Roles and Responsibilities of Registrar Office Team

1. 1. Registrar:
2. By GAUS Act /Charter: The Registrar is a Principal Officer of the University and shall:

• Be the administrative head of the secretariat of the University and be responsible for the provision of secretarial support to the Board and Vice Chancellor.
• Be the custodian of the common seal and the academic records of the University.
• Maintain a register of the students and graduates in the prescribed manner.
• Supervise the process of selection, appointment or nomination of a member to an authority or body of the University in the prescribed manner.
• Perform such other duties as may be prescribed or as may be assigned by the Vice Chancellor or Board.

1. General:

• Ensure the safe custody of the University Act, Vision, Mission, Core Values, Organogram, Statutes and other regulations / rules and ensure their strict implementation.
• Act as Secretary BOG, ACM, BASAR, and Selection Board of the University.
• Ensure that faculties, departments / branches adhered to the approved policies / SOPs with regard to the admissions, tuition, vacations, and other co-curricular and extracurricular activities.
• Ensure that faculty deficiencies in the departments are made up expeditiously in Coordination with Director HR.
• Act as Master of Ceremony and ensure the smooth conduct and organization of the University convocation in coordination with the Student Affairs and Exam Branch.
• Liaise and coordinate with all regulatory / accreditation bodies as and when required.
• Ensure compliance of Academic Calendar.
• Ensure regular revising of University rules and regulations and SOPs pertaining to Semester and Annual System examination matters as per the instructions issued by the regulatory bodies.
• Maintain close liaison with Deans, HODs, and Directors of all faculties, departments and branches relating to academic / administrative matters.
• Process all faculty related matters including selection, appointments of Deans, HODs, and Directors with the office of the Vice Chancellor / Chairman BOG.
• Deal in coordination with Director HR all matters pertaining to service rules of the faculty and administration staff.
• Undertake the requisite staff work regarding the selection of members for the statutory bodies in the prescribed manner.
• Ensure the maintenance / update of the GAUS website through Web Developer / Manager IT.
• Establishment of new faculties / departments of University.
• Perform such other duties as assigned by the Vice Chancellor and Chairman BOG from time to time.

2. Deputy Registrar: The Deputy Registrar is full time Senior Officer of the University and responsible to:
3. Ensure the record of students maintained as per approved SOPs in coordination with Student Affairs / Admissions Branch.
4. Ensure the branch operations executing smoothly as per standard.
5. Ensure the meetings of statutory bodies are held as per scheduled.
6. Deal with all matters pertaining to the University Act, statutes, rules regulations and Rules of Business etc.
7. Ensuring due compliance and implementation of provisions of the University Act, the Statutes, the Regulations, the BOG decisions etc within due time period and bringing any deviation in notice of the University Authorities.
8. Conduct all correspondence and staff work related to BOG, ACM, BASAR etc.
9. Issuance of general notifications pertaining to academics and University governance on behalf of Registrar.
10. Issuance of internal office memos, instructions emails and other information to all faculties / departments and branches of the University on behalf of Registrar.
11. Coordination with regulatory / accreditation bodies on behalf of Registrar.

1. All matters related to the establishment of new faculty / department of the University.
2. Process all cases of Selection of HODs and Deans of respective department and faculties.
3. Process all matters pertaining to the implementation of organogram concerning the University / faculties.

1. Coordination with academic and administrative offices to support the smooth execution of activities.
2. Issuance of proceedings / minutes of statutory bodies meeting of the University.
3. Collection and compilation of data/information for the University Authorities, and for other regulatory and accrediting authorities on demand.

1. Coordinate arrangements for Academic Convocation and other academic events of the University in line with respective department / branch.
2. Perform the duties of the Acting Registrar in his/her absence in addition to his own duties.

1. Perform such other duties as assigned by the Registrar and Vice Chancellor from time to time.
2. Assistant Registrar: The Assistant Registrar is full time officer of the University and responsible to:
3. Assist the Registrar and Deputy Registrar on all matters pertaining to Registrar Branch.
4. Assist the Registrar and Deputy Registrar in implementation of Statutes, Rules and Regulations.
5. Act as Staff Officer to the Registrar.
6. Confirm the registration process of newly admitted students in liaison with Student Affairs Branch.
7. Maintaining and safe keeping of all official record of Registrar Branch.
8. Coordinate with Deans / HODs and administrative offices to support the smooth execution of official activities.
9. Preparation of proceedings / minutes of meeting.
10. Draft / prepare the reports, letters, notifications as directed by Registrar and Deputy Registrar.
11. Ensure the confidentiality in all official assignments.
12. Maintain and update the record of service of all Deans and HODs.
13. Maintain and update the student state of the University.
14. Deal with all matters relating to maintenance of office equipments / appliances.
15. Make administrative arrangements for statutory body meetings including transportation, boarding / lodging.
16. Coordinate with University Supply Chain / Store Branch pertaining to indent form of Registrar Branch.
17. Prepare and issue instructions and programs for all visiting dignitaries.
18. Process the case files / minute sheets for approval of Competent Authority.
19. Ensure the safe custody of regulatory bodies correspondence and NOCs issued by HEC and accreditation bodies.
20. Perform the duties of the Acting Deputy Registrar in his/her absence in addition to his own duties.
21. Perform such other duties as assigned by the Registrar and Deputy Registrar from time to time.