The Registrar's Office is the official repository of student's records from the time he enters the University to the time he graduates. The University Registrar heads this office.
The school records of each student of Arellano University are permanently kept in this office. These records include the enrolment prerequisites, such as school records of new students (freshmen, second coursers, transferees, cross enrollees) prior to their admission to the University, as well as the graduation prerequisites, such as course or degree, school year, collegiate unit, and permanent record (approved registration forms that contain the subjects taken per term at each year level, grades/ratings obtained, academic honors received, etc.)
The Registrar's Office is divided into three sections: a) records, b) processing and releasing, and c) admission and advising.
The Records Section maintains the permanent file of student records, and stores them safely in perpetuity. These records include the various academic documents each student submits as part of the University's pre-enrolment requirements, which include a duly accomplished personal data sheet, Form 137 (High School Permanent Record), and Form 138 (High School Report Card) or Special Order (for high school graduates enrolling as freshmen) and/or honorable dismissal, permit to transfer or to cross enroll (for other undergraduate students) and other relevant documents such as birth certificate, marriage contract, etc. As the caretaker of the student's academic documents in the University, the section ensures that original copies (or certified true copies) of the pertinent documents and permanent student records are securely kept. It makes sure that when the student graduates or exits from the University, whether he or she has finished a course or not, the student's records are on file.
It likewise receives the students' application forms for the issuance of scholastic documents such as a) transcript of records, b) evaluation of units earned, c) honorable dismissal, d) certificate for grades, e) certification of subjects enrolled in a particular semester or term, f) certification of units earned, g) certification for comprehensive and/or oral examination, h) certification of enrolment, i) certification of subject course description, j) diploma, k) certification of graduation, l) verification of graduate or non-graduate student records (local and abroad) m) certification of clinical record, n) correction of name, o) certified true copy of transcript of records, special order, or clinical record, CAV (certification, authentication and verification of transcript of records, diploma, etc. with CHED).
The Processing and Releasing Section is responsible for processing the students' application forms for such the issuance of scholastic documents and/or information based on the records on file with the office. It also responsible for evaluating the student's school records to determine if he or she has satisfactorily completed the requirements for graduation. The section processes the graduation papers of the candidates for graduation, authenticates their transcripts of records, and transmits these documents to CHED-NCR to obtain a Special Order for the graduates. This section is likewise responsible for releasing the scholastic documents requested by the students.
The Admission and Academic Advising Section is responsible for encoding the data derived from the Student Information Form (SIF) and the Student Information Update Form (SIUF), which it feeds into the computer-based Student Master File. This is a necessary procedure in order to generate the Student Number and Permit to Enroll.
On academic advising, the section coordinates closely with the academic advisers from the various colleges and units in the tertiary department of the University. These academic advisers are members of a body that is entrusted with the function to provide advisory assistance to students on matters pertaining to enrolment and retention policies, subject prerequisites, term requirements, course completion timetable, etc. The body also assists the Registrar in informing students about the status of their academic performance.
The section attends likewise to the evaluation of student grades in the previous semester or term to determine the student's academic year level as well as the subjects to be taken in the following semester or term. The section bases its evaluation on the current curriculum and the course or program that the student pursues at the time of his or her enrolment.