University Registrar

Mandated Functions, Goals and Objectives

The Office of the University Registrar plays a vital role in preserving, if not improving the good image and prestige of the University. It is charged with the responsibility of enforcing University rules on admission, registration, assessment of fees and scholastic records. In coordination with the Office of Admissions, it is also charged of enforcing academic rules pertinent to the different scholarship programs of the university. It is likewise the custodian and guardian of all scholastic records of students and sees to it that its confidentiality is always being safeguarded.

Furthermore, it provides or furnishes data and information as requested by the different government agencies which may be necessary in plans and policy-making processes; keeps and updates records of students’ evaluation sheets from the date of admission until their graduation; furnishes other higher institutions of learning records of transferring students whenever requested; services Alumni as to requested Official Transcript of Records and other public documents.

Moreover, the Office of the University Registrar aims to be the Center of Computerized Information regarding students’ records and scholastic data in tertiary and graduate level at the MSU main campus and its extension programs at the other campuses of the MSU System.

Tuition Fees and Other School Expenses

Starting First Semester Academic Year 2018-2019, MSU has fully implemented RA 10931 or the Access to Quality Higher Education (or the Free Tuition Law). All MSU officially enrolled full-time undergraduate students in the University are no longer required to pay the tuition and other miscellaneous fees.

However, repeat subjects will still be paid in accordance with the approved policy of P100.00 per unit.

The College of Law and Graduate students are not covered by the Free Tuition Law (RA 10931) and collects tuition and other necessary school fees that are consistent with the approved policies. The following financial obligations should be carefully noted and taken into account in the budget expenses for the semester or academic year during which they are done, to wit:

  • PhP300.00 – Application for Graduation
  • P 100.00 – Diploma
  • PhP150.00 – Diploma Folder
  • PhP550.00 – Annual Yearbook (Darangen)
  • PhP50.00 – NSTP fee must be paid each semester for two semesters during the first two years. Students are supposed to enroll the said subjects as prescribed in their curriculum
  • PhP200.00 – Alumni fee
  • PhP50.00 – Rental (Cap and Gown)

Special Fees

The following fees are imposed under certain conditions:

  • PhP100.00 – fine for late registration per day but not to exceed 10 days
  • PhP20.00 – change in matriculation involving and additional subject substitution of one subject for another, or dropping of a subject
  • PhP20.00 – validating test taken outside the regular period for validation per subject
  • PhP10.00 – laboratory deposit for loss or breakage of University property (refundable)
  • PhP50.00 – transcript fee per page
  • PhP50.00 – certification for graduation
  • PhP30.00 – certification of enrollment for one semester only, etc.
  • PhP20.00 – for certification not covered by any rules

Note: All amounts for the special fees shall be subject for revision and subsequent approval of the APC or the BOR.  Meanwhile, all expenses and fees above mentioned are waived in compliance to the Universal Access to Free Tertiary Education Act otherwise known as RA 10931.

Computation of Grade for Maintenance and Gaining of Scholarship and Study Grant

  • The computation of Grade Maintenance shall be by Cumulative Grade Point Average (CGPA).
  • The maintenance grade requirement shall not be imposed during the first semester to provide for the adjustment of students in college.
  • Full and Partial scholarships can be gained within the first two (2) semesters of study in the University. Gaining of Scholarships is computed at 1.75 CGPA or better.

Grading System for all Degree or Professional Courses

The academic performance of students shall be graded at the end semester in accordance with the following system:

Grading System for All Degrees or Professional Courses:

  • Excellent (1.00 to 1.25)
  • Very Good (1.50 to 1.75)
  • Good (2.20 to 2.25)
  • Satisfactory (2.25 to 2.75)
  • Passing (3.00)
  • Failure (5.00)
  • Incomplete ((NC)

A mark of “INC” is given if a student, whose class standing throughout the semester is PASSING, fails to appear for the final examination due to an illness or other valid reasons. If, in the opinion of the Dean, the absence from the examination is justifiable, the student may be given consideration and be given a special set of examination. In case the class standing is not passing and the student fails to take the final examination for any reason, a grade of “5.0” is given. “INC” is also given for work that is of passing quality, however, some part of which is, for good reason unfinished. The deficiency indicated by the grade of “INC” must be removed within the prescribed time, otherwise, the grade becomes “5.0”. The period for the removal of grades of “Incomplete” must not extend beyond an academic year from the time the grade was received. The one-year academic period allowed for the removal shall be interpreted as extending to the semestral removing period immediately following the one-year allowance. If a student passes an examination for the removal of an “INC”, he shall be given a final grade of “3.00” or better. If he fails, the final grade shall be “5.00”.

Re-examination shall be permitted only for the purpose of removing grades of “INC”. A student who has received a passing grade in a given course is not allowed re-examination for the purpose of improving his grade.

Grading System for Technology Course:

  • “E”  (Excellent)           –               Passing
  • “S”   (Satisfactory)      –               Passing
  • “INC”              (Incomplete)       –               Failure until Removed
  • “U”  Unsatisfactory     –               Failure

Completion of Grades

All “Incomplete (INC)” grades should be completed on or before the close of registration of the ensuing semester.

Academic Policies and Guidelines

Maximum Academic Load for Cross-Registration

The total number of units of credit for which a student may register in two or more colleges or schools in the University shall not exceed the maximum allowed by the rules on academic load.

From Another Institution

On cross-registrants from other universities, no student registered in any other institution shall be admitted to the University without a written permit from his Dean, Director, or Registrar. The permit shall state the number of units for which the student will be registered and the subject that he will be authorized to take in the University.

Mindanao State University shall give NO credit for any subject taken by its students in any other universities, colleges or schools, unless the taking of that subject has been authorized in writing beforehand by the Vice Chancellor for Academic Affairs, upon the written recommendation of the Department Chairman and Dean or Director concerned. The authorization shall be noted and recorded by the University Registrar or his representative and shall specify and describe the subject authorized and indicate the semester, school year, and the name of school where the subject is taken. The school shall be limited to another MSU campus with very high quality/standard. Otherwise, the student shall be given no credit for courses taken without prior approval.

Physical Education Requirements

Basic Physical Education is a pre-requisite for graduation. All students shall comply with the requirements during their freshmen and sophomore years.

Eight (8) units of P.E. are required for all undergraduate students.

Changing of Classes

All transferees to other classes after registration shall be made only for valid reasons. No change of matriculation involving the taking of a new subject shall be allowed after 12% of regular class meeting have been held. Changes in matriculation shall be allowed by means of the Change of Matriculation Form and must be recommended by the Adviser, approved by the Dean and submitted to the Registrar for assessment and notation, and upon payment of P 20.00 for every change of subject.

Dropping of Course

A student may, with the consent of his instructor and Dean, drop a subject by filling out the prescribed form, provided that he is not currently enjoying a scholarship or grant. If after three-fourths of the hours prescribed for the course has elapsed, the instructor concerned shall be requested to state whether or not the student shall be given a grade of “5.0” for the course.

Registration privileges of any student who drops a course without the approval of his Dean shall be curtailed or entirely withdrawn.

Students who are aspiring for graduation with honors must make sure dropping of course/s will not result to underloading which disqualifies any graduating student with such distinction.

Substitution of Subjects

Substitution of subject course may be allowed upon petition of the student concerned under the following conditions: (1) must be recommended by the Adviser and the Head of the department concerned; (2) must be approved 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 Academic Affairs, whose decision shall be final; (3) must involve subjects within the same department, if possible; if not, the subjects must carry about the same number of units as the latter.

Every petition for substitution 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 a required subject and other required subjects; (3) when the required subject is not given.

All petitions for substitution must be submitted to the Office of the Dean concerned before 12 regular meetings have been held during the semester. Any petition submitted thereafter shall not 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 “5.0” except when, in the opinion of the department offering the prescribed subject, the proposed substitute covers substantially the same subject matter as the required subject.

Attendance Requirements

The rules on attendance, unless otherwise specifically provided, shall be followed in all colleges and units of the University, including the National Service Training Program and Physical Education.

Any student who, for unavoidable cause, is obliged to be absent from the class must obtain an excuse slip from his Dean to be presented to the instructor concerned not later than the second session of the class after the date of the student’s return.

A certificate of illness must be secured from the University Physician. An illness causing absence from class shall be reported by the sick student concerned to the University Infirmary within three days after his absence.

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

Whenever a student has been absent from his class from two consecutive class meetings, a report thereof should be sent by the faculty member concerned to the Registrar, through his Dean. The Registrar shall call the student and notify his parents immediately.

When the number of hours lost by absence in one semester reaches 20 percent of the hours of recitation, lecture, laboratory or any other scheduled work in one subject for that semester, the student shall be dropped from the class roll. If the majority of absences are excused, the student shall not be given a grade of “5.0” but a grade of “dropped”. Time lost by late enrollment shall be considered as time lost by absence.

Prolonged leave of absence must be sought by a written petition to the Dean. The petition must state the reason of which the leave is desired and must specify the period of the leave which must not exceed one academic year.

For leave of absence availed of during the second half of the semester, the faculty member 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 the leave of absence shall be approved without indicating the student’s class standing by the instructor concerned. This information, however, should not be entered in the official report of grades.

If a student withdraws after three-fourths of the total number of hours prescribed for the course has elapsed, his instructor may give him a grade of “5.0” if his class standing up to the time of withdrawal is below “3.0”.

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. In such a case, the student shall be required to apply an excuse letter and shall present the excuse slip to the faculty members concerned.

A student, whose withdrawal from the college is without formal leave of absence, shall have his registration privileges curtailed or entirely withdrawn.

Any student under scholarship and /or grant may apply for a sick leave of absence for justifiable reason duly certified to and recommended by the University Physician without forfeiting his scholarship and/or grant. Such privilege can only be granted for a total period of one academic year or its equivalent. Only two (2) sick leaves of absence can be allowed during the entire duration of the scholarship and/or grant. A third leave of absence automatically forfeits the student from the enjoyment of the scholarship and/or grant.

Maximum Residency Rule

The tenure of the students in Mindanao State University is limited to a maximum of six years for the conferment of a degree in a four-year program, or seven years in a five-year program, provided that this policy shall not apply to part-time students enrolling in not more than twelve (12) unit per semester and those admitted under special programs which normally require longer time for students to complete the course requirements; and provided further that special cases shall be at the discretion of the President of the University upon recommendation of the Dean of College.

The effectivity of the maximum residency rule started in the AY 1973-1974.

Honorable Dismissal

A student in good standing who desires to severe his connection with his college shall present to the Registrar a written petition signed by his parent or guardian to this effect. If the petition is granted, the student shall be given an honorable dismissal. Without such petition and favorable action, no record of honorable dismissal shall be issued.

All indebtedness to the University shall be settled before a statement of honorable dismissal be issued. The statement shall indicate that the withdrawing student is in good standing as far as his character and conduct is concerned. If the student has been dropped from the roll on account of poor scholarship, a statement to the effect shall be added to the honorable dismissal.

Graduate with Academic Honors

All students who garnered the following Cumulative Grade Point Average shall be awarded as Highest Honors in the University and awarded during their graduation, to wit:

  • 1.00 – 1.20 –        Summa Cum Laude
  • 1.21 – 1.45 –        Magna Cum Laude
  • 1.46 – 1.75 –        Cum Laude

Students aspiring to graduate with academic honors must enroll not lower than fifteen (15) units per semester. This is strictly enforced. No exception, no appeals. Academic honors must be earned and deserved and should not be subject to appeals.

Graduate with Distinct University Award

The University Student Leadership Award (USLA) is the highest leadership award that the Mindanao State University affords to a student as a recognition of his/her potentials, performance and achievements as a TOTAL LEADER, one who is an epitome of scholastic and moral excellence, integrated personality, inspiring leadership, idealism, and performance and a vision that sets the awardee apart from the rest. It personifies the commitment of MSU student constituents to the goals and ideals of the University leading by his/her tangible achievements, which are distinctly above those of his/her peers.

MS/CWTS

A two-year basic course in military training (MS or CWTS) for male and female students is required for graduation, as established and maintained under the authority of RA 9163 or the NSTP Law. Except for those who are exempted or disqualified, all physically-able Filipino students of undergraduate status shall comply with this requirement within the first two years of residence in the University.

DECS Order No. 9, s. 1990 further provides that “starting school year 1991-1992, no male student shall be allowed to enroll in the fourth curriculum year of his academic course without having completed the CMT requirement.” Please refer to RA 9163 called the National Service Training Program Act of 2001 in the last portion of this handbook.

Scholastic Delinquency

Any student whose scholastic performance in class is below a grade of “3.0” or “passing” shall be subject to the following rules:

  • Warning. Any student who obtains final grades at the end of the semester below “3.0” in 25 percent to 49 percent of the total number of academic units for which he is registered shall be warned by the Dean to improve his work.
  • Probation. Any student who obtains at the end of the semester final grades below “3.0” in 50 percent of the total number of academic units enrolled shall be placed on probation for the succeeding semester and his load shall be limited to the extent to be determined by the Dean; provided, that this shall not apply to a student who receives final grades in less than six academic unit. Probation maybe removed: a.) by raising the number of units passed to over 50 percent of the total number of units in which he has final grades by passing removal examination, or waiver examinations, or by removing the “INC” grades before the close of the next succeeding terms; b.) passing in more than 100 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 “3.0” in at least 76 percent of the total number of academic units enrolled in shall be dropped from the roll of his college or school; provided that this shall not apply to students who receive final grades in less than nine academic units.
    • Any student on probation in accordance with rule No. 2, who again fails in 50 percent or more in the total number of units enrolled in shall be dropped from the roll of his college or school.
    • Any student dismissed under paragraphs (a) and (b) but has grades of “Inc” or “W”, may take removal examination or waiver examination or may complete his grades before the next registration period. His dismissal may be lifted provided that, after taking the examination, the units in which his final grades are below “3” constitute less than 76 percent or 50 percent (see a & b ) of the academic units enrolled in. if he fails to take the removal examination before the close of the next registration period, his dismissal shall be final, and he can no longer take removal examinations. The phrase “next registration period” in the above rule refers to the period following his dismissal.
    • Any student dropped from one college or school shall not be admitted to another unit of the Mindanao State University, however, in extraordinary cases where the student’s natural aptitude is along another line than that where he has failed, he may, on recommendation of the University Committee on Scholarship and Delinquency which may be created for said purpose, be allowed by the President to enroll in another college, school, or department where his natural aptitude may be developed.
  • Permanent Disqualification
    • Any student who, at the end of the semester, obtains final grades below “3” in 100 percent of the academic units enrolled in shall be permanently barred from readmission to any college or school of the University; provided further, that this shall not apply to student who received final grades in less than 12 academic units.
    • Likewise, any student who has dropped in accordance with rule 3 (a) or (b) and again fails, so that it becomes necessary again to drop him, shall not be eligible for readmission to any college or school of the University.
    • The scholarship rule regarding permanent disqualification (Rule 4), does not apply to cases where, on the recommendation of the instructor concerned, the faculty certifies that the grade of “5” were due to the students authorized dropping of the subjects and not to poor scholarship. However, if the unauthorized withdrawal takes place after the mid-term 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 Committee on Scholarship and Delinquency shall deal with this cases on their individual merits and shall recommend to the President that the student be dismissed and be allowed to transfer to another department or college or be placed on probation; but in no case of readmission shall their action be lighter than probation.
    • Any student who fails twice in any basic course shall be dismissed from the University without the benefit of readmission. However, a student who fails in any major course maybe readmitted to another course upon approval by the Dean of the College concerned.
  • Scholastic Standing. For purposes of determining the scholastic standing of any student, the grades received during the summer session and the first semester of the ensuing academic year shall be considered as having been received in one semester so that the standing of the student for the ensuing second semester is the result of the computation of his summer and first semester general weighted average grade, provided that, the subject’s taken during summer is/are clearly defined as a regular offering in a given summer in the approved curriculum the student is following.
  • Non-admission of Dismissed Students. Non-admission of a student seeking transfer to other college after having been dismissed from his/her college due to scholastic deficiency shall be enforced. Transfer to the two-year technology course is an exception.
  • The application of this rules shall be under the supervision of the Registrar.
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