Academic Policies
Classification of Students
(Articles 319-321, MSU-Code)
- A Regular Student is one registered for formal academic credits and carries the full load called for in a given semester by the curriculum for which he is registered; Provided, That if a student has already finished some of the required subjects, the finished units shall added to the units he is actually taking in the computation of his load for the purpose of determining his status. Provided further, That in the computation of the load, the grades taken will not be included for computation of the grant of scholarship; Provided finally, That if the advanced units were taken from another University/School/College, the grades obtained after the accreditation shall be used in the computation for the grant of scholarship.
- An Irregular Student is one registered for formal credits but carries less than the full load called for in a given semester by the curriculum for which he is registered; and
- A Special or Auditing Student is one who is not earning formal academic credits for his work.
Academic Load
(Articles 327-332, MSU-Code)
One university unit of credit is at least 6 full hours of instruction in the form of lecture, discussion, seminar, tutorial or recitation of any combination of these forms within a semester.
No undergraduate student shall be allowed to take in one semester more than 18 non-laboratory units or 20 units including laboratory works, except in a course where the formal semestral load is more than 18 units, Provided, however, That a student with an average of “1.5” or better in the previous regular term may be permitted by the Dean or Director of the academic unit to carry more than 21 non-laboratory units or 23 units including laboratory work and Provided, further, That this rule shall not affect or alter any existing course duly approved by the University Council and the Board of Regents in which the normal load per term is more than 18 units.
In the third or summer term, the normal load shall be six (6) units but in justifiable cases, the Dean may allow the students to take nine units.
A graduating student (one who needs only 42 units to satisfy the requirements of his course) may be permitted 21 non-laboratory units or 23 units with laboratory work in either regular term of his last year; Provided, That his average grade during the previous regular terms is “2” or better; and Provided, further, That his maximum load during the third term shall not be more than 9 units.
On the graduate level, full time students are allowed normal load of 12 units or a maximum load of 14 units. In the summer or third term, the normal load is 6 units.
The Dean or Director of the academic units is empowered to limit the academic load of students who are employed, whether full-time or part-time, outside the University, Provided, That no graduate student who is employed on a full-time basis shall be allowed in an academic load of more than 10 units, whether in formal course or in the graduate unit to which he belongs.
Attendance
(Articles 333-338, MSU-Code)
Any student who, for unavoidable cause, absents himself from class, must obtain an exercise slip from his dean to be presented to the instructor concerned not later than the second class session following the student’s return.
Absence due to illness must be reported by the student concerned to the MSU-IIT Clinic (University Infirmary in MSU) within three days after his absence in which case a certification of illness must be secured form the MSU-IIT Clinic.
Excuses are for the time missed only. All class work missed must be made up for the satisfaction of the instructor concerned within a reasonable time from date of absence.
A student shall be dropped from his class when his absences reach 20 % of the scheduled hours of that particular subject.
Leave of Absences
A student who is unable to continue with his class due to illness or a similar justifiable cause can request for a leave of absence.
Prolonged leave of absence must be requested in written petition to the Dean stating the reasons for the leave and the period of the leave, which must not exceed one academic year.
For a leave of absence availed of during second half of the semester, the faculty member concerned shall indicate the class standing of the student as either “Passing” or “Failing” at the time of application for leave.
No leave of absence shall be granted later than two weeks before the last day of classes during the semester.
A student who withdraws from the College without formal leave of absence shall have his registration privileges such as scholarship and other grants curtailed or entirely withdrawn.
Application for which leave of absence of any student under scholarship or grant must be certified to and recommend by the Institute, (University) Physician in order for his student not to forfeit his scholarship or grant.
Maximum Residence Rule
A student must finish the requirement of a course of any college within a period of actual residence equivalent to 1 ½ times the normal length prescribed for the course. A four-year course must be finished within six years, a two-year course must be completed within three years and five-year program must be finished within seven years.
This policy shall not apply to part-time students enrolling in not more than twelve (12) units per term or semester and to those admitted under special programs which normally require longer time for students to complete the course.
Special student cases shall be considered at the discretion of the President of the University or Chancellor of MSU-IIT upon the recommendation of the Dean of the college, coursed through the Vice Chancellor for Academic Affairs.
Refund of Fees
(Articles 339-341, MSU-Code)
Students who have paid their matriculation fees and who are granted honorable dismissal or absence shall be entitled to a refund of their matriculation fees, except entrance and registration fees, in accordance with the following schedule:
Within one week from the opening of classes…………………..............................80%
Within the second, third and fourth weeks from the opening of classes……….50%
After the fourth week…………………………………………………….....................….No refund
Provided, That in the case of students who withdraw before the opening of classes or those who register after the opening of classes and withdraw thereafter, the number of days shall be counted from the actual date of registration.
Laboratory fees will not be refunded after one week from the opening of classes where voluntary change is made from one course to another.
Any student who is drafted for trainee instruction in accordance with the National Defense Act, by reason of his ineligibility to be a regular member of the ROTC of the University, may be refunded the proportional part of the total amount he paid for his matriculation fees for the term during which he is drafted.
Changing of Classes
Transfer to any class 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% or regular class meetings have been held. Changes in matriculation shall be effected 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.
Dropping of Courses
A student may, with the consent of his instructor and Dean, drop a subject by accomplishing the prescribed form. If the dropping takes place 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” for the course.
Substitution
(Articles 346-352, MSU-Code)
Every substitution of subjects must be based on at least one of the following:
- 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 one;
- Conflict of hours between a required subject and another required subject, or
- When the required subject is not offered.
Every petition for substitution must:
- Involve subjects within the same department if possible; if not, the two subjects concerned must be allied to each other.
- Be between subjects carrying the same number of units; and
- Be recommended by the adviser and by the heads of departments concerned.
All petitions for substitution must be submitted to the office of the Dean or Director concerned before 12 percent of regular class meetings have been held during the term. Any petition submitted thereafter shall be considered for the following semester.
No substitution shall not be allowed for any subject prescribed in the curriculum in which the student has failed or received a grade of “5” except when in the opinion of the department offering the prescribed subject or the faculty (in units without any department) the proposed substitute covers substantially the same subject matter as the required subject.
All application for substitution shall be acted upon by the Dean or Director concerned.
Transfer of Students
(Articles 351-352, MSU-Code)
Any student transferring from any college or university in the Philippines shall submit his transcript of records at least one month prior to registration and may be admitted to the University in probationary basis until such time as he shall have validated or repeated all the subjects taken outside the University which are required for his course subject to the following conditions:
- He may not be allowed to enroll in a subject or subjects the pre-requisites of which, taken elsewhere, have not yet been validated or repeated in the University.
- Courses being offered for advanced credits must be validated at the rate of 18 units in a term within a period not exceeding four terms from the date for registration privileges.
- Failure to comply with this requirement will mean the cancellation of his registration privileges.
Provided, however, That validation may be waived in certain subjects where in the judgment of the department concerned the quality of performance in the higher or related courses in which he is registered in the University demonstrated that he can carry on satisfactorily the academic requirements of the University.
Provided, moreover, That request for waiver or validation must be initiated by the student concerned within a period not exceeding four terms from the date of his admission. Provided, Finally, that such requests must be favorably recommended by the department head concerned and approved by the Dean or Director of the College.
The University shall give no credit for any course taken by any of its students in any other university, college, or school unless the taking of such course was expressly authorized. The authorization shall be in writing to be recorded by the Registrar and should specially describe the subjects authorized and the name of the University or college in which said subject shall be taken.
Advanced Credits
A student who is duly matriculated or whose application for admission has already been approved may apply for advanced credit for works done in another institution of collegiate standing upon: (1) presentation of credentials showing that he has attended and passed in said institution courses fully equivalent to those given in Mindanao State University for which advanced credit is sought, and (2) passing the validating tests given for the purpose by the department concerned (Art. 353).
Application for advanced credit shall be made on the prescribed form to the Dean or Director of the academic unit who shall recommend such application to the Vice President for Academic Affairs. If the Dean is satisfied that the application is in order, he shall cause the proper department head or division chairman to conduct the validating tests to begin one week prior to the first day of registration at the opening of each term and to end one week after the last day of registration. There shall be no payment for validating tests taken during this period. A validating test may be held outside of this period with the consent of the department head or division chairman and the approval of the Dean upon payment of the prescribed fee per subject (Art. 354).
Courses taken by transfer student in government colleges and universities or in institutions accredited by the Catholic Educational Association of the Philippines, Association of Christian Colleges and Universities may be validated and accredited by Mindanao State University (Art. 355). The grant of advanced credits for courses which are offered in other institutions but which have no equivalent in this University shall be left to the discretion of the faculty of the unit concerned (Art. 356).
Advanced standing may also be granted by the Dean or Director of the Academic unit upon approval of the Vice President for Academic Affairs to students graduated from an institution recognized by the Government for subject listed in the course or courses duly recognized. Advanced credit for work constituting only part of courses recognized by the Government shall be awarded by the departments or divisions concerned in accordance with the preceding Article (Art. 357).
Courses taken for one year and satisfactorily completed in the United States and foreign schools duly recognized and Philippine Military Schools on collegiate level shall be given general advanced credits equivalent to one year, or not more than 30 units of general credit in Mindanao State University, Provided, That courses of less than a year in the United States and in the Philippine Military Training Schools shall be given pro-rata advanced credit on the basis of the forfeited rule. The awarding of corresponding general advanced credits to individuals concerned on the basis of the above principle is a matter of administration left with the Office of the Dean or Director concerned (Art. 358).
For the purpose of the preceding rule, Military Service Schools are those operated by the Armed Forces of the United States or the Republic of the Philippines. For students enrolled for the first time, credit for courses taken in American Military Service Schools may be granted in courses duly evaluated by the American Council of Education in the case of the Graduate level. In case of courses above the bachelor’s degree level for which graduate college or school concerned and the Vice President for Academic Affairs (Art. 359).
Each college or school may promulgate rules for the admission of transfer students and the granting of advanced credits provided they are not inconsistent with the general rules set by the University (Art. 360).
Integration Period
A division or department chairman, with the approval of the Dean or Director, may authorize any member of his unit to suspend normal classes for a period not exceeding three (3) days before the final examination to enable students to review; Provided, That in case of colleges and schools having no divisions, departments, the suspension may be done by any member of the faculty, but also subject to the approval of the Dean or Directors, Provided, Further, That faculty members who have been authorized to suspend their classes shall keep regular hours for consultation work (Art. 361).
Examinations
The maximum period for each final examination shall be four (4) hours (Art. 62).
Honorable Dismissal
A student in good standing who desires to sever his connection with his college shall present to the Dean or Director a written petition signed by his parent or guardian for this effect. If the petition is granted, the student shall be given honorable dismissal. Without such petition and favorable action, no record of honorable dismissal shall be made (Art. 411).
Honorable dismissal is voluntary withdrawal from the university with the consent of the Dean or Director. All indebtedness to the University must be settles before a statement of honorable dismissal will be issued. The statement indicated that the student withdrew in good standing. 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 (Art, 412).
A student who leaves the University for reason of suspension, dropping, or expulsion due to disciplinary action shall not be entitled to honorable dismissal. Should he be permitted to receive his transcript of records or the certification of his academic status in the University, it shall contain a statement of the disciplinary action rendered against him (Art. 413).
GRADING SYSTEM
The Grades:
The work of students both graduate and undergraduate shall be graded at the end of each term in accordance with the following system: (BOR Res. 12, S. 1997).
1.00 and 1.25 - Excellent
1.50 and 1.75 - Very Good
2.00 and 2.25 - Good
2.50 and 2.275 - Satisfactory
3.00 - Passing
5.00 - Failure
Inc. - Incomplete
Dr. - Dropped
A mark of “Inc.” shall be given to a student who fails to appear for final examination or to comply with the other prescribed requirements due to illness or other valid reasons. If in the opinion of the Dean or Director the absence from the examination is justified, the student fails to take the final examination for any reason, a grade or “5” is given. “Inc.” must be removed within the prescribed time, otherwise the grades become “5”. The period for the removal grades of “Incomplete”, must not extend beyond one 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 regular semestral removal period immediately following the one-year period. If a student passes an examination for the removal of an “Inc.” he shall be given a final grade of “3” or better; if he fails, the final grade shall be “5” (Art. 363).
Re-examination shall be permitted only for the purpose of removing “Inc.” grades. A student is not allowed re-examination for the purpose of improving his grade (Art. 356).
Removal of Grades of “Incomplete”
Examinations for the removal of grades of “Incomplete” may be taken without fees:
- during the regular examination periods, provided that the subject in which the student failed to take his final examination is included in the schedule of examination for the period during which said removal examination is to be taken; otherwise, said student is to be charged the prescribed fee;
- during the registration in each semester, Provided, That the examination for a particular subject is taken at the time it is scheduled; and
- within the ten-day period preceding the Christmas vacation in colleges in which there is no inter-semestral vacation; Provided, Further, That the examination is taken at the time and place it is scheduled (Art. 374).
Removal examinations may be taken at other times, subject to the provisions of the next succeeding Article, on the recommendation of the Dean or Director and upon payment of the prescribes fee per subject (Art. 375).
In no case shall the period for the removal of grades of “Incomplete” extend beyond one academic year from the date the grade was received; Provided, However, That this one-year academic period allowed for the removal shall be interpreted as extending to the regular semestral removal period immediately following the one-year period, and Provided, further, That students on any University Scholarship/Grants shall remove “Inc.” grades before the close of registration in the next succeeding term (Art. 376).
Scholastic Delinquency
Any student whose scholastic performance in class is below a grade of “3” or “passing” shall be subject to the following rules:
Warning – Any student who at the end of the term obtains final grades below “3” in 25% to 49% 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 term final grades below “3” in 50% to 75% of the total number of academic units in which he has final grades shall be placed on probation for the succeeding term and his load shall be limited to the extent to be determined by the Dean; Provided, That his shall not apply to students who received final grades in less than 6 academic units.
Probation may be remove by:
- raising the number of units passed to over 50% of the total number of units in which the student has final grades by passing removal examinations, or waiver examinations or by removing the “Inc.” grades before the close of the units in which he has final grades in the succeeding term, or
- passing in 100% of the units in which he has final grades in the succeeding term.
Dismissal
- Any student, who at the end of the term, obtains final grades below “3” in at least 76% of the total number of academic units in which he receives final grades shall be dropped from the roll of his college or school; Provided, That this shall not apply to students who received final grades in less than 9 academic units.
- Any student on probation in accordance with Rule 2 who once again fails in 50% or more of the total number of units in which he receives final grades shall be dropped from the roll of his college or school.
Permanent Disqualification
- Any student who, at the end of the term, obtains final grades below “3” in 100% of the academic units in which he is given final grades shall be permanently barred from the readmission to any college or school of the University; Provided, further, That this shall not apply to students who received final grades in less than 12 academic units.
- Likewise, any student who has dropped in accordance with the Rule 3 (a) or (b) and once again fails, shall not be eligible for re-admission to any college or school of the University.
- The scholarship rule regarding permanent disqualification (Rule 4), does not apply to cases where the instructor concerned has certified that the grades of “5” were due to the student’s authorized dropping of the subject and not to poor scholarship. However, if the dropping 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 these cases on their individual merits and shall recommend to the President/Chancellor 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 re-admission shall the action be lighter than probation.
GRADUATION POLICIES
Graduation Requirements
Students in the undergraduate and high school programs must complete all the requirements of the official curriculum of their course, and must fulfill the tree-planting requirement during the junior year.
No student shall be recommended for graduation unless he has satisfied all academic and other requirements prescribed for graduation.
Graduation With Honors
Students who completed their courses with the following averages, computed on the basis of units shall graduate with honors:
Cum Laude - 1.46 to 1.75
Magna Cum Laude - 1.21 to 1.45
Summa Cum Laude - 1.00 to 1.20
Provided, That all the grades in all academic subjects prescribed in the curriculum shall be included in the computation of the average (Art. 426).
Students who are candidate for graduation with honors must have completed in the University at least 76 percent of the total number of academic units or hours for graduation and must have been in residence therein for at least two years prior to graduation (Art. 427).
In the computation of the final grade average of students who are candidates for graduation with honors, only resident credit shall be included (Art. 428).
Students who are candidates for graduation with honors must have been taken during each term not less than fifteen units (Art. 429).
That in case of students graduating with honors in courses the prescribed length of which is less than four years, the English equivalent shall be used.
Time Limit
A student, to qualify for little or degree must complete the requirements of a course of any department or college within the following time limit at the start of school work:
1) For a two-year preparatory course…………………………Three years
2) For a three-year course…………………………………………..Five years
3) For a four-year course…………………………………………….Six years
4) For a five-year course……………………………………………..Seven years
Commencement Exercises
Attendance at general commencement exercises is compulsory (Art. 431)
Graduating students who cannot participate in the general commencement exercises due to justifiable reasons must write petition to the President/Chancellor through their Deans or Directors or their duly designated representatives before the commencement exercises, to be recorded by the Registrar (Art. 432).
Graduating students who are absent during the general commencement exercises shall obtain their diplomas or certification and transcript of records from the Office of the Registrar. Provided, That they comply with the above provisions on attendance and upon presentation of the receipt of the payment of the graduation fee and student’s clearance (Art. 434).
The name of students elected to honor societies and awarded scholarships shall be included in the commencement program (Art. 434).
The diploma shall bear only one date, which shall be the date of the commencement exercises (Art. 435).
