Need your UST transcript? Order it online

Nov. 10 2016, 10:07 p.m. – The UST Registrar has launched a website to allow students and alumni to request documents such transcripts of records online, a technological leap for the centuries-old University.

Assistant Registrar Emmanuel Batulan said the Registrar’s website eliminates the lengthy and tedious application process to obtain a transcript of records.

“The Office of the Registrar is committed to finding more innovative ways [t]o improve its services to the Thomasian community without sacrificing the integrity and quality of student records,” Batulan told the Varsitarian in an email. 

Nov. 10 2016, 10:07 p.m. – THE UST Registrar has launched a website to allow students and alumni to request documents such transcripts of records online, a technological leap for the centuries-old University.

Assistant Registrar Emmanuel Batulan said the Registrar’s website eliminates the lengthy and tedious application process to obtain a transcript of records.

“The Office of the Registrar is committed to finding more innovative ways [t]o improve its services to the Thomasian community without sacrificing the integrity and quality of student records,” Batulan told the Varsitarian in an email. 

The automated document request system, formally launched last Oct. 3, allows applicants to track the status of their document application online, from payment at the treasurer’s office to document processing and release at the Registrar’s office.

The applicants are given the options of retrieving the requested documents through pickup, mail or shipping.

The new request system also features “mistake proofing,” which will prevent applicants from getting the wrong records.

A “hologram serial number” found on the last page of the transcript may also be used to verify information, eliminating the need to call the Registrar’s office or pay for third-party verification.

Batulan said the “easy-application” system favors students enrolled from year 2000 up to the present.

Using their student numbers and birth dates to access their records in the University, Thomasians can update information such as contact details and addresses after filing an application.

The time-saving automated procedure was led by Ferwin Jimenez, a computer clerk in the computer team of the Registrar’s office, in collaboration with the Santo Tomas e-Service Providers, the treasury department and the Office of the Secretary General. 

The process flow for the application of records online is as follows:

• Step 1: The applicant visits the Office of the Registrar website (http://registrar.ust.edu.ph)
• Step 2: The applicant clicks the Request Student Records button (middle button of the website’s interface)
• Step 3: The applicant fills out the necessary information, choose the document(s) he/she intends to apply for, and indicates the requested records are for mailing or for pick-up. If it is for mailing, he/she must provide the required shipping details. 
• Step 4: The applicant generates the online application from that shows the summary of requested records.
• Step 5: The applicant deposits or makes a wire transfer of the payment to the account of UST indicated in the online student records application (OSRA) form.
• Step 6: The application emails the Office of the Registrar, furnishing a copy to the treasury department, the proof of payment and a scanned copy of two valid IDs of the document owner. Note that list of valid IDs to be accepted are indicated in the form. An automatic reply will be received by the applicant upon sending the email.
• Step 7:  The Office of the Registrar, once notified about the payment by the treasury department, updates the applicant via email that the status of the application is “for processing” and informs the applicant about the official receipt number to be used for tracking the completion of the requested records.
• Step 8: The applicant then tracks the status of the document after a specific number of days to process specific student records.
• Step 9: If the requested record was completed, the applicant is notified about the “for releasing” status of the application. If the requested record is due for mailing, the applicant is provided with a tracking number. Hannah Rhocellhynnia H. Cruz and Theodore Jason Patrick K. Ortiz