A. Probationary Students

1. How do I change status from probationary to regular?

As indicated in your Notice of Admission, you have to register a maximum of 9 units of courses with graduate credit in your major field of specialization. This provision is valid for one (1) term only. At the end of the semester a probationary student’s General Weighted Average (GWA) is computed once the Graduate School has received all the student’s grades. If your GWA is 2.00 or better your status is automatically changed to regular. You will receive a letter from the Graduate School notifying you that you are officially a regular student. Failure to meet the GWA of 2.00 or better will disqualify you from further enrollment in the graduate program.

2. What if I failed to enroll 9 units during my first semester?

There are part-time students who enroll 6 units. In this case, the student’s GWA is still evaluated at the end of the semester. If the student’s GWA is 2.00 or better, the student’s probationary status is extended for another semester to allow the student to enroll the remaining three (3) units. However, failure to meet the GWA of 2.00 or better will disqualify you from further enrollment in the graduate program.

B. Change of Major Field

1. What are the requirements if I wish to shift to another major field?

For students who have enrolled units in their current degree program and wishes to shift to another degree program and/or change their major field should follow the steps bellow:

a. Accomplish the Request for Change in Degree Program/Major Field form.
b. Secure an Official Receipt (available at the Graduate School or at the Cashier’s Office, UPLB). Account No. is 93-007-25. A fee of Php 250 and US$30 for Filipino and foreign students respectively is required.
c. Submit the accomplished form together with the official receipt to the Graduate School to be forwarded to the department/institute for evaluation.
d. Once your application is approved, you will receive a Notice of Admission and present this during registration so that you may register courses under your new degree program/major filed.

C. Guidance/Advisory Committee

A Guidance Committee is for MS students and an Advisory Committee is for PhD students. A committee is composed of a Chairman/Major Professor. For students under the MS with thesis and the PhD program, the Chairman of your committee will also serve as your thesis adviser. In consultation with your Chairman, select three or four members of your guidance committee. A member shall represent the minor or supportive field, and the chair and other members of the committee shall come from your major field. However, a student may select a thesis co-chair with the approval of the chairman and the Dean of the Graduate School.

Membership in the committee shall be with mutual consent of the individuals selected to serve, i.e. your chair and members and the Department Chair should affix their signatures on the form for evaluation and approval by the College Secretary and Dean of the Graduate School.

1. Why do I need to have a committee?

You need to consult with your committee in accomplishing your plan of course work. Also, your committee will give you your examinations (Qualifying, General/Comprehensive, and Final) and you need a unanimous vote of your committee in order to pass these exams. For students required conducting a thesis/dissertation work, it is the committee who will approve their research proposal, editorially accept, critic, evaluate and suggest improvement on the final manuscript prior to the approval of the Dean of the Graduate School.

2. What if I failed to nominate a committee?

If you fail to nominate a committee, the Graduate School will not allow you to enroll for the next semester.

3. How do I make changes in my committee?

For some reason, a student has to make changes in his/her committee. A student needs to accomplish GS Form No. 14 (Request for Change of Member/Adviser in Guidance/Advisory Committee) and submit the accomplished form to the Graduate School for approval of the Dean.

D. Plan of Course Work

A plan of course work is composed of courses you need to enroll. A graduate student should confer with his/her committee to draft a detailed listing of courses, which he/she plans to take. The plan of course work shall be recommended by the committee and endorsed by the department chair to the Dean of the Graduate School. It should be submitted to the Graduate School together with your timetable before your first semester as a regular student ends. After two weeks, visit or call the Graduate School for follow-up if your Plan of Course Work has been approved. The Plan of Course work, except for PhD students can be processed together with the Nomination of Guidance/Advisory Committee.

Students under the PhD by Research program are not required to submit a plan of course work.

Colored coded forms for the Plan of Course Work (Blue for non thesis programs, green for MS/MA programs and yellow for PhD program) should be accomplished to be approved by the Dean of the Graduate School.

1. What If I failed to submit my Plan of Course Work?

If you fail to submit your Plan of Course Work and timetable, Graduate School will not allow you to enroll for the next semester.

Fill up and submit Form No. 13 (Plan of Course Work and Course Time Table) and submit the accomplished form to the Graduate school for approval of the Dean.

2. How do I make changes in my plan of course work?

To make changes in your plan of course work, fill up the GS Form No. 15 (Application for Revision in Plan of Course Work) and submit the accomplished form to the Graduate School for approval of the Dean.

E. Seminars for PhD by Research Students

A PhD by Research student should present a graduate seminar three (3) times based on his/her dissertation. Before the presentation, accomplish an application for seminar presentation form with all the required signatures affixed and submit to the Graduate School not later than one month before the intended date of presentation.

1. How to change the approved date for my seminar presentation?

To change your approved seminar date of presentation, write a letter addressed to the Secretary of the Graduate School. The letter should state the reason why there is a need to reschedule the presentation and the proposed date of presentation.

2. Can I present my seminar if a member of my committee is unavailable on the scheduled presentation?
A student cannot present his/her seminar when at least one of his/her members is absent. The student should reschedule the seminar presentation in consultation with his/her committee.

F. Examinations

1. Who should take the qualifying examination?

A Regular PhD student must take the qualifying examination to be conducted by his/her advisory committee before registration for the second semester of residence as a regular student. Application for qualifying exam should be filed not later than one month before the intended date of examination. The application form for a qualifying exam is available at the Graduate School.

To pass the examination, a student should receive no more than one negative vote from his/her committee. A student who fails the examination may be given one-re-examination upon unanimous approval of the committee, not earlier than one month but not later than one year after the examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.

NOTE: The qualifying examination for students under the Straight PhD and PhD by Research programs are taken prior to admission.

2. Who should take the Written General/Comprehensive Exam?

The written general and comprehensive exams are only for students under the master’s with thesis and PhD (Regular and Straight) programs, respectively. However, not all Master’s with thesis requires a written exam.

3. When should I take the Written General/Comprehensive Exam?

A student may apply for a written general/comprehensive examination after completing satisfactorily all the courses in his/her approved plan of course work prescribed by his/her committee with general weighted average of “2.00” or better. The student should file an application for an examination to the Graduate School not later than one month before the intended date of examination.

4. What do I need to pass the Written General/Comprehensive Exam?

To pas the examination, a unanimous vote of the committee is required. A student who fails the examination may be given one-re-examination upon unanimous approval of the committee, not earlier than one month but not later than one year after the first examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.

5. Who should take the Oral General/Comprehensive Exam?

The oral general and comprehensive exams are required for all students under the Master’s degree with thesis and PhD (Regular and Straight) programs, respectively.

6. When should I take the Oral General/Comprehensive Exam?

For a student whose degree program requires only an oral exam should file an application for an oral general/comprehensive exam not later than one month before the intended date of examination.

For a student whose degree program requires both written and oral general/comprehensive exam should pass the written general/comprehensive exam prior to the oral general/comprehensive exam. Once a student has passed the required written general/comprehensive exam, he/she may file an application for an oral general/comprehensive exam any time thereafter provided that the Graduate school has received the result of his/her written general/comprehensive exam.

7. What do I need to pass the Oral General/Comprehensive Exam?

To pass the oral general/comprehensive exam, a unanimous vote of the committee is required. A student who fails the examination may be given one re-examination upon unanimous approval of the committee, not earlier than one month but not later than one year after the first examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.

8. What do I need to pass the Final exam?

For Master’s (non-thesis)

Students under the Master’s (non-thesis) program are required to take the final exam after completing all the academic requirements with a general weighted average grade of “2.00” or better. Application for final (non-thesis) exam should be filed not later than one month before the I intended date of examination.

To pass the examination, students require a unanimous vote of the committee. A student who fails the examination may be given one re-examination upon unanimous approval of the committee, not earlier than one month but not later than one year after the first examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.
For Master’s (with thesis) and PhD (Regular/Straight) students

Students under the Master’s (with thesis) or the PhD (Regular/Straight) programs are given an oral examination on his/her thesis/dissertation. A student may apply for examination when his/her thesis/dissertation is complete and in a form acceptable to his/her committee chairman/major professor, who indicates his/her favorable judgment by recommending the approval of the application for final examination. Application for final exam together with the final draft of the thesis/dissertation should be filed not later than two weeks before the intended date of examination.

To pass the examination, students should receive no more than one negative vote from his/her committee. A student who fails the examination may be given one re-examination upon unanimous approval of the committee, not earlier than one month but not later than one year after the first examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.

For PhD by Research students

Students under the PhD by Research program are given an oral examination on his/her dissertation which is conducted by his/her advisory committee and two (2) external reviewers. A student may apply for examination upon presentation of three (3) graduate seminars and when his/her dissertation is complete and n a form acceptable to his/her committee chairman/major professor, who indicates his/her favorable judgment by recommending the approval of the application for final examination.

Prior to the final examination, experts in the field of study outside UPLB will be nominated by the student’s department chair/institute director as an external reviewers. A letter addressed to the Dean of the Graduate School should be submitted containing the list of the five (5) nominees. The Dean of the Graduate school will then choose the two out of five nominees and send a letter to the selected nominees informing them that they have been appointed to serve as an eternal reviewer.

Application for final examination together with the final draft of the dissertation should be filed not later than two weeks before the intended date of examination.

To pass the examination, students should receive no more than one negative vote from his/her committee. A student who fails the examination may be given one re-examination upon unanimous approval of the committee not earlier than one month but not later than one year after the first examination. Failure to pass the re-examination disqualifies the student permanently from earning the degree.

9. What do I have to do if the date of exam has been changed?

To change your approved examination date, write a letter addressed to the Secretary of the Graduate School for approval. The letter should state the reason why there is a need to re-schedule the exam and state the proposed date of exam.

10. Can I take the exam if a member of my committee is unavailable on the scheduled date of oral exam?

A student cannot take an oral exam if one of his/her members is not present. The student should re-schedule the exam in consultation with his/her committee.

11. Why did my application for an exam not processed?

If there are no problems or deficiencies found in the student’s record, the application for an exam is approved and an examination permit is issued to the department concerned. To avoid delay in your application for exam be sure to submit the application form on time and follow it up.

Listed below are some reasons why a student’s application for an exam is not processed.
• Student’s general weighted average is below “2.00”.
• Student received a failing grade in a subject not included in his/her plan of course work.
• Student did not enroll a subject included in his/her plan of course work or has enrolled a subject not indicated in his/her plan of course work. In such case, he/she should accomplish a revision of plan of course work.
• Student has no grade report in at least one subject.
• Student is not enrolled. A student is required to enroll when taking an exam and attach a copy of his/her Form 5 in said application.
• Student’s thesis/dissertation title in his/her final draft is different from his/her approved thesis/dissertation outline.
• Student submitted an unofficial copy of his/her transcript of records.

12. What will I do if my thesis/dissertation title has been changed?

You should secure a Change in Thesis/Dissertation Title form. You are also required to submit a revised outline if major changes were made in your research problem.

13. What will I do if I will conduct my thesis/dissertation outside UPLB?

The thesis/dissertation of a candidate may be done in absentia with the approval of the guidance/advisory committee if his/her research is done better outside the university. As such, the student must be registered or enrolled in the Graduate School during the graduate work in absentia.

For work on your research outside UPLB, secure an application for Graduate Work in Absentia from the Graduate School and submit the accomplished form with the following requirements:
• Approval sheet of thesis/dissertation outline.
• Memorandum of Understanding between UPLB and cooperating institution.
• For item 4b found in the Application for Graduate Work in Absentia, letter of adviser to the department chair/institute director requesting a qualified staff from the cooperating institution to supervise the student.

True Copy of Grades

How can I request for True Copy of Grades?

True Copy of Grades is issued to continuing students only and will be processed in three working days. You may get a receipt from the Graduate School and write the account symbol of 93-007-25.

Can I request somebody to claim my True Copy of Grades?

Yes, you may request somebody to claim your true copy of grades on your behalf. He/she should present a letter of authorization together with the receipt and a valid ID with picture.

When can I request for Transcript of Records?

Transcript of Records (TOR) is given only to both graduated students and to students who discontinued their graduate studies and have accomplished the University Clearance Form. The request is made at the Office of he University Registrar and NOT at the Graduate School. A copy of the University Clearance Form should be presented every time a request is made so DO NOT misplace the Student’s Copy of the clearance form.

Certificate of Candidacy

Can I request for certificate of candidacy?

A Certificate of Candidacy can only be given to a graduate student who has passed the General or the Comprehensive Exam. Students under the non-thesis program cannot request for a Certificate of Candidacy, instead, they may request for a Certificate of Completion.

When can I request for Certificate of Completion?

Students who have completed all requirements of their degree may be issued a Certificate of Completion after their clearance is approved.

Can I request for other kinds of certificates?

You may request one or a combination of the following custom-made certificates:
• Number of units the student has enrolled for a given semester and school year
• Total number of units the students has earned
• Studentship
• Information on the thesis/dissertation the student is working on
• Examinations the student has taken/passed

The certification may also state for what purpose the certificate will be used e.g. thesis. You may indicate the exact sentence(s) to use or you may even write the whole content of the certificate. Changes on the content of your certificate will be made as deemed necessary.

How do I make the request for certification?

Certificates are issued to student upon request. It can be requested anytime of the school year for a fee.

Can I send somebody to claim my certificate?

Yes provided that the person you requested to claim your certificate on our behalf presents a written authorization and a valid ID with picture.

Leave of Absence (LOA)

If you need a break from school or wish to discontinue attending classes after attending a few hours of classes, file a Leave of Absence (LOA), which must not exceed two years. The deadline for filing LOA set by the Office of the University Registrar varies every semester. Please be reminded of the policy regarding the maximum residency, i.e. 5 years for MS and 7 years for PhD inclusive of the Leave of Absence and Absence without Leave (AWOL).

Do not forget to bring your approved LOA when you come back to register to avoid unnecessary inconvenience.

If you filed an LOA for two semesters and you decided to enroll after one semester, write a letter addressed to the Dean of the Graduate School that you would like to ask permission to enroll for the second semester. Present the approved letter of LOA and the approved withdrawal of LOA.

Clearance

The following should accomplish a university clearance form:

1. Students who are not enrolled and will file a Leave of Absence.
2. Students who are not enrolled and will request for a copy of their Transcript of Record
3. Students who have graduated
4. Students who will discontinue their graduate studies.

Students should present one copy of the form to the Office of the University Registrar each time he or she will transact business requiring clearance. (e.g. requesting your transcript of records, claiming your diploma)

Candidates for Graduation

Listed below are the lists of requirements for graduating students (for MS with thesis and PhD students):

1. Three (3) copies of unbound, signed manuscripts to be placed in a brown envelope and a soft copy in PDF file in CD
2. Two (2) extra copies signed acceptance sheets
3. Two (2) extra copies of abstracts
4. Graduation fee receipt (payment should be made at the Cashier’s Office, UPLB)
Filipino = PhP 300
Foreign = PhP 600
5. Binding fee receipt (secure receipt from the Bindery Section, UPLB and pay at the Cashier’s Office, UPLB)
6. Numerical grade for 300/400
7. Fill up and submit the following forms on or before the last day for submission of all the requirements for graduating students
 Application for graduation (can be accomplished as early as at the start of the semester for students who are expected to graduate)
 Data form for the Office of the University Registrar
 Alumni Information Sheet
8. Clearance Form
9. Doctor Hood (for PhD graduating students only)