*Job description may be subject to changes.

Under the Document and Liaison Services Head, the Student Documents Officer handles the management of student records and assists in the implementation of student registration and enrollment.

Main Duties and Responsibilities:

Student Records Management Support

Maintains stability and integrity of student database by encoding accurate data into the system, and constantly updating all pending requirements to complete student records information Receives and reviews Completion Forms, Change of Grade Forms, and other forms concerned with student grades to ensure that they are complete, properly signed, and filed appropriately Organizes, safe keeps, and retrieves various scholastic documents, files, and records (such as, but not limited to grade sheets and class lists, student clearances, Transcript of Records, Transfer of Credentials, student diplomas, etc.) Receives requests/ appeals for corrections in name spelling, maiden name, etc., and other items of personal information, and forwards them for approval of the Registrar, with supplication of sufficient evidence warranting the correction. Verifies information in replies to third-party inquiries regarding student records Prepares Enrollment Lists, Lists of Graduates, and other reports for submission to CHED, BI, other government regulatory agencies, and internal data consumers (e.g., SQMO, DITS, CSMO, VPFT, etc.) Coordinates with third-party providers for document digitization services and migration of digitized documents to an off-campus storage facility

Registration, Enrollment/Admissions, and Graduation Support

Assists in activities related to registration and graduation Receives and reviews requirements from students, ensuring they are complete and accurate based on prescribed standards Provides an inventory of its contents, and updates accordingly Monitors compliance of foreign students with admissions and enrollment requirements, in coordination with the Office of the Assistant Vice President for University Partnerships and Internationalization (OAVP-UPI) Prepares and issues the Official Class List and Grading Sheets to faculty members Prepares and distributes IDs of students Assist students with the use of the SIS Processes student clearances for transfer and graduation purposes Prepares diploma templates, coordinates their printing, and routes them for signatures from the Dean, VP, and President

Curricular and Academic Support

Provides data required for the completion of new program proposals or changes to existing curriculum Maintains documents related to program proposals and changes in curriculum for storage and retrieval Documents changes in process implementations of government regulations Archives copies of the academic calendar from prior school years

Administrative Support

Acts as a frontliner and attends to inquiries on registration, enrollment, and student records and other walk-in transactions and requests Coordinates the release of documents to couriers and maintains updated logs of tracking information Monitors status of office supplies inventory, periodically reports status of assets and supplies Documents exceptions/ extraordinary cases encountered during registration, enrollment, and student records management for policy and process review purposes Provides inputs that will help improve how student management information is encoded, retrieved, protected, and summarized for better efficiency

Performs other work-related tasks as may be required by the immediate supervisor and authorized representative