University Registrar’s Office
The University Registrar’s Office (URO) is a customer-centered and quality-oriented service office responsible for the accurate management, maintenance, preservation, and release of students’ academic records.
The office supports students throughout their academic journey by maintaining student records, facilitating registration-related processes, evaluating academic records and credits, processing school records and certifications, assisting in graduation and clearance requirements, and implementing academic policies and procedures.
The URO is also the official custodian of students’ permanent academic records and is responsible for ensuring their accuracy, confidentiality, integrity, and security.
Services Offered
A. Request for School Records / Documents
Processes requests for official school records and academic documents maintained by the University Registrar’s Office.
Examples of records/documents include:
- Transcript of Records (TOR)
- Diploma
- Certificate of Transfer Credentials
- Certifications of graduation, degree earned, subjects/courses taken, grades, and units earned
- Grade Report
- Other available student academic records and certifications
Who Can Avail
- Current students
- Graduates
- Alumni
- Former students
- Authorized requesting parties, when applicable
Requirements
The requester shall accomplish the prescribed Request Form and provide the necessary information, including:
- Complete name
- Program
- Contact number
- Email address
- Date of graduation, when applicable
- Type of document being requested
- Other information required for verification
How to Avail
- Accomplish the prescribed request form.
- Submit the request to the University Registrar’s Office.
- The URO staff computes the corresponding charge.
- Pay the assessed amount through the prescribed University payment process.
- Present or submit the payment receipt.
- The URO processes the requested document.
- Claim the completed and signed document on the scheduled release date.
Processing Time
Approximately 6 working days for express processing (double the regular charge) and 10 working days for regular processing.
Fees
Applicable fees depend on the type and number of records/documents requested. The corresponding amount will be assessed upon submission of the request.
B. Course Evaluation and Accreditation
Assists students in determining their academic standing and evaluates subjects or credits previously earned.
Evaluation includes determining:
- Curricular year level
- Subjects completed
- Grades and units earned
- Course/subject deficiencies
- Scholastic standing
- Graduation eligibility
Accreditation refers to the process of giving credit to subjects, grades, and units earned by transferees from their previous institution.
Who Can Avail
- Continuing students
- Transferees
- Students requiring academic record evaluation
- Students whose previously completed subjects require accreditation
Requirements
- Accomplished Course Evaluation and Accreditation Form
- Information on courses/subjects previously taken
- Relevant academic records or documents, when applicable
How to Avail
- Accomplish the Course Evaluation and Accreditation Form.
- Forward the form to the concerned College/Department for approval.
- Submit the signed/approved form to the University Registrar’s Office.
- The URO reviews and records the approved evaluation/accreditation.
- Approved courses are encoded in the student’s academic record.
Processing Time
Three (3) to Five (5) working days upon submission and receipt of the properly approved and complete documents.
Fees
Must pay and secure the Evaluation Form at the Registrar’s office.
C. Request for Overloading of Units
Processes requests of qualified students who wish to enroll in additional academic units beyond their regular study load, subject to University academic policies and required approvals.
Who Can Avail
Qualified continuing students, particularly students who may be allowed additional units under applicable academic policies.
For non-graduating students, maximum of three (3) units overload with a GWA of 4.0 for the last two semesters prior to application. Graduating students, maximum of six(6) units on the last term of attendance and is subject to the applicable conditions and limitations prescribed by University policy and relevant higher education regulations.
Requirements
- Accomplished Request for Overloading of Units Form
- List of courses/subjects already taken or currently enrolled
- Approval/recommendation of the concerned College/Department
How to Avail
- Accomplish the Request for Overloading of Units Form.
- Forward the request to the College/Department for evaluation and approval.
- The Chair/Dean evaluates the request.
- Forward the approved request to the University Registrar for review and approval.
- Once approved, the request is forwarded to Enrollment Technical Office(ETO) for enrollment of the additional course/s.
The approved additional courses are reflected in the student’s academic record/study
Processing Time
Approximately three(3) working days, subject to completion of the required approvals.
Fees
Regular tuition and applicable fees for the additional enrolled subject/s shall apply.
D. Application for Graduation
Processes the application and academic record evaluation of students who expect to complete their degree requirements.
The University Registrar’s Office evaluates the academic records of graduating students, verifies their compliance with curriculum requirements, prepares the official list of candidates for graduation, and facilitates the preparation of graduation-related academic records.
Who Can Avail
Students who are candidates for graduation.
Requirements
The candidate shall submit:
- Duly accomplished Application for Graduation
- Required student information, including name, program, residence address, name of school attended, and names of parents
- Required graduation photographs/documentary requirements
- Other graduation requirements announced by the University
How to Avail
- Secure and accomplish the Application for Graduation.
- Submit the accomplished application and required documents to the University Registrar’s Office within the prescribed period.
- The URO evaluates the student’s academic record and determines compliance with curriculum and graduation requirements.
- Qualified students are included in the official list of candidates for graduation.
- Students must complete all required Graduation and Clearance requirements.
Processing Time
Initial application processing is generally less than one (1) working day. Final determination of graduation eligibility depends on completion and verification of all academic and institutional requirements.
Fees
Applicable graduation and related University fees, if any, are subject to the prevailing University schedule of fees.
E. Clearance Processing
Facilitates clearance of graduating students and verifies that they have complied with the necessary University requirements before graduation and release of applicable credentials.
Who Can Avail
Graduating students/candidates for graduation.
Requirements
- Accomplished Clearance Form
- Name
- Email address
- Program enrolled
- Completion of requirements/clearances from the concerned University offices
How to Avail
- Accomplish the prescribed ONLINE Clearance Form.
- Secure the approval of the College Dean.
- Secure the required clearances from the concerned offices/approvers.
- Submit the completed requirements to the University Registrar’s Office.
- The URO verifies the completeness of the clearance.
- The clearance is forwarded for the required authorized signatures.
- The completed and signed clearance becomes part of the graduation clearance process.
Processing Time
Approximately one (1) to five(5) working days upon submission of complete requirements, excluding the time needed to secure clearances from other offices.
Fees
No separate clearance-processing fee.
F. Academic Records Evaluation and Student Academic Assistance
Provides assistance to students concerning their academic records and progress toward completion of their program.
Who Can Avail
All students requiring clarification or evaluation of their academic records.
Students May Seek Assistance Regarding:
- Academic standing
- Curriculum requirements
- Subjects and units earned
- Subject deficiencies
- Course prerequisites
- Transfer credits
- Graduation eligibility
- Academic record discrepancies
How to Avail
Visit the University Registrar’s Office and coordinate with the Evaluation Section for evaluation or clarification of the academic record.
Processing Time
Depends on the nature and complexity of the academic concern.
Fees
No fee is specified for regular academic record consultation/evaluation.
G. Withdrawal of Course/s
Processes the official withdrawal of a student from one or more enrolled courses subject to the applicable academic rules and required approvals.
Who Can Avail
Currently enrolled students who qualify for withdrawal under University policy.
Requirements
- Accomplished Withdrawal Form
- Instructor’s signature, when withdrawal is made after the enrollment period
- Recommendation of the Department Chair
- Approval of the Dean
- Approval of the University Registrar
How to Avail
- Obtain and accomplish the Withdrawal Form from the Registrar’s Office.
- Secure the instructor’s signature when required.
- Secure the recommendation of the Department Chair.
- Secure the approval of the Dean.
- Submit the form to the University Registrar for approval.
- The withdrawal becomes official only after completion of the required approvals.
Important Reminder
Students are subject to applicable University policies and charges for withdrawn courses.
H. Cross-Enrollment / Permit to Study in Another School
Processes requests of qualified students who need to enroll in a course at another institution, subject to University approval.
Who Can Avail
Students who meet the conditions prescribed by University policy, including cases where:
- The student is graduating at the end of the current semester or term; and
- The required course is not offered at CIT University.
Requirements
- Recommendation of the Department Chair
- Approval of the Dean
- Approval of the University Registrar
- Other prescribed documents, when applicable
How to Avail
Coordinate first with the concerned Department/College and submit the approved request to the University Registrar’s Office for appropriate action
Important Reminder
Students are subject to applicable University policies and charges for withdrawn courses.
Additional Information / Important Reminders
Academic Records
The University Registrar’s Office is the official custodian of students’ permanent academic records. Student information and academic records are handled with emphasis on accuracy, confidentiality, integrity, security, and proper records management.
Enrollment
A student is considered officially enrolled after complying with the prescribed admission/transfer requirements, making the required initial payment, and being issued an official study load authorizing attendance in classes.
Study Load
Students should follow the regular study load prescribed in their curriculum. Any overload is subject to the applicable University policies and required approvals.
Graduation
Students intending to graduate should submit their Application for Graduation within the period prescribed by the University and complete all academic, financial, documentary, clearance, and graduation requirements.
Grade Concerns
Students who notice discrepancies in their final grades should immediately coordinate with the concerned faculty member and appropriate academic office within the prescribed period.
Records Requests
Students and alumni requesting academic documents should:
- Provide complete and accurate information
- Accomplish the prescribed request form
- Submit required documents
- Pay the applicable fees
- Keep their official receipt or proof of payment
- Follow the prescribed processing and releasing schedule
Processing may take longer when records require additional verification, retrieval, correction, or coordination with another office.
For Faster Assistance
When communicating with the University Registrar’s Office, students are encouraged to provide:
- Complete name
- Student ID number
- Program
- Academic year/semester concerned
- Specific concern or document requested
- Contact information
- Supporting documents, when applicable
Student Concerns / Assistance
When Should Students Approach the University Registrar’s Office?
Students should approach the URO for concerns related to:
- Request and release of school records and academic documents
- Transcript of Records
- Diploma
- Certifications
- Certificate of Transfer Credentials
- Academic record evaluation
- Transfer-credit evaluation/accreditation
- Course or subject deficiencies
- Scholastic standing
- Academic record discrepancies
- Registration and study load concerns
- Request for overloading of units
- Withdrawal of course/s
- Cross-enrollment/permit to study
- Change of course/program
- Graduation application
- Graduation eligibility and degree audit
- Graduation clearance
- Grades and official academic records
- Interpretation and implementation of applicable academic policies
- Verification of transcripts and other academic credentials
- Other concerns involving students’ official academic records
What Assistance Can Students Expect?
Students may expect the URO to:
- Maintain and protect their official academic records
- Verify the accuracy and completeness of academic records
- Provide information regarding academic requirements and procedures
- Evaluate completed subjects, units, and academic deficiencies
- Assist in the accreditation of eligible transfer credits
- Process requests for official academic documents
- Guide students regarding graduation requirements and eligibility
- Address or facilitate correction of verified discrepancies in student records
- Provide assistance regarding registration, grading, degree requirements, and applicable academic policies
- Coordinate with academic departments and other University offices when necessary
The University Registrar’s Office is committed to delivering quality service in organizing, transmitting, maintaining, and preserving academic records while ensuring prompt response to students’ requests, inquiries, verifications, and other academic-record needs.
For more information, please contact us
registrar@cit.edu / universityregistrar@cit.edu
Website / Online Request Facility:
Website / Online Request Facility:
Office: +63 411-2000 local 130-131
Mobile: 09504765658
Ground Floor, Rudolfo T. Lizares (RTL) Building
Monday–Friday, 8:00AM–12:00PM | 1:30PM-5:00PM
Saturday, 8:00 AM–12:00 PM