FOREWORD

T
his manual of Academic Policies is an official statement of student
policies and measures prepared by the University to guide students in
their academic pursuit. It includes an inventory of rules, regulations
and procedures considered vital in the positive administration of the
academic community and is aimed at promoting goodwill and understanding
between the University and the students.

The policies are written to give optimum importance to equal opportunities

to learning despite diversities among its students. It assures each student that
the university is intent on providing every student topnotch quality Christian
education.

We warmly welcome our students to another year of academic challenges.

Miriam P. Narbarte, PhD, FBE

Vice President for Academics

Table of Contents

Foreword ..................................................................................................................... 1
Table of Contents ........................................................................................................ 2

Academic Policies for the Undergraduate Level

Section A – Admission and Registrations

1. Admission to the University ................................................................................... 6

1.1 Admission Policy........................................................................................... 6
1.2 General Rules and Regulations for Admission ............................................. 6
1.3 Policy for Lesbian, Gay, Bisexual, and Transgender .................................... 6
1.4 Re-Admission Policy ..................................................................................... 7
2. Registration............................................................................................................. 7
2.1 Late Registration ........................................................................................... 8
2.2 Change in Registration .................................................................................. 8
2.2.1 Change of Program ............................................................................ 8
2.2.2 Dropping of Courses.......................................................................... 8
3. Cross Enrollment .................................................................................................... 8

Section B – Bridging Programs and Placement Tests

1. Bridging Programs.................................................................................................. 9
1.1 From SHS to College Coming from Different Strand/Track ........................ 9
1.2 English as a Second Language (ESL) Course ............................................... 10
2. Placement Tests ...................................................................................................... 11
2.1 English ........................................................................................................... 11
2.2 Mathematics .................................................................................................. 11
2.3 Bible .............................................................................................................. 12
2.4 Placement Tests to be used by the Guidance Office during the
Freshmen Admissions ................................................................................... 12

Section C – General Education Courses

1. Work Education Requirement ................................................................................ 12

2. Guidelines for Different PE Courses ...................................................................... 16
2.1 PE 1 for In-Campus Students ........................................................................ 16
2.2 PE 1 for Off-Campus/Non-Dorm Students ................................................... 16
2.3 PE 1 for Working Students ............................................................................ 16
2.4 PE 1 for Students With Health Problems ...................................................... 17

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3. Intensive Courses.................................................................................................... 17
3.1 Physical Education Via Proficiency Exam .................................................... 17
3.2 PE Guidelines for Encoding .......................................................................... 18

Section D – Academic Advising

1. Academic Advisers ................................................................................................. 20

2. Curriculum and Bulletin ......................................................................................... 20
2.1 Curriculum Checklist..................................................................................... 20
2.2 Student’s Governing Curriculum .................................................................. 20
2.3 Bulletin Regulation, Manual of Academic Policies
and Announced Changes ............................................................................... 20
3. Student Load Policy ............................................................................................... 21
4. Period of Probation ................................................................................................. 21
4.1 Scholastic Standing, Probation, Suspension, and Dismissal ......................... 21
4.2 Retention Policy ............................................................................................ 22
5. Special Class ........................................................................................................... 22
5.1 Mechanisms to Ensure Quality of Special Classes........................................ 22
6. Transfer of Credits .................................................................................................. 23
7. Substitution Policy.................................................................................................. 23
8. Guidelines on Thesis/Feasibility Study Writing..................................................... 23
9. Academic Grievance .............................................................................................. 24

Section E – Off-Campus and Extra-Curricular Activities

1. Guidelines on Off-Campus Activities .................................................................... 24

1.1 Educational Trips........................................................................................... 24
1.2 On-Site Learning (OSL) / Internationalization.............................................. 24
1.2.1 Dates .................................................................................................. 24
1.2.2 Courses Credited for OSL ................................................................. 25
2. Academic Qualifications for Students’ Participation in Co-Curricular Activities . 25
2.1 Leadership ..................................................................................................... 25
2.1.1 Personal Qualifications ...................................................................... 25
2.1.2 Grading Requirement ........................................................................ 26
2.1.3 Student Load ...................................................................................... 26
2.1.4 Leadership Points System.................................................................. 26

Section F – Attendance and Absences

1. Attendance Policy ................................................................................................... 27

2. Reporting Students’ Absences ................................................................................ 27
3. Students’ Absences Due to Official Functions ....................................................... 28
4. Lecture and Laboratory Classes (due to COVID-19 crisis) ................................... 28

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5. Student Leave of Absence ...................................................................................... 28
6. Policy on Residency ............................................................................................... 29

Section G – Quizzes and Examinations

1. Provision for Examination ...................................................................................... 29

1.1 Preliminary, Midterm, and Pre-Final Examinations...................................... 29
1.2 Final Examinations ........................................................................................ 29
2. Comprehensive Exam/Pre-final and Final Exams (due to the COVID-19 crisis) .. 30
3. Special Quiz/Examination ...................................................................................... 30
4. Special Moving Examination ................................................................................. 31
5. Remedial Examinations .......................................................................................... 31
6. Administering Advance and Late Examinations .................................................... 31

Section H – Grading

1. Grading System ...................................................................................................... 31

1.1 Components for Grading ............................................................................... 33
1.2 Carreon Computation .................................................................................... 33
2. Incomplete Grades (INC) ....................................................................................... 33
3. No Credit (NC) Grades ........................................................................................... 34
4. Grading Students’ Convocation ............................................................................. 35
5. Grading Major’s Forum .......................................................................................... 35
6. Release of Grades ................................................................................................... 35
7. Change of Grades ................................................................................................... 35

Section I – Level Promotion of Students

1. Basis for Promoting Students ................................................................................. 36

Section J – Graduation

1. Graduation Dates .................................................................................................... 37

2. Requirements for Graduation ................................................................................. 37
3. Procedures in Approving Candidates for Graduation ............................................ 38
4. Waiver for Graduation - Undergraduate Level....................................................... 39
5. Graduation (due to the COVID-19 crisis) .............................................................. 39
6. Academic Recognition ........................................................................................... 39
7. Graduating Class Officers - Qualifications and Guidelines ................................... 41
8. Graduating Class Trust Fund .................................................................................. 42
9. Transcript of Records (TOR)/Degree Certificates.................................................. 43

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 Section K – Board Exam Topnotchers

1. Cash Gift for Board Exam Topnotchers ................................................................. 44

Appendices

Application for Graduation .......................................................................................... 46

Application for Leave of Absence ................................................................................ 47
Certificate of Compliance ............................................................................................ 48
Change in Registration Request ................................................................................... 49
Clearance for Graduation ............................................................................................. 50
Completion of INC Grade ............................................................................................ 51
Examination Moderation and Reproduction Process Flow .......................................... 52
Examination Moderation Report Form ........................................................................ 53
INC Grade Form ........................................................................................................... 54
New Student Survey Form ........................................................................................... 55
Off-Campus Activities Application Form .................................................................... 56
Overload Request Form ................................................................................................ 58
Petition for NC (No Credit) Grade ............................................................................... 59
Promotion of Undergraduate Students ......................................................................... 60
Report of Student Delinquencies .................................................................................. 61
Request for Change of Grades ...................................................................................... 62
Request for Special Class (Undergraduate) .................................................................. 63
Request for Substitution of Courses ............................................................................. 64
Request for Transfer of Credit ...................................................................................... 65
Seat Plan ....................................................................................................................... 66
Seniors’ Fee Refund Form............................................................................................ 67
Shifting Form................................................................................................................ 68
Special Exam/Quiz Request Form................................................................................ 69
Student Profile .............................................................................................................. 70
Subscribed Parent/Guardian Written Consent .............................................................. 71
Template for TOS (Table of Specification).................................................................. 72
Waiver for Graduating Class Officers .......................................................................... 73
Waiver for Students with GPA below 2.25 .................................................................. 74
Waiver on the Use of Graduation Picture and Clearance for Graduation .................... 75

Academic Policies for the Undergraduate Level

Section A – Admissions and Registrations

1. Admission to the University

1.1 Admission Policy

As a Seventh-day Adventist boarding institution, AUP practices “open
admission.” It accepts all students regardless of religious affiliation, race, tribe,
or age. Incoming students must signify their willingness to uphold the
philosophy, mission, vision, and objectives of the University. They must also
abide by the rules and regulations of the University in particular and the country
in general.

1.2 General Rules and Regulations for Admission

a. Willingness to undergo a physical examination and psychological testing
b. Conformity to AUP student handbook
c. Filling out the New Student Survey Form (See Appendix: New Student
Survey Form)

1.3 Policy for Lesbian, Gay, Bisexual, and Transgender (LGBT)

Our commitment from the beginning has been to hold and put into practice the
biblical teaching of the Seventh-day Adventist Church, as expressed in our
fundamental beliefs and the official statements on human sexuality issued by the
General Conference and the Southeast Asia Pacific Division.

The Seventh-day Adventist Church recognizes that every human being is

valuable in the sight of God, and we seek to minister to all men and women in
the spirit of Jesus. We also believe that by God's grace and through the
encouragement of the community of faith, an individual may live in harmony
with the principles of God's Word.

Seventh-day Adventists believe that sexual intimacy belongs only within the
marital relationship of a man and a woman. This was the design established by
God at creation. The Scriptures declare: "For this reason, a man will leave his
father and mother and be united to his wife, and they will become one flesh"

(Gen 2:24, NIV). Throughout Scripture, this heterosexual pattern is affirmed.

The Bible makes no accommodation for homosexual activity or relationships.
Sexual acts outside the circle of a heterosexual marriage are forbidden (Lev
18:5-23, 26; Lev 20:7-21; Rom 1:24-27; 1 Cor 6:9-11). Jesus Christ reaffirmed
the divine creation intent: "'Haven't you read,' he replied, 'that at the beginning
the Creator "made them male and female," and said, "For this reason, a man will
leave his father and mother and be united to his wife, and the two will become
one flesh?" So they are no longer two, but one'" (Matt 19:4-6, NIV). For these
reasons, Seventh-day Adventists are opposed to homosexual practices and
relationships.

Jesus affirmed the dignity of all human beings and reached out compassionately
to persons and families suffering the consequences of sin. He offered caring
ministry and words of solace to struggling people while differentiating His love
for sinners from His clear teaching about sinful practices.

This document sets the expectation that sexual intimacy belongs only within
marriage, defined as “a lifelong union between a man and a woman.”
Furthermore, the University clarifies that students are to refrain “from romantic
behaviors between individuals of the same sex.” This policy is strictly enforced
through our student conduct processes, and the Adventist biblical position is
taught in our classrooms and from our pulpits.

Seventh-day Adventists endeavor to follow the Lord's instruction and example,

living a life of Christ-like compassion and faithfulness.
Therefore, students should abide by the rules and regulations as stated in the
handbook:

a. Wearing of prescribed school uniform

• Male: Polo and pants
• Female: Skirt and blouse
b. Following the proper haircut
c. Ordinarily, males do not wear make-up

1.4. Re-Admission Policy

AUP re-admits students based on academic performance set by the respective

departments and compliance with the rules and regulations of the University.
Students who did not attend school for one (1) year or more are required to
follow the new/existing curriculum upon re-admission.

2. Registration

All students seeking admission from AUP may secure the application form online, or
from the Records and Admissions Office (RAO) and submit the necessary entrance

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 credentials to the said office. All freshmen, as well as, transfer students must take the
entrance test administered by the Guidance Office. Students are officially registered
upon receipt of the registration card stamped by the RAO and the Accounting Office.
No student is allowed to attend class unless he/she is officially enrolled.

2.1 Late Registration

A student who fails to register during the stipulated time must have permission
from the RAO to register. A late registration fee will be charged. No student
will be permitted to register after the date published in the Academic Calendar
as the “last day to enter any class” unless it is approved by each teacher and
endorsed by the respective department chair to the College Dean, Records and
Admissions Director, and Vice President for Academics.

2.2 Change in Registration

2.2.1 Change of Program

Change of program (See Appendix: Change in Registration Request)
may be made with the consent of the instructor concerned, the Director
of Student Finance (DSF), the Department Chair, the College Dean, the
Records and Admissions Director, and the VPA. Any change of program
carries a certain fee except when the class is dissolved or when there was
a mistake done in the encoding. A change of program becomes effective
on the date the voucher, signed by all persons concerned, is received by
the Records and Admissions Office (RAO) and is encoded in the AUP
Online Information System (AOLIS). The student is provided a
reprinted copy of his/her registration sheet as soon as the change is
encoded in the AOLIS.

2.2.2 Dropping of Courses

a. The deadline for the dropping of courses is one month before the
final examination.
b. A student who drops any course after the registration period is
required to present a letter of consent from his/her parents or
guardian.
c. Courses dropped one month after classes have started will be
reflected in the student’s transcript of records.

3. Cross enrollment

3.1 A student is allowed to cross enroll when:

• he/she intends to spend the school term in his/her home province or region;
• the desired courses are not offered during the term the student is requesting
for it;
• the courses are offered but the schedules conflict with the student’s classes.

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 3.2 A letter of request for the student’s cross-enrollment must be submitted by the
parent or guardian.
3.3 Courses to be taken are from recognized and accredited HEI’s only.
3.4 Only minor courses can be taken for cross-enrollment.

Section B – Bridging Programs and Placement Tests

1. Bridging Programs

1.1 From SHS to College Coming from Different Strand/Track

Required Bridging Program for Students

Program When to Take
Strand from Different Strands
BSA ABM Students under the ABM Track will To be taken during the
be required to take General Admission Exam
• A Validation Exam to be Schedule of the applicant
administered by the
Accountancy Department
o If the students’ score is
65% and above, they will
be required to enroll in
Financial Accounting and
Reporting – 3 units
o If the students’ score is
64.99% and below, they
will be required to enroll
in Financial Accounting
and Reporting with
Review – 6 units
Students from Track/Strand other
than ABM
• Applicants will be required to
enroll in Financial Accounting
and Reporting – 6 units.
DMD STEM Students are required to take To be taken before
• General Chemistry (Organic enrolling Biochemistry
and Inorganic) 5 units
3 units – Theory
2 units – Laboratory
• Physics – 5 units
BSBIO STEM Biological Science (3 units) To be taken during the
Intersemester before the
1st semester of the first
year in college
BSCHEM STEM Students are required to take: To be taken during the
• Analytic Geometry (3 units) Intersemester before the
• General Chemistry (3 units)

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 1st semester of the first
year in college
BSECE STEM Students are required to take: To be taken during the
• Calculus with Analytic Intersemester before the
Geometry (3 units) 1st semester of the first
• Physics (5 units) year in college
3 – Lecture
2 – Laboratory
BSMATH STEM Students are required to take: To be taken during the
• Calculus with Analytic Intersemester before the
Geometry (3 units) 1st semester of the first
year in college
For all Those who will not pass the To be taken upon
students entrance exam for Mathematics are enrolment of
required to enroll an additional two Mathematics in the
units of laboratory classes. Modern World
For all English Plus is a 3-unit bridging Pre-requisite to Purposive
students course for incoming freshmen Communication
students who failed in the entrance
exam for English starting First
Semester, 2018-2019.

1.2 English as a Second Language (ESL) Course

This is a one-semester pre-academic course of students offered by the
Languages Department, limited to Beginner Level in English. It provides basic
functional instruction and practice in ESL (listening, pronunciation, speaking,
grammar, spelling, writing, reading, vocabulary, and conversation).

HULA 100 is a course designed to help non-English speaking students.

Course No. : HULA100A, HULA100B, HULA100C,

HULA100D
Course Title : Foundation in ESL (English as a Second
Language)
No. of units : 12
For visa application : 15
Maximum no.
of students in a class : 20
Class Meeting : Monday to Thursday
Laboratory Fee : Present rate

1.2.1 Course Content

Listening, Pronunciation, and Speaking
Grammar, Spelling, and Writing
Reading and Vocabulary
Conversation

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 1.2.2 The Teachers
a. The Languages Department’s full-time permanent faculty willing to
teach students in the Beginner Level in English will handle the class,
but preferably one with an ESL or English as a Foreign Language
(EFL) preparations/ qualifications.
b. A full-time/part-time ESL teacher or graduate assistant may be paid
on an hourly basis, as needed.

2. Placement Tests

SCORE TO TAKE
ENGLISH
0-19 ESL
20-29 English Plus
30-60 Purposive Communication
MATH
0-5 Math in the Modern World with Lab
6-40 Math in the Modern World without Lab
BIBLE
1-40 Discovery Track
41-60 Discipleship Track
61-80 Leadership and Mission Track

2.1 English
a. All incoming Freshmen students are required to take the English Placement
Test. Their scores in the test will determine the English course they are to
enroll.
b. Students who got 0-19 in the test are required to enroll in the 12-unit ESL
course together with PE 1 and Work Education. Students who scored 20-29
are allowed to join the mainstream but they cannot enroll in Purposive
Communication. They are to enroll in English Plus. Students who got 30-60
will enroll in Purposive Communication.
c. Students who have completed the ESL course will be given a certificate and
will be allowed to join the mainstream, enroll in English Plus, and later on
in Purposive Communication.

2.2 Mathematics
Students are advised to enroll in the section according to the following scores in
the Mathematics Entrance Test:

Course Score Units

Math in the Modern World 6-40 3/3
Math in the Modern World with Lab 0-5 3/5

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 2.3 Bible
Students are advised to enroll in the section according to the following scores:

Course Scores
Discovery Track 1-40
Discipleship Track 41-60
Leadership and Mission Track 61-80

2.4 Placement tests to be used by the Guidance Office during the freshman
admissions (Undergraduate)

a. English
60 points (30 Multiple Choice; 30 points Essay)
.64 (Moderately reliable)
Item analyzed – certain items to be revised before being uploaded
Cut-off score 50%
b. Mathematics
40 items (from 20 items)
.818 reliability (Highly reliable)
Item analyzed and found to be valid
Cut-off score 63%
c. Bible Literacy
80 items
.95 reliability (Highly reliable)
Item analyzed – certain items to be revised before being uploaded
Cut-off score:
40 points and below = Discovery
41-60 points = Discipleship
61-80 points = Leadership

Section C – General Education Courses

1. Work Education Requirement

The educational philosophy of the Adventist University of the Philippines is that

education is the “harmonious development of his mental, physical, social, and
spiritual faculties.” One of the major strategies where this philosophy is carried out
in the Work Education co-curriculum. In the Work Education (WorkEd) program,
the mental aspect of education is connected to practical training in the necessary skills
of daily life. Related to this connection is that at every stage of the student’s stay in
the University, there must be some form of physical activity and not just mental work.
In WorkEd, the physical exertion in practical activities is connected to the
development of social skills and in helping others and the community.

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 The joining of the mental, physical, and social aspects in WorkEd are learning
experiences for the development of character.

As a result of the WorkEd co-curriculum, students will demonstrate the following life
skills and outcomes.

1.1. Initiative and Self-Direction

• Set goals with tangible and intangible success criteria
• Utilize time and manage workload efficiently
• Monitor, define, prioritize, and complete tasks without direct oversight
• Demonstrate initiative to improve what they are doing

1.2. Social and Cross-Cultural Interaction

• Know when it is appropriate to listen and when to speak
• Conduct themselves in a respectable, professional manner
• Respect cultural differences and work effectively with people from different
social and cultural backgrounds
• Respond open-mindedly to different ideas and values

1.3. Productivity and Accountability

• Manage tasks/projects even in the face of obstacles and competing pressures
• Prioritize, plan, and manage work to achieve the intended result
• Demonstrate additional attributes associated with producing high-quality
work including:
o Work positively and ethically
o Manage time and work effectively
o Multitask
o Participate actively, as well as be reliable and punctual
o Present oneself professionally and with proper etiquette
o Collaborate and cooperate effectively with teams
o Be accountable for the results

1.4. Flexibility and Adaptability

• Adapt to varied roles, responsibilities, schedules, and contexts
• Work effectively in a climate of ambiguity and changing priorities
• Incorporate feedback effectively
• Deal positively with praise, setbacks, and criticisms
• Understand, negotiate, and balance diverse views and beliefs to reach
workable solutions

1.5. Leadership and Responsibility

• Use interpersonal and problem-solving skills to influence and guide others
toward a goal
• Inspire others to accomplish a common goal
• Inspire others to reach their very best via example and selflessness

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 • Demonstrate integrity and ethical behavior in using influence and power
• Act responsibly with the interests of the larger community in mind

The following guidelines shall be implemented in the WorkEd program so that the
educational philosophy stated and the intended life skills to be developed may result
from the students’ learning experiences:

a. At every year in the students’ program, there shall be assessed learning activities
that support WorkEd outcomes. Students enrolled in Physical Education and
Practicum/OJT/Internship courses have equivalent learning experiences to
WorkEd and are therefore exempted from taking WorkEd units in the semesters
they are enrolled in. Physical Education teachers and Student Internship
Coordinators are to ensure that the outcomes of the WorkEd program are
integrated into their courses.
b. Students not covered by exemption are required to enroll in the WorkEd course (1
unit) in two full semesters. They are to engage in at least three hours of work per
week, for a total of 40 hours per semester, including four hours of orientation. No
intensive schedule or “crash course” is allowed. Work Scholars who are enrolled
in the WorkEd may apply for equivalency, but the supervisor of each work
scholar has to sign an agreement that he/she will assess students based on
WorkEd grading criteria also.

c. Students enrolled in the WorkEd may select the work they will engage in.
Students are to enroll in at least a semester in Service Work and may opt to
undertake a semester in Community Extension Work. The types of work students
may select are:
• Service work: Custodial, food service, grounds, maintenance, office work,
staff help (monitors, lab assistants, library assistants, receptionists, and
clerks), farm work, store clerks, and other types of work that primarily involve
physical labor rather than mental.
• Community Extension Service projects, of which 75% of the required hours
are done in actual field/community work.

d. To stimulate the workplace

• The students select and apply for a specific job/work.
• The work supervisor should prepare a job description for the three-hour per
week job. In addition to the life skills, the students shall be assessed also in
their competency in the tasks specified in the job description.
• A predetermined work schedule has to publish before the students enroll,
preferably following class times, and not just the students accumulating hours
anytime they report for work.
• The students enroll within two weeks after the start of classes at the WorkEd
office for a specific job and with specific work time. The students sign a
contract upon enrollment in the course, which specifies the tasks to be done,
the work hours, and the job performance evaluation before any work is

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 started. A student who fails to report for work within two weeks after signing
up for the job shall automatically receive a failing grade for the course.

e. The WorkEd Coordinator shall have the following responsibilities in

implementing the program.
• Oversee the operation of the WorkEd Program, developing and maintaining
procedures, forms, and records.
• Organize the WorkEd program for students.
o Approve with the different heads of the University entities their requests
for WorkEd students, with the corresponding job description, a schedule
of work time slots, and the number of students needed for each of the time
slots.
o Advertising and processing the work/jobs available to those enrolled in the
WorkEd.
• Process enrollment of students to the WorkEd course.
• Conduct orientation for WorkEd students and also for the WorkEd supervisors
• Coordinate with the work supervisors to ensure that the learning experience of
each student enrolled meet the outcomes, and are appropriately assessed based
on the WorkEd program outcomes. This would involve regular visitation of
the different workplaces.
• Orient the work supervisors on the grading criteria for the WorkEd program to
ensure that there is a relatively uniform manner of evaluation. Grading is as
follows:
o Excellent
o Very Satisfactory
o Satisfactory
o Poor
• Review the recommended grade submitted by the work supervisors at the end
of each semester based on the work log and final assessment. Input the grade
of each student enrolled.
• Recommend for recognition per year outstanding students in the WorkEd
program.

f. The Work Supervisor’s responsibilities are:

• To submit job descriptions that match the 3-hour per week shift the students
will report to their work unit. To make a schedule of the time the students are
expected for work, times in which the supervisor can oversee WorkEd
students.
• To orient the WorkEd students to their work, especially in essential issues
such as workplace safety, data privacy protection, etc.
• To prepare a Work Log that will be kept in the custody of the unit/department.
The Log should not only record the time of work duty but also the kind of
work done. The supervisor is to report to the WorkEd Coordinator if a student
enrolled has not reported for work within two weeks at the start of the
semester or has a total absence of ten hours from work.

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 • To regularly observe the students’ performance at work and give the needed
encouragement and feedback. To meet with the students in the mid-term and
give an evaluation of their performance at work.
• To submit to the WorkEd Coordinator the Work Log and the final Work
Performance Evaluation Form at the end of the semester.

g. Course codes will be by College, as follows:

College Course Code College Course Code

CAH WECA COH WECH
COB WECB CON WECN
COD WECD CST WEST
COE WECE COT WECT

h. All curricula must include the WorkEd requirement for two semesters.

i. For students with honors, a Very Satisfactory grade is required.

2. Guidelines for Different Physical Education (PE) Courses

2.1 PE 1 for In-Campus Students

Main activity: with supervised early morning jogging (STTh 5 - 6:30 am) aside
from regular classroom instruction

Qualifications:
• No health-related problem
• Staying in the dormitory or in a faculty home

2.2 PE 1 for Off-Campus/Non-Dorm Students

Main activity: high-intensity exercise (during class schedule)

Qualifications:
• No health-related problem
• Staying off-campus or in a faculty home

Off-campus/Non-dorm students are not allowed to join the in-campus program

due to the early morning schedule. Those who are staying in faculty homes can
have this program as an option.

2.3 PE 1 for Working Students

Main activity: high-intensity exercise (during class schedule)

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 Qualifications:
• No health-related problem
• With work certificate from the supervisor for those who are working in
AUP, or certificate of employment from the employer for those who are
working in companies in nearby areas.
Aside from having a hard time finding a schedule that will fit in their working
hours, working students find it hard also to come up with practices set by full-
time students in preparation for final exams.

2.4. PE 1 for Students with Health-Related Problems

Main activity: low-intensity exercise (during class schedule)

Qualification:
• With medical certificate authenticated by AUP health services.
Students with a health-related problem are not allowed to join other
programs due to their current health status. They are to be treated with more
careful supervision to avoid untoward incidents.

3. Intensive Courses

Intensive courses are not allowed. PE courses are designed to help the students
develop and practice a balanced lifestyle by providing them regular physical
activities. Thus, Department Chairs of academic programs are encouraged to strictly
monitor the completion of the PE courses within the first two years or within the
terms specified in the curriculum.

3.1 Physical Education Via Proficiency Exam

This program is designed to cater to the needs of those who are under special
cases without charging an additional fee. The student is required to follow the
proper sequence of PE courses.

Qualifications:
Officially enrolled with any of the following:
• with advanced skill in a particular PE course (if possible, show proof of
participation in tournaments such as pictures, certificates, awards if any)
• married (submit a photocopy of marriage certificate)
• with disability (submit a medical certificate authenticated by AUP health
services)
• currently employed (submit a certificate of employment)
• for PE 1 and PE 2 – at least 23 years old (submit a photocopy of birth
certificate)
• for PE 3 and PE 4 – at least 25 years old (submit a photocopy of birth
certificate)

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 Requirements:
• Enroll in the needed PE course. Only PE courses offered within the semester
can be taken.
• Only one PE course per semester.
• Review independently the syllabus/handouts and practice basic skills for
evaluation.
• Pass both written and practical exams.

3.2 PE Guidelines for Encoding

3.2.1 General:
• Students should finish all PE courses during their first two years of
stay in AUP or within the terms specified in the curriculum to avoid
problems during senior years.
• PE courses are to be taken in proper sequence (PE 1, PE 2, PE 3, PE
4). Each lower level of PE is a prerequisite of the next level and has
to be strictly observed.
• Students should be enrolled according to the classification especially
in PE 1 to avoid problems in accomplishing class requirements.
• Monitoring of class rosters during the encoding is highly
recommended to ensure that each teacher will have enough load.
Override is not allowed unless all sections are full. This is to avoid
dissolved classes due to lack of students. Encoders are encouraged to
help the students in lining up their courses.
• The PE department will not be liable for any of the following:
o Problem due to wrong encoding (wrong classification, wrong
section, wrong teacher, wrong course). It would be the
responsibility of the students’ department to fix the problem.
o Problem due to the non-fulfillment of a prerequisite. The
Department Chair of the students should check if they have
already completed the pre-requisite before encoding. The PE
department should double-check if students enrolled in PE 2, 3,
and 4 are done with the prerequisites during the first week of
class. Students who will be found not qualified will be advised to
drop.
o Problem due to lack of proper monitoring of students’ checklist.
It is the responsibility of the Department Chair of the students to
monitor the completion of the PE courses during the first two
years or within the terms specified in the curriculum.

3.2.2 PE 1
Faculty encoders should:
• Interview the students.
• Encode the requested course according to their classification.
o With a health-related problem
o In-campus

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 o Off-campus
o Working students

3.2.3 PE 2
Faculty encoders should check if the student has a grade in PE 1
reflected in AOLIS.
• If the student’s PE 1 grade is not yet encoded in the AOLIS, advise
the student to have it encoded first.
• If the grade reflected in the AOLIS is INC, advise the student to
complete the INC grade. INC is not acceptable unless the grade in
the INC Grade Form is a passing grade. (See Appendix:
Completion of INC Grade)
• If the student is a transferee, request the student to proceed to the PE
department with a photocopy of their transcript for transfer of credit
(See Appendix: Request for Transfer of Credit) and secure a note
from the PE Department Chair to be presented to the encoder.

3.2.4 PE 3
Faculty encoders should check if the student has a grade in PE 1
reflected in the AOLIS.
• If either of the student’s PE 1 or PE 2 grade is not yet encoded in the
AOLIS, advise the student to have it encoded first.
• If the grade reflected in the AOLIS is INC, advise the student to
complete the INC grade (See Appendix: Completion of INC
Grade). INC is not acceptable unless the grade in the INC Grade
Form is a passing grade.
• If the student is a transferee, request the student to proceed to the PE
department with a photocopy of their transcript for transfer of credit
(See Appendix: Request for Transfer of Credit) and secure a note
from the PE Department Chair to be presented to the encoder.

3.2.5 PE 4
Faculty encoders should check if the student has a grade in PE 1, PE 2,
PE 3 reflected in AOLIS.
• If either of the student’s PE 1, PE 2, or PE 3 grade is not yet encoded
in the AOLIS, advise the student to have it encoded first.
• If the grade reflected in the AOLIS is INC, advise the student to
complete the INC grade (See Appendix: Completion of INC
Grade). INC is not acceptable unless the grade in the INC Grade
Form is a passing grade.
• If the student is a transferee, request the student to proceed to the PE
department with a photocopy of their transcript for transfer of credit
(See Appendix: Request for Transfer of Credit) and secure a note
from the PE Department Chair to be presented to the encoder.

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 Section D - Academic Advising

1. Academic Advisers

Students will have their respective academic advisers to assist them in monitoring
their program until graduation. The chairperson of the department is the official
academic adviser. Students will also have a second adviser if they are doing a double
major or minor. One of the functions of the academic advisers is to review the
students’ academic program every semester. At the beginning of each semester, the
advisers should have updated the students’ checklist.

Another function of the academic advisers is to have a file of Student Profile (See
Appendix: Student Profile). Since it is confidential, the data should be kept
confidential.

2. Curriculum and Bulletin

2.1 Curriculum Checklist

A curriculum checklist is simply a list of all the courses students must take to
graduate. It is given to students on the day of their first registration in the
University and must be updated every term before the registration. The courses
are listed under the specific term and students are advised to take them
sequentially as they appear in the approved curriculum, unless advised
otherwise by their academic advisers. The curriculum checklist must be updated
every term by the department chair to monitor the progress of the students. At
the same time, the students are expected to update their checklist from the
AOLIS and compare every term with the department chair.

2.2 Student’s Governing Curriculum

Every student using an old curriculum must be advised to shift to the new
curriculum. A student should graduate under the curriculum in force. A student
must meet all the requirements in the curriculum in force.

2.3 Bulletin Regulations, Manual of Academic Policies, and Announced

Changes
The stipulations in the Bulletin and Manual of Academic Policies should not be
considered as a final contract between the student and the University. The
University reserves the right to make any changes it deems necessary at any
time. All such changes adopted or made by the University administration, and
then communicated to the University community, have the same force as the
regulations published in the University Bulletin and Manual of Academic
Policies.

20

3. Student Load Policy

The number of units, which a student is allowed to carry, should be based on his/her
GPA, his/her workload (for working students), and financial arrangements with the
DSF. The following scale provides for the allowable load based on the student’s GPA
from the previous semester including the forum, work education, and other
requirements.

Load Allowance Load Allowance

GPA
(semester) (intersemester)
3.50 and above 28 (maximum) 9 (maximum)
3.25 – 3.49 26 – 27 8
3:00 – 3.24 24 – 25 7
2.75 – 2.99 22 – 23 6
2.50 – 2.74 20 – 21 5
2.25 – 2.49 18 – 19 4
2.00 – 2.24 17 and below 3
Other curricular considerations, such as overload requests (See Appendix: Overload
Request Form), must be approved by the office of the Vice President for Academics.

4. Period of Probation

The first semester of the student’s attendance at the University is his/her period of
probation. During this time, he/she must demonstrate scholastic ability, an aptitude
for the program of study, high moral ideals, and the willingness to cooperate with
every detail of the University program.

4.1 Scholastic Standing, Probation, Suspension, and Dismissal

Every student is expected to maintain a satisfactory record while attending the
Adventist University of the Philippines. For students taking a four-year course,
an overall grade point average (GPA) of at least 2.25 is considered a minimum
standing. Students who perform below this level will be placed on scholastic
probation and must submit a notarized waiver signed by the parent/guardian,
and the College Dean during the pre-registration (See Appendix: Waiver for
Students With GPA Below 2.25). This means that during the semester they are
placed on probation, they should make special efforts to raise their grades above
the minimum level. Students who are on scholastic probation for two
consecutive semesters will have their cases taken to the College Council for
review and may be asked to shift to another degree program upon consultation
with the Guidance Director (See Appendix: Shifting Form). Students who do
not meet the required GPA will be denied admission to the University.

For students taking an Associate or Diploma program, the minimum overall

GPA is 2.0. If students fail to come up with the required GPA for one semester,
they will be placed on academic probation. Failure to reach the required GPA

21

 for two consecutive semesters, after all efforts have been exerted to help them
raise their grades, will disqualify them to continue with their program of study
at the University.

4.2 Retention Policy

The University practices open admission and selective retention. Below is the
University’s minimum retention requirement. Each program especially those
with licensure examination may implement their own President Council’s
approved retention policy which is over and above the University’s minimum
retention requirements.

For a bachelor’s degree course: Overall GPA - 2.25

For a two-year Associate/Diploma program: Overall GPA - 2.00

5. Special Class

a. special class for undergraduate is considered when the course has less than the
allowed minimum number of students (10 students for every major course) and is
requested after the approval of the course offerings. (See Appendix: Request for
Special Class-Undergraduate)
b. If the requested course has less than the allowed minimum number of students,
the students are required to pay the regular tuition fee and share the special class
fee for 10 students. The teacher teaching the requested course will be given a 3-
unit load.
c. If the major course is part of the regular course offerings, and the number of
students is less than the allowed minimum (10 students for every major course),
the teacher will be given a 3-unit load provided his/her minor undergraduate
classes compensate the number of students. The students in that course will be
required to pay the special class fee.
d. Each regular class for a major course should reach the allowed minimum number
of students (10 students) for the teacher to be given a 3-unit load. In cases where a
teacher teaches all major courses and one of his/her classes does not meet the
allowed minimum number of students, the teacher will be given a 3-unit load
provided his/her other classes can compensate the number of students for that
major course.

5.1 Mechanisms to Ensure Quality of Special Classes

To ensure quality in offering special classes, the following must be observed:
a. Required Contact Hours
3 units (54 hrs/sem – regular class)
2 units (36 hrs/sem – regular class)
1 unit (18 hrs/sem – regular class)
b. Portfolio for each student containing:
Exams, Quizzes, Projects, Journals/etc.

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6. Transfer of Credits

The University may accept the transfer of credits from all general courses provided
the course description and grades are consistent with the policy requirements of the
University. Evaluation and review of credits for transfer may include military
training and experience provided that the standards of consistency to the program’s
requirements are also met. Transfer of credits for major courses will be decided by
the Department Chair, Dean, and the Vice President for Academics, but transfer
students must take at least 36 units or spend one full academic year residency, taking
50% of the courses in the major field. The policy for local students also applies to
foreign students; however, the University may accept the transfer of credits as
mandated by CHED. (See Appendix: Request for Transfer of Credit)

7. Substitution Policy

In cases where the course/s needed by a student is/are no longer part of the
curriculum in force, the principle of “substitution” shall be applied; that is, courses
taken in the previous curriculum shall be deemed equivalent and thus credited to the
courses in the current curriculum as determined by the Department Chair and
approved by the College Dean and VPA through the use of the Substitution Form.
(See Appendix: Request for Substitution of Courses)

8. Guidelines on Thesis/Feasibility Study Writing

a. Allow 3-5 students to work on their thesis/FS.

b. The panel should be composed of an adviser and three panel members. The
College Dean should act as the chair.
c. Expenses for the thesis and FS related to advising, editing, and others as presented
below should be up to P5,000 only.

Expenses:
Advising P1,300
Editing 1,250 (P1,000 – editor / P250 – AUP Turnitin)
Statistics 1,250 (P1,000 – statistician / P250 – AUP
Statistics Center)
Fees for Panel members 600
(2x300 each)
Research Consultant 300
Department Share 300
TOTAL P5,000

d. Translator – the cost of translation should not exceed P100 per page.

23

 e. Submission of a journal-ready paper using the Introduction, Methodology,
Results, and Discussion (IMRAD) format.
f. Due to the COVID-19 crisis, oral defenses for May 2020 graduates will be done
online.

9. Academic Grievance

Any student desirous of expressing concern regarding instructional matters such as

perceived unfair grading, cheating, or general misunderstanding should confer with
his/her instructor, Department Chair, or the College Dean before the matter is taken to
the VP for Academics. Any complaint brought to the VP for Academics must be
made in writing with the approval of the Department Chair and the College Dean.

Section E – Off-Campus and Extra-Curricular Activities

1. Guidelines on Off-Campus Activities

1.1 Educational Trips

a. Field trips are allowed in major courses only.
b. Field trip requirements should be reflected in the course syllabus during the
semester.
c. Applications for field trips should be filed and submitted to the VPA at least
one month before the activity.
d. Fieldtrips should not be on a Wednesday, Friday, or two weeks before the
final examinations, if possible.
e. The field trip request form is available at the VPA’s/Dean’s office. (See
Appendix: Off-Campus Activities Application Form)
f. After completing all the requirements for the field trip, the personnel-in-
charge of the trip may process the certificate of compliance to be approved
by the VPA and the University President. (See Appendix: Certificate of
Compliance)
g. Students may only be allowed to participate in the field trip once they secure
a medical certificate from the AUP Health Service, and submit a notarized
parent/guardian written consent. (See Appendix: Subscribed
Parent/Guardian Written Consent)

1.2 On-Site Learning (OSL) / Internationalization

1.2.1 Dates
The dates must be approved by the ADCOM before making
arrangements with the venue, transportation, etc. Further, the schedule
shall not be right after the final exam to give allowance for teachers to
submit their clearances on time.

24

 1.2.2 Courses Credited for OSL
The following courses are credited for OSL:

Courses Units
Readings in Philippine History 3
Life and Works of Rizal 3

2. Academic Qualifications for Students’ Participation in Co-

Curricular Activities

The participation of students in different co-curricular activities is essential for their

professional growth and training as coupled with sound academic backgrounds, in
line with the University Mission and Vision. Several functioning groups exist which
are relevant to both the academe and the general community. University-wide
organizations include:

Central Student Council (CSC)

The CSC is the “central student government and the… supreme body and
official representative of the students.”

University Voice (UV) and Silang Memoirs (SM)

The UV and SM are the official publications of the CSC.

Senior Class Organization

This organization is an active group for graduating seniors.

Specialized Groups
These refer to the official religious groups, singing groups, varsity sports
groups, and other specialized representations duly recognized by the Student
Services Office.

Professional Clubs
These are the department and college organizations that strengthen the
professional training and support systems of the students.

2.1 Leadership

2.1.1 Personal Qualifications

A student who vies for or is voted into a leadership position must:
• be a bona fide member of the Seventh-Day Adventist Church in the
case of a president, vice-president (religious), editor-in-chief,
playing coach, chairperson, or class pastor. Other positions are open
regardless of religious affiliations;
• be a resident student for at least three semesters for university-wide

25

 organizations;
• be officially enrolled, and
• be of good moral standing.

2.1.2 Grading Requirement

Academic standing is of great importance among student leaders, with
grades reflective of both intellectual competence and responsibility. The
student must:
• have a GPA of not less than 3.50 and the lowest grade of B- if in the
position of president, vice-president, editor-in-chief, playing coach,
chairperson, or any position belonging to the highest among
executive functions;
• have a GPA of not less than 3.00 and the lowest grade of B- if in the
position of secretary, treasurer, staff editor, vice-chairperson, or any
position belonging to the lower ranks of the hierarchy; and
• have no INCs during the semester or year when the position is held,
except for practicum and research.

2.1.3 Student Load

To function as a leader, the student must have the following
qualifications in terms of semestral load:
• for the CSC, UV, SM, and university-wide leadership, the student
should not be enrolled in practicum, internship, or on-the-job
training during any of the two semesters, except when the said
academic requirements are done in campus, or in nearby
communities such as Puting Kahoy, Lumil, Tartaria, or Sto.
Domingo;
• the same is true with professional clubs and specialized groups.

2.1.4 Leadership Points System

Students vying for or are assigned both in university-wide and college-
based leadership positions are given the following points:

University-Wide College-Based
President/Editor-in-Chief 80 40
Vice President 60 30
Secretary 40 20
Treasurer 30 10
Auditor 10 10
Class Pastor 10 10
PIO 10 10
Artist 10 10
Other positions, not executive 5 5

26

 A maximum of 100 points is allowed for any student leader to hold
different positions in a given term. These points do not influence in any
way the student’s final grades. However, these may be used to compute
points needed to evaluate those who are aiming for leadership awards.

Section F – Attendance and Absences

1. Attendance Policy

The basis for attendance policy is that no student can absent himself or herself from a
large number of classes without losing significantly from the learning opportunity
available to him/her.
The rules on class absences are as follows:

1.1 As per the Manual of Regulations for Private Schools, “a student who incurs
absences (excused or unexcused) more than 20% of the prescribed number of
classes or laboratory periods shall be given an F.”
1.2 For a term covering 18 weeks of classes, the computation is as follows:

Lecture Classes
Frequency of meetings per week Allowed Maximum Absences
1 4
2 7
3 11
Laboratory Classes 4

1.3 Three instances of being tardy, at least 15 minutes after the class has started, are
counted as one absence.
1.4 Classes missed due to late registration are included in the total number of
excused and unexcused absences for the semester.

2. Reporting Students’ Absences

The teacher reports a student who incurred three consecutive absences in a month to
the Vice President for Student Services (See Appendix: Report of Student
Delinquencies). This office will relay the information to the following:

• Home/Village Dean
• Guidance Office for counseling
• Parents
• College Dean who will inform the Department Chair

27

3. Policies on Students’ Absences Due to Official Functions

A student is allowed up to four absences (within the 20% allowed as stipulated in the
bulletin) in one semester when attending approved official functions. Such student
should be given make-up quizzes/tests missed without being charged with the make-
up examination fee. Any fee incurred for clinical duty make-ups will be shouldered
by the student or the inviting organization.

A student’s request for absences should be made through proper channels (from the
teacher to the department head, to the dean, to the VP for Academics and to the
AdCom).

4. Lecture and Laboratory Classes (due to COVID 19 crisis)

Lecture Classes

Classes will continue online and through Flexible Learning Mode (FLD) from pre-
school to graduate school. Meeting of students online must be strictly during the class
schedule only. Maximum flexibility and consideration must be observed to
accommodate uncontrollable interruption of Internet access on the part of the teachers
and students.

Laboratory Classes

a. Laboratory classes will continue with innovative ways of completing the courses
as originally scheduled.
b. Laboratory classes that cannot be done online can be extended up to July 2020.
Students do not need to re-enroll these courses, while teachers will not be given
additional pay to accomplish the extension of laboratory classes.
c. There will be no refund for all 2nd semester 2019-2020 laboratory classes that will
end in May 2020.

5. Student Leave of Absence

All students who plan to stop schooling for at least one semester up to one year are
required to apply for a leave of absence using the Leave of Absence Form (See
Appendix: Application for Leave of Absence) up to two weeks after the last day of
registration. Students who applied for leave of absence will proceed to pre-
registration and registration just like the returning students.

Students who will not file for LOA will be considered in Absence Without Leave
(AWOL) status. Students who are AWOL, or those who filed for LOA but returned
beyond one year, must (a) apply to be re-admitted through the admissions process,
and (b) be shifted to the curriculum in force.

28

6. Policy on Residency

Residency is a requirement for a student to a bona fide and officially included in the
list of enrollment; therefore, the following policy must apply:

6.1 A student is required to enroll for residency equivalent to one-unit load on the
following conditions: Thesis Writing, Feasibility Studies, IPO, Community
Project, any academic requirements not accomplished during the previous term
6.2 Residency should be enrolled during the general enrollment period
6.3 The usual tuition fee will apply including library fee
6.4 The Residency will not be given a grade and will not get credit

Section G – Quizzes and Examination

1. Provision for Examination

To ensure that high standards are maintained in the administration of examinations in

all undergraduate programs, the following policies and procedures shall be observed:
(See Appendix: Examination Process Flow)

1.1 For Preliminary, Midterm, and Pre-Final Examinations

a. The teacher prepares the examinations in his assigned courses during the
term.
b. A seat plan is prepared before the start of the examination. (See Appendix:
Seat Plan)
c. The assigned classroom will serve as the testing room during major
examinations.
d. The teacher oversees the reproduction of the exam paper.
e. The teacher must administer the exam on the dates specified on the
Academic Calendar.
f. The teacher shall serve as a proctor during the examination. In cases
wherein the teacher is not available, he may recommend his substitute to his
Department Chair for approval.
g. The teacher must allow students to take examinations provided they present
financial permits or financial arrangement permits duly issued by the Office
of the Director for Student Finance. The teacher is not authorized to make a
financial arrangement with students.
h. The teacher marks the examination and records the results.
i. The examination result is given to students.

1.2 For Final Examinations

a. The teacher prepares the examinations in his assigned courses during the
term. A Table of Specifications is prepared for the final examination. (See
Appendix: Template for TOS)

29

 b. For a course with multiple sections, a departmental examination may be
prepared; where a common schedule is set. All teachers of the same course
must contribute questions in the final examination.
c. The teacher submits the examination for moderation to two of his/her co-
teacher. The moderation period is part of the Academic Calendar. (See
Appendix: Examination Moderation and Reproduction Process
Flow & Examination Moderation Report Form)
d. The teacher submits the moderated examination to the Department Chair
and the College Dean for endorsement.
e. A seat plan is prepared before the start of the examination. (See Appendix:
Seat Plan)
f. The assigned classroom will serve as the testing room during major
examinations.
g. The teacher oversees the reproduction of the exam paper.
h. The teacher must administer the exam on the dates specified on the
Academic Calendar.
i. The teacher shall serve as a proctor during the examination. In cases where
the teacher is not available, he may recommend his substitute to his
Department Chair for approval.
j. The teacher must allow students to take examinations provided they present
financial permits or financial arrangement permits duly issued by the Office
of the Director for Student Finance. The teacher are not authorized to make
a financial arrangement with students.
k. The examination result is given to students.
l. The final grades of students with an outstanding balance, however, remain
INC until their financial obligations are settled. (The provisions for INC
grade will apply).

2. Comprehensive Exam/Pre-final and Final Exams (due to the

COVID-19 crisis)

Comprehensive exams for graduation will be administered online in May 2020 but
face-to-face in July 2020. Results will be released upon settlement of accounts.
Comprehensive exams for level promotion will be given online in May 2020 but face-
to-face in July 2020. Results will be released upon settlement of accounts.
The pre-final and final exams for the 2nd semester 2019-2020 will be administered
online but grades will be released only upon settlement of accounts.

3. Special Quiz/Examination

Special quiz/examination is not allowed unless the absence is excused or authorized.

The special quiz/exam fee will be P150/quiz and P300/exam. All payments will be
made to the University Cashier’s Office. (50% of the payment goes to the teacher and
50% goes to the trust fund of the department).
30

 Students who cannot take online quizzes or exams as scheduled during the ECQ may
apply/request for special quiz/exam (See Appendix: Special Exam/Quiz Request
Form). The exam/quiz fee is waived.

4. Special Moving Examinations

A student who missed a moving exam may request a special moving exam. Special
moving exams will be given to students after paying the appropriate fee. The amount
and the schedule of which will be determined by the department concerned. The
payment must be made at the University Cashier’s Office. (50% of the payment goes
to the teacher and 50% goes to the trust fund of the department).

5. Remedial Examinations

Remedial exam/s may be given (free of charge) if 20% or more of the class failed the
exam. Remedial exam/s must not be the same with the special exam, must be
announced to all students in the specific class, and must be given within a week after
every major exam.

6. Administering Advance and Late Examination

a. Teachers should inform their Department Chairs at least two weeks before the
exam schedule that they would be unable to administer the examination on the
scheduled date. In cases of emergency, it is the responsibility of the Department
Chair to assign a teacher who will administer the examination as scheduled.
b. A copy of the teacher’s information that he/she is unable to administer the exam
as scheduled should be submitted to the Dean and the VP for Academics.
Duplicates of these written requests should be kept in the department’s file for
future reference.
c. A letter of warning from the department should be given to teachers who
consistently do not follow exam schedules for at least three consecutive times.
The Dean and the VP for Academics should each be furnished a copy of the letter.

Section H - Grading

1. Grading System

The final grades for each term are recorded on the student’s permanent record in the
Records and Admissions Office and in the AOLIS. Students of the University with
active accounts in the AOLIS can view their grades on the website
(http://www.aup.edu.ph). Midterm grades are made available to the students by their
31

 respective departments. The final grades are sent to parents, guardians, or sponsors
by the Records and Admissions Office via mail courier/email.

The equivalent grade percentage and points are as follows:

Percentage Point Equivalence

Numerical Grade Letter Grade
Equivalence per unit
1.00 A 98-100 4.00
1.25 A- 95-97 3.75
1.50 B+ 92-94 3.50
1.75 B 89-91 3.25
2.00 B- 86-88 3.00
2.25 C+ 83-85 2.75
2.50 C 80-82 2.50
2.75 C- 77-79 2.25
3.00 D 75-76 2.00
5.00 F 74 and below 0.00

The Forum, Student Convocation, and WorkEd grades are:

Student Major’s Forum Work Education

Convocation
Excellent Ö Ö Ö
Very Satisfactory Ö Ö Ö
Satisfactory Ö Ö Ö
Fair Ö Ö
Poor Ö Ö Ö
Very Poor Ö

Other symbols and meanings that may appear in the grade sheet (transcript) or in the
AOLIS are:

INC – Incomplete Dropped

NC – No Credit Exempted

Final grades are permanent and could only be changed through an approved
“Request for Change of Grade” (See Appendix: Request for Change of Grades).
Further, the following labels are AOLIS generated, temporary, and not recorded in
the transcript of record:

a. Enroll – the default label for the currently enrolled courses and replaced at the end
of the term.
b. Deleted/Dissolved – courses in the roster of the AOLIS that were removed.

32

 c. Recheck – a system security check for erroneous encoding. The RAO will re-
encode the correct final grade based on the grade sheet submitted on file.

1.1 Components for Grading

The components for grading will include but not limited to the following:

Examinations Projects
Assignments Class Participation
Quizzes Research
Performance-based assessment

The following are not included in the computation of grades:

Attendance
Behavior / Attitude of students
Participation in the extra-curricular activities

The weight requirement for grading is as follows:

Examinations 40%
Continuous Assessment 60%

Any deviation must be approved by the Department Chair, College Dean, and the
VPA

1.2 Carreon Computation

Raw score
X 70 + 30
Perfect score

2. Provision for Incomplete Grades (INC)

2.1 An INC (Incomplete) is a temporary grade given at the discretion of the teacher
to students who failed to complete the requirements for the course such as:
• failure to take examinations;
• failure to submit class requirements; and
• poor performance due to illness, emergencies, and other unforeseeable
circumstances but not because of:
o negligence;
o late work; or
o low performance.

33

 2.2 Grade sheets with INC grades submitted by the teachers must include an
attached “INC Grade Form” (See Appendix: INC Grade Form) that contains
the current grade of the student, which becomes his/her final grade after the
probation for the completion of an INC grade expires.
2.3 An INC grade must be completed the shortest possible time as indicated in the
syllabus but not more than one academic year (two regular semesters and one
intersemester). Upon completion, the RAO will encode the grade as reflected in
the “Completion of INC Grade” (See Appendix: Completion of INC Grade).
2.4 As a temporary grade, an INC must be completed within one academic year
only. Otherwise, the system will automatically encode the final grade as
previously indicated in the system.
2.5 An INC grade will have a bearing on the student’s GPA.
2.6 If the course with an INC is a pre-requisite for the next course, its
passing/acceptable grade should have been encoded in the AOLIS before the
student can process enrollment of the subsequent course.
2.7 A student who intends to re-enroll a course that has a current status of INC must
be advised by his/her Department Chair to apply for NC before he/she will be
allowed to re-enroll. This must be accomplished within the INC prescribed
period. (See Appendix: Petition for NC Grade)
2.8 A student who is not capable of online/FLM classes due to the COVID-19 crisis
will be given an INC (starting June 15, 2020) to be completed in a year’s time
as indicated in the MOAP (Pre-requisite policy will still apply).
2.9 INCs that are due during the lockdown (May 2020) are extended for 3 months
(August 31, 2020). However, the policy is applied for INCs that are due before
the lockdown.
2.10 When the reason for INC is no financial permit, grades of students can be
encoded but automatically hidden until the student has settled his account. No
need to accomplish the INC Completion Form.

3. The No Credit (NC) Grade

3.1 The No Credit (NC) grade is given to a student whose petition for the No Credit
in lieu of a final grade was approved for the reason that he/she may not be able
to comply with the requirements to pass the course after receiving an INC
grade.
3.2 The request must be filed before the probation for the completion of an INC
grade expires (See Appendix: Petition for NC Grade).
3.3 The course petitioned for NC grade must be re-enrolled by the student and will
disqualify him/her for academic honors.
3.4 The NC grade is not included in the computation of the GPA.
3.5 In cases wherein a student is enrolled in a course but never attended classes, a
grade of F will apply.

34

4. Grades for Student Convocation

Attendance in Student Convocations is a part of the academic program of the

University. Convocations are provided for the spiritual, academic, and social benefits
of the students. All students are to be given a grade in Student Convocations every
semester based on the guidelines set by the AdCom. These grades are to be reflected
in the student’s transcript of records and are to be considered in the awarding of
honors.

Number of Combined Student Convocation (SC) and Week of Prayer (WOP)

No. of Attendance Grade Equivalent Academic Honor

17 Excellent To qualify for honor,
16 Very Satisfactory the grade must be at
15 Satisfactory least Very Satisfactory
14 Fair
13 Poor
12 and below Very Poor

5. Criteria in Grading Major’s Forum

The grade in Majors’ Forum is based on the student’s attendance using the following
scheme:

No. of Attendance Grade Equivalent Academic Honor

5 Excellent To qualify for honor, the
4 Very Satisfactory grade must be at least
3 Satisfactory Very Satisfactory
2 Fair
1 Poor

6. Release of Grades

The final grades of the students will be encoded. Scholastic reports or grade slips are
issued by the Records and Admissions Office and recorded for permanent reference
every semester. Teachers are to encode their grades in the AOLIS within five days
after the final examination.

7. Change of Grades

Change of grades is discouraged. However, when a teacher made an error either in the
computation or in encoding, a request for change of grade should be turned in not

35

 later than 30 days after the deadline for submission of grades (See Appendix:
Request for Change of Grades).

Section I – Level Promotion of Students

1. Basis for Promoting Students

Students’ promotion is done every July to determine the year level of students. The
following criteria are used.

Year Level Units Completed as reflected in the

AOLIS
1 – First Year – Freshmen 50 units and below
2 – Second Year – Sophomore 51 – 100 units
3 – Third Year – Junior 101 – 150 units
4 – Fourth Year – 151 – 200 units
Senior/Graduating
5 – Fifth Year 201 – 250 units (Engineering, Accountancy)
6 – Sixth Year/Graduating 251 units and above (Dentistry)

Graduating includes:
a. Internship/Practicum, or On-the-Job Training
b. Thesis/FS
c. Comprehensive Exam

In addition to the above, the promotion of students includes the following:

a. The number of units completed as reflected in the promotion scale.
b. Obtained a passing grade in required Professional Courses.
c. Passed the qualifying exam or its equivalent set by the department.
d. GPA requirement set by the department.

Declaration of students’ level is approved by the AAC upon the recommendation of

the Department Chair and College Executive Council. During the promotion, the
Dean presents the following:
a. An updated checklist of all students
b. List of promoted students per level
c. Checklist with an application for graduation and waiver for graduating
students. The promotion process includes:
• Evaluation of curriculum checklist by the Department Chair
• Approval of the College Executive Council to be recommended to the AAC
• Approval of the AAC and to be reported to the AdCom
d. Summary of present and promoted students

36

 e. Minutes of departmental and college executive council meetings approving
and recommending the promotion
f. Use the template: (See Appendix: Promotion of Undergraduate Students)

Section J - Graduation

1. Graduation Dates

The graduation dates are as follows:

Intersemester August
no graduation exercises
1st Semester January
2nd Semester May graduation exercises

2. Requirements for Graduation

The following are the requirements for graduation:

2.1 Completion of the curriculum specified by the department concerned as
evidenced by a completed/evaluated checklist. (Any variation from the specified
curriculum is subject to the approval of the Academic Administration Council.)
2.2 Attainment of a specified grade point average (GPA) for Bachelor’s degree
program: an overall GPA of 2.25 or above. For an Associate or Diploma
program: an overall GPA of 2.0 or above.
2.3 The final year in residence. (Transfer students must take at least 36 units or
spend one full academic year residency, taking 50% of the courses in the major
field.)
2.4 Completion of required religion courses.
2.5 Completion of required vocational education as specified in the curriculum.
2.6 Completion of required work education courses equivalent to two credit units
for two semesters.
2.7 Filing of application for graduation at the beginning of the senior year before
the close of the first eight weeks. (See Appendix: Application for
Graduation)
2.8 Submission of notarized Waiver on the Use of Graduation Picture and
Clearance for Graduation. (See Appendix: Waiver on the Use of Graduation
Picture and Clearance for Graduation)
2.9 SSO clearance.
2.10 The clearance for graduation must be approved by the Academic Administration
Council. (See Appendix: Clearance for Graduation)
2.11 Membership in the Graduating Class Organization unless exempted by the
Academic Council for valid reasons.

37

 2.12 Settlement of Accounts.
2.13 Students should complete all the requirements set by the RAO.

All students graduating from AUP are expected to attend the graduation ceremony
unless granted specific permission to graduate in absentia by the AAC. The
graduation fee will be charged to the student graduating in absentia. Students’ degree
certificates/diplomas will be released after attending the graduation ceremonies only
unless there was a request for graduation in absentia. Specifically, the following are
the graduation requirements for July, December, and May graduates:

Completed all requirements

GPA should be at least 2.25 for Bachelor program and 2.00 for
July, Associate/Diploma program
December,
and May Settlement of account
Graduates
Completed all requirements set by the RAO
Deadline: Thursday before Graduation Weekend, 12 noon

3. Procedures in Approving Candidates for Graduation

Listed below are the procedures involved in approving candidates for graduation:

PROCESS IN-CHARGE SCHEDULE

1. Updating of checklists Department Chair Every semester
2. Application for Department Chair Upon enrolment
graduation
3. Approval of application College Dean On or before the last Friday
for graduation of September (for December
and May Candidates)
4. Confirmation of RAO Director On or before 2nd Friday of
application October
5. Final approval of AAC and confirmed July Graduates: (August)
candidates for by the RAO Director
graduation and honors December graduates
(January)
May graduates (May)

6. The final list of VP Academics Thursday before

38

 graduates and honors to Office Graduation:
include name of the 12 noon
student, degree
program/college, honor,
nationality, office if any

The AAC will, one-by-one, review the candidates as recommended by the department
and college councils. The Dean, therefore, presents the following before the AAC
checks each student’s record in the AOLIS.
a. Checklist with the application for graduation and waiver
b. List of candidates using the approved template
c. Minutes of College Executive Council recommending the candidates

4. Waiver for Graduation for both Graduate and Undergraduate Level

The following waiver on the use of graduation pictures and clearance for graduation
must be attached when the student applies for graduation/processes for clearance.
(See Appendix: Waiver on the Use of Graduation Picture and Clearance for
Graduation)

5. Graduation (due to the COVID-19 crisis)

5.1 The clearing of May 2020 graduates (all levels) will be in May as indicated in
the calendar. Clearing includes academic (completion of academic
requirements), student services (cleared all infractions if any), and financial
clearance (settlement of all accounts).
5.2 Candidates for May 2020 graduation who still need to complete other
requirements will not be required to enroll for residency during the Inter-
semester 2020 but the RAO will reflect in its records the following statement:
Extended due to the COVID-19 Crisis.

6. Academic Recognition

The thrust of Christian education is academic and spiritual excellence. The objectives
are:

6.1 To provide special recognition to students of outstanding achievement and

scholarly ability to engage in independent study or research.
6.2 To encourage students to develop their talents.
6.3 To provide students opportunities for enrichment and acceleration in their
educational experiences and for intellectual stimulation through interaction
among themselves and with their teachers.
6.4 To encourage students to consider the moral implications of their intellectual
endowments and opportunities to their services to God and mankind.

39

 The criteria for giving honors are:

Institutional Outcomes Criteria

Professional Competence Academic Performance
Expertise and leadership in 1. Grades and GPA
their academic or Academic Honors Lowest Grade Weighted GPA
professional discipline, Summa Cum Laude B+ 3.80-4,00
continually improving Magna Cum Laude B 3.60-3.79
professionally through Cum Laude B- 3.40-3.59
lifelong learning. Dean’s Award Not required 3.4 and above
2. No repeated and/or dropped courses and no grades
recorded as NC, INC
3. For transferees, they must have taken 80 percent of
their credits (equivalent to seven terms) at AUP
Active Faith 1. At least a Very Satisfactory grade in student
A growing, transforming convocation
relationship with God and 2. The lowest grade of B- in all General Bible courses
the application of the
biblical truths expressed in
the Seventh-day Adventist
beliefs and spirituality to a
variety of real-world
issues.
Social Responsibility 1. Grades in Work Education, and Majors’ Forum,
Commitment and must at least be Very Satisfactory.
engagement to improve the
quality of life of all people,
and to care for the
environment.
Selfless Service 1. Active participation in CES and annual Community
Application of knowledge Work activities of the University as evidenced by at
to real-world challenges in least three certificates of recognition.
the spirit of unselfish 2. Due to the COVID-19 crisis, CES as a requirement
service, fulfilling God’s for honors is waived (for May 2020 and July 2020
calling in their lifework. graduates only).
Balanced Lifestyle 1. Commendable citizenship record from the Student
The pursuit of wholeness Services Office (SSO), or College as determined by
by maintaining a balanced the College Council.
healthy lifestyle – 2. The lowest grade of B- in PE.
spiritually, mentally, 3. Active membership in their respective professional
physically, and socially. clubs.
4. Active participation in their respective College
Congregation

40

7. Graduating Class Officers – Qualifications and Guidelines

The following are the qualifications and guidelines for the graduating class officers:

7.1 Grade Requirement: GPA – 3.50 for president and vice-president; 3.00 for other
offices.
7.2. Student Services Office (SSO) clearance regarding behavior.
7.3 Religion – The president, vice-president, and class pastor must be Seventh-day
Adventists.
7.4 Should be 2nd Semester graduates (not 1st Semester or Intersemester).
7.5 Stay on campus or its vicinity during the second semester. Those who are
having IPOs in Manila or in distant places are disqualified.
7.6 The president and the vice-president must not have any major office like SA
President, Editor-in-Chief of Silang Memoirs, or College Voice.
7.7 He/She should have maintained a residency of four semesters, including the
current one.
7.8 All INC grades of graduating class officers should be completed before the
election time, except in Thesis/Feasibility Study and Internship/Practicum/On-
the-Job Training/Clinical Courses. (See Appendix: Completion of INC
Grade)
7.9 The candidate must be present during the election.
7.10 Distribution of office for the graduating class should be according to the number
of students in the college. Should there be no qualified candidate from a certain
college, then the nomination may be opened to other colleges.
7.11 The offices are:

Position Count Position Count

President 1 Auditor 1
Vice President 1 PIO 1
Secretary 1 Class Pastor 1
Associate Secretary 1 Artists 2
Treasurer 1 CGS Representative 1
Associate Treasurer 1

7.12 As much as possible, the qualified candidates must come from the following
colleges:

Position College
Treasurer COB
Class Pastor COT
Artists Fine Arts Dept., CAH

7.13 Officers must subscribe to the University graduation philosophy in planning for
the whole event – the 4 S: simple, short, significant, and sacred.
7.14 Waiver for Graduating Class Officer. (See Appendix: Waiver for Graduating
Class Officer)

41

 Outlined below are the procedures involved in approving college representatives for
the Senior Class Organization:

PROCESS IN-CHARGE DATE

1. Approval of application for graduation and Department Chair 2nd Friday of
evaluation of checklist of department September
candidates qualified for senior class
organization
2. Approval of application for graduation of College Dean 4th Friday of
qualified college representatives for senior September
class organization
3. Confirmation of application for graduation RAO Director 2nd Friday of
October
4. Election of college representatives College Dean 3rd Friday of
October
5. Senior class organization VPAA, College 4th Friday of
Deans, and Senior October
Class Sponsors

8. Graduating Class Trust Fund

The Graduating Class Trust Fund is created for safekeeping of all excesses of
graduating class collected fees. The money cannot be spent by the present batch. The
money can only be used for academic project purposes to be approved by the AAC.
The money can only be utilized after two years of graduation.

8.1 Senior’s Fee Payment

Senior’s Fee is collected from students applying for graduation whether in
absentia or not. This payment will be used for the preparation for the
Graduation Exercises. The common components of the Senior’s Fee payment
are as follows:
• Documentation
• Souvenir Program
• Class Gift
• Souvenir Items/Tokens
• Decoration
• Program
• Music
• Working Budget
• Other expenses and services for the preparation

42

 The component of the Senior’s Fee payment may vary from the needs of each
Batch of the Graduating Seniors.

8.2 General Policy for Refund of Senior’s Fee Payment

Seniors who will not be able to meet the requirements for the graduation must
inform their respective College Representative/s or any of the Senior’s Class
Officers about this matter. Hence, they will be able to qualify for a refund of the
Senior’ Fee (See Appendix: Senior’s Fee Refund Form). But if the student
will fail to inform any of the officers before the date by which the officers have
finalized the number of souvenir items and tokens to be ordered, the general
procedures for the refund of the Seniors’ Fee payment applies. The Seniors’
Class Officers have a detailed schedule of pictorial and deadlines for ordering
the souvenir items and tokens.

8.3 General Procedures for Refund of Senior’s Fee Payment

Students who opted to refund their Senior’s Fee payment will take note of the
following measures: (See Appendix: Senior’s Fee Refund Form)
• 50% refund if the processing is made before January 31.
• No refund if the processing is made after January 31.
• 100% refund if the processing is made until December 15.

8.4 Senior’s Fee Appraisal

While considering the 4 S: simple, short, significant, and sacred in the
preparation for the Graduation Exercises, the cost for the preparation is not
constant. The amount allotted for the Seniors’ Fee is subject to
increase/appraisal and should be determined by the current Graduating Class
Officers. Considerations should be made based on the following:
• Inflation rate – increase/decrease in the value of services and goods
• Total number of expected Graduates
Changes in the amount of the Seniors’ Fee Payment is still subject for approval
of the AAC and the ADCOM.

8.5 Amendments
Any amendments, revisions, and alterations of this policy should be made only
if deemed necessary by the current Graduating Class Officers and its Sponsors.
The future changes to this policy are subject to approval of the AAC and the
ADCOM.

9. Transcript of Records (TOR)/Degree Certificates

The Records and Admissions Office prepares the TOR and Degree Certificates right
after the approval of academic clearance. The TOR is issued upon the student’s
request. However, no transcript of record will be issued until all financial obligations
to the University are settled by the student. Student’s degree certificate will be
awarded during the graduation ceremonies unless there was a request for graduation
43

 in absentia. The transcript of record will be released within 10 working days after the
date of filing.

Section K – Board Exam Topnotchers

1. Cash Gift for Board Examination Topnotchers

Cash gift for Board examination topnotchers are to be released during a convocation
organized by the College upon submission of the PRC Certificate.

Rank Amount
First P50,000
Second and Third P30,000
Fourth to Fifth P25,000
Sixth to Tenth P20,000

44



APPENDICES

45


Application for Graduation

46
Application for Leave of Absence

47

Certificate of Compliance

48

Change in Registration Request

49

Clearance for Graduation

50

Completion of INC Grade

51

Examination Moderation and Reproduction Process Flow

52

Examination Moderation Report Form

53

INC Grade Form

54

New Student Survey Form

55

Off-Campus Activities Application Form – 1/2

56

Off-Campus Activities Application Form – 2/2

57

Overload Request Form

58

Petition for NC (No Credit) Grade

59

Promotion of Undergraduate Students

60

Report of Student Delinquencies

61

Request for Change of Grades

62

Request for Special Class (Undergraduate)

63

Request for Substitution of Courses

64

Request for Transfer of Credit

65

Seat Plan

66

Seniors’ Fee Refund Form

67

Shifting Form

68

Special Exam/Quiz Request Form

69

Student Profile

70

Subscribed Parent/Guardian Written Consent

71

Template for TOS (Table of Specification)

72

Waiver for Graduating Class Officers

73

Waiver for Students with GPA below 2.25

74

Waiver on the Use of Graduation Picture and Clearance for
Graduation

75