Flows and Forms

UP CEBU Office of the University Registrar Citizen’s Charter (2019)
It details all of the frontline services of the Office of the University Registrar, including step-by-step procedures showing the requirements, time, and fees involved for clients to get what they need.
In compliance with R.A. 9485, or the “Anti-Red Tape Act (ARTA) of 2007” and the provisions of R.A. 11032, also known as the “Ease of Doing Business and Efficient Government Service Delivery Act of 2018” and its Implementing Rules and Regulations (IRR).

How To

  • Request Online for Official Transcript of Records, Certifications, Honorable Dismissal, Permit to Transfer, prepared by the Office of the University Registrar
  • Request Online for True Copy of Grades, and other Certifications prepared by the Office of the College Secretary
  • Apply Online for University Student Clearance
  • Apply Online for Removal of Incomplete or 4.0

    Note
    : For requests for Good Moral Certification, please email [email protected] directly. “Good Moral Certification” requests will not be accepted using the online request forms linked above.
    . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

How To submit forms to UP Cebu during ECQ and social distancing? (Submit all forms online)

  1. Click on the link provided below for the form that you need.
  2. Fill up the form online. Make sure you fill up all the required pages of the form.
  3. Choose ‘Print’ then ‘Save as PDF’, in order to save a copy of your filled-up information.
    For online submissions, just one copy of the form will suffice.
    (Alternatively, you may choose to print the form, fill it up by hand, and then scan or take a photo of the filled-up form.)
  4. Email the accomplished form to the Office of the College Secretary of the concerned college. (Emails are indicated below.)
    For UP students, please use your up.edu.ph email.
  5. Check your email regularly for a reply to your submission.
    Your college will take care of securing signatures and approval for forms submitted via email.
  6. Payments for submitted applications are usually collected after approval or initial inspection of the documents. Instructions for payments will be sent via email as well.

Who is your College Secretary?
  • College of Communication, Art, and Design – Prof. Jocelyn C. Pinzon
  • College of Science – Prof. Demelo M. Lao
  • College of Social Sciences – Prof. Purita T. Baltazar
  • School of Management – Prof. Leahlizbeth A. Sia
Where to find the Offices of the College Secretary (OCS)?
  • College of Communication, Art, and Design – Ms. Eden M. Paca
    Second Floor, Undergraduate Building
    [email protected]
  • College of Science – Ms. Camille E. Caputol
    Ground Floor, Undergraduate Building
    [email protected]
  • College of Social Sciences – Mr. Roderic O. Agravante
    AS 135, Arts and Sciences Building
    [email protected]
  • School of Management – Mr. Daryl A. Abella
    SoM Faculty Room Building
    [email protected]

Apply for the Fine Arts Program

Admission Requirements

The Bachelor of Fine Arts (BFA) degree program
     will admit — with the following requirements:
(B1)
UPCAT Successful Applicants
.
must pass TDT*
(no additional application form to fill up, just confirmation of offer of admission)
(B2)
CFA graduates from UP Cebu
.
must have a GWA of 2.5 or better
(write a letter to the CCAD Dean of intent to continue to the BFA program)
(B3)
Shiftees from other programs within UP Cebu
must have completed at least 15 academic units and pass TDT*
(Shifting Application)
(B4)
Bachelor’s Degree Transferees from other UP units
must have completed at least 30 academic units and pass TDT*
(Transfer Application Form 3.1)
(B5)
Transferees** from other schools
.
must have completed at least 33 academic units with a GWA of 2.0*** or better, and pass TDT*
(Transfer Application Form 3.1)
(B6)
Second Degree coursers from other schools or UP units
must pass TDT*
(Transfer Application Form 3.1)
The Certificate in Fine Arts (CFA) program
     will admit — with the following requirements:
(C1)
High School Graduates
.
must have an average of at least 80 percent or its equivalent, and pass TDT*
(Application for Admission Form 3A)
(C2)
Transferees** from other schools
.
must have completed at least 33 academic units with a GWA of 2.5*** or better, and pass TDT*
(Transfer Application Form 3.1)

*TDT is the Talent Determination Test
**this includes graduates of Associate in Arts (AA), Diploma, and Certificate programs other than UP Cebu CFA
***if GWA is lower than 2.0 but 2.5 or better, then applicant may be considered for CFA

ALL applicants to the BFA or CFA must pass the Talent Determination Test which consists of:

    1. Reading Comprehension and Essay
    2. Talent Test
    3. Portfolio of recent works, at least five
    4. Introductory video
    5. Panel Interview

Click on the links for TDT Information and Registration.

STEPS
  1. Read the guidelines and secure and fill out the necessary application form, if applicable.
  2. Submit all the required documents, as listed in the Guidelines, including the Application Form, to the Office of the University Registrar via email, [email protected].
  3. For students who are not eligible for the Free Higher Education privilege of CHED, pay a non-refundable application fee at the Cash Office.
    (Online payment may be made via gcash, instapay, pesonet, or bank transfer to the Philippine Veterans Bank Account of UP Cebu.)
  4. Return to the Office of the University Registrar with your Official Receipt for the processing and evaluation of your application.
  5. Accomplish other requirements set by the college such as the Talent Determination Test. Register here.
  6. Wait for the approval of the Dean of the College of Communication, Art, and Design (CCAD).
  7. Get your Notice of Acceptance (NOA) or Non-Acceptance.
  8. If approved, you may proceed with the Admission process.

Back to Top


Apply for Health Clearance

As part of the post-quarantine measures following the Covid-19 pandemic, the usual Physical Examination (with laboratory examinations: Chest X-ray, CBC, and Urinalysis) as enrollment requirements shall be deferred temporarily until further notice. In lieu of the above, all incoming first years for AY 2020-2021, including new graduate students, CFA applicants, and transferees who will be needing a health clearance shall be asked to submit an accomplished Health Declaration Form and a Mental Health Screening Form, online. Your answers are treated with utmost confidentiality. Specific instructions are as follows:

STEPS
  1. Fill out the UP Cebu Health Declaration Form and submit the accomplished form to the UP Cebu Health Services Unit (HSU) via email at [email protected].
  2. Fill out the Mental Health Screening Form and submit the accomplished form online.
    Your submitted form goes directly to the Guidance Services of the Office of Student Affairs (OSA).
  3. The UP Cebu Health Services Unit (HSU) shall clear the student and notify the Office of the University Registrar, after your submitted health declaration form and mental health screening form have been checked and verified.

For inquiries, please contact:

* You will be asked to comply with the requisite laboratory, medical, and dental examinations upon resumption of face-to-face classes.

Back to Top


Request to Cross-Register
(INCOMING) Steps to cross-register from other Universities, foreign (including MOVE UP1) or local (Outside UP), to UP Cebu

Cross-registrants* are students who enroll in UP Cebu for a specific period of time but are primarily enrolled in another UP Constituent University or in another institution of higher learning. Such enrolment is subject to the approval of the Deans of the home and the accepting units/colleges. [UP Code Art. 333−334]
Exchange students are also classified as cross-registrants.

A special student** is one who is not earning formal academic credit for his/her work. [UP Code Art. 337c]

  1. Read the Guidelines for Admission of Cross-Registrants* or Special Students** (Foreign or Local).
  2. Secure and fill out FORM 3.5A Application Form for Cross-Registrants* or Special Students** (from other Universities, foreign or local, to UP Cebu).
  3. Submit all the required documents, as listed in the Guidelines, including the Application Form, to the Office of the University Registrar.
  4. Pay a non-refundable application fee at the Cash Office.
    Exchange students with MOA (Memorandum of Agreement) with UP are exempted from payment of the application fee (including MOVE UP1 applicants).
  5. Return to the Office of the University Registrar with your Official Receipt for the processing and evaluation of your application.
  6. Wait for the approval of the Dean of the host college.
  7. If approved, you may proceed with the Registration process.

* Cross-Registrant – will earn credits for subjects taken in UP Cebu, and is given a numerical grade
** Special Student – will not earn credits for subjects taken in UP Cebu, and is given an S/U grade
1 Mobility for Vigor and Excellence – University of the Philippines exchange program of the University of the Philippines Office of International Linkages

Click here for a guide as to the different classifications of Non-regular students and their definitions; and the difference between *Cross-Registrant and **Special Student.

Student Visa and Special Study Permit Information for Foreign Students

(Outgoing) STEPS to cross-register from UP Cebu to another UP Unit/Campus or to another University through MOVE UP1

Cross-registrants are students who enroll in another UP Constituent University or in another institution of higher learning for a specific period of time but are primarily enrolled in UP Cebu. Such enrolment is subject to the approval of the Deans of the home and the accepting units/colleges. [UP Code Art. 333−334]
Exchange students are also classified as cross-registrants.

(If you are a UP student from another UP campus intending to cross-register to UP Cebu, please follow the steps below, where home unit is your campus and host unit is UP Cebu.)

  1. Secure and fill out the Request to Cross-Register Form (from UP Cebu to other UP Constituent Units), in two copies.
  2. Request for validation of courses to cross-register from your Program Adviser.
  3. Submit the signed Request to Cross-Register Form, accomplished University Clearance, True Copy of Grades (TCG) from previous term, Updated Program Study Plan and any other supporting documents for reason/s of cross-registration (e.g. medical certificate, adviser’s certification re: remaining deficiencies for graduating students) to the OCS Staff, for approval of the Dean and University Registrar.
    For cross-registration outside the UP System, approval of the Vice Chancellor for Academic Affairs is also required.
  4. If approved, pay fee at the Cash Office.
  5. Submit approved Permit to Cross-Register Form, Official Receipt, accomplished University Clearance, and UP ID to your OCS Staff.
  6. Present your Permit to Cross-Register Form to your host unit for approval. Give a copy of the final approved form to the Office of the University Registrar.

Copy 1 – UP Cebu Office of the University Registrar
Copy 2 – Host Unit

Art. 333. No student shall be registered in any other college, school, or department of this University without the permission of the Dean of the college or school in which the student is primarily enrolled.

Art. 334. No student registered in any other institution shall be admitted to the University without a written permit from his Dean, Director, or Registrar. The permit shall state the total number of units for which the student is registered and the subjects that he is authorized to take in the University.

Back to Top


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, Department Chair/ Program Coordinator, and College Secretary.
  3. Get approval from your Dean.
    (OCS Staff 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 OCS Staff.
    (OCS Staff 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.

Back to Top


Apply for 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 1975 September 3]

Back to Top


Request for Change of Matriculation
STEPS
  1. Secure and fill out the Change of Matriculation Form (pink form).
  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 1967 May 04 and at 861st BOR Meeting on 1975 May 29]

Back to Top


Request for Substitution of Courses/Subjects
STEPS
  1. Secure and fill out the Substitution Form, in three copies.
  2. Get endorsement from the Instructor of the Subject Required, your Program Adviser, the Department Chair/Program Coordinator of the Subject Required and the Department Chair/Program Coordinator of the Subject Taken.
  3. Submit the signed Substitution Form to the Office of the College Secretary.
  4. Get approval from your Dean.

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

Art. 354. Every substitution of subjects must be based on at least one of the following:
a. When a student is pursuing a curriculum that has been superseded by a new one and the substitution tends to bring the old curriculum in line with the now;
b. Conflict of hours between a required subject and another required subject; or
c. When the required subject is not given.

Art. 355. Every petition for substitution:
a. Must involve subjects within the same department, if possible; if not, the two subjects concerned must be allied to each other;
b. Must be between subjects carrying the same number of units; and
c. Must be recommended by the adviser and by the heads of departments concerned.

Art. 356. All petitions for substitution must be submitted to the Office of the Dean concerned before 12 percent of regular class meetings have been held during the term. Any petition submitted thereafter shall be considered for the following semester.

Art. 358. All applications for substitution shall be acted upon by the Dean concerned. In case the action of the Dean is adverse to the recommendation of the adviser and the Head of the Department concerned, the student may appeal to the Vice Chancellor for Academic Affairs, whose decision shall be final. [as amended at 790th BOR Meeting on 1969 December 19]

Note: Except for the GE subjects with permanent substitutions approved by the University Council, GE subjects cannot be substituted.

Back to Top


Apply for Shifting to another Degree Program or Plan within UP Cebu
STEPS
  1. Secure and fill out the Shifting to another Degree Program or Plan within UP Cebu, in three copies.
  2. Submit your Shifting Form to the OCS Staff of your current college.
    (OCS Staff of current college computes for the student’s GWA and Total Units Earned.)
    Get endorsement from your Program Adviser and the College Secretary of your current college.
  3. Submit your Shifting Form to the OCS Staff of the accepting college.
  4. Get endorsement from the Department Chair/Program Coordinator of accepting program and the College Secretary of accepting college.
  5. Get approval from the Dean of the accepting college.
  6. Submit the approved form to the Office of the College Secretary of the accepting college.

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

  1. Shifting refers to the change of a student’s major, plan, or degree program within UP Cebu.
  2. This is allowed after completion of at least fifteen (15) units in the first program and subject to compliance with the admission requirements of the new program.
    (1167th BOR Meeting on 2003 January 30)

Back to Top


Apply for Transfer from other schools or UP Units to UP Cebu
Application Period for Transfer to UP Cebu for the First Semester AY 2020-2021: 2020 June 1, Monday to June 30, Tuesday
Steps
  1. Read the Guidelines for Transfer from other Universities and Colleges.
  2. Secure and fill out FORM 3.1 Application Form for Transfer from other schools or UP units.
  3. Submit all the required documents, as listed in the Guidelines, including the Application Form, to the Office of the University Registrar.
  4. For students who are not eligible for the Free Higher Education privilege of CHED, pay a non-refundable application fee at the Cash Office.
  5. Return to the Office of the University Registrar with your Official Receipt for the processing and evaluation of your application.
  6. Accomplish other requirements set by the college such as interview, talent test, written or oral examination.
  7. Wait for the approval of the Dean of the accepting college.
  8. Get your Notice of Acceptance (NOA) or Non-Acceptance.
  9. If approved, you may proceed with the Admission process.

Students with previous college work from another university (outside UP) who want to transfer to UP Cebu shall satisfy all admission requirements of the University and that of the accepting unit/college. Applicants for transfer shall be considered for admission to the University only during the first semester of each academic year.

Applicants shall have completed, outside the University, at least thirty-three (33) academic units and must have a general weighted average of at least 2.0 or better for all the collegiate academic units taken outside of UP.

Note: Except for the GE subjects with permanent substitutions approved by the University Council, GE subjects cannot be substituted.
Hence, all GE subjects taken outside of UP may not be credited.

Students from another UP Constituent University who have completed at least thirty (30) collegiate academic units may be admitted as transfer students subject to the rules of the admitting college. Subjects previously cross-enrolled in UP Cebu, if any, will not be considered for the purpose of meeting the 30-unit requirement.

(UP Code Art. 359, 76th UC Meeting on 2001 December 12)

Back to Top


Apply for Advance Credit
STEPS
  1. Secure and fill out FORM 44A Application Form for Advance Credit and Validation Permit (green form), in three copies.
  2. Submit the accomplished form to the Office of the University Registrar for action.
  3. Have your courses/subjects validated by the concerned faculty, by taking a validating exam.
    (Instructor affixes his/her signature and indicates Passed or Failed.)
  4. Submit the signed Validation Form to the Office of the College Secretary, for the final approval of the Dean of the College which offers the course/s for which advanced credit is being applied for.

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

Art. 359. The following rules shall govern the admission of transfer students:
c. An admitted transfer student may not be allowed to enroll in a subject or subjects the prerequisite of which, taken elsewhere, have not yet been validated or repeated in the University;
d. An admitted transfer student must validate all the courses he is offering for advanced credits at the rate of at least 18 units a semester within a period not exceeding three semesters from the date of his admission. Failure to comply with this requirement will mean the cancellation of his registration privileges;

Art. 362. Application for advanced credit shall be made on the prescribed form to the University Registrar or to the Dean of the College or school which offers the course for which advanced credit is applied for. If the Dean is satisfied that the application is in order, he shall cause the proper department or division chair to conduct the validating tests. The regular period for the holding of these validating tests shall begin two weeks prior to the first day of registration at the opening of each term and shall end on a week after the last day of registration. There shall be no fee for validating tests taken during this period. A validating test may be held outside of this period with the consent of the department or division chair and approval of the Dean and upon payment of a fee. [as amended at 790th BOR Meeting on 1969 December 19 and at 861st BOR Meeting on 1975 May 29]

Note: (a) GE courses may not be credited if taken outside of the University.
(b) Fees for application for advanced credit is waived.

Back to Top


Apply for Removal of Incomplete or 4.0


FORM 26A, 13C Permit for Removal of Incomplete 4.0 (online, fillable)

STEPS

Click here to view the Process Flow for the Online Fillable Removal Form.

  1. Secure and fill out FORM 26A Permit for Removal of Incomplete/4.0, in three copies, and FORM 13C Report for Completion/ Removal of Grades, in four copies. It is recommended to use the online fillable version of the forms.
    Both forms are to be filled up for each and every course requiring removal or completion.
  2. Secure the signature of your Instructor.
  3. Submit the forms to the Office of the College Secretary of your college, for checking and signature recommendation of your College Secretary.
  4. Get approval of the University Registrar.
  5. Pay fee at the Cash Office.
  6. Submit duly paid FORM 26A and FORM 13C to your Instructor.
  7. You may now take the removal exam or submit completion requirements.
  8. Your instructor will forward the graded FORM 13C to the Office of the College Secretary of the instructor’s college, for the signature of the Dean. (FORM 26A attached)
  9. The approved FORM 26A and the graded and signed FORM 13C will be forwarded to the Office of the College Secretary of the student’s college for encoding in SAIS and filing.

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

Art. 378. There shall be a regular period for removing grades of “4” and “INC” before the start of each semester. Such a grade may no longer be improved after the end of the third regular removal period immediately following the semester/term in which the grade was incurred. A grade of “4” received after removing a grade of “INC”, however, must be removed within the remaining portion of the prescribed period for the removal of the original grade of “INC”. [as amended at 886th BOR Meeting on 1977 April 28]

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
Second Semester AY 2018-2019 2020 June 26, Friday
(extended until 2021 January 26, Tuesday)
MidYear Term AY 2018-2019 2020 September 4, Friday
(extended until 2021 January 26, Tuesday)
First Semester AY 2019-2020 2021 January 26, Tuesday
Second Semester AY 2019-2020 2021 June 25, Friday
Deadline for Removal of INC/4.0 (M Business Administration)
Term Incurred Deadline
Second Trimester AY 2018-2019 2020 February 21, Friday
Third Trimester AY 2018-2019 2020 July 22, Wednesday
(extended until 2020 November 3, Tuesday)
First Trimester AY 2019-2020 2020 November 3, Tuesday
Second Trimester AY 2019-2020 2021 February 19, Friday
Deadline for Removal of INC/4.0 (M Education)
Term Incurred Deadline
Second Trimester AY 2018-2019 2020 March 16, Monday
(extended until 2020 December 7, Monday)
Third Trimester AY 2018-2019 2020 August 28, Friday
(extended until 2020 December 7, Monday)
First Trimester AY 2019-2020 2020 December 7, Monday
Second Trimester AY 2019-2020 2021 April 12, Monday

Back to Top


Appeal for Readmission/Extension of Residence

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/Extension of Residence (Waiver of MRR) Form, in one copy.
    Submit to your OCS Staff.

    (OCS Staff 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.
    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, get endorsement from your College Dean.
    For Category B and/or C, get the approval of your College Dean. This is the last step if you are returning from AWOL or asking for an extension of residence (waiver of MRR); and ONLY if you have GOOD academic standing.
  8. (OCS Staff forwards appeal to the Admissions Committee for action, with all attachments, including ‘Student Academic Performance Evaluation‘ summary, and ‘True Copy of Grades (TCG)‘.)
  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.

Art. 403. Students who withdraw from a college or school without formal leave of absence (considered “absent without leave” status or AWOL) shall have their registration privileges curtailed or entirely withdrawn.

… … …

MAXIMUM RESIDENCE (787th BOR Meeting on 1969 September 29)
The Maximum Residence Rule (MRR) states that students who fail to finish the requirements of a degree program of any college within a prescribed period of actual residence shall not be allowed to register further in that college. Under meritorious cases, extension of residency may be granted.

Regular Period for Completion

  • Undergraduate Program – The prescribed years to finish a degree program is equivalent to 1 ½ times the normal length of the program, as follows:
    • Certificate Program – 4 ½ years
    • Bachelor’s Degree Program – 6 years
  • Master’s Degree Program – The time limit for the completion of all master’s requirements shall be five years. The counting of the period of residence shall start from the student’s first enrollment in a graduate course after admission into the master’s program and shall include all leaves of absence from the program.

Extension of Residence
In exceptionally meritorious cases, extensions of residence beyond the regular period of completion may be approved by the Dean upon the recommendation of appropriate bodies. Each extension shall be for a period not exceeding one semester at a time.

For Master’s Degree programs, the student granted an extension shall take additional units of graduate courses in his/her discipline or area during the extension period at a rate of three (3) units for every two (2) years of extension or a fraction thereof.

Back to Top


Request for Leave of Absence (LOA)
Steps
  1. Secure and fill out the Application for Leave of Absence (yellow form), in three copies.
  2. Secure the signatures of your Instructors, if availed of during the second half of the semester.
  3. Submit the signed LOA Form, accomplished University Clearance, and important attachment/s (such as medical certificate) to the OCS Staff, for endorsement of the Department Chair/Program Coordinator and College Secretary, and approval from the Dean.
  4. If approved, pay fee at the Cash Office.
  5. Submit approved LOA Form, Official Receipt, accomplished University Clearance, other attachment/s (such as medical certificate), and UP ID to your OCS Staff.

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

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.

Note: Approval is given for one semester/trimester at a time only.

Back to Top


Request for Readmission from Leave of Absence
STEPS
  1. Write a letter addressed to your Dean, indicating your intent to continue your program of study for the incoming term.
  2. Get endorsement from your Program Adviser, Department Chair/Program Coordinator, and the College Secretary.
  3. Get approval from your Dean.
  4. Submit the approved letter to the Office of the College Secretary.
  5. You may proceed with the Registration process.

Back to Top


Request for 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.
  4. Get approval from your Dean.
  5. 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 1966 April 21)

Back to Top


Apply for University Clearance

University Clearance (online, fillable)

STEPS
  1. Secure and fill out the University Clearance, in three copies. One copy only, if online.
  2. Secure signatures as required, in order.
  3. Submit the duly signed University Clearance to the Office of the University Registrar 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

Back to Top


Apply for Graduation
STEPS
  1. Secure and fill out the Application Form for Graduation (blue form), in three copies.
  2. Secure the signature of your Program Adviser.
  3. Pay fee at the Cash Office.
  4. Submit the accomplished and duly paid Application for Graduation Form, together with a copy of your updated Program Checklist to the Office of the College Secretary.
    (OCS Staff will evaluate the student’s records and eligibility to graduate.)

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

Back to Top