Document tracking

In another first here in Eastern Visayas, the Visayas State University launched a digital document request and tracking system that will allow the public to remotely monitor the status of their request from the Office of the University Registrar (OUR).

The MIS team led by Mr. Norman O. Villas of the Information and Communication Technology Management Center (ICTMC) developed this online system that mainly aims to streamline core processes of the OUR, improve their overall efficiency, enhance public accessibility, and provide convenience to #ProudViscans who would like to get copies of their credentials from the university.

This new system works just like how you can track a much-awaited parcel from your favorite e-commerce websites to reduce the uncertainty of the requesting individual and ensure on-time processing and delivery of basic Registrar services here in VSU.

By providing the tools to track document requests from start to finish, alumni, students and other stakeholders of the university can now see the status of their request at all times, offering a more personalized and positive experience for the public.

In a statement, VSU President Dr. Prose Ivy Guasa Yepes lauded this pioneering project in a state university here in the region.

“I commend this initiative to digitalize our document tracking system to improve our Registrar’s services to our public. This is part of our commitment in VSU for transparency and efficiency so that we can serve our students, alumni, and other stakeholders better in the many days to come.”

This is part of the ongoing operational process review of the OUR to fast-track document processing which also included providing convenient mechanisms for online payment via Landbank’s Link.BizPortal including other means via accredited nationwide remittance centers like Cebuana Lhuillier and Palawan Pawnshop.

Effective this year, the university also implemented Board of Regents (BOR) Resolution No. 13, series of 2023 that modified transaction fees at the OUR with the intent of a set-based document processing fee regardless of the number of pages of the credentials being requested.

In this way, students, alumni, and other stakeholders will not need to contact the OUR for the cost of the documents they are requesting as set-based rates are already available, and are well publicized in the official social media assets and other online portals of the OUR.

This BOR Resolution also makes possible expedited or rush processing of documents with minimal added fees to cater to the needs of those who need to get their document credentials in the soonest possible time.

ICTMC created a basic explainer video on how to use the new request and document tracking system being implemented for VSU’s Registrar services. You can find the video in this link:

With this initiative, the new VSU administration hopes that the public will have a better overall experience for their important document requests here at the university.

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