STUDENT PROGRESS

Application to Overload or Underload

Submission of application to overload or underload:

The application form, together with the other required documents, should be submitted during the registration period of the applicable semester.

Attachments:

1. Plan of Study

2. Medical certification (for health reason)

3. Copy of schedule of classes and certification by the adviser (for unavailability of course)

4. Copy of payroll and appointment papers (for employment reason)

5. Certification by the adviser that there are no more courses to take based on the curriculum

Reminders:

Regular academic load

• For undergraduate students, the maximum academic load is eighteen (18) non-laboratory units, or twenty-one (21) units including laboratory, except in programs where the prescribed load for the semester is more than eighteen (18) units.

• On the graduate level, full-time students are allowed the normal load of 9-12 units per semester or 8-10 units per trimester. During the midyear session, the normal load is 6 units. 

No graduate student employed on a full-time basis shall be allowed an academic load of more than 10 units in any semester unless they have  prior approval of the head of the graduate unit to which they belong.

Rules on underload

Students who are candidates for graduation with honors must have taken during each semester not less than fifteen (15) units of credit or the normal load prescribed in the curriculum in cases where such normal load is less than fifteen (15) units, unless the lighter load was due to justifiable causes such as health reasons, the unavailability of subjects needed in the curriculum to complete the full load, or the fact that the candidate is a working student (Revised UP Code: Art. 414 as amended at 884th BOR: 31 March 1977).

To justify underloading, the submission of pertinent documents to the Office of the University Registrar through the Office of the College Secretary is required as follows: 

1. for health reasons—medical certification to be confirmed by the University Health Service; 

2. for unavailability of subjects—certification by the adviser and copy of schedule of classes; 

3. for employment—copy of payroll and appointment papers indicating, among others, the duration of employment. It is the responsibility of the student to establish beyond reasonable doubt the veracity of the cause(s) of underloading. It is required that documents submitted to establish the cause(s) of the light loading must be sworn to 

4. for no more courses to take based on the curriculum - certification by the adviser that there are no more courses to take.

Rules on overload:

• No undergraduate student shall be allowed to take more than 18 non-laboratory units or 21 units including laboratory work; Provided, however, that a graduating student with an academic record better than average may be permitted to carry a heavier load in the last year of his course; Provided, further, That this rule shall not affect or alter any existing course duly approved by the University Council and the Board of Regents in which the normal load is more than 18 units (Revised UP Code: Art. 340-341 p.86).

Request to Change/Add/Cancel Matriculation Form 

If a student is requesting to change/add/cancel more than one (1) course, he/she must accomplish separate forms for each.

Reminders:

1. Kindly refer to the Academic Calendar for the Change/Add/Change Matriculation period.

2. Please copy furnish the Office of the University Registrar with a copy of the approved form.

Application for Advance Credits Form

VALIDATION FOR ADVANCE CREDITS: 

• An admitted transfer student must validate all the courses he is offering for advanced credits at the rate of at least 18 units a semester within a period not exceeding three (3) semesters from the date of his admission. Failure to comply with this requirement will mean the cancellation of his registration privileges (Revised UP Code: Art. 259 d, p. 91).

• A student transferring from any recognized institution who possesses an Associate in Arts or its equivalent of sixty-six (66) units of work may be enrolled without validation. Before a student is allowed to major in any discipline, the major discipline may prescribe additional courses and/or preparatory courses for the major. Candidates for a second baccalaureate degree will be required a written comprehensive examination (Revised UP Code: Art. 360 p.91).

• The permit of advanced credits for courses which are completed in other institutions but which have no equivalent in the University System shall be left to the faculty of the unit concerned (Revised UP Code: Art 361, p.92).

• Application for advanced credit shall be made on the prescribed form to the University Registrar or to the Dean or Director of the college or school which offers the course for which advanced credit is applied.

• The regular period for the holding of these validation tests begins two (2) weeks before the first day of registration of each semester and shall end one (1) week after the last day of registration. There is no fee for validation tests during this period. A validation test may be held outside of this period with the consent of the Department or Division Chair and approval of the Dean or Director and upon payment of a fee of PhP20 per subject (Revised UP Code: Art. 362 p.92 as amended at 861st BOR Meeting: 29 May 1975; and 966th BOR Meeting: 29 March 1984).

• Advanced standing may also be granted by the University Registrar to students graduated from an institution recognized by the University Council for subjects listed in the course or courses duly recognized. Advanced credit for work constituting only part of courses recognized by the Council shall be awarded by departments or divisions concerned in accordance with the above provision on application for advanced credit (Revised UP Code: Art. 363 p. 92)

• The decision to grant advanced credit for subjects which are completed in other institutions, but which have no equivalent in the University, shall rest on the faculty of the unit concerned (Revised UP Code: Art. 363 p. 92).

• Each college or school may promulgate rules for the admission of transfer students and the granting of advanced credit provided they are not inconsistent with the general rules set by the University Council (Revised UP Code: Art. 366 p. 93).

Application for Substitution of Courses Form

Attachments:

• Outlines of the courses taken and substitute courses

• Evaluation of the faculty-in-charge of the substitute course

Application for Waiver of Prerequisite Form

Dropping of Subject Form

• Article 350. A student may, with the consent of his instructor and the Dean,  drop a subject by filling out the prescribed UP Form 26 before three-fourths of the hours prescribed  for the semester/term has elapsed, and not later.  Any student who drops a course without the approval of the Dean shall have his registration privileges curtailed or entirely withdrawn.  If a subject is dropped after the middle of the term, the faculty  member concerned shall indicate the date and the class standing of the student at the time of the dropping as either “PASSING” or “FAILING” solely for administrative guidance (as amended at the 669th meeting of the University Council Executive Committee on 3 September 1975).

• Article 414. Students who are candidates for graduation with honors must have taken during each semester/term not less than 15 units of credit or normal load prescribed in the curriculum in cases where such normal load is less than 15 units, unless the lighter load was due to justifiable causes such as health reasons, the unavailability of courses needed in the curriculum to complete the full load, or the fact that the candidate is a working student (as amended at the 884th BOR meeting, 31 March 1977).

Application for Leave of Absence Form 

Note to the Student:

1. Accomplish college clearance and secure certification from the Director of Student Affairs that you have no pending case. If the leave of absence is due to sickness, please attach MEDICAL CLEARANCE from the UP Health Service.

2. If withdrawal is after 3⁄4 of the semester/term, your instructor may give you a grade of “5” if your class standing up to the time of withdrawal is failing.

3. NO leave of absence is permitted within two weeks from the last day of classes.

Note: LOA should not exceed one year but may be renewed for at most another year. When not taken in two (2) successive years, the aggregate LOA should not exceed two (2) years.

IMPORTANT NOTE for Undergraduate Students: 

Officially enrolled students who intend to file for LOA on the same term enrolled and wish to avoid any deduction from the eligible remaining semesters for the Free Higher Education (FHE) subsidy must finalize the application of LOA a week before the CHED Billing Report submission deadline. This deadline is different from the deadline for the filing of LOA as set in the Academic Calendar. It is, therefore, essential, to check the deadline for such purpose to be set by the Office of the University Registrar (OUR). Failure to have the LOA approved on or before the deadline will mean one semester deducted from the remaining eligible semesters for FHE subsidy as the enrollment on record will have been included in the CHED Billing Report.

1. Student submits Return from LOA form to the College requesting to return from LOA.

2. College approves and informs OUR that the student is returning from LOA.

3. OUR reflects active status in SAIS.

Permit to Complete INC or Remove 4.0 Form

Reminders:

1. The student must accomplish and submit the permit form to the instructor-in-charge during the term that the student intends to complete INC or remove the grade of 4.0.

2. No examination will be given without a duly approved permit. If the examination is given beyond the date indicated in the permit form, it will be invalidated. 

3. The student should pay for the completion/removal fee only if the completion/removal is outside of the regular period.

4. Attach the approved permit to the UP Form 13C (Report of Grade for Completion or Removal)

Form 13 C. Report of Grade for Completion or Removal Form

NOTE: Only the faculty member can submit the final completion or removal grade to the Office of the College Secretary.

Form 13-D Report of Change of Grade Form

Application for Graduation Form

Request to Change/Correct Information Form