| iii

|i

UNIVERSITY OF THE PHILIPPINES VISAYAS

ACADEMIC GUIDEBOOK
Jose A. Go
Francis D. Dimzon
Imelda V. Jamero
Stephen Q. Lagarde
Querima Deborah Q. Jopson
Erlinda B. Panggat
Romana V. Villareal
Marilyn Z. Alcarde
Ma. Severa Fe S. Katalbas

Eleza F. Jundes
Herbert N. Nalagay

Marlene S. Alturino
Rolando G. Cadiz
Maria Theresa M. de la Cruz
Erna D. Doromal
Claire G. Gaspang
Danilyn T. Lapore
Denivi Hazel V. Medida
Febe S. Miayo
Ma. Victoria S. Mugut
Angeline A. Nuevaespaña
Jeany T. Ranze
Ana Liza A. Subade

2013
 | ii

Prof. Jose A. Go | Editor

Eleza F. Jundes | Copy Editor
Herbert N. Nalagay | Layout and Design
Antonio A. Tuson, OUR Staff | Production Staff

This academic guidebook is published by the

Office of the Vice Chancellor for Academic Affairs
University of the Philippines Visayas
Miagao, Iloilo

Produced by the Office of the University Registrar

All rights reserved, August 2013
 | iii

UNIVERSITY OF THE PHILIPPINES UNIVERSITY OF THE PHILIPPINES

SYSTEM SYSTEM

BOARD OF REGENTS OFFICERS OF ADMINISTRATION

HONORABLE PATRICIA B. LICUANAN ALFREDO E. PASCUAL, MBA

Chairperson President
Chairman, Commission on Higher Education
GISELA P. CONCEPCION, PhD
HONORABLE ALFREDO E. PASCUAL Vice President for Academic Affairs
Co-Chairperson
President, University of the Philippines LISA GRACE S. BERSALES, PhD
Vice President for Planning and Finance
HONORABLE EDGARDO J. ANGARA
Chairman, Senate Committee on Education, Arts, MARAGTAS SOFRONIO V. AMANTE, PhD
and Culture Vice President for Administration

HONORABLE JUAN EDGARDO M. ELVIRA A. ZAMORA, DBA

ANGARA Vice President for Development
Chairman, House Committee on Higher Education
J. PROSPERO E. DE VERA III, DPA
HONORABLE PONCIANO E. RIVERA JR. Vice President for Public Affairs
President, UP Alumni Association
HECTOR DANNY D. UY, LLB
HONORABLE LOURDES E. ABADINGO Vice President for Legal Affairs
Faculty Regent

HONORABLE KRISTA MELGAREJO

Student Regent
UNIVERSITY OF THE PHILIPPINES
HONORABLE ANNA RAZEL L. RAMIREZ VISAYAS
Staff Regent
OFFICERS OF ADMINISTRATION
HONORABLE REYNATO S. PUNO

HONORABLE GIZELA GONZALES- ROMMEL A. ESPINOSA, PhD

MONTINOLA Chancellor
HONORABLE MAGDALENO B. ALBARRACIN ENCARNACION EMILIA S. YAP, MSc
JR.
Vice Chancellor for Academic Affairs
HONORABLE LILIAN A. DE LAS LLAGAS NESTOR G. YUNQUE, MAq
Secretary of the University and of the Board of
Vice Chancellor for Administration
Regents
EVELYN T. BELLEZA, PhD
Vice Chancellor for Planning and Development

RICARDO P. BABARAN, PhD

Vice Chancellor for Research and Extension

JOSE A. GO, MSc

University Registrar
 T a b l e o f C o n t e n t s | iv

TABLE OF CONTENTS
LIST OF FIGURES ..........................................................................................................viii
ACRONYMS ........................................................................................................................ ix
1. ACADEMIC YEAR ........................................................................................................ 1
Academic Calendar ................................................................................................. 1
2. COURSE NUMBERING .............................................................................................. 2
3. CREDIT UNIT................................................................................................................ 2
4. ACADEMIC LOAD ....................................................................................................... 3
5. MEDIUM OF INSTRUCTION .................................................................................... 4
6. CLASSIFICATION OF STUDENTS .......................................................................... 4
Non-Degree Students ............................................................................................. 5
Cross Registrants ..................................................................................................... 5
Special Students ....................................................................................................... 5
Exchange Students .................................................................................................. 5
7. ADMISSION..................................................................................................................... 6
Admission and Retention Policies ........................................................................ 6
BA in Communication and Media Studies, CAS................................... 6
BS (Biology), CAS ...................................................................................... 6
BS in Chemical Engineering, SOTECH................................................. 7
BA (Social Sciences), UPVTC .................................................................. 7
BS Accountancy, CM and UPVTC ......................................................... 8
BS (Biology), UPVTC ............................................................................... 8
BS in Management, UPVTC .................................................................... 9
Beginning Freshmen ............................................................................................. 10
PEPT Certificate Holders .................................................................................... 10
Advanced Placement Examinations ................................................................... 10
Deferment of Enrollment .................................................................................... 10
Transfer Students .................................................................................................. 11
Transfer from other Institutions ........................................................... 11
Validation of Advanced Credits .......................................................................... 13
Requirements for Submission ............................................................................. 13
Transfer Within UPS ............................................................................... 14
Transfer Within UPV .............................................................................. 14
Admission of Foreign Students .......................................................................... 15
Beginning Foreign Freshmen ................................................................. 15
 Table of Contents |v

Transfer Foreign Students ................................................................................... 16

Other Requirements/Regulations for Foreign Applicants ............................. 16
English Proficiency Test ......................................................................... 16
Requirements for Submission ................................................................ 16
Immigration Requirements..................................................................... 17
Applying for a Student Visa ................................................................... 18
Study Permit ............................................................................................. 20
Deadline for Filing Applications ........................................................... 21
Readmission .............................................................................................. 21
8. GENERAL EDUCATION PROGRAM...................................................................23
Additional Requirements ..................................................................................... 24
9. PE REQUIREMENTS ..................................................................................................24
Proficiency Examination in Physical Examination (PEPE) ........................... 24
10. NATIONAL SERVICE TRAINING PROGRAM (NSTP) ................................25
11. REGISTRATION ........................................................................................................25
12. CROSS REGISTRATION .........................................................................................28
Within the University............................................................................................ 28
From another Institution ..................................................................................... 28
To another Institution .......................................................................................... 28
13. WAIVER OF PREREQUISITES .............................................................................29
14. CHANGE OF MATRICULATION ........................................................................29
15. DROPPING OF COURSES......................................................................................30
16. SUBSTITUTION OF COURSES .............................................................................31
17. ENROLLMENT IN GRADUATE COURSES .....................................................32
18. ATTENDANCE ..........................................................................................................33
19. INTEGRATION PERIOD........................................................................................33
20. EXAMINATIONS .......................................................................................................33
21. GRADING SYSTEM ..................................................................................................33
22. REMOVAL OF GRADES OF "INC." OR "4"......................................................34
23. SUBMISSION OF GRADES ....................................................................................35
Penalties for Late Submission of Grades .......................................................... 35
24. CHANGE OF GRADES............................................................................................36
25. HONORIFIC SCHOLARSHIPS ..............................................................................37
University Scholarships ........................................................................................ 37
College Scholarship ............................................................................................... 37
Additional Requirements for Honorific Scholarships ..................................... 37
26. SCHOLASTIC DELINQUENCY ............................................................................37
 T a b l e o f C o n t e n t s | vi

Warning…... .......................................................................................................... 38
Probation…. .......................................................................................................... 38
Dismissal….. .......................................................................................................... 38
Permanent Disqualification. ................................................................................ 38
27. LEAVE OF ABSENCE ..............................................................................................39
28. MAXIMUM RESIDENCE RULE............................................................................41
29. HONORABLE DISMISSAL .....................................................................................42
30. SECOND BACCALAUREATE DEGREE............................................................43
31. GENERAL RULES GOVERNING GRADUATE PROGRAMS ....................43
Academic Calendar ............................................................................................... 43
Application and Admission ................................................................................. 43
Admission into the Master’s Programs .............................................................. 44
English Proficiency ............................................................................................... 44
Program of Study .................................................................................................. 44
Course Work ......................................................................................................... 44
Advanced or Transfer Credit............................................................................... 45
Minimum Grade Requirement ............................................................................ 45
Residence/Time Limit for Completion ............................................................. 45
Additional Rules for Transfer Students ............................................................. 46
Leaves and Readmission ...................................................................................... 46
Grading System and Retention ........................................................................... 46
The Master’s Thesis .............................................................................................. 47
Comprehensive Examination .............................................................................. 48
Second Master's Degree ....................................................................................... 49
32. GENERAL RULES GOVERNING DOCTORAL DEGREE PROGRAM ...49
Admission Requirement ....................................................................................... 49
The Doctoral Program of Study ......................................................................... 50
Course Work .......................................................................................................... 50
Transfer of Credits ................................................................................................ 50
Residence Requirement ........................................................................................ 50
The Doctoral Committee and the Comprehensive Examination .................. 50
Advancement to Candidacy ................................................................................. 51
The Doctoral Dissertation ................................................................................... 51
The Dissertation Adviser and the Dissertation Committee ........................... 51
The Preliminary Oral Examination .................................................................... 51
The Final Oral Examination and the Defense Panel ....................................... 51
33. GRADUATION REQUIREMENTS ......................................................................52
 T a b l e o f C o n t e n t s | vii

Graduation Requirements for Graduate Students ........................................... 54

Faculty Recommendation .................................................................................... 54
34. GRADUATION WITH HONORS..........................................................................55
Additional Rules .................................................................................................... 55
33. COMMENCEMENT EXERCISES ........................................................................56
Academic Costumes ............................................................................................. 56
34. TRANSCRIPTS ...........................................................................................................56
REFERENCES ...................................................................................................................59
APPENDICES ....................................................................................................................60
Appendix A: Proposal for New Academic Programs Form .......................... 61
Appendix B: Proposal for New Academic Programs Flowchart ................... 66
Appendix C: Suggested Format for Revision of an Existing Program ......... 67
Appendix D: Curricular Procedures for the Revision of Academic Programs
and Institution and Revision of Courses Flowchart ................ 68
Appendix E: Institution of New GE Courses Flowchart ............................... 69
Appendix F: Template for a G.E. Course Proposal ........................................ 70
INDEX .................................................................................................................................71
 L i s t o f F i g u r e s | viii

LIST OF FIGURES
Figure 1. Request for Overload Flowchart........................................................................ 3
Figure 2. Admission Flowchart ......................................................................................... 12
Figure 3. Shifting within College Flowchart.................................................................... 15
Figure 4. Readmission Flowchart ..................................................................................... 22
Figure 5. Proficiency Examination in Physical Examination (PEPE) Flowchart ...... 25
Figure 6. Registration Flowchart....................................................................................... 27
Figure 7. Change of Matriculation Flowchart ................................................................. 30
Figure 8. Dropping of Courses Flowchart ...................................................................... 31
Figure 9. Substitution of Courses Flowchart .................................................................. 32
Figure 10. Submission of Completion Grade Flowchart .............................................. 35
Figure 11. Leave of Absence Flowchart .......................................................................... 40
Figure 12. Maximum Residency Rule Request Flowchart ............................................ 42
Figure 13. Application for Graduation Flowchart ......................................................... 54
 A c r o n y m s | ix

ACRONYMS
APE Advanced Placement Examinations
AWOL Absence Without Official Leave
BA Bachelor of Arts
BASS Bachelor of Arts (Social Sciences)
BOR Board of Regents
BS Bachelor of Science
CAS College of Arts and Sciences
CFOS College of Fisheries and Ocean Sciences
CHED Commission on Higher Education
CM College of Management
CMS Communication and Media Studies
CRS Computerized Registration System
CRSIS Computerized Registration and Student Information System
CU Constituent University
DECS Department of Education Culture and Sports
DND Department of National Defense
DRP Dropped
EC Executive Committee
EO Executive Official
GCE General Certificate of Education
GE General Education
GPO Graduate Program Office
GWA General Weighted Average
INC Incomplete
LOA Leave of Absence
MRR Maximum Residency Rule
NOA Notice of Action
NSO National Statistics Office
NSTP National Service Training Program
OCS Office of the College Secretary
OUR Office of the University Registrar
OVPAA Office of the Vice President for Academic Affair
PD Permanent Dismissal
PE Physical Education
PEPE Proficiency Examination in Physical Examination
PEPT Philippine Education Placement Test
SAT Scholastic Aptitude Test
SDT Student Disciplinary Tribunal
SOTECH School of Technology
SRE Student Records Evaluator
TESDA Technical Education and Skills Development Authority
TOEFL Test of English as a Foreign Language
UC University Council
UPCAT UP College Admission Test
UPD UP Diliman
UPV UP Visayas
UPVTC UP Visayas Tacloban College
VCAA Vice Chancellor for Academic Affairs
 Academic Information |1

Academic Information
1. ACADEMIC YEAR

The Academic Year is divided into two semesters of at least 16 weeks, exclusive of
registration and final examination periods. A summer session of 6 weeks follows the second
semester. [Confirmed: 682nd Executive Committee meeting, 20 March 1978] Class work in the
summer session is equivalent to class work in one semester. [Art 306b, UP Code 1975]

All academic units of UP Visayas operate under the semestral system, except for some
graduate programs which are under the trimestral system.

Academic Calendar

The general framework of the academic calendar shall be approved by the Executive
Committee and the details thereof prepared by the University Registrar, subject to the approval
of the President. [Art 305, 789th BOR, 25 November 1969; 790th BOR, 19 December 1969]

Dropping of courses must be not later than “three-fourths of the hours prescribed by the
course.” [Art 350, UP Code 1975]

The regular period for the holding of the 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. [Art 362, UP Code 1975]

A period of five days is ordinarily allowed for each section for the grading of papers and the
preparation of the report of grades. In case an instructor handles several sections and the
interval between the examinations is less than five days, he shall submit the reports of grades for
the various sections at the rate of one report at the end of every five-day after each examination,
provided, that all reports of grades must be submitted not later than seven days after the last day
of the examination period.” [Art 372, UP Code 1975]

“During the first three (3) weeks after the opening of classes in each semester, each Dean
or Director or his duly authorized representative, shall certify to the registrar a list of candidates
for graduation at the next Commencement.”

“No leave of absence shall be granted during the semester within two weeks before the last
day of classes.” [Footnotes under Art 404, UP Code 1975]

“All candidates for graduation must have their deficiencies made up and their records
cleared not later than five weeks before the end of their last semester…” [Art 407, UP Code
1975]

NOTES:

1. The first day of final examination period should preferably start on a Monday so faculty members can utilize
the weekends as integration period.
2. There are at least 16 weeks in a semester which is equivalent to 48 hours at 3 hours per week. Holidays are
not counted. In UPV, the number of meetings varies from 33 to 34 in the first semester to make provisions
for the sportsfest and the Foundation Week Celebration. In the second semester, 32 meetings would be enough
but 34 or 36 meetings would be better to make allowance for the holidays.
3. The Curriculum Committee Meeting may be scheduled a month before the University Council Meeting.
4. Guidelines in the making of Trimestral Calendar of the Graduate Program:
 Last day of filing application for admission into the program should be on a week -day.
 Academic Information |2

 Registration period should be 7days.

 Last day for candidates to file application for graduation should be scheduled 3 weeks after classes
begin.
 Last day for colleges to submit tentative list of candidates for graduation should be within 2 weeks
after the last day of filing application for graduation.
 Last day for dropping subjects should fall on a date before approximately ¾ of the hours prescribed
for the whole trimester have elapsed.
 Last day for filing leave of absence (LOA) is 10 days after the last day for dropping subjects.
 Christmas vacation and resumption of classes should follow system-wide schedule.
 Classes end for 2nd trimester should be adjusted to accommodate changes in schedule for Christmas
vacation and to reach the total of 24 meetings for classes which meet on Saturdays and Sundays.
 Final examination period should be 7 days.
 Last day for submitting grade should be at least 7 days after the last day of final examination and
must fall on a week-day (Monday).
 Last day for colleges to submit approved list of candidates for graduation should have 1 schedule for
each trimester.
 University Council should have 1 schedule for each trimester and listed only once.
 Removal period should be 10 days preceding the registration period.
 Validation period shall begin 1 week before registration and ends 1 week after registration.
 Enrollment for residency must be 1 working day before registration period for the following
trimester.

2. COURSE NUMBERING

In general, courses in the lower division (freshman and sophomore years) are numbered 1 to
99, courses in the upper division (junior and senior years) are numbered 100 to 200, and graduate
courses are numbered 201 to 400. Courses numbered 301 and above are generally professional
courses in the doctoral program. [Confirmed: 682nd EC meeting, 20 March 1978]

NOTES:

1. Arabic numerals should not be used interchangeably with Roman Numerals.

2. In the course numbers, only the officially approved course numbers must be used. e.g. Pol Sci, Envi Sci, ENS
or EnS, etc.
3. A uniform numbering system shall be adopted for certain course titles, e.g., 197 for Special Topics, 198 for
Special Problems, 199 for Research, 200 for Undergraduate Thesis. [Guidelines for UPV Committee on
Curriculum]
4. Free Electives means any subject whether below or above 100 level including GE courses.

3. CREDIT UNIT

The unit of credit is the semester hour. Most classes taught at the University meet three
hours a week, these classes carry 48 clock hours of instruction and three units of
credit.[Confirmed: 682nd EC meeting, 20 March 1978]
One university unit of credit is at least 16 full hours of instruction in the form of lecture,
discussion, seminar, tutorial, or recitation or in any combination of these forms within a
semester. [Art 339, UP Code 1975]
 Academic Information |3

NOTES:

1. A one-unit laboratory course requires at least 2-3 hours per week.

2. For a field work or practicum, the number of hours usually varies but not less than 48 hours per unit. For
example, a 3-unit practicum course should have a minimum of 144 hours while a 6-unit practicum course
should have a minimum of 288 hours.

4. ACADEMIC LOAD

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 340, UP Code 1975]

In the summer term, the normal load shall be six units, but in justifiable cases, the Dean
may allow a student to take 9 units. [Art 341, UP Code 1975] See Figure 1 for request for
overload flowchart.

STUDENT
Secures and fills out form for
Request for Overload at the
Office of the College Secretary

OCS
ADVISER
Recommends request, acts on behalf
Evaluates and recommends request. of the Dean and releases action on
the request.

CHAIR

Recommends request

Figure 1. Request for Overload Flowchart

NOTES:

1. A standard form shall be used by all OCS in the application of overload.

2. The approval to overload shall only consider students under the following conditions:
a. Students who are graduating, transferees, or shiftees within the academic year.
b. The student is in good standing with no grades below 3.0 and INC.
3. Program advisers should discourage the practice of students hoping to graduate with honors to overload and
then drop courses later if they feel that they will not be getting high grades.
 Academic Information |4

4. During the summer term, a graduating student with only 9 units remaining may be allowed to take all the 9
units.
5. If a student’s academic load in a semester is less than 15 units or less than the normal academic load
prescribed by the curriculum, he/she is said to be underloaded. This may affect his/her chances of graduating
with honors, even if his/her grades qualify him/her for such. Thus, program advisers should make sure that
the student understands this consequence of underloading.
6. If a student has only 15 units remaining in his/her curriculum, but one of the courses equivalent to 3 units is
offered only the following semester, he/she must then enroll in all the remaining 12 units during the current
semester, as required of him/her. In this case, his/her chances for graduating with honors shall not be
jeopardized.
7. It is the responsibility of the program adviser/College Secretary to explain to the student the consequences of
underloading.
8. In UPV, Tacloban only graduating students are allowed to apply for overload.

5. MEDIUM OF INSTRUCTION

English is generally used as the medium of instruction. However, the use of Filipino for
teaching undergraduate courses has been strongly encouraged.

6. CLASSIFICATION OF STUDENTS

Undergraduate and graduate students are classified as either regular or non-regular.

Regular undergraduate students follow organized programs of study and comply with
requirements which lead to the bachelor's degree or undergraduate diploma/certificate. They
carry the full semestral load credit for their respective curricula and for registration and
classification purposes are divided generally into freshmen, sophomores, juniors, and seniors.

Regular graduate students are prospective candidates for the master's or doctoral degree.
They may be either part-time or full-time students.

Non-regular students are (1) non-degree students, with credits; (2) cross-registrants, with
credits; or (3) special students, without credit. [Confirmed: 682nd EC, 30 March 1978]

According to year level, students under a 4-year program may be classified as follows:

1st Year: student who has not finished the prescribed subjects of the first year of his
curriculum, or 25% of the total number of units required by his program
2nd Year: student who has satisfactorily completed the prescribed subjects of the first year
of his curriculum, or has finished not less than 25% nor more than 50% of the
total number of units required by his program
3rd Year: student who has satisfactorily completed the prescribed subjects of the first two
years of his curriculum, or has finished not less than 50% nor more than 75% of
the total number of units required by his program
4th Year: student who has satisfactorily completed the prescribed subjects of the first three
years of his curriculum, or has finished not less than 75% of units required by
his program [Art 338, UP Code 1975]

NOTE:

In the case of students under a 5-year program, percentages will be prorated accordingly.
 Academic Information |5

Non-Degree Students

A degree holder or undergraduate student who is not currently enrolled in any other
institution of higher learning may be allowed to take for credit courses on the graduate and/or
undergraduate level, respectively, provided that this student satisfies the appropriate requirements
for admission to the University. He shall not be allowed to enroll for more than one semester,
except by special permission of the Dean of the college concerned and the University Registrar.

Since he does not follow any organized program of study, a non-degree student is not a
prospective candidate for graduation for any degree in the University. [Confirmed: 682nd EC
meeting, 20 March 1973]

Cross Registrants

Cross-registrants are students of other UP units or other institutions who enroll in a

college/school of UP Visayas with credits.

Special Students

A mature student, even if he does not fully satisfy the entrance requirements, may be
admitted as a special student and may enroll for such subjects which in the opinion of the
instructor and the Dean, he has the necessary information and ability to pursue profitably. He
shall not be allowed to enroll for more than 9 units a semester or to register for more than two
years, except by special permission of the Dean. Subjects taken shall be non-credit although his
work may be reported at the end of each semester as "satisfactory" or "unsatisfactory”.
[Approved at the 138th UC meeting, 11 September 1937 and confirmed at the 682nd EC
meeting, 20 March 1978]

Exchange Students

A student who intends to register in a university/institution abroad may apply as exchange

student. He must seek a written permission of the Chancellor upon recommendation of the
adviser, institute director/division or department chair, and the dean. Such recommendation
must indicate the number of units and the courses to be taken. The student must provide a
description of the courses to be taken.

If the student does not intend to credit the courses taken abroad, then he may apply for
leave of absence (LOA) from the University. By doing so, his stay abroad will not be counted as
part of his residence in the University. His enrollment abroad will not be reflected in the
transcript of records.

NOTES:

1. Non-regular students are not under any college. The University Registrar acts as their adviser and shall
therefore sign in the Form 5. For foreign exchange students, the International Relations Officer acts as their
adviser and shall sign in the Form 5.
2. A student who wishes to change classification, e.g., from non-degree to special, must seek the approval of the
Dean.
 Academic Information |6

7. ADMISSION

No student shall be denied admission to the University by reason of age, sex, nationality,
religious belief, or political affiliations. [Art 327, UP Code 1975]

Every applicant for admission shall undergo a thorough health examination. No person
shall be admitted to this University who is found by the University Health Service to be suffering
from a dangerous, communicable, contagious, or infectious disease or who is physically unfit to
take courses in any college or school of the University. [Art 328, UP Code 1975]

Every student shall, upon admission, sign the following pledge: "In consideration of my
admission to the University of the Philippines and of the privileges of a student in this institution,
I hereby promise and pledge to abide by and comply with all the rules and regulations laid down
by competent authority in the University and in the college or school in which I am enrolled."
Refusal to take this pledge or violation of its terms shall be sufficient cause for summary
dismissal or denial of admission. [Art 329, UP Code 1975]

No person who has not duly matriculated may be admitted to the classes. In exceptional
cases, the Registrar may, on the recommendation of the Dean concerned, authorize the
admission of a visitor to a class for not more than 5 sessions. [Art 330, UP Code 1975] See
Figure 2 for the admission flowchart.

NOTES:

1. Provisional admission slip is issued only for incoming transfer or graduate students who have not submitted an
original official transcript of records and certificate of honorable dismissal or transfer credentials.
2. Enrollment ends after the Office of the College Secretary (OCS) stamps REGISTERED on the Form 5.

Admission and Retention Policies

BA in Communication and Media Studies, CAS

Admission of Shiftees and Transfer Students

Students from other degree programs and other educational institutions may be
accepted into the BA in CMS program provided they have no failing grades in English and
communication courses; they also need to pass oral and written exams.

Retention Policy

To stay in the program, a student must maintain a cumulative general weighted average
(GWA) of 2.75 or better upon completion of 18 units of CMS courses specifically CMS 11,
CMS 100, CMS 101, CMS 102, CMS 103, and CMS 105. [Approved by the President, 03
November 2006]

BS (Biology), CAS

Retention Policy

The student must pass both Botany 10 and Zoology 10 within the first two years in the
program in order to continue with the program.
 Academic Information |7

BS in Chemical Engineering, SOTECH

Admission Policies

Shiftees from other UPV Colleges and transferees from other units of the UP System
will be accepted during the first and second semesters. The applicant must submit a letter
of application for admission, together with the True Copy of Grades, stating his/her
reason(s) for shifting/transferring. He/she must have completed at least 30 academic units
hich should include Math 17, or Math 11 and Math 14. He/she must have a
Math/Chem/Physics Weighted Average (MCPWA) of 2.0 or better, excluding GE (MST)
courses.

Transferees from other universities/ colleges will be accepted only during the first
semester. A transfer applicant must submit a letter of application and an accomplished
application for (UP Form 3.1) stating his/her reason(s) for transferring at least one (1)
month before registration. An official Copy of Grades or Transcript of Records from each
university/college attended should be attached to the application form. He/she must have
completed at least 33 academic units, which should include math 17 or its equivalent.
He/she shall complete 50% or more of the units required under the BS ChE program in the
University. He/She must not have incurred grades of “5”. Unremoved “4”, or uncompleted
“INC” in all academic courses for all semesters enrolled in the university/college where
he/she came from. He/She must have a GWA of 2.0 or better in all courses creditable to
BS ChE. He/She must have a MCPWA of 1.75 or better.

Applicants to the program as a second baccalaureate degree will be accepted only

during the first semester. He/she must submit a letter of application and accomplished
application form (UP Form 3.1) stating his/her reason(s) for enrolling in BS ChE at least
one (1) month before registration. An official Copy of Grades or Transcript of Records
should be attached to the application form. He/She must complete at least 36 units of
those required under the BSChE program in the University. He/She must have a GWA of
2.0 or better in all courses creditable to the BSChE program. He/she must have a MPCWA
of 1.75 or better.

Retention Policy

For all students, scholastic standing of students shall be evaluated at the end of every
semester and existing rules on scholastic delinquency shall be applied. Furthermore, First
Year and Second Year students will be retained in the program provided that they do not
have a grade below 3.0 in Math, Physics and Chemistry courses. [Approved by the
President, 12 June 2007]

BA (Social Sciences), UPVTC

Admission Requirements

A UPVTC student to be admitted to the BA (Social Sciences) or BASS major program

must have a total of at least 30 units of academic courses and obtained a GWA of at least
2.75 in all courses required under the BASS major program.

A transferee from other UP units may be admitted to the BASS major program
provided he has complied with the admission requirements stated above. Otherwise, he
may be admitted on probation status for one semester.

Transfer students from schools other than UP units may be admitted on probation
basis provided that they have completed at least 33 units of academic courses; obtained a
 Academic Information |8

GWA of 2.0 (UP grading system) or better, for all the collegiate academic units they have
taken outside the University; and they will have to complete in UPVTC not less than 50%
of the units required for their program.

Retention Requirements

To stay in the program, a student must maintain a general weighted average (GWA) of
2.75 in all major subjects taken within the UP system and must not have incurred a grade of
5.0 in any of his major subjects.

Students who do not meet the requirements stated on the above provisions may be
retained on probation status. An “On Probation” status may be granted only once. If a
student is disqualified from his field of specialization, he can opt to take another
specialization within the Division or seek admission in other programs. [Approved 04 Dec.
1999]

BS Accountancy, CM and UPVTC

Admission Policies

The BS Accountancy Program adopts a quota system in admitting prospective students

to the course.

Students from other universities and colleges may be admitted, provided that:

1. They have earned at least 33 academic units with a GWA of 1.5 or better for all
collegiate academic units;
2. They can complete in the University not less than 50% of the units required for their
program;
3. The quota set by the Department of Accounting has not been reached;
4. They have not incurred a grade of 5.0 in any subject taken; and
5. They have met all other requirements for admission other than nos. 1, 2, 3, and 4 above
under the University policy and College general guidelines for transferees.

Students from other UP units may be admitted, provided that they have completed at
least 30 academic units based on the rules of the University and they have obtained a GWA
of 1.75 or better.

Retention Policies

To be retained in the program, a student must maintain a GWA of 2.5 or better in all
subjects taken in the UP System and must maintain a grade of 2.0 or better in BA 99.1, BA
99.2, BA 114, and BA 114.2. [Approved by the University Council, 20 July 2002]

BS (Biology), UPVTC

Admission Requirements

Students may be admitted to the BS (Biology) program provided that they have a
GWA of at least 2.75 in all GE subjects in the BS (Biology) program taken prior to
admission.

Transfer students from schools other the UP System may be admitted on probation
provided that they qualify for admission to the Unit under the University policy on
 Academic Information |9

transferees and they have completed at least 38 units of the GE courses of the BS (Biology)
program or their equivalents (as validated in accordance with University rules).

Retention Requirements

To stay in the program, a student must maintain a GWA of 2.75 in all subjects within
the BS Biology program taken within the UP System. A GWA of below 2.75 in one
semester puts the student on WARNING status, and if a student gets a GWA below 2.75
for two consecutive semesters, he/she will be placed under “ON PROBATION” status.
Failure to improve such GWA on the succeeding semester is ground for disqualification.

To stay in the program, a student must not have incurred more than two (2) failures in
any 2- to 5- unit major and foundation science/math courses (Physics, Math and Chemistry)
[Approved by the University Council, December 1993]

BS in Management, UPVTC

Admission Requirements

A UPVTC student may shift to the BSM program provided he/she meets the
following requirements:
1. Must have completed at least 15 units, and
2. Must have obtained a GWA of at least 2.5 in all courses credited to the BSM
program.

Transferees from other UP units may be admitted to the program, provided they have
complied with the admission requirements of the College and have obtained a GA of at
least 2.5 in courses credited to the BSM program.

Transfer students from non-UP schools or universities may be admitted, provided that
they have obtained a GWA of 1.75 or better for all the collegiate academic units they have
taken outside the University.

Admission of shiftees and transferees shall be subject to the program quota.

Retention Requirements

To stay in the program, a student must maintain a GWA of 2.5 or better every
semester and must not incur a grade of 5.0 twice in any major subject.

Students who fail to get a GWA of 2.5 in a semester, may appeal for readmission,
subject to the following requirements:

1. Readmission may be granted for the first appeal, provided that academic load
is reduced by 3 units.
2. Readmission may be granted for the second time, provided that academic
load is reduced by 6 units.
3. Failure to meet the grade requirement thereafter will disqualify the student
from the BSM program.
[Approved by the University Council, 07 Dec. 2002]
 A c a d e m i c I n f o r m a t i o n | 10

Beginning Freshmen

The entrance requirements for each course shall be as prescribed by the faculty of the
college offering the course and approved by the University Council and the President of the
University. [Art 324, as amended at the 830th Board of Regents meeting, 22 February 1973]

Graduates of accredited high schools may be admitted as freshmen into the University of
the Philippines on the following bases:
1. their performance in the UP College Admission Test (UPCAT). [As originally adopted at the
244th University Council meeting, 22 Aug. 1970, approved at the 798th BOR meeting, 27
August 1970, and amended at the 965th BOR meeting, 23 February 1984]
2. their weighted average in the first three years of high school [As originally adopted at the
244th University Council meeting, 22 August 1970, approved at the 798th BOR meeting, 27
August 1970, and amended at the 965th BOR meeting, 23 February 1984]; and
3. their choice of UP campus and the quotas for specific degree programs/ colleges set by the
University.

PEPT Certificate Holders

Holders of the Philippine Educational Placement Test (PEPT) certificates in lieu of high
school diploma may be admitted to the University as new freshmen provided they pass the
UPCAT. [Approved, 1034th BOR meeting on 30 August 1990]

Advanced Placement Examinations

A new freshman who qualifies for and passes the prescribed examination in basic courses in
the freshman year such as Communication I and other languages, College Algebra and/or Plane
Trigonometry, etc., within one year from his first enrollment in the University, shall be given
credit for corresponding subjects in his academic program provided that this privilege may not be
given for more than six (6) units in any one discipline. These examinations are usually scheduled
two weeks before the registration every semester.

Application forms and other information regarding advanced placement may be obtained
from the College Secretaries of the College of Arts and Sciences (for Iloilo and Miagao
campuses), and UPV Tacloban College.

NOTE:

If the student passes the Advanced Placement Examination (APE), he may re-enroll that subject. In that case,
both the APE result and the grade shall be reflected in the transcript of records.

Deferment of Enrollment

A qualified freshman applicant who for a valid reason cannot enroll during the semester
originally applied for may apply for deferment of enrollment to the next succeeding semester by
writing to the University Registrar. Such applicant must not have taken any academic college
subject prior to enrollment. [Confirmed: 682nd EC meeting, 20 March 1978]
 A c a d e m i c I n f o r m a t i o n | 11

NOTES:

1. A maximum of one year is allowed for deferment.

2. A new student number is assigned to the student who enrolls after the deferment.

Transfer Students

Transfer from other Institutions

A transfer student may be admitted provided that:

1. he must have obtained an average grade of 2.0, 86%, or B, or better, for all the collegiate
academic units he has earned outside of this University [Art 359, UP Code 1975];
2. he must have completed at least 33 units of academic courses [1997 UP Diliman Academic
Information from 965th BOR meeting on 23 February 1984];
3. he will have to complete in this University no less than 50% of the units required for his
program [Art 359, UP Code 1975]; and
4. the quota set by the Dean of the college or school concerned for the course to which he
seeks admission, has not yet been filled up. [Art 359, UP Code 1975]

A transfer applicant, however, must take note of the following additional rules for transfer:
1. The computation of the general weighted average required of transfer students shall exclude
vocational subjects [1997 UP Diliman Academic Information: As amended at the 933rd
BOR meeting, 30 October 1980];
2. The grade requirement is generally waived for a bachelor's degree holder, but not for those
who have earned only a title below a baccalaureate degree (e.g., Certificate in Fine Arts) [1997
UP Diliman Academic Information];
3. A college may require a higher weighted average than that prescribed above.

Any or all of the above rules may be set aside in exceptional cases upon the
recommendation of the Dean concerned and upon the approval of the Chancellor. [Art 359, UP
Code 1975]
 A c a d e m i c I n f o r m a t i o n | 12

STUDENT
Submits U.P. Form 3.1 (Application for Admission
Form), Official Transcript of Records /True Copy of
Grades and O.R. of application fee to OUR

OUR

Receives application letter, evaluates application and

computes GWA for transfer applicants

NO YES
Qualified?

OUR OUR

Prepares transmittal with copies of documents

Issues/sends notice of
submitted by applicants and forwards them to
disqualification to ineligible
college concerned
applicants

COLLEGE SECRETARY

Refers pertinent documents to division concerned

DIVISION/DEPARTMENT/ADMISSION
COMMITTEE

Evaluates and recommends appropriate action

(approval/ disapproval and program assignment)

COLLEGE SECRETARY
Transmits action on the application

NO
Admitted?

YES
OUR

Issues notice of acceptance to qualified applicants

through mail/e-mail or call them if necessary

ADMITTED APPLICANT

Fills out student directory form and submits entrance

credentials to OUR.

OUR
Issues admission slip with student number upon receipt
of complete entrance credentials

ADMITTED APPLICANT

Proceeds to College Secretary’s Office for enrollment.

Figure 2. Admission Flowchart

(for non-regular students and transfer applicants both from within UPV and outside the UP system)
 A c a d e m i c I n f o r m a t i o n | 13

Validation of Advanced Credits

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. [Art 359, UP Code 1975] His admission will be on probation basis until
such time as he shall have validated or repeated in accordance with this rule on validation of
courses, all the subjects taken outside UP which are required for his program. The student will
not be allowed to enroll in a subject or subjects the prerequisite of which, taken elsewhere, have
not yet been validated or repeated in this University.

A student transferring from any recognized institution who possesses an Associate in Arts
or its equivalent of 66 units of work may be enrolled without validation. Before a student is
allowed to major in any discipline, the major discipline may prescribe additional courses up to 18
units of general education courses and/or preparatory courses for the major. [Art 360, UP Code
1975]

The grant of advanced credits for courses which are completed in other institutions but
which have no equivalent in this University shall be left to the faculty of the unit concerned. [Art
361, UP Code 1975]

Application for advanced credit shall be made on the prescribed form 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
chairman 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 chairman and the approval of the Dean and upon payment of the
required fee per subject. [Art 362, UP Code 1975] [The validation permit is included in the
delegated authority for the College Secretary to sign on behalf of the Dean. Memo No. FN 90-68
dated 08 August 1990]

Advanced standing may also be granted by the University Registrar to students graduated
from an institution recognized by the University Council for subjects listed in the course or
courses duly recognized. Advanced credit for work constituting only part of courses recognized
by the Council shall be awarded by the departments or divisions concerned in accordance with
the above provision on application for advanced credit. [Art 363, UP Code, as amended at these
BOR meetings: 790th, 19 December 1969 and 861st, 29 May 1975]

Each college may promulgate rules for the admission of transfer students and the granting
of advanced credits provided they are not inconsistent with the general rules set by the University
Council. [Art 366, UP Code 1975]

NOTES:

1. Policies on validation of courses vary in each college.

2. Courses taken by a transfer student from another school outside of the UP System that are equivalent to GE
courses may be credited subject to approval of the division offering the course.

Requirements for Submission

Every new transfer applicant should submit the following at least one month prior to
registration: an official copy of grades or transcript of records from each college attended for
evaluation, regardless of his intentions to validate his advanced credits, and an accomplished
 A c a d e m i c I n f o r m a t i o n | 14

application form (UP Form 3.1) [Confirmed: 682nd EC meeting, 20 March 1978]; two passport-
size photographs; and a non-refundable application fee. [As approved at the 966th BOR meeting,
29 March 1984]

NOTE:

A student granted provisional admission and permitted to enroll temporarily pending submission of
official academic and other required records should submit all the needed entrance credentials not later than the first
day of registration of the immediately succeeding semester, excluding summer, otherwise he will not be allowed to
enroll in the succeeding semester/term.

Transfer Within UPS

Students from other autonomous units of the UP System who have completed at least 30
academic units may be admitted as transfer students subject to the rules of the admitting college/
school. [As approved at the 1067th BOR meeting, 07 July 1993]

Upon admission, the student submits the following:

a. clearance from the college/school where he/she came from;*
b. permit to transfer;
c. true copy of grades for those who are transferring from another UPV unit or official
transcript of records for those coming from other autonomous units; and,
d. Certificate of Good Moral Character.

Transfer Within UPV

A student who has completed at least 15 units and who intends to transfer to another
college/school of UPV [As approved at the 1167th BOR meeting on 30 January 2003] writes
directly to the Dean together with his true copy of grades. See Figure 3 for shifting within college
flowchart.
Upon admission, the student submits the following:
a. Application letter addressed to the Dean;
b. true copy of grades for those who are transferring from another UPV unit;
c. College clearance; *and,
d. Certificate of Good Moral Character.

* In 2nd Semester 2012-2013, UPV Miagao and Iloilo adopted paperless clearance. Students
needing college clearance for transfer/shifting can proceed to CRS staff for verification,
Students needing university clearance can proceed to OUR office.

The college/school, from where the student came from, may issue a permit to transfer
stating that it has no objection to the transfer to any college/unit of the UP System.
 A c a d e m i c I n f o r m a t i o n | 15

SHIFTEE
Secures and fills out application form at the
CSO

PROGRAM ADVISER
CSO
Signs the shifting form. Acts on the application and informs the
student.

OSA
DIVISION/DEPARTMENT/INSTITUTE
Schedules counseling and evaluates student’s
aptitude/interest and makes recommendation Evaluates and recommends.

CSO
Prepares the copy of grades and forwards to
respective division/department/institute for
evaluation and recommendation.

Figure 3. Shifting within College Flowchart

NOTES:

Any student who has already earned at least 15 units may apply for shifting [Dean’s authority to sign has been
delegated to the College Secretary per Memo No. FN 90-68 dated 08 August 1990] to another program offered
in UPV provided that:
1. the applicant satisfies the admission policy of the program/college
2. there are slots available in the program applied for.
3. When approving request for shifting program, advisers should be aware of maximum residence rule
(MRR). All requirements for the degree program must be completed within MRR. Residence in their
previous degree program/unit will be counted. This means that the counting of residence starts from the
student’s first enrolment in the UP System. Those who could not finish the program within allowable
residence in the university shall be discouraged to shift program.

Admission of Foreign Students

Beginning Foreign Freshmen

An applicant who graduated from high schools abroad and who has not enrolled in college
may be admitted as beginning freshman into non-quota programs without taking the UPCAT
provided that he meets the following requirements:

1. completion of the high school program in the country where he had his secondary
education [As approved at the 239th UC meeting, 15 April 1969];

2. qualifying in a college-qualifying national or international foreign-administered

examination such as the General Certificate of Education (GCE) Examination or the
Scholastic Aptitude Test (SAT) or equivalent examination [As approved at the 965th
BOR meeting, 23 February 1984]:
GCE: 3 ordinary level passes and 2 advanced level passes
SAT: minimum total score of 1200
IBE: International Baccalaureate Examination Diploma [As adopted at the
682nd EC meeting, 20 March 1978 and amended at the 684th EC
meeting, 18 September 1978]; and
3. in the case of an applicant whose native language or whose medium of instruction in the
secondary school is not English, a minimum score of 500 in the Test of English as a
 A c a d e m i c I n f o r m a t i o n | 16

Foreign Language (TOEFL). [As adopted at the 933rd BOR meeting on 30 Oct 1980
and amended at the 965th BOR meeting on 23 February 1984]

A graduate from a high school abroad who fails to satisfy the requirements for automatic
admission (i.e., item 2 above) may take the UPCAT.

A Filipino who graduates from a secondary school abroad and applies for freshman
admission to the University must satisfy the same requirements as those for foreign students.

Students coming from foreign countries shall be required to meet substantially the entrance
requirements prescribed for a course; Provided that their previous training was obtained in an
institution of recognized standing; and Provided, further, that there is a place for them in the
college or school. [Art 325]

NOTE:

For SAT, a minimum total score of 1200 for Critical Reading (Verbal) and Math is required. Other
subjects are not considered. Example: A combination of scores for Verbal Critical Reading and Mathematics 600
and 600, respectively or 300 and 900, respectively for a total of 1,200.

Transfer Foreign Students

A foreign student with credits for college-level course work should meet the University
requirements for transfer students. [UP Diliman Academic Information 1997]

If the applicant is transferring from another Philippine school, he should secure a permit to
transfer from DECS. [UP Diliman Academic Information 1997]

NOTE:

Exchange students with Memorandum of Agreement with UPV send application and/or recommendation
from school at the Office of the University Registrar through the International Relations Officer.

Other Requirements/Regulations for Foreign Applicants

English Proficiency Test

A foreign applicant whose native language or whose medium of instruction in secondary

school is not English should arrange to take the TOEFL. Information about this test, including
the places and dates of administration may be obtained by writing directly to TOEFL,
Educational Testing Service, Princeton, New Jersey 08540, USA. The applicant must request
that a copy of his scores be sent to the Office of the University Registrar, University of the
Philippines Visayas, Miagao, Iloilo, Philippines 5023. [UP Diliman Academic Information 1997]

To satisfy the English proficiency requirement, an applicant must be able to present a

minimum score of 500. [UP Diliman Academic Information 1997]

Requirements for Submission

Only properly accomplished application forms with all the requirements listed below will be
processed.
1. accomplished Undergraduate Ad-mission Application (UP Form No. 3.2);
 A c a d e m i c I n f o r m a t i o n | 17

2. a non-refundable application fee of P150 for resident foreign students and $20 for non-
resident foreign students in money order, cashier's or manager's check payable to the
University of the Philippines Visayas;
3. official transcript of records from each high school and college attended and official
examination certificates, if any - 2 copies;
For evaluation purposes, photocopies of records may be accepted provided they
are properly authenticated by the Department of Education or by duly designated
authorities in the country of the applicant. Final admission will be subject to
verification of documents submitted against original copies of credentials. Certified
English translations should also be submitted, where necessary.
4. course syllabus, school catalogue, and handbook of examination;
5. certification from a reputable bank in the applicant's country about his capability to
finance the travel, educational, personal and other expenses he is expected to incur in
his studies in the Philippines - 2 copies;
6. official TOEFL results;
7. copy of birth certificate or passport duly authenticated.

Credentials filed in support of the application become the property of the University of the
Philippines Visayas and will not be returned to the applicant. [UP Diliman Academic Information
1997]

Immigration Requirements

A foreign student may be allowed to enroll only if he has a student visa (9-f) or any of the
following types of visa:
1. 9(e), 9(e-1) or 9(e-2) - foreign government official or dependent
2. 47(a)(2) - exchange fellow or scholar sponsored by an international organization
3. 9(g) - pre-arranged employment (working/missionary visa)
4. PD 218 -- foreign investor
5. 9(d) -- treaty trader
6. 13, 13(a) to 13(g) -- permanent resident

Visas other than student visa may be applied for at the Philippine Consulate/Embassy in the
student's home country. [UP Diliman Academic Information 1997]

A foreigner with a tourist visa (9-a) will not be allowed to enroll in the University of the
Philippines.

NOTES:

1. A student holding dual citizenship (e.g., Filipino-American, Filipino-Chinese) who wishes to be considered as
Filipino for the purpose of studying in the University of the Philippines must submit prior to admission a copy
of the order of the Identification Certificate [Memo No. 00-096 from Ludendorfo T. Decenteceo 21August
2000] issued by the Bureau of Immigration. Students who choose to be classified as Filipino during their
initial enrollment will be considered Filipino until their graduation.

2. Official TOEFL results with a minimum score of 500 (paper-based), or 173 (computer- based) or 61
(internet-based) is also required of an applicant whose medium of instruction in school/s he attended is not
English. Otherwise, the student shall submit a certification that English is the medium of instruction from
the school he attended

3. Additional Requirements in support of application for admission:

3.1. original copy of the Notice of Acceptance (NOA) containing a clear impression of the University's
Official dry seal;
 A c a d e m i c I n f o r m a t i o n | 18

3.2. proof of adequate financial support to cover expenses for the student's accommodation and subsistence, as
well as school dues and other incidentals;
3.3. scholastic records duly authenticated by the Philippine Foreign Service Post located in the student's
country of origin or legal residence;
3.4. Police Clearance Certificate issued by the National Police Authorities in the student's country of origin
or residence duly authenticated by the Philippine Foreign Service Post having consular jurisdiction over
the place for student who resided in the Philippines for less than 59 days.
However, for student who resided in the Philippines for more than 59 days at the time of
application for the change/conversion of his/her admission status to that of a student, s/he shall also be
required to submit the National Bureau of Investigation (NBI) clearance;
3.5. Quarantine Medical Clearance Certificate by the National Quarantine Office;
3.6. copy of the student's Personal History Statement signed by the student with a 2x2-inch photograph
recently taken; and
3.7. photocopies of the photo, data and stamp of the latest arrival pages or the passport of the student. The
passport itself shall be presented to the Bureau of Immigration for verification.
[University of the Philippines Diliman General Catalogue 2004-2010, pp8-9.]

4. Additional authorized visa types:

4.1. SRRV- Special Resident Retiree Visa
4.2. SIRV – Special Investor Resident Visa
4.3. Special Study Permit issued by the Bureau of Immigration for non-degree course of less than one year.

5. Student Visa [under Section 9(f) of the Philippine Immigration Act of 1940 as amended]
 The student visa is issued in Philippine embassies/ consulates abroad and in the Philippines.
 The student visa is initially valid for one year. After which, it should be renewed every semester.

6. The International Relations Officer assists foreign students in obtaining their student visa, and in their
accommodations and arrival as well as academic and social adjustment in the University.

7. Except for admission matters, all communications regarding foreign students should be addressed to:

The Vice Chancellor for Academic Affairs

U.P. Visayas
Miagao, Iloilo

Through: The International Relations Officer

7.1. In UPV Tacloban, the College Secretary is assigned by the Dean to coordinate with the Assistant to the
Vice Chancellor for Academic Affairs/International Relations Officer.
7.2. Since there are only very few foreign students in UPV, instead of creating a unit, the International
Relations Officer will continue to take care of all Foreign Students’ concerns. A staff in the office of the
VCAA will be assigned to assist her and to take care of the records/files/documents.

[Meeting of the UPV Student Scholarship and Financial Assistance Committee (UPV-SSFAC), UP
Visayas Tacloban College, 12-13 October 2011]

Applying for a Student Visa

Report to the designated Philippine embassy/consulate upon appropriate notice and submit the
following:
a. a valid passport;
b. visa application form (FA Form No. 2);
c. medical certificate (FA Form No. 11) in triplicate duly accomplished by the physician
designated by the Philippine Consulate to perform the examination together with
lifesize chest x-ray film and laboratory reports; and
 A c a d e m i c I n f o r m a t i o n | 19

d. police clearance from where the applicant has been permanently residing.

NOTES:

1. Requirements for Student Visa Application

a. Original and two photocopies of admission letter from UP Visayas, containing a clear impression of the
University's dry seal;
b. Six (6) copies of original Personal History Statement (PHS), duly accomplished and signed by the
applicant in English and in one's native writing system, with personal dry seal, if any; left and right
thumb prints on the PHS, and original photos;
c. Transcript of Records/Scholastic Records (original and two photocopies) duly authenticated by the
Philippine Embassy or Consulate in the applicant's country of origin or legal residence;
d. A notarized affidavit of support and proof of adequate financial support in the form of certificate of bank
balances; and,
e. Passport pages where name, photo, date and place of birth appear.

The applicant submits the above documents to the Philippine Embassy or Consulate in the applicant’s
country of origin or legal residence at least three months prior to registration period.

Foreign students must wait for approval of their student visa applications before coming to the Philippines.
Tourist visas do not allow them to study.

2. Documents required for visa conversion from temporary visa to student visa 9-f for newly arrived
international students*:
a. NICA Clearance (National Intelligence Coordinating Agency)
2.a.1. Submit the Basic Application form at the Bureau of Immigration, NICA Office, 3rd Floor
Main Building (307)
2.a.2. Claim the NICA Clearance after 2 weeks
2.a.3. This is FREE. Express Lane Fee is required for URGENT release of the NICA Clearance.
b. Applicants’s Letter of Request for Student Visa conversion (should be notarized)
c. General Application Form (BI Form MCL 07-01, should be notarized)
d. Medical Certificate issued by the Bureau of Quarantine.
e. Photocopy of passport’s photo-data page, stamp of latest arrival, and tourist visa stamp.
f. Original copy of the Notice of Acceptance (NOA) and Endorsement Letter** containing a clear
impression of the school’s official dry seal and signed by the school Registrar.
* International students shall appear at the UPV Diliman Liaison Office, UP, Diliman, Quezon City at least
21 days before the registration period.
**Will be issued by the Office of the University Registrar, UPV, Miagao, Iloilo (for undergraduate students) and
by the Graduate Program Office (for graduate students), UPV, Iloilo City.

3. For Foreign Students applying for student visa 9-f, the following procedure shall be observed:
a. Upon request and approval of the International Relations Officer (IRO)/Vice Chancellor for Academic
Affairs (VCAA), UPV, Miagao, Iloilo, the Liaison Officer from UPV Diliman Liaison Office
meets the student at the Ninoy Aquino International Airport (NAIA).
b. The Liaison Officer collects from the student the required documents and payment for the processing of
student visa 9-f.
c. The Liaison Officer submits basic application form for NICA clearance at the Bureau of Immigration,
NICA Office. This will take about 2 weeks to process.
d. Upon receipt of the NICA clearance, the Liaison Officer submits the required documents necessary for
visa stamping at the Student Desk, Bureau of Immigration Department. The Liaison Officer claims
the visa after about two weeks of processing.
The filing of application for student visa 9-f shall be prior to the expiration of temporary visa.
The endorsement from the University Registrar for the conversion from temporary visa to student visa
9-f shall be notarized.
 A c a d e m i c I n f o r m a t i o n | 20

e. The Liaison Officer claims the Alien Certificate of Registration (ACR) i-card after 5 days upon receipt
of student visa 9-f.
f. The Liaison Officer then gives the approved visa and ACR i-card to student or sends it through the
OVCAA.

4. For Foreign Students with MOA, the following procedure shall be observed:
a. Upon request and approval of the IRO/VCAA, UPV, Miagao, Iloilo, a Liaison Officer from UPV
Diliman Liaison Office meets the student at the Ninoy Aquino International Airport (NAIA).
b. The Liaison Officer collects from the student the required documents and payment for the processing of
exchange fellow or scholar 47 (a)(2) visa.
c. The Liaison Officer requests for endorsement from the International Relations Officer. The IRO fills-
out the Application for Issuance of visas under Section 47 (a)(2) of the Philippine Immigration Act of
1940 (DOJ Form, Annex B).
d. The Liaison Officer submits complete documents to the Department of Justice (DOJ). This will take
about 2-3 weeks to process.
e. The Liaison Officer claims approval of exchange fellow or scholar 47 (a)(2) visa from the DOJ and
submits them to the Bureau of Immigration for visa stamping.
f. The processing of the Alien Certificate of Registration includes two options:

Option A.
4.f.1. The Liaison Officer requests for VCAA’s endorsement for the fingerprinting to be done at the
Bureau of Immigration Area Office VI (BI-AO VI), Iloilo City.
4.f.2. The result of fingerprinting will take 2 – 3 days upon appearance of the foreign student at the BI-
AO VI. The staff from the OVCAA is assigned to accompany the foreign student to the BI-
AO VI.
4.f.3. The staff from the OVCAA sends the documents from the BI-AO VI to the UPV-DLO.
4.f.4. The Liaison Officer submits the documents to ACR Division of the Bureau of Immigration,
Manila. This will take 3 days to process)
4.f.5. The Liaison Officer claims the paper-based approved ACR.
4.f.6. The Liaison Officer sends approved ACR through the OVCAA, UPV, Miagao, Iloilo.
4.f.7. The staff from the OVCAA forwards the document to the student and to the OUR.

Option B.
The Liaison Officer accompanies the student to the Bureau of Immigration in Manila to process
application for ACR.

5. For Foreign Students without MOA, the following procedure must be observed:
a. The student may go directly in Iloilo and meet the International Relations Officer (see procedure under
Study Permit).
b. The student submits required documents for visa conversion to student visa 9-f to the Office of the Vice
Chancellor for Academic Affairs (OVCAA), UPV, Miagao, Iloilo through the International
Relations Officer.
c. The VCAA endorses complete documents submitted and mail it to the UPV Diliman Liaison Office,
UP Diliman, Quezon City for processing.

Study Permit

All foreign students should secure a Temporary Study Permit from the Office of the
University Registrar, UP Visayas before registering. Old students are required by the Office of
the University Registrar to submit a copy of grades for the immediately preceding semester or a
verification of their Immigrant Certificate of Registration (ICR).
 A c a d e m i c I n f o r m a t i o n | 21

NOTES:

Procedure

Upon arrival in UPV Iloilo, students report to the following offices:

1. Applicants meet the International Relations Officer, UP Visayas, Miagao, Iloilo. In the case of
graduate program foreign students, they should proceed to the Graduate Program Office (GPO), UP
Visayas, Iloilo City.

2. Applicants make appointment for Medical Examination at the Health Services Unit. For Miagao-
based students, they should proceed to UPV Infirmary. Iloilo-based applicants are allowed to
accomplish the laboratory requirements (chest X-ray, CBC, Fecalysis, & Urinalysis) at the nearest
private laboratory for laboratory analysis and then, they proceed to Health Services Unit, UPV Iloilo
City campus. Applicants present the Notice of Acceptance issued by the OUR together with the
laboratory results, if any.

3. Upon compliance of the admission-requirements, Miagao-based applicants secure study

permit/Admission Slip at the Office of the University Registrar, UP Visayas, Miagao, Iloilo. For
graduate program students, their study permit/Admission Slip can be secured at the GPO, UPV Iloilo
City Campus.

Deadline for Filing Applications

To have ample time to secure his student visa and make necessary arrangements if accepted
for admission, a foreign applicant is urged to file his application for admission at least six months
prior to registration of the semester applied for, i.e., not later than December 31 for the first
semester admission and May 31 for second semester admission.[UP Diliman Academic
Information 1997]

NOTE:

Because of the Mandatory Leave for UP employees on the last two weeks of December, the deadline for
submission of application for admission shall be on the last working day of December.

Readmission

No readmission of dismissed students or disqualified students shall be considered by the

Dean without the favorable recommendation of the University Guidance Counselor. Cases in
which the action of the Dean conflicts with the recommendation of the University Guidance
Counselor may be elevated to the Vice Chancellor for Academic Affairs. His decision shall be
final.

Rejoining student (those not enrolled during the immediately preceding semester, excluding
summer session) should first request for readmission from the Dean of their College where they
were last enrolled before getting their enrollment permit. In the case of readmission from
AWOL, the student pays a fine of ₱225. See Figure 4 for readmission flowchart.

Former students who have attended another institution since attending the University of the
Philippines must qualify on the same basis as new transfer students. [UP Diliman Academic
Information 1997, Confirmed: 682nd EC meeting, 20 March 1978]
 A c a d e m i c I n f o r m a t i o n | 22

NOTES:

1. How many appeals can a student make? The readmission committee usually considers the first appeal. The
committee may consider second appeal but with condition that the student could still finish the program within
the 6-year period. The third appeal will not anymore be considered.
2. The student who was on AWOL status on the previous semester should request for readmission and pay a
fine of 225 before filing for LOA for succeeding semester.

STUDENT

Writes letter of readmission to the College

Dean

STUDENT DEAN

Forwards the letter to OCS for evaluation of

Schedules Counselling with OSA
academic records

OSA

Gives counselling to the student and forwards

recommendation to Special Admission YES Readmission from
Committee delinquent status?

OCS NO

Evaluates the academic history of the student

SPECIAL ADMISSION OCS

COMMITTEE
Evaluates and recommends action on the
Deliberates on the request of student for requests for readmission
readmission and recommends action to the
Dean

DEAN

Acts on the request upon the recommendation

of the College Secretary/Special Admission
Committee

OCS

Notifies the student on the action of the Dean

STUDENT

Receives copy of the result

Figure 4. Readmission Flowchart

 A c a d e m i c I n f o r m a t i o n | 23

8. GENERAL EDUCATION PROGRAM

All undergraduate students enrolled in the bachelor's degree programs are required to take
general education (GE) courses. Specifically, the GE program requires 45 units of courses
distributed as follows:

Clusters Units

Mathematics, Science, and Technology (MST) 15

Aquatic Science 1 Fish Makes Sense 3
Aquatic Science 16 Fish Beyond Capture* 3
Biology 1 Understanding Life 3
Biology 20 Living with Microbes in Sickness and in Health* 3
Environmental Science 10 People And Environment 3
Mathematics 1 Mathematics for General Education 3
Molecular Biology and Biotechnology 1 Biotechnology and You 3
Natural Science 1 Foundations of Natural Science I 3
Natural Science 2 Foundations of Natural Science II 3
STS 40 Science, Technology & Society 3

Social Sciences and Philosophy (SSP) 15

History 1 Philippine History 3
History 2 Asia & the World 3
Philosophy 1 Philosophical Analysis 3
Psychology 10 Looking at the Self Through Different Psychological Perspectives 3
Social Science 1 Foundations of Behavioral Sciences 3
Social Science 2 Social, Economic and Political Thought 3
Social Science 5 Understanding Gender 3
Social Science 10 Changing Asia* 3
Social Science 26 People, Places and Spaces in a Changing World* 3

Arts and Humanities (AH) 15

Communication 1 Communication Skills 3
Communication 2 Communication Skills 3
Communication 3 Speech Communication 3
English 2 Read Right, Write Right 3
Humanities1 Art, Society and the Individual 3
Literature 1 Literatures of the Philippines 3
Literature 2 Literatures of the World* 3
Literature 3 Literature, Society and the Individual 3

* Not offered in UPVTC as of SY 2012-2013

The following GE courses with equivalences may not be required by some programs:

Course Equivalences

Mathematics 1 Mathematics courses up to Calculus

Natural Science 1 Chemistry 11 and Physics 21
Or their equivalents
Natural Science 2 Geology 11 and Biology 10 (or Botany 10 and Zoology 10)
 A c a d e m i c I n f o r m a t i o n | 24

Additional Requirements
a. In the Arts and Humanities Domain, 6 units of communication courses, 3 units of which
must be in written communication.
b. 3 units in Philippine Studies in any domain.
[Approved by the UPV University Council in its 93rd meeting held on 11 December 2010.
Approved by the BOR in its 1272nd meeting held on 25 August 2011.]

NOTES:

1. There is no need to apply for substitution for courses with permanent substitution (e.g., Math 11, Math 14,
and Math 100 will automatically substitute Math 1)
2. All GE courses taken in other UP units shall be credited in UPV.
3. GE courses can be credited as free elective after the 45- unit GE requirements have been satisfied.
4. STS 40 shall be taken in the 3rd year or 4th year, as one among the choices for MST.

9. PE REQUIREMENTS

All students are required to take physical education during their first two years in the
University. [As amended at the 166th UC meeting, 9 April 1948]

Eight units of PE are required of all undergraduates with the following exceptions:
1. students who hold the Associate in Arts title (or equivalent) or a bachelor's degree;
2. those who are 30 years old and above;
3. veterans of the armed forces, navy, or air force; and
4. those who have served on a fulltime basis for at least two years in the armed forces, navy, or
air force. [Nos. 2-4 approved at the 690th EC meeting, 25 March 1980]

The required PE courses include PE 1 and three other PE courses.

NOTES:

1. Those who want to take PE courses over and above the eight-unit PE requirement may enroll subject to
availability of slot. This will be included in the restriction at the CRSIS.
2. Also to be included in the restriction is that only one PE course should be taken per semester. The second PE
for the semester is subject to availability of slot.

Proficiency Examination in Physical Examination (PEPE)

Proficiency examination (or credit by examination) in PE courses are given to enable

students who are already skillful in one or more sports to acquire advanced units in PE. Any
student who passes the PEPE shall be given credit for one or more PE courses. [1997 UP
Diliman Academic Information]

A student who is graduating at the end of a given semester but who failed to enroll in a
required PE course may take a special proficiency examination upon presentation of a certificate
of candidacy for graduation from his College Secretary. The fee for the special PEPE is double
the regular fee. [1997 UP Diliman Academic Information] See Figure 5 for the proficiency
examination in physical examination flowchart.
 A c a d e m i c I n f o r m a t i o n | 25

STUDENT

Fills out PEPE Application Form at the

respective Office of the College Secretary

OCS STUDENT

Evaluates Student’s Records (Office of the

College Secretary) Gets result of PEPE in the OCS

PE DEPARTMENT

Qualified? NO STOP Administers PEPE and forwards results to

respective OCS

STUDENT
YES
Pays PEPE Application Fee at the cash Office
and submits PEPE form with payment receipt
at the PE Department

Figure 5. Proficiency Examination in Physical Examination (PEPE) Flowchart

10. NATIONAL SERVICE TRAINING PROGRAM (NSTP)

Students, male or female, enrolled in any baccalaureate degree or at least two-year technical-
vocational courses in public and private educational institutions shall be required to complete one
of the National Service Training Program (NSTP) components listed below as a requisite for
graduation:

1. Reserve Officers’ Training Corps (ROTC)

2. Literacy Training Service (LTS)
3. Civic Welfare Training Service (CWTS)

NSTP shall be undertaken for a period of two semesters. However, in lieu of the two
semester program, a one-summer program may be designed, formulated, and adopted by the
DND, CHED, and TESDA.

NOTES:

1. NSTP1 should be taken first prior to enrolling in NSTP2.

2. In UPVTC, a student who is enrolled in NSTP may be allowed to take it in another university that also
offers NSTP (e.g., Eastern Visayas State University) for a valid reason (e.g., Religious affiliation such as
Seventh Day Adventist and other Sabbath keepers), upon approval of the NSTP Coordinator.

11. REGISTRATION

A student must be officially registered in order to receive credit for course work. The
official registration form (UP Form 5) which is a record of classes for which the student has
enrolled in is filed in the Office of the University Registrar. [UP Diliman Academic Information
1997; Confirmed: 682nd EC meeting, 20 March 1978 and 683rd EC meeting.]
 A c a d e m i c I n f o r m a t i o n | 26

No student shall be registered in any subject after one week of regular class meetings have
been held, unless the Dean, on the basis of his scholastic record, permits his registration;
Provided, that if registration is made outside the regular registration period indicated in the
University calendar the student shall be subject to fine for late registration; Provided, further, that
special students may register at any time without the payment of fine for late registration subject
to other regulations of the University. Students may register for particular subjects within a
semester when permissible under the system of instruction adopted by the college. [Art 332, as
amended at the 232nd UC meeting, 4 May 1967]. See Figure 6 for registration flowchart.

No fine for Late Registration shall be collected. [Memorandum No. PERR 06-22]

Late Registration period shall no longer be observed. However, Chancellors are enjoined to
allow a reasonable amount of time for registration. [1213th BOR meeting, 29 September 2006]

In UPV, there will be no provision for Late Registration in the academic calendar. [79th EC
meeting, 09 December 2011]
 A c a d e m i c I n f o r m a t i o n | 27

DELINQUENT STATUS
REGULAR STUDENT STUDENT

Secures a printed temporary form 5 through Secures enrollment permit

their respective CRSIS account or through the (see readmission flowchart) and proceeds to
Office of the College Secretary (OCS) OCS for printing of temporary form 5

FRESHMEN TRANSFER STUDENT

Proceeds to room assigned according to Secures admission slip

courses and (1) presents admission slip, (2) (see flowchart for transfer student) and
fills out and signs NSTP slip (3) wait for proceeds to OCS for printing of temporary
temporary form 5. form 5

PROGRAM ADVISER

Signs the temporary for 5

YES With scholarship? NO

OSA
STUDENT
Confirms scholarship
Proceeds to their respective OCS for
assessment of fees. Presents temporary form
5 duly signed by the program adviser to the
assessor and submits long size stamped-
window envelope.

Applied for student

YES NO
loan?

STUDENT LOAN BOARD CASH

Encodes student loan. Receives payment

STUDENT

Proceeds to the OCS and presents the official

receipt of payment for the printing of the
official form 5.

COLLEGE SECRETARY PROGRAM ADVISER

Stamps “registered” and gives student his/her

Signs the printed official form 5
copy of official form 5.

Figure 6. Registration Flowchart

 A c a d e m i c I n f o r m a t i o n | 28

12. CROSS REGISTRATION

Within the University

No student shall be registered in any other college, school, or department of this University
without the permission of the Dean of the college [granting of permit has been delegated to the
College Secretary per Memo No. FN 90-68 dated 08 August 1990] in which the student is
primarily enrolled. [Art 333, UP Code 1975]

A student who wants to register in another campus in the University must fill out the cross-
registration form (UP Form 5-B).

The total number of units of credit for which a student may register in two or more colleges
or schools in this University shall not exceed the maximum allowed by the rules on academic
load. [Art 335, UP Code 1975]

NOTES:

1. The College Secretary sets the deadline for filing an application for cross registration.
2. A green form is used by the students to apply for cross-enrollment in another UP units.
3. The cross-registration form should specify the reason/s, subject/s and the number of units. It should likewise
bear the signature of the following before the University Registrar acts on it:
a. Program Adviser
b. Dean of the College where the student is primarily enrolled

From another Institution

No student registered in any other institution shall be admitted to the University without a
written permit from the Dean 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.
[Art 334, UP Code 1975]

To another Institution

The University of the Philippines shall give no credit for any course taken by any of its
students in any other university, college, or school unless the taking of such course was expressly
authorized by the Vice-President for Academic Affairs [Under E.O. No. 1 dated 13 March 1984
and EO No. 2 dated 14 March 1984, the authority of the Vice President for Academic Affairs
specified therein has been delegated to Chancellors. (UPD Faculty Manual 2003) However, the
authority of the Chancellor has been delegated to the University Registrar per Memorandum FN
90-12 dated 07 Mar 1990] on the recommendation of the Dean concerned. The authorization
shall be in writing to be recorded by the University Registrar or by his representative, and shall
specifically describe the subjects authorize. [Art 336, amended at these BOR meetings: 790th, 19
December 1969 and 861st, 29 May 1975]

Courses taken outside the University are subject to validation.

NOTE:

Cross-registration to another institution may be authorized if the student is graduating and the course
necessary for graduation is not being offered in UP Visayas in that particular semester. It is up to the Program
Adviser, Division/Department Chair, and the College Dean to determine the equivalence of the course in the other
institution to the course in UPV before they recommend approval of the cross-registration.
 A c a d e m i c I n f o r m a t i o n | 29

13. WAIVER OF PREREQUISITES

Courses approved by the University Council as prerequisites to other courses may not be
waived.

However, in meritorious cases, a student who has previously enrolled and fully attended in a
course that is prerequisite to another may be allowed to enroll and attend the latter course for
credit, without having passed or earned credit for the prerequisite course.
No permission shall be granted except upon application by the student. The application
shall be accompanied by a certification from the student's instructor in the prerequisite course
that the student had fully attended said course. The application, furthermore, shall be
accompanied by a certification from the Director of the Office of 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.

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, said committee to include the
college secretary.

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.

The permission which may be granted under these rules does not apply to courses in the
General Education Program. [As originally adopted at the 745th BOR meeting, 21 April 1966]

NOTES:

1. In the waiver of prerequisite form, if the student is given a grade of 4, that means that the student has fully
attended the course. Therefore, instructor need not sign a certification that the student has fully attended the
class.
2. Students who were given a grade of 5 need to seek his/her instructor’s signature on the certification that
he/she has fully attended the class.
3. The application for waiver of prerequisites is allowed only once for the same subject.
4. The faculty of the prerequisite course may refuse to sign the waiver based on his academic assessment of the
student and instead advise him/her to re-take and pass the prerequisite course.

14. CHANGE OF MATRICULATION

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 filling up UP Form 26
and must be recommended by the adviser and approved by the Dean [The Change of
Matriculation form is included in the delegated authority for the College Secretary to sign on
behalf of the Dean per Memo No. FN 90-68 dated 08 August 1990]

The form, after being duly accomplished, shall be submitted to the University Registrar for
assessment and notation.

The change of matriculation fee is P10.00 per course. [As approved at the 966th BOR
meeting, 29 March 1984]. See Figure 7 for change of matriculation flowchart.
 A c a d e m i c I n f o r m a t i o n | 30

STUDENT

Checks the availability of slot in the CRSIS

website.

COLLEGE SECRETARY
COLLEGE SECRETARY
Receives the duly accomplished Change of
Provides change of matriculation form (one for Matriculation Form together with the receipt
each subject). and officially enrols/cancels the subject/s.

PROGRAM ADVISER CASH OFFICE

Signs the properly filled up Change of Receives change of matriculation fee

Matriculation Form. payment.

COLLEGE SECRETARY

Receives the Change of Matriculation Form

duly signed by the program adviser and
encodes the subject/s.

Figure 7. Change of Matriculation Flowchart

NOTES:

Valid reasons for change of matriculation include:

1. Dissolved subjects. In this case, students need not pay the matriculation fee.
2. Conflict of schedule

15. DROPPING OF COURSES

A student may, with the consent of his instructor and the Dean, drop a course by filling out
the prescribed UP Form 26-A before 3/4 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. [Approval of
dropping is included in the delegated authority for the College Secretary. Memo No. FN 90-68
dated 08 Aug. 1990] If a course 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. [Art 350 and 351, UP Code 1975]

Any college or school may enact special rules on dropping of courses which would meet
their particular needs. Provided, that said rules do not have the effect of relaxing the preceding
general regulations. [Art 352, UP Code 1975] See Figure 8 for the dropping of course flowchart.

NOTES:

1. Only 2 copies of the dropping form shall be accomplished for submission to the OCS and the OUR.
2. The student must indicate his/her reason for dropping. Also, it is the responsibility of the student
to have his/her instructor sign the dropping slip before the deadline.
3. It is mandatory for the instructor to indicate the class standing of the student as either Passing or
Failing if the dropping is made in the middle of the semester. However, some faculty members say
that they have no basis for indicating passing or failing. In this case, faculty members are required
to put the notation “No Basis” or “Not Enough Basis”.
4. If majority of the absences of the student are not excused, he/she shall be given a grade of 5.” Thus,
faculty members should be reminded that they should note in their record books who among their
students dropped their courses officially.
 A c a d e m i c I n f o r m a t i o n | 31

5. In most instances, “dropping” may lead to “underloading”. Since underloading may disqualify
students from graduating with honors, the program adviser/instructor should make sure that the
student dropping the course is aware of this consequence before he/she signs the dropping slip.

STUDENT

Obtains and fills out a dropping form from the

Office of the College Secretary (one for each
subject)

PROGRAM ADVISER COLLEGE SECRETARY

Signs the dropping form. Receives duly accomplished form with the
receipt for appropriate action.

INSTRUCTOR CASH OFFICE

Signs the dropping form. Receives payment fee.

Figure 8. Dropping of Courses Flowchart

16. SUBSTITUTION OF COURSES

Every substitution of subjects must be based on at least one of the following:

1. 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 new;
2. when there is conflict of hours between a required subject and another required subject; or
3. when the required subject is not given. [Art 354, UP Code 1975]

Every petition for substitution:

1. must involve subjects within the same department, if possible; if not, the two subjects
concerned must be allied to each other;
2. must be between subjects carrying the same number of units; and
3. must be recommended by the adviser and by the heads of departments concerned. [Art 355,
UP Code 1975]

All petitions for substitution must be submitted to the Office of the Dean concerned before
12% of the regular class meetings have been held. Any petition submitted thereafter shall be
considered for the following semester. [Art 356, UP Code 1975] [Granting of permit has been
delegated to the College Secretary per Memo No. FN 90-68 dated 08 August 1990] See Figure 9
for the substitution of courses flowchart.

No substitution shall be allowed for any subject prescribed in the curriculum in which the
student has failed or received a grade of 5.0, except when, in the opinion of the department
offering the prescribed subject, or of the faculty in units without any departments, the proposed
substitute covers substantially the same subject matter as the required subject. [Art 357, UP Code
1975]

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 Chancellor whose decision shall be final.
[Art 358, UP Code, as amended at the 790th BOR meeting, 19 December 1969] [Under E.O. No.
1 dated 13 March 1984 and E.O. No. 2 dated 14 March 1984, the power of the Vice-President
 A c a d e m i c I n f o r m a t i o n | 32

for Academic Affairs specified in Art. 389 has been delegated to Chancellors. (UPD Faculty
Manual 2003). However, Chancellor’s authority on appeal of the Dean’s decision has been
delegated to VCAA per Memo FN 90-12 dated 07 March 1990]

NOTES:

Required Substitute
Math 11 & 14 Math 17
Math 17 Math 11 & 14
Math 100 Math 53
Physics 21 Physics 71 & 72
Chem 11 Chem 16 & 17
BA 101 Mgt 101*
BA 183.1 IT 101*
BA 181 Mgt 181*
BA 183.1 Mgt 183*
BA 104 Mgt 104*
Math 101 Stat 105*
Nat Sci 2** Geo 11, Zoo 10, Bot 10*
Nat Sci 1 Chem 16 and 17*
Nat Sci 1** Physics 51, Physics 52, and Chem 11*
Stat 101/Math 101 Bio 180*
* Allowed at UPV Tacloban
** Authorized GE Substitutions by GE Council 17 August 1989.

STUDENT

Secures and fills out form from the OCS

PROGRAM ADVISER OUR

Evaluates and recommends appropriate action. Receives a copy

CONCERNED UNIT HEAD/S COLEGE SECRETARY

Recommends appropriate action. Acts on the request.

Figure 9. Substitution of Courses Flowchart

17. ENROLLMENT IN GRADUATE COURSES

Senior undergraduates with a general weighted average of 2.0 or better are allowed to enroll
in a maximum of 6 units of graduate courses in the University. [As approved at the 676th EC
meeting, 22 September 1976]
 A c a d e m i c I n f o r m a t i o n | 33

18. ATTENDANCE

Any student who, for unavoidable cause, absents himself from class must obtain an excuse
slip from the Dean to be presented to the instructor concerned not later than the second class
session following the student's return. [Excuse slip is included in the delegated authority for the
College Secretary to sign on behalf of the Dean per Memo No. FN 90-68 dated 08 Aug. 1990] In
addition, in case the absence is due to illness, a certificate must be secured from the University
Health Service.

Excuses are for the time missed only. All work covered by the class during the absence
shall be made up to the satisfaction of the instructor within a reasonable time from the date of
absence.

When the number of hours lost by absence of a student reaches 20% of the hours of
recitation, lecture, laboratory or any other scheduled work in one subject, he shall be dropped
from the subject, Provided, that a faculty member may prescribe a longer attendance requirement
to meet their special needs. If the majority of the absences are excused, the student shall not be
given a grade of 5.0 upon being thus dropped; but if the majority of the absences are not
excused, he shall be given a grade of 5.0 upon being thus dropped. Time lost by late enrollment
shall be considered as time lost by absence. [Art 346, UP Code 1975]

NOTES:

Guidelines for filing of excuse slip: Identifying “unavoidable” circumstances to be considered excusable:
1. Burial of immediate family member – Death certificate is required.
2. Health reasons – Medical certificate is required.
3. Invitation to competitions, trainings, etc. with official communication duly approved by VCAA

19. INTEGRATION PERIOD

A division or department chairman, with the approval of the Dean, may authorize any
member of his unit to suspend formal classes for a period not exceeding three days before the
final examinations to enable students to review; Provided, that in case of colleges with no
divisions or departments, the suspension may be done by any member of the faculty, but also
subject to the approval of the Dean; Provided, further, that faculty members who have been
authorized to suspend their classes shall keep regular hours for consultation work. [Art 367, UP
Code 1975]

20. EXAMINATIONS

The maximum period for each final examination shall be four hours. [Art 368, UP Code
1975]

21. GRADING SYSTEM

The work of students shall be graded at the end of each semester/ trimester/term in
accordance with the following system:
1 - Excellent 3 - Passed
1.5 - Very Good 4 - Conditional
2 - Good 5 - Failed
2.5 - Satisfactory INC. - Incomplete
 A c a d e m i c I n f o r m a t i o n | 34

Grades of 1.25, 1.75, 2.25 and 2.75 may also be given but in no case shall they be more
detailed than in multiples of 0.25.

A grade of 4 means conditional. It may be made up for by successful repetition of the

course, or by passing a reexamination. If the student passes the reexamination, he is given a
grade of 3, but if he fails, a 5. Only one reexamination is allowed which must be taken within the
prescribed time. If a student does not remove the grade of 4 within the prescribed time, he may
earn credit for the course only by repeating and passing it. A grade of 4 given for the first
semester work of a two-semester course shall be converted to a grade of 3 if the student passes
the second semester part of the same course in the same academic year, if he fails, the grade of 4
which he received for the first semester work shall be converted to a grade of 5.

The grade of INC. is given if a student whose class standing throughout the semester is
Passing, fails to take the final examination or fail to complete other requirements for the course,
due to illness or other valid reasons. In case the class standing is not passing and the student fails
to take the final examination for any reason, a grade of 5 is given. Removal of the INC. must be
done within the prescribed time by passing an examination or meeting all the requirements for
the course, after which the student shall be given a final grade based on his over-all performance.
[Art 369, as amended at the 214th UC meeting, 12 April 1962 and these BOR meetings: 886th, 28
April 1977 and 899th, 30 March 1978]

NOTES :

1. All grades appearing on a grade sheet must be according to the prescribed grading system.
2. A student who is officially enrolled in a course but never attended, must be given a grade of DRP.

22. REMOVAL OF GRADES OF "INC." OR "4"

Examinations for the removal of grades of INC and 4 may be taken without fee: (1)
during the regular examination periods, if the subject in which a student failed to take his final
examination is included in the schedule of examination for the period during which said removal
examination is to be taken otherwise, said student is to be charged the required fee; (2) during the
removal examination period, viz, the period covering ten days preceding the registration in each
semester, provided that the examination is taken at the time that it is scheduled; and (3) within
the ten-day period preceding the Christmas vacation in colleges in which there is no inter-
semester vacation, provided that the examination is taken at the time it is scheduled.

Removal examinations may be taken at other times on the recommendation of the Dean
and upon payment of a required fee. [Granting of permit for removal of INC is included in the
delegated authority for the College Secretary to sign on behalf of the Deans. [Memo No. FN 90-
68 dated 08 August 1990] Students not in residence shall pay the registration fee besides the
examination fee in order to be entitled to take the removal examination. [Art 377, UP Code 1975]

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. [Art 378 as
amended at the 886th BOR meeting, 28 April 1977]. See Figure 10 for the submission of
completion grade flowchart.

Examination for the removal of grades of “incomplete” may be taken without fee:
a. “…during the regular examination periods”
b. “…the period covering ten days preceding the registration in each semester.”
 A c a d e m i c I n f o r m a t i o n | 35

c. “…within the ten-day period preceding the Christmas vacation in colleges in which
there is no inter-semester vacation….” [ Art. 377, UP Code 1975]

NOTES:

1. The student must be required to present a completion/removal permit before he/she is given an examination
or allowed to submit requirements for completion.
2. The faculty must submit removal or completion grade one week after the examination or submission of all
requirements of the course. The faculty shall submit the completion grade through CRS and send the hardcopy
later.
3. A student who is not officially enrolled at the time when he/she decides to take the removal exam or to comply
the requirements shall be advised to pay the registration fee before he/she is given an examination or allowed
to submit requirements for completion.

STUDENT

Presents Permit to Remove to the faculty

member

FACULTY COLLEGE SECRETARY

Submitted grade is not yet
Submits completion/removal grade through reflected in the student’s Changes the status of the submitted grade in
the CRS. The Official Receipt number is CRS record. Status is the CRS to CONFIRMED by clicking on the
inputted. pending. “Confirm” button. Then the grade is reflected
in the student’s CRS record.

FACULTY COLLEGE SECRETARY

Submits the permit to remove and completion/ Receives the OCS copy and inserts the copy
removal grade to the Division. to the student’s file.

DIVISION

Logs the submitted copy, keeps the Division

copy and forwards a copy to the OCS

Figure 10. Submission of Completion Grade Flowchart

[Approved flowchart for the submission of hard copy of completion/removal grades of the faculty as proposed by
Prof . Yusiong. Approved during the 78th UPV Executive Committee meeting held on 08 July 2011]

23. SUBMISSION OF GRADES

Every faculty member shall submit his report of grades as soon as possible after the final
examinations at the end of each term. A period of five days is ordinarily allowed for each section
for the grading of papers and the preparation of the report of grades. In case an instructor
handles several sections and the interval between the examinations is less than five days, he shall
submit the reports of grades for the five-day period after each examination, provided, that all
reports of grades must be submitted not later than seven days after the last day of the
examination period. In justifiable cases, deviation from the above rules may be authorized by the
Chancellor.

Penalties for Late Submission of Grades

Since the prompt submission of grades is in large part a matter of good management,
discipline, and enforcement of University regulations, Department Chairmen, College Secretaries,
and Deans are enjoined to bend all efforts towards compliance with codal provisions regarding
 A c a d e m i c I n f o r m a t i o n | 36

deadlines for submission of grades as well as recommendations for graduation of students. [ UP

Diliman Academic Information 1997(As originally adopted at the 822nd BOR meeting, 31 July
1972 and amended at the 825th BOR meeting, 26 Oct. 1972. UPD Faculty Manual 2003)]

A faculty member who, without justifiable cause, fails to submit grades on time, shall pay a
fine of not more than his salary per day for each day of delay.

The procedure for paying of the fine shall consist of the following steps:

1. Notification of deadline, including request for an explanation;

2. Report of delinquency; and
3. Order imposing the penalty

[Per UP Diliman Academic Information 1997]

NOTES:

1. Only 2 copies of gradesheets are printed. One copy for OCS, and the other for OUR. If the division
/department intends to keep a copy, it can require an additional copy of the gradesheet,
2. The Office of the College Secretary must monitor submission of grades by faculty members in close coordination
with the OUR. The deadline for submission as indicated in the academic calendar must be strictly followed.
The OUR reports to the OVCAA the names of faculty members who were not able to submit grades on
time. The list is forwarded to respective colleges for appropriate action.

24. CHANGE OF GRADES

A student who has received a passing grade in a given course is not allowed reexamination
for the purpose of improving his grades. [Art 371, UP Code 1975]

No faculty member shall change any grade after the report of record has been filed with the
Secretary of the college or with the University Registrar. In exceptional cases, as where an error
has been committed, the instructor may request authority from the faculty of his college to make
the necessary change. If the request is granted, a copy of the resolution of the faculty authorizing
the change shall be forwarded to the Office of the University Registrar for recording and filing.

Notwithstanding the foregoing provision and to avoid any injustice, the grade on a final
examination paper may be revised by a committee of the Dean of the college if it should clearly
appear, on the basis of the quality of the scholastic record of the student, that such grade is the
result of an erroneous appreciation of the answers or of an arbitrary or careless decision by the
faculty member concerned. Should the change of the grade on said paper affect the final grade
of the student, the committee may request authority from the faculty of the college to make the
necessary change in the final grade. The request for reconsideration shall be made within 30 days
after the receipt of the final grade by the student concerned. [Art 374, UP Code, as amended at
the 861st BOR meeting, 29 May 1975]

No student of the University shall directly or indirectly ask any person to recommend him
to his professor/s for any grade in his class record, examination paper, or final report of grades.
Any student violating this rule shall lose credit in the subject/s regarding which such
recommendation is made. The fact that a student is thus recommended shall be prima facie
evidence that the recommendation is made at the request of the student concerned. [Art 375, UP
Code 1975]
 A c a d e m i c I n f o r m a t i o n | 37

25. HONORIFIC SCHOLARSHIPS

University Scholarship

Any undergraduate or graduate student who obtains at the end of the semester a weighted
average of 1.45 or better, or 1.25 or better, respectively, is given this honorific scholarship.
University scholars are listed in the President's List of Scholars. [Art 381, as amended at the
810th BOR meeting on 22 June 1971]

College Scholarship

Any undergraduate or graduate student who, not being classed as University scholar, obtains
at the end of the semester a weighted average of 1.75 or better, or 1.50 or better, respectively, is
given this honorific scholarship. College scholars are listed in the Dean's List of Scholars. [Art
382, as amended at the 810th BOR meeting on 22 June 1971]

Additional Requirements for Honorific Scholarships

In addition to the general weighted average prescribed, a student must have taken during the
previous semester at least 15 units of academic credit or the normal load prescribed (in the case
of graduate students, not less than 8 units); must be up-to-date with all the non-academic
requirements (PE and NSTP); and must have no grade below 3 in any academic or non-academic
subject.

Grades of INC. must be completed by the end of the semester.

The effectivity of the scholarship is the end of the semester concerned.

Honorific scholarships do not entitle the holders to any tuition fee waiver, either partial or
full.

NOTES:

1. A student must first complete an INC that he may have incurred before the end of the semester before he is
considered for the honorific scholarship. Completion beyond this period disqualifies the student. For example,
a student who gets a grade of INC in the First Semester 2012-2013 should complete before the semester ends
to qualify for the honorific scholarship as of the end of FS 2012-2013.
2. The Office of the College Secretary recommends for confirmation probable honorific scholars to the Office of the
University Registrar.
3. A recognition program to honor the scholars is held once a year.
4. The Office of the College Secretary posts the names of the scholars upon their confirmation.
5. The honorific scholarship takes effect by the end of the semester concerned.
6. The end of the First Semester is the last working day before the first day of registration for the Second
Semester. The Second Semester ends on the day of the commencement exercises.

26. SCHOLASTIC DELINQUENCY

The faculty of each college or school shall approve suitable and effective provisions
governing undergraduate delinquent students, subject to the following minimum standards:
 A c a d e m i c I n f o r m a t i o n | 38

Warning. Any student who obtains final grades at the end of the semester below 3 in 25% to
49% of the total number of academic units for which he is registered will receive a warning
from the Dean to improve his work.

Probation. Any student who, at the end of the semester obtains final grades below 3 in 50% to
75% 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% of
the units in which he has final grades in the succeeding semester.

Dismissal.
1. Any student who, at the end of the semester, obtains final grades below 3 in more than
75% but less than 100% of the total number of academic units in which he receives
final grades shall be dropped from the rolls of the college. [Art 389, as amended at the
758th BOR meeting on 5 May 1967]
2. Any student on probation in accordance with the preceding rule who again fails in 50%
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. [Art 390]
3. Any student dropped from one college shall not ordinarily be admitted to another unit
of the University, unless in the opinion of the Director of the Office of Student Affairs
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, or school, or department. [Art 391, as
amended at the 790th BOR meeting, 19 December 1969]

Permanent Disqualification.
1. Any student who, at the end of the semester or term, obtains final grades below 3 in
100% of the academic units in which he is given final grades shall be permanently barred
from readmission to any college or school of the University.
2. Any student who was dropped in accordance with the rules on Dismissal and again fails
so that it becomes necessary again to drop him, shall not be eligible for readmission to
any college or school of the University. [Art 392, as amended at the 758th BOR meeting,
5 May 1967]
3. Permanent disqualification does not apply to cases where, on recommendation of the
instructors concerned, the faculty certifies that the grades of 5 were due to the student's
unauthorized dropping of the subjects and not to poor scholarship. However, if the
unauthorized withdrawal takes place after the mid-semester and the student's class
standing is poor, his grade of 5 shall be counted against him for the purpose of this
scholarship rule. The Dean shall deal with these cases on their individual merits in the
light of the recommendations of the Director of the Office of Student Affairs; Provided
that in no case of readmission to the same or another college or school shall the action
be lighter than probation. [Art 393, as amended at the 790th BOR meeting, 19
December 1969]

A grade of Incomplete is not to be included in the computation. When it is replaced by a

final grade, the latter is to be included in the grades during the semester when the removal is
made. [Art 394, UP Code 1975]

Required courses in which a student has failed shall take precedence over other courses in
his succeeding enrollment. [Art 395, UP Code 1975]

No readmission of dismissed students 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 conflict with the recommendation of the University Guidance
Counselor may be elevated to the Chancellor. Under E.O No. 1 dated 13 March 1984 and E.O.
 A c a d e m i c I n f o r m a t i o n | 39

No. 2 dated 14 March 1984, the power of the Vice President for Academic Affairs specified in
Art. 397 has been delegated to Chancellors. (UPD Faculty Manual) His decision is final.

NOTES:

1. A grade of DRP shall not be included in evaluating scholastic delinquency.

2. Grades earned during the summer term shall not be used to improve the scholastic standing of the student.
3. College Secretary must inform the parents of permanently disqualified students whose appeal for readmission
are disapproved in writing.
4. Students on dismissal or PD status as of the end of the second semester are not allowed to enrol in the summer
term that immediately follows.

27. LEAVE OF ABSENCE

A leave of absence should be requested in a written petition to the Dean. The petition
should state the reason for which the leave is desired and should specify the period of the leave.
The leave should not exceed one year but may be renewed for at most another year. When not
taken in two successive years, the aggregate leave of absence should not exceed two years.

A student who needs to go on leave of absence beyond the allowable period of two years
should be advised to apply for an honorable dismissal without prejudice to readmission. [Art 401,
UP Code, as amended at the 1067th BOR meeting, 07 July 1993]

The college, through the Dean or his duly authorized representative, shall inform (1) the
University Registrar and (2) the parents/guardian of every student granted leave of absence of
such leave, indicating the reasons for the same and the amount of money refunded to the
student, if any. [note No. 1 under Art. 401]

For leave of absence availed of during the second half of the semester, the 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 indicating the student's class standing by the instructors concerned. This, however,
should not be entered in the official Report of Grades. [note No. 2 under Art. 402, UP Code
1975]

If a student who withdraws after ¾ of the total number of hours prescribed for a course has
already lapsed, his instructors may submit a grade of 5 for him if his class standing up to the time
of his withdrawal is below 3. [Art 402, UP Code 1975]

A student who withdraws from a college without formal leave of absence shall have his
registration privilege curtailed or entirely withdrawn. [Art 403, UP Code 1975]

NOTES:

1. No application for LOA shall be accepted after the deadline for filing set in the academic calendar.
2. Each college shall check the student’s CRS account prior to filing of LOA to ensure that the student settles
his/her accountability before he/she leaves the University.
3. The Registrar’s Office and the parents/guardian are provided copies of the approved application for LOA.
The reason for which the LOA is applied and the period of the leave must be specified in the application.
4. Students who are on leave of absence need no longer apply for readmission. In case of health reason, the
student is required to submit medical certificate prior to enrolment.
 A c a d e m i c I n f o r m a t i o n | 40

5. The absolute maximum allowable period for LOA is two years, when not taken in two successive years, the
aggregate leaves should not exceed two years. Beyond the two years maximum, students should apply for
honorable dismissal without prejudice to readmission. Otherwise, the student will be considered on AWOL.
6. It is mandatory for the faculty members concerned to indicate the class standing of the student (passing or
failing) if the LOA is availed of after the midterm.
7. A student who went on LOA should be given a grade of “DRP” with “LOA” under Remarks on the
grading sheet. Instructors should not put “LOA” as a grade.
8. The last day for filing application for LOA is two weeks before the last day of classes in the semester. The
essence of leave of absence is “withdrawal of the student from his/her classes during the semester.” Thus, the
assumption is that the student is enrolled prior to withdrawal.
9. Since a student who goes on LOA is not in residence during the semester he/she is on leave, the LOA should
not be counted towards MRR.

STUDENT

Secures and fills out the form at the Office of

the College Secretary and accomplishes a
clearance

CASH OFFICE

Receives LOA fee payment.

NO Is student enrolled? YES

CHAIR INSTRUCTOR

Recommends action on the request. Signs LOA form for each subject

COLLEGE SECRETARY

Acts on the request.

OUR

Receives a copy

Figure 11. Leave of Absence Flowchart

[Approval of LOA is included in the delegated authority for the College Secretary. Memo No. FN 90-68 dated
08 August 1990]

* In UPV Miagao and Iloilo adopted paperless clearance. Student can go directly to OCS and fills out the
LOA form. The OCS staff checks student’s accountability, if cleared he/she fills-out the LOA form.
 A c a d e m i c I n f o r m a t i o n | 41

28. MAXIMUM RESIDENCE RULE

A student must finish the requirements of a course of any college within a period of actual
residence equivalent to 1 1/2 times the normal length prescribed for his program, otherwise he
shall not be allowed to register further in that college.

This rule shall not apply to graduate students who are covered by specific rules or to
students governed by existing rules regarding a maximum period. Furthermore, account shall be
taken of the provision of Article 243 of the Revised University Code which states that members
of the faculty, officers, and employees of the University have a privilege of enrolling in the
University for not more than 6 units a semester at reduced rates of fees. See Figure 12 for the
maximum residency rule request flowchart.

NOTES:

1. Residence in their previous unit will be counted for transferees from other CUs. This means that the counting
of residence starts from the student’s first enrolment in the UP System.
2. For transferees from other institutions or second degree students, the counting of allowed residence shall be
adjusted based on the number of advance credits granted. For instance, if a student earns 18 units in advance
credits equivalent to 1 semester he/she will have only 3.5 years remaining in his/her residence. Therefore,
maximum residence will be counted as 3.5 x 1.5 = 5.25 or equivalent to 5 years and 1 semester.
3. Approved LOAs (not to exceed an aggregate of two years) shall not be counted for undergraduate students.
4. A student shall seek VCAA’s approval should he request for a waiver of the maximum residence rule
(MRR) and an extension of residence. [Memo No. FN 90-12, Delegation of Authority]
5. Transfer students from other UP units who could not finish the program within the allowable residence in the
university may not be accepted.
6. The deadline of request for waiver of MRR must be strictly observed.
7. The request for waiver of MRR shall be granted once (without prejudice to the chancellor’s prerogative) for the
following reasons:
a. If the remaining courses to be enrolled can be completed within one academic year.
b. If the reason for appeal of MRR is thesis, a certification from the adviser regarding the status of the
thesis must be required.
c. Financial reason.
d. Health reason. Limited only to student/immediate family member supported by a medical certificate.

In meritorious cases, however, further requests may be granted on a case-to-case basis.

 A c a d e m i c I n f o r m a t i o n | 42

STUDENT

Secures application for Waiver of MRR

INSTITUTE / DIVISION /
DEPARTMENT VCAA
Verifies the deficiencies and signs the
application of waiver Acts on request

COLLEGE SECRETARY
OUR
Evaluates the academic status of the applicant
and forwards the application to the respective Evaluates and recommends
division/department for recommendation

INSTITUTE / DIVISION /
DEAN
DEPARTMENT

Recommends and signs the application for Recommends for approval/disapproval

waiver

Figure 12. Maximum Residency Rule Request Flowchart

[Memo No. FN 90-12 dated 07 March 1990, Authority of the Chancellor has been delegated to VCAA]

29. HONORABLE DISMISSAL

A student in good standing who desires to sever his connection with the University shall
present a written petition to this effect to the University Registrar, signed by his parent or
guardian. If the petition is granted, the student shall be given honorable dismissal. Without such
petition and favorable action, no record of honorable dismissal shall be made. [Art 398, as
amended at these BOR meetings: 790th, 19 December 1969 and 861st, 29 May 1975]

Generally, honorable dismissal is voluntary withdrawal from the University with the consent
of the University Registrar or his representative. All indebtedness to the University must be
settled before a statement of honorable dismissal will be issued. The statement indicates that the
student withdrew in good standing as far as character and conduct are concerned. If the student
has been dropped from the rolls on account of poor scholarship, a statement to that effect may
be added to the honorable dismissal. [Art 399, as amended at these BOR meetings: 789th, 25
November 1969; 790th, 19 December 1969; and 861st, 29 May 1975]

A student who leaves the University by reason of expulsion due to disciplinary action shall
be allowed to obtain his academic transcript of record without reference to Dishonorable
Dismissal, provided:
1. the student writes an application;
2. not less than one (1) school year, beginning the school year immediately following the
effectivity of the expulsion decision has elapsed;
3. the party concerned, during the period of expulsion, has not been involved in any
untoward incident affecting the University, or been charged in court after the fiscal's
investigation; and
4. all such applications are subject to Board of Regents action. [Art 400, as amended at
914th BOR meeting, 31 May 1979]
 A c a d e m i c I n f o r m a t i o n | 43

Certificates of honorable dismissal shall not be issued to graduates. Leaving the University
by means of graduation (i.e., compliance with all the requirements of the degree) is different from
a student’s voluntary withdrawal from the University (i.e., honorable dismissal). Once graduated,
the student may not be given honorable dismissal. [OVPAA Maria Serena I. Diokno
Memorandum No. 02-09 dated 04 February 2002]

NOTES:

1. The student must present the college and university clearances prior to issuance of honorable dismissal*.
2. Students who have graduated are not issued honorable dismissal. Instead, the University Registrar certifies
that the university does not issue honorable dismissal.
3. Honorable dismissal/certification is issued only once.
4. The request for Honorable Dismissal needs parent/guardian signature if the student is below 18 years old.
5. Graduates of UPV who wish to enroll in the UPV graduate programs are not required to submit honorable
dismissal. The GPO will check the academic records of the student and verify with the OUR if the student
was issued an honorable dismissal. In this case, the student will be required to surrender the honorable
dismissal to the GPO.

*In Second Semester 2012-2013, UPV Miagao and Iloilo adopted paperless clearance. Students are advised
to clear their college accountabilities first before proceeding to OUR for their request of honorable
dismissal.

30. SECOND BACCALAUREATE DEGREE

Only one baccalaureate degree may be conferred at a time. A holder of a University of the
Philippines bachelor’s degree may earn another bachelor’s degree upon the successful completion
of at least 36 additional units prescribed by a discipline, after the previous degree. [As approved
at the 680th BOR meeting, 11 November 1960]

31. GENERAL RULES GOVERNING GRADUATE PROGRAMS

Academic Calendar

Graduate programs at UPV operate on either of two modes of the academic calendar.
For any program, the academic year is made up of either of two terms or semesters, or,
three terms or trimesters.

Application and Admission

Applications for admission shall be addressed to the Dean of college/school offering the
degree program.

Applications may be submitted at any time throughout the year and accompanying
documents should be received one month before the start of the academic year to provide
enough time for consideration and processing.

Applicants notified of their acceptance for admission should inform the Dean of the
college/school concerned of their decision to enroll or not, as soon as possible.
 A c a d e m i c I n f o r m a t i o n | 44

Admission into the Master’s Programs

The basic requirements for admission to the master's program are:

1. possession of a bachelor's degree or its equivalent (degree or title) from the University
or from other recognized institutions of higher learning;
2. high quality and integrity of intellect; and
3. English proficiency.

These qualifications shall be determined through (a) examination of undergraduate

credentials, (b) recommendation of two former professors and/or recognized authorities in the
discipline or area of specialization, (c) character reference, and (d) interview with the applicant, or
other appropriate means.

NOTES:
1. Since each degree program has its own specific announcements or policies that only their respective college
could answer, the college secretaries will respond to the queries of incoming graduate students. All
communications from the Office of the University Registrar and the Graduate Progran Office shall be
referred to the respective college secretaries.
2. The coordinating functions of the GPO will be the same.
[Chancellor’s Advisory Council Meeting, 12 April 2013]

English Proficiency

All foreign students from countries where English is not a medium of instruction and/or
not the native language, should pass an English proficiency examination (e.g., a score of at least
500 in Test of English as a Foreign Language).

Those who fail may be admitted into the University as non-degree students. However, they
should pass the prescribed English courses at UPV or other valid English Proficiency
Examination within the first year of their initial enrollment.

Program of Study

A program of study shall be drawn up by the program adviser or committee in consultation

with the student during the first semester/ trimester of residence. The approved program shall
be filed with the head of the unit not later than the second semester/trimester of residence.

Course Work

A master’s program may or may not require a thesis.

1. For programs that require neither a comprehensive examination nor a thesis, a minimum
of [35] academic units shall be required.
2. For programs that require a comprehensive examination and no thesis, a minimum of 30
academic units shall be required.
3. For programs that require a comprehensive examination and a thesis, a minimum of 24
academic units shall be required.
4. For programs that require a thesis and no comprehensive examination, a minimum of 24
academic units shall be required.

Instead of a thesis and in addition to the comprehensive examination, a program may

require the completion of a seminar, practicum, or research project in light of an identified
special problem.
 A c a d e m i c I n f o r m a t i o n | 45

Full-time graduate students shall be allowed to take at most 12 units but not less than 6
units a semester/trimester, except for programs which require more than 12 units or less than 6
units.

Part time students shall be allowed a load of not more than 6 units or an equivalent load of
two courses in any semester/trimester.

Under meritorious circumstances, the student may be allowed more than the prescribed
academic load by the college/school Dean.

Advanced or Transfer Credit

A student whose application for admission has already been approved and is duly
matriculated may apply for advanced credits or transfer credits for work done in another
institution upon:

a. presentation of credentials showing that he passed in another institution courses fully

equivalent to those given in the college/school for which credit is sought; and
b. passing the validating test given by the department concerned.

Not more than nine (9) units of advance credit or transfer credit may be granted for course
work done towards the master’s degree provided these courses have been taken within five (5)
years before admission, and unless course work is done in another institution of higher learning
with prior approval of the Chancellor (upon recommendation of the Dean). Application for
advance credits should be filed with the appropriate department/division/institute not later than
during the first semester/trimester of residence.

The validating examination shall be conducted by the GPO or the unit concerned during
the first year of residence. Permits to take the validating examination shall be issued by the
college/school concerned. Results of the validating examination shall be submitted to the
college/school not later than one week after the examination.

The period for holding the validating examination shall be determined by the
department/division offering the course in coordination with GPO.

Advance credits, which are subject to validation, may be earned from courses taken at
institutions outside of the UP System.

Transfer credits may be directly earned from courses taken at other UP units. Courses taken
that may be considered equivalent to those required in the program pursued are subject to
substitution by the division/department/institute concerned. The substitution of courses in the
student’s approved program of study shall be in accordance with University rules and regulations.

No units in undergraduate courses may be credited to graduate work.

Minimum Grade Requirement

After having completed 50 percent of the total number of units prescribed, a student will be
disqualified from the program if his weighted average is below “2.0”

Residence/Time Limit for Completion

The graduate student is in residence when he is officially enrolled – whether he is on

campus for course work requirements or off-campus for his research work. In the latter case,
approval of his Thesis Committee is necessary.
 A c a d e m i c I n f o r m a t i o n | 46

The student should be enrolled for residency at least one (1) year prior to the conferment of
his degree.

Not more than five (5) calendar years from the start of graduate work shall be allowed for
the fulfillment of all requirements for the master’s degree for both full-time and part-time
students. Requests for extension of residence for not more than one (1) year should be subject to
the approval of the Chancellor.

The five-year maximum time of completion includes leave periods. Meritorious cases,
however, may be granted an extension of not more than one (1) year at a time, but in no case
totaling more than five (5) calendar years including leave periods provided that the student is
required to enroll in a 3-unit graduate course for every two (2) years, or a fraction thereof,
beyond the five year limit.

Additional Rules for Transfer Students

For graduate students transferring from another university, the maximum residence shall be
reduced by one semester for 9 transferred credit units or for a fraction thereof.

Leaves and Readmission

A graduate student may request in writing for a leave of absence (LOA) for at least a
semester/trimester from the Dean of the college/school concerned. Approval of LOA is granted
for not more than one (1) year at a time.

The student who leaves his work during an academic term without such formal permit is
considered absent without leave (AWOL) and loses his registration privileges.

Any leave period of a graduate student is accounted for as part of his residence in the
program pursued. To graduate within the allowed residence period of their respective programs,
the total leave time of any student should not exceed two (2) academic years.

A student who was not able to complete the requirements for the degree within the limit,
that is five (5) calendar years for master’s degree, may apply for readmission into the program at
the appropriate college/school.

For those returning from AWOL status, readmission requires payment of the appropriate
fee; no payment is required for those returning from approved leaves.

An application for a waiver of the residency rule is further required of those who would be
beyond the allowed residency period upon their return from leaves.

To be eligible for readmission, the master’s student must have a GWA of “2.0” or better in
all graduate-level courses taken in the program.

Courses taken previously may be credited by passing a department/ division/institutional

written validating examination. Only existing course or courses which cover substantially the
same subject matter as the existing courses may be validated. The student cannot validate any
course work which at the time of validation, was taken more than five (5) calendar years ago.

Grading System and Retention

Grades of “1.0” to “3.0” are passing marks in the UP System. A “4.0” is conditional and a
“5.0” is a failing grade.
 A c a d e m i c I n f o r m a t i o n | 47

The student who removes his conditional mark of “4.0” within the academic year that a
grade is obtained may only receive a final grade of “3.0” or “5.0”. An incomplete (INC) mark
implies a passing average for a student who has not completed all course requirements, although
a “4.0” may occur upon completion. A student may complete the course requirements within the
academic year – i.e., within three (3) removal periods – that the INC grade is incurred.

The graduate student’s general weighted average (GWA) is computed when s/he has
completed 50 percent of the prescribed total number of course units for his degree program. The
student will be disqualified from the program if his GWA is below “2.0”.

A grade lower than “3.0” in any of the prescribed courses automatically disqualifies the
student from any of the graduate programs.

The Master’s Thesis

After earning at least 50 percent of the units of the prescribed program, the student may be
authorized to work on his thesis, except for programs that require completion of all the courses
with an average grade of “2.0”.

The student enrolls in the master’s thesis only once, and he shall be given a grade only upon
completion of all the thesis requirements. At the end of each semester, the student shall be
marked “in progress” until such time that he has completed all requirements.

A thesis committee of the student shall be constituted after his/her completion of the
required units. The constitution and membership of the thesis committee will depend on the
requirements of the program as determined by the unit concerned.

The composition of the thesis committee shall be approved by the dean of the
college/school upon the recommendation of the chairperson of the major
department/division/institute. The GPO shall be informed of the composition of the thesis
committee and/or any change thereof.

The thesis proposal must be approved by the thesis committee before actual research may
be done.

The student may conduct his thesis work off-campus with the approval of the Thesis
Committee. When his thesis entails off-campus work for at least an academic term, the student
should be enrolled and should make periodic progress reports to his Thesis Adviser.

Copies of the draft of the thesis when completed in all respects and editorially acceptable as
judged by the adviser, shall be submitted to the student’s thesis committee for criticism,
evaluation, and suggestions for improvement.

Upon favorable assessment of the student’s draft by the Thesis Committee, he shall apply
for the thesis examination.

The schedule for the oral presentation and defense may be set upon the favorable action of
his Thesis Committee, the division/department/institute concerned, and the head of the
academic unit.

The Thesis Adviser shall chair the committee for the thesis examination. The student shall
present his thesis in a public forum attended by all members of his Thesis Committee.
Immediately following this public forum, the Thesis Committee examines the candidate in an
executive session.
 A c a d e m i c I n f o r m a t i o n | 48

To pass the thesis defense in oral examination, the student must receive not more than one
(1) negative vote from the committee members.

The Thesis Committee Chair shall report the results to the Dean within one (1) week after
the examination.

Eight (8) bound copies of the approved thesis shall be submitted to the college/school not
later than the following deadlines:

a. For Summer graduates – the day before the first day of regular registration for the
succeeding first semester/trimester;
b. For First Semester/Trimester graduates – the day before the first day of regular
registration for the succeeding second semester/trimester;
c. For Second Semester/Trimester graduates – the day before the Graduate Program
Council meets to decide on the graduation of students.

A student who fails the oral thesis examination may be given a re-examination not earlier
than one (1) month, but within twelve (12) months after the first examination. With the approval
of the college/school Dean, the student has the option to select a newly constituted Thesis
Committee.

Failure to pass the second oral examination shall disqualify the student from earning the
degree.

Comprehensive Examination

After completing all academic course requirements, students in the non-thesis program shall
submit their applications for the comprehensive examination duly recommended by the
chairman of the major department to the dean of the college/school. The applications must be
submitted one (1) month before the date of examination and must be accompanied by certified
true copies of grades of the students.

The student must obtain a weighted average grade of “2.0” or better for all courses
prescribed under the major and cognate fields of the program concerned in order to qualify for
taking the comprehensive examination.

The comprehensive examination, which shall be in written form, shall be administered by

GPO or college/school concerned. The examination shall test the student’s competence in
integrating and applying knowledge in the general field and his/her special field.

The examination shall be supplemented by an oral examination, if desired, by the

comprehensive examination committee.

A grade of “2.0” or better in both the general and special fields is required in order to pass
the comprehensive examination.

A student who fails in a field or fields of the comprehensive examination may be given one
(1) re-examination not earlier than one (1) month but not later than one (1) year after the first
examination.

Failure to pass the second examination shall disqualify the student permanently from
earning the degree program.

The Chancellor appoints the chair and members of the Comprehensive Examination
Committee (CEC) upon the recommendation of the respective Deans.
 A c a d e m i c I n f o r m a t i o n | 49

The CEC is responsible for the formulation of questions and the marking of the test papers.
Each committee shall be composed of three (3) faculty members/lecturers who were active when
the concerned students were pursuing their course work. Lecturers may only participate as
members of such committees.

The chairperson of the committee shall submit to the dean of the college/school, through
the division/department/institute head, the results of the examination within one (1) week and
not later than one (1) month from the date of the examination.

Second Master's Degree

A graduate student who has earned a master's degree in UP wishes to earn another master's
degree therein must satisfy the following requirements:
1. earn in the University course credits of at least eighteen (18) graduate units in addition to
the common course requirements with respect to his first master's degree; and
2. complete all other requirements of the second master's degree.

These additional units are exclusive of the thesis in case of Plan A, or of other requirements
in lieu of thesis in case of Plan B or other alternate graduate programs, and shall be in advanced
courses in the student's major field and cognates from other related graduate courses in the
university which may strengthen the new area of specialization.

32. GENERAL RULES GOVERNING DOCTORAL DEGREE PROGRAM

Admission Requirement

For admission to a doctoral program, an applicant must satisfy the following minimum
requirements for admission:
a. possession of a bachelor's degree or its equivalent (degree or title) from the University or
from other recognized institutions of higher learning;
b. satisfactory evidence of professional promise, attainment, and scholarship as indicated by
previous preparation;
c. fulfillment of any special requirements for the major field that is chosen by the student;
d. intellectual ability and personal qualifications;
e. quality academic work done in the institution graduated from; and;
f. demonstrated capability in research.

A duly accomplished application form must be submitted to the college/school concerned,

together with the following documents:

a. Official transcript of records, in the English language, from each college previously
attended;
b. For baccalaureate degree holders, two (2) letters of recommendation from former
professors. If with a master’s degree, the third letter of recommendation must be from a
major professor. (These must be sent by separate mail);
c. certificate of English proficiency by a professor of English. This is required only of
applicants from countries where English is not the medium of instruction and/or not
the native language; and
d. a non-refundable prescribed application fee for Filipino citizens or foreign nationals in
bank draft or money order remitted to UPV. The correct major department should be
properly indicated in the application.
 A c a d e m i c I n f o r m a t i o n | 50

Applications for admission may be submitted at any time throughout the year. However, it
is strongly recommended that applications and documents be sent as early as possible to ensure
ample time for processing and consideration.

It is requested that those applicants accepted for admission inform the college/school
concerned of their plan to either accept or reject the admission offer as soon as their decision is
made.

The Doctoral Program of Study

A Program Adviser shall be appointed by the college/school Dean to formulate the

program of study of the doctoral degree student ( in Ph.D., D. Sc., Ed.D., etc.). Only full-time
members of the graduate faculty shall serve as program advisers.

The doctoral student’s program of study is based on the student’s academic preparation and
desired specialization. The program of study shall be endorsed by the home unit concerned for
action by the Dean of the academic unit concerned. Changes in the program of study may be
allowed by the Dean upon written request of the student with the consent of the Program
Adviser.

Course Work

The course work for the doctoral program shall require the completion of a minimum of 34
units of course work if the student has master’s degree, and a minimum of 45 if he has a
bachelor’s degree.

Transfer of Credits

No more than nine (9) graduate units earned for doctoral courses in another university shall
be credited to course work for doctoral program, provided, these courses have been taken within
five years before admission to the program and have not been credited to a previously earned
degree.

.
Residence Requirement

All requirements for the doctoral degree must be completed within six (6) years from
admission to the program. Extension may be allowed in highly meritorious cases. The candidate
shall be in-residence for one year prior to conferment of the degree.

The Doctoral Committee and the Comprehensive Examination

To qualify for taking the comprehensive examination, the student must obtain a weighted
average grade of “1.75” or better.

After one year of residence, a Doctoral Committee shall be formed subject to the approval
of the Dean of the college/school. The Doctoral Committee shall be composed of at least five
members, with one member coming from outside the college/school, and the Program Adviser
as Chairperson. The comprehensive examination shall aim to test the student’s ability to integrate
and apply the knowledge obtained from his program of study.

The examination shall be both oral and written to be administered by the Doctoral
Committee. The written examination shall be given at intervals of two days and shall not be less
 A c a d e m i c I n f o r m a t i o n | 51

than three hours for each area in the major and cognate fields; but the whole examination shall
not be longer than 15 hours.

Failure at a second try shall bar the student permanently from his program.

Advancement to Candidacy

After passing the comprehensive examination, the student shall be considered as having
been advanced to candidacy for the degree.

The Doctoral Dissertation

The doctoral dissertation shall be enrolled only once. At the end of each semester, the
student shall be marked “in progress” until such time that he has completed all requirements.

The Dissertation Adviser and the Dissertation Committee

The doctoral candidate shall select a Dissertation Adviser from his home unit who has
published as senior author of at least five (5) articles in peer reviewed journals.

In consultation with the Dissertation Adviser as Chair, the candidate selects his/her
dissertation topic and three (3) other members of his Dissertation Committee, subject to the
action of the Dean of the academic unit concerned. Only one of these members should be from
outside the student’s college/school. The Critic/External Examiner is appointed as the fifth
member of the candidate’s Dissertation Committee in time for the student’s defense in the final
oral examination.

The Doctoral Committee shall guide the student in the preparation of the dissertation which
must embody an original and independent research and be a worthwhile and significant
contribution to scholarship in the field pursued by the student.

The Preliminary Oral Examination

As a doctoral candidate, the student submits a research proposal to the Dissertation

Committee for evaluation. Upon the committee’s assessment of the readiness of said proposal,
the student defends it in a preliminary oral examination that may last between three (3) to five (5)
hours. The preliminary oral examination evaluates the student’s comprehension of the basic
principles related to the dissertation problem and his preparedness to undertake the proposed
research. This will also serve to further improve the proposal and enhance the student’s capacity
to implement it.

The Final Oral Examination and the Defense Panel

When the Dissertation Committee has determined the completeness of the candidate’s
dissertation manuscript for the final defense, a Critic/External Examiner from outside the home
college/school is appointed by the Chancellor, on recommendation of the Dissertation
Committee. The Defense Panel that includes the Critic/External Examiner as the fifth member
of the Dissertation Committee shall set the schedule of the final oral examination.

The final oral examination conducted by the Defense Panel may last between three (3) to
five (5) hours. The examination assesses the student’s ability to present scientific data in a
 A c a d e m i c I n f o r m a t i o n | 52

systematic and scholarly manner as well as his capacity to define potential areas from the research
process and its outcomes.

To pass the final oral examination, the doctoral candidate must not obtain more than one
(1) negative vote from the members of the Defense Panel. If there is no unanimous approval, the
defense panel should reach a consensus or the decision of the majority should prevail.

Failure at a second final oral examination given within twelve (12) months of the first one
shall permanently disqualify the candidate from earning the degree.

33. GRADUATION REQUIREMENTS

No student shall be recommended for graduation unless he has satisfied all academic and
other requirements prescribed for graduation. [Art 404, UP Code 1975]

Candidates for graduation who began their studies under a curriculum more than 10 years
old shall be governed by the following rules:

1. Those who have completed all the requirements of the curriculum but did not apply
for, nor were granted, the corresponding degree or title shall have their graduation
approved as of the date they should have originally graduated.
2. Those who have completed all but two or three subjects required by a curriculum shall
be made to follow any of the curricula enforced from the time they first attended the
University to the present. [Art 405, UP Code 1975]

“Ten weeks before the end of a semester, the Registrar shall publish a complete list of duly
qualified candidates for graduation for that semester.” [Art 406, UP Code 1975]

During the first three weeks after the opening of classes in each semester, each Dean or his
duly authorized representative shall certify to the University Registrar a list of candidates for
graduation at the next commencement. The University Registrar, in consultation with the
chairmen of divisions or departments concerned, in the case of students majoring in their
respective departments or divisions, shall then inquire into the academic record of each candidate
with a view of ascertaining whether any candidate in such a list has any deficiency to make up and
whether he has fulfilled all other requirements which qualify him to be a candidate for
graduation. If there should be any question regarding a candidate, his name should not be
deleted from the list of candidates for graduation, but footnotes to that effect should be given.
Ten weeks before the end of the semester the University Registrar shall publish a complete list of
duly qualified candidates for graduation for that semester. [Art 406, as amended at these BOR
meetings: 790th, 19 Dec. 1969 and 861st 29 May 1975]

All candidates for graduation must have their deficiencies made up and their records cleared
not later than five weeks before the end of their last semester, with the exception of those in
academic subjects and work in Physical Education and Military Science, in which the student is
currently enrolled during that semester. [Art 407, as amended at the 796th BOR meeting, 09 July
1970]

No student shall be graduated from the University unless he has completed at least one year
of residence work which may, however, be extended to a longer period by the proper faculty.
The residence work referred to must be done immediately prior to graduation in the case of the
following: [Art 408, UP Code 1975]

1. a student transferee from other schools. This residence requirement is in addition to

completion of at least 50% of the required units for the course; and
2. a student who has been absent without official leave (AWOL).
 A c a d e m i c I n f o r m a t i o n | 53

No student who fails to pay the required graduation fee [As approved at the 1024th BOR
meeting, 24 Aug. 1989] within the specified period set by the University Registrar shall be
conferred any title or degree. Such a student may, however, upon his request and payment of the
necessary fees, be given a certified copy of his credentials without specifying his completion of
the requirements towards any title or degree. [Art 409 as amended at these BOR meetings: 790th,
19 December 1969 and 861st, 29 May 1975]

Students must file formal application as candidates for graduation with the offices of the
Deans of their respective colleges. [UP Diliman Academic Information 1997. Source: 1990-91
UP Diliman General Catalogue.]

NOTES:

1. Examples of other requirements are application for graduation, entrance credentials, clearance from SDT for
students with disciplinary cases, PE, and NSTP.
2. The college should not recommend to the University Council any student who has not satisfied all requirements
for graduation.
3. Advisers should take an active role in reminding graduating advisees to apply for graduation.
4. Students who apply beyond the deadline should pay the prescribed fees.
5. If a student completes his or her graduation requirements but was not able to apply for graduation, then he or
she may apply in the succeeding semester but need not enroll for residency. In that case, the effectivity of his or
her graduation will be on the semester when he or she completed all the requirements except application for
graduation.
6. When a student returns from AWOL, courses required by the old curriculum might not anymore be offered.
Hence, the student may take courses in the new curriculum equivalent to or which may be substituted for those
required by the old curriculum
7. Colleges should strictly observe the deadlines for submitting candidates for graduation to the OUR.
8. The student who has not applied for graduation shall not be included in the list to be submitted to the
Registrar’s Office.
9. Late application for graduation must seek approval of the University Registrar [Memorandum FN 90-12
dated 07 March 1990]
 A c a d e m i c I n f o r m a t i o n | 54

STUDENT

Satisfies requirements and applies for

graduation with the respective department/
division/ institute

ADVISER

Evaluates student’s record

OUR

Verifies the College’s evaluation. A list of

Qualified? NO qualified applicants is posted at least 10
weeks before the end of classes. The OUR
also informs the college of the deficiencies of
the applicants.

YES

DEPARTMENT/ DIVISION/
COLLEGE SECRETARY
INSTITUTE

Forwards the application to the Office of the Verifies the adviser’s evaluation and forwards
College Secretary a list of qualified applicants to the OUR

Figure 13. Application for Graduation Flowchart

Graduation Requirements for Graduate Students

A graduate student shall be considered a candidate for graduation if he meets the following
requirements:

a. Must have a minimum weighted average of “2.0” for all the required courses taken;
b. Must have passed the oral defense of his/her thesis and submitted the required number
of copies of the approved thesis; or must have passed the comprehensive examination.
c. The student must file the application for graduation and diploma with the college/school
according to the academic calendar schedule.

NOTE:

For instance, a graduate student who has taken the comprehensive examination but still lacks residency
requirement, the effectivity of his or her graduation shall be on the semester when he or she complied all the
requirements including residency requirement.

Faculty Recommendation

A graduating student must first be recommended by the faculty of the college concerned
and by the UPV University Council before his graduation may be considered by the Board of
Regents.

Approval of Graduation by the President Sufficient in Certain Cases

The President may approve the graduation of students in cases where (1) their grades are
submitted beyond the deadline fixed by the University Council, and (2) the students concerned
 A c a d e m i c I n f o r m a t i o n | 55

are certified by the faculty of the unit concerned, the Office of the University Registrar, and the
Committee on Graduation of the University Council as having satisfied all the requirements for
graduation, provided, however, the list of students so approved for graduation under the
delegation of authority is submitted at the next meeting of the Board of Regents for its
information.

NOTE:

If the University Registrar is granted authority to add names, it is often the case that graduation of such
additional candidates are approved by the President.

34. GRADUATION WITH HONORS

Students who complete their baccalaureate degree with the following absolute minimum
weighted average grade shall be graduated with honors:

Summa cum laude 1.20

Magna cum laude 1.45
Cum laude 1.75

All the grades in all subjects prescribed in the curriculum, as well as subjects that qualify as
electives, shall be included in the computation of the weighted average grade.

In cases where electives taken are more than those required in the program, the following
procedure would be followed in selecting the electives to be included in the computation of the
weighted average grade:
1. For students who did not shift programs, consider the required number of electives in
chronological order.
2. For students who shifted from one program to another, the electives to be considered
shall be selected according to the following order of priority.
a. Electives taken in the program where the student is graduating will be selected in
chronological order.
b. Electives taken in the previous program and acceptable as electives in the second
program will be selected in chronological order.
c. Prescribed courses taken in the previous program but qualify as electives in the
second program will be selected in chronological order. [Art 410, as amended at
the 958th BOR meeting, 24 February 1983]

Additional Rules

Candidates for graduation with honors must have completed in the University at least 75
percent of the total number of academic units or hours for graduation and must have been in
residence therein for at least two years immediately prior to graduation. [Art 412, UP Code 1975]

In the computation of the final average of candidates for graduation with honors, only
resident credits shall be included. [Art 413, UP Code 1975]

Students who are candidates for graduation with honors must have taken during each
semester/trimester/ quarter not less than 15 units of credit or the normal load prescribed in the
curriculum in cases where such normal load is less than 15 units, unless the lighter load was due
to justifiable causes such as health reasons, the unavailability of courses needed in the curriculum
to complete the full load, or the fact that the candidate is a working student. [Art 414, as
amended at the 886th BOR meeting, 28 April 1977]
 A c a d e m i c I n f o r m a t i o n | 56

To justify under loading, the submission of pertinent documents is required, as follows:

1. For health reasons - medical certification to be confirmed by the University Health
Service.
2. For unavailability of courses - certification by the major adviser and copy of schedule
of classes.
3. For employment - copy of payroll and appointment papers indicating among others
duration of employment.

It is the responsibility of the student to establish beyond reasonable doubt the veracity of
the cause(s) of his light loading. It is required in this connection that documents submitted to
establish the cause(s) of his loading, such as certificate of employment and/or medical certificate,
must be sworn to. These documents must be submitted during the semester of under loading.
[As approved by the President on 19 October 1981]

NOTES:

1. The college should indicate in their recommendation the honors and GWA of the candidates for graduation
with probable honors.
2. SREs and advisers should monitor academic load every semester of students who are probable candidates with
honors.
3. In case a student extends one more year of residency enrollment to complete his or her thesis, he or she may still
graduate with honors. There is no rule governing this case that disqualifies students from graduation with
honors.

33. COMMENCEMENT EXERCISES

Attendance at general commencement exercises shall be optional. Graduating students who

choose not to participate in the general commencement exercises must so inform their respective
deans or their duly designated representatives at least 10 days before the commencement
exercises. [Art 418, as amended at the 793rd BOR meeting, 7 April 1970]

Graduating students who absent themselves from the general commencement exercises
shall obtain their diplomas, or certificates, and transcript of records from the Office of the
University Registrar provided that they comply with the above provision and upon presentation
of the receipt of payment of the graduation fee and student's clearance. [Art 419, as amended at
these BOR meetings: 790th, 19 December 1969 and 793rd, 7 April 1970]

Academic Costumes

Candidates for graduation with degrees or titles which require no less than four years of
collegiate instruction shall be required to wear academic costumes during the baccalaureate
service and commencement exercises in accordance with the rules and regulations of the
University. [Art 422, UP Code 1975]

34. TRANSCRIPTS

Student records are confidential and information is released only at the request of the
student or of appropriate institutions. "Partial" transcripts are not issued. Official transcripts of
records obtained from other institutions and which have been submitted to the University for
admission and/or transfer of credit become a part of the student's permanent record and are
issued as true copies with the UP transcript.
 A c a d e m i c I n f o r m a t i o n | 57

Application for transcript of records should be accompanied by a student clearance.

Clearance may be obtained by accomplishing UP Form 241.

NOTES:

1. In Second Semester 2012-2013, UPV adopted paperless clearance. Once students cleared their
accountabilities at college level, they can proceed to OUR to file their request for transcripts etc.

In UPV Tacloban College, students are required to accomplish clearance when they cross enroll in another
UP unit. Students are again required to accomplish clearance after their final semester/graduation.

2. Student personal information in the school records will be based on the submitted original NSO copy of birth
certificate.

[OUR Memorandum dated 24 September 2007]

3. Entries on Transcript of Records

The Office of the University Registrar of the autonomous university shall make a permanent entry in the
transcript of records of all members and officers of fraternities, sororities and student organizations regarding
their having been suspended/expelled by reason of having been subjected to administrative disciplinary
proceedings under these rules

[Section 5, Rule VII of the Revised Rules and Regulations Governing Fraternities, Sororities and Other
Student Organizations Memorandum MVG-03-48 dated 16 May 2003]

4. Additional Security Features on the Official Transcript of Records

All Transcript of Records submitted by applicants in the various licensure examinations shall bear additional
remarks of “FOR BOARD EXAMINATION PURPOSES ONLY”. This ensures that the
Transcript of Records is authentic and new, and enable the schools to keep track of their previous graduates
who will take the examination years after they have graduated. This will mean that when graduates of
courses requiring licensure examinations apply for their Transcript of Records, two (2) copies of Transcript of
Records will be issued to them – one for general purposes and one for board examination purposes.

It is the policy of the Commission to require applicants in various licensure examinations to submit
Transcript of Records with the scanned picture of the graduate-applicant and bears the remarks “FOR
BOARD EXAMINATION PURPOSES ONLY”

[Professional Regulation Commission Memorandum Circular No. 2003-03 March 28, 2003]

5. Exemption from using documentary stamps tax on Transcript of Records

All revenues and assets of non-stock, non-profit educational institutions used actually, directly, and exclusively
for educational purposes shall be exempt from taxes and liabilities.[Sec 4(3) of Article XIV of the 1987
Constitution]

6. If the student failed to declare his or her enrollment in another school prior to enrollment to UPV, his or her
records in that school shall not be included in the transcript of records.
 A c a d e m i c I n f o r m a t i o n | 58

7. A student who withdraws enrollment in another institution must submit a certification of his/her withdrawal
to the UPV OUR.

8. Diploma

The diploma is awarded by the Board of Regents as recommended initially by the College and finally by the
University Council.

There is only one date in the diploma (the date of the final completion of all the requirements as approved by
the Board of Regents) to contend with. The student who graduated summer need not wait after the
commencement (one year) to get his/her diploma.

[1221st Meeting of the Board of Regents held on 28 June 2007]

 R e f e r e n c e s | 59

REFERENCES
Academic Information (August 1997). Office of the University Registrar, University of the
Philippines Diliman.

Catalogue of Academic Programs (1999). University of the Philippines Visayas.

Faculty Manual (2003). University of the Philippines Diliman.

Primer for College Secretaries (1995). Office of the Registrar, University of the Philippines
Diliman.

Revised Code of the University of the Philippines System (1975).

 A p p e n d i c e s | 60

APPENDICES
 Appendix A: Proposal for New Academic Programs Form | 61

OVPAA Form 2
University of the Philippines
PROPOSAL FOR NEW ACADEMIC PROGRAMS
Appendix A: Proposal for New Academic Programs Form

Title of program: ____________________________________________________

Type of program:  undergraduate  MS/MA  PhD
Proponent (Department, College, CU): ___________________________________
Total no. of years _____________________ Total no. of units ________________

I. Academic Merit (should answer the required competencies of graduates)

1. Introduction

Rationale

Justification for the need to institute the program/ course

1.1.2. Explain how the program is being proposed in response to a felt need to fill a
new/ updated area of specialization. Show that it is not a duplication of an
existing program in other units. (Attach comments as Appendix E from other
CUs offering similar courses)

II. Brief description of the program

1. Program goals

Broad statement describing what your graduates will do after going through the program;
starts with statement: “At the end of the program, graduates ….”

1.2. Anchored on the vision of the academic unit and should contribute to the achievement of
that vision

2. Program/course structure

Organize program into groupings, e.g. core, foundation, elective, cognates, etc. and the no. of
units per grouping.
 Appendix A: Proposal for New Academic Programs Form | 62

2.2. Give a schematic diagram showing the progression of courses (Appendix A – see
example).

3. Program requirements

3.1. State policies your unit will adopt from admission to graduation of students in the
proposed program.

Admission

Retention

Transfer/shifting

Graduation

4. Course institution (only for courses to be instituted)

4.1. Course number

4.1.1. Course title
4.1.2. Course description
4.1.3. Course credit
4.1.4. Course prerequisite
4.1.5. Attachments: (Appendix B)
4.1.5.1. Course objectives
4.1.5.2. Course syllabus
4.1.5.3. Teaching methodologies

4.2. Course number

4.2.1. Course title
4.2.2. Course description
4.2.3. Course credit
4.2.4. Course prerequisite
4.2.5. Attachments : (Appendix B)
4.2.5.1. Course objectives
4.2.5.2. Course syllabus
4.2.5.3. Teaching methodologies

5. Curriculum (Appendix C)

Show courses offered by semester including summer; this should also serve as the
checklist of courses to be taken by students.
 Appendix A: Proposal for New Academic Programs Form | 63

2. Market needs (should show the competitive advantage of the program)

1. Survey of no. of feeder high schools who will be potential 63nrollees of the program
1.1. Private schools
1.2. Public schools
2. Survey of students who signified interest in the program
2.1. Private schools
2.2. Public schools
2. Potential employment options (may indicate possible employers)

2. Potential linkages in the region (ASEAN, APRU, ASEA-UNINET) with similar programs

IV. Budget and effect on resources

(Needs should consider the carrying capacity of the institution – Dept., College, CU.)

1. Budget allocation

Total cost
Actual Additional (attach details
Particulars Existing Year
needs requirement and computation
as Appendix D)
1.1. Faculty items Y1
Y2
Y3
Y4
Sub-total for faculty (Y4 x 4 years)

1.2. Capital outlay Y1

1.2.1. Lecture
1.2.2. Laboratories Y2
1.2.3. AVR
1.2.4. others Y3
Y4
Sub-total for capital outlay

1.3. Equipment Y1
Y2
Y3


Make the necessary adjustments for 5-year programs.
 Appendix A: Proposal for New Academic Programs Form | 64

Total cost
Actual Additional (attach details
Particulars Existing Year
needs requirement and computation
as Appendix D)
Y4
Sub-total for equipment

1.4. Additional personnel Y1

1.4.1. Office staff
1.4.2. Laboratory staff Y2
1.4.3. others
Y3
Y4
Sub-total for additional personnel (Y4 x 4
years) 
1.5. Library and other teaching Y1
materials
Y2

Y3

Y4
Sub-total for library and other materials (Y4 x 4
years)*
1.6 Additional MOOE Y1
Y2
Y3
Y4
Sub-total for additional MOOE  (Y4 x 4
years)*
TOTAL BUDGET  (recurring
expenditure)

V. Projected income

Particulars Projected no. Projected income

of students
1. Student enrolment Y1 Y1
Y2 Y2
Y3 Y3
Y3 Y4
Sub-total for student (Y4 x 4 years)*

2. Other income sources (describe

activity, e.g. research, and indicate
whether it is a yearly activity, etc.;
write none if there are no other
sources)
Sub-total for other income sources
TOTAL 

VI. Assessment of existing programs by CU (Attach as Appendix F)

(should be done every 3 years) and budget allocated to the programs vis-à-vis total budget of the CU.
 Appendix A: Proposal for New Academic Programs Form | 65

Total cost
Actual Additional (attach details
Particulars Existing Year
needs requirement and computation
as Appendix D)
Assessment should consider quality, no. of graduates, primary qualifiers, etc.


Make the necessary adjustments for 5-year programs.

OVPAA Form 1 Ver. 1.0 July 2011

 Appendix B: Proposal for New Academic Programs Flowchart | 66

Appendix B: Proposal for New Academic Programs Flowchart

Proponent Constituent University OVPAA*

President’s Management Committee Academic Affairs Committee (AAC) **

President’s Advisory Council Proponent CU

University Council CU Curriculum Committee

UP President Board of Regents

Figure A-1. Proposal for New Academic Programs Flowchart


submit to OVPAA at least 2 weeks before the AAC meeting

meets every 2 months:
 Appendix C: Suggested Format for Revision of an Existing Program | 67

Appendix C: Suggested Format for Revision of an Existing Program

SUGGESTED FORMAT FOR REVISION OF AN EXISTING PROGRAM
Title Page
Table of Contents

RATIONALE
OBJECTIVES
SUMMARY OF PROPOSED CHANGES1
A. Courses to be Instituted
B. Courses to be Adopted
C. Courses to be Revised
D. Changes in Required Courses
E. Courses to be Reclassified
F. Courses to be Deleted
G. Courses to be Abolished
H. Change in Total Number of Units Required
PROGRAM STRUCTURE
A. Summary of Course Requirements
a) General Education Courses
b) Foundation Courses
c) Major Courses
d) Qualified Electives
e) Other Requirements
B. Proposed Study Plan
C. List of Qualified Electives2
 RELATED CURRICULAR MATTERS
A. Institution of Courses3
B. Adoption of Courses4
C. Revision of Courses5
D. Changes in Required Courses6
E. Reclassification of Courses2
F. Deletion of Courses2
G. Abolition of Courses2
 IMPLEMENTATION TARGET

ANNEXES
A. COMPARATIVE SUMMARY OF EXISTING AND PROPOSED
CURRICULA
A.1. Course Requirements of Existing vs.
Proposed Curriculum
A.2. Study Plan of Existing Curriculum
B. COURSE ANALYSES7

1
Should include all appropriate changes as proposed.
2
If appropriate
3
Include only if appropriate; each course to be instituted should include course number, course title,
course description, pre-requisite, credits, and justification
4
If appropriate; each course to be adopted should include course number, course title, course description,
pre-requisite, credits, and justification; permission for adoption granted by the unit offering the course should be
attached
5
Should include nature of all proposed revisions and justifications as reflected in III. B.
6
Include only if appropriate; should include justifications
7
Include details of courses to be instituted: Course Number and Title; Course Description; Pre-
requisite(s), if any; Credits; Course Objectives; Course Outline; References; Faculty Resources (faculty who can
teach the course)
 Appendix D: Curricular Procedures for the Revision of Academic Programs
and Institution and Revision of Courses Flowchart | 68

College Level Graduate Program

Department/ Division/ College Curriculum College Faculty
Council (GPC)
Institute Committee Assembly

Chair/ Director/
Endorsed by Vice Chancellor for
Committee Dean Dean
Academic Affairs

University Council
CU Level University Council University Council
Curriculum
Cluster Curriculum
Committee
Committee

Vice Chancellor for

Endorsed by Chancellor Cluster Chair
Academic Affairs

President
System Level

Endorsed by Vice President for

Academic Affairs

Figure A-2. Curricular Procedures for the Revision of Academic Programs and Institution and Revision of
Courses Flowchart*
Appendix D: Curricular Procedures for the Revision of Academic Programs and
Institution and Revision of Courses Flowchart

* Diokno, M.S.I. 2004. Planning, Design, and Review of the Curriculum. In: E.A. Garcie (Gen. Ed). Managing a
Modern University in the Philippines. University of the Philippines Press, Diliman, Quezon City. 248 pp.
 A p p e n d i x E : I n s t i t u t i o n o f N e w G E C o u r s e s F l o w c h a r t | 69

CU UPV GE Cluster (AH, MST, SSP) through the

Proponent Vice Chancellor for Academic Affairs

Chair/ Director/ Committee

Endorsed by Vice Chancellor for Academic Affairs

System
System GE Council

Endorsed by Vice Chancellor for

Academic Affairs

CU UPV UC UPV Executive UPV UC-CC

Committee

Vice Chancellor for Vice Chancellor for

Endorsed by Chancellor Academic Affairs Academic Affairs

System President
BOR

Endorsed by Vice President for Academic

President
Affairs

Figure A-3. Institution of New GE Courses*.

Appendix E: Institution of New GE Courses Flowchart
* If a GE course is being proposed by any of the Iloilo-based UPV Colleges/School, and UPV Tacloban
College, the proposal must be approved by the faculty of the colleges involved.
 A p p e n d i x F : T e m p l a t e f o r a G . E . C o u r s e P r o p o s a l | 70

UNIVERSITY OF THE PHILIPPINES

Template for a GE COURSE Proposal
OVPAA, March 2008
Appendix F: Template for a G.E. Course Proposal
Part What to include
Domain Important information needed to situate the course being
Proponent College & CU proposed.
Course Code
Course Title
Course Description
Course Credit
Rationale Justify the need of instituting a new course. Explain the current
reality and how the proposal will enrich the liberal arts education
experiences of UP students.
GE Objectives & description on Tie up the GE objectives with the course being proposed.
how the course will meet the
objectives
Method of Inquiry & description Describe the method, approaches, strategies or techniques to use
of the teaching process in teaching the course. The processes should support the achievement of
objectives and competencies.
GE Competencies Describe how the competencies will be developed through the
course.
Course Goals8 Tie up the course goals with the GE objectives, mode of inquiry
and competencies.
Course Outline and Time Frame List of specific content to cover to meet the course goals.
Course requirement9 List of evidences students will present as proof of learning.
Requirements should tie up with the course goals.
Resource requirements List of faculty members with expertise to design, develop,
Personnel implement and evaluate the course.
Facilities
List of facilities such as library materials, laboratory, course
materials, equipment including additional budget to development,
implement and evaluate the course.
Reading list A reading list to support the course content.
Course syllabus To inform students details of the course. Syllabus should help
students navigate through the course
A syllabus will require more details when presented to students
taking the course, among the expected parts of a syllabus are the
following:
f) Course number
g) Course title
h) Course description
i) Course credit
j) Course goals
k) Course objectives
l) Course contents
m) Course requirements
n) Teaching methods
o) Reading list
Optional parts maybe added to help students work on the course more efficiently, e.g., Guidelines,
Reminders, Transmutation Table/Rubrics, etc.

8 1
Goals are statements of broad intent achieved after working on a course for a semester or more.
Example: To appreciate research and its contribution to new knowledge. Objectives are precise statements of intent
achieved after working on a lesson. Examples: To select outstanding researches in …. Or Identify appropriate
practices on waste management based on research findings.
9
Requirements are evidences you will require students to show or demonstrate as proof of learning, e.g.,
Papers, Projects, Proposals, Quizzes and Examinations, Performances, etc.
 I n d e x | 71

INDEX

Academic Calendar, 1 exchange fellow or scholar 47 (a)(2) visa, 21

Academic Costumes, 58 Exchange Students, 5
Academic load, 3 final examination, 35
Academic year, 1 GE courses, 2, 9, 14, 25, 26
Actual Residence, 43 General Certificate of Education (GCE)
Admission, 6 Examination, 16
Admission and Retention Policies, 6 General Education Program, 24
BA (Social Sciences), UPVTC, 8 Grading System, 35
BA in Communication and Media Studies, Graduation Requirements, 54
CAS, 6 Graduation with Honors, 57
BS (Biology), CAS, 7 health examination, 6
BS (Biology), UPVTC, 9 Honorable Dismissal, 44
BS Accountancy, CM and UPVTC, 8 Honorific Scholarships, 39
BS in Chemical Engineering, SOTECH, 7 Immigration Requirements, 18
BS in Management, UPVTC, 9 Incomplete, 40
Admission into the Master’s Programs, 46 Integration Period, 35
Admission of Foreign Students, 16 International Baccalaureate Examination, 16
Advanced Placement Examinations, 11 International Relations Officer, 6, 17, 19, 21, 22
Attendance, 35 laboratory course, 3
BA in Communication and Media Studies, last day of filing application for admission, 2
CAS, 6 Late Registration, 28
Baccalaureate Service, 58 Leave of Absence, 1, 2, 6, 41, 42, 48
Beginning Foreign Freshmen, 16 Liaison Officer, 21, 22
Beginning Freshmen, 10 Literacy Training Service, 27
Bureau of Immigration, 18, 19, 20, 21, 22 Magna cum laude, 57
Candidates For Graduation, 2 Maximum Residence Rule, 43
Certificate of Honorable Dismissal, 6 Medium of Instruction, 4, 17, 18, 46, 51
Change of Grades, 38 National Service Training Program (NSTP), 27
Change of Matriculation, 31, 32 Non-Degree Students, 5
Change Of Matriculation Fee, 31 Non-regular students, 4
Civic Welfare Training Service, 27 normal load, 3
class work in the summer session, 1 number of meetings, 1
Clearance, 59 overload, 3, 4
College clearance, 15 PE Requirements, 26
College Scholarship, 39 Penalties for Late Submission of Grades, 38
Commencement Exercises, 58 Permanent Disqualification, 40
Comprehensive Examination, 50 Philippine Educational Placement Test
Course Numbering, 2 (PEPT), 10
Credit Unit, 3 Practicum, 3
Cross Registrants, 5 Prescribed courses, 57
Cross Registration, 30 Probation, 40
Cum laude, 57 Proficiency Examination in Physical
Curriculum Committee Meeting, 2 Examination (PEPE), 26
Deferment of Enrollment, 11 Readmission, 23
Diploma, 60 Registration, 27
Dismissal, 40 Registration period, 2
Doctoral Dissertation, 53 Regular graduate students, 4
Doctoral Program of Study, 52 Regular undergraduate students, 4
Dropping of Courses, 32 Removal of Grades of "INC." or "4, 36
Dual Citizenship, 18 Research, 2
Electives, 57 Reserve Officers’ Training Corps, 27
Enrollment in Graduate Courses, 34 Scholastic Aptitude Test (SAT), 16
 I n d e x | 72

Second Baccalaureate Degree, 45 Transcripts, 58

Second Master's Degree, 51 Transfer Foreign Students, 17
Special Problems, 2 Transfer Students, 11
Special Students, 5 Transfer Within UPS, 15
Special Topics, 2 Transfer Within UPV, 15
Student Visa, 19, 20 Trimestral Calendar of the Graduate
Study Permit, 22 Program, 2
Submission of Grades, 37 Undergraduate Thesis, 2
Substitution of Courses, 33 University scholars, 39
Summa cum laude, 57 University Scholarship, 39
Test of English as a Foreign Language UP College Admission Test (UPCAT), 10
(TOEFL), 17 Validation of Advanced Credits, 14
The Master’s Thesis, 49 Waiver of Prerequisites, 31
Time Limit for Completion, 47 Warning, 40
Transcript of Records, 59