DOCUMENT SERVICES
UNIVERSITY REGISTRAR

The Office of the University Registrar is responsible for the effective and efficient management of student records, and contributes to the attainment of the University’s Vision, Mission and Goals.

Specifically, the OUR provides the following services:

  1. plans and executes registration procedure;
  2. secures enrollment credentials;
  3. advises students on curriculum requirements and other academic policies of the University and concerned government agencies;
  4. evaluates and credits subjects/units earned by the students;
  5. manages student records;
  6. issues Certificates, Grades, Transcript of Records, Transfer Credentials, Diploma, and other academic documents;
  7. verifies, authenticates, and certifies school records upon request of individuals and public or private organizations, here and abroad and
  8. processes special study permit and student visa of international students.
SERVICES

ADDING and CHANGING of COURSES

Addition of course/s or change in schedule shall be done during the enrollment period until the second week from the start of classes, upon the approval of the Dean, the University Registrar and the Treasurer.

Procedure:

  1. To add/change course/s, the student shall:
    Accomplish the Application form for Adding, Changing, Removal or Official Dropping of Course/s (Form UA-OUR-10A) at the Dean’s Office and secure the approval of the Dean, the University Registrar and the Treasurer.
  2. Pay the processing fee (if applicable) at the Finance Office.
  3. Present the approved form and secure the new Class Schedule/Assessment form with the added/changed course/s at the Dean’s office.
  4. Submit the approved form to the Office the University Registrar.

Requirements:

Original Class Schedule/Assessment Form and Official Receipt

Processing period- 1-2 days

CANCELLATION of ENROLLMENT/REMOVAL of ALL COURSES

Withdrawal from a program of study during the enrollment period until the second week from the start of classes shall be considered as cancellation of enrollment/ removal of all subjects enrolled for the program.

Procedure:

Accomplish Form UA-OUR-10A Adding, Changing, Removal, Official Dropping of Subject/s at the Dean’s Office.

The letter of request should also be noted and approved by the Dean.

  1. Present the letter of request for cancellation of enrollment addressed to the University Registrar that is duly signed by parents / guardian and the Dean.
  2. Accomplish the form for Adding, Changing, Removal, Official Dropping of Subject/s at the Dean’s office. The letter of request should also be noted and approved by the Dean.
  3. Submit the letter of request for cancellation of enrollment duly signed by the parents/guardian to the Office of the University Registrar.
  4. Settle the processing fee at the Finance Office.
  5. Submit the approved form to the Office of the University Registrar. The submitted admission / transfer credentials for the current term, in the case of newly enrolled freshmen and transferees, will be returned to the student.

Note: The Outgoing Clearance should be simultaneously accomplished and approved together with the Form UA-OUR-10A before the release of the enrollment credentials .

Requirements:

Original Class Schedule/Assessment Form and Official Receipt

Processing period- 1-2 days

CANCELLATION of ENROLLMENT/REMOVAL of ONE or MORE COURSE/S

Withdrawal from one or more courses during the enrollment period until the second week from the start of classes shall be considered as cancellation of enrollment/removal of one or more subject/s enrolled for the program.

Procedure:

To cancel or withdraw one or more course/s, the student shall:

  1. Submit a letter of request for removal of course/s signed by parents/guardian addressed to the Dean.
  2. Accomplish the Application form for Adding, Changing, Removal or Official Dropping of Course/s or Form UA-OUR-10A with the approval of the Dean, the University Registrar and University Treasurer.
  3. Settle the processing fee at the Finance Office.
  4. Secure a new Class Schedule/ Assessment Form at the Dean’s office with the exclusion of the cancelled/removed subject/s.
  5. Submit the duly approved Form UA-OUR-10A to the Office of the University Registrar.

Requirements:

Original Class Schedule/Assessment Form and Official Receipt

Processing period- 1-2 days

OFFICIAL DROPPING OF COURSE/S

Official dropping of course/s (OD) is allowed after the enrollment period (on the third week after the start of classes) until the day before the midterm examinations. The course/s will not be cancelled/removed but will be marked as OD (Officially Dropped) provided, the student has not incurred FA (Failure due to Absences) prior to the midterm examinations. In extraordinary cases, for reason of illness or other justifiable reasons, the Dean and University Registrar may act on a request for official dropping subject/s after the midterm examinations.

Procedure:

To officially drop a course/s, the student shall

  1. Accomplish the Form UA-OUR-10A at the Dean’s Office and seek the approval of the Dean, University Registrar and University Treasurer.
  2. Accomplish the Form UA-OUR-19 – Record of Class Attendance. Have the form signed by all concerned teachers.
  3. Settle the processing fee at the Finance Office.
  4. Secure the new Class Schedule/Assessment Form at the Dean’s Office with the excluded subject/s.
  5. Submit the duly approved Form UA-OUR-10-A to the Office of the University Registrar.

Requirements:

Original Class Schedule/Assessment Form and Official Receipt

Processing period- 1-2 days

ISSUANCE OF DOCUMENTS

The Office of the University Registrar may issue 2 nd copy of diploma, certifications, course descriptions, related learning experience, transcript of records and transfer credentials upon request by the owner of the documents. Under existing laws, only the owner of the records is allowed to request for documents in connection with his/her school records and claim the requested document/s.

Requests and claiming of documents by representative/proxy should be covered by an Authorization Letter signed by the owner and the proxy/representative must present his/her valid identification card and that of the owner.

The Diploma is issued only once. A second copy of diploma may only be issued, if the original is lost or damaged. However, the second copy of diploma is issued only once.

The University reserves the right to withhold, deny or cancel any request for documents due to pending accountabilities.

Documents/s not claimed after 90 days from due date will be DESTROYED and payments made FORFEITED.

Procedure:

  1. Download Form UA-OUR-01A (Application for Documents) or secure a copy from the Office of the University Registrar.
  2. Fill out Form R-01A.
  3. Have the filled out Form UA-OUR-01A and the requirements assessed by the Records in Charge.
  4. For first time applicants for Transcript of Records, secure the signature of the concern College Dean and Director of Libraries.
  5. Pay the corresponding fee at the Cashier.
  6. 6Submit the signed Form UA-OUR-01A and the official receipt to the Office of the University Registrar.
  7. When claiming the document on releasing date, submit the following:
    • Claim stub issued by the Office of the University Registrar
    • Official Receipt
    • Proxy must present an Authorization letter signed by the owner of the document/s and valid Identification Cards of the owner and of the representative.

VERIFICATION of RECORDS

For purposes of employment or for further studies, the University processes verification of academic information of students and graduates.

Procedure:

The company or institution that verifies academic information shall observe the following:

  1. Using the company/institution’s letter head, a letter of request for verification of academic information, stating the complete name (used while in school) of the student/graduate and the purpose of the verification. 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).
    The following are to be attached to the letter sent via mail, fax, courier or email:

    1. A copy of the document to be verified/authenticated (if applicable)
    2. Authorization to release records signed by the applicant
    3. Company/Institution Profile (for first-time requester)
    4. Valid ID of student/graduate with signature (passport/government-issued ID/company ID)

NOTE: The response for the academic verification of records will be sent by the University through email.

REQUESTS THROUGH REPRESENTATIVES

In the physical absence of a student/graduate, filing for application for documents may be done through an authorized representative or proxy.

The following shall be observed:

  1. The applicant, a UA student/graduate, will send an email regarding the application for documents to reg@ua.edu.ph with the following attachments:
    • Valid ID of student/graduate with signature (passport/government-issued ID/company ID)
    • Authorization letter signed by the applicant for the proxy
  2. The authorized representative will process the application for documents at the OUR and observe the following:
    1. Present a valid ID with signature (passport/government-issued ID/company ID)
    2. Accomplish the Form UA-OUR-01A – Application for Documents
    3. Take charge of the postage in sending the requested document to the applicant
REQUIREMENTS, FEES AND PROCESSING PERIOD
Services Requirements Fees Processing Period
Adding, Changing and Official Dropping of Courses Updated Evaluation Form P100.00 1 to 2 working day/s
Removal of Courses Updated Evaluation Form P100.00 1 to 2 working day/s
Issuance of Second Copy of Diploma 1.     Letter of Request signed by the owner

2.     Scanned copy of government issued ID with signature of the owner

3.     Notarized Affidavit of Loss if the original is lost

P661.00 15 working days
Issuance of Certifications (including Related Learning Experience) P50.00 2 to 3 working days
Course Descriptions P50.00/page 5 working days
Issuance of Transcript of Records P200.00 5 working days
Issuance of Transfer Credentials

·      True Copy of Grades

·      Certificate of Eligibility to Transfer

Letter of intent to transfer to another school signed by the student and his or her parents and approved by the Dean P300.00 5 working days
Authentication of Documents

·      Transcript of Records

·      Diploma

·      ID card

·      Certificates

·      Class Schedule/Assessment Form

·      Evaluation form

Original and five (5) photocopies of the document for authentication

 

 

P50.00 per document 1  working day
Replacement of Class Schedule/Assessment Form P50.00 1 working day
CONTACT INFORMATION

Office of the University Registrar
Room 201 Second Floor
Ryan Building

Tel. Nos: +6345-9613617, 9615675, 9610503 local 202

Tele Fax: +6345- 9611648
Email: reg@ua.edu.ph

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