Overview
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.
Functions & Responsibilities
Guided by the College's mission, the Directorate discharges the following core functions:
- Develop, publish, and enforce the official academic calendar in coordination with academic units and the Chief Academic Director.
- Lead the entire admission, placement, registration, add/drop, withdrawal, transfer, and readmission processes in strict adherence to Ministry of Education and Education & Training Authority (ETA) guidelines.
- Securely maintain, update, and protect permanent academic records, student files, transcripts, and all supporting documents (both physical and digital).
- Receive, verify, record, and officially announce grades; compute semester and cumulative academic status; and issue official academic documents (transcripts, certificates, diplomas, verification letters).
- Coordinate examination schedules, graduation clearance, and commencement ceremonies in collaboration with schools, departments, and the Students Affairs Dean Office.
- Provide accurate, timely enrollment and graduation statistics to college leadership, Addis Ababa City Administration Health Bureau, Ministry of Education, ETA, and other authorized bodies.
- Process credit transfers, course exemptions, equivalency evaluations, and prior-learning recognitions.
- Implement and interpret the College's academic policies as contained in the Registrar's Manual and Senate Legislation.
- Continuously upgrade the Student Records System (SRS) toward full digitization, automation, and integration with national higher education platforms.
- Manage alumni records, support the Alumni Association, and provide lifelong degree verification and transcript services to graduates and employers.
- Serve as the authoritative source for all academic data required for institutional planning, quality assurance, accreditation, and research.
- Respond promptly and professionally to all internal and external requests for academic information while upholding data privacy standards.
Contact the Office
Official Desk
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Major Activities
The Directorate carries out the following key ongoing and periodic 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.