CROSS REGISTRATION

Within the University System. No student shall be registered in any other college of the University System without the permission of the dean of the college in which he is primary enrolled. A UPLB Form is accomplished for cross-registration purposes. A student who requests permission to cross-register for courses in another college should first complete his registration (including payment of fees) in the college where he is primary enrolled. The total number of units of credit for which a student may register in two or more colleges in this University should not exceed the maximum number allowed in the rules on academic load. [Art. 339, UP Code]

To Another Institution. The University of the Philippines System gives no credit for any course taken by any of its students in any other institution unless taking such course was duly authorized by the Chancellor upon recommendation of the Dean concerned. The written authorization is to be recorded by the University Registrar and should specify the subjects authorized. [Art. 340, UP Code]

ACADEMIC LOAD

For undergraduate students, the academic load is a maximum of 18 non-laboratory units or 21 units including laboratory except in programs where the normal semestral load is more than 18 units. However, a graduating student with very good academic record may be permitted to carry heavier load in his last year.

During the summer session, the normal load is 6 units, but in justifiable cases, the Dean may allow up to 9 units. Application forms for overload are available at the Office of the College Secretary.

CHANGE OF MATRICULATION

A student may add or cancel a course or transfer to another section on or before the last day of late registration. All transfers to other classes shall be made only for valid reasons. Changes in matriculation shall be effected through the prescribed form (UP Form 26) and must be approved by the Dean and submitted to the Registrar. A fee shall be charged for each change of matriculation; except in cases when a class is dissolved or when a change in class schedule is duly authorized by the Registrar. Failure to submit the approved application form to the Registrar or College Secretary within one week after the last day of registration shall be a basis for invalidation the application for change of matriculation.

During each semester/summer, the college secretary is required to cancel all registered courses whose prerequisite(s) have not been passed or without previously approved waiver of prerequisite(s). 

WAIVER OF PREREQUISITES

University Rules
Courses approved by the University Council as prerequisites to other courses shall not be waived except in highly meritorious cases:

 1. To a student who has previously enrolled and fully attended a course/courses that is/are a prerequisite/s to another. The student who is granted permission under these rules is required to enroll in the prerequisite course(s) simultaneously with the course to which the former is a prerequisite (if both courses are offered in the same semester and not in conflict), or immediately in the next semester.

 2. To a student who is graduating within one year from the time of application, and when it is most likely that the student will pass the higher course based on his academic record.

College Rules [approved by the CEAT Faculty in its meeting on April 8, 2010]
It is the College policy to disapprove the application of waiver of prerequisite(s) under the following conditions:

1. For any course in which a student failed the prerequisite where a waiver was previously granted and the prerequisite has not yet been passed (Waiver on a waiver is not allowed)

 2. For courses with two or more prerequisites,

2.1 if a student failed in at least two prerequisites;
2.2 if a student failed in prerequisite A and passed prerequisite B in which a waiver was previously granted and the prerequisite D to this course (B) has not yet passed.

A. Institute of Agricultural Engineering
[approved by the CEAT Faculty in its meeting on 06 June 2019]

Rules on Waiver of Prerequisites for the Old Curriculum

It is the Institute’s policy not to allow the waiver of prerequisite(s) for the following courses:

ABE 47 / AENG 70 – Farm Electrification Design
ABE 50 / AENG 30 – Refrigeration and Cold Storage
ABE 51 / AENG 31 – Crop Processing I
ABE 73 / AENG 42 – Soil and Water Conservation Engineering
ABE 40 / AENG 60 – Machine Design for Bio-production Systems I
ABE 42 / AENG 62 – Machinery for Bio-production Systems

Note: The prerequisite(s) of the above courses may be waived provided that the student is graduating within one year from the time of application and that they had previously attended the prerequisite course(s).

Rules on Waiver of Prerequisites for the New Curriculum

It is the Institute’s policy not to allow the waiver of prerequisite(s) for the following courses:

ABE 53 / ABE 40 – Machine Design for Bio-production Systems I
ABE 74 / ABE 42 – Bioproduction Systems, Machinery Management, and Technopreneurship
ABE 83 / ABE 47 – Electrical System Design for Agricultural and Biosystems Structures

Note: The prerequisite(s) of the above courses may be waived provided that the student is graduating within one year from the time of application and that he/she had previously enrolled and fully attended the prerequisite course(s).

ABE 66 – Agricultural Processing I
ABE 80 – Computer-aided Solutions in ABE

Note: The prerequisite of the above courses may be waived provided that the student is graduating within one year from the time of application and that they had previously enrolled and fully attended the prerequisite course.

ABE 65 – Quantitative Approaches in Agricultural and Biosystems Engineering

Note: The prerequisite of the above courses may be waived provided that the Student has junior standing at the time of application and that they had previously enrolled and fully attended the prerequisite course. 

B. Department of Chemical Engineering 

Courses approved by the University Council as prerequisites to other courses shall not be waived except in highly meritorious cases:

1. To a student who has previously enrolled and fully attended a course/courses that is/are a prerequisite/s to another. The student who is granted permission under these rules is required to enroll in the prerequisite course(s) simultaneously with the course to which the former is a prerequisite (if both courses are offered in the same semester and not in conflict), or immediately in the next semester.

2. To a student who is graduating within one year from the time of application, and when it is most likely that the student will pass the higher course based on his academic record.

C. Department of Civil Engineering
[approved by the CEAT Faculty in its meeting on 20 August 2018, with revisions approved by the CEAT Faculty in its meeting on 06 June 2019] :

1. For CE 132 (Structural Engineering II) and CE 133 (Structural Engineering III), whose prerequisite is CE 131 (Structural Engineering I):

Prerequisites to the above courses can be waived provided that the students did not fail the prerequisite course due to excessive absences and passed at least 1/3 of the exams.

2. For CE 136 (Pre-stressed Concrete), CE 137 (Structural Dynamics on Earthquake Engineering), and CE 171 (Foundations Engineering).

The above courses can be waived by graduating students provided that the student satisfies all of the conditions stated below:

i. has presented a certificate of graduating standing for the semester for which the course to be waived is taken

ii. had previously enrolled and fully attended the prerequisite course.

CE 136 must be concurrently taken with its prerequisite CE 134 (Structural Engineering IV).

CE 137 must be concurrently taken with its prerequisite ENSC 21 (Mathematical Methods in Engineering) and must have passed CE 132 (Structural Engineering II).

CE 171 must be concurrently taken with its prerequisite CE 134 (Structural Engineering IV), must have passed ABE 180 (Soil Engineering).

D. Department of Electrical Engineering
[approved by the CEAT Faculty in its meeting on 21 January 2019]

Rules on Waiver of Prerequisites for the Old Curriculum

All prerequisite courses shall not be waived except for the prerequisites of:

EE 1 (prereq: Math 27/37 and Phys 13/72)
EE 158 (prereq: EE 151)
EE 126 (prereq: EE 120)
EE 159 (prereq: EE 158)
EE 180 (prereq: EE 158)
EE 181 (prereq: EE 130, EE 126)

provided that the student is graduating within one year from the time of application. The student who is granted permission is required to enroll in the prerequisite course simultaneously. For EE 1, EE 158, and EE 126, the student must have previously enrolled and fully attended the prerequisite courses.

Rules on Waiver of Prerequisites for the New Curriculum

All prerequisite courses shall not be waived except for the following:

The prerequisite course of EE 1 (prereq: Math 27) may be waived provided that the student is graduating within one year from the time of application and that the student had previously enrolled and fully attended the prerequisite course. 

A prerequisite course of EE 80 (prereq: EE 60), EE 81 (prereq: EE 62), EE 85 (prereq: EE 51, EE 70), EE 86 (prereq: EE 60, EE 75), and EE 91 (prereq: EE 61, EE 79) may be waived provided that the student is graduating within one year from the time of application, had previously enrolled and fully attended the prerequisite course being waived with at least 50% final grade.

The student who is granted permission under these rules is required to enroll in the prerequisite course simultaneously with the course to which the former is a prerequisite, except for EE 79 (seasonal, 2nd semester offering only) which can be enrolled immediately in the following semester (immediately preceding semester is 1st semester). 

E. Department of Industrial Engineering
[approved by the CEAT Faculty in its meeting on 21 January 2019]

Old Curriculum (BSIE 2014 and older): All IE courses may be waived except for IE 132 and IE 142.
New Curriculum (BS IE 2018): All IE courses may be waived, except for IE 132, IE 142, and IE 165.

Addendum on highly meritorious cases that may be waived:
1. To a student who has previously enrolled and fully attended a course/courses

i. “Or immediately in the next semester” will not apply since the critical path will still be adversely affected, and waiver on a waiver is not allowed since it will still NOT permit the student to graduate on time. The waived subject and the prerequisite have to be simultaneously taken; AND

ii. Only students who have GOOD or WARNING status on his/her previous semester (not including Midyear Term); AND

iii. The student must show that inability to take the course will adversely affect his/ her plan of coursework and hence, his/her date of graduation.

2. To a student who is graduating within one year

Only students who have a maximum of 42 units left to be taken for two (2) semesters, and a maximum of 3 units for Midyear Term (provided that the course to be taken during Midyear is to be certified by the unit offering the course).

F. Department of Mechanical Engineering

All ME courses may not be waived.

G. Department of Engineering Science
[approved by the CEAT Faculty in its meeting on 21 January 2019]

The prerequisites of the following courses cannot be waived as the courses require a solid understanding of mathematics and physics concepts:

ENSC 10a – Engineering Graphics Laboratory
ENSC 11 – Statics of Rigid Bodies
ENSC 12 – Dynamics of Rigid Bodies
ENSC 13 – Strength of Materials
ENSC 14 – Thermodynamics
ENSC 14a – Engineering Thermodynamics and Heat Transfer
ENSC 21 – Mathematical Methods in Engineering

Any student who, for unavoidable cause, absents himself from class must obtain an excuse slip from the Office of the College Secretary . The approved excuse slip must be presented to the instructor(s) concerned not later than the second class session following the student’s return. In addition, a medical certificate must be secured from the UPLB Health Service in case the absence is due to illness. Certification of illness by residence heads, roommates, dorm owners, etc. are inadmissible because they are not doctors.

Illnesses attended elsewhere causing absences from classes shall be reported to the UPLB Health Service within three days after the absences have been incurred. Medical Certificate for the above illnesses as well as for other illnesses of which the Health Service has no records are issued only after satisfactory evidences have been presented to the Health Service.

Excuses are for time missed only. All work covered by the class during the absence shall be made up to the satisfaction of the instructor within a reasonable time from the date of absence.

Time lost by late enrollment shall be considered as time lost by absence.

EXCESSIVE ABSENCES

When the number of hours lost by absence of a student reaches 20 percent of the hours of the scheduled work in one subject, he shall be dropped from the subject. However, a faculty member may prescribe a longer attendance requirement to meet special needs. The table below gives the number of absences allowed before the 20% absence rule applies:   

NOTE: For combined lecture and laboratory, the number of absences allowed before the 20% absence rule should be determined for each course.

If the majority of the absences are excused, the student shall not be given a grade of ‘5’ upon being dropped. But if the majority of the absences are not excused, he shall be given a grade of ‘5’ upon being dropped.

A student who decides not to register in a subsequent semester must apply for a leave of absence (LOA) beforehand. A student who withdraws during the semester must also apply for LOA. A student who withdraws from the college without formal leave of absence (AWOL) shall have his registration privileges curtailed or entirely withdrawn.

A leave of absence should be requested in a written petition to the Dean through the College Secretary. The petition should state the reason for which the leave is desired and should specify the period of the leave. The leave should not exceed one year but may be renewed for at most for another year. When not taken in two (2) successive years, the aggregate LOA should not exceed two (2) years.

A student who needs to go on leave of absence (LOA) beyond the allowable period of two years should be advised to apply for an honorable dismissal without prejudice to readmission.

The College, through the Dean or his duly authorized representative, shall inform the University Registrar and the parents/guardian of every student granted the leave of absence about such leave, indicating the reasons for the same and the amount of money refunded to the student.

For leave of absence availed of during the second half of the semester, the faculty members concerned shall be required to indicate the class standing of the student (passing or failing) at the time of the application for the leave. No application for leave of absence shall be approved without indicating the student’s class standing by the instructors concerned. This, however, should not be entered in the Official Report of Grades.

If a student withdraws after 3/4 of the total number of hours prescribed for the course has already elapsed, his instructor may give him a grade of ‘5’ if his class standing up to the time of his withdrawal was below ‘3’.

No leave of absence shall be granted later than two weeks before the last day of classes during the semester. If the inability of the student to continue with his classes is due to illness or similar justifiable causes, his absence during this period shall be considered excused. In such case, the student shall be required to present an excuse slip to the faculty members concerned.

Payment for leave of absence is P 150. A student who goes on leave without filing a leave of absence (AWOL) pays P 225.

A student must finish the requirements of a course of any college within a period of actual residence equivalent to 1 ½ times the normal length prescribed for the course (6 years for Engineering program). Otherwise, he shall not be allowed to register further in that college.

A student may, with the consent of his instructor and the Dean, drop a course by filling out the prescribed UP Form before three-fourths (3/4) of the hours prescribed for the semester term have 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 course 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 dropping as either Passing or Failing solely for administrative guidance. However, whether the student is passing or not, his grade for the course will be indicated as ‘DRP’ unless the 20% absences rule applies to him (see section on Attendance) and the majority of the absences are not excused.

If it is the intention of the student to drop a course, he should accomplish the dropping slip immediately. If the student stops attending the courses without the official dropping of the course, he takes the risk of getting a grade of ‘5’ on the basis of the 20 % absences rule.

Notwithstanding this University rule, the CEAT faculty adopted the general policy of STRICT DROPPING especially if the student is failing in any of the courses he registered due to unexcused absences. The exceptions to this college rule are: (a) serious illness covering a period of more than two weeks as certified by a duly licensed attending physician which must be authenticated by the Director of the UPLB Health Service; (b) parent’s written declaration of their inability to maintain their child’s continuing studies; and (c) any other reason which may be declared highly meritorious by the College Committees on Student Admission and Readmission and on Faculty, Staff and Student Awards.

A student may request to substitute a course in his curriculum for another prescribed course but taken in another unit of the University. Every substitution of subjects must be based on at least one of the following:

1. when a student is pursuing a curriculum that has been superseded by a new one and the substitution tends to bring the old curriculum in line with the new;
2. conflict of hours between two required subjects; or
3. when the required subject is not offered during the semester when the student needs it.

In addition, every petition for substitution must :

1. involve subjects within the same department, if possible; if not, the two subjects concerned must be allied to each other;
2. be between subjects in which the subject substituted carries a number of units equal to or greater than the units of the required subject;
3. be recommended by the adviser and by the heads of the institute/ departments concerned.

All petition for substitution must be submitted to the Office of the Dean concerned before 12 percent of the regular class meetings have been held. Any petition submitted thereafter shall be considered for the following semester.

No substitution shall be allowed for any subject prescribed in the curriculum in which the student has failed or received a grade of ‘5’ or an unremoved grade of ‘4’, except when, in the opinion of the department offering the prescribed subject, or of the faculty in units without any department, the proposed substitute covers substantially the same subject matter as the required subject.

All applications for substitution shall be acted upon by the Dean concerned. In case the action of the Dean is adverse to the recommendation of the adviser and the head of the department concerned, the student may appeal to the Vice Chancellor for Instruction whose decision shall be final.

(OC Memorandum No. 105, Series of 2008, August 26, 2008)

The UPLB University Council approved the following policies on enrollment of thesis/practicum/dissertation:

1. For undergraduate thesis/practicum (course 200/200a) and master’s thesis (course 300), the six (6) units total credit should be broken down for registration each term in equal fractions of 2-2-2 or 3-3. For doctoral dissertation (course 400), the semestral distribution of the 12 units total credit should be 3-3-3-3 and 4-4-4.
2. A grade of “S” or “U” should be given at the end of each term while work is in progress. Upon completion of the work (when the student is ready to submit the required number of copies of the approved manuscript), a numerical grade should be given instead of “S” or “U”.
3. A student who has already registered a total of 6 units for undergraduate thesis/practicum or master’s thesis, or 12 units of doctoral dissertation but still unable to finish the work, should continue registering one (1) unit per term until he/she is able to submit the copies of approved manuscript, but only up to a maximum of 3 terms (2 semesters, 1 summer) for undergraduate thesis/practicum and 6 terms (4 semesters, 2 summers) for graduate thesis/dissertation.

If at the end of this time limit, the student is still unable to submit copies of the approved manuscript, he/she shall be given a grade of “U” and should re-enroll all the 6 or 12 units. The same policies as in the first enrollment will apply in this case. However, a student who is a candidate for graduation during the semester and/or only has thesis/practicum/dissertation to enroll, may be allowed to register the whole six (6) units total credit for 200/200a/300 courses and twelve (12) units total credit for a 400 course. (OC Memorandum No. 124, Series of 2008, October 28, 2008)

There is an existing set of guidelines for CEAT Thesis and Practicum Manual. All students are expected to follow these guidelines in preparation for their manuscript writing.

A division or department chairman, with the approval of the Dean, may authorize any faculty member of his unit to suspend formal classes for a period not exceeding three days before the final examinations to enable students to review. In case of colleges with no divisions or departments, the suspension may be done by any member of the faculty but also subject to the approval of the Dean.

Faculty members who have been authorized to suspend their classes shall keep regular hours for consultation work.

EXAMINATIONS

The maximum period for each final examination shall be four hours. [Art 370, UP Code]. Students are no longer required to present a final examination permit to their instructors [UPLB University Council, May 20 1980].

GRADING SYSTEM

The performance of the students shall be rated at the end of each semester in accordance with the following grading system:

 For courses not requiring numerical grades:

 A grade of ‘4’ means “conditional”. It may be removed only by reexamination taken within the prescribed time of one (1) academic year. If the student passes the reexamination, he shall be given a grade of ‘3’, but if he fails, a ‘5’ shall be given. Only one reexamination is allowed which must be taken within the prescribed time. If a student does not remove the grade of ‘4’ within the prescribed time, the grade of ‘4’ becomes ‘5’.

In this case, he may earn credit for the same course only by repeating and passing it. A grade of ‘4’ given for the first semester work of a two-semester course shall be converted to a grade of ‘3’ if the student passes the second semester part of the same course in the same academic year; if he fails, the grade of ‘4’ which he received for the first semester work shall be converted to a grade of ‘5’. (Please see New Policies on the Grade of ‘4’ in the preceding section).

The grade of INC. is given if a student whose class standing throughout the semester is PASSING but fails to take the final examination or fails to complete other requirements for the course, due to illness or other valid reasons. In case the class standing is not passing and the student fails to take the final examination for any reason, a grade of ‘5‘ is given. Removal of the INC. must be done within the prescribed time by passing an examination or meeting all the requirements for the course, after which, the student shall be given a final grade based on his overall performance.

GRADES

A student who has received a passing grade in a given course is not allowed reexamination for the purpose of improving his grade.

If a student withdraws after three-fourths of the semester has already passed (this coincides with the last day for dropping of courses), the Instructor shall indicate in the grade sheet under Final Grade ‘DRP’ under Remarks ‘LOA’.

However, if a student withdraws after three-fourths of the semester has already elapsed, the instructor may give him a grade of ‘5’ if his class standing up to the time of his withdrawal was below ‘3’. If the instructor does not want to give him a grade of ‘5’, he merely indicates in the grade sheet under Final Grade ‘DRP’ and under Remarks, ‘LOA’. [Art 402].

Examinations for the removal of grades of ‘INC.’ or ‘4’ may be taken without fee: (1) during the regular examination period, if the subject is included in the schedule of examinations, and (2) during the removal examination period, viz., the period covering ten days preceding the registration in each semester during which period provided that the examination is taken at the time that it is scheduled.

Removal examinations may be taken at other times on the recommendation of the Dean and upon payment of a required fee per subject. Students not in residence shall pay the registration fee on top of the examination fee (where required) in order to be entitled to take the removal examination.

A grade of “4” or “INC” may no longer be improved after the end of the third regular removal period immediately following the semester/term in which the grade was incurred.

EXAMPLE:

A grade of ‘4’ received after removing a grade of ‘INC.’, however, must be removed within the remaining portion of the prescribed period for the removal of the original grade of ‘INC.’

REMOVAL OF ‘4’ IN A LANGUAGE SEQUENCE COURSE

A student who obtains a grade of “4” in a basic sequence in languages (English, Filipino, Spanish) may enroll in the next higher course, subject to the following conditions:

1. if he passes the higher course, he automatically removes the “4” in the lower course. His teacher in the lower course submits a removal grade of “3” for him.
2. if he fails in the higher course, he may still remove the “4” in the lower course.
3. if he gets a “4” in the higher course, he should take first a removal examination in that course before taking a removal examination in the lower course. If he fails the removal examination in the higher course, he may take the removal examination in the lower course.

NEW POLICIES ON THE REMOVAL OF GRADE OF ‘4’

The UPLB University Council in its meeting held on June 27, 2000, approved the revision of the computation of the General Weighted Average (GWA) with a grade of ‘4’. This was subsequently approved by the President and presented by Vice-President for Academic Affairs, Ma. Serena I. Diokno to the 178th meeting of the President’s Advisory Council (PAC) held on March 22, 2001. The new guidelines shall take effect in the First Semester 2001-2002. This will apply initially to the new freshmen of SY 2001-2002. The revised guidelines are summarized below:

1.  Remove “4” by passing removal exam or re-enrolment in course within the prescribed re-enrollment period.
2.  Grade of “4” is not included in the GWA computation when it is removed. Only the grade of “3” or “5” is included in the GWA computation.
3. The computation of GWA for “5” from removal exam or automatically incurred one-year period has lapsed, “5” is included in the GWA computation. When course in re-enrolled, new grade is also included.
4. Use actual grade (“3”, “4” until it is removed, or “5”) to compute GWA, counting the subject once. This means that if the student gets a removal grade of “5”, this grade is included in the computation of the GWA; the grade the student gets after re-enrolling the course shall also be included in the computation of the GWA.

College Scholarship. Any undergraduate student who, not being classed as University scholar, obtains at the end of the semester a weighted average of 1.75 or better, is given this honorific scholarship. College Scholars are listed in the Dean’s List of Scholars.

Additional requirements for honorific scholarship. In addition to the general weighted average prescribed, a student must have taken during the previous semester at least 15 units of academic credit or the normal load prescribed ; and must have no grade below 3 in any academic or non-academic subject. [Art. 385,UP Code]

Honorific scholarships last for one semester, renewable for the succeeding semester, if the student meets the prescribed conditions. Honorific scholarships do not entitle the holders to any tuition fee waiver, either partial or full.

The faculty of each college or school shall approve suitable and effective provisions governing undergraduate delinquent students, subject to the following minimum standards:

WARNING

Any student who, at the end of the semester, obtains final grades below 3 in 25 percent to 49 percent of the total number of academic units for which he is registered will receive a warning from the Dean to improve his work.

PROBATION

Any student who, at the end of the semester, obtains final grades below 3 in 50 percent to 75 percent of the total number of academic units in which he has final grades shall be placed on probation for the succeeding semester and his load shall be limited to the extent to be determined by the Dean.

Probation may be removed by passing with grades of 3 or better in more than 50 percent of the units in which he has final grades in the succeeding semester.

DISMISSAL

• Any student who, at the end of the semester, obtains final grades below 3 in more than 75 percent but less than 100 percent of the total number of academic units in which he receives final grades shall be dropped from the rolls of the college. Grades of INC incurred because of failure to complete the course requirement due to illness or similar valid reasons shall not be counted against the student; provided, that the documents establishing veracity of the cause for failure to complete such requirements are submitted to the College Secretary before the start of the regular registration of the following semester excluding summer.
• Any student on probation who again fails in 50 percent or more of the total number of units in which he receives final grades shall be dropped from the rolls of the college, subject to the provisions of the following article.
• Any student dropped from one college shall not ordinarily be admitted to another unit of the University unless, in the opinion of the Dean of Students, his natural aptitude and interest may qualify him in another field of study in which case he may be allowed to enroll in the proper college or department.

PERMANENT DISQUALIFICATION

• Any student who, at the end of the semester, obtains final grades below ‘3’ in 100 percent of the academic units in which he is given final grades shall be permanently barred from readmission to any college or school of the University.
• Any student who was dropped in accordance with the last item of the rules on Dismissal and again fails which make it necessary to drop him again, shall be not eligible for readmission to any college of the University.
• Permanent disqualification does not apply to cases where, on recommendations of the instructors concerned, the faculty certifies that the grades of ‘5’ were due to the student’s unauthorized dropping of the subjects and not to poor scholarship. However, if the unauthorized withdrawal takes place after the mid-semester and the student’s class standing is poor, his grades of ‘5’ shall be counted against him for the purpose of this scholarship rule. The Dean shall deal with these cases on their individual merits in the light of the recommendations of the Vice Chancellor for Instruction; provided, that, in no case of readmission to the same or another college, shall the action be lighter than probation.

If a student has incurred a grade of 4.00 or INC. with a probationary, dismissed or permanently disqualified status, he can improve his academic standing to be able to enroll the next semester only on the following periods:

No readmission of dismissed students or disqualified students shall be considered by the College deans without the favorable recommendation of the Dean of Students. Cases in which the action of the College Dean conflicts with the recommendation of the Dean of Students may be elevated to the Vice Chancellor for Instruction. His decision shall be final.

The list of documents and the procedure for readmission are posted in the College Secretary’s bulletin boards. Deadline for submission of documents is listed in the academic calendar.

A student who wishes to transfer to another unit of the University should file an application for transfer to the Dean. Transfer to another unit should be requested in a written petition to the Dean, noted by the parents and endorsed by his academic adviser and department chair/institute director. The petition should state the reason for transfer and the desired course to be taken. If the action of the Dean is favorable, the student may request a true copy of grades from the College Secretary for submission to the accepting college/university. If the action of the accepting college is favorable, the student gets a clearance, which is presented to the accepting college together with the permit to transfer.

(Approved by the CEAT Executive Committee on September 3, 2012; modified by the CEAT Executive Committee on July 1, 2019)

Rationale

The College would like to have a uniform set of guidelines for all its degree programs; thus, a committee was formed to work on the college policy on shifting and transferring. For the past years, the CEAT Committee on Student Admission and Readmission is in charge of conducting the evaluation and interview of applicants for transferring and shifting. The members of the committee include the IAE Director, all Department Chairs and the College Secretary. The College believes that one of the fundamental reasons for a decreased graduation rate is the lack of proper guidelines in shifting and transferring. Furthermore, most students requesting to shift/transfer to the UP Campuses have high General Weighted Average. Thus, the potential number of honor graduates will be reduced.

Also, the College strongly discourages students from using CEAT-UPLB as a back door to enter other UP Campuses. Slots are better off awarded to students who are willing to finish the 5-year program of the College rather than to those who would eventually transfer to other UP Campuses after a year.

Guidelines

• The student is allowed to shift/transfer only after two years of residency. Justification: This is to give sufficient time for the student to appreciate the engineering course offered by UPLB.

• If the student was a waitlisted applicant, he/she is not allowed to shift/transfer.
  Justification: Waitlisted slots are limited and should better be given to those who are willing to see the course through.
  

  
  

• A student is allowed to shift to other degree programs offered in UPLB only after one year of residency. However, BS ABE, BS EE, and BS IE students intending to shift out will be interviewed first. Approval depends on the result of the interview.

• Write a formal letter of request to shift/transfer addressed to the CEAT Dean (reasons for transferring/shifting and the degree to be taken). The letter should be noted by parents and for recommending approval/disapproval by the adviser and department chairman. The letter must be processed by the student himself/herself only (representatives are not allowed since it is the student who is making the request).

• Prior to the submission of the letter of request to shift/transfer, the student must request his/her True Copy of Grades from the Office of the College Secretary. The True Copy of Grades will be submitted together with the formal letter of request to shift/transfer.

• The adviser and chairman of the department shall interview the student and indicate their approval or disapproval in the letter of request to shift/transfer.

• After the adviser and chairman of the department have signed, the letter of request to shift/transfer must be submitted to the Office of the College Secretary. The College Secretary schedules the student for a panel interview with the Student Admission and Readmission Committee.

• The Committee on Student Admission and Readmission will conduct a panel interview and will forward a recommendatory decision of approval/disapproval to the Dean.

• The Dean will make his decision based on the recommendations of the Committee on Student Admission and Readmission.

• The copy of the decision will be forwarded to the Office of the College Secretary for the student’s perusal.

• The Dean’s decision is final and appeals for reconsideration shall not be entertained.

Generally, honorable dismissal is voluntary withdrawal from the University with consent of the University Registrar. All indebtedness to the University must be adjusted before a statement of honorable dismissal will be issued. The statement indicates that the student withdrew in good standing as far as character and conduct are concerned. If the student has been dropped from the rolls on account of poor scholarship, a statement to that effect may be added to the honorable dismissal.

A student who leave the University for reason of expulsion due to disciplinary action shall be allowed to obtain his/her academic transcript of record without reference to Dishonorable Dismissal, provided:

1. The student writes an application;
2. Not less than one (1) school year, beginning the school year immediately following the effectivity of the expulsion decision has elapsed;
3. The party concerned, during the period of expulsion, has not been involved in any untoward incident affecting the University, or been charged in Court after the fiscal’s investigation; and
4. All such applications are subject to Board of Regents action.

Section 5, Rule VII of the Revised Rules and Regulations Governing Fraternities, Sororities, and other Organizations, however, provides that the University Registrar shall make a permanent entry in the transcript of records of the student the fact of his/her having been expelled or suspended under the said rules. The student may not apply to have such entries deleted.

No student shall be recommended for graduation unless he has satisfied all academic and other requirements prescribed thereto. The student shall consult with the Office of the College Secretary for academic and non-academic requirements.

Candidates for graduation who began their studies under a curriculum which is more than 10 years old shall be governed by the following rules:

1. Those who had completed all the requirements of the curriculum but did not apply for, nor were granted the corresponding degree or title shall have their graduation approved as of the date they should have originally graduated.
2. Those who had completed all but two or three subjects required by a curriculum shall be made to follow any of the curricula enforced from the time they first attended the University to the present

During the first three weeks after the opening of classes in each semester, each Dean or his duly authorized representative shall certify to the University Registrar a list of candidates for graduation at the next commencement. The University Registrar, in consultation with the chairmen of divisions or departments concerned, in the case of students majoring in their respective departments or divisions, shall then inquire into the academic record of each candidate with a view of ascertaining whether any candidate in such a list has any deficiency to make up for and whether he has fulfilled all other requirements which qualify him to be a candidate for graduation. However, footnotes to that effect should be given. Ten weeks before the end of a semester, the Registrar shall publish a complete list of duly qualified candidates for graduation for that semester.

ADDITIONAL GRADUATION GUIDELINES

The requirements for graduation include the completion of all academic as well as non-academic requirements such as submission of bound copies of the thesis, if thesis is required.

Students who have completed all requirements for graduation on or before the deadline set for this purpose are listed as candidates for graduation as of the end of that semester.

If however, some graduation requirements are completed beyond the deadline, the student must register during the succeeding semester in order to be considered a candidate for graduation as of the end of that semester. The deadline for completion of the requirements for graduation are:

• For those graduating as of the end of summer, the deadline is the day before the first day of regular registration for the first semester.
• For those graduating as of the end of the first semester, the deadline is the day before the first day of regular registration for the second semester.
• For those graduating as of the end of the second semester, the deadline is the day before the college/school faculty meeting to decide the graduation of students.

All candidates for graduation must have their deficiencies made up and their records cleared not later than five weeks before the end of their last semester except those in academic subjects and in Physical Education and Citizen Military Training in which the student is currently enrolled during that semester.

No student shall graduate from the University unless he has completed at least one year of residence work which may, however, be extended to a longer period by the proper faculty. The residence work referred to must be done immediately prior to graduation.

No student who fails to pay the required graduation fee within the specified period set by the University Registrar shall be conferred any title or degree. Such a student may, however, upon his request and payment of the necessary fees, be given a certified copy of his credentials without specifying his completion of the requirements toward any title or degree.

FORMAL APPLICATION FOR GRADUATION

Instead of a separate application for graduation, graduating students should check the appropriate box in their registration Form 5 to indicate whether they are graduating or not at the end of the term. This information shall serve as the basis for identifying candidates for graduation so that their records can be checked early enough.

CLEARANCE AS REQUIREMENT FOR GRADUATION

Students who have completed all the academic requirements for their respective degrees may be recommended for graduation even if they have not processed their clearance. However, the granting of honorable dismissal and the issuance of the transcript checklist and diploma shall be withheld pending submission of clearance by the student.

GRADUATION WITH HONORS

Students who complete their courses with the following absolute minimum weighted average grade shall graduate with honors:

All the grades in all subjects prescribed in the curriculum, as well as subjects that qualify as electives, shall be included in the computation of the weighted average grade.

Furthermore, in cases where the electives taken are more than those required in the program, the following procedure will be used in selecting the electives to be included in the computation of the weighted average grade: 

1. For students who did not shift programs, consider the required number of elective in chronological order.
2. For students who shifted from one program to another, the electives to be considered shall be selected according to the following order of priority:
   1. Electives taken in the program where the student is graduating will be selected in chronological order.
   2. Electives taken in the previous program and acceptable as electives in the second program will be selected in chronological order.
   3. Prescribed course taken in the previous program but qualify as electives in the second program will be selected in chronological order.

ADDITIONAL RULES ON GRADUATION WITH HONORS

Candidates for graduation with honors must have completed in the University at least 75 percent of the total number of academic units or hours for graduation.

In the computation of the final average of candidates for graduation with honors, only resident credits shall be included.

Students who are candidates for graduation with honors must have taken during each semester not less than 15 units of credit or the 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, unavailability of courses needed in the curriculum to complete the full load, or the fact that the candidate is a working student, students cannot be considered for graduation with honors.

To justify under loading, the submission of the following documents is required:

• For health reasons – medical certification to be confirmed by the University Health Service.
• For unavailability of courses – certification by the major adviser and copy of schedule of classes.
• For employment – copy of payroll and appointment papers indicating among others duration of employment.

It is the responsibility of the student to establish beyond reasonable doubt the veracity of the cause(s) of his light loading. It is required in this connection that documents submitted to establish the cause(s) of his loading, such as certificate of employment and/or medical certificate, must be sworn to. These documents must be submitted during the semester of under loading.

COMMENCEMENT EXERCISES

Attendance in the general commencement exercises shall be optional. Graduating students who choose not to participate in the general commencement exercises must so inform their respective deans or their duly designated representatives at least ten days before the commencement exercises.

Graduating students who absent themselves from the general commencement exercises shall obtain their diplomas, or certificates and transcripts of records from the Office of the University Registrar provided that they comply with the above provision and upon presentation of the receipt of payment of the graduation fee and student’s clearance.

Academic attire. Candidates for graduation with degrees or titles which require no less than four years of collegiate instruction shall be required to wear academic attire during the baccalaureate service and commencement exercises in accordance with the rules and regulations of the University.

TRANSCRIPT OF RECORDS

Student records are confidential and information is released only at the request of the student or of appropriate institutions. “Partial” transcripts are not issued. Official transcript of records obtained from other institutions and submitted to the University for admission and/or transfer of credit become part of the student’s permanent record and are issued as true copies with the UP transcript.

Application for transcript of records shall be filed at the Office of the University Registrar upon presentation of the student clearance. A certain fee for transcript preparation will be charged to the concerned party. Graduates are encouraged to request for their transcripts as early as possible to avoid unnecessary delay.

WITHHOLDING OF RECORDS

When a student has pending financial obligations to the University, or when he has been charged with an official disciplinary action, the appropriate University official may request that the student’s record, e.g., transcripts, registration forms, be withheld. Departments and offices for example, submit before the end of each semester the names of students with financial accountabilities to the students’ respective College Secretaries so that the action may be rescinded. The Office of the College Secretary concerned or University Registrar must receive written authorization from the official who originally requested the action, indicating that the student has met the obligation.

(Revised UP System Code, Chapter 76, Articles 455-456)

Students shall at all times observe the laws of the land and the rules and regulations of the University.

No disciplinary proceedings shall be instituted except for conduct prohibited by law or by the rules and regulations promulgated by duly constituted authority of the University.

A student shall be subject to disciplinary action for any of the following acts:

• Any form of cheating in examinations or any act of dishonesty in relation to his/her studies.
• Carrying within University premises any firearm, knife with a blade longer than 2.5 inches, or any other dangerous or deadly weapon; Provided, that this shall not apply to one who shall possess the same in connection with his/her studies and who has a permit from the Dean or director of his/her college or school;
• Drinking of alcoholic beverages within academic and administrative buildings, dormitories, and the immediate premises thereof, except in places expressly allowed by the University, or drunken behavior within the University premises;
• Unauthorized or illegal possession or use of prohibited drugs or chemicals, or other banned substances enumerated in the Dangerous Act of 1972 (as amended), such as LSD, marijuana, heroin, shabu, or opiates and hallucinogenic drugs in any form within the University premises;
• Gambling within the University premises;
• Gross and deliberate discourtesy to any University official, faculty member or persons in authority;
• Creating within University premises disorder, tumult, breach of peace, or serious disturbance;
• Making a false statement or any material fact, or practicing or attempting to practice any deception or fraud in connection with his/her admission or registration in, or graduation from the University;
• Practicing or attempting to practice any deception or fraud in connection with his/her application in any University funded or sponsored scholarship or grant;
• Damaging or defacing University property;
• Disgraceful or immoral conduct within the University premises;
• Unlawful taking of University property;
• Any other form of misconduct.