Addis Ababa Institute of Technology AAiT -

Addis Ababa Institute of Technology AAiT

Addis Ababa Institute of Technology AAiT; The Office of the University Registrar:

Is responsible for all operational matters pertaining to student intake, admission, placement, readmission, enrollment, class and exam schedules, academic records, allocation of classrooms as well as lecture halls, and graduation;
Carries out the duties and responsibilities given to it in close cooperation with the relevant academic units and other offices of the University;
Is run by the University Registrar, the Deputy Registrar and an Academic Record Management Head, Admission Officer, and College/Institute Registrars;
Coordinates and processes the recruitment, admission, placement, and graduation of students;
Processes registration and course enrolment; sees to it that students pay tuitions and fees or sign cost sharing agreements prior to the beginning of classes; prepares and announces class schedules for classes and exams; provides dispatch of academic record services to alumni;
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 undergraduate students to the University and to campus life; and prepares and issues University Catalogue(s) and student handbooks of the University on a regular basis;
Develops and implements efficient and effective student information system including student record management that enables the University to collect, process, deploy and disseminate information and data on 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 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 undergraduate and graduate catalogue;
Announces and advertises university programs to the public;
Organizes the registration of students according to courses of study;
Ensures, in consultation with relevant academic units, the proper utilization of classrooms, auditoriums and labs and maintains up-to-date accurate records of such utilizations; and reviews such utilization schemes yearly and delegates the implementation thereof to associate registrars as the need arises;
Prepares the Academic Calendar of the University each year in consultation with the AVP and submits the same to the Senate for approval; ensures the timely distribution of such Calendar to the pertinent units of the University 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 University 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 University 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 expressed consent of the student concerned;

Addis Ababa Institute of Technology AAiT

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 university-wide general criteria for all matters pertaining to student intake, admission, selection and placement;

Addis Ababa Institute of Technology AAiT

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.