Admission and Registration
Facilitate the registration of all students and ascertain the fulfillment of all admission and registration requirements.
Student services
Registrar
Official academic records, enrollment services, certifications, and transcript processing for Sulu State University students.
Registrar
Records
TOR
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Office of the College Registrar
The Office of the College Registrar serves as the official custodian of all student academic records and is responsible for managing the entire academic life cycle of students, from admission to graduation. It plays a crucial role in ensuring the integrity, security, and confidentiality of academic information.
Organization
Core duties and responsibilities
The College Registrar and their office have the following core responsibilities.
Records Management
Keep and maintain an updated, secure, and accurate information system for all student records.
Student Services
Reproduce and provide prospectus, class schedules, and academic information to requesting students.
Scholarship Management
Keep an updated record of all scholarship grantees and coordinate with the UniFAST and Scholarship Office.
Academic Evaluation
Evaluate the records of students for academic placement, residency, graduation, and the granting of honors or awards.
Diploma and Certificate Preparation
Prepare the diplomas of graduating students and assist in their distribution during commencement exercises.
Authentication and Verification
Prepare, authenticate, and issue all student records, such as Transcript of Records (TOR), diplomas, certifications, and other official documents.
Reporting
Submit reports of student enrollment at the beginning of each academic year or semester as required by the President and other regulatory bodies like CHED.
Services
Services and procedures
Essential services for students, alumni, and faculty, grouped for easy reference.
Enrollment and Registration Process
- Pre-Registration Students follow the academic calendar and check the official class schedule released by the Registrar's Office via the MIS for course offerings and available slots.
- Enrollment Form Students must accomplish the enrollment form, which is approved by their respective Dean's Office.
- System Registration Official registration is submitted to the Office of the College Registrar for filing. Only students on the certified class list are admitted to a class.
- Payment of Fees Students must pay required tuition and other school fees at the Cashier's Office.
- Final Confirmation Upon payment, the student secures class cards (or is officially enrolled in the system) and reports for classes.
- Cross-Registration Students may cross-register within SSU with Dean permission. External students must present a written permit from their Dean and Registrar.
- Residency Graduating students with no remaining subjects may register for residency, paying only miscellaneous fees to use University facilities.
Student Records and Transcripts
- Confidentiality All student records are confidential and released only upon official request.
- Transcript of Records (TOR) Official document listing courses taken, grades earned, and degrees conferred. Requires Student Clearance, application, and payment before release.
- TOR Policy Transcripts from other institutions submitted for admission become part of the permanent record and are issued as true copies with the University transcript.
- Diplomas and Certifications Diplomas are issued upon degree completion; certifications include enrollment letters and completion of requirements.
- Request Procedure Apply at the Records Section, pay the corresponding fee, and await processing. Documents are signed by the University President, Dean, and Registrar.
- Withholding Records Records may be withheld for pending financial obligations or disciplinary action until written authorization is provided.
Grades and Academic Standing
- Grade Submission Faculty must submit final grades within two weeks after final examinations. Grade sheets are distributed to Registrar, VPAA, Dean, Chairperson, and faculty.
- Late Submission Penalties Late submission is subject to penalties, from memorandum to suspension without pay for repeated delinquency.
- Grade Changes No faculty member may change a grade after filing. VPAA may authorize changes through Academic Council resolution in proven error cases.
- Reconsideration Period Students requesting reconsideration must do so within 30 days of receiving the final grade.
- Incomplete (INC) Grade Students must complete the deficiency within two semesters or the grade automatically becomes 5.00 (Failed).
Graduation and Special Orders
- Evaluation The Registrar's Office evaluates graduating students to ensure all academic requirements are fulfilled.
- Board of Trustees Approval Candidates for graduation are recommended by the Academic Council and approved by the Board of Trustees.
- Conferment The degree is officially conferred by the University President during commencement exercises.
- Non-Participation Students not attending commencement must inform their respective deans at least ten (10) days before the event.
- Diplomas Prepared by the Registrar and distributed during commencement or claimed at the Office upon clearance, signed by the President, Dean, and Registrar.
Uniform grading system
The University uses the following grade scale:
| Grade | Percentage | Description |
|---|---|---|
| 1.00 | 99 to 100% | Excellent |
| 1.25 | 96 – 98% | Very Good |
| 1.50 | 93 – 95% | Good |
| 1.75 | 90 – 92% | Good |
| 2.00 | 87 – 89% | Satisfactory |
| 2.25 | 84 – 86% | Satisfactory |
| 2.50 | 81 – 83% | Satisfactory |
| 2.75 | 78 – 80% | Satisfactory |
| 3.00 (Pass) | 75 – 77% | Passed |
| 5.00 (Fail) | 74 and below | Failed |
| INC | — | Incomplete |
| DRP | — | Dropped |
Get started
Contact and services
Location
Office of the College Registrar, Main Campus.
Working hours
Monday to Friday, 8:00 AM to 5:00 PM.
Records & documents
TOR, diplomas, certifications, and registration forms are processed through the Records Section.
Office contact
Reach the Registrar's Office through official University contact channels or visit in person.
