Chapter 4

A.  The Grading System

Two systems are currently in place in the Colleges (except Law), namely: the 2005 Grading System (GS) and the 2018 Revised Grading System (RGS).  All students admitted prior to SY 2018-2019 are generally covered by the 2005 GS. The 2018 RGS shall take effect beginning SY 2018-2019 for all new students (freshmen, transferees and cross enrollees), old students shifting to new degree programs, returning old students who stopped enrolling for at least two consecutive semesters (exclusive of Summer Sessions) and undergraduate degree holders admitted to another undergraduate program (e.g.: for a second major).  The 2005 GS shall cease to be implemented by the end of SY 2020-2021 and the 2018 RGS shall apply to all students thereafter.

For the determination of degree honors of students who are covered by different grading systems (e.g., the 2005 and this grading system), the QPI equivalents of earned grades shall be used without readjustments but the computed average shall be interpreted using the 2018 RGS.  This is because all grades submitted to the College Registrar’s Office and entered into the database are considered final.

     1. The Grading Scale

Under the revised college grading system, letter grades are assigned according an eight (8) level scale with the indicated point values and descriptions, namely:

Other Marking Symbols and their Meanings:

AF  means that the student has not participated in or was absent from the class activities more than 10% of the total of the course activity for the semester or term. It is also applicable for the student who withdrew from the course without official permission. The point value of an AF grade for computing QPI is 0. 

WP means that the student withdrew from the course prior to two weeks before the Pre-Final Examination according to the date set by the school and with permission from his/her parent and teacher as shown in the Withdrawal Slip submitted by the student to the College and Graduate School Registrar.

INC means that the student has not fulfilled the course requirements, e.g., term paper, research; project, etc., within the semester. It is a temporary grade which obliges the student to complete the requirement within the period specified for this purpose. For INC grades, the teacher is obliged to fill up the Remarks column of the mark sheet with NFE (no final exam) or NCR (no course requirement). 

The letter grades correspond to numerical grades, which are based on the course’s learning objectives and are measured in terms of the Converted Final Raw Score (CFRS) arranged as follows:

     2.  Mode of Computation of the Final Grade.  The mode of computing the Converted Final Raw Score that is later transmuted to a numerical grade is the same for both the 2005 GS and 2018 RGS.  They differ only in the transmutation to the letter grade.

            a. Lecture Course or Non-Laboratory Course

The class standing (CS) components shall be defined, i.e. the criteria and standards for evaluating these components shall be determined before the start of the semester by the teachers/cluster/ department teaching/offering the course and these class standing components criteria and standards must be reflected in the course syllabus and communicated to the students at the start of the semester. Class standing may include:

     • Tests and Quizzes

     • Reports or projects

     • Student Portfolios

     • Class participation

     • Oral Presentations

     • Others (e.g., performance assessment which shall be set by department/cluster or teachers teaching the course, etc.)

The Preliminary, Midterm, Pre-final and the Comprehensive Final Examinations are usually teacher-made summative evaluations, which may be written, oral, practical, etc.

     b. Practicum, Laboratory or Combined Courses

Similarly in these courses, the criteria and standards for evaluating these components of class standing shall be determined before the start of the semester by the teachers/cluster/department teaching/offering the course.  The same must be reflected in the course syllabus and communicated to the students at the start of the semester. Class standing may include/cover the practicum, laboratory or combination.

An example illustrating the process of computing the final grade using the new grading system.

Suppose that Teacher X who is handling the subject W has decided to have the following elements under Class Standing (CS)  with the indicated weights:

  Tests and Quizzes        40% of CS  

  Term Paper                15% of CS

  Project               10% of CS  

        Recitation                35% of CS

Suppose further that Student A is enrolled in the subject above and has obtained the following scores in the indicated components:

The computations of the percentage scores for the components are summarized in the next table.

Note that the part on computation for each component/element in boldface is the conversion of the raw score as a correct raw score (CRS) percentage while the rest of the computation is the conversion of such CRS into a weighted CRS for the component. For instance, Student A scored in Tests and Quizzes 148 out of 200, or a CRS percentage of 74, and we multiply this by .40 since the test and quizzes account for 40% of CS (class standing). The Term Paper with a score of 92 has a CRS percentage of 92 is multiplied by the assigned weight of .15; Project with score of 90 has a CRS percentage of 90 is multiplied by the assigned weight of .10; and Recitation with a score of 87 has a CRS percentage of 87 is multiplied by the assigned weight of .35. The weighted CRS’s of the elements under CS or class standing are then added. We now have a total weighted CRS for class standing (82.85). This is then multiplies by .40 since CS accounts for 40% of the total Converted Final Raw Score (CFRS). This gives us a CFRS of 33.14 for CS.

The Preliminary Exam with a score of 83 has a converted raw score (CRS) percentage of 75.45, and multiplying this by the assigned weight of 0.10 gives us a CFRS of 7.54. Midterm Exams score of 172 has a CRS percentage of 90.52, which when multiplied by its assigned weight of 0.20 gives us a CFRS percentage of 18.10. Pre-final Exam score of 78 has CRS percentage of 82.10, and when multiplied by the assigned weight of .10 gives CFRS of 8.21. Finally, the Final Exam score of 192 has a CRS percentage of 76.8, and when multiplied by the assigned weight of .20 gives a CFRS OF 15.36.  Adding all the CFRS for the grading components CS, PLE, ME, PFE, and FE, we have a CFRS of 82.35 or 82. 

From the transmutation tables, a CFRS of 82 transmutes to a numerical grade of 89 which in turn is equivalent to a letter grade of  B under the 2005 GS or C+ under the 2018 RGS.

     3. Computation of Average Quality Point Index

The Average Quality Point Index (QPI) is used as a measure of student’s academic performance.  To determine the average QPI, the letter grades are given point values as shown in the Transmutation Table for the 2018 Revised Grading System. It is computed as the quotient of the Accumulated Grade (AG) and the Total Units (TU). An example showing the procedure is shown below:

     B. Term Examinations

The Preliminary, Midterm, Pre-final, and Final Examinations are periodic assessments of student learning during the semester. They are conducted orally, in writing, or both, and in announced venues on the schedule calendared by the Academic Council and the Registrar. Not one of them may be foregone in favor of a prior or future examination, nor may be substituted with the activities that do not actually assess student learning of the lesson coverage for the term, such as tours, seminars, parties and the like. The coverage of the Final Examination particularly is 30% of the first term and 70% of the second term.

Each student is required to present his/her Examination Slip for each of these examinations.

     C. Delayed Term Examination

            1. On the Period for Filing Applications for and Taking the Delayed Examination

            1.1 Delayed preliminary, midterm and pre-final examinations must be completed no later than the last day prior to the schedule of the next major exam period (e.g., delayed preliminary exams must be taken not later than the last recitation or class day before the midterm exams).  

            1.2 Delayed final examinations must be completed no later than the first week of classes of the succeeding term, summer sessions included.

            1.3 Applications for delayed preliminary, midterm and pre-final examinations must be filed no later than a week before the next scheduled examinations. 

            1.4 A concerned student may appeal a disapproved application for delayed examination to the Dean of his/her Home College.

            1.5 The College Registrar’s Office shall announce and/or publish the approved deadlines for filing of applications and the delayed final examinations.

            2. Valid reasons for delayed examinations and supporting documents.  The following are considered as valid reasons for students to apply for delayed examinations:

            3. Application Process for Delayed Examinations.Upon request for a delayed examination, the student should submit as attachment to the accomplished application the appropriate supporting documents.

Misrepresentation, tampering of supporting documents and other forms of fraud committed by any student in relation to his or her application for delayed examination may result to disapproval of the request, without prejudice to the imposition of applicable sanctions provided under the College Student Handbook.

            4. Exemption from the Delayed Examination Fee.  The delayed examination fee shall not be collected when the cause of the student’s failure to take the examination as scheduled is any of the valid reasons listed in 2.1 above, except 2.7 or work-related causes.  

            5. Processing of Applications

            5.1 For delayed examinations due to the causes enumerated in #2 above with appropriate supporting documents, only the approval of the home department chairperson is required and this approval is binding on all teachers concerned, regardless of department or college.

            5.2 If the cause of the delayed examination is 2.7 or work-related causes, the student shall pay the delayed examination fee at the Treasurer’s Office and attach the receipt to the application form.

            6. Scheduling of Delayed Examinations.  

            6.1 Once the application for delayed examination is approved, the student shall report to each of the concerned subject teachers and arrange for the delayed examination schedule.  

            6.2 The concerned student and teacher are equally responsible in insuring that the delayed examination schedule they have set is followed.

            6.2.1 A student who fails to take the delayed examination as scheduled shall be given a zero (0) score for the exam, unless approval had been secured for another delayed examination due to the valid reasons listed in no. 2 above (except 2.4 or conflict in the regular or original examination schedule).  Per subject, the rescheduling of delayed examinations shall be allowed only once, following the same process of application and approval earlier outlined.

            6.2.2 A teacher who, without valid reasons, fails to give the delayed examination as scheduled shall receive sanctions adapted from the schedule given in the 2003 College Faculty Manual for tardiness in reporting to class, to wit:

            6.3 The delayed examination schedule shall be distinct from the regular class schedule so as not to unduly lessen the class recitation hours. 

            6.4 The activity period on appropriate days may be utilized as schedules for delayed examinations.

            7. Grading 

            7.1 Other than the final examinations, a student who fails to take a delayed exam in any subject within the prescribed period (e.g.: delayed preliminary exam before the midterm exam) shall receive a zero score for the exam.  Thus, the provision in the grading system for incomplete grade due to missed preliminary, midterm and/or prefinal examination is revoked.

            7.2 When the student missed the final examinations and is unable to take the delayed examination before the deadline for submission of grades at the end of the semester, the subject teacher shall report an incomplete or “INC” grade and indicate NFE (meaning “No Final Exam”) in the column for remarks in the official grading sheet. However, if there is zero possibility for the student to obtain a passing grade (e.g., the student will fail even with a perfect score in the final examinations), the teacher may already report a final grade of “F” and indicate “FENB” (meaning “final exam has no bearing”) under the column for remarks so that the advisement or enrollment for the next term may be facilitated.The CFRS and FINGRD columns are left blank. A grading computation is shown below to illustrate the situation:

The student in the example has a sub-total or partial CFRS of 39 and needs to get at least 21 points more from the final exam to obtain a passing CFRS of at least 60. However, a perfect score in the final exam will only contribute 20 points.  In this case, the final exam will have no bearing, that is, the student has no more chance of passing the course. Hence, the teacher already reflected an “F” grade and indicated “FENB” in the column for remarks.

However, because the taking of examinations has instructional value regardless of the outcome, any concerned student who may decide to still take the final examination must be allowed to do so, provided his/her application to take delayed examination(s) is duly processed and approved.

            7.3 Since there will be no final numerical grade(s) indicated in cases of failing grades given as a result of no bearing final exams described in 7.2 above, the subject(s) shall not be included in the computation of general weighted average numerical grade, but included in the computation of the average QPI of the student.  However, having incurred the failing grade(s), the concerned student becomes ineligible for graduation honors.

     D.  Examination Rules

All violations of examination rules are reported to the Director of Student Affairs and/or the Disciplinary Board for appropriate action.

Any form of cheating in any test, quiz, major examinations (prelims, midterm pre-final and finals) or in any other form of evaluation for course requirement, namely, project, etc. is considered serious. Refer to the Policy on Intellectual or Academic Dishonesty.

Any case of cheating committed by a scholar will be handled by the Disciplinary Board that will decide whether his/her scholarship will be withdrawn. All cases of cheating will be reported to the Office of Student Affairs as part of Students Records. A student caught cheating may appeal his/her case to the Disciplinary Board within three (3) working days upon receipt of the written report from the OSA. 

Students are required to wear the school uniform during the examinations conducted in the 

University

The following guidelines will be helpful:

            1. Be punctual.

            2. Bring the needed materials.

            3. Bring your permit.

            4. Keep quiet once in the examination room.

            5. Relax.

            6. Read the questions carefully.

            7. Write neatly.

            8. Answer questions from the easiest to the most difficult.

            9. Review your answers before submitting the examination paper.

     E. Exemption from Final Examinations

Students who consistently excel in class as evidenced by the results in the previous assessment and evaluation of class performance during the term deserve to be recognized and rewarded at the end of the term by exempting them from the final examinations. This exemption shall apply to all subjects except those covered by the licensure/board examinations, such as accountancy, engineering, and major and proficiency subjects in education, and the following specific subjects: theology, philosophy, computer science, taxation, business law, and major subjects in mathematics and natural sciences.

     F.  Incomplete Grades

A student is allowed one semester to complete his/her grade. Requirements must be submitted one week after the Midterm Examination of the following semester. (Ammendment to the existing policy of incomplete Grades approved April 14, 2010 and effective 2nd Semester, SY 2010-2011. Thus, for INC Grades incurred during 1st semester SY 2010-2011, deadline shall be one week after the 2nd semester Midterm Examination). Failure to complete a grade means that the INC automatically becomes an F. Appeals against this F must be directed to the Academic Standards Committee. Summer term is part of the second semester.

     G. Change of Grades

 Final Grades in all subjects including NSTP/Formation Program and PE may be changed only at the request of the faculty member and/or the student concerned, upon the approval of the College Academic Standards   Committee (CASC). 

A.  Change of grades may only be due to the errors stipulated below:

1. Clerical Error

• Erroneous transfer and/or recording of grades

2. Computational Error and/or Recording Lapse

• Error in computation due to the following reasons:

• Incorrect mode of computing grades;

• Erroneous transmutation;

• Unrecorded grades; and

• Erroneous rounding off

3. Delayed or Non-Submission of Completion Grades             

• Teacher’s failure to submit completion grades within the specified period as stipulated in the University Memo No. 313

• Student’s failure to submit the completion form within the specified period as stipulated in the University Memo No. 313. 

4. Grave Abuse of Discretion exercised by a teacher     

• Failure to comply with or to fulfill the required teaching  hours with  students;

• Prejudice and discrimination against the student

5. Insufficient or inappropriate basis for assessing learning

• Mismatch between the instructional objectives and the evaluation instruments/indicators. 

• Inadequate number of quizzes and/or performance indicators.

6. Failure of the learning process to prosper due to:

• Blatant mismatch between the teacher’s pedagogical skills and the student’s just expectations of a teacher

• Deficient pedagogical skills

B.  Process:

1. The teacher or the student shall write a letter requesting change of grades. This letter shall be accompanied with pertinent   document/s supporting such claim. If the request for change of grade comes from the teacher, the Department Chairperson’s notation shall be sought. However, requests coming from the students shall be directly submitted to the CASC.

Pertinent documents needed are the following:

a. Clerical Error

• Original class list with correct entry/ies 

• Erroneous entry in the grading sheets

b. Computational Error and/or Recording Lapse     

• Erroneous entry in the grading sheet/class list and/or incorrect mode  of computation. 

• Corrected computation

c. Delayed or Non-Submission of Completion Grades

• Process by which completion was made

• Date of completion of subject requirements to the teacher

• Date of submission of completion form to the College Registrar

• Reasons/factors for late/non-submission of completion grades of concerned students. 

d. Grave Abuse of Discretion exercised by a teacher

• Teacher’s attendance report

• Beadle’s form

• Student(s)’ complaints and/or petitions

e. Insufficient or inappropriate basis for assessing learning

• Class Record

• Mark Sheet

• Assessment Instruments submitted by the teacher to the Department Chair        

f.   Deficient pedagogical skills

• Class Record

• Mark Sheet

• Assessment Instruments submitted by the teacher to the Department Chair

• Student(s)’ complaints and/or petitions

• Teacher’s Classroom Performance as indicated by  summative  evaluation of  the students, the peers and the  Chair.          

2. The Chair convenes the members of the CASC and presides over the meeting. 

3. If the one being complained about is a member of the CASC or his/her mentor or chairperson, that member shall inhibit himself/herself from the deliberation to maintain the desired level of objectivity. 

4. The CASC, in a closed-door session investigates the merit of the case in the presence of both parties (e.g., teacher and the student/s). The summoned teacher or student should appear in the Committee  meeting by themselves.

5. If the CASC determines after due deliberations that the student’s  allegation is true, the CASC recommends the change of grade/s.  If the student or teacher agrees with the recommendation, the case rests. 

6. In the event of resistance or disagreement by either party of the decision, a sub-committee composed of peers shall investigate the particulars of the case and determine whether an injustice was committed.

7. If an injustice is established, the sub-committee specifies the remedy (e.g., how a new grade can be determined such as stipulating a new exam, a project, a term paper, a remedial class, etc). This remedy of the sub-committee is binding and is subject to appeal only to the President.

8. The CASC directs the teacher to effect the appropriate rectification in the form of a change of grade.

9. In cases where the teacher still refuses to make the change and/or is no longer available to do so, the CASC directs the College Registrar  to effect such change in the student’s records.

10. The CASC shall write a letter indicating the decision to the teacher, copy furnished to the Dep’t. Chair of the teacher, the student, and the VPHE. This letter shall be released within one week after the decision has been made.

All requests must be filed within the allotted period stipulated below. Beyond this date, no request will be entertained by the CASC unless the teacher himself /herself recognizes the validity of the completion.

The faculty and/or the student requesting the change of grade submits to the CASC within one semester after the course was taken. If the course is taken during the first semester, the deadline for filing requests is the last working day of March. If the course is taken during the second semester and summer, the deadline of filing requests is the last working day of October.

For delayed submission or non-submission of completion form within the above specified period in which case the Incomplete Grade automatically turns into an F, both parties (student and/or teacher) may file a change of grade within one semester after the set deadline.

All files pertaining to the committee’s work shall be kept in the VPHE Office. 

All appeals for change of grades must be filed with the Standards Committee seven days before Graduation. Beyond this date, no appeal will be entertained by the Standards Committee.

Note:   The above provisions are taken from the System for the College Academic Standards Committee (cf. Appendix D)

H.  Class Attendance

Punctual and regular attendance is expected of every student. Thus, all absences are counted. Excused absences for official university business require the approval of the VPHE. Any student who accumulates absences beyond 5 hours for a 3-unit subject, 9 hours for a 5-unit subject, or 10 hours for a 6-unit subject receives Final Grade of AF. 

The checking of class attendance starts as soon as the second bell has rung. A student is considered late if he arrives after the checking of attendance and will be marked absent if he arrives 15 minutes after the second bell has rung. Three lateness are equivalent to one absence.

The checking of class attendance is one of the primary duties of a teacher. It is a part of classroom management which aids in the effective teaching-learning process in the classroom.

The following guidelines and procedures are hereby outlined as aid to teachers in fulfilling their important function.

1. The teachers meet their classes on the first day of classes.

2. The teachers assign a beadle and a co-beadle during the first meeting in each class, then sends the beadle to OSA to procure the beadle’s booklet.

3. The beadle’s booklet contains the following forms:

a. The Official Class List

b. The Seat Plan

c. The Attendance Monitoring Form

d. The Duties and Responsibilities of Beadle and Co-Beadle

e. The Policy on Attendance for Students

f. The Guidelines and Procedures on the Checking of Student Attendance g. Referral Slips

g. Referral Slips

4. A separate attendance monitoring sheet is provided for teachers. This is contained in the beadle folder and is given to the teachers during the first day of class. The teachers check the attendance every meeting using this form. This same form is submitted to their Home Department Chair together with the mark sheets at the end of the semester.

5. During the first meeting, and if needed to be repeated during succeeding meetings, teachers orient students on attendance policy and implementing procedures. It should be stressed to students that an allowable absence is not a privilege but a provision in case they get sick or experience any situations cited in 9c.

6. For synchronous online classes, the teacher shall provide the beadle the attendance report generated by Google Meet each class, serving as the official record of student attendance for the meeting. The beadle shall reflect the data of absences into the beadle’s booklet and attendance forms.

 The time stamp of the attendance report will be checked to determine the punctuality of the students.

 7. Attendance in asynchronous activities shall not be checked.

 8. If the student is unable to attend a synchronous online class, due to poor internet connection or unscheduled power interruption, he/she should notify the beadle and teacher thru email or other official online platform, and attach proof of reason for the absences or lateness.

 9. If a student incurs half of the norm of absences, OSA issues a slip to notify him/her of his/her absences. In case a student exceeds the number of absences, the following procedures will be followed:

 a. Once a student incurred more than the allowable absences, the beadle informs both the student and the teacher, and gives the student and OSA an AF slip.

 b. The student may appeal for reconsideration in case he/she believes there has been misreporting of attendance or the reason for his/her absence was not considered reasonably by the teacher. The appeal must be in writing with supporting documents and filed at OSA. It must be submitted within 48 hours upon receipt of the notification.

c. The following are valid reasons for reconsidering a possible AF grade:

 i. Maternity (for female students)

 ii. Official representative of the school (Individual / group)

 iii. Sickness/hospitalization supported by medical certificate

 iv. Death of a member of immediate family

 v. In cases certified or recommended by the College Guidance Center

 vi. In cases cited in the Manual of Regulations for Private Schools

 vii. In cases where presence of student is needed in court proceedings

 viii. Other official business sanctioned by the school.

 d. For students appealing for reconsideration, the following procedures shall be followed:

 For cases of misposting/misrecording:

 1.1 The student files an application for reconsideration at the OSA.

 1.2 OSA conducts investigation and convenes the parties concerned, and decides. 

OSA informs the student and the teacher of the decision.

 e. For validity of reasons of absence, the student appeals to the teacher in writing, supported by appropriate documents within 48 hours after the receipt of notice (AF Slip).

 In case the appeal has been approved, the student is asked to sign a promissory note stating that he/she will no longer be absent from his/her class. Absence incurred after this automatically merits a grade of AF.

 f. In case the appeal is denied, the teacher accomplishes the AF slip and approves the AF grade of the student, and the beadle forwards the form to OSA for the Dean’s notation.

 10. All AF forms submitted to OSA are considered final. Students who incurred excessive absences in a previous semester based on OSA report will be required to sign a promissory note indicating that he/she will improve his/her attendance and report to the guidance counselor assigned to him/her for the semester.

 Failure to improve class attendance will merit reductions of academic load in the succeeding semester.

 Make-up classes are voluntary. No exams are scheduled during make-up classes.

I.  Academic Probation

A student who obtains a QPI below 1.5, in all subjects for the semester is placed on Academic Probation in the next semester. A student already on academic probation who still merits a succeeding Academic Probation is not allowed to enroll in more than 18.5 units (PE and NSTP included) in the next semester. Moreover, the Department Chairperson in consultation with the student’s counselor regulates the subject load of said student.

J.  College Reading Program 

 All incoming college freshman students and transferees of Ateneo de Naga University are required to take the College Reading Program except those who had finished a bachelor’s degree prior to enrollment of their present course. Incoming college freshman students who finished senior high school in the University and were issued a Certificate of Proficiency are also exempted from taking the College Reading Program.

All freshman college students and transferees must finish their reading requirements in two curriculum years based on their earned units. Failure to comply the requirement would mean being blocked from taking any major subjects in the following semester and non-re-admittance thereafter.

K.  Withdrawal from or Dropping a Subject

A student may withdraw from or drop a subject two weeks (including Sundays) before the Prefinal Examination dates set by the school calendar. Beyond this specified period, he/she will not be allowed to withdraw from the course. He/She will receive a WP-mark (Withdrawn with Permission) only when the withdrawal is official, i.e. permission had been granted by the teacher in the subject he/she wishes to drop, and official form have been accomplished and filed at the Registrar’s Office. During summer classes, a student may file for withdrawal or dropping from a subject before scheduled Midterm examinations. The following procedures must be observed for official withdrawal from the subject:

1. A written permission together with a photocopy of valid ID from the parents must be presented to the Registrar.

2. A Withdrawal Slip is obtained from the Registrar’s Office.

3. The permission of the teacher handling the subject is secured by letting the teacher sign in the appropriate space in the Withdrawal Slip. If a student is enjoying any form of scholarship, clearance is sought from the director of College Admission and Aid Office. A student who had already been given a grade of AF (Failure due to Absences) prior to this application to withdraw from the subject is not allowed to apply for WP. 

4. The signature of the Chair of the student’s home department is obtained.

5. After accomplishing the above, the Withdrawal Slip is filed at the Registrar’s Office.

L.  Procedure for Application for change in course/major (Shifting)

1. A written permission together with a photocopy of valid ID from the parents must be presented to the Registrar. 

2. A shifting form is obtained at the Registrar’s  Office. 

3. Fill-out the form and secure the clearance/endorsement and approval of all offices indicated in the application form. If a student is enjoying any form of scholarship, clearance is sought from the director of College Admission and Aid Office.

4. Application for shifting in another course/major shall only be valid if the form is properly accomplished and corresponding copies are distributed to the concerned offices. 

M.  Withdrawal from the University

A student, who, within the semester wishes to withdraw or drop out of the University, must accomplish the procedures in K. (Withdrawal from or Dropping a Subject) for all the subjects enrolled during the semester, in order that his/her withdrawal from the University is considered official. In addition, the student accomplishes the Clearance Form, and files this with the Registrar’s Office.

A student will receive the marks appropriate for each subject, i.e. AF if s/he has incurred a number of absences beyond the allowed number at the time when the application for withdrawal from the University was filed, or “WP” whenever this is applicable.

A student’s withdrawal is considered “Leave of Absence” when s/he intends to return. In this case, s/he must specify how long the leave of absence will be. Application for Leave of Absence still requires a parent’s permit. 

N.  Recognition of Exemplary Performance

The University endeavors to create a culture of excellence in the students, and one way to encourage excellent performance is to recognize and reward students who manifest this value in academic as well a non-academic endeavors. Academic awards are conferred to students who reach the QPI requirements for these awards. Non- academic awards are conferred on students for excellence in sports, leadership and service. The semestral University and College Recognition Ceremonies are special occasions for the parents, students and the University Community to honor the student achievers. 

1. Honors’ Lists

The following revised criteria shall be implemented for all students beginning SY 2018 – 2019.

The President’s List (University Honors).  This list includes all students whose average QPI is 3.60 or above, with no grade lower than B in any subject.

The Dean’s List (College Honors).  This list includes all students whose average QPI is 3.40 or above, with no failing grade in any subject.

To qualify for the President’s or Dean’s Lists, a student must:

a. have a load of at least eighteen (18) curriculum units during the semester, 

b. not have been found guilty of intellectual or academic dishonesty  and/or discipline cases classified as grave offenses within the semester.

The reckoning of the 18 curriculum units shall include re-tracking/bridging and formation courses, NSTP and cross-enrolled courses but excludes SRA.

The computation of the average QPI for the semester shall exclude cross-enrolled subjects and subjects that are not graded such as SRA, or those where the grades are just reported as PASS or FAIL or their equivalents.

2. Awards Conferred During Graduation 

a.    Degree Honors

1. Degree honors are categorized into Latin honors and Honorable Mention. To qualify for degree honors, a student must have:

a. taken or earned at the Ateneo de Naga University at least 75% of all units required for the degree program ;

b. earned the required average QPI for the specific degree honors based only on the grades in resident credit units  and courses required for graduation in the program; 

c. completed the program within the prescribed period of at most six (6)  school years (or 12 semesters, exclusive of summers).  In the reckoning of the six (6) school years (or 12 semesters exclusive of summers) prescribed for completing the degree program for eligibility for degree honors, approved withdrawals of enrollment in regular semesters and periods of non-enrollment covered by leaves of absence (LOA) filed no later than 15 class days after the start of the semester shall be excluded.  The College Registrar’s Office shall provide the guidelines and procedures for filing by students of leaves of absences.

d. not been found guilty of any of the following:  

• tampering with and/or falsifying school or public documents and/or communication, or securing or using such documents whether physical or electronic, especially those that are part of, or affect, the official processes of the University, 

• cheating or any form intellectual or academic dishonesty, and 

  •  grave offenses listed in the Student Handbook 

2. The computation of the overall average QPI for the degree shall exclude the grades in cross-enrolled subjects, NSTP, all re-tracking or bridging courses, non-credit subjects (e.g.: those with units enclosed in parentheses in the prospectus) and all extra or excess courses/ units (e.g.: those not required to graduate in the degree program).

3. Students who graduate from ADNU in more than one program may receive Latin honors or honorable mentions only once.

The following are the degree honors and specific eligibility criteria:

1. Latin Honors

a. Summa Cum Laude (SCL) – awarded to students whose QPI is 3.80 or better with no grade lower than B+ in any subject. 

b. Magna Cum Laude (MCL) – awarded to students whose QPI is between 3.60 to 3.79 with no grade lower than B in any subject.

c. Cum Laude (CL) – awarded to students whose QPI is between 3.40 to 3.59 with no failing grade in any subject.

In addition, to quality for Latin honors students must not have incurred any failing grade in any tertiary level subject from ADNU and/or from previous schools attended in the case of transferees.

2. Honorable Mention – given to students

a. without failing grades and whose overall average QPI is between 3.20  to 3.39, or

b. who shifted to new degree programs or are transferees whose average QPI is at least 3.20 but  incurred failing grades in their previous programs or previous schools attended, respectively (disqualifying them for Latin honors), provided that the failing grades are in subjects that are not required or equivalent to subjects required in their current degree programs.  

No medals or certificates would be awarded to students, but their names will be listed under the heading of “Honorable Mention” awardees in the graduation program and a remark of “Honorable Mention” shall be appropriately indicated in their official transcript of records.

b. Academic Excellence Awards. In order to qualify for an academic excellence award, the student must have at least qualified for Cum Laude.

i. PILLARS GOLD MEDALLION is awarded to the graduate who obtains the highest quality point average among the members of the graduating class.

ii. PILLARS SILVER MEDALLION is awarded to the graduate who obtains the second highest quality point average among the members of the graduating class. iii. PILLARS BRONZE MEDALLION is awarded to the graduate who obtains the third highest quality point average among the members of the graduating class.

c. General Excellence Awards

i. ST. IGNATIUS OF LOYOLA GOLD MEDALLION AWARD is given to the graduate who best typifies or embodies the ideals of Jesuit Education and the Mission Statement of Ateneo.

ii. ARCHBISHOP PEDRO P. SANTOS GOLD MEDALLION AWARD is given to the male member of the graduating class whose achievement in both academic and co-curricular activities from freshman year to senior year can be characterized as most outstanding and worthy of recognition.

iii. VERY REVEREND FRANCIS D. BURNS, S.J. GOLD MEDALLION is given to the female member of the graduating class whose achievement in both academic and co-curricular activities from freshman year to senior year can be characterized as most outstanding and worthy of recognition.

d.   Distinction in Major Subjects

 A gold medal award for distinction is given to any student whose average QPI in all major subjects as defined in the course program is 3.50 or better, with no failing grade in all any subject, computed from freshman to senior year.  In addition to this requirement, the awardee must also distinguish himself/herself in service to his/her department as attested by the department chairperson after consultation with the faculty and students. While this award is contingent on graduation from the program, it is not given during the Commencement Exercises but during an appropriate occasion (e.g. Reading or Honors, Tribute to Graduates, etc.) arranged by the student’s home department or college. 

e. Service Awards

i. BROTHER SERGIO ADRIATICO, S.J. GOLD “FIFTH PILLAR” MEDALLION AWARDS is given to the graduate who typifies the ideals of steadfast loyalty and wholehearted service to the Ateneo de Naga and the concern of the school for social and community involvement, above and beyond the call of duty, as exemplified by the life of the late Brother Adriatico, S.J.

f. Achievement Award. The Achievement Award is an annual award conferred upon a student or a team of students for:

 • Performing with distinction in international, national or regional competitions sponsored by reputable organizations;

 • Representing the school or country in international, national or regional conferences, congresses or similar events of major religious, educational, civic or athletic importance following a well-defined, competitive, and documented process for selecting participants or representatives.

 Performing with distinction in the context of competitions is defined as being adjudged:

 • among the top three in provincial or regional contests;

 • among the official winners in the final stage (e.g. final elimination round to determine the final group like the Top 3, 5, 10, etc.) according to the format and related rules of the competition at the national or international level;

 • as recipient of special awards such as Special Jury Citation in film and animation festivals, best paper presenter in a research conference, etc.

Eligibility for Achievement Awards

To be eligible for the award, a student must:

 1. at the time of achievement was made, be officially enrolled and has not exceeded the maximum residency period for the degree program being pursued;

 2. at the time of recognition, not have applied for or secured honorable dismissal from the university, except for graduating students who are seeking admission in other institutions for graduate studies or another undergraduate degree;

 3. not be a subject of an adverse decision in a disciplinary case during the school year; and

 4. have secured permission to represent the school in the competition or related 

event, where applicable.

There are three levels of achievement: Gold, Silver and Bronze, depending respectively on the best accomplishment in international, national or regional/provincial events.

 1. Gold: for achievements at the international level, regardless of ranking (e.g. first place/champion, special citation, etc.). The following are also covered:

 1.1 Publication of research article in an indexed journal or conference proceedings.

 1.2 Recognition of creative work (e.g. poem, short stories, etc.) by an international body or publication of creative work by reputable international publishing firms (e.g. in anthologies).

 1.3 Granting of a patent for an innovative work.

 2. Silver: for achievements at the national level, regardless of ranking. However, if the selection process for a national competition or conference and similar events involves a rigid multi-stage process (e.g. for the Ten Outstanding Students of the Philippines), the silver may be elevated to a gold level. The following are also covered:

 2.1 Publication of research in a peer-reviewed (but not indexed) journal or conference proceeding.

 2.2 Recognition of creative work (e.g. poem, short stories, etc.) by a national body or publication of creative work by a reputable publishing firm in the Philippines.

 2.3 Granting of an intellectual property license other than a patent.

 3. Bronze: for achievements at the regional or provincial level, regardless of ranking among the Top 3. The following is also covered:

 3.1 Recognition of creative work by a regional/provincial body A student may only receive one (1) Achievement Award in a school year regardless of the number of accomplishments which shall be based on the accomplishment that merited the highest level (e.g. Gold for achievement in international competition).

 For more information, please read Chapter 9, Appendix No. S

g. Leadership Award. This is conferred upon a student for his/her singular ability to lead and organize activities that contribute substantially to the welfare of the college student population.

Note:   * In order to qualify for Graduation awards, at least 75% of the student’s total number of subjects must have been taken in the Ateneo de Naga University, and should not have incurred a failing grade in his/her previous school/s.

O.  Graduation Requirements

Only students who have fulfilled both academic and non- academic requirements shall be allowed to join the graduation ceremonies. Academic requirements include completion/passing all the subjects in the academic program that student has enrolled, (including Physical Education and NSTP). Other requirements are retreats coordinated by the Campus Ministry, Immersion and Outreach Program participation organized by the College Outreach Program, SRA/Reading Program, NSTP Serial Number, etc.

At the first posting of the list of graduating students for the year, graduating students must report to the College Registrar’s Office for settlement of any deficiency. It shall be the responsibility of the graduating students to attend to the compliance of the academic and non-academic requirements for graduation.

Three days before graduation day, all requirements must be submitted to the College Registrar’s Office in order to be allowed to join the graduation ceremonies.

P.  Transitory Provisions

1. The 2005 grading system shall cease to be implemented by the end of SY 2020-2021 and only the 2018 Revised Grading System shall apply to all students beginning SY 2021-2022.  This is because the last significant intake of freshmen students was in SY 2015-2016 prior to the implementation of Senior High School and these students should be graduating by the end of SY 2020 – 2021. 

2. In the determination of degree honors of students who are covered by different grading systems, the QPI equivalents of earned grades shall be used without re-adjustments but the computed average shall be interpreted using this new grading system (see Annex A for illustrative examples). This is because all grades submitted to the College Registrar’s Office and entered into the database are considered final.   

3. The following provisions shall apply to all students beginning SY 2018-2019:

a. The disqualification for degree honors (C.1d) and/or semestral honors (B.3b) due to disciplinary matters 

b. That degree honors may be received only once by students who graduate from more than one program (C.3) from ADNU.

4. The College Registrar’s Office (CRO) shall accordingly revise the transcript of records template to reflect the new grading system.  The appropriate transcript template shall be used corresponding to the applicable grading system .