Registry, Timetable, and Examination (RTE) Officer

Job Description

The Registry, Timetable & Examination Officer is a administrative professional responsible for the end-to-end management of student academic records, scheduling of classes and academic activities, and the planning, conduct, and post-examination processing of all internal and university-affiliated examinations. The position serves as the primary liaison between the college, University and students on all matters relating to enrollment, examination, and academic records.

This role demands a high degree of accuracy, confidentiality, regulatory knowledge, and organizational ability. The officer ensures that all academic processes are conducted in full compliance with the relevant university ordinances, national education regulations, and institutional policies.

Responsibilities

A. Registry & Student Records Management

•     Maintain and update a comprehensive, accurate student database covering enrollment, personal details, academic progress, and graduation status.

•     Process student admissions, registration, re-registration, and withdrawal in compliance with the affiliated university's academic calendar.

•     Issue official documents including enrollment certificates, bonafide letters, transcripts, migration certificates, and character certificates in a timely manner.

•     Verify and authenticate student records as required by employers, embassies, or other institutions.

•     Manage and securely archive all student files, both physical and digital, ensuring data integrity and confidentiality.

•     Track academic standing, including eligibility for promotion, back papers, and grade improvements, and communicate updates to relevant departments.

•     Coordinate student ID card issuance, update of student particulars, and processing of name corrections or other amendments through the university.

•     Maintain attendance records in coordination with faculty and notify departments of students falling below the minimum attendance threshold.

•     Handle scholarship record keeping, fee concession documentation, and liaise with finance regarding academic-fee matters.

•     Implement and comply with data protection standards in all student record activities.

B. Academic Timetable & Scheduling

•     Prepare the Master Timetable for all programmes and semesters, balancing faculty availability, classroom capacity, laboratory slots, and student group sizes.

•     Coordinate with all department heads and faculty to collect teaching load data, preferences, and constraints prior to timetable finalization.

•     Publish and communicate the approved timetable to faculty, students, and support staff before the commencement of each semester or academic year.

•     Manage mid-semester timetable revisions arising from faculty leave, special events, holidays, or university directives.

•     Schedule make-up classes, tutorial sessions, practical/lab sessions, and remedial classes in consultation with the Academic Committee.

•     Allocate classrooms, seminar halls, computer labs, and other physical resources in coordination with the Administration Department, avoiding conflicts.

•     Maintain a record of all substitutions, rescheduling, and class cancellations, and produce regular reports for the Principal.

•     Plan and publish the academic calendar including term start/end dates, internal exam schedules, holidays, co-curricular event slots, and study leave.

•     Liaise with university institutional scheduling with university examination dates and academic ordinances.

•     Use scheduling software or spreadsheet tools to generate optimized, conflict-free timetables and maintain version-controlled records.

C. Examination Management

Pre-Examination

•     Plan, organize, and announce the Internal Assessment (IA) examination schedule as per university and college academic calendar.

•     Prepare examination seating plans, assign hall duties to invigilators, and coordinate with the Principal for chief-invigilator assignments.

•     Generate and print hall tickets / admit cards for all eligible students after verifying eligibility criteria (attendance, fee clearance, registration).

•     Liaise with university for external examination forms, deadlines, examination fees, and admit card collection for board examinations.

•     Ensure all examination question papers are securely received, stored, and distributed with appropriate confidentiality protocols.

•     Coordinate the printing, sealing, and distribution of answer booklets, supplementary sheets, and examination stationery.

•     Prepare Examination Duty Rosters for teaching and non-teaching staff and communicate responsibilities clearly.

Conduct of Examinations

•     Oversee the physical conduct of all internal examinations to ensure strict adherence to anti-malpractice rules and institutional examination bylaws.

•     Address on-the-day issues including absentee management, late arrivals, unfair means cases, and medical emergencies in line with examination rules.

•     Maintain a real-time log of all examination sessions including attendance, incidents, and irregularities.

•     Coordinate collection, packaging, and secure dispatch of answer scripts to concerned faculty or external examiners.

Post-Examination

•     Collect, compile, and accurately enter marks from faculty for all internal assessments, practicals, and internal examinations.

•     Prepare and publish Internal Assessment (IA) marks lists, ensuring timely communication to students and departments.

•     Coordinate submission of IA marks, practical marks, and other internal components to University within prescribed deadlines.

•     Process examination results, prepare grade sheets, and coordinate publication of results in line with university notification.

•     Handle re-checking, re-totaling, and re-evaluation requests in coordination with the university regulations.

•     Manage back-paper and grade improvement (chance) registrations and associated documentation.

•     Prepare and dispatch provisional mark sheets, migration certificates, and original mark sheets upon university release.

•     Maintain a confidential and comprehensive database of all examination records, marks, and results.

D. University Liaison & Compliance

•     Serve as the primary institutional contact point with University or other affiliated/regulatory bodies.

•     Track all university circulars, notifications, ordinance amendments, and examination guidelines and ensure college-level compliance.

•     Submit all required regulatory returns, examination-related documents, and statistical reports to the university within prescribed deadlines.

•     Manage affiliation renewal documentation in coordination with the Principal and Management.

•     Correspond with the Controller of Examinations office for exam-related queries, corrections, and urgent matters.

•     Represent the college at university-level meetings related to examination and academic administration when required.

E. Reporting & Institutional Analytics

•     Prepare and submit regular reports to the Principal on student enrollment trends, examination performance, pass rates, and back-paper statistics.

•     Generate semester-end academic performance summaries by programme, batch, and subject for management review.

•     Support accreditation and quality assurance processes by providing verified academic data and documentation.

•     Compile data for Annual Reports, IQAC submissions, and government statistical returns (flash reports to DEO/MoE as applicable).

•     Track key performance indicators (KPIs) for academic processes including registration accuracy, result declaration timeliness, and complaint resolution rates.

KEY COMPETENCIES & ATTRIBUTES

•     High integrity and confidentiality in handling sensitive student and examination data.

•     Exceptional organizational skills with the ability to manage multiple concurrent deadlines.

•     Meticulous attention to detail in record keeping, data entry, and document processing.

•     Strong communication and interpersonal skills for working with students, faculty, and university officials.

•     Problem-solving ability in managing examination incidents, scheduling conflicts, and administrative challenges.

•     Proactive and self-motivated with the ability to work independently and under minimal supervision.

•     Ability to maintain composure and efficiency during peak examination and registration periods.

•     Familiarity with the Nepali higher education regulatory framework and university examination systems.

•     Team player who can collaborate effectively with academic and administrative departments.

Qualifications

Education: Bachelor's Degree in relative field ( preferably IT)

Technical Skills: Proficiency and able to work on large data in MS Office (Excel); familiarity with student management software; data entry accuracy; knowledge of examination systems.

Language: Fluency in Nepali and English (written and spoken).