Registrar Checklist

Student Admission & Acceptance
Registrar Checklist

Complete this checklist for every incoming student application. All items must be verified before an admissions decision is rendered. Reference SOP-REG-001 for full procedures.

Document ID CHK-REG-002
References SOP-REG-001
Department Registrar / Admissions
Version 1.0 · June 2026
Overall Completion 0%
1 · Completeness 2 · Passport 3 · Transcripts 4 · Resume 5 · Decision 6 · Enrollment 7 · Sign-Off
1

Application Completeness

Ref: SOP-REG-001 § 3, Step 2
Before You Begin Confirm all 4 required documents are present and readable before opening any individual document for review. Do not advance an incomplete application.
  • Application form is fully completed in CampusOS All fields filled, program of study indicated, electronic signature present.
  • Passport has been uploaded File is attached in CampusOS Documents tab. File is readable (not corrupt or blurred).
  • Resume / CV has been uploaded File is attached. Accepted format: PDF or DOCX.
  • College transcript(s) have been uploaded At least one transcript from all previously attended institutions is present.
  • Name on all documents matches the application form exactly Check for variations in spelling, middle names, or legal name discrepancies.
  • Application has been logged in the Admissions Tracker Application ID, date received, and program are recorded.
2

Passport Verification

Ref: SOP-REG-001 § 3, Step 3
FERPA — Identity Records Passport data is a protected student record. Log passport number in CampusOS only. Do not copy, screenshot, or store outside the secure records system.
  • Passport is valid — not expired Check expiration date on the photo page. Flag if expiring within 6 months.
  • Photo page is legible and unobstructed Full photo page visible. No glare, cropping, or obscured fields.
  • Name on passport matches application exactly First name, last name, and middle name (if present) must match all other documents.
  • Date of birth confirmed and logged in CampusOS DOB entered into the student record in CampusOS.
  • Passport number and expiration date logged in CampusOS Enter in the Identity Verification field in the CampusOS student record.
  • No discrepancies — or discrepancy has been escalated to Academic Dean If any name or identity mismatch is found, escalate immediately before proceeding.
3

College Transcript Verification

Ref: SOP-REG-001 § 3, Step 4
Official vs. Unofficial Unofficial transcripts are acceptable at the review stage only. Official sealed or e-certified transcripts must be on file before the student's first day of classes.
  • Transcript is from a recognized institution Verify institution name and confirm it is accredited or recognized. For international institutions, confirm recognition through the sending country's ministry of education.
  • Degree level is appropriate for the program applied Graduate programs (CIS, HMA, MBA) require a completed bachelor's degree or equivalent.
  • GPA meets program minimum requirement Check program-specific addendum for GPA minimums. Note GPA in the section notes below.
  • No academic standing flags (probation, dismissal, suspension) Review transcript notes and standing fields. Flag any adverse academic standing for Dean review.
  • Foreign transcripts include a certified English translation Translation must be by a recognized translation agency. N/A if transcripts are in English.
  • Transfer credits identified and documented in CampusOS List all transferable credits in the student record. N/A if no transfer credits apply.
  • Official transcripts requested (if only unofficial submitted) Send official transcript request to the applicant with deadline date.
4

Resume / CV Review

Ref: SOP-REG-001 § 3, Step 5
Reviewer Resume review is performed by the Program Coordinator. Registrar confirms document is present and readable. Program Coordinator completes this section.
  • Resume is current — dated within the last 12 months Check for a date on the resume or recency of listed experience. Request update if outdated.
  • Employment history is present and legible At least one prior employer listed with role, dates, and responsibilities.
  • Educational background included on resume Degree(s) listed must align with submitted transcripts.
  • Work experience is relevant to the program of study Program Coordinator evaluation: note relevance level in section notes below.
  • No unexplained major gaps in employment or education Gaps of 2+ years should be noted. Not automatically disqualifying — flag for Dean awareness.
  • Program Coordinator evaluation documented in CampusOS notes Score or recommendation entered before file is sent to Academic Dean.
5

Admissions Decision

Ref: SOP-REG-001 § 3, Step 6 · § 6
Prerequisite Sections 1 through 4 must be fully complete before the Academic Dean renders a decision. All checkboxes in prior sections must be checked and CampusOS notes updated.

Select Admissions Decision:

  • Decision approved by Academic Dean in CampusOS Dean must approve the decision in the CampusOS Admissions Decision screen to trigger notification.
  • Decision rationale documented (required for Conditional or Deny) Rationale entered in CampusOS notes field. Required for all non-Accept decisions.
  • Applicant notified within 2 business days via CampusOS Acceptance, conditional, or denial letter sent through CampusOS email workflow.
  • Application status updated in CampusOS and Admissions Tracker Status changed to Accepted / Conditional / Denied in both systems.
6

Enrollment Setup

Ref: SOP-REG-001 § 3, Step 8 · § 7
Complete only after student confirms acceptance Do not create a student record in CampusOS until the applicant has confirmed enrollment by signing the Enrollment Agreement. Enrollment deadline is 10 calendar days from acceptance letter.
  • Applicant has signed and returned the Enrollment Agreement Signed agreement received through CampusOS. Stored in student documents.
  • Official student record created in CampusOS with unique Student ID Navigate to Students → Create New Student. Assign Student ID, program, cohort, and start date.
  • All verified documents uploaded to the student's permanent file in CampusOS Passport, resume, transcripts, and application form all in the Documents tab.
  • CampusOS login credentials sent to student Student has received username and temporary password for CampusOS (SIS & LMS access).
  • Student enrolled in orientation module in CampusOS Student added to the Orientation course in CampusOS LMS.
  • Student added to correct cohort and course section in CampusOS Program, cohort, and course sections assigned per start date and program plan.
  • Program Coordinator notified of new enrollment Email or CampusOS notification sent to Program Coordinator with student name, ID, and start date.
  • Official transcripts on file (or request pending with deadline) If only unofficial transcripts submitted, official request sent with deadline before first class.
  • Financial Aid / Tuition Agreement sent and signed Student has received and signed the tuition/financial agreement.
  • Welcome email and Student Handbook sent to student Official welcome communication sent through CampusOS. Student Handbook PDF attached.
7

Signatures & Final Sign-Off

Ref: SOP-REG-001 · CHK-REG-002
Checklist Complete All sections above must be complete before signing off. Signatures confirm that the admissions process was conducted in compliance with SOP-REG-001 and DEAC Standards.
Name / Date
Name / Date
Name / Date

University of Mid-Florida  ·  Registrar's Office  ·  CHK-REG-002 v1.0  ·  June 2026  ·  Prepared by iCyber Enterprises LLC — Your Education Consultant