securing endorsements or confirmation of students’ new status
16. Assists the Document Section of the Office in verifying records of students who are inactive, AWOL or granted Transfer Credentials
17. Ensures correct data (e.g. legal name, entrance data, academic history, etc.) are reflected on the Ateneo TOR’s
18. Evaluates student eligibility for graduation based on the following parameters:
    • Ensures all required academic courses are taken as determined on the curriculum and Individual Program Study
    • Ensures completeness of graduating students’ grades
    • Verifies Quality Point Index (QPI) requirement for graduation
    • Monitors students with “no diploma” conditions
    • Prepares list of candidates for graduation before the end of every school year in coordination with ADAA, ADGP and academic departments
    • Tags promptly the graduation status of Intersession and first semester candidates for graduation
    • Prepares and checks diplomas of graduating students
    • Checks and ensures only the names of eligible candidates for graduations are included on the commencement program
    • Checks and confirms honors list
    • Ensures student submission of clearance for graduation and promptly lifts hold orders on AISIS
    • Assists in ushering on Commencement Days
    • Collates files in individual folders of graduating students before turning over for microfilming

D. CURRICULUM PROCESSING

1. Partners with the Assistant Registrar in proofreading curricular proposals
2. Ensures proper implementation of curricular requirements to students – applicable curriculum version and complete requirements
3. Maintains updated CHED-approved curricular programs of the graduate school, undergrad and ensures that these are properly disseminated and encoded

E. ADMIN FUNCTIONS

1. Communicates (written and oral) responses to inquiries from parents, students, alumni, departments and other offices and organizations inside and outside the university through email, phone calls, and walk ins
2. Contributes to the regular process of reviewing office processes, systems, and/ or procedures, especially within the Records and Registration team that will improve the team’s efficiency and service level to the community
3. Performs other duties and tasks as the School Registrar deems necessary to support the office’s business objectives

1. Bachelor’s Degree in any field
2. With 2 years of work experience. Experience in the academe is an advantage.
3. With knowledge, skills and abilities in the following:
   • Office management
   • People management
   • Data analysis
   • Troubleshooting
   • Attention to details
   • Computer Literacy
   • Communication
   • Consultation