Academic Policies and Procedures

A student who has not filed for an official Leave of Absence in a particular semester needs to be readmitted to his/her program in the College.

REQUIREMENTS:

1. Accomplished LOA/AWOL Form to be downloaded from this LINK.
2. Letter of the student addressed to the Dean of the College of Nursing requesting for re-admission to his/her program.

PROCEDURE:

1. The student submits the accomplished LOA/AWOL form and the letter for readmission request to this LINK
2. The request will be forwarded to the College Secretary for evaluation and approval.
3. If approved, the student will be officially readmitted to his/her program and his/her Student Academic Information System will be term activated.

PROCESSING TIME: 1 to 2 days

The following certifications can be requested:

1. Certificate of Good Moral Character
2. Certificate of Enrollment
3. Certificate of Related Learning Experience
4. Certified Copy of Course Description
5. Certified Copy of Course Syllabus

PROCEDURE:

1. Accomplish the request through this LINK.
2. The requests will be evaluated vis a vis existing records.
3. The requests will be sent to the requester through his/her registered email.

PROCESSING TIME: 1 to 3 days

Change of Matriculation should be accomplished if a student wants to change subjects or sections, or cancel enrollment from a subject after enrollment has been finalized.

PROCEDURE:

1. The student accomplishes the Change of Matriculation form to be downloaded from this LINK.
2. The form should be signed by the student’s program adviser.
3. After this, the form together with a copy of enlisted subjects should be sent to upm-cn-ocs@up.edu.ph for the signature of the College Secretary
4. A copy of the changed Change of Matriculation form will be sent to the student for submission to the concerned College (i.e., to the College of Arts and Sciences for CAS subjects).

PROCESSING TIME: 1 to 3 days

Application for Overloading should be accomplished if a student wants to add additional units beyond the authorized number of units to be taken in a particular semester.

PROCEDURE:

1. Accomplish the Overloading Form
2. The form should be signed by the student’s program adviser
3. After this, the form together with a copy of enlisted subjects should be submitted here for approval of the College Secretary
4. Once approved, you will be notified by OCS through email

PROCESSING TIME: 1 to 3 days

College clearance is needed to request for Official Transcript of Records and for the honorable dismissal of a student.

PROCEDURE:

1. Accomplish the request through this LINK.
2. Once a request has been received, the OCS will ask concerned offices to clear the student/graduate.
3. Once cleared by concerned offices, the OCS will email the college clearance to the student/graduate through the registered email.
4. If University Clearance is needed, the OCS will forward the name of the student to the Office of the University Registrar for clearing.

PROCESSING TIME: At least 7 working days

Follow the procedures below to drop your enrolled subjects.

PROCEDURE:

1. The student accomplishes the dropping form that can be downloaded from this LINK.
2. The student should send the dropping form to his/her instructor for signing.
3. After the form is signed by the instructor, the student should submit the dropping form to this LINK.
4. Once validated and evaluated by the Office of the College Secretary, instructions for payment will be sent to the student through the registered email.
5. After payment, the student should send proof of payment to the OCS through upm-cn-ocs@up.edu.ph.

PROCESSING TIME: 2 to 3 days

Based on the Code of Graduate Studies:

A maximum residency of seven (7), five (5) years including leave of absence (LOA) from the start of the graduate work, i.e., upon admission to the program, shall be allowed for the fulfilment of all requirements for the PhD degree, and master’s degree

A student may request an extension of residency in case the maximum residency rule (MRR) is exceeded. The UPM-NGOHS form #08 shall be filled-out for this purpose and submitted on or before the following deadlines: second Friday of July for the first semester; and second Friday of November for the second semester. The UPM-NGOHS Form 08 can be secured from the Office of the College Secretary or downloaded from this LINK.

• An extension of no more than two (2) semesters upon recommendation of the adviser through channels shall be granted at a time, but in no case shall total more than five (5) years. Students on MRR extension shall be required to complete additional units of graduate course/s in their discipline during the extension period of the rate of three (3) units of enrichment course for every two years of extension or a fraction thereof.
• A Progress Report after one (1) semester should be submitted to the NGOHS through proper channels.
• All requests for extension should be submitted to the NGOHS at least one month prior to enrolment or registration period.
• Once approved, the date of extension period must be noted. Students on MRR who have not finished the requirements within the allotted extension period shall not be allowed to enroll in the succeeding term unless another MRR request is approved.

Based on the above provisions, please submit the following attachments in this portal:

1. UPM NGOHS Form 8 on MRR Extension
2. Letter of request for MRR extension addressed to the the UP Manila Chancellor through channels
3. A report detailing the progress of student
4. Plan of work study (GANTT Chart) duly endorsed by the thesis/dissertation adviser or if not yet on thesis/dissertation, the endorsement of the specialty coordinator.
5. Explanatory endorsement of adviser

Submit the above to this LINK.

PROCESSING TIME: At least 15 working days

True Copy of Grades (TCG) can be requested by bonafide students of the College of Nursing. Alumni are no longer issued with a TCG; rather, they should request for the Official Transcript of Records from the Office of the University Registrar.

PROCEDURE:

1. Accomplish the request form through this LINK.
2. Once a request has been received and records verified, the TCG will be emailed to the student through the registered email.

PROCESSING TIME: 1 to 3 days

For alumni, the Office of the College Secretary offers verification of credentials for foreign regulatory bodies. Examples would be for NCLEX and CGFNS.

REQUIREMENTS:

1. Official verification form from the requesting agency.
2. Transcript of Records. If you have not requested for your ToR yet, please do so through the Office of the University Registrar at upm-our@up.edu.ph

PROCEDURE:

1. The individual accomplishes the request and uploads the requirements through this LINK.
2. The OCS will evaluate the request and accomplish the verification forms based on existing records of the student/graduate.
3. Aside from the verification forms, the following will also be printed out:
   • Certified course descriptions
   • Certified number of clinical hours
   • Certification of related learning experience
4. The OCS will sign all the verified forms and certifications
5. The verification forms and other documents can be released through in-person transaction at the Office of the College Secretary every Tuesday and Thursday, or through courier. The requester will shoulder the shipping fee.

PROCESSING TIME: at least 14 working days

Current undergraduate students who are shifting or transferring to another program, and graduates who are not able to complete the required return service should file for a pre-termination of their RSA contract.

REQUIREMENT:

• Letter addressed to the Dean of the College of Nursing on his/her intention to pre-terminate the RSA contract and to request for the computation of the pre-termination penalty

PROCEDURES:

1. Submit to this LINK the letter addressed to the Dean of the College of Nursing indicating intention to pre-terminate the RSA contract.
2. Once the request is received, this will be endorsed to the College RSA Committee.
3. The College RSA Committee will deliberate on the request and endorse the same to the UP Manila Budget Office for the computation of the pre-termination penalty.
4. Once the penalty amount is finalized, the UP Manila Accounting Office will release a payment order in the name of the student/graduate which can be used for the payment through the UP Manila Cash Office.
5. The College RSA Committee will communicate with the concerned student/graduate re the payment order.
6. The student/graduate will present the payment order to the UP Manila Cash Office to pay the pre-termination penalty. However, if the student/graduate would like to file an appeal, s/he should directly get in touch with the College RSA Committee through the OCS at upm-cn-ocs@up.edu.ph.

PROCESSING TIME: 2 months. Please note that the computation of pre-termination penalty may take at least 1 month.

Graduates who are able to render the required return service are given a certification of their RSA completion.

REQUIREMENTS:

1. Accomplished request through this LINK.
2. Letter of request addressed to the Dean of the College of Nursing to release certification of completion of RSA
3. Certified true copy of certificate of employment or contract

PROCEDURE:

1. Once your documents are submitted through the link above, these will be endorsed to the College RSA Committee.
2. The College RSA Committee will deliberate on your request and validate your employment
3. The College RSA Chair will endorse your RSA completion to the Dean and the Office of Alumni Relations
4. If approved, the Office of Alumni Relations will endorse the RSA completion to the Chancellor
5. If approved, the Chancellor will release an official memorandum on RSA completion. This memorandum will be forwarded to concerned offices including the Office of the University Registrar to facilitate the release of the Transcript of Official Records without the RSA stamp.

PROCESSING TIME: at least 7 working days

Graduate students who are done with their coursework as evaluated by the Office of the College Secretary and their respective program advisers may now apply for comprehensive examination.

REQUIREMENTS:

1. Accomplished application for comprehensive examination duly signed by the program adviser, Chair of the Graduate Program, and the College Secretary. The form may be downloaded from this LINK.
2. True copy of grades that can be requested from this LINK.

PROCEDURES:

1. Upload the accomplished application for comprehensive examination and the true copy of grades in the UPCN OCS Online Document Request Portal.
2. Once verified and evaluated by the Office of the College Secretary, this will be endorsed to the National Graduate Office for the Health Sciences.
3. For online payment and instructions please click this link.
4. Once payment is verified, a copy of the application for comprehensive examination with the signature of the Director of the NGOHS shall be emailed to the student.

PROCESSING TIME: 5 working days

A graduate student enrolled in N300.1 or N400.1 will need to officially request for thesis/dissertation adviser.

REQUIREMENTS:

1. Accomplished request for thesis/dissertation adviser. The form can be downloaded from this LINK.
2. Letter to the Dean of the College of Nursing requesting for thesis/dissertation adviser.
3. Outline of thesis/dissertation proposal.

PROCEDURES:

1. Submit the accomplished request for thesis/dissertation adviser together with the other requirements to the UPCN OCS Online Document Request Portal.
   Once the Office of the College Secretary verifies the request, the Office will coordinate with the Chair of the Graduate Program and the student for the assignment of the adviser. The proposed adviser needs to sign his/her conforme in the official form.
   The Chair of the Graduate Program will endorse to the Dean the thesis/dissertation adviser.
   Once approved, the thesis/dissertation will be officially communicated to the student and recommended to the NGOHS for the issuance of official appointment.

PROCESSING TIME: 7 working days

A graduate student enrolled in N300.1 or N400.1 will need to officially request for thesis/dissertation adviser.

REQUIREMENT:

• Accomplished request for thesis/dissertation panel. The form can be downloaded at this LINK.

PROCEDURES:

1. The student upload the accomplished request for thesis/dissertation panel in the UPCN OCS Online Document Request Portal.
2. Once request is verified, the Office of the College Secretary shall coordinate with the Chair of the Graduate Program for the assignment of thesis/dissertation panel.
3. The Chair of the Graduate Program shall consult with the assigned thesis/dissertation adviser and the student for potential members of the panel.
4. Once the members of the panel are finalized, the Chair of the Graduate Program shall recommend them to the Dean of the College of Nursing.
5. With the endorsement of the Dean of the College of Nursing, the Office of the College Secretary shall transmit the official endorsement to the NGOHS for final approval and issuance of appointment.
6. The official appointment of the panel shall be communicated directly to the thesis/dissertation adviser and the student.

PROCESSING TIME: 7 working days

A graduate student who is deemed by his/her adviser to present his/her thesis/dissertation proposal needs to officially apply for the proposal presentation.

REQUIREMENTS:

1. Accomplished notice of thesis/dissertation proposal presentation. The form can be downloaded from this LINK.
2. True copy of grades. The TCG can be requested from this LINK.
3. Letter from the adviser on the final date of thesis/dissertation proposal presentation.

PROCEDURES:

1. The student submits the accomplished notice of thesis/dissertation proposal presentation together with the TCG in the UPCN OCS Online Document Request Portal.
2. Once the request is verified, the Office of the College Secretary will endorse the request to the NGOHS.
3. The instruction for payment will be emailed to the student. Once payment has been made, the proof should be emailed to upm-cn-ocs@up.edu.ph.
4. Once payment is verified, the NGOHS will issue the official notice of thesis/dissertation proposal presentation. The official notice will be emailed by the OCS to the student and the adviser.

PROCESSING TIME: 7 working days

Note: All thesis and dissertation proposal presentations are being conducted virtually. Students who are due to present their thesis/dissertation proposal should read the UPCN Guidelines for Virtual Thesis/Dissertation Presentation.

A graduate student who is enrolled in N300.2 or N400.2 and is deemed ready by his/her adviser and critic to present his/her thesis/dissertation should officially apply.

REQUIREMENTS:

1. Accomplished notice of thesis/dissertation proposal presentation. The form can be downloaded from this LINK.
   True copy of grades. The TCG can be requested from this LINK.
   Letter from the adviser and reader/critic attesting the readiness of the student to present his/her thesis/dissertation.

PROCEDURES:

1. The student submits the accomplished notice of thesis/dissertation presentation together with the UPCN OCS Online Document Request Portal.
2. Once the request is verified, the Office of the College Secretary will endorse the request to the NGOHS.
3. The instruction for payment will be emailed to the student. Once payment has been made, the proof should be emailed to upm-cn-ocs@up.edu.ph.
4. Once payment is verified, the NGOHS will issue the official notice of thesis/dissertation presentation. The official notice will be emailed by the OCS to the student and the adviser.

PROCESSING TIME: 7 working days

Note: All thesis and dissertation proposal presentation are being conducted virtually. Students who are due to present their thesis/dissertation proposal should read the UPCN Guidelines for Virtual Thesis/Dissertation Presentation.