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Welcome to the official website of the Office of the University Registrar of the University of the Philippines Cebu.

Flows and Forms

How To


Who is your College Secretary?
  • College of Communication, Art, and Design – Prof. Jason A. Baguia
  • College of Science – Prof. Demelo M. Lao
  • College of Social Sciences – Prof. Purita T. Baltazar
  • School of Management – Prof. Rhenozo D. Barte
Where to find your SRE – Student Records Evaluator?
  • College of Communication, Art, and Design – OUR Window 3
  • College of Science – OUR Window 2
  • College of Social Sciences – OUR Window 1A
  • School of Management – OUR Window 1

Request for Overload

A graduating student with an academic record better than average may be permitted to carry a heavier load in the last year of his course. A maximum of 6 units overload is allowed which may be taken in the first and/or second semester. Application for overload exceeding 6 units may be allowed, only in meritorious cases.

STEPS
  1. Secure and fill out the Application for Student Overload Form, in three copies.
  2. Get endorsement from your Adviser and Department Chair/ Program Coordinator.
  3. Get approval from your College Secretary.
    (SRE checks if student is indeed graduating and if courses listed are correct.)
  4. If approved, attach approved form to your Form 5 or Change Matriculation request.
  5. Submit to your SRE.
    (SRE adds the requested overload subjects.)

Copy 1 – Office of the University Registrar
Copy 2 – Office of the College Secretary
Copy 3 – Student

Art. 340. No undergraduate student shall be allowed to take more than 18 non-laboratory units or 21 units including laboratory work; Provided, however, That a graduating student with an academic record better than average may be permitted to carry a heavier load in the last year of his course; Provided, further, That this rule shall not affect or alter any existing course duly approved by the University Council and the Board of Regents in which the normal semestral load is more than 18 units.

Art. 341. In the summer term, the normal load shall be six units, but in justifiable cases, the Director of the Summer Institute may allow a student to take nine units.

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Dropping of Courses
STEPS
  1. Secure and fill out FORM 26 Dropping Form (green form), in four copies.
  2. See your Instructor for action on your request.
  3. Get approval from your College Secretary.
  4. Pay fee at the Cash Office.
  5. Submit Dropping Form and Official Receipt to the Office of the College Secretary.
    Receive student’s copy and instructor’s copy of the green form.

Copy 1 – Office of the University Registrar
Copy 2 – Office of the College Secretary
Copy 3 – Instructor
Copy 4 – Student

Art. 350. A student may, with the consent of his instructor and the Dean, drop a subject by filling out the prescribed UP Form 26 before three-fourths of the hours prescribed for the semester/trimester/quarter term have elapsed, and not later. Any student who drops a course without the approval of the Dean shall have his registration privileges curtailed or entirely withdrawn. If a subject is dropped after the middle of the term, the faculty member concerned shall indicate the date and the class standing of the student at the time of dropping as either Passing or Failing solely for administrative guidance. [as amended at 669th University Council Executive Committee Meeting on 3 September 1975]

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Change of Matriculation
STEPS
  1. Secure and fill out the Change of Matriculation Form (pink form), in four copies.
  2. Get endorsement from your adviser and instructor/s.
  3. Present pink form with attached Registered Form 5 to the Office of the College Secretary for processing of enlistment or cancellation, and assessment.
    Get approval from your College Secretary.
    If beyond the deadline, submit a letter request addressed to the VCAA, attached to the pink form, endorsed by Adviser, Department Chair/Program Coordinator, College Secretary, and University Registrar.
  4. If a scholar, present pink form to the OSA for updating.
  5. If there is a fee, pay fee at the Cash Office.
  6. Submit Change of Matriculation Form and Official Receipt to the Office of the College Secretary.
    Receive student’s copy of the pink form with “Registered” stamp.

Copy 1 – Office of the University Registrar
Copy 2 – Office of the College Secretary
Copy 3 – Instructor
Copy 4 – Student

Art. 353. All transfers to other classes shall be made only for valid reasons. No change of matriculation involving the taking of a new subject shall be allowed after one week of regular class meetings has been held. Changes in matriculation shall be effected by means of the form for the change of matriculation and must be recommended by the adviser and approved by the Dean. The form, after being duly accomplished, shall be submitted to the University Registrar for assessment and notation. [as amended at 232nd UC Meeting on 04 May 1967 and at 861st BOR Meeting on 29 May 1975]

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Appeal for Readmission

At the end of every semester, students are required to check their grades and scholastic status to determine if they are eligible to enroll in the following semester.

Students who:

(A) are dropped for reasons of Double Probation, Dismissal, or Permanent Disqualification;

(B) went on Absence Without Leave (AWOL); or

(C) have exceeded the Maximum Residence Rule (MRR),

must first qualify for readmission before they are allowed to register during the succeeding semester.

Steps
  1. Secure and fill out the Appeal for Readmission Form, in one copy.
    Submit to your SRE.

    (SRE fills out the appropriate information needed on the form.)
  2. Write a Letter of Appeal, addressed to the Dean of your College, stating the compelling reason(s) for your status. Please also indicate what steps have been or will be undertaken in order to ensure good academic standing.
    Secure True Copy of Grades (TCG) from the OUR.
    Prepare a Plan of Study detailing the courses to be taken from the time of readmission until graduation.
  3. Ask your Adviser to approve your Plan of Study.
    Get endorsement of your appeal from your Adviser.
  4. Get endorsement from your Department Chair or Program Coordinator.
  5. Go to OSA for counselling. (for undergraduate students only)
    Secure letter of recommendation from OSA
  6. Get endorsement from your College Secretary.
  7. For Category A or B, get endorsement from your College Dean.
    For Category C only, get the approval of your College Dean. This is the last step if you are only asking for an extension of residence (waiver of MRR).
  8. (SRE forwards appeal to the Admissions Committee for action, with all attachments, including evaluation summary.)
  9. Wait for the action of the Admissions Committee.
  10. Receive Notice of Action of the Admissions Committee, from the Office of the Vice Chancellor for Academic Affairs.
Scholastic Delinquency
Standing % of Units Failed  
Good less than 25%
Warning 25% to less than 50%
Probation 50% to 75% student to be deloaded by at least 6 units in the succeeding semester
Dismissal more than 75% to less than 100% Double Probation will also mean Dismissal
Permanent disqualification (PDQ) 100%

If a student is on Probation, Dismissal, or Permanent Disqualification (PDQ) status, s/he can improve her/his standing only on specified periods. (see Removal of Incomplete or 4.0)

Art. 389. The faculty of each college or school shall approve suitable and effective provisions governing undergraduate delinquent students, subject to the following minimum standards:

  • Warning. – Any student who obtains final grades at the end of the semester below “3” in 25 per cent to 49 per cent of the total number of academic units in which he is registered shall be warned by the Dean to improve his work;
  • Probation. – Any student who, at the end of the semester obtains final grades below “3” in 50 per cent to 75 per cent of the total number of academic units in which he has final grades shall be placed on probation for the succeeding semester and his load shall be limited to the extent to be determined by the Dean.
    Probation may be removed by passing with grades of “3” or better in more than 50 per cent of the units in which he has final grades in the succeeding semester.
  • Dismissal. – Any student who, at the end of the semester obtains final grades below “3” in at least 76 per cent of the total number of academic units in which he receives final grades shall be dropped from the rolls of his college or school.

Art. 390. Any student on probation in accordance with the preceding article who again fails in 50 per cent or more of the total number of units in which he receives final grades shall be dropped from the rolls of his college or school subject to the provisions of the following article.

Art. 391. Any student dropped from one college or school shall not ordinarily be admitted to another unit of the University unless in the opinion of the Dean of Students his natural aptitude and interest may qualify him in another field of study; in which case he may be allowed to enroll in the proper college, school, or department.

Art. 392Permanent disqualification. – (1) Any student who at the end of the semester or term, obtains final grades below “3” in 100 per cent of the academic units in which he is given final grades shall be permanently barred from re-admission to any college or school of the University.

Any student who has dropped in accordance with Article 389 on Dismissal, or Article 390 and again fails so that it becomes necessary again to drop him, shall not be eligible for re-admission to any college or school of the University.

Art. 397. No readmission of dismissed or disqualified students shall be considered by the Deans without the favorable recommendation of the University Guidance Counselor. Cases in which the action of the Deans conflicts with the recommendation of the University Guidance Counselor may be elevated to the Vice Chancellor for Academic Affairs. His decision shall be final.

Note: In case a Waiver of MRR is granted, each extension shall be for a period not exceeding one semester at a time.

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Request for Leave of Absence (LOA)

Application for Leave of Absence (yellow form)

Art. 401. Prolonged leave of absence must be sought by a written petition to the Dean. The petition must state the reason for which the leave is desired and must specify the period of the leave which must not exceed one academic year.*

*1. The College, through the Dean or his duly authorized representatives, shall notify the parents/guardian of every student granted leave of absence and the Registrar, of such leave, indicating the reason for the same and the amount of money refunded to the student.
2. For leave of absence to be availed of during the second half of the semester, faculty members concerned shall be required to indicate the class standing of the student (passing or failing) at the time of the application for the leave. No application for leave of absence shall be approved without the class standing being indicated by the instructors concerned. This should not be entered in the official Report of Grades.
3. No leave of absence shall be granted during the semester within two weeks before the last day of classes.
If the inability of the student to continue his classes are for reasons of health or similar justifiable causes, his absence during this period shall be considered excused.

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Removal of Incomplete or 4.0

(First Page) FORM 26A Permit for Removal of Incomplete 4.0

(Second Page) FORM 13C Report for Completion Removal of Grades

Grace Period: A student is given one academic year to remove the INC or 4.0.
Term Incurred Deadline
1st Semester/Trimester A day before enrollment of the 2nd Semester/Trimester of the succeeding academic year
2nd Semester/Trimester (Semester) Graduation day of the succeeding academic year

(Trimester) A day before enrollment of the 3rd Trimester of the succeeding academic year

Midyear Term/3rd Trimester A day before enrollment of the 1st Semester/Trimester of the succeeding academic year
Deadline for Removal of INC/4.0 (Undergraduate, MSCS, MSES)
Term Incurred Deadline
MidYear Term AY 2015-2016 28 July 2017, Friday
First Semester AY 2016-2017 5 January 2018, Friday
Second Semester AY 2016-2017 27 June 2018, Wednesday
Deadline for Removal of INC/4.0 (MBA)
Term Incurred Deadline
Third Trimester AY 2015-2016 13 July 2017, Thursday
First Trimester AY 2016-2017 23 October 2017, Monday
Second Trimester AY 2016-2017 23 February 2018, Friday
Deadline for Removal of INC/4.0 (Master of Education)
Term Incurred Deadline
Third Trimester AY 2015-2016 26 July 2017, Wednesday
First Trimester AY 2016-2017 13 November 2017, Monday
Second Trimester AY 2016-2017 19 March 2018, Monday

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Waiver of Prerequisites
STEPS
  1. Secure and fill out the Application for Waiver of Prerequisites, in three copies.
  2. Get endorsement from your Adviser, Teacher in Prerequisite Course, Teacher in Course to be Enrolled, OSA, and Department Chair/ Program Coordinator.
  3. Submit application form to the Office of the College Secretary for action.
    Get approval from your College Secretary.
  4. If request is approved, you may proceed with registration for the specified course.

Copy 1 – Office of the University Registrar
Copy 2 – Office of the College Secretary
Copy 3 – Student

  1. Courses approved by the University Council as prerequisites to others may not be waived.
  2. However, in meritorious cases, students who have previously enrolled and fully attended a course that is a prerequisite to another may be allowed to enroll in and attend the latter course for credit, without having passed or earned credit for the prerequisite course. Permission shall be granted only upon application by the student. The application shall be accompanied with certifications from a) the student’s instructor in the prerequisite course that the student had fully attended the said course; and b) the Vice-Chancellor for Student Affairs that the student’s failure to pass or earn credit in the prerequisite course was not due to disciplinary action imposed upon him/her.
  3. Each college shall be authorized to grant the permission, and shall act through a Dean’s committee, which shall determine the merit of the application. The said committee shall include the College Secretary.
  4. The student who is granted permission under these rules is required to enroll in the prerequisite course simultaneously with the course to which the former is a prerequisite, or immediately in the next semester.
    (745th BOR Meeting on 21 April 1966)

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Request for Substitution of Subjects

Substitution Form

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University Clearance

UP Cebu University Clearance

STEPS
  1. Secure and fill out the University Clearance, in three copies.
  2. Secure signatures as required, in order.
  3. Submit the duly signed (until #12) university clearance to the OUR and surrender your ID or an affidavit of loss for lost ID, for action of the University Registrar.
  4. Receive copy of your University Clearance duly signed by the University Registrar.

Copy 1 – Office of the University Registrar
Copy 2 – Office of the College Secretary
Copy 3 – Student

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Request to Cross-Register

Request to Cross-Register Form (from UP Cebu to other UP Constituent Units)

FORM 3.5A Application Form for Cross-Registrants* or Special Students (from other Universities, foreign or local, to UP Cebu)

Guidelines for Admission of Cross-Registrants* or Special Students (Foreign or Local)

* Cross-Registrant – Currently enrolled in a non-UP school; will earn credits for subjects taken in UP
** Special Student – will not earn credits for subjects taken in UP

For Foreign Students

Student Visa and Special Study Permit Information

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News

UP Cebu Calendar

Please check out the new UP Cebu Calendar for academic schedules, deadlines, events, holidays, and student activities.