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Undergraduate Level

A. Registration

All students seeking admission from AUP may secure the application form online, or from the Registrar’s Office and submit the necessary entrance credentials to the said office.All freshmen as well as transfer students must take the entrance test administered by the Guidance Office.Students are officially registered upon receipt of the registration card stamped by the Registrar’s Office and the Accounting Office. No student is allowed to attend class unless he is officially enrolled.

B. Late Registration

A student who fails to register during the stipulated time must have permission from the Registrar’s Office to register. A late registration fee will be charged. No student will be permitted to register after the date published in the Academic Calendar as the “last day to enter any class” unless it is approved by each subject teacher and endorsed by the respective department chair to the College Dean, Registrar and Vice President for Academics. However, if the arrangement is not possible, especially in the case of a foreign student, then he is advised to undergo a cultural orientation provided by the History department.

C. Change of Program

Change of program may be made with the consent of the instructor concerned, the DSF, the department chair, the college dean, the registrar, and the VPA. Any change of program carries a certain fee except when the class is dissolved or when there was a mistake done in the encoding. A change of program becomes effective on the date the voucher, signed by all persons concerned, is received by the Registrar’s Office and is encoded in the AUP Online Information System (AOLIS). The student is provided a reprint of his registration sheet as soon as the change is encoded in the AOLIS.

D. Academic Advisers

A student will have an academic adviser who will chart/monitor his program until he is ready for graduation.The chairperson of the department is the official academic adviser. A student will also have a second adviser if he is doing a double major or minor.One of the functions of the academic adviser is to review the student’s academic program every semester for the period he is expected to be in AUP.At the beginning of each semester, the student must see his adviser to verify the courses he has to enroll from his checklist and advise him accordingly.

E. Curriculum Checklist

A curriculum checklist is simply a list of all the courses that a student must take to graduate. It is given to a student on the day of his first registration in AUP.The courses are listed under specific semesters (first and second) and students are advised to take them sequentially as they appear in the approved curriculum, unless advised otherwise by their academic advisers.

F. Period of Probation

The first semester of the student’s attendance at the university is his period of probation. During this time, he must demonstrate scholastic ability, an aptitude for the program of study, high moral ideals, and the willingness to cooperate with every detail of the university program.

F.1. Scholastic Standing, Probation, Suspension and Dismissal

Every student is expected to maintain a satisfactory record while attending the Adventist University of the Philippines.

For students taking a four-year course, an over-all grade point average (GPA) of at least 2.25 is considered a minimum standing. Students who perform below this level will be placed on scholastic probation and must submit a notarized waiver signed by the parent/guardian, and the college Dean during the pre-registration. This means that during the semester they are placed on probation, they should make special efforts to raise their grades above the minimum level. Students who are on scholastic probation for two consecutive semesters will have their cases taken to the College Council for review and may be asked to shift to another course upon consultation with the Guidance Director. Students who do not meet the required GPA will be denied admission to the university.

For a student taking a two-year technical education course, the minimum over-all GPA is 2.0. If he fails to come up with the required GPA for one semester he will be placed on academic probation. Failure to reach the required GPA for two consecutive semesters, after all efforts have been exerted to help him raise his grades, will disqualify him to continue with his program of study at the university.

G. Academic Grievance

Any student desirous of expressing concern regarding instructional matters such as perceived unfair grading, cheating, or general misunderstanding, should confer with his instructor, department chair, or the college dean before the matter is taken to the VP for Academics. Any complaint brought to the VP for Academics must be made in writing with the approval of the department chair and the college dean.

H. Student’s Governing Curriculum

A student will normally graduate either under the curriculum in force when he first entered the University or the subsequent curriculum, if the student chooses it. A student must meet all the requirements in the curriculum in force or the subsequent curriculum he chooses.

H.1.  Bulletin Regulations and Announced Changes

The stipulations in the bulletin should not be considered as a final contract between the student and the university. The university reserves the right to make any changes it deems necessary at any time. All such changes adopted or made by the university administration, and then communicated to the university community, have the same force as the regulations published in the university bulletin.

I. Student Load Policy

The number of units, which a student is allowed to carry, should be based on his GPA, his workload (for working students) and financial arrangements with the DSF. The following scale provides for the allowable load based on the student’s GPA from the previous semester including forum, work education, and other requirements.

           GPA                                  Load Allowance (semester)             Load Allowance (summer)

3.75 and above                                 30 (maximum)                                             10
3.50 – 3.74                                       28 – 29                                                        9
3.25 – 3.49                                       26 – 27                                                        8
3.00 – 3.24                                       24 – 25                                                        7
2.75 – 2.99                                       22 – 23                                                        6
2.50 – 2.74                                       20 – 21                                                        5
2.25 – 2.49                                       18 – 19                                                        4
2.00 – 2.24                                       17 and below                                                3

J. Grading System

The final grades for each term are recorded on the student’s permanent record in the Registrar’s Office and in the AUP Online System (AOLIS). Students of the University with active account in the AOLIS can view their grades in the website (http://www.aup.edu.ph).

Midterm grades are made available to the students by their respective department. The final grades are sent to parents, guardians, or sponsors by the Registrar’s office via mail courier.

The equivalent grade percentage and points are as follows:

Numerical Grade

Letter Grade

Percentage Equivalence

Point Equivalence per unit

1.00

A

98-100

4.00

1.25

A-

95-97

3.75

1.50

B+

92-94

3.50

1.75

B

89-91

3.25

2.00

B-

86-88

3.00

2.25

C+

83-85

2.75

2.50

C

80-82

2.50

2.75

C-

77-79

2.25

3.00

D

75-76

2.00

5.00

F

74 and below

0.00

The Forum, Student Convocation, and Work-Ed grades are:

Excellent                                         Satisfactory

Very Satisfactory                              Poor

Other symbols and meanings that may appear in the grade sheet (transcript) or in the AOLIS are:

INC – Incomplete

NC – No Credit

Dropped

Exempted

Final grades are permanent and could only be changed through an approved “Request for Change of Grade.” (AUP-VPA-19)

Further, the following labels are AOLIS generated, temporary and not recorded in the transcript of record:

  1. Enroll – the default label for the currently enrolled courses and replaced at the end of the term.
  2. Deleted/Dissolved – courses in the roster of AOLIS that were removed.
  3. Recheck – a system security check for erroneous encoding. The RO will re-encode the correct final grade based on the grade sheet submitted on file.

J.1.  Components for Grading

The components for grading will include only the following:

Exams                         Projects

Assignments                Class Participation

Quizzes                       Research

The weight requirement for grading is determined by the department or college.

J.2. Provision For Incomplete Grades (INC)

  1. An INC (Incomplete) is a temporary grade given at the discretion of the teacher to students who failed to complete the requirements for the course:
    1. failure to take examinations;
    2. failure to submit class requirements; and
    3. poor performance due to illness, emergencies and other unforeseeable circumstances but not because of :
      1. negligence;
      2. late work; or
      3. low performance.
  2. Grade Sheets with INC grades submitted by the teachers must include an attached “Incomplete Grade Sheet Form” (AUP-VPA-10) that contains the current grade of the student, which becomes his final grade after the probation for the completion of an INC grade expires.
  3. Students with INC grades will not be allowed to process enrolment on the following school term, unlessthe“Completion of Grade Contract” (AUP-VPA-23) is duly signed by both the teacher and the student and approved by the College Dean and VPA. Upon completion, the college Secretary will encode the grade with the Director of Records and Admission (DRA).
  4. As a temporary grade, an INC must be completed within two regular semesters only; otherwise, after one month, the College Secretary, under the supervision of the DRA,will encode the final grade based on the submitted Incomplete Grade Sheet Form (AUP-VPA-10).
  5. Students who receive INCs and did not enroll on the year when the INC grade probation expires, and failed to file a “Completion of Grade Contract” (AUP-VPA-23)will also receive the final grade based on the students’ actual performance as computed or determined by the teacher in the submitted Incomplete Grade Sheet Form (AUP-VPA-10).
  6. Students enrolled in Thesis Writing, Feasibility Study,  OJT, Internship, Practicum, Community Project and Dissertation Writing, but did not complete the requirements within the prescribed period, will also receive INC grades and therefore must file a “Completion of Grade Contract” (AUP-VPA-23).
  7. Students who filed a Completion of Grade Contract  (AUP-VPA-23) and successfully fulfilled the requirements of the course will have a final grade based on the recent computed grade.  The teacher submits the completed “Completion of Grade Contract (AUP-VPA-23) to the College Dean for encoding by the College Secretary at the Registrar’s Office under the supervision of the DRA .
  8. INC grade will have no bearing on the student’s GPA.

J.3. The No Credit (NC) Grade

The No Credit or NC grade is given to a student, in lieu of a final letter grade whose “Petition for an NC Grade” (AUP-VPA-24) was approved for the reason that he failed:

  1. to take the examinations;
  2. to submit class requirements due to illness or any reasonable circumstances;
  3. to perform well due to illness, emergencies and other unexpected circumstances but not because of :
    1. negligence;
    2. late work; or,
    3. low performance

and to do self-assessment that he may not be able to comply with the requirements to pass the course.  This petition must be filed two weeks before the final examination. The course petitioned for NC must be re-enrolled by the student.

NC is not included in the computation of the GPA but will disqualify the student from the honor roll.

J.4. Grades for Student Convocation

Attendance in student convocations is a part of the academic program of the university. Convocations are provided for the spiritual, academic and social benefits of the school family.

All students are to be given grade in student convocations every semester based on the guidelines set by the Academic Council. These grades are to be reflected in the student’s transcript of records and are to be considered in the awarding of honors.

J.5.  Criteria in Grading Major’s Forum

The grade in Majors’ Forum is based on the student’s attendance using the following scheme:

Grade                                                Actual Number of Attendance Present         

Excellent                                                        4

Very Satisfactory                                             3

Satisfactory                                                    2

Poor                                                               1

*Students running for honors should have at least a grade of satisfactory.

J.6. Release of Grades

The final grades of the students will be encoded. Scholastic reports or grade slips are issued by the Registrar and recorded for permanent reference every semester. Teachers are to encode their grades with the AOLIS five days after the final examination.

J.7. Change of Grades

Requests for the change of grades should be turned in not later than 30 days after the deadline of submission of grades. If the grades have been sent to the Commission on Higher Education (CHED), the change of grades will only be possible upon submission of a notarized affidavit showing that the teacher made an error in the computation.

  1. The student should submit a written request for a change of the grade specifying the reasons for such request.
  2. The teacher should submit to his department chair a written explanation why the student’s grade is to be changed or not, along with the student’s request.
  3. The request will then be presented to the department chair and the college dean; then on to the VP Academics for final approval.
  4. All errands and expenses will be shouldered by the teacher who made the mistake in computing the grades.

K. Retention Policy

The university practices open admission and selective retention.  Below is the university’s retention requirement:

GPA

Overall GPA                                       2.25

GPA for Major subjects                       2.75 (No grade lower than C+)

    * For the two-year technical courses, the retention requirement is as follows:

Overall GPA                                       2.00

          GPA for Major Subjects                      2.25 (No grade lower than C-)

L. Attendance Policy

The basis for attendance policy is that no student can absent himself from a large number of classes without losing significantly from the learning opportunity available to him.

The rules on class absences are as follows:

1.      As per Manual of Regulations for Private Schools, “a student who incurs absences more than 20% of the prescribed number of class or laboratory periods shall be given a failing grade.”

2.      For a term covering 18 weeks of classes, the computation is as follows:

a.       Lecture classes

Frequency of Meetings Per week            Allowed Maximum Absences

1                                                             4

2                                                             7

3                                                             11

b.      Laboratory classes                                            4

3.      Three (3) instances of being tardy, at least 15 minutes after the class has started, are counted as one absence.

4.      Classes missed due to late registration are included in the total number of excused and unexcused absences for the semester.

L.1.  Reporting of Students’ Absences

The teacher reports a student who incurred 3 consecutive absences in a month to the Vice President for Student Services. This office will relay the information to the following: a) Home/Village Dean, b) Guidance Office for counseling, c) College Dean who will inform the Department Chair and d) the parents.

L.2.  Policies on Students’ Absences Due to Official Functions

A student is allowed up to four (4) absences (within the 20% allowed as stipulated in the bulletin) in one semester when attending approved official functions

Such student should be given make-up quizzes/tests missed without being charged of the make-up examination fee. Any fee incurred for clinical duty make-ups will be shouldered by the student or the inviting organization.

A student’s request for absences should be made through proper channels (from the teacher to the department head, to the dean, to the VP for Academics and to the ADCOM).

L.3.  Policies on Students’ Absences Due to Trips

A student is allowed to be absent for a maximum of three regular school days for international trips and two regular school days for local trips in a semester (within the 20% allowed absences as stipulated in the Bulletin).

The student is required to submit a written/signed parent’s consent for make-up classes or quizzes. The policy on special exam will be applied. Any fee incurred for clinical duty make-ups will be shouldered by the student.

Requests for absences should be made through proper channels (from the teacher, to the department head, to the dean, to the VP for Academics, to the ADCOM).

M. Dropping of Subjects

1.   The deadline for dropping of subjects is one month before the final examination.

2.   A student who drops any subject after the registration period is required to present a letter of consent from his parents or guardian.

3.   Subjects dropped one month after classes have started will be reflected in the student’s transcript of records.

 

N. Provision For “NO PERMIT, NO EXAM”

N.1. Teachers must allow students to take major examinations provided they present financial permits or financial arrangement permits duly issued by the Office of the Director for Student Finance. Teachers are not authorized to make financial arrangement with students.

The final grades of students with outstanding balance, however, remain INC until their financial obligations are settled. (The provisions for INC grade will apply).

N.2.  Special Quiz/Exam

If the student missed the quiz/exam and the reason is excused, the special quiz/exam will be free of charge but the student will be charged for the materials.  If the reason is unexcused, the student will be charged P150/quiz and P300/exam.  All payments will be made to the University Cashier’s Office.

N.3.  Special Moving Exam

A student who missed a moving exam may request for a special moving exam*.  Special moving exams will be given to students after paying the appropriate fee, the amount** and the schedule of which to be determined by the department concerned.  The payment must be made at the University Cashier’s Office and a photocopy of the official receipt must be given to the instructor before taking the examination

*The student has to request for the special moving exam and not pay right away.

**The amount is to be identified in the specific course syllabus.

N.4.  Remedial Exam

Remedial exam/s may be given to underperforming students, free of charge (except in special cases), after the final exam. Remedial exam/s must not be the same with the special exam and must be announced to all students in the specific class.

O. Administering Advance and Late Examinations

The chair must send memos of request to his respective teachers for advanced and late exams two weeks before they are administered.

Teachers should inform their department chairs at least two weeks before the exam schedule that they would be unable to administer the examination on the scheduled date. In cases of emergency, it is the responsibility of the department chair to assign the teacher who will administer the examination as scheduled.

A copy of the teacher’s information that he is unable to administer the test as scheduled should be submitted to the Dean and the VP for Academics. Duplicates of these written requests should be kept in the department’s file for future reference.

A letter of warning from the department should be given to teachers who consistently do not follow exam schedules for at least three consecutive times. The Dean and the VP for Academics should be furnished a copy each of the letter.

P. Special Class

1. The student to be approved for special class should:

a. Be in the senior year or graduating;
b. Have special need and such need is approved by the department head.

2. The special class must have 2-5 students only. The teacher meets them regularly on an agreed schedule.

3. Those enrolled in this class pay to the cashier the regular tuition fee and an amount of P5,000 (for every 3-unit course), which they share among themselves. The second fee goes to the teacher and the department on a sharing basis of 80% and 20%, respectively.

4. The course is among the offered ones but has to be dissolved due to lack of students.

NOTE:

  • There must be control on the number of students that a teacher will handle.
  • Payment for teachers should be credited to their account.
  • The department chair arranges with the Vice President for Academics the student’s request for      independent/tutorial or special class.
  • The student should secure the form from the office of the College Deans.

Q. Independent Study

  1. The student to be approved for independent study should meet all of the following:
  • Have an over-all GPA of 2.5 or 3.00 for the last two semesters.
  • Be in the senior year or is graduating.
  • Have special needs such as those having practicum, feasibility studies or other school-related activities which would make it impossible for him to attend classes regularly. This should be studied carefully and approved by the department head.
  • The course for the independent study is not among the offered ones unless it is in conflict with letter c.
  1. A maximum of six (6) units only is allowed for independent study
  2. The qualified applicant should pay to the cashier the amount three times the regular tuition fee of the subject and an amount of P5,000. The second fee goes to the teacher and the department on a sharing basis of 80% and 20%, respectively.
  3. The teacher involved should prepare the outline of activities, the academic requirements, and the schedule of consultations.
  4. The department chair (recommends) endorses to the VP for Academics the student who needs independent study.

R. Tutorial Study

  1. The student to be approved for tutorial study should:
  • be in the senior year or is graduating;
  • have special needs as approved by the department head.
  1. The tutorial study is granted to one student only but he has to meet regularly with his teacher on an agreed schedule.
  2. The qualified applicant should pay to the cashier an amount equivalent to two times the tuition fee for the subject and P5,000.  The second fee goes to the teacher and the department on a sharing basis of 80% and 20%, respectively.
  3. The student is enrolled in a class that is dissolved.

S. Student Leave of Absence Policy

All students who plan to stop schooling for at least one semester up to three (3) years is required to apply for a leave of absence through a letter noted by the department chair and the dean. This letter of application is submitted to the Vice President for Academics endorsed by the respective department head and the dean for approval. The approved period of leave of absence will be considered part of the final year of residence for graduating students.  Students who applied for leave of absence will:

  • continue the student’s curriculum
  • apply for re-admission, just like the returning students

T. Policy on Transfer of Credits

For local students:  The university may accept transfer of credits from all general courses provided the course description and grades are consistent with the policy requirements of the university.  Transfer of credits for major subjects will be decided by the department chair, dean and Vice President for Academics.

For foreign students:  The University may accept transfer of credits of up to 42 units only. The same policies for local students applies to them (foreign students).

U. Work Education Requirement

  1. All curricula must include Work Education requirement for two semesters.
  2. Passing grades in Work Education is a requirement for graduation.
  3. For students with honors, a Satisfactory grade is required.

V. Cross Enrollment Policy

  1. A student is allowed to cross-enroll when:
  • intending to spend the school term in his home province or region;
  • the desired subjects are not offered during the term the student is requesting for it;
  • the subjects are offered but the schedules are in conflict with the student’s classes.
  1. A letter of request for the student’s cross-enrollment must be submitted by the parent or guardian.
  2. Subjects to be taken are from recognized and accredited HEI’s only.
  3. Only minor subjects can be taken for cross-enrollment.

W. Guidelines on Field Trips

  1. Field trips are allowed in major subjects only.
  2. Field trip requirements should be reflected on the teacher’s syllabus during the semester.
  3. Deadline of applications for field trips should be submitted on or before the end of the first month of the semester to avoid crowding and conflict of schedules.  Copies of the places to be visited should accompany the applications.
  4. Students should evaluate their field trips and submit the financial reports to their respective college deans.
  5. The student joining the field trip should submit the parent/guardian consent to the teacher concerned.
  6. Fieldtrips should not be on a Wednesday, Friday, or two weeks before the final examinations, if possible.
  7. The field trip request form is available at the VPA’s office.

X. Requirements for Graduation

The following are requirements for graduation:

  1. Completion of the curriculum specified by the department concerned. (Any variation from the specified curriculum is subject to the approval of the Academic Council.)
  2. Attainment of a specified grade point average (GPA) for four-year courses. An overall GPA of 2.25 or above for non-major subjects and a GPA of 2.75 or above for major subjects but no grade lower than C+. For two-year technical education courses: An overall GPA of 2.0 or above for non-major subjects and a GPA of 2.25 or above for major subjects but no grade lower than C-.
  3. The final year in residence. (Transfer students must take at least 36 units or spend one full school year residency, taking 50% of the subjects in the major field.)
  4. Completion of required religion courses.
  5. Completion of required vocational education as specified in the curriculum.
  6. Completion of required work education subjects equivalent to 2 units for two semesters.
  7. Filing of application for graduation at the beginning of the senior year before the close of the first eight (8) weeks.
  8. Graduation application must be approved by the Academic Council.
  9. Membership in the Graduating Class Organization unless exempted by the Academic Council for valid reasons.

All students graduating from AUP are expected to attend the graduation ceremony unless granted specific permission to be graduated in absentia by the respective College Dean.  Graduation fee will be charged to the student graduating in absentia.

Students’ degree certificates/diplomas will be released after attending the graduation ceremonies only unless there was a request for graduation in absentia.

10.  Settlement of Accounts.

Specifically, the following are the graduation requirements for December, May and Intersemester Graduates:

December and May Graduates – Completed all requirements

– GPA should be at least 2.25

– Settlement of Account

– Deadline: Friday before Graduation Weekend, 12 noon

Intersemester Graduates – To enroll a maximum of 9-unit coursework

– Must have defended Thesis or FS

– Must have completed at least 75% of OJT/Practicum hours

and enrolled in Residency

X.1. Procedures in Approving Candidates for Graduation

Listed below are the procedures involved in approving candidates for graduation:

PROCESS IN-CHARGE SCHEDULE
  1. Updating of checklists
Department Chair Every semester
  1. Application for graduation
Department Chair Upon enrolment
  1. Approval of application for graduation
College Dean On or before the last Friday of September (for December and May Candidates)
  1. Confirmation of application
Registrar On or before 2nd Friday of October
  1. Final approval of candidates for graduation and honors
Academic Council and confirmed by the Registrar – December Graduates: 3rd Tuesday of December

– May & Intersemester Graduates: 3rd Tuesday of May

  1. Final list of graduates and Honors

To include:

  • Name of the student
  • Course/college
  • Honor
  • Nationality
  • Office, if any
VP Academics Office Friday before Graduation: 12 noon

Y. Academic Recognition

The thrust of Christian education is academic and spiritual excellence.  The objectives are:

  1. To provide special recognition to students of outstanding achievement and scholarly ability to engage in independent study or research.
  2. To encourage students to develop their talents.
  3. To provide students opportunities for enrichment and acceleration in their educational experiences and for intellectual stimulation through interaction among themselves and with their teachers.
  4. To encourage students to consider the moral implications of their intellectual endowments and opportunities in relation to their services to God and mankind.

The criteria for giving honors are:

a. Academic Performance

    a.1. Grades and GPA

Academic Honors                   Lowest Grade            Weighted GPA

Summa Cum Laude                           B+                         3.80-4.00

Magna Cum Laude                            B                           3.60-3.79

Cum Laude                                        B-                          3.40-3.59

Dean’s Award                           not required                   3.4 and above

a.2.  Grades in Work Education, Majors’ Forum, and Convocations must at least be satisfactory.

a.3.  No dropped subject and no grades recorded as NC.

b.  For transferees, they must have taken eighty percent (80%) of their credits (equivalent to seven semesters) at AUP.

c. Has commendable citizenship record from the Student Services Office (SSO).

Z. Transcript of Records

The Registrar’s Office issues the student’s Transcript of Records upon his request. However, no transcript of record will be issued until all financial obligations to the university are met by the student.

Students’ degree certificates/diplomas/TOR will be released only after attending the graduation ceremonies unless there was a request for graduation in absentia.

The transcript of Record/Diploma will be released within ten (10) working days after the date of filing.