Registrar's Office

The Office is the central hub serving students, their parents, faculty and administrators, agencies and professional organizations relative to admission, record establishment, registration, student record maintenance, verification and certification services, degree audits and certification, data reporting, and other related activities.

We envision, providing efficient, quality and timely registrar services.

Vision


The Registrar’s office envisions to be fully automated, providing a systematic and convenient processing of students’ records. As such it is perceived to have an integrated and web-based enrolment system to better facilitate student registration and other processes that supports it.

 

Mission


The Registrar’s Office pledges its full support to the University of Batangas in its commitment to provide quality education. It also adheres to the institutional desire of providing quality services to its clientele and to the community in general.

 

Objectives


● Implement curricula for Tertiary, Graduate and Law.
● Work proactively with internal and external stakeholders.
● Adopt cost-effectiveness and reduction of waste.
● Ensure knowledge-based and equipped personnel.
● Develop relevant academic research with utilization value for the institution and the community.
● Improve the quality of life of beneficiaries through sustainable community extension services.
● Provide support system for students and other stakeholders to explore basic and advanced knowledge.

 

Contact Information


Registrar’s Office
J.Y. Javier Building
Hilltop, Batangas City

Phone: +63 43 723-1446 local 204/214
Fax: +63 43 723-4500
email: [email protected]

Office Hours:
Monday to Friday : 8:00am – 12:00pm , 1:00pm – 4:00pm

Enrollment Procedure

The process starts at the Admissions Office after the student passed the entrance examination and continues to the point when he/she submits admission requirements.

1. Upon completion of the requirements at the Admissions Office, students proceed to the Registrar’s office for submission of original copies of Entrance Credentials and issuance of Enrolment Assessment Form (EAF).
2. The student will then be required to proceed to the Budget Management Office for checking and validation of the assessment form.
3. Upon validation, the student will then proceed to the Cashier’s Office for payment.
4. Upon payment, the next step would be to go to the Clinic for medical and dental evaluation.
5. After the said evaluation, the student must visit the Bookstore for uniform measurement and ID picture taking
6. Finally, the student must register for E-Brahman at the Information Technology Center.

1. Upon arrival to the University, Exchange Students will accomplish the online admission and issuance of permit to enrol.
2. Proceed to the Registrar’s Office for submission of requirements and issuance of Enrolment-Assessment Form.
3. Proceed to the Budget Management Office for validation of Enrollment.
4. Payment to the Cashier’s office for Registration, School ID and Insurance (Exchange Programs without insurance).
5. Upon payment, proceed to the University Bookstore for picture taking and issuance of school ID.

The process starts at the Admissions Office after the student passed the entrance examination
and continues to the point when he/she submits admission requirements.

1. Upon completion of the requirements at the Admissions Office, students proceed to the Registrar’s office for submission of original copies of Entrance Credentials and issuance of Enrolment Assessment Form (EAF).
2. Submit Form 138 and secure the registration form.
3. Fill out the registration form (F-HRO-02 for Junior High, F-HRO-25 for Senior High) and request for the printout of Enrolment-Assessment Form (EAF). Students with irregular subjects must see the Registrar’s Office for arrangement of schedules. Scholars submit the temporary (EAF) to the BMO for final assessment.
4. Proceed to Cashier’s office for payment of designated fees.
5. Grade 7 students should report to the Guidance Office for placement test schedule and completion of personal data sheet.
6. Grade 7 and transferees are required to undergo physical examination at the University clinic.
7. Following the provisions of RA 9165, it is understood that students who enrol at the University of Batangas agree to undergo drug testing procedures

The process starts at the Admissions Office after the student passed the entrance examination and continues to the point when he/she submits admission requirements.

1. New pupils (Kinder and Transferees) are required to submit their requirements at the Guidance Office. Thereafter, they shall be issued an enrolment form (F-ERO-01) and admissions slip.
2. The Registrar’s Office then encodes their registration.
3. The assessment of fees at the Accounting Office follows.
4. Upon payment, the student will then undergo a medical examination at the University Clinic.
5. Then, to the Principal’s office to be reminded of the things to prepare for upon school opening.
6. On the other hand, old pupils (grade 2 to Grade 6) are required to secure an Enrolment Assessment form at the Principal’s Office upon presentment and submission of their report cards.
7. The enrolment forms shall then be filled out and submit to the Principal for signing.
8. Thereafter, the parents or the student shall submit the form at the Registration Section for encoding
9. The parents or student must go to the Accounting Section for assessment of fees
10. Lastly, to the Cashier Section for payment of fees.
11. The textbooks however shall be paid at the University of Batangas Bookstore.

A student on his/her regular year level can register online using their E-Brahman account. Refer to the Online Registration Policies

1. Login to the UB portal, then use student number and password to access the online registration.
2. After successful registration/reservation, students are given three days (from registration date) to report to their respective College/Department for printing of EAF; otherwise, reservation / registration will be invalidated. Students csan pay online using the same facility. Final copy of EAF will be available in the College/Department as soon as the student reports.
3. Cashier’s Office for final enrollment or payment of required tuition fees. (Refer to the Online Registration Policies)

or

1. Proceed to respective Colleges for advising, subject encoding and assessment. For scholars, request for temporary assessment.

2. For Scholars, proceed to the Accounting Office for final assessment before payment. For non- scholars, proceed to the Cashier’s Office for payment.

1. Get Notice of Change Course form (F-CRO-07) and seek approval from the Guidance Office and previous college
2. Upon approval, proceed to the new college for evaluation of subjects taken.
3. Go to the Guidance Office for applicable examination in case of shifting from two year program to degree program or from non-board to programs with board examination. Get permit to enrol.
4. Go to the new College for enrolment assessment. For scholars, request for temporary assessment.
5. For non-scholars, proceed to Accounting Office for final assessment before payment

Policy

Per sec 3 (g) of RA 10173 (Data Privacy Act of 2012), Personal information refers to any information whether recorded in a material form or not, from which the identity of an individual is apparent or can be reasonably and directly ascertained by the entity holding the information, or when put together with other information would directly and certainly identify an individual.

Pursuant thereto, information collected by the University which includes but are not limited addresses, telephone numbers, originating school, names of parents are likewise deemed as personal information, thus confidential and considered as privileged communication.

The institution therefore guaranties that the information processed and collected are protected and safeguarded in accordance with Chapter V, Section 20 of RA 10173.

Dropping of subjects can be done anytime but not after taking the final examination. A student has to undergo official dropping procedure by accomplishing the Adding/Dropping form (F-CRO-08, College UBBC, F-RO-04, UBLC, F-HRO-15, Junior High, F-HRO-15A, Senior High, F-ERO-03, Elementary) Once completed and approved he/she has to inform his/her teacher to avoid a mark of 5 or failed.

A student who officially drops the subject due to justifiable reasons before the midterm examination shall be given a corresponding mark which is not considered failing mark.

Changing, dropping or adding of subjects after enrollment is allowed only for valid reasons within the prescribed period. Valid reasons include changes in schedules of subjects resulting to conflict of schedule, opening of petitioned subjects, failure in prerequisite subjects and other similar reasons. Adding Subjects is allowed at a specified period indicated in the Academic Calendar of the year.

Changing time or schedule is allowed only if the subject/course is dissolved.
Procedures:
1. Secure Adding/Dropping form ((F-CRO-08, College UBBC, F-RO-04, UBLC) at the respective College/Department.
2. Fill out the form and seek approval from the Department Head, and Dean.
3. Submit the approved form to the Registrar’s Office and BMO for final processing.

• The subject load of a student shall be in accordance with the approved curriculum for each degree program and major.
• A student shall not be permitted to take any advanced subject until he has satisfactorily passed the prerequisite subject or subjects. However, a student may be allowed to simultaneously enroll in prerequisite subject or advanced classes when the prerequisite is a repeated subject or when the student has superior scholastic standing or when the student is graduating at the end of the school term and when it is approved by the Dean and the Registrar.

• A graduating student may be allowed additional subject-loads of not more than six (6) academic units in excess of the normal load prescribed in the approved curriculum for the last school term. Likewise, a graduating student may on a case-to-case basis, be allowed to take several Physical Education (PE) courses in a semester.

The Grade Point Average (GPA) is the overall academic performance of each student.
Grades of the credited courses are computed using the following formula:
GPA = ©(units * grade) / Total Units
where:
units = course units
grade = final grade
Total Units = sum of all units taken

Grades in PE, ROTC, CWTS and other non-credit courses included in the
program/curriculum are not part of the computation.

GPA will be computed regularly on a semester basis then annually and is reflected at the
Student’s Report Card and Transcript of Records.

The following are guidelines for the issuance of transfer credentials:

1. The issuance of the statement of eligibility to transfer indicates that the student is (a) free of all financial and property responsibilities to the school; (b) not under term of suspension, and (c) fully eligible to transfer. The transfer document which enables a student to be admitted to a school is not a mere statement of record of work accomplished (Form 138 or equivalent) but also the statement of eligibility to transfer in the case of elementary and high school, or the transfer credential (honorable dismissal) in the case of College.

2. In case of transfer of a student to another institution, the admitting school shall, upon receipt of the transfer credentials, request in writing for the complete school records or transcript of record of the student from the institution last attended. The latter shall forward the records directly to the former within thirty (30) days from receipt of the request.

3. In the elementary and secondary levels all pupils / students who are not under term of suspension or expulsion and who have fulfilled all financial obligations must, within two weeks after filing of the application or after the close of the school year be given their un-cancelled Report Card (Form 138) with certificate of eligibility to transfer duly accomplished and signed.

4. The school shall have in its file, after enrolment period, Form 138, Form 137 and other valid credentials of every student enrolled. In the case of students who have transferred, the certified copies of Form 137 should be sent to the school beingattended.

5. When certified true copies of Form 137 or its equivalent are sent to other schools, only the final rating in each subject need be indicated, together with the final action taken, and the general average in case of elementary grades. It will not be necessary to indicate the monthly rating or the examination marks, if any, except that the form should be indicated in case a pupils/student leaves school before completing a school year.

6. Every collegiate student who is not indebted to the College for announced school fees or has no property responsibility and who is not under term of suspension or expulsion or under investigation therefore is entitled to a transfer at the proper time of the year and that such transfer must take effect with promptness and without any effort on the part of the student except the mere application in writing for the transfer credential.

7. All transfer credentials applied for in writing by the students towards the end of the school year should be granted not later than two weeks after the close of the school year; when applied for during a vacation period, they should be granted not later than two weeks after the close of the school year; when applied for during a vacation period, they should be granted not later than the opening of the next school term. Application for transfer credentials after the beginning of classes or during the remainder of the school year should be acted upon in the best interests of the students, of the College, and of the system.

8. All students, except as herein otherwise provided, are entitled to transfer after the close of a school year or term and up to the end of the succeeding registration period, provided they have not already definitely enrolled for the new school year or term. After the end of the enrolment period, heads of the school should consider request for transfer in the best interests of the students and of the entire school system. Where there is a bona fide change of residence of the parents, or guardians of the students, or for other reasons, a request for transfer should be favorably considered.

9. As a general rule, no fourth-year secondary student may be graduated unless he has taken one full school year’s work in the school which is to grant a diploma.

10. Issuance of a duplicate transfer card requires an execution of a notarized affidavit regarding the circumstances of loss or destruction and a declaration that the original has never been used for enrolment in any school.

After the enrolment period, no transfer should be accepted for transfer, until such special arrangements with the DepEd have been approved in such cases.

Clearance is necessary when requesting a document at the Registrar’s Office. Students, Alumni and other clients are required to seek permission from the offices – Learning Resource Center, General Services, Community, Alumni and Placement office and Budget Management office. To better serve the clients, processes were simplified where the concerned offices – Learning Resource Center, General Services, Budget Management Office, IASPO, Colleges/Department, Community, Alumni and Placement Office are required to update regularly the students/alumni accountabilities/obligations, this will serve as a source of individual office clearances.

Currently enrolled students are not required to undergo the clearance procedure. Alumni, former students and other clients are directed to the Registrar’s office to secure and fill out Document Request Form.

The Registrar’s office will only issue client’s request once the alumni/former students of Batangas and Lipa campuses are cleared of all obligations as seen on the Student Clearance System

Policies on the Release of Records/Documents
1. The waiting time is subject to the completion of requirements in the students’ jacket or record.
2. Accomplished request form and appropriate clearance must be presented to the designated windows.
3. Payment for the corresponding fees must be done at the Cashier’s office.
4. Documents are released only to the person concerned. In the event that the applicant cannot personally claim his/her requested document/s, as per D.O. #48 s. 2017, a valid Special Power Of Attorney (SPA) executed by the applicant specifically stating the name of the representative and the purpose for its issuance, is required when claiming the document.

School records are classified as Non-confidential or Unclassified and Confidential or Classified.

The Non-confidential includes:
1. Enrolment Lists
2. Class List
3. Teachers’ Programs
4. Graduation Programs
5. ESC forms
6. Barangay Certification
7. Student’s Clearance Form

Confidential or Classified are records disclosed to the office strictly for admissions and management purposes, as well as personal or academics generated while the student is under the custody of the University of Batangas. These include:
1. Birth certificate issued by the Philippine Statistics Authority (PSA) formerly NSO
2. Adoption papers
3. Academic records or reports such as final grades, grading sheets F-137 / transcript
of records and F-138 / Report Card
4. Disciplinary Records
5. ACR-I Card / Study Permit /Valid Passport / Diplomatic Visa / Student Visa / Recognition Papers
6. Enrollment Slip
7. Academic Contracts
8. Court Order on Child Custody
9. Affidavit on Change of Name / Chinese Name

Withdrawal of Enrollment, requires permission from the department by accomplishing clearance and dropping form (F-CRO-08, College UBBC, F-RO-04, UBLC, F-HRO-15, Junior High, F-HRO-15A, Senior High, F-ERO-03, Elementary), then to the Registrar’s Office for the withdrawal of Credentials.

Computation of Grade Point Average

The Grade Point Average (GPA) is the overall academic performance of each student.
Grades of the credited courses are computed using the following formula:
GPA = ©(units * grade) / Total Units
where:
units = course units
grade = final grade
Total Units = sum of all units taken

Grades in PE, ROTC, CWTS and other non-credit courses included in the
program/curriculum are not part of the computation.

GPA will be computed regularly on a semester basis then annually and is reflected at the
Student’s Report Card and Transcript of Records.

Guidelines on the Issuance of Transfer Credentials

The following are guidelines for the issuance of transfer credentials:

1. The issuance of the statement of eligibility to transfer indicates that the student is (a) free of all financial and property responsibilities to the school; (b) not under term of suspension, and (c) fully eligible to transfer. The transfer document which enables a student to be admitted to a school is not a mere statement of record of work accomplished (Form 138 or equivalent) but also the statement of eligibility to transfer in the case of elementary and high school, or the transfer credential (honorable dismissal) in the case of College.

2. In case of transfer of a student to another institution, the admitting school shall, upon receipt of the transfer credentials, request in writing for the complete school records or transcript of record of the student from the institution last attended. The latter shall forward the records directly to the former within thirty (30) days from receipt of the request.

3. In the elementary and secondary levels all pupils / students who are not under term of suspension or expulsion and who have fulfilled all financial obligations must, within two weeks after filing of the application or after the close of the school year be given their un-cancelled Report Card (Form 138) with certificate of eligibility to transfer duly accomplished and signed.

4. The school shall have in its file, after enrolment period, Form 138, Form 137 and other valid credentials of every student enrolled. In the case of students who have transferred, the certified copies of Form 137 should be sent to the school beingattended.

5. When certified true copies of Form 137 or its equivalent are sent to other schools, only the final rating in each subject need be indicated, together with the final action taken, and the general average in case of elementary grades. It will not be necessary to indicate the monthly rating or the examination marks, if any, except that the form should be indicated in case a pupils/student leaves school before completing a school year.

6. Every collegiate student who is not indebted to the College for announced school fees or has no property responsibility and who is not under term of suspension or expulsion or under investigation therefore is entitled to a transfer at the proper time of the year and that such transfer must take effect with promptness and without any effort on the part of the student except the mere application in writing for the transfer credential.

7. All transfer credentials applied for in writing by the students towards the end of the school year should be granted not later than two weeks after the close of the school year; when applied for during a vacation period, they should be granted not later than two weeks after the close of the school year; when applied for during a vacation period, they should be granted not later than the opening of the next school term. Application for transfer credentials after the beginning of classes or during the remainder of the school year should be acted upon in the best interests of the students, of the College, and of the system.

8. All students, except as herein otherwise provided, are entitled to transfer after the close of a school year or term and up to the end of the succeeding registration period, provided they have not already definitely enrolled for the new school year or term. After the end of the enrolment period, heads of the school should consider request for transfer in the best interests of the students and of the entire school system. Where there is a bona fide change of residence of the parents, or guardians of the students, or for other reasons, a request for transfer should be favorably considered.

9. As a general rule, no fourth-year secondary student may be graduated unless he has taken one full school year’s work in the school which is to grant a diploma.

10. Issuance of a duplicate transfer card requires an execution of a notarized affidavit regarding the circumstances of loss or destruction and a declaration that the original has never been used for enrolment in any school.

After the enrolment period, no transfer should be accepted for transfer, until such special arrangements with the DepEd have been approved in such cases.

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