GRADUATE PROGRAM MANUAL
PART I -
TITLE AND FUNCTION
II – ORGANIZATION
1 - THE GRADUATE PROGRAM COUNCIL
2 – THE GRADUATE STANDING COMMITTEES
3 - THE GRADUATE FACULTY
4 - THE GRADUATE PROGRAM OFFICE
PART III -
RULES AND REGULATIONS
5 – GENERAL PROVISIONS
6 - THE MASTER’S DEGREE PROGRAM
7 - THE DOCTORAL DEGREE PROGRAM
IV - FINAL PROVISIONS
8 – APPROVAL/AMENDMENTS
9 – EFFECTIVITY
I – TITLE AND FUNCTION
document shall be known as the “University of the Philippines
Visayas Graduate Program Manual”. Hereinafter referred to as the
Manual, it provides information on the organization, policies, rules,
and regulations governing the administration of graduate programs of
the University of the Philippines Visayas (UPV).
II – ORGANIZATION
organizational structure in Annex 1 shows the relationships among the
Office of the Chancellor (OC) the Office of Vice-Chancellor for
Academic Affairs (OVCAA), the Graduate Program Council (GPC), the
Graduate Program Office (GPO), the Graduate Standing Committees
(GSCs) and the graduate faculty of academic units offering graduate
1 – THE GRADUATE PROGRAM COUNCIL
Graduate Program Council (GPC) is the policy-making body that
formulates standards, policies, rules, and regulations pertaining to
the implementation of graduate degree programs of UPV. It shall be
composed of the Vice-Chancellor for Academic Affairs (VCAA) as Chair,
the Deans of academic units, the Chairpersons of the Graduate
Standing Committees (GSCs), the University Registrar, and the
Director of the Graduate Program Office (GPO) as Secretary.
GPC shall provide leadership for the promotion of academic excellence
in the graduate programs and shall set directions to promote quality
graduate education at UPV.
GPC shall perform the following functions:
policies and guidelines governing the administration of graduate
new directions in graduate education and program strategies of the
degree-granting units; and
the graduate programs and recommend revisions as needed to the
University Council (UC).
2 – THE GRADUATE STANDING COMMITTEES
(5) Graduate Standing Committees (GSCs) of the GPC shall be created:
on Fisheries and Biological Sciences
on Professional Education
on Social Sciences and Humanities, and
on Physical Sciences and Mathematics.
chairs of the standing committees shall be members of the GPC. Other
committees that the GPC deems necessary may also be organized.
Each GSC shall have at least three (3) members including the Chair.
They shall be drawn from the graduate faculty of the college/school
concerned and shall be appointed by the Chancellor upon the
recommendation of the GPC.
The Chair and members of the standing committees shall serve for a
period of two (2) years, without prejudice to reappointment.
provide continuity at the initial organization of the GSC, one member
will serve for one year and the other member for two (2) years.
Thereafter, all members shall be appointed for a period of two (2)
heads of all degree-granting units shall regularly report all matters
related to plans and operations of their graduate programs to the GPO
and the Office of the University Registrar (OUR).
3. The GPO Director
GPO shall be headed by a Director who shall be appointed by the
Chancellor from among the graduate faculty.
term of office of the Director shall be three (3) years without
prejudice to reappointment.
The Director shall perform the following duties and responsibilities:
and supervise the administrative activities of the GPO;
to the Vice Chancellor for Academic Affairs actions on graduate
student-related matters and concerns;
discussion/dialogues on new directions in graduate program
development, evaluation, and revisions; and,
as secretary of the GPC.
Director shall be assisted by the GPO staff.
III - RULES AND REGULATIONS
5 – GENERAL PROVISIONS
4. The Academic Calendar
programs at UPV operate on either of two modes of the academic
any program, the academic year is made up either of two (2) terms or
semesters, or, three (3) terms or trimesters. The academic year for
semestral programs starts in June; trimestral programs start in July.
5. Application and Admission
for admission shall be addressed to the Dean of college/school
offering the degree program.
may be submitted at any time throughout the year and accompanying
documents should be received one (1) month before the start of the
academic year to provide enough time for consideration and
notified of their acceptance for admission should inform the Dean of
the college/school concerned of their decision to enroll or not, as
soon as possible.
foreign students from countries where English is not the medium of
instruction and/or not the native language, a minimum Test of English
as a Foreign Language (TOEFL) rating of 500 or equivalent is
required. This is in addition to other requirements of specific
graduate programs of UPV.
who fail in this requirement upon their application for a degree
program may first seek admission into the University as non-degree
students. However, they should pass the prescribed English course(s)
at UPV or other valid English proficiency examination within the
first year of their initial enrollment.
6. Grading System and Retention
of “1.0” to “3.0” are passing marks in the UP System. A “4.0”
is conditional and a“5.0” is a failing grade.
student who removes his/her conditional mark of “4.0” within the
academic year that a grade is obtained may only receive a final grade
of “3.0” or “5.0”. An incomplete (“INC.”) mark implies a
passing average for a student who has not completed all course
requirements, although a “4.0” may occur upon completion.
Nevertheless, a student may complete the course requirements within
the academic year – i.e., within three (3) removal periods – that
the “INC.” grade is incurred.
The graduate student’s general weighted average (GWA) is computed
when s/he has completed 50 percent of the prescribed total number of
course units for his/her degree program. The student will be
disqualified from the program if his/her GWA is below "2.0”.
grade lower than 3.0 in any of the prescribed courses automatically
disqualifies the student from any of the graduate programs.
7. Academic Load and Cross-Registration
A graduate student on full-time study should take 9-12 units a
semester/trimester as prescribed in the study plan of his/her degree
program. Unless specified in his/her particular program, a student
who takes less than 9 units in an academic term is considered a
meritorious circumstances, the student may be allowed more than the
prescribed academic load by the college/school Dean.
within the University shall require the graduate student the written
permission from the Dean of the college/school where s/he is
primarily enrolled (UP Form 5-B).
total number of credit units in which a student may register in two
or more colleges/schools shall not exceed
twelve (12) units per term.
A graduate student who is registered in any other institution with
which the UP System has an existing agreement may be admitted as a
non-degree student in the University.
written permit from the Dean or Registrar of his/her home university
that states the courses to be taken is required.
total number of units taken as a non-degree student shall not exceed
A UPV graduate student may cross-register at another institution upon
the recommendation of his/her Dean and the approval of the VCAA. The
written authorization shall
specify the courses to be taken.
taken outside UP are subject
8. Residence, Leaves, and Readmission
graduate student is in residence when he/she is officially enrolled –
whether he/she is on campus for course work requirements or
off-campus for his/her research work. In the latter case, approval of
his/her Thesis/Dissertation Committee is necessary.
student should be enrolled for residency at least one (1) year prior
to the conferment of his/her degree.
graduate student may request in writing for a leave
of absence (LOA) for at least a semester/trimester
the Dean of the college/ school concerned. Approval of LOA is granted
for not more than one (1) year at a time.
student who leaves his/her work during an academic term without such
formal permit is considered absent without leave (AWOL) and loses
his/her registration privileges.
period of a graduate student is accounted for as part of his/her
residence in the program pursued. To graduate within the allowed
residence period of their respective programs, the total leave time
of any student should not exceed two (2) academic years.
A student who withdraws without a formal LOA for at least one
academic term must apply for readmission
into his/her graduate program at the appropriate
returning from any leave for one or more academic term, a graduate
student who has not completed the prescribed program requirements
within the allowed residency period needs to apply for readmission.
those returning from AWOL status, readmission requires payment of the
appropriate fee; no payment is required for those returning from
application for a waiver of the residency rule is further required of
those who would be beyond the allowed residency period upon their
return from leaves.
be eligible for readmission, the master’s student must have a GWA
of "2.0" or better in all graduate-level courses taken in
the student withdraws after ¾ of the total number of hours
prescribed for the course has already elapsed, the graduate faculty
submits a grade of “5.0” for him/her if his/her class standing up
to the time of his/her withdrawal is below “3.0”.
9. Advance or Transfer Credits
graduate student may apply for a maximum
of nine (9) units of advance
or transfer credits for work done at another institution with the
appropriate division/department/institute within the term of his/her
initial enrollment in the degree program pursued.
units should have been earned with grades of 2.0 (or its UP
equivalent) or better
within the last five (5) years and have not been credited to a
previously earned degree.
validation examination(s) required shall be conducted within the
first year of enrollment
of the student.
credits, which are subject to validation, may be earned from courses
taken at institutions outside of the UP System.
credits may be directly earned from courses taken at other UP units.
Courses taken that may be considered equivalent to those required in
the program pursued are subject to substitution by the
for undergraduate courses cannot be credited for graduate work.
substitution of courses in the student's approved program of study
shall be in accordance with University rules and regulations.
6 -THE MASTER’S
10. Admission into the Master’s Programs
applicant for admission to the master’s degree program must have a
bachelor’s degree or its academic equivalent from any institution
recognized by the Commission on Higher Education (CHED).
applicant must submit to the college/school concerned the following
requirements in addition to those in the General Provisions of this
duly accomplished application form;
copy of the official transcript of academic records and, when
necessary, accompanied by certified English translation and/or mark
sheets of examination taken;
of the application fee in cash, bank draft, or money order; and
(2) letters of recommendation from former professors and/or
recognized authorities in the discipline/area of specialization.
requirements as may be prescribed by the college/school for specific
An applicant seeking admission into a master’s degree program shall
take and pass the entrance examination, except in programs that do
not require entrance examinations. This examination may be directly
administered by the academic unit concerned or by the GPO.
Upon the recommendation of the designated Admissions Committee of the
respective degree-granting units, the Dean shall act upon the
admission of graduate students.
11. Residency in the Master’s Program
maximum residence rule
(MRR) states that: Students
have five (5) academic years from their initial enrollment in the
program to fulfill all requirements for a master’s degree. The
five-year maximum time of program completion includes all leave
who is not able to complete the requirements of the program within
five years may apply for a waiver of the MRR.
to the approval of the Chancellor, requests for extension of
residence may be considered on meritorious cases. A maximum of two
(2) years extension may be allowed for thesis students; for
non-thesis students, the maximum extension allowed is for one (1)
12. The Master’s Program of Study
master’s program may or may not require a thesis.
thesis program requires the student to complete a specifically
prescribed number of units
of course work and a thesis of six (6) units. Some programs may also
require a comprehensive examination before thesis work commences.
non thesis program requires the student to complete a
specifically prescribed number of units
of course work and pass a comprehensive examination.
A thesis program requires a minimum of 24 units of courses, all of
which must be of the 200 level. The
master’s thesis shall have an equivalent of
(6) units of graduate credit.
For the non thesis program, a minimum of 36 units is required,
all of which must be of the 200 level.
of a thesis and in addition to the comprehensive examination, a
program may require the completion of a seminar, practicum, or
research project in light of an identified special problem.
13. The Master’s
the time of the student’s admission, a Program Adviser shall be
provided by the division/department/ institute concerned to advise
and monitor the student in the course work and other requirements of
the degree program.
full-time members of the graduate faculty shall serve as program
the first semester/trimester of his/her residence, the thesis-program
student shall confer with his/her Program Adviser and draft his/her
specific program of study.
the end of the academic term, the Program Adviser shall endorse the
plan of study to the head of the division/department/institute
concerned for action by the college/school Dean. The Director of GPO
and the Registrar shall be furnished copies of the students’
approved program of study.
14. The Master’s Thesis
student enrolls in the
master’s thesis only once, and he/she shall be given a grade only
upon completion of all the thesis requirements.
At the end of each semester, the student shall be marked ‘in
progress” until such time that he/she has completed all
Art. 49. A student may be authorized to work on his/her thesis proposal after earning at least 50 percent of the course work in the prescribed program of study with a GWA of “2.0” or better, except when the degree program requires the completion of all required courses with an average grade of "2.0".