Registrar Office

The Office of Registrar:

  • Is responsible for all operational matters pertaining to student intake, admission, placement, readmission, enrollment, academic records, and graduation;
  • Carries out the duties and responsibilities given to it in close cooperation with the relevant academic units and other offices of the College;
  • Coordinates and processes the recruitment, admission, placement, and graduation of students;
  • Processes registration and course enrolment; provides dispatch of academic record services to departments, students and other concerned offices;
  • Processes, coordinates and oversees graduate admissions and enrolments;
  • Develops and implements proper mechanisms and instruments for the recruitment, admission, placement and orientation of new undergraduate students;
  • Organizes, coordinates and oversees the orientation of new students to the College in consultation with academic deans and students deans; and prepares and issues College’s Catalogue(s) and student handbooks of the College;
  • Develops and implements efficient and effective student information system including student record management that enables the College to collect, process, deploy and disseminate information and data on TVET, undergraduate and graduate programs, student population, and student activities;
  • Creates and maintains up-to-date, confidential and permanent records of all students, including drop-outs, dismissals, withdrawals, and alumni of TVET, undergraduate and graduate programs in particular by collecting student personal information necessary for academic management purposes, keeping and controlling physical and/or electronic official academic records of students, processing and communicating student records, controlling access and disclosure of student records, and retaining, correcting and disposing of student academic records;
  • Organizes, maintains and disseminates up-to-date data on student enrolment, admissions, withdrawals, attrition/completion, dropouts and graduates;
  • Maintains up-to-date, secure, accurate records on curricula of programs and on student admission and placement, differentiated based on types of programs and modes of delivery;
  • Schedules and processes the readmission of returning students;
  • Prepares and issues identification cards, attesting to the admission status of students;
  • Prepares and publishes the yearly TVET, undergraduate and graduate catalogue;
  • Announces and advertises College’s programs to the public in consultation with academic dean, Vice president and President Office;
  • Organizes the registration of students according to courses of study;
  • Prepares the Academic Calendar of the College each year in consultation with the Vice President and submits the same to the Senate for approval; ensures the timely distribution of such Calendar to the pertinent units of the College and sees to it that academic units strictly adhere to the Calendar;
  • Facilitates the final Senate approval of graduation of students by preparing the list of candidates, recommended by the academic units, and eligible for the award of degrees, diplomas and certificates; and posts such list on the College’s notice board and website upon approval by the Senate;
  • Develops mechanisms for the early and timely certification of graduates; issues transcripts, degrees, diplomas and certificates;
  • Manages the collection, storage, correction, disclosure, retention and disposal of student academic records with proper regard to efficiency, integrity, accuracy, accessibility, privacy and security;
  • Permits students to view their academic records; allows only academic staff who have signed the College confidentiality agreement to have access to student records, disclose student records to law enforcement authorities and disclose student records to other persons only with the express consent of the student concerned;
  • Organizes and administers graduation functions, transcript evaluations, certification process/ issuance of transcripts and other academic credentials for students and alumni, ensuring efficient and effective workflow;
  • Issues College-wide general criteria for all matters pertaining to student intake, admission, selection and placement;
  • Ensures that pertinent laws and policies, directives of the Senate and its committees and guidelines on student intake capacity, selection, admission, placement, student enrollment management, curricula and graduation matters such as courses and credit requirements are strictly observed;
  • Ensures that all admissions and placement of students from foreign schools are conducted as per the rules and regulations of the University;
  • Without prejudice to the relevant provisions of the Proclamation, and upon approval of the AVP, consults with the Ministry on the determination of student intake capacity and admission;
  • Sees to it that a threshold of student class size is met, and where such threshold is not met, effects the cancellation of low enrollment for courses/modules and takes such other measures deemed necessary in the circumstances;
  • Bears responsibility for the custody of the Common Seal of the University;
  • Supports, coordinates and oversees the registrar units of the University in particular by providing them with leadership, support and oversees academic units for the implementation of related technology application in support of enhanced services offered through registration and students record management; and
  • Implements the University`s policies for enrollment and student records management.

 

Contact address

Addis Ababa, Ethiopia