Registrar and Alumni Management Directorate

The Office of the Registrar and Alumni Management Directorate is the central custodian of all academic records and the official authority on student academic status at Menelik II Medical and Health Science College. Strengthened through the institutional restructuring of the 2024/2025 academic year under Proclamation No. 153/15, the Directorate ensures the highest standards of accuracy, transparency, confidentiality, and efficiency in managing the entire student academic lifecycle, from admission to graduation and into alumni relations.

Currently serving more than 2500 active students across undergraduate and postgraduate programs, and maintaining records for thousands of alumni, the Directorate operates a hybrid (physical and progressively digital) Student Records System (SRS) that fully complies with the Higher Education Proclamation, national quality assurance directives, and the College Senate Legislation.

Major Activities

• Conducting admission and placement of all new students (regular, continuing education, postgraduate, and special admissions).
• Managing semester/year-based registration, late registration with penalty, course add/drop, and student ID issuance/renewal.
• Publishing the official academic calendar, examination timetables, and registration deadlines.
• Collecting, verifying, and permanently recording grades; determining academic standing (good standing, probation, dismissal); and issuing grade reports.
• Preparing graduation lists, verifying completion of all requirements, issuing temporary graduation certificates, original degrees, and student copies.
• Organizing and executing graduation ceremonies and providing post-graduation clearance services.
• Handling internal/external transfers, readmissions, withdrawals, deferrals, and academic appeals.
• Issuing official transcripts, medium-of-instruction letters, enrollment verifications, cost-sharing clearance letters, and other academic documents.
• Generating periodic reports on enrollment trends, retention rates, graduation rates, dropout analysis, and program completion statistics.
• Maintaining and updating the alumni database; issuing degree verification services to employers and higher institutions.
• Leading the digitization and automation of academic records and processes in line with national e-governance initiatives.
• Providing training and support to academic units on registration procedures, grade submission protocols, and SRS usage.
• Serving as the first point of contact for students, parents, sponsors, and external organizations on all academic record matters.

Welcome to the Office of the Registrar and Alumni Management at Menelik II Medical and Health Science College (MIIMHSC). As the official custodian of academic records, our directorate is dedicated to providing efficient, transparent, and student-centred services. We manage the entire academic lifecycle—from admission and registration to graduation and alumni engagement. We strictly adhere to the College's Senate Legislation. Our goal is to maintain the highest standards of academic integrity while fostering a lifelong connection with our graduates.

Every registered student receives a non-transferable identification card with a unique registration number. The card is required for access to all College services and facilities. It is issued free of charge to new students, must be renewed each semester, and returned upon discontinuation or graduation. One recent passport-size photograph (with name clearly written on the back) is required.

The academic calendar is prepared by the Registrar and Alumni Management Directorate in consultation with the Chief Academic Director and approved by the Senate. It includes:

• Undergraduate semesters: 20–24 weeks.
• Graduate semesters: 16–18 weeks.
• Key dates for admission, registration, add/drop, examinations, breaks, orientation, and graduation.
• A minimum inter-semester break and provisions for modular/special programs.

• Registration is conducted each semester or annually in the relevant School/Department offices or via the official portal. Students must:
  • Complete registration formalities within the dates specified in the academic calendar.
  • Obtain academic advisor approval.
  • Observe prerequisites and pay required fees.
  • Submit registration forms in triplicate (one copy to the student, one to the department, one to the Registrar).
• Late registration, add/drop (within three weeks), and online procedures follow Senate guidelines. Proxy registration is not permitted.

• Semester Load: Determined by program type and student status (detailed in Senate Legislation).
• Duration of Study: Set per program, with provisions for extension in exceptional cases approved by the Academic Standards and Curriculum Committee.
• Credit Requirements: Specified by each academic unit and approved by the Senate.

Learning is assessed through continuous assessment (maximum 50% weight) and final/summative examinations. Periodic, exit, and final examinations are administered per Senate rules. Violations of examination regulations result in disciplinary action. Remarking, make-up, and re-examinations are permitted under strict conditions (Articles 87–92).

Grading systems, academic standing, probation, dismissal, and graduation requirements are defined in Articles 78–101 (undergraduate) and 109–117 (graduate). Minimum CGPA for graduation is 2.00 for undergraduates and 3.00 for graduates (with additional conditions on individual grades).

• Official transcripts, “To Whom It May Concern” letters, medium of instruction letters, name change letters, replacement documents, and authentication.
• Alumni registration portal for networking, records, and continued engagement.

All processes follow the detailed procedures in the Senate Legislation. Students must complete official withdrawal and clearance forms. No transcripts or credentials are issued without proper clearance.

1. Admission to undergraduate programs

Admission to the regular, continuing, and e-learning undergraduate programs is made based on the following general and specific requirements (Senate Legislation 2025, Articles 67–70).

I. General requirements

• Completion of the preparatory program and obtaining the necessary pass marks in the Ethiopian Higher Education Entrance Examination (or equivalent) as determined by the Ministry of Education.
• Foreign secondary education credentials must receive equivalence evaluation from the Ministry of Education – Education and Training Authority (ETA).
• All applicants must meet College-specific entrance requirements (including any additional assessments set by academic units and approved by the Admissions and Placement Committee).
• Affirmative action and special consideration apply for females, students with disabilities, students from disadvantaged areas, and other groups as determined by the College and Senate policies.

II. Specific requirements

• Academic units may set additional requirements such as minimum grades in certain subjects or supplementary entrance tests (approved by the APC).
• Private (self-sponsored) applicants must satisfy regular requirements.
• TVET graduates with relevant qualifications who pass the required entrance assessments are eligible.

III. Undergraduate Admission Procedure

The procedure is coordinated by the Registrar and Alumni Management Directorate in collaboration with the Admissions and Placement Committee (APC) and academic units. It includes:

• Announcement of application periods in the academic calendar and through official channels.
• Submission of applications (with required documents and ordered program choices).
• Verification of documents and eligibility (including foreign credential equivalence).
• Evaluation and ranking based on entrance results and specific criteria.
• Placement recommendations by academic units.
• Review and approval by the APC (considering intake capacity, resources, diversity, and affirmative action).
• Senate endorsement of final admission lists.
• Issuance of admission letters by the Registrar, accompanied by joining instructions and fee structure.
• Communication to applicants, Schools, and Departments.

Admission to graduate programs (Masters and PhD)

Admission to graduate programs (Masters and PhD) adheres to national standards and College-specific requirements with a focus on quality and knowledge advancement (Senate Legislation 2025, Articles 102–104).

I. General requirements

• For Master’s programs: Completion of a relevant Bachelor’s degree with the minimum academic results required by the academic unit.
• For PhD programs: Completion of a relevant Master’s degree with the minimum academic results required by the academic unit.
• Selection through the National Graduate Admission Test (NGAT) and/or entrance examinations administered by the relevant Department Graduate Committee (DGC).
• Government-sponsored applicants receive priority based on national and City Administration health Bureau needs.
• Minimum intake per Masters program and optimum size determined by the DGC considering staff, space, and demand.

II. Specific requirements and special conditions

• Academic units may add requirements such as work experience, letters of recommendation, age limits, or bridging courses (subject to APC approval).
• Provisional admission may be granted; students must complete prescribed bridging courses (maximum one semester) with at least a “C” grade to gain regular status.
• Transfer from other recognized institutions is allowed if the applicant has completed at least one semester in a similar program and meets the receiving unit’s requirements.

III. Graduate Admission Procedure

• Announcement (at least one month prior to registration).
• Application submission via official channels with all required documents.
• Verification and evaluation of applications.
• Recommendations by the DGC and academic units.
• Review and approval by the APC.
• Senate endorsement of final lists (including special admissions).
• Issuance of admission letters and joining instructions by the Registrar.

A. Re-admission to the Undergraduate Program (Article 94)

• Students who have officially withdrawn or been dismissed may apply for readmission into the same program (subject to space, facilities, and maximum duration of study).
• Students in good standing: Readmission allowed within the permitted period.
• Academically dismissed students: Readmitted once after at least one semester if they meet specific SGPA/CGPA thresholds and demonstrate ability to raise their standing.
• Readmission decisions are facilitated by the APC and approved by the Senate.

B. Re-admission to the Graduate Program (Article 112)

Similar principles apply. Readmission is subject to approval by the DGC, availability of space, and the student’s prior performance. The length of absence is limited as per Senate rules.

Intra-College and Inter-College Transfer (Article 71)

• Students may transfer between programs, Schools, or Departments subject to:
  • Availability of space and facilities in the receiving unit.
  • Related disciplines and satisfaction of the receiving unit’s minimum requirements.
  • Approval by the receiving Department Council/Dean and the Registrar.
• New regular students must complete at least one semester before transferring.
• Dismissed students are not eligible.
• Continuing/e-learning students have restricted transfer options.

Inter-Institutional Transfer

Considered on justifiable grounds (e.g., change of workplace, health) and requires approval by the DGC, APC, and relevant Senate bodies.

The College offers undergraduate, graduate (Master’s, PhD), postgraduate diploma, and specialty certificate programs in health sciences fields aligned with national and City Administration priorities. Detailed programs and curricula are available on the College website or in program handbooks.

Students must fulfill all credit, CGPA, examination, internship/clinical, and research requirements. Degrees, diplomas, and certificates are awarded upon recommendation by the Registrar and approval by the Senate. Graduation with distinction or great distinction is awarded based on CGPA.