This website contains references to policies, processes, procedures, forms and other materials, collectively known as Knowledge Base, for internal use by the Office of the Registrar of AGSB. It is a Knowledge Management (KM) initiative of Conrado G. San Pedro, Jr., MTM, Assistant Registrar for the Ateneo Graduate School of Business, Ateneo Professional Schools, Ateneo de Manila University.
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R&E Process
Overview (Asst. Registrar, Jul 2021) | Survey-to-Registration | Earlier version (no preregistration)
Steps (Registrar, Aug 2020)
Process flow (Asst. Registrar, 1-2016)
Online registration procedure (AIMS) (Preregistration introduced, Apr 2021, T4-2020) | IT, 2020 | 2016
Preregistration sub-processes:
Check students enrolled in a course / Class-spliltting
Class List (check students)
Sites registration procedure (online) (IT, 23 Jun 2020)
Waitlisting process (IT)
Direct Registration (DR) (Asst. Registrar, 3-2019)
Assessments
Policy
Fees
Renewal
REQUEST FOR REPLACEMENT ID FOR SY 2025-2026
(also applies to Employees -- i.e. Employee ID Renewal)
RFID ID Request/Issuance Process (Asst. Registrar Jong, Oct. 2023)
RFID ID Payment
ID & Campus Access for Freshmen (Sept. 2022)
ID & Campus Access for Non-Degree Students (CCE, LCB) (Sept. 2022)
ID Replacement (May 2017)
DB/Repositories: AGSB Student Information / Photos (shared by CSMO)
Audit/Non-degree courses
Can an MBAH student take a third course on Audit? I said yes subject to overload approval through channels. Yes, as long as the AUDit courses are not course requirements that have not yet been taken. Actually, AUDit courses are not counted as part of the regular load anymore so it does not matter.
Can an MBAH student take additional courses on Audit after taking STRAMA (academically cleared)? I said let them graduate first then come back to take any courses on Audit as a non-degree student. Correct.
How do you record "extra" courses before graduation? After graduation? I said, if before graduation, they will be recorded in the MBAH TOR. If taken after graduation, they will be recorded in the student record but as a non-degree student (i.e., outside MBAH). Both AUDit courses taken before and after graduation are included in the TOR, especially if the student wants a document attesting to said enrollment. We can also just issue Certificates of Enrollment covering the AUDit courses. But they are still reflected in the TOR.
Class Schedule (no faculty name) (Dean, 04 May 2021)
Class Mode: Online
Course Change Request (Asst. Registrar, 19 Sep 2020)
Audit-to-credit (Registrar, 20 May 2021)
Course Creation (Working file by Asst. Registrar Jong, 28 Jan 2026)
📄 Working Document: Course Creation Process in AIMS
Curricular Exception (Asst. Registrar, 03 Nov 2015)
STRAMA +1 Registration (Dean, 07 May 2020) | (Registrar, 06 May 2020 during COVID-19)
Maximum Class Sizes (IT, 30 Apr 2021)
Maximum Load (Registrar, 29 Aug 2020)
Reverted to 3 for SMH T3-2020 (Dean, 05 May 2021) | Max load vav DR-Overload (policy reiteration to Ral & IT)
Retained 2 for Regis T4-2020 (Registrar, 05 May 2021)
Overload Policy (Registrar, Jul 2021)
Overloading for Freshmen (max. 2 courses for the first 2 terms)
Overload evaluation of request (Quality Process)
"Please recommend based on courses taken. You just need to see:
1. Ability to take 3. Check the TOR.
2. Check validity of claims in letter.
If all good, just recommend approval of request."
Overload Process (Asst. Registrar, 06 May 2021/T4-2020) -- separated from DR
Historical: Revised: Limited to 2 (Dean, 23 Jan 2021) | Supplement: Overload (3rd course) (Registrar, 25 Jan 2021) | Applicable to all programs (IT, 24 Feb 2021)
Pre-MBA
Prerequisites
Slot Allocation for Classes (Registrar, 18 Sep 2020)
International Exchange Students
RE: Clarification on DR Form Requirement
Our staff advised the student to accomplish the DR form because the system (AIMS) is unable to recognize credits earned from International Exchange courses--our office manually encodes them. As a result, the student cannot enroll independently in the system.
For cases such as this, enrollment through the DR process is our standard operating procedure.
Source: Inquiry on STRAMA Registration, 260126 caeUSVA (redirects to Scholarships)
COVID-19 Late Registration Fee (Registrar, 07 May 2020)
COVID-19 MM Cross-enrollment to STD 3-2019 (Dean/IT, 04 May 2020)
COVID-19 Pre-MBA / Core Courses (Registrar, 08 May 2020)
COVID-19 Registration to STRAMA 3-2019 (Registrar, 06 May 2020)
COVID-19 Withdrawal 2-2019 (Asst. Registrar, 30 April 2020)
STRAMA
STRAMA +1
ENROLL DESPITE NO GRADE
While we make sure that STRAMA is the last, or is one of the last courses a student takes, it does not mean that we need to have all other grades in AIMS beforehand. In the past, once a student has enrolled, but the grades have not been submitted yet, we normally allow the enrollment to proceed. In previous cases, we allowed the enrollment in STRAMA even when the grades from the previous trimester were not in yet. This was especially true when we only had a one week gap between trimesters, and the grades were due two weeks after the last day of the trimester. What is important (and emphasized in Khrisna's prior notice) is that the student was enrolled, and is presumed to pass the courses he previously enrolled in. The same thinking goes for students on exchange, especially because we have no control oven when exchange schools submit their grades.
In this case, we do not consider the lack of grades from the exchange school as an impediment to enroll in STRAMA.
Rey
ENROLL AFTER R&E CLOSED
Conditions for the approval of this exception:
As long as it is not beyond 2 weeks from the official start of classes.
If the teacher handling the course is fine with the late addition, we can still accommodate as long as the number of sessions missed is not greater than the allowable absences.
Authorized the Assistant Registrar to decide on late enrollment requests based on the above conditions.
Change request:
Change of Grade (Registrar, 04 May 2021)
Crediting:
CCE credits
Crediting of courses
Process:
Dean's List:
Grades Submission:
"The submission of grades is a responsibility of faculty members under the Dean and the Academic Departments. We have no authority over the administrative consequences that such a memo contains because the faculty do not report to us. We can help identify faculty who have not submitted. We can assist in producing the memos, but we should not be the signatory." - Assoc. Reg. Reyes, 250219 RE: Submission of grades memo for 1st Tri., AY 24 - 25 caeDeadline of submission vav. extension of classes
Policy on grades submission (Dean Jet, 16 Jan 2026, cae)
Issuances:
Notable Policies:
"3 Fails Rule"
COVID-19 LOA Application (Registrar, 07 May 2020)
COVID-19 LOA Application in MBAH (Registrar, 11 Jun 2020)
Policy on LOA of Returning Students (Registrar, 02 Jul 2020)
Withdrawals & LOA (OR Registrations Memo)
Claims of withdrawal years ago (Registrar, 04 Mar 2021)
Registering Probi Students (Asst. Registrar, 18 January 2019)
Monitoring of Probi Students (Asst. Registrar, 01 February 2019)
Fail to meet probationary conditions (an academic matter)
Appeal for Extension/Readmission | Remind after 5 days of inaction | Readmission Letter | Extension due to COVID-19+
Crediting
Readmission Notice: Issued by Admissions (Rey, 4/25/24, RE: Letter of Appeal: Request for Re-admission under MBA Standard Program )
Transferring back to AGSB (Oct 2020)
This supersedes the previous policies: AGSB-OUR-2425-003 AGSB Date of Graduation - 2024 Supplemental Memo
Issued by Dr. Marlene M. de Leon, University Registrar on 11 November 2024 and published at the AGSB Website.Trimestral Graduation (superceded)
Date of Graduation (superceded)
"If a student enrolled in Strama in the first trimester, finally gets his grade (after defense and submission of approved copy) by the second trimester, his graduation day will be pegged at the last class day of the second trimester. If this completion happens in the third trimester, then they "graduate" on the last class day of that (third) trimester. That way, we will only have 3 graduation days for diploma and transcript purposes, like the "green" school in Taft. This way also, the date of the graduation ceremonies will not matter since we only need to gather all those who have "graduated" in the preceeding trimesters." (Source)
Online Application for Graduation Clearance
Appeals
Incomplete credentials | Apply conditional considerations (JSP, Oct. 2023)
Policy: "The transfer credentials are a hard requirement, especially because this is already for the Graduation Clearance. The student is still considered a graduate from 2021. However, he/she can only be cleared for graduation and join the commencement exercises when he/she is finally cleared of all requirements. Needless to say also, we cannot issue the Diploma, nor the TOR, until the final clearance requirement is fulfilled." (Rey, 241023 RE: Request Assistance for Clearance cae
STRAMA Grades Submission (partial list)
Policy
Email-and-Match (Assoc. Registrar, Sept. 2023 | RE: Graduation Clearance requests)
Faculty submits a list (considered final) (APS Registrar, Oct. 2021)
Advice to a similar case (Assoc Registrar, Oct. 2023)
When students say that they cannot proceed with the clearance because they cannot see their final grade in SAM, reply:
"Just tell your classmates to email registrar.gsb@ateneo.edu when applying for a clearance. Our staff will reply with the next steps." (Ateneo MBA Strama Class S36 grades, Nov. 2025)
Practise
Faculty encodes and saves in the grading sheet and informs registrar.gsb (Patrick, Nov. 2020)
Appeals due to Late Submission of Documentary Requirements
RE: Conditional approval
Dear Ms. Reyes,
Since I can only sign your Transfer Clearance when I arrive at the office later this afternoon, that would be the only time you can pick up your signed and stamped CTC. I have an offsite meeting in the morning, and I should be in the office by 2:00 pm. AGSB Office Hours are really 12:00 noon to 8:00 pm. Given those circumstances, we have no choice but to wait until UP releases your TOR.
I will require a promissory note from you containing the following:
Why you are working on your enrollment requirements very late in the day. Your TOR should have been submitted to us before the end of your first module. Had this been attended to from the start, we would not be having this conversation.
Your commitment that we will receive your UP-TOR by December 19.
If we do not get your TOR as promised, I will remove your name from the list of those allowed to join the commencement, even if your are still included in the roster of graduates. You may think this is harsh, but in the grand scheme of things, you had 18 months to attend to your enrollment requirements. At this stage, you have run out of time. I hope you are able to submit this requirement by the 19th.
Sincerely,
Rey Reyes
Office of the University Registrar
Associate Registrar for Records and Registration
AGSB
Reapplication
Case: A student already applied for clearance online but was unable to proceed due to incomplete academic requirements.
List being attached to the Dean's graduation memo for student info
Graduation List submitted to CHED every term (1 month after graduation -- i.e., deadline of submission of final grades) | Changes in student info
Graduation List to be Read During the Ceremony
Graduation fee payment monitoring (Dean's Office)
Graduation Program (submitted to Archives by DO)
Special request for a list of candidates (Clark)
Procedure & Fee Collection (Registrar, 10 May 2021)
TOR fees (Registrar, 11 May 2021)
Template: Graduation memo touching on graduation clearance deadline, DOG, graduation credentials issuance (annual)
Template: Memo on graduation credentials issuance (per term)
Template: Graduation fee collection email blast (annual)
OR Memo | Releasing of diploma & other graduation credentials for Class of 2020 (Asst. Registrar & Registrar, 29 Nov 2021)
Dean's Memo | Online Commencement Exercises
(Class of 2021, includes payment process for graduation credentials -- can be a template)
Extension of deadline for claiming graduation credentials for Class of 2021
(Asst. Registrar & Registrar, 16 May 2022)
English translation of the diploma (ETD)
Class (Learning) Modality
Guidelines on the Responsible Use of Generative Artificial Intelligence (GenAI) in Higher Education (School Council, Nov. 18, 2024; VPHE, Jan. 13, 2025 Memo RE: GenAI Policy in Higher Education, cae)
Start of Meeting the Regulations for 50% Onsite Hours Attendance (Memo No. AGSB-ACAD-2324-029)
Addendum to the Memo on Onsite Hours Attendance (Dean Jet, 240126 ~ T3-2023)
Courses
PRIMAN - Principles & Dynamics of Management: (same course code for the following effective 1-2025)
PRIMAN - Standard & MM tracks (retained)
MANPRI - MBAH track (changed)
MANDYN - Regis track (changed)
MANSCI - Applied Management Science:
QUANTI - Regis (changed)
MANSCI - Standard, MM (retained)
LEADER - A Call to Leadership:
Leadership Effectiveness, Dynamics of Leadership (changed)
The Call to Leadership (changed)
Graduation
Online Application for Graduation Clearance (Asst. Registrar & Registrar, 11 September 2020)
Date of Graduation and Graduation Clearance (Registrar, 06 August 2020)
Graduation Clearance (Asst. Registrar, 24 May 2017)
Maximum Load
Policy on Maximum Number of Courses a Student can Take Per Term (Dean, 22 January 2021)
Policy on Maximum Number of Courses a Student can Take Per Term (Dean, 05 May 2021)
Tenure
Addendum to Memo on Relaxation of Residency Requirements Until AY 2021-22 (Dean, 16 April 2021)
Validating Exams
Memo on Validating Exams: Exempting CPAs in FINACC (Dean, 24 Sep 2021) | Rationale
Additional Guidelines on Work-from-Home Conduct | (21 January 2021)
Ateneo Vehicle Information Management System | (related VPHE memo for SY 2023-24)
Code of Decorum and Administrative Rules on Sexual Harassment, Other Forms of Sexual Misconduct, and Inappropriate Behavior | AdMU website
Equipment (ingress & egress)
Purchasing | Major improvement, New equipment, and Non-capital equipment
Regidor B. Macaraig <rmacaraig@ateneo.edu>
Jan 12, 2023, 10:09 AM
to blueboard
To the Ateneo Community,
We wish to remind all Units and Departments to review their line item budgets for the above classification and process the corresponding electronic purchase requisitions (EPR) for those without any or follow up the approval of those with EPR.
It is imperative to conduct the review now so that we still have time to conduct proper bidding for your budgeted requirements rather than cramming it during the last two months of the year when delivery is not assured.
Attached below is the file of the latest instructions for the preparation of EPRs.
Thank you.
--
Regidor B. Macaraig
Director, Central Purchasing Office
Ateneo de Manila University
Tel: 8426-6001 ext 4136; 8426-0136
Cell: 09260140692
-
INSTRUCTIONS TO EPRS USERS
AS OF June 27, 2019
REVISED AND REISSUED Jun 16, 2022
To further improve our response time to all your purchase requirements and efficiently process them, we are issuing the following instructions to our EPRS users:
1. Budgets have been uploaded on both the Great Plains (GP) and Electronic Purchase Requisition System (EPRS), except for the specific budgets for Non-Capitalized Equipment. All units are requested to prepare their respective electronic purchase requisitions (EPR) for your needs, as well as for each of the approved budgeted entries on major improvements (842 and other accounts) and new equipment (843), as soon as possible. This will give us enough time to process your needs and have them delivered accordingly. This will also give you enough time to request use of your savings, if any, for other purchases or request realignment, instead of cramming during the last month of the fiscal year.
2. These uploaded budget entries for 547, 842 and 843, (text, quantity and estimated cost per unit) will be seen on the pull-down menu when the Originator clicks Item on the EPR. Entries on the pull down menu cannot be modified without a change request (e.g. Request for Realignment) approved by the Office of the Vice President for Finance and Treasurer (OVPFT).
3. The Originator is responsible for ensuring that adequate and appropriate description and/or specification of each item requested for purchase is indicated on the description area of the EPR. This includes but is not limited to the following: item’s main description or product name, model number, size or dimension, color, product code, brand/s (if required), serial number or other specifications or instructions. These descriptions and/or specifications help facilitate the processing and procurement of these items. Brochures will help but the main description of the item to be purchased must be indicated on the EPR.
a. For example, if your approved New Equipment calls for 1 unit of Air-conditioning, it should be supplemented by additional descriptions like: Panasonic 2.5 HP, non-inverter with remote control; 20 boxes of Pencil must include whether wood or mechanical and if #1, #2 or .5 or .3 lead; a cabinet must be described as made of wood or steel, vertical or lateral, with number of drawers; and so on.
b. If you are open to other brands, you may exclude the brand in your description. Or include the phrase “or equivalent brand” to your description specific to another brand.
c. If you are open to other brands, do not indicate product code or other descriptions that specifically point it to a certain brand or is peculiar to a certain brand. Make the description generic.
4. Attaching a vendor’s quote on an EPR does not replace #3 above. A vendor’s quote is meant to be the basis of the estimated amount of the item requested to be purchased, unless it is an attachment to an exception justification report.
5. Failure to properly describe the item/s to be purchased result in delay in the procurement process. All EPRs with incomplete description will be returned IMMEDIATELY with corresponding explanation indicate thereto but without prior notice anymore as indicated on my previous instruction issued in Jun 2018 and reissued in Oct 2018, and Jan-Mar 2019 and so forth.
6. Computer equipment, whether desktops or laptops have pertinent standard configurations evaluated and approved annually by the Information Technology Resource Management Office (ITRMO) in cooperation with the IT offices of each unit/cluster. Any deviation from this configuration must be approved by the ITRMO director or her designate, and the VP for Finance and Treasurer. In case you failed to specify your computer (Computer A or B or C; or Laptop A or Laptop A light, Laptop B or Laptop B light or Laptop C) requirement on the budget approval submission, you have to indicate clearly on your EPR which of these computer choices is what you actually need. Of course, the choice must conform to the budget that was approved.
7. For air-conditioners, the standard brand for window unit and split types with lower horsepower are Panasonic and Mitsubishi. The standard brand for 3 tonners and above are Panasonic, Mitsubishi, Carrier and Koppel. Any deviation from this standard shall be approved by the Director of Central Facilities Management Office (CFMO).
8. All EPRs for improvements whether major or minor must already have the complete Terms of Reference (TOR) attached thereto or sent beforehand. A TOR consists of the following:
a. Project brief;
b. General requirements and/or scope of work;
c. Bill of Quantities (BOQ);
d. Drawings and layouts;
e. Material specification, if multiple more specific materials are required; and.
f. Other specs, if any.
9. For very minor repairs and services, a Scope of Work shall be attached to the EPR.
10. Absence of these documents will cause the return of the EPR to its originator IMMEDIATELY with corresponding explanation on the returned EPR.
11. Copying a scope of work prepared by a vendor is unethical and must not be done, unless it is part of the exception justification that results in the award of the work to the same vendor.
12. In accordance with our policies and procedures, the CPO shall conduct bidding for all requirement except for emergencies and other exceptions stated on the CPO Manual.
13. No one is allowed to transact any business with unaccredited vendors unless due to an emergency. All vendors must be accredited first before they can join the bidding.
REGIDOR B. MACARAIG
Director, Central Purchasing Office
-
Source: cae
Implementation of the IT End User Asset Management Policy (04 Sep 2025)
AIMS Change Request Process
Criteria for approval of extra storage for HE | (Dean Jet's email, re: Document shared with you: "AGSB Criteria for approval of extra storage for HE," 230519)
Reimbursements. "The practise from now should be: Include only items used for OUR-AGSB purposes. Those of ASMPH should be referred by Ral to ASMPH for reimbursement--that will be their share. OUR-AGSB's share is Ral's salary and official time used. Also, if expenses are not written, it's assumed that it did not happen, thus, cannot be reimbursed." - Asst. Reg. Jong San Pedro, RE: Transportation and Reimbursement for May 2025-March 2026, 260331
Supplies. "Just request what we need from the LS-RO and they will just charge us via transfer charging. This will be true for things like canisters, TOR paper, diploma paper. This will also ensure consistency in the materials we use." - Assoc. Reg. Rey Reyes, RE: Policy on supplies from this point onward, 240214
TOR. [General Policy] "We cannot issue TORs for those who have not submitted their transfer credentials" - Assoc. Reg. Rey Reyes, RE: TOR and Certificate of English as Medium of Instruction, 260331
[Exception] Please prepare TORs as requested. Leave the entrance credentials blank (since we have not received the originals yet). And indicate in the remarks that it is for ESSCA reference purposes only. - Assoc. Reg. Rey Reyes, RE: TOR and Certificate of English as Medium of Instruction, 260331
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