Procedures

I.NEW STUDENTS ENROLLMENT PROCEDURE

Definition of Terms:

COR - CERTIFICATION OF REGISTRATION
NSO - NATIONAL STATISTIC OFFICE BIRTH CERTIFICATE
NCAE - NATIONAL CAREER ASSESTMENT EXAMINATION

   Steps for New Enrollees:

      1.Submit the required documents for enrollment to the Information Officer assigned in the registration & placed it in a properly labeled envelop.

      REQUIRED DOCUMENTS:

         NEW ENROLEE’S REQUIREMENTS

            -NSO Birth Certificate
            --Barangay Clearance
            - Medical Certificate*
            -Good Moral Certificate
            -Form 138A
            -Form 137
            -NCAE**
            - 1 pc 2x2 picture
            - 1 pc 1x1 picture
            * Required only to Marine and BS Criminology Students
            ** Required only to TESDA students

      2. If YES enrollee proceeds to encoding area for the processing of the pre enrollment data. If No follow the same procedure but pending requirements must be submitted on the time allotted.
      3.Enrollee will proceeds to Accounting Office for assessment and process of payments.
      4.Enrollee pays his/her tuition fee and will be given an official receipt for proof of payment. His/her COR will be printed. If the student will not pay, he/she is temporary enrolled and his/her COR will not be printed
      5.After printing of COR in Accounting Office, Cashier signed it. COR will be forwarded to the Registrar office to be marked as ENROLLED and Registrar Head validates it.
      6.Information Officer distributes copies to Registrar Office, Accounting Office and to the Student after duly responsible persons affix their signatures. Student presents the official receipt to claim his/her student copy of COR.

II. OLD STUDENTS ENROLLMENT PROCEDURE

      1.Submit the fully signed clearance form for enrollment to the Information Officer assigned in the registration & placed it in a properly labeled envelope.
      2.If Yes the Registrar evaluates and assesses the student and gives the copy of the evaluation and subjects to enroll.
      3.If No, secure first clearance form from the Registrar’s Office & have the required persons listed in the form signed.
      4.Enrollee proceeds to encoding area for the processing of the pre enrollment data.
      5.Enrollee proceeds to the accounting office for assessment and process of payments. The Cashier collects school fees: If the student pays his/her tuition fee his/her COR will be printed and he/she will be given an official receipt for proof of payment. If the student will not pay, he/she is temporary enrolled and his COR will not be printed.
      6.After printing of COR in Accounting Office, Cashier signed it. COR will be forwarded to the Registrar office to be marked as ENROLLED and Registrar Head validates it.
      7.Information Officer distributes copies to Registrar Office, Accounting Office and to the Student after duly responsible persons affix their signatures.
      8.Student presents the official receipt to claim his/her student copy of COR.

III.ENROLLMENT PROCEDURES FOR TRANSFEREES

Definition of Terms:

COR - CERTIFICATION OF REGISTRATION
NSO - NATIONAL STATISTIC OFFICE BIRTH CERTIFICATE
TOR - TRANSCRIPT OFRECORDS

   Steps for Transferees:

      1.Submit the required documents for enrollment to the Information Officer assigned in the registration & place it in a properly labeled envelope.

         REQUIREDREQUIRED DOCUMENTS:

         TRANSFEREE’S REQUIREMENTS

            -Transcript of Records
            -Honorable Dismissal
            -Transfer Credential
            -Medical Certificate*
            -Barangay Clearance
            -2pcs. Passport size Picture
            - NCAE **
            * Required only to Marine and BS Criminology Students
            ** Required only to TESDA students
      2.If Yes, the Registrar evaluates and assesses the student and gives the copy of the evaluation and subjects to enroll.
      3.If No, secure first the necessary requirements (e.g. TOR or Certificate of Grades for him to be assessed.
      4.Enrollee proceeds to encoding area for the processing of the pre enrollment data.
      5.Enrollee proceeds to the accounting office for assessment and process of payments. The Cashier collects school fees: If the student pays his/her tuition fee his/her COR will be printed and he/she will be given an official receipt for proof of payment. If the student will not pay, he/she is temporary enrolled and his COR will not be printed.
      6.After printing of COR in Accounting Office, Cashier signed it. COR will be forwarded to the Registrar office to be marked as ENROLLED and Registrar Head validates it.
      7.Information Officer distributes copies to Registrar Office, Accounting Office and to the Student after duly responsible persons affix their signatures.
      8.Student presents the official receipt to claim his/her student copy of COR.

IV. ASSESSMENT PROCEDURES FOR GRADUATING AND IRREGULAR STUDENTS/TRANSFEREES

      1. Students presents to the assessment officers the evaluation form/transcript of records or certificate of grades.
      2. If complied , the assessment officers assigned corresponding load of subjects to the students based on the evaluated subjects he/she has taken.
      3. If not complied, complete the form and requirements.
      4. Presents the assessed load to the enrollment in-charge and proceed to the enrollment process.

V. ADDING AND DROPPING PROCEDURE

      1. Secure an Adding & Dropping Form at the Registrar’s Office.
      2. Fill up the Form and affix signature.
      3. Let the form evaluated by the Academic Dean
      4. If the Academic Dean approved the Adding & dropping Form he/she will submit the form to the cashier for the notification.
      5. If the Academic Dean disapproved the Adding & Dropping form he/ she will cancel the application.
      6. The Cashier returns the form to the Registrar’s Office for encoding/deleting.
      7. Cashier prints the new COR.
      8. Registrar validates the new COR and then distributed copies of the COR to Registrar Office, Accounting Office and Student.

VI. REMOVAL / RETAKE

      1. Student submits letter to the College Dean requesting for the completion of incomplete grades.
      2. The Dean set a meeting with the concerned teacher and evaluates the problem for approval.
      3. If Yes, inform student for the schedule of removal examination. If No assigned a failing grade of 5.00
      4. Student gets removal examination on a given schedule.
      5. The teacher computes and evaluates the result of the exam.
      6. The teacher asks a copy of Completion Report Form to the Registrar.
      7. The teacher submits the filled up Completion Report Form to the Registrar.
      8. The Registrar informs the student of the grade.

VII. DOUBLE CHECKING OF DATA ENCODED IN THE STUDENT CREDENTIALS

      1. Registrar Staff encodes the data from the record of the student. It depends upon the requested documents.
      - Transcript of Records
      - Diploma
      - Training Certificate
      - Good Moral Certificate
      - Transfer Credentials
      - Honorable Dismissal
      - Certificate of Grades

      2. Registrar Staff prints the data to the scratch /used plain paper for checking. (first printing gray scale mode)
      3. Registrar Head checks the printed document.
      4. If found no errors, Registrar Staff prints the data to the official paper. If found with errors, returns the document to the registrar staff and edit the corrected data and proceeds to printing in the official Paper.
      5. Registrar again checks the final draft. If again an error occurs, return to the registrar staff for editing. If none Registrar Head affix his/her signature.
      6. Registrar Staff puts a dry seal on the document.
      7. Waits for the schedule of release

VIII. APPLICATION FOR S.O. NUMBER

      1. Prepare the necessary requirements of the students.

      For TESDA Programs
      Requirements:

      a. College Permanent Records
      b. Birth Certificate
      c. Form 138/Form 137/Transcript of Records
      d. On the Job Training Certificate
      e. Assessment Results
      f. PSSR or BT for Marine

      2. Submit all the photo copies of the requirements with marked Certified True Copies to TESDA office with Letter of Application for S.O. Number.
      3. For CHED Courses
      Submit letter of recommendation for graduation of students including the course he/she finished with Government recognition permit to CHED Regional Office.
      4. Wait for 15 to 30 days for the release of Special Order Number.

IX. APPLICATION FOR GRADUATION

      1. The registrar Issue application form for graduation to the student..
      2. Submit the fully furnished application form to the Registrar.
      3. The Registrar evaluates if all the requirements for graduation has been accomplished.
      - Final Grades to all the subjects
      - OJT
      - Clearance
      4. Include the name of the applicant to the official list of graduates.

X. RELEASING OF STUDENT CREDENTIALS

      1. Secure Application for Students Record (Reg. 013) to registrar office
      2. Fill up the application form and return the form to the said Information officer.

      -Name
      - Student I.D. Number
      -Course/Batch
      Requesting Records
      -Transcript of Records
      -Certificate of Grades
      -Honorable Dismissal
      -Training Certificates
      -Diploma
      -Transfer Credentials
      -Good Moral
      Purpose of the Request
      -Employment
      -Scholarship
      -Evaluation
      -Loan
      -Visa Application

      3. The Registrar signed the application form and forward it to the Accounting office.
      4. Accounting shall claim the payment to the corresponding credential fees and affix signature if paid.
      5. If student did not pay he/she should complete the application form.
      6. Return the application form to the Registrar Officer for approval
      7. Give to the requesting party his claim stub stating the day he will come back.
      8. After 7 working days released requested student records
      9. Log the requested on the log sheet.

XI. MONITORING AND TRACEABILITY OF GRADUATES

      1. The Registrar gathers contact information of graduates.

      - Cellphone Number
      - Address
      - E-mail Address

      2. The registrar checks updates on social networks, friends and relatives of graduates.

      - Facebook Account

      3. The registrar records on the master list log sheet news or information of the whereabouts/ company where the graduates are in.
      4. The registrar validates by calling or writing the company.

      - Status of employment
      - Date hired
      - Position
      - Salary if applicable

      5. If Yes, the registrar forwards updated copy of the monitoring record to the Blue Desk. If No, delete the gathered information on the master list.
      6. The Blue Desk forwards or email report to CHED/TESDA.







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