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2 STUDENT SERVICES MANUAL SSM 3.3

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1.0 OBJECTIVES

To ensure that a student has no incomplete course requirements and other

accountabilities for the current academic year and that he/she is eligible for
enrolment for the next academic year by accomplishing a year-end clearance.

2.0 scoPE
This procedure covers the following activities and the controls necessary to
ensure that appropriate procedure is taken and such actions are in consonance
to enrolment:

. Clearance from accountabilities

. Corrective measures for non-compliance
. Release of Report Card for current Academic Year
. Submission of Enrolment Requirements
. Enrolment of students
. Posting of Class List
. Endorsement of Enrolled Students to the Management Committee

3.0 POLtCtES

3.1 Each student shall accomplish a year-end clearance to ensure that s/he
has no incomplete course requirements and other accountabilities
(money, property, etc.) for the current academic year, detailed as
fo!!ows:

SIGNATORIES REQUIREMENTS

Discipline Officer For those with discipline cases, community

service, and other tasks complied with
Science Laboratory Borrowed glassware and other laboratory
Technician materials returned in good condition
Computer Borrowed equipment returned in good condition
Laboratory
Technician
Cashier All allowances claimed,
Proof of Travel or Waiver (Transportation
Allowance Reimbursement)

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2 STUDENT SERVICES MANUAL SSM 3.3
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YEAR-END CLEARANCE FEBRUARY 1,2020
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Supply and Property Borrowed books and other materials returned in

Officer good condition
Guidance Counselor Conference with GC for those whose GWA fall
below 2.25; Guidance Center lnformation Sheets
for G8-G11
Librarian Borrowed library materials returned in good
condition; library dues fully paid
Residence Halls Dorm clearance accomplished (e.9. payment of
Head dorm accounts/dues)
Dormitory lnformation Sheets and Contract for
next year
Physician/Nurse Laboratory results and Medical Clearance
Certificate submitted
Homeroom Homeroom/Class requirements complied with
Adviser/Academic Accomplished Year-end Clearance with
Adviser signatures of the rest of the signatories.
ALA /Club Adviser Accou ntabilities cleared
SCALE Adviser For Grades 11 and 12
Division Chiefs Cleared of accountabilities
Campus Director Cleared of accountabilities (for Grade 12 only)
Research Teachers Cleared of subjecUacademic accountabilities (for
Grade 12 only)
Registrar Student lnformation Form (updated)
All requirements for re-categorization, if applying

3.2 All loaned items shall be returned in good condition as it was when the
scholar received it.

3.3 ln cases of damage or loss, the scholar shall replace the item with the
same item or a more recent copy/version (in the case of textbooks). lf
replacement is not possible, the student shall pay the campus the
equivalent monetary value of the losUdamaged books.

3.4 The Homeroom/Academic adviser shall ensure that each scholar follows
the procedure of accomplishing the year end clearance for submission
to the registrar.

3.5 Students who fai! to submit their fully signed clearances shall not be
considered enrolled, subsequently their names shall not appear on the
Class List for the next academic year.

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(c\ 2020 Philippine Science High School; all rights reserved. This document may proprietary may only be
released to third parties with approval of management. Document is uncontrolled unless othenivise marked; uncontrolled
documents are not subject to update notification.
 VERSION NO. MANUAL TITLE DOCUMENT NO.
2 STUDENT SERVICES MANUAL SSM 3.3
DOCUMENT NAME REVISION NO.
0
EFFECTIVITY DATE
YEAR-END CLEARANCE FEBRUARY 1 2020
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4.0 PROCEDURES

Responsibil itv Activity

Registrar 1. Prepares Year-end Clearance Forms for incoming

Grade 8 to 12 students

2. Distributes forms to Homeroom/Academic Class

Advisers at least a month prior to end of the
academic year

Homeroom/Academic 3. Monitors the implementation and compliance of the

Adviser year-end clearance and enrolment procedures

4. Distributes the Year-end Clearance Form to

students

5. Ensures that students secure, accomplish and

submit year-end clearance

Faculty and Staff 6. Sign the clearance of the students

Homeroom/Academic 7. Checks for completeness of signatures

Adviser
8. Collects accomplished clearances

9. Submits accomplished clearances to registrar

Registrar 10. Receives the accomplished year-end clearance

from the Homeroom/Academic Advisers

11. Prepares and submits report of Students with

complete and incomplete clearance forms

5.0 LIST OF FORMS AND REPORTS

5.1 Forms
5.1.1 Year-end Clearance Form

5.2 Reports
5.2.1 Summary of Students with complete and incomplete clearance
forms

PREPARED BY: APPROVED BY:

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(c) 2020 Philippine Science High School; all rights reserved. This document may contain proprietary
be released to third parties with approval of management. Document is uncontrolled unless otherwise
documents are not subject to update notification