Intake Records - Assistant Registrar Portal

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Interview Process

📋 Pre-Interview

AR to set a meeting with the AM, PLs, and GLs for the interview, registration, and orientation process.
AR to share the latest UKP-02 Interview & Screening Form with the PLs.
AR to brief the MIs and PLs on interview conduct and UKP-02 submission with proper justifications.

🎤 During Interview

AR to monitor each programme session.

✅ Post-Interview

AR to review UKP-02 to ensure everything is verified and justified properly without contradictions.
Call absent candidates to confirm their reason for absence.
Open Tvecas and set the eligibility status for each candidate.
Add remarks and insert interview scores (if the candidate fails the interview).
Confirm the offer with ARU IBTE HQ.

Offer Process

💻 Tvecas Requirements

In Tvecas, ensure the following are completed:

Pending data entry is completed.
Orientation details are completed.

🔄 If Candidates Are Rejected & Quota Is Not Reached

Follow these priority steps to fill the incomplete quota:

🔴 HIGHEST PRIORITY

Find candidates from the waiting list of the programme with an incomplete quota.

🟡 MID PRIORITY

Find candidates whose 2nd option is the programme with an incomplete quota.
(The candidate must have passed the interview for their 1st option, had their documents verified and validated, and must also be eligible for the programme).

🟢 LOWEST PRIORITY

Find eligible candidates from the appeal list.

⚠️ IMPORTANT NOTE: Before offering a place to any candidate, call them first to confirm whether they are still interested in enrolling.

📝 Preparation Steps

Prepare the groups list (according to programme).
Prepare shirt sizes for the storekeeper for orientation.

Registration

⚖️ Legal Briefing

Conduct a legal briefing for parents/guardians and students.

📄 Prepare Physical Documents

Borang Perjanjian Pelajar
Borang Kad Perpustakaan
Borang Pembayaran Yuran Pelajar
Request physical folders and files from the storekeeper

💾 Prepare Digital Documents

Student Information Form
Parent Invitation Letter
Orientation Slides
Prepare unsigned UKP-03
Prepare Cendana list

Orientation

🎓 Orientation Activities

Deliver an academic policies briefing to parents and students.
Open QPF-IRB02 submission for the GL.
Complete and verify UKP-03 with the WO, PL, and AM.

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