Procedure of student documents submitted at the faculties/departments
Registration documents
Faculties/departments must submit registration documents as soon as they start with registration
and not keep them until the agreed date is closer. The agreed cut off date is the 31/03 of the current
year.
Procedure
1)
a)
b)
c)
Responsibilities of faculties/departments
The student submits a document at the faculty/department.
The faculty/department arranges documents according to document type.
The faculty/department creates a control list for all different document types. A document
catalogue must be used to see the different document types.
d) Documents are submitted to SEC on a control list. Documents that are not on a control list
will not be accepted.
e) The document catalogue is updated once a year and the due date for updating it is the
31/03 every year. It is the responsibility of the faculty to submit documents to be included in
the document catalogue before the due date.
2) Responsibilities of SEC
a) SEC staff members check if the documents on the control list are all attached and make a
tick next to each student number.
b) He/she also checks if the correct document types were used. If mixed documents are
submitted, the documents are returned to the faculty/department.
c) There must be three control lists per pile, one for SEC, one for the faculty/department and
the original goes with the documents to Metro-file. After all the checking the SEC staff
member date stamp the control lists and give the faculty/department representative a copy
from each set for their record keeping. The SEC control lists are filed.
d) Documents submitted after the agreed due date (31/03 for the current year) for registration
documents are recorded on the file for late submission.
e) Documents are verified on Integrator Tertiary Software (ITS) and changes made if necessary.
f) SEC staff member checks each document on Image Now before sending them for scanning.
Documents that are already on Image Now are not sent to Metro-file for scanning. This is
done to avoid sending duplicate documents.
Modified by Ms M.J Kemp on 16 March 2016
g) A box number is allocated and a Metro-file scanning specification sheet is filled in. A
specification sheet is a document which directs Metro-file on how they should scan the
documents.
h) There are three sets of box numbers, one is pasted on the job specification, one inside the
box and the last one must be outside on top of the box.
i) If we have few documents and they can’t fill a box, a wallet is used. The same procedure is
followed but the difference is; a wallet has only one wallet number which is paste on the job
specification sheet.
j) A control list for box/wallet must be filled in by a SEC staff member, and attached to the
specification sheet.
k) Copies of the different control lists in the box/wallet and the job specification sheet are
made and filed at SEC for reference purposes. When everything is packed and the above
procedure properly followed, the box is ready for collection.
l) Metro-file collects boxes at SEC APK every day at 10:00.
m) A copy of a Metro-file scanning specification sheet is emailed to co-operate governance so
that they have record of what was collected.
APB/DFC/SWC
The three campuses follow the same procedure above, but need to send the box/wallet to Auckland
Park Kingsway Campus since Metro-file only collects on this campus.
Recommendation
SEC recommends that documents are submitted every day rather than wait for them to pile up in
the office and then only submitting close to the cut-off date. This puts unnecessary pressure on SEC.
Modified by Ms M.J Kemp on 16 March 2016