25 January 2024

Memorandum Circular No. 2024-001

Attention: All Current SOL Students Eligible to Enroll

Subject: Enrollment Guidelines for 2nd Semester, A.Y.

2023-2024

ENROLLMENT GUIDELINES for 2nd SEMESTER, A.Y. 2023-2024

PART I. ENROLLMENT PRELIMINARIES

A. ENROLLMENT DATES
Note: According to the Registrar’s Office, the Online Enrollment and Assessment
(OLEA) website will be open 24 hours for each enrollment date. The official time the
SOL Admin will be available will only be from 8:00AM to 4:00PM. This is to give
ample time for resolving technical issues and/or other concerns. The SOL
Administration will have two schedules each day in approving the selected
schedules of every student (10:00 AM and 3:00 PM).

DATE BLOCK SECTION

January 29, 2024 JD-III & JDI-A and JDI-B

January 30, 2024 JDII-A and JDII-B

January 31, 2024 JD-IV

February 1, 2024 Late Enrollees

February 5-7, 2024 Change of Matriculation

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B. DOCUMENTS NEEDED

1. Scholarship Agreement
Note: No need to print. The purpose of onsite enrollment is for all to submit
scholarships undertaking on-time.

Steps:

a. Proceed at UMak SOL Admin to get the scholarship agreement and

scholarship undertaking.

NOTE: Only one photocopy of the competent evidence of identity is

needed. No need to attach a photocopy to the Undertaking.
If photocopying services are not accessible/available, please take a
photo of your competent evidence of identity or government ID then
print it on an 8.5” x 13” bond paper. You can also scan your competent
evidence of identity or government ID.

***You have the option of having your documents notarized outside.

Should you opt to have it notarized by a notary public in your area,

kindly coordinate with the admin to schedule the pick up of your
scholarship agreement signed by the University President. Once
notarized, please submit the notarized copy to the SOL Admin on the
next business day when you get the document from the SOL admin.

**You also have the option to have it notarized in SOL. Should you opt
for this, prepare one photocopy/printed copy of your ID with two
signatures and Php 200. GCash QR code will be provided at the SOL
Admin, if you will pay via GCash.

b. Fill out the necessary details. Add the date of signing. In any case that
the place indicated “In Witness whereof” is Makati and you did not
sign it in Makati, kindly specify the address below. Please refer to the
images shown below.

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c. Place your Name and Signature on the blank provided on page 4 of the
Scholarship Agreement.

d. IF YOU OPT THIS TO BE NOTARIZED OUTSIDE: Instruct your

witnesses to place their names and signatures on the blanks provided
on page 4 of the Scholarship Agreement. In case you wish to have your
parents or any person of legal age as witness, you may let them sign.

e. Affix your signature on the left marginal side on each page of the
Scholarship Agreement. Your witnesses must also sign in the same
manner, unless otherwise instructed.

f. Please do not forget to fill out the details on page 4 of the Scholarship
Agreement.

g. Please do not write a date on the notarial part on page 4. It will be

filled out by the notary officer.

h. Scan or take photo/s of one (1) set of a completely filled out and
signed Scholarship Agreement.

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2. Scholarship Undertaking
Note: No need to print. The purpose of onsite enrollment is for all to submit
scholarships undertaking on-time.

Steps:
a. Proceed at UMak SOL Admin to get the scholarship undertaking. Do
not fill out Page 3 because it is only applicable to incoming first
year students.

b. For each copy of the Scholarship Undertaking, paste one (1) 2x2 ID
picture.

a. Fill out the necessary details on page 1 and 2. Write the date on the
spaces provided.

b. Do not forget to choose one (1) TASC/ Scholars’ Committee to join,

located on page 2 of the Scholarship Undertaking.

c. Place your Name and Signature in the blank provided in page 2 of the
Scholarship Undertaking.

d. Scan or take photo/s of one (1) set of a completely filled out and
signed Scholarship Undertaking, with attached 2x2 ID picture as your
receiving copy.

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3. Online Enrollment Log-In

Note: You may log in using the library computer or you can bring your own laptop.

Steps:
a. You will be given a number to enroll for OLEA at the UMak SOL
Library. Log-in at https://umak.edu.ph/olea/login. Enter your SOL
Student ID and Password, then click the SUBMIT button.

b. Take note of the Online encoding and assessment password which is

located in the topmost part of the Report of Grades for 1st Semester,
A.Y. 2023-2024 file. Take note that you can only open the Report of
Grades for a maximum of 3 times - to get your password.

c. You can choose your Subject. Click the “BLOCK SECTION” button and
select your block section (example JDI-A or JDI- B) and then SUBMIT.
NOTE: Confirm your selected schedule with your curriculum to see
which subjects you need to enroll in. Subjects with “CAN BE
ENROLLED” are the subjects you can enroll in. Click CAN BE
ENROLLED to open the schedule window.

e. On the Enrollment Page. Read the important reminders. Make sure

you understand it. Fill up the Student Status dialog box. Choose
whatever is applicable to you.
.

**Please choose NEW STUDENT,

WORKING (IF WORKING); NEW
STUDENT NON-WORKING STUDENT
(IF NOT WORKING) & REGULAR
STUDENT. Choose all that is
applicable to you. It is important that
you fill out this form as this will be
submitted to the LEB.

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f. For the Confirmation of selected schedule. Double check if your
“ENROLLED” subjects are complete. Make sure your student
Information and your ‘ENROLLED’ SUBJECTS, in Green Boxes are
shown or captured in the screenshot.

NOTE: SHOULD THERE BE ANY ISSUE FROM STEP A-C (choosing your
subject - enrollment page - confirmation of schedule). PLEASE GO BACK
AT THE HELP DESK. If none, PROCEED TO THE NEXT STEP. (Sample
Screenshots)

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 g. After submitting the proof of enrollment, you may now log out from
the system.

h. UMak SOL Admin (Ms. Mia or Sir. Mark) will approve your selected
schedule after checking the hard copies of the documents.

i. The SOL Admin will coordinate the Assessment with the Accounting
Office for the Verification of Advising slip which is still in the system
and after at least 24 hours of verification, the COR will be sent to
your UMak Email.

j. Submit 1 copy of the signed COR to Ms. Mia during your first F2F
class. One (1) copy must remain with you. No COR means that you
are not officially enrolled for the semester.

k. Submit the scanned file or photo of your COR through the link to be
provided by the SOLGOV Executive Body.

PDF Copy of Certificate of Registration (COR)

File Name Format: BLOCK SECTION_SURNAME, FIRST NAME_COR
Example: JD2_DELA CRUZ, JUAN_COR.pdf

4. Other Documents needed

Print your one (1) copy of ONLINE REPORT OF GRADE from 1st Semester A.Y
2023-2024 to be submitted to UMak SOL Admin on the day of the enrollment.
NOTE: Face-to-face enrollment is strictly enforced to avoid delays. This is to ensure that
all students are properly enrolled and that they have all the necessary documents.
Students with medical conditions are exempt from face-to-face enrollment. They
must present a letter with a medical certificate to Ms. Mia to be allowed to enroll
online. Letter with Medical Certificate will be sent through email at
solscholars@umak.edu.ph.

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 C. OTHER MATTERS

1. OLEA password for 2nd Semester, A.Y. 2023-2024

Steps:
a. Get the ONLINE REPORT OF GRADE PASSWORD from your latest Final
Permit which was sent by UMak ITC to your UMak email.
Note: Password for LOA Returnees will be coming from the Admin. Please email the
Admin on the files needed as stated in the email with the subject line: LOA Returnee 2nd
Semester AY 2023-2024.

b. Access the ONLINE ISSUANCE OF REPORT OF GRADE (OLROG)

website using the password from the previous step.
https://umak.edu.ph/olrog/site/login

c. Answer the survey questionnaire displayed on the website. You will be

prompted to login again. If not applicable, proceed to the next step.

d. Click on the “Send Grade Report and Enrollment Credentials” button

to receive both your grade report and enrollment credentials, which
will be sent to your UMak Email Account.

e. Check your UMak Email for your copy of ROG. To open the document,
use the same password in your FINAL PERMIT.

f. Take note of the Online encoding and assessment password located in

the topmost part of the Report of Grades pdf file.

2. Enrollment-related issues and concerns

If you have any enrollment-related issues and concerns, kindly access the link
below. Issues logged in this Google Sheet will be accessed by the UMak ITC as
well. Please monitor the Google Sheet to track whether your enrollment
issues have been fixed.

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GSheet for Enrollment-related issues and concerns:
https://bit.ly/3SxCqMA

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 PART II. ONLINE CHANGE OF MATRICULATION (OLCMAT)

Only those requests that are approved by the Admin and the Registrar may be allowed
for CMAT.

Note that if the registrar disapproves a CMAT due to university rules, even though it has
been approved by the Admin, the decision of the Registrar shall prevail.

Dropping is only allowed if due to a conflict of schedule caused by prioritization of

back subject/s. Other than that, students are not allowed to drop any subjects.

A. Who needs to access OLCMAT?

1. Any student who wants to change the subjects enlisted in his/her printed COR
2. Any student who wants to add subject/s to his/her printed COR

Note: If not applicable, proceed to Part IV of this Guidelines.

For those who need access to OLCMAT Approval: Please get your approved copy of
the OLCMAT at the UMak SOL on the day of your enrollment. These documents have
been endorsed to the University Registrar to match your application. Only the subject
shown on your letter will be allowed to be added/removed on your OLCMAT
application.

B. OLCMAT PROCESS
NOTE: MAKE SURE YOU COMPLETE THE PROCESS UNTIL THE PRINTING OF THE
OFFICIAL CHANGE OF MATRICULATION WHICH IS TO BE CONSIDERED AS YOUR
OFFICIALLY ENROLLED COURSES

STEP 1: Make sure you are enrolled with your block subjects.

STEP 2: Upon receipt of your COR, print it. Make sure you have a printed COR before
proceeding to step #3.

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STEP 3: Login to website using the same Online encoding and assessment password:
https://umak.edu.ph/olcmat/

STEP 4: Follow steps below: Make sure you SAVE your CHANGE OF MATRICULATION.
(emphasis supplied)

IMPORTANT NOTE: Make sure to secure SCREENSHOTS of your confirmed

enrolled subjects, otherwise, SOL Admin can no longer assist you in retrieving
said page if problem/s should arise in the future.

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STEP 5: If you encounter any problems while adding/changing your subject, that will be
the only time you can send an email to solscholars@umak.edu.ph with the Subject:
[OLCMAT CONCERNS_SURNAME_SECTION]. Make sure to include a screenshot
for easy reference.

STEP 6: Print two (2) copies of your OFFICIAL CHANGE OF MATRICULATION FORM and
attach them to your COR. One (1) copy should remain with you.
Note: You must print your official change of matriculation as part of your official
COR. If you are confused in the process and in need of assistance, kindly
contact the SOL Administration.

STEP 7: Sign each page of your Official Change of Matriculation.

STEP 8: Submit one (1) copy of your Official Change of Matriculation to Ms. Mia and attach
each of the Official Change of Matriculation to one (1) COR. Send it to
solscholars@umak.edu.ph with the Subject: [CMAT_SURNAME_SECTION]

MARY-JOYCE B. BURAGA
SOLGOV President

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