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OFFICE OF THE REGISTRAR

The Office Campus of the Registrar is a unit under the Office of the Vice President for Academic Affairs. The office is in-charge of the student admission and registration and the safekeeping and up-dating of accurate student records. It is headed by the Campus Registrar.

 

Functions and Responsibilities

The Campus Registrar is charged with the responsibility of keeping up to date and accurate records of student enrolment, grades, delinquency lists, drop-outs and causes, graduation and the like. More specifically, the following are functions of the Campus Registrar:

1.    Prepare annual calendar of academic activities;

2.    Plan and implement registration routing procedures and guidelines;

3.    Record advance credits of transfer students;

4.    Establish procedures for dropping of courses, leaves of absence and change of courses. Keeping and issuing forms for these purposes;

5.    Record students’ approved leave of absence, change of courses, change of classes  and the like;

6.    Notify a student to drop a course;

7.    Advising / evaluating and updating student load;

8.    Implementing selective retention policies;

9.    Enrollment certification / Degree verification;

10.  Recording academic progress / Updating student records;

11.  Graduation processing;

12.  Prepare list of graduating students;

13.  Conferral and distribution of diplomas;

14.  Transcript processing and distribution;

15.  Permanent record archival;

16.  Liaising with government and other private agencies on matters related to the functions of the office;

Staff-Clerk. In keeping a more systematic operation of the Office, each staff is given specific tasks assigned by the Campus Registrar. The specific functions and responsibilities of the Office of the Campus Registrar are as follows:

1.    Attend to registration of students;

2.    Post and evaluate student records;

3.    Prepare Official Transcript of Record of students;

4.    Keep and maintain student records;

5.    Attend to request of students and other units; and

6.    Perform other activities assigned by higher authorities

 

VISION, MISSION AND GOALS

Vision

The Campus Registrar’s Office is an efficient, responsive, and reliable student record management arm of the University mandated to render authentic and client-friendly service preserving accuracy, integrity, and privacy in all of its transactions directed towards the realization of the campus strategic priorities of honing competitive, upright, and industry-capable professionals for global community.

Mission

The Campus Registrar’s Office commits to provide continuing innovation in student’s records management led by the university’s core values – TRUTH, EXCELLENCE, and SERVICE demonstrated through high level of specialized service and satisfaction.

Goals

CvSU-CCAT Office of the Campus Registrar aims to;

      • Serve with highest ethical standard.
      • Preserve the integrity, confidentiality, and veracity of records.
      • Serve as liaison office between CvSU-CCAT and its students and other entities.
      • Provide easy access to CvSU students and alumni.

ORGANIZATION CHART

Contact Information

Office of the Campus Registrar
Ground floor Administrative Bldg.

EM’s Bo. Tejeros Convention, Rosario, Cavite

Tel. Nos. : (046) 437-9505 to 9508  loc. 206
Email : cvsur.registrar@yahoo.com.ph

Office Hours

Monday: 7:00 am – 4:00 pm
Tuesday – Friday: 8:00 am – 5:00 pm

Our Service Units

      • Enrollment/Registration Services

      Enrollment  for Undergraduate Students

      Cross Registration

      • Student Records Services

      Document Requests

·   Transcript of Records

·   Certification of Enrollment

·   Certification of Graduation

·   Certification of English as a Medium of Instruction

·   Certification of Units Earned

·   Certification of Honour Graduates

·   Certification of Transfer

·   Certification of Authentication and Verification

Enrollment for Undergraduate Students

New Entrants and Transferees Enrollment Procedure under R.A 10931 (Universal Access to Quality Tertiary Education Act)

1.    After completing the admission process of the Office of the Student Affairs and Services (OSAS), present Notice of Admission (NOA) and Complete School Credentials to the assigned Registrar’s Clerk or Program evaluator for evaluation and submit the original copy of school credentials.

2.    Present approved Notice of Admission (NOA) to the assigned MIS Clerk for printing of registration form.

3.    Present printed Registration Form to the assigned Registrar’s Clerk for system validation and stamping.

4.    Proceed to EBA Office and present the system validated registration form for ID Application.

Second Coursers

SECOND COURSERS (those who graduated in any 4-year program/course or Bachelor degree).

Note: Second coursers are not eligible for the free tuition and other school fees as stipulated in the RA 10931, Section 6. Exceptions to Free Tertiary Education. – The following students are ineligible to avail of the free tertiary education: (a) In SUCs and LUCs:

In State-Run TVIs:

(1) Students who have obtained a bachelor’s degree, as well as those who have received a certificate or diploma for a technical-vocational course equivalent to at least National Certificate III and above:

(2) Students who fail in any course enrolled in during the course of the program.

Enrollment Procedure for Paying Students

1.    After completing the admission process of the Office of the Student Affairs and Services (OSAS), present Notice of Admission (NOA) and Complete School Credentials to the assigned Registrar’s Clerk or Program evaluator for evaluation and submit the original copy of school credentials.

2.    Present approved Notice of Admission (NOA) to the assigned MIS Clerk for printing of registration form.

3.    Proceed to the Cashier’s Office and pay the necessary fees.

4.    Proceed to the CSG Office for payment of other fees.

5.    Proceed to Registrar’s Office and present your Registration Form to the assigned Registrar’s Clerk for stamping.

6.    Proceed to EBA Office and present the system validated registration form for ID Application.

Note: Only STUDENTS who completed the above enrollment procedure will be considered OFFICIALLY ENROLLED.

POLICIES AND PROCEDURES ON CREDITING OF UNITS AND VALIDATING SUBJECTS TAKEN FROM SATELLITE CAMPUSES AND OTHER INSTITUTIONS

Crediting and Validating of Units

Subjects taken previously from another school may be credited, subject to the following conditions:

1.    The course description and coverage are similar or better as what is required in the subject offered in the college, and

2.    The number of units and contact hours are the same or greater than what is required.

3.    The grade obtained in that subject is at least 2.5, except for the major subject that requires a grade of 2.25 or better.

Procedure details:

            In crediting the taken subjects from another institution is done through the following steps:

1.    Request a letter for the course description of the taken subjects at the Office of the Registrar.

2.    Request and accomplish the form (Certificate of Equivalency of Course (CEC)) in duplicate copy at the Office of the Registrar.

3.    Submit accomplished CEC form along with a copy of the transcript of records and course description of the subjects taken to the concern subject teacher or faculty / Department Chairperson for evaluation and validation of subjects.

4.    Submit approved Certificate of Equivalency of Course to the Office of the Registrar and aforementioned attachments for recording, filing and for the issuance of certification of credited subjects.

Continuing Students Enrollment Procedure under R.A 10931 (Universal Access to Quality Tertiary Education Act)

1.    Submit accomplished Pre-enrollment Form, printed Portal Grades and Student’s Clearance to your respective registration adviser for evaluation.

2.    Present your approved Pre-enrollment Form to the assigned MIS staff for printing of registration form.

3.    Present your Registration Form to the assigned Registrar’s Clerk for system validation and stamping.

4.    Proceed to our Campus Library for ID validation.

Continuing Students Enrollment Procedure for Paying Students

1.    Submit accomplished Pre-enrollment Form, printed Portal Grades and Student’s Clearance to your respective registration adviser for evaluation.

2.    Present your approved Pre-enrollment Form to the assigned MIS staff for printing of registration form.

3.    Proceed to the Cashier’s Office and pay the necessary fees.

4.    Proceed to the CSG Office for payment of other fees.

5.    Proceed to Registrar’s Office and present your Registration Form to the assigned Registrar’s Clerk for stamping.

6.    Proceed to our Campus Library for ID validation.

Note: Only STUDENTS who completed the above enrollment procedure will be considered OFFICIALLY ENROLLED.

Cross-Registration

            Cross-registrants from other educational institutions should have a written permission from their school registrar to be presented to the CvSU Registrar.  The permit shall state the subject(s) and the total number of units the student is allowed to cross-register and the University shall be the venue for the course to be registered.

            For courses with pre-requisites, the cross-registrant shall be required to present an authenticated proof of equivalency of course and description of the required course.

            CvSU students who are planning to cross-register in other University College or Campus shall be allowed only under the following conditions:

      • The course(s) to be cross-registered should have exactly the same description as the one being offered in another college or campus where the student plans to cross-register;
      • Must have written permit from their respective College Registrars and finally  the University Registrar; and
      • Students are followed to cross-enroll a maximum of six (6) units only for the entire program.

Cross-Registration Procedure from other CvSU Campuses

1.    Student submits approved Permit to Cross Register (PCR) and Subject’s Description with total number of lecture and laboratory of the subject/s intended to enrol to the Campus Registrar for approval.

2.    Student submits the following to the Admission Office/ Office of the Students Affairs and Services (OSAS) for issuance of Notice of Admission Slip:

      •  Approved PCR
      • Accomplished Admission form

3.    Proceed to the MIS Office and present the Notice of Admission Slip for encoding and printing of Registration Form.

4.    Proceed to the Registrar’s Office and present the printed Registration Form for stamping.

Cross-Registration Procedure from other Universities

1.    Student submits approved Permit to Cross Register (PCR) and Subject’s Description with total number of lecture and laboratory of the subject/s intended to enrol to the Campus Registrar for approval.

2.    Student submits the following to the Admission Office/ Office of the Students Affairs and Services (OSAS) for issuance of Notice of Admission Slip:

      • Approved PCR
      • Accomplished Admission form

3.    Proceed to the MIS Office and present the Notice of Admission Slip for encoding and printing of Registration Form.

4.    Proceed to the Cashier’s Office and pay the necessary fees.

5.    Proceed to the Registrar’s Office and present the printed Registration Form for stamping.

Student Records Services

Request of Official Transcript of Records

The transcript of record is the student’s complete and permanent academic record. The Office of the Registrar is tasked to prepare, maintain and retain this academic record. Since it contains important information of the student, no other person or institution could claim the transcript of records.

The Transcript of Records may be official (with school seal and signature of the University Registrar) or unofficial.

The Transcript of Records may be issued as requested, regardless of frequency and number of copies.

Processing Period

The document is available after ten (10) working days from the date of submission of request.

Procedure details

Copies of the Transcript of Records may be obtained through the following steps:

      • Know your student # and fill-up the application form (CvSU-CCAT Registrar form 11) completely.
      • Seek clearance and pay the necessary fees. (Only the undergraduate students requires clearance).
      • File accomplished application form and presents the official receipt to the Office of the Registrar for processing.
      • Ask for the “Claim Stub.” The claim stub indicates when to follow-up/receive your request, and it should be presented when claiming for the request

Note: On the date of the release the applicant should submit a 2 pieces of red documentary stamp for employment or for personal copy.

All unclaimed documents after 60 DAYS from the date of release will be Disposed/Shredded and payments made forfeited.

In the event that the applicant does not able to claim personally he/she must provide an AUTHORIZATION LETTER, I.D cards in pursuant to the Republic Act 10173 – Data Privacy Act of 2012.

Request of Certifications

The Office of the Campus Registrar issues various types of Certifications. These include Certification of:

      • Enrollment
      • Graduation
      • English as a Medium of Instruction
      • Units Earned
      • Honour Graduates
      • Transfer
      • Authentication and Verification
      • Others (only for matters with readily-available data and are verifiable)

Certifications may be issued as requested, regardless of frequency and number of copies.

Processing Period

The document is available after five (5) working days from the date of submission of request.

Procedure details

Copies of the Transcript of Records may be obtained through the following steps:

1.  Know your student # and fill-up the application form (CvSU-CCAT Registrar form 11) completely.
2.  Seek clearance and pay the necessary fees. (Only the undergraduate students requires clearance).
3.  File accomplished application form and presents the official receipt to the Office of the Registrar for processing.
4.  Ask for the “Claim Stub.” The claim stub indicates when to follow-up/receive your request, and it should be presented when claiming for the request

Issuance of Transfer Credentials

The “Transfer Credentials” (formerly referred to as “Honorable Dismissal”) is a document certifying that a student has no pending accountabilities and he was not found guilty of misdemeanor defined under the University Student’s Norm of Conduct with the school and is eligible for transfer to another educational institution.

As such, the Transfer Credentials is a permanent termination of studies at Cavite State University

Policies

In the Registrar’s Manual of Academic Rules and Procedures (March 2009) provides the following in connection with the transfer of students and transfer credentials:

1.  Certificate of Eligibility to Transfer / Honorable Dismissal is voluntary withdrawal from the University.

2.  The statement indicates that the student withdraws in good standing as far character and conduct are concerned.

3.  All indebtedness must be settled before a statement of certificate of eligibility to transfer shall be issued.

4.  Any student who leaves the University by reason of expulsion due to disciplinary action shall not be entitled to certificate of eligibility to transfer.

5.  If the student has been dropped from the rolls of the University on the account of poor academic performance, a statement to this effect shall be included in the certificate of eligibility to transfer.

 Procedure details

The Certification of Transfer Credentials may be requested through the following steps:

1.  Accomplish the Application form (CvSU-CCAT Registrar form 11)  available at the Office of the Campus Registrar.   

2.  Submit the form to the Registrar’s Staff for assessment of fees.

3.  Secure the required signatures in the clearance (Only the undergraduate students requires clearance).     

4.  Pay the assessed amount to the Cashier

5.  Return the form to the Registrar’s Staff and presents the Official Receipt.

6.  Ask for the “Claim Stub.” The claim stub indicates when to follow-up/receive your request, and it should be presented when claiming for the request.

Note: On the date of the release the applicant should submit a 4 pieces of red documentary stamp    

All unclaimed documents after 60 DAYS from the date of release will be Disposed/Shredded and payments made forfeited.

In the event that the applicant does not able to claim personally he/she must provide an AUTHORIZATION LETTER, I.D cards in pursuant to the Republic Act 10173 – Data Privacy Act of 2012.

Verification of Records

For verification of students who attended, and graduates of Cavite State University – CCAT, Rosario, Cavite, and/or of documents submitted by your applicants, whether for employment or for further studies, purportedly issued by our Campus, please follow the procedures below:

1. Please email your letter of request for verification of academic information at  cvsur.registrar@yahoo.com.ph, stating the complete name (used while in school) of the student/graduate and the purpose of the verification.

2. The letter must be duly signed by the Human Resources Manager/Director or its equivalent (for employment verification) and by the Dean/Admissions Officer or its equivalent (for academic verification).

3.  Please attach the scanned copy of the following:

      •  A copy of the document to be verified/authenticated.
      • AUTHORIZATION TO RELEASE RECORDS (can be requested at the Office of the Registrar) signed by your applicant.  
      • Your company/institution profile (for first-time requester)
      • Valid ID of student subject with signature (passport/government-issued ID’s)   

Processing Period

The verification request is available after three (3) working days from the date of sending of request.

Adding, Dropping and Changing of Subjects Enrolled

The university allows adding, dropping and changing of subjects and/or course during the designated schedule. Adding, dropping and changing of subjects are only allowed on the following reason:

      • Conflict of class schedules
      • Wrong subject/s enrolled
      • Wrong description of subject/s enrolled
      • Enrolled in major/higher course without passing the pre-requisite subject/s
      • Wrong sequence of subject
         

The procedures for changing of course and adding, dropping and changing of subjects are as follows:

1.  Download Adding/Changing & Dropping form (CvSU- CCAT Registrar Form 14) through our Official Website (www.cvsu-rosario.edu.ph).

2.  Registrar’s Office – Assessment of adding, dropping and changing of subject/s and for the schedule code.

3.  Schedule Coordinator by department – Class schedule and subject teacher.

4.  Subject teacher – Instructor’s signature.

5.  Registration Adviser & Campus Registrar – For approval of the subject/s.

6.  MIS Office – For “ENCODING & STAMPING”

 

Dropping of Course/s

Students are considered enrolled in their courses that appear on their Registration Forms (RF) that are issued by the Office of the Campus Registrar.

Dropping of course/s shall be made within six (6) weeks after the start of regular classes. Dropping of courses beyond this period shall not be allowed except due to illness or change of residence.

Students who fail to drop/withdraw a course(s) are considered officially enrolled in the course(s) and are therefore, covered by all the provisions applicable to enrolled students.

For purposes of official academic records, dropped courses will still appear in the Transcript of Records as a Dropped (Drp.)

The procedures for dropping course/s are as follows:

1.    Proceed to Registrar’s Office and request the form (Registrar Form 3 –Request to Drop Course/s).

2.    Accomplish the form 3.

3.    Proceed to the subject’s teacher for their signature.

4.    Proceed to Registrar’s Office and the Office of the Campus Administrator for approval.

5.    After securing all the signatures attach the student’s copy of registration form and reproduce the form into duplicate copies one copy each for the Registrar and Student.

Withdrawal of Course Registration

Withdrawal of Course Registration shall be made before the start of regular classes. Withdrawal of courses beyond this period shall not be allowed except due to illness or change of residence.
 

A student should notify the Campus Registrar that he/she wanted to withdraw his/her registration in the university.

Students who fail to withdraw a course(s) are considered officially enrolled in the course(s) and are therefore, covered by all the provisions applicable to enrolled students.

For purposes of official academic records, withdrawal of courses do not appear in the Transcript of Records and are treated as if these were not enrolled and all the submitted documents will be returned to the student.

Leave of Absence

The term “Leave of Absence” (LOA) refers to an absence from the university. Students on LOA are not enrolled in any course, are not considered bona fide students, and are not allowed to enter the campus except as occasional visitors to transact with certain offices.

Moreover, students on LOA are not permitted to enroll and study in another educational institution. No course taken by students on LOA from another school may be credited towards the completion of the program in this university.

Undergraduate students are assumed to enroll on a continuous basis until their program is completed. Any break in enrollment requires the filing of a Leave of Absence. An approved LOA is a permission from the university to temporarily interrupt studies. As a general rule, it carries with it an implied guarantee to accept the student as a returnee, subject to other policies of the university.

Procedure details

To file for a Leave of Absence, the steps below must be followed:

1. Proceed to the Office of the Registrar and request Application for Leave of Absence

2. Accomplish all fields in the Application for Leave of Absence Form and have it signed by the following in the sequence below:

          • Parent/Guardian
          • Registration Adviser
          • Campus Registrar
          • Campus Administrator

3. Submit the accomplished Application for Leave of Absence Form (4 copies) one copy each Registrar, Director ODI, Campus Administrator and Student. Forms with incomplete information and signatures will not be accepted.

Shifting to Other Programs

Students who intend to shift to another University program must accomplish a prescribed form (CvSU-CCAT Registrar Form 9 – Letter of Intent) for the purpose to be approved by the Department Chairperson where they want to shift to, during the registration period. A copy of the approved application for shifting should be forwarded to the Office of the Campus Registrar.

Moreover, student shifters should pass the approved admission policy of the program they wish to pursue.

Procedure details

To file for a Letter of Intent, the steps below must be followed:

1. Proceed to the Office of the Registrar and request Letter of Intent and for the evaluation and computation of the General Point Average (GPA).

2. Accomplish all fields in the Letter of Intent and have it signed by the following in the sequence below:

          • Registration Adviser of previous department
          • Department Chairperson of previous department
          • Registration Adviser of receiving department
          • Department Chairperson of receiving department
          • Campus Registrar
          • Director, Instructions
          • Campus Administrator

3. Submit the accomplished Letter of Intent (3 copies) one copy each Registrar, New Registration Adviser and Student. Forms with incomplete information and signatures will not be accepted.

Incomplete Grades

GRADE OF “INCOMPLETE” (“INC”). The grade of “Inc” is given if a student’s class standing throughout the semester is “Passing,” but fails to take the final examination or fails to complete other requirements of the subject due to illness or other valid reasons. In case the class standing is not “Passing” and the student fails to take the final examination for any reason, a grade of 5.00 shall be given.

Removal of the “Inc” must be done within the prescribed time [within one (1) academic year in which there are three (3) regular removal periods] by passing an examination or meeting all the requirements of the course, after which the student shall be given a final grade based on his/her overall performance. For purposes of scholastic standing, a grade of “Inc” is not included in the computation. When it is replaced by a final grade, the latter is to be included in the grades during the semester when the removal was made.

All grades of “4.0” and “INC” due during the semester will automatically become “5.0” on the last day of submission of grades specified in the school calendar.

Procedure details

To file for a Report of Completion, the steps below must be followed:

 1. Pay P10.00 to the cashier for the Completion Form

2.  Proceed to the Office of the Registrar present the official receipt and request  Report of Completion (CvSU-CCAT Registrar form 6).  

3.  Accomplish all fields in the Report of Completion and have it signed by the following in the sequence below:

          • Subject’s Instructor/Professor
          • Department Chairperson
          • Director, Instructions
          • Campus Registrar
          • Campus Administrator

4. Submit the accomplished completion form (4 copies) one copy each Registrar,

Registration Advise, MIS Office and Student. Forms with incomplete information and signatures will not be accepted.

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