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Summary of Work Activities and Responsibilities:

The Student Documents Officer I handles the data management of student records and curricula requirements, which includes assisting in activities related to student registration, enrollment, and graduation, and submission of requirements to government agencies.

Main Duties and Responsibilities:

I. Documents and Student Records Management

Maintains data integrity of the student database by encoding accurate data into the system, ensuring stability by constantly updating and completing student records information, in compliance with the University protocol and guidelines. Assists students in relation to the use of the SIS, or refers the same to Digital Information and Technology Services cluster, or other appropriate offices. Provides inputs that will help improve how student management information is encoded, retrieved, protected, and summarized for better efficiency. Checks submitted academic documents, verifying compliance to ensure accuracy and adherence to regulatory and University standards, before proceeding with further processes. Organizes, safekeeps, 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 diploma, etc.). Receives and reviews student document requests and requirements, completeness, and identifying discrepancies in accordance with University protocols. 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.

II. Registration, Enrollment/Admissions, and Graduation Support

Tracks target enrollees versus total number of applicants received. Assists in activities related to registration and graduation. 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). Places students on hold for enrollment due to outstanding concerns until the issues are resolved. Prepares and issues the Official Class List and Grading Sheets to faculty members. Prepares and distributes IDs of students.

III. Curricular and Academic Support

Submits the updated curriculum documents and flowcharts to the Commission on Higher Education whenever changes are made by the departments and/or the respective curriculum committees, ensuring compliance with regulatory requirements and proper documentation. Documents changes in the implementation of government regulatory processes in relation to curricula. Archives copies of the academic calendar from prior school years.

IV. Administrative Support

Understands essential academic documents and standards such as grading sheets/rubrics and curriculum outlines, including their structure, content, and sourcing locations. Provides recommendations on improvements in processes related to registration, enrollment, and student records management. Monitors payment status of student document requests. Oversees the storage area, ensuring the proper organization, preservation, and disposal of documents designated for destruction following digitization. Monitors status of office supplies inventory, periodically reports status of assets and supplies.

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