registrar office

The purpose of the Registrar’s Office:

– Transparent and systematic management of students’ academic information.

– Prevention of bureaucratic processes related to documentation.

– High-quality and prompt student services.

– Digitalization and automation of academic processes.

– Creation of a management system based on principles of transparency and fairness.

The main tasks of the registrar’s office include: serving students throughout their entire academic journey, from admission to graduation, which involves organizing student enrollment, educational processes and academic activities, ensuring openness and transparency of the educational process, and preventing bureaucratic barriers in the system.

The main structure of the “Registrar’s Office” includes:

Service Department (front office);

Database Department (back office);

Employees of the “Registrar’s Office” are appointed and dismissed by order of the university rector in accordance with established procedures.

The work duties assigned to employees are determined by their job descriptions.

The staff of the “Registrar’s Office” includes:

Director of the “Registrar’s Office”;

Head of the Service Department (front office);

Head of the Database Department (back office);

Managers.

Staffing for manager positions is established based on developed norms.

Main Tasks of the “Registrar’s Office”

Official Responsibilities of the Director of the “Registrar’s Office”:

Organizing work and directly managing office staff;

Developing job descriptions for Office employees;

Continuously monitoring the quality and timeliness of services provided to students;

Coordinating the proper organization of the educational process through the system by students, faculty, staff, faculties, departments and divisions based on requirements established by the Cabinet of Ministers, ministries and the university;

Developing proposals for expanding the types of services provided by the Office;

Developing office development strategies for the near and long term;

Considering proposals and complaints from students and parents, and resolving disputed situations within the scope of competence as prescribed by law;

Submitting proposals to management on analyzing, evaluating, and incentivizing the work of heads of service departments (front office) and database departments (back office), as well as managers.

Job responsibilities of the head of the service department (front office):

Assisting the office director in organizing and directly managing the work of office personnel in the service department (front office);

Temporarily performing the duties of the Office Director in their absence from the workplace;

Coordinating activities of sectors in the service department (front office);

Organizing types of services related to the student learning process through the system;

Assisting students in organizing their educational process, providing information related to the educational process, and ensuring effective use of electronic platforms by students;

Organizing the process of coordinating student dormitory activities;

Organizing services for students in scientific and innovative activities;

Organizing International Relations and Academic Mobility Services through the Office;

Organizing marketing and internships through the office, as well as providing accounting services;

Providing relevant systematic consultations to teaching staff and students;

Ensuring the use and implementation of the “HEMIS,” “Moodle,” “LMS” educational platforms and the “Ijro.gov.uz” unified interdepartmental electronic document management system;

Organizing student movement through the university’s electronic educational platform based on the Regulation on the procedure for admission, transfer, reinstatement and expulsion of students (transfer, provision and return from academic leave, reinstatement);

Assisting the office director in organizing work and directly managing office staff;

Coordinating activities of database department sectors (back office);

Maintaining student-related statistical data and monitoring its correct entry into the “Hemis” information system;

Organizing the process of coordinating students’ actions in the educational process;

Coordinating the process of maintaining and storing student documents:

Ensuring the use and implementation of “HEMIS,” “Moodle,” “LMS” educational platforms and the “Ijro.gov.uz” unified interdepartmental electronic document management system;

Systematically assessing the state of work carried out in the office, as well as the organization of the educational process in the higher educational institution through the system;

Implementing systematic control over the timely conduct of final control works on the electronic educational platform according to the academic schedule approved by the Vice-Rector for Academic Affairs;

Organizing student movement through the university’s electronic educational platform based on the Regulation on the procedure for admission, transfer, reinstatement and expulsion of students (transfer, granting and returning from academic leave, reinstatement);

Organizing retraining to eliminate discrepancies in curricula;

Coordinating the proper organization of the educational process through the system for students, faculty, staff, faculties, departments, services and divisions based on the requirements established by the Cabinet of Ministers, ministries and the university;

Responsibilities of service department (front office) managers:

Student service sector managers:

Providing information about class schedules;

Assisting in submitting applications for subject groups for retraining;

Providing students with information on current, interim, and final assessments;

Forming calls for students studying in correspondence and distance learning programs;

Issuing academic certificates and transcripts;

Providing exam lists;

Assisting in submitting applications for transfer and reinstatement;

Assisting in submitting online applications for admission to a second higher education program;

Assisting in submitting online applications for admission to master’s programs at higher educational institutions;

Creating and issuing student IDs and residence permits;

Providing students with certificates of their GPA;

Resetting students’ passwords in the “HEMIS” information system;

Assisting students in obtaining medical insurance;

Consulting on admission and transfer to programs;

Assisting in writing applications for rental subsidies;

Providing information about various services and resources available at the higher education institution;

Identifying and working with students who have academic debts;

Assisting students in submitting applications for dormitory accommodation;

Preparing documents for temporary registration of students who have moved to dormitories;

Formalizing documents and issuing recommendations for the payment of 50 percent of the monthly rent (not exceeding half of the basic calculated value) to students living in rented accommodation, at the expense of the State Budget.

Service sector managers for scientific and innovative activities:

Providing information on grants and competitions;

Providing information about scientific conferences;

Assisting in the registration of innovative ideas and startups;

Informing students about named scholarships and assisting them in submitting applications;

Consulting on scientific projects;

Assisting in joining the “mentor-student school”;

Promoting scientific conferences, seminars and other scientific and innovative events organized by the higher educational institution among students;

Informing students about scientific circles and providing them with practical assistance;

Assisting departments in filling out grant application forms.

International Relations Services and Academic Mobility Sector Managers:

Issuing certificates of enrollment in English;

Providing information on various international grants and academic mobility programs;

Registering foreign students admitted to study in the electronic system and assigning them to disciplines;

Consulting on studying at foreign universities;

Implementing visa services for foreign students;

Providing paid education contracts to foreign students;

Implementing services for the temporary registration of foreign students in the Republic of Uzbekistan;

Consulting on the admission of foreign students, accepting applications and required documents for consideration;

Informing foreign students about the educational process at the higher educational institution.

Managers of the marketing and practice organization sector, as well as accounting services:

input and retrieval of information about employed graduates;

determining, calculating, and presenting the contract amount for education;

establishing and approving the cost of retaking courses for students with academic debts;

creating a general database of graduates;

preparing information on graduate employment;

providing employment recommendations to students;

preparing, processing, and issuing all necessary distribution and employment documents to graduates (job placement referral, distribution commission decision, personal distribution card);

compiling and providing students with a list of potential employers;

calculating, approving, and maintaining records of hourly wages for teaching staff involved in hourly-based classes (including for retaking courses organized for students with academic debts);

creating a database of teaching and field practicums for students based on the requirements of industry and consumer enterprises;

participating in the development and approval of teaching and field practicum programs organized for students.

The position of service department manager (front office) is filled by individuals with higher education, fluent in foreign languages and the ECTS credit-module system (preference is given to graduates of foreign higher education institutions or those who have completed internships abroad), and proficient in using modern information technologies.

Responsibilities of database department (back office) managers:

Statistical data management sector managers:

providing various statistical data on students, resources, contracts, classes, and student performance;

summarizing and analyzing statistical data on student progression from one year to another, expulsions, and academic leaves;

summarizing and analyzing statistical data on students recommended for transfer and reinstatement;

providing statistical data on higher educational institutions’ activities to legal entities and individuals based on their requests;

maintaining reporting forms submitted by higher educational institutions to the Statistics Agency;

analyzing the reliability of statistical data entered into the “HEMIS” information system.

Educational process coordination sector managers:

participating in curriculum development for effective organization of students’ elective subject choices;

forming academic groups;

organizing student retraining (creating subject groups, reviewing applications, preparing class schedules and assessment schedules);

processing all student-related orders;

assigning students to relevant courses;

entering students into the system and assigning them to corresponding groups;

resolving disputes arising from the calculation of students’ GPA scores;

assigning appropriate groups to tutors;

awarding scholarships to students based on their academic performance;

maintaining records of students with disabilities, monitoring disability durations, and awarding scholarships;

assigning curriculum subjects to semesters;

creating and editing curricula;

developing the course database;

processing, in accordance with established procedures, students who are repeating a year or returning from academic leave;

registering admitted students in the electronic system and assigning them to courses;

drafting orders for student graduation;

transferring students from one year to another;

processing orders for student transfers between years, expulsions, and granting of academic leaves;

creating and updating student databases;

transferring students from one semester to another;

processing graduating students according to established procedures;

monitoring student attendance through the “HEMIS” system, obtaining daily attendance reports, and monitoring attendance by subject;

preparing orders for the enrollment of individuals recommended for transfer and reinstatement as students.

Managers of the student documentation management and storage sector:

collection of documents from students who have completed higher education, filing them in personal records, registration and storage until transfer to the archive;

entering into the student database extracts from orders regarding surname changes, granting of academic leave, changes in specialization and faculty, remaining in the same year of study, and expulsion from the student body;

preparation and transfer of all necessary documents to the student upon expulsion due to transfer to another higher educational institution;

provision of strictly controlled document forms (diploma blanks, academic transcripts, diploma supplements, etc.);

organization of the reception, storage, and issuance of strictly controlled forms (diploma blanks, academic transcripts, diploma supplements, etc.);

conducting ongoing correspondence with organizations and institutions through the platforms https://OTT.mehnat.uz and http://d-arxiv.edu.uz to verify the authenticity of diplomas issued to graduates, responding to requests for duplicates to replace lost diplomas and supplements.

Rights and obligations of the “Registrar’s Office”

The “Registrar’s Office” has the following rights in performing its functions:

participate in the preparation of draft state educational standards, curricula and course programs when they are updated;

participate in the preparation of working curricula and academic and working course programs for departments and relevant dean’s offices for each academic year;

receive from faculties and departments for approval working curricula, working course programs, individual work plans of the teaching staff;

request proposals and recommendations from departments on draft regulatory and other documents being prepared;

request information on textbooks, teaching aids, and other types of academic materials prepared by the departments;

receive annual reports of the teaching staff from the departments.

receive other documents and information related to the educational process from dean’s offices, departments, and other subdivisions.

The Registrar’s Office may have other rights in accordance with the legislation of the Republic of Uzbekistan.

The “Registrar’s Office” has the following responsibilities in carrying out its functions:

ensure the timely and high-quality execution of instructions from the President of the Republic of Uzbekistan, the Government, and the Ministry;

effectively organize the implementation of tasks and functions assigned to the “Registrar’s Office”;

consider appeals from individuals and legal entities;

submit proposals to the rectorate and the ministry for the high-quality and timely preparation and approval of draft regulatory documents;

be responsible for organizing the educational process in higher education institutions based on approved state educational standards, and for the full implementation of regulatory, legal, and other documents in this process.