About the Office of the University Registrar
The Office of the University Registrar is dedicated primarily to the service of students, faculty, staff and alumni. It is responsible for the admission and registration of students and management of the academic calendar, while ensuring the integrity of the university’s academic records. It supports the deans and other administrative offices and is fully aware of the responsible use of data and related information systems.
To cater to the various needs of the clientele, the office has three major sections:
- Records Section - for the filing of active and inactive records;
- Evaluation Section - for the crediting of units necessary for graduation; and
- EDP-DRIC - for the management of electronic data required by stakeholders in the institution.
The office is strategically located in the campus to better serve the university community. Its main office at the Bates building caters to the needs of students and alumni of the tertiary level and the senior high school. A satellite office of the Records Section serving the Elementary and Junior high school students is also provided.
Primer for Prospective Students
Holy Name University as a premiere institution of learning in the province of Bohol, is equipped with state - of- the art technology. The Holy Name University Management Information System (HNU-MIS) provides easy access for students’ online enrollment, teachers’ grades submission, parents’ monitoring on grades and financial charges and for the timely release of school credentials on the day of graduation.
True to its mission to maintain the confidentiality of school records, the Registrar’s office is in compliance to RA 1073 known as the Data Privacy Act of 2012.
Holy Name University (formerly known as Holy Name College and Divine Word College of Tagbilaran) is the first and only Catholic university in the province of Bohol located in Janssen Heights, Dampas, Tagbilaran City, Bohol, Philippines. It is a private, co-educational school run by the Divine Word Missionaries (SVD). It offers programs in elementary, secondary, undergraduate and graduate levels. Its tertiary offerings include courses in Arts and Sciences, Education, Health Sciences, Business and Accountancy, Engineering and Computer Studies, Juris Doctor (Non-Thesis) and Graduate Studies. Aside from instruction, HNU engages in research and community extension.
The Commission on Higher Education (CHED) recognizes the university's contribution in the growth and prominence of tertiary education in the Asia-Pacific. As a result, of the 1,200 private higher education institutions under the supervision of the CHED, the university is one of the first 30 to have been granted autonomous and deregulated status based on three criteria:
- established as a Center of Excellence or Center of Development, and/or a private higher education institutions with FAAP Level III Accredited programs
- outstanding overall performance of graduates in the licensure examinations under the Professional Regulation Commission
- a long tradition of integrity and untarnished reputation
It is also accredited by the Philippine Accrediting Association of Schools, Colleges and Universities (PAASCU).
- The University sets enrollment schedules per year level. To facilitate the process, enrollment is done online and an enrollment flowchart is conspicuously posted.
- Enrolment by proxy is highly discouraged.
- Applicants are considered officially enrolled only after they have completed the whole process.
Cross-enrollment to HNU. Students who cross-enroll to HNU are required to submit a permit to cross-enroll duly signed by the registrar from the school of origin allowing attendance of classes at HNU.
Cross-enrollment to another school. HNU students are allowed to cross-enroll in another school when they need to take an off-term course or a course the schedule of which is in conflict with other courses.
- The permission for cross-enrollment is issued by the University Registrar upon the recommendation of the dean.
- The maximum number of units for cross-enrolment is six (6) for the regular term and three (3) for the summer term.
- The cross-enrolled units are considered part of the total academic load allowed to students per term.
3. Change or Withdrawal of Courses
- Before students can change or withdraw their courses, they have to accomplish the form required by the Registrar’s office.
- In case of withdrawal of enrollment, students should submit the form to the dean for approval, to the Finance office for assessment/payments and submit the same to the Registrar’s office for final approval.
- Students who withdraw in any course after enrollment period would be given a mark of WD. No more withdrawals are allowed after midterms.
4. Application for Graduation
- Candidates for graduation shall fill-out an application for graduation form at the Registrar’s Office and submit a clean copy of their program prospectus for evaluation.
- A Notice of Deficiency will be sent to students with lacking credentials and /or academic requirements for compliance.
- Students with no deficiencies and those who have fully complied with their deficiencies are released for graduation and posted on the bulletin boards.
5. Release of School Records
As a rule, all information pertaining to students records are kept an issued by the school through the Registrar’s office. Release of which is allowed only to the owner of the record, to the owner’s authorized representative, to a third party with which the owner signs a disclosure agreement, and to other provisions stated in the MRPS.
- Authorization letter should contain the identity and personal circumstances of the owner such as: name, date of birth, period of stay in the school, and if graduated, the course graduated from and the date of graduation. Likewise, the identity of the representative and the relationship to the owner, the document requested, the number of copies and the purpose for the documents sought.
- An authorization letter is valid for a specific request. First time requests of school records require clearance from SAO, Dean’s office, Bookstore, Library, Guidance Center, Accounts’ clerk and Cashier. Subsequent requests and requests from current students no longer require this clearance.
- Requested documents will be released 10 working days after payment.
- A claim stub is required upon claiming the requested school record.
6. Requests for CAV and RED RIBBON
Processing of Requests for CAV (Certification, Authentication and Verification) to CHED-Cebu and Red Ribbon to DFA- Manila is on a monthly basis.
- Photocopies of school records for CAV and Red Ribbon are first authenticated by the University Registrar before submission to CHED.
- The set of documents include among others, endorsement letter from the University Registrar and the letter of request from the owner of the document.
- An approved processing fee is collected per document to cover the travel and CAV fees.