ACADEMIC POLICIES AND PROCEDURES
1.0 Policy Statement
It is the policy of the Registrar’s office to provide effective, efficient, systematic and quality service to students in all levels of discipline through prompt action to their needs by serving them through willingness to work constructively, innovatively and diligently with commitment in the achievement of the university’s goals and national aspirations.
This covers all the policies, procedures, services done in the Registrar’s Office of the University System.
*Registrar’s Office is the repository of highly important, delicate and confidential documents, and is also responsible for the school records of students and for the discharge of duties and responsibilities stipulated in section 2-C of the BSU University code.
4.0 Definition of Terms
4.1 Academic Council– composed of faculty members whose rank is from Assistant Professor to Professor. All policies of the university shall be approved by the academic council which are then subject for approval of the Board of Regents.
4.2 Academic Load – refers to subjects and total units enrolled by the students during a particular summer or semester.
4.3 *BSU Campus Transferees– students who transferred from one campus of the university to another campus
4.4 Credentials– are attestations of qualifications, competence, or authority issued to an individual by a third party with a relevant or de facto authority or assumed competence to do so. (e.g. diploma, transcript of records, Form 138/137 and certifications)
4.5 Cross-enrolment– the registration of a student of Batangas State University in specific courses at other educational institutions or vice versa, without earning a degree or completing a program.
4.6 Drop from the roll– status of students who are dismissed from the department or from the university due to delinquencies in grade requirements and other valid reasons
4.7 Inactive students– these are the students who are not enrolled or took a leave of absence in the previous semesters/years
4.8 Irregular Students– refer to students who are registered for formal credits, but who carry less than the full load called for by the curriculum in a given semester.
4.9 *Leave of Absence (LOA) – refers to an absence in the university during particular semester or academic year.
4.10 *Letter of Accommodation -a letter duly signed by the Dean and the Vice-President for Academic Affairs/Executive Director allowing the student to enroll after the scheduled period of enrolment.
4.11 Pre-requisite subject – refers to the subject that must be initially taken before a particular advanced subject
4.12 Regular Students– refer to students who are registered for formal academic credits, follow an organized program of study, and comply with regulations leading to a degree or a certificate. They carry the full semestral load prescribed by their respective curricula.
4.13 Transferees– refer to students from other schools who opted to enroll in this institution subject to year level classification based on the majority of subjects enrolled and accreditation of subjects for transferees (see section 6.2)
4.14 *Unofficially Dropped– grade to be given to the student who fails to file approved dropping form at the Registrar’s Office and also fails to attend classes after midterm examination.
5.0 Academic Calendar
The Registrar’s Office shall prepare the details of the academic calendar, subject to the approval of the Vice-President for Academic Affairs and confirmation by the University President. The academic calendar shall prescribe the number of class days in the regular semesters and summer session, as well as the preliminary, midterm, semi-final and final examinations.
Each College shall prepare its own calendar of activities which shall include the schedule of review classes and co-curricular activities, such as field trips, convocations, seminar-workshops, retreats, exhibits, academic contests and *extra-curricular activities such as sports tournaments, beauty and popularity contests, fund-raising activities and other similar activities. Such calendar of activities shall be subject to the approval of the VPAA.
CHED Memo order (CMO) no. 33 series of 2005
Collegiate school days shall consist of not less than eighteen (18) weeks per semester and six (6) weeks for summer classes, excluding Christmas, Semestral and Summer Breaks. The said school days shall include examination days and class days which may be suspended due to natural or man-made causes.
6.0 Requirements for Admission and Enrolment
6.1.1 Admission Slip
6.1.2 Form 138 (Report Card)
6.1.3 Certificate of Good Moral Character
6.1.4 Photocopy of NSO Birth Certificate/*Marriage Contract for Married female students
6.1.5 1 copy of 2×2 ID picture
6.2 Old Students
6.2.1 Printout of Grades
6.2.2 Proposal Slip
6.3.1 Admission Slip
6.3.2 Approved Evaluation Form for Transferees
6.3.3 Original Copy of Transcript of Records/Certification of Grades
6.3.4 Honorable Dismissal/Transfer Credentials
6.3.5 Certificate of Good Moral Character
6.3.6 Photocopy of NSO Birth Certificate/ *Marriage Contract for Married female students
6.3.7 1 copy of 2×2 ID picture
6.4.1 *Exit Interview Form
6.4.2 Approved Evaluation Form for Shifters
6.4.3 Proposal Slip
6.5 Foreign Students
6.5.1 Photocopy of student passport and visa
6.5.2 Reference and affidavit of support
6.5.3 Authentication of the following documents from Consular Section of the Embassy of the Philippines in the country of origin:
22.214.171.124 Birth Certificate
126.96.36.199 Medical Certificate
188.8.131.52 Police Clearance Certificate from the country of origin
184.108.40.206 Upper Secondary School Certificate with grade equivalent issued by the Department of Education of the country of origin; and
220.127.116.11 Certificate of good moral character
6.6 Cross Enrollees
6.6.1 Approved Permit to Cross Enroll Form from the school of origin
7.0 *Enrolment Procedures
7.1.1 Secure admission slip from the Testing and Admission Office (TAO).
7.1.2 Proceed to Infirmary for medical examination and X-ray.
7.1.3 Secure an account or SR Code from the Information and Communication Technology (ICT) at the CABEIHM Building
7.1.4 Go to the respective college for encoding, assessment and printing of subjects to be enrolled.
7.1.5 Pay fees to the Cashier’s Office and other fees such as PTA and Insurance to the assigned collectors.
7.1.6 Proceed to the Registrar’s Office for printing of Registration forms with marked “Enrolled” and submission of credentials. (See Requirements for Admission and Enrolment for Freshmen)
7.1.7 For scholars, present all scholarship requirements to the Scholarship and Financial Assistance Office (SFAO) and re-assessment of fees in the Assessment Office.
7.2 Old Students
7.2.1 Go to the respective college for printing of grades, for securing proposal slip, encoding, assessment and printing of subjects to be enrolled.
7.2.2 Pay fees to the Cashier’s Office and other fees such as PTA and Insurance to assigned collectors.
7.2.3 Proceed to the Registrar’s Office for printing of Registration forms with marked “Enrolled” and submission of proposal slip.
7.2.4 For scholars, present all scholarship requirements to the Scholarship and Financial Assistance Office (SFAO) and re-assessment of fees in the Assessment Office.
7.3.1 Go to the Department Chair of the respective college for TOR pre-evaluation.
7.3.2 Proceed to the Registrar’s Office for verification and final approval of the Evaluation Form for Transferees.
7.3.3 Proceed to TAO for entrance examination.
7.3.4 Proceed to Infirmary for medical examination and X-ray.
7.3.5 Go to the respective college for the issuance of proposal slip, encoding, assessment and printing of subjects to be enrolled.
7.3.6 Pay fees to the Cashier’s Office and other fees such as PTA and Insurance to assigned collectors.
7.3.7 Proceed to the Registrar’s Office for printing of Registration forms with mark “Enrolled” and submission of credentials, proposal slip and Evaluation Form for Transferees .
7.3.8 For scholars, present all scholarship requirements to the Scholarship and Financial Assistance Office (SFAO) and re-assessment of fees in the Assessment Office.
7.4.1 Go to the Guidance Office for exit interview and have the Exit Form signed by the former dean and the Guidance counselor
7.4.2 Go to the Department Chair of the shifted program for pre-evaluation of grades
7.4.3 Proceed to the Registrar’s Office for verification and final approval of the Evaluation Form for Shifters.
7.4.4 Go to the respective college for the issuance of proposal slip, encoding, assessment and printing of subjects to be enrolled.
7.4.5 Pay fees to the Cashier’s Office and other fees such as PTA and Insurance to assigned collectors.
7.4.6 Proceed to the Registrar’s Office for printing of Registration forms with marked “Enrolled” and submission of proposal slip and Evaluation for Shifter form.
7.4.7 For scholars, present all scholarship requirements to the Scholarship and Financial Assistance Office (SFAO) and re-assessment of fees in the Assessment Office.
7.5 Foreign Students
7.5.1 Present documents/credentials to the Registrar’s Office for verification.
7.5.2 Proceed to External Linkages Office (ELO) for verification of passport and visa.
7.5.3 Take the entrance examination from the Testing and Admission Office.
7.5.4 Upon passing the entrance examination, secure Admission Slip from the Testing and Admission Office and Notice of Acceptance from the Registrar’s Office.
7.5.5 Submit the Notice of Acceptance to the External Linkages Office (ELO) for student visa processing.
7.5.6 After having the approved student visa, proceed to Infirmary for medical examination and X-ray.
7.5.7 Secure an account or SR Code from the Information and Communication Technology (ICT) at the CABEIHM Building
7.5.8 Go to the respective college for encoding, assessment and printing of subjects to be enrolled.
7.5.9 Pay fees to the Cashier’s Office.
7.5.10 Proceed to the Registrar’s Office for printing of Registration forms with marked “Enrolled” and submission of credentials.
7.6 Cross Enrollees
7.6.1 Cross Enrolment of Students to Other Campus/Schools
18.104.22.168 Secure Cross Enrolment Form from the Registrar’s Office and reproduce two copies.
22.214.171.124 Fill up these forms and secure approval from the college dean and the University Registrar.
126.96.36.199 Submit one copy to the Registrar’s Office, one copy to the school where one intends to cross enroll and the student to keep the other copy.
7.6.2 Cross Enrolment of Students from Other Schools
188.8.131.52 Present approved Cross Enrollment form to the Registrar’s Office.
184.108.40.206 Secure an account or SR Code from the Information and Communication Technology (ICT) at the CABEIHM Building
220.127.116.11 Present approved cross enrolment form from school of origin to the Registrar’s Office for verification
18.104.22.168 Proceed to the respective college for verification, encoding, assessment and printing of subjects to be enrolled.
22.214.171.124 Pay fees at the Cashier’s Office.
126.96.36.199 Proceed to the Registrar’s Office for the printing of registration forms marked “Enrolled” and submission of Proposal Slip and approved Permit to Cross Enroll Form.
8.1 Enrolment Policies
8.1.1 Students shall complete their enrolment within the prescribed schedule. In case of incoming freshmen, enrolment dates are specified in their admission slips issued by the Testing and Admission Office (TAO).
8.1.2 Late registration is allowed only within one (1) week after the official opening of classes. Beyond this period, late enrollees shall provide the Registrar’s Office a Letter of Accommodation noted by the Dean and approved by the VPAA/Executive Director.
8.1.3 Only students who have paid the corresponding fees and whose registration forms have been validated and approved by the University Registrar are considered enrolled.
8.1.4 *Cancellation of enrolment shall be allowed before the start of classes.
8.1.5 Cancellation of subject beyond registration period can be allowed if classes has been dissolved.
8.1.6 *No shifting of course should be allowed after the registration period.
8.1.7 Policies on Crediting of Subjects
188.8.131.52 Subjects taken from State Colleges and Universities will be credited based on the course descriptions of the subjects taken and corresponding number of units earned from the school of origin. Applicants’ year level classification shall be based on the accredited subjects.
184.108.40.206 Crediting of subjects will be based on the following:
220.127.116.11.1 a final grade of 3.0 and higher in all subjects of applicants from SUCs will be credited
18.104.22.168.2 a final grade of 2.5 and higher in all subjects of applicants from universities with accreditation status will be credited
22.214.171.124.3 a final grade of 2.25 and higher in all subjects of applicants from other CHED accredited colleges/universities
126.96.36.199.4 passing grades for Physical Education and NSTP automatically be credited. For NSTP 1 and 2 to be credited, both of them should have the same component (Literacy Training Service; ROTC; CWTS).
188.8.131.52.5 Transferees who have been credited with 3 unit- basic English course shall be exempted from taking the English Proficiency Test.
8.1.8 Cross Enrolment Policies
184.108.40.206 No student shall be allowed to cross-enroll in another institution without the approval of his respective Dean and Registrar.
220.127.116.11 The total study load for which a student may cross-enroll shall not exceed the maximum number of units allowed by the rules on academic loading.
18.104.22.168 Cross-enrolment may be granted under the following conditions:
22.214.171.124.1 The subjects are not offered in the mother school during the particular semester the student is enrolled.
126.96.36.199.2 The subjects are offered but are in conflict with the other subjects enrolled by the student.
8.2 Academic Load
8.2.1 Full-time/regular students are allowed to carry the maximum load prescribed by their curriculum.
8.2.2 Part-time/irregular students should have their subject load approved by the Dean of their respective college before they are allowed to enroll.
8.2.3 Only graduating students may be permitted to a subject overload of six (6) units in excess of the regular load during the last term/semester with prior approval of the dean and the University Registrar provided that it shall not exceed 29 units for a regular semester and 12 units for the summer term.
8.2.4 In the summer term, the normal load shall be nine (9) units, but in justifiable cases, the Dean/Director for Academic Affairs with the approval of the VPAA, may allow a student to take 12 units, subject to University rules and regulations.
8.2.5 No academic subject shall be allowed to enroll together with On-the-Job Training unless it is stipulated in the approved curriculum
8.3 Prerequisite Subject Regulation
8.3.1 As prescribed by the CHED, subjects taken and completed without satisfying the prescribed prerequisite will not be given credit regardless of the grade obtained.
8.3.2 Students who receive a conditional grade of 4.0 and Incomplete (Inc.) shall not be allowed to take advanced subjects. They must complete the grade in the prerequisite subject before they are allowed to take any of the advanced subjects in the next semester.
8.4.1 *Dropping must be made official by accomplishing a dropping form signed by instructors of subject enrolled as well as the College Dean and the University Registrar and submitting it at the Registrar’s Office before the midterm examination. Students who officially drop out of class shall be marked “Officially Dropped”/OD whether he took the preliminary examination or not and irrespective of their preliminary grades.
8.4.2 *A student who unofficially drops out of class shall be given a mark of “UD” by the subject teacher.
8.4.3 Students who officially dropped all their subjects before midterm examinations are entitled for a refund the amount of which will be based on the computation of the Assessment Office
8.5 Adding/Changing Of Subjects
8.5.1 Adding, changing and cancellation of subjects shall be made only within
one week for summer and three weeks for a regular semester from the official opening of classes by accomplishing form provided at the Registrar’s Office.
8.5.2 A student shall be allowed to add or change subject provided that the class he intends to join has not exceeded the maximum number of students and has not held classes for more than nine (9) class hours and if the student does not exceed the total number of units for the regular load.
8.5.3 Changing of subject shall be allowed if there is a conflict of schedule and
when the enrolled subject is dissolved. Changing of subject shall be also allowed for working students whose hours of work have been changed provided that he presents certification from his employer.
8.6 Substitution of Subjects in Cases of Curricular Changes
8.6.1 Substitution of subject may be allowed when the students are pursuing a curriculum that has been superseded by a new one and the subject/ s included in the old curriculum can no longer be found in the new curriculum. The substitute subjects must be related to the subjects being substituted, or cover substantially the same subject matter.
8.6.2 All applications for substitution of subjects shall be acted upon by the Dean/Vice President for Academic Affairs/Executive Director.
8.7 Curricular Changes
Curricular changes must be studied with care and shall require the approval of the Board of Regents upon recommendation of the Academic Council.
8.8 Grading System
The work of students shall be graded at the end of each term in accordance with the following system:
Numerical Grade Percentage Equivalent Description
1.00 98-100 Excellent
1.25 94-97 Superior
1.50 90-93 Very Good
1.75 88-89 Good
2.00 85-87 Meritorious
2.25 83-84 Very Satisfactory
2.50 80-82 Satisfactory
2.75 78-79 Fairly Satisfactory
3.00 75-77 Passing
4.00 70-74 Conditional Failure
5.00 Below 70 Failure
*OD Officially Dropped
*UD Unofficially Dropped
8.9 Submission of Report of Grades
8.9.1 Every faculty member shall submit all reports of grades through online uploading not later than seven (7) days from the last day of examination period.
8.9.2 *Faculty members who fail to meet the deadline for submission of grades shall be reported by the Dean to the VPAA and Human Resource Management Office (HRMO). The delinquencies shall be entered in the personnel records of the erring faculty members after giving them a chance to explain and when their explanation is found unsatisfactory.
8.10 Correction of Grades
Correction of grade must be made by the faculty concerned within one semester or one hundred fifty (150) days after error is recognized by downloading online correction form. The accomplished form which is approved by the Dean, together with a copy of corrected grade of student shall be submitted by the faculty concerned at the Registrar’s Office. No request for correction of grade will be entertained after the stipulated period.
8.11 Incomplete Grades and Conditional Failure
8.11.1 A grade of “Incomplete” must be complied with by the student within one (1) semester or one hundred fifty (150) days. A student who fails to complete the deficiency/deficiencies at the end of the semester shall automatically obtain a grade of 5.0 in the course.
8.11.2 The grade of 4.0 shall be removed by passing a re-examination. If the requirement is not met within the prescribed time of one semester or one hundred fifty (150) days after the deadline of submission of grades, it automatically becomes a grade of 5.0 for the course.
8.11.3 The concerned faculty can make necessary change online in the grading sheet with “Incomplete” grade or a grade of 4.0 only within one semester or one hundred fifty (150) days after the deadline of the submission of grades.
8.12 Retention and Readmission
A student’s continued stay in the university is governed by the following rules:
8.12.1 Any student who at the end of the semester obtained final grades below 3.0 in at least 25 percent of the total number of academic units shall be warned, if 50 percent, the student will be on probation and if 75 percent, the student will be dropped from the department.
8.12.2 The student on probation shall write a promissory letter and sign a waiver signed by the parent and the student at the Guidance Office to be approved by the Dean.
8.12.3 Probation may be removed by passing the subject/s with grades of 3.00 or better in more than 50 percent of the units in their final grades in the succeeding semester.
8.12.4 If a student under probation fails again in at least 50 percent of the total number of units enrolled, he will be dropped from the roll of the university.
8.12.5 Any student who obtained final grades below 3.0 in at least 75 percent of the total number of academic units will mean non-readmission in the program but can be admitted to other programs of the university provided he qualifies.
8.12.6 Any student of good standing who dropped out or became inactive in the previous semester/s must apply in writing for readmission to the Dean of Colleges. The criteria for readmission shall be scholastic records and deportment. The said student will be evaluated based on the existing curriculum.
8.13 Leave of Absence (LOA)
8.13.1 Undergraduate students are assumed to enroll on a continuous basis until their program is completed. Any break in enrolment requires the filing of a Leave of Absence.
8.13.2 The leave of absence may be for one semester or one year as specified.
8.13.3 The leave of absence may be extended upon approval of the Office of the Dean but in no case should the leave be beyond two years.
8.13.4 Students on LOA are not enrolled in any course, are not considered bonafide students, and are not allowed to enter the campus except as occasional visitors to transact with certain offices.
8.13.5 Students on LOA are not permitted to enroll and study in another educational institution. No course taken by students on LOA from another school may be credited towards the completion of the program in this university.
8.13.6 The application for LOA shall be considered valid upon the signature of the College Dean and the University Registrar.
8.13.7 To return, the student with a valid LOA for all the semesters of absence, must proceed to the Dean’s Office at least two weeks before the start of the term he intends to enroll for.
8.13.8 Returning students who had leave of absence beyond two years shall be evaluated in the new curriculum.
8.13.9 LOA Procedure
188.8.131.52 The student shall fill up LOA form from the Registrar’s Office in triplicate copies and have it signed by parent/guardian of the student, Discipline Office and the Office of the Dean.
184.108.40.206 The approved forms shall be submitted to the Dean and Registrar’s Office.
220.127.116.11 The remaining copy should be kept by the student for future reference.
8.14.1 A student who is enrolled in any five – year course should finish the course within five to six years period. If a student is enrolled in any four – year course, he should finish the course within four to five years.
8.14.2 If the student goes beyond the prescribed residency requirement, he must write a letter of reconsideration subject for approval by the VPAA/ED.
8.14.3 Students who are candidates for graduation must have completed in the Batangas State University at least 50% of the total number of academic and shop units required for graduation and must have been in continuous residence in the university for at least two and a half (2.5) years for a five-year course and two (2) years for a four-year course.
8.14.4 Students who shifted from one course to another must have completed at least 50% of the total number of academic and shop units required in the present course for at least three (3) years for a five-year course and two and a half (2.5) years for a four-year course.
8.14.5 The same is applied to shifters and transferees. In case of students with OJT abroad, an approved program of study should support the residency requirement.
8.15.1 A candidate for graduation must satisfy the following requirements:
18.104.22.168 Filled up application form one month before the end of the semester
22.214.171.124 Photocopy of the Approval Sheet of thesis before Academic Council Meeting
126.96.36.199 Clearance issued by the Accounting Office
188.8.131.52 NSO Birth Certificate for updates
8.15.2 Candidates for Graduation with Honors
184.108.40.206 Filled up Application Form for Honors
220.127.116.11 Authenticated copy of curriculum with grades
8.16 Commencement and Baccalaureate Exercises
8.16.1 Attendance at general commencement shall be optional. Graduating students who choose not to participate in the general commencement exercises must inform their respective Deans or their duly designated representatives at least ten (10) days before the commencement exercises. Graduating students who will attend commencement program must pay the corresponding graduation fee.
8.16.2 The diploma shall bear only one date which shall be the date of the commencement exercise.
8.17 Academic Gowns
Candidates for graduation for the master’s, doctoral and other degree programs shall be required to wear an academic gown with hood and cap with tassel during the commencement exercises in accordance with the rules and regulations of the University. Those graduating in non-degree programs shall be required to wear an academic gown without hood but they are required to wear cap with tassel.
9.0 Issuance of Credentials and Other Documents
9.1 Credentials such as Transcript of Records, Honorable Dismissal, Certifications and other documents are issued to students upon request. The following procedures are followed:
9.1.1 Fill up a request slip at the Registrar’s Office.
9.1.2 Proceed to Assessment Office for signing of clearance.
9.1.3 Pay fees at the Cashier’s Office.
9.2 Provide the representative with authorization letter and valid IDs of both student and representative if the student cannot claim personally the requested document.
9.3 Provide documentary stamp for each copy of requested document.
10. Confidentiality and Security of Official Records
All scholastic records of students and official documents are kept on file at the Registrar’s Office and only the Registrar and personnel of the office have access to these records. Transcript of Records, Form 137, certifications and other documents are electronically encoded and printed with only the Registrar and personnel of the office having access to the files. The following policies on confidentiality of students’ records shall be observed:
10.1 A student is entitled to a transcript of record, but he is not entitled to know other records in his file which are confidential in nature.
10.2 A student has the right to see his academic record, from which a copy was made, and is entitled to an explanation of any information recorded on it.
10.3 The student’s file or folder cannot be taken out of the office unless specifically authorized by the Registrar, depending on the purpose for which it is needed.
10.4 School officials and faculty members of the institution may be permitted to look at the academic records of any student if needed in the evaluation of the academic standing of the student concerned.
10.5 Requests for the production of a student’s record from the court are usually on a duly issued subpoena duces tecum, but the student must be notified of said subpoena if he is available or if he can be reached through any media of communication.
10.6 Records or grades may be released to parents or guardians without prior approval of the student concerned if he is still a minor or has not yet been emancipated from parental authority.
10.7 Requests for academic information from a company or firm to whom a student has applied for employment or where he is employed, shall be honored, if they are of vital importance to his being employed or his being promoted in position.
10.8 The same consideration should be accorded to requests from research or civic organizations or government agencies granting scholarship to student concerned.
10.9 Requests for information on a student’s record, made in an official communication by an official of any government office or agency, should be honored even without the prior approval of the person concerned, as long as the information sought for is limited to his enrolment, academic standing or school work, for the purpose of ascertaining his qualification or eligibility as employee of this particular government agency.
10.10 All requests regarding disclosure of the student’s academic records should be in writing and filed with his envelope or folder.
Registrar’s Manual with BOR Resolution no.12 s. 2010
DLSU Registrar Policies and Procedures (http://www.dlsu.edu.ph/offices/registrar)
ACURLO Manual for School Registrars
Graduate School Handbook approved BOR Resolution no. 41 s. 2007
MORPHE (Manual Of Regulations for Private Higher Education)