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The Registrar’s Office is tasked with the responsibility of servicing and maintaining student academic records and related schoolwork. It is the central repository of all student-submitted documents related to admission as well as academic documents generated during the course of the student’s stay in the school. It is likewise the lead office in the execution of enrollment procedures and admission of students in to school system.
In each OLFU site, Campus Registrars oversee overall policies and procedures as implemented by the University Registrar. These policies and procedures are all ISO 9001:2008 compliant and govern the following services:
A. For students and OLFU alumni
1.) Student Application and Admission
2.) Continuing Enrollment
3.) Change of Matriculation (Adding/Dropping)
4.) Cross Enrollment
5.) Coursework Credit Evaluation
6.) Grades Issuance
7.) Document and Record requests *
a. Grades certificat
b. Scholastic Records
c. Transcript of Records
d. Course Descriptions
e. Other documents and records
* Click here to see application procedures for student/alumni documents and records
B. For 3rd Party Requestors
1.) Academic degree program graduation or degree verifications
2.) Academic coursework evaluations
STUDENT APPLICATION ADMISSION
Admission of students to the Our Lady of Fatima University is subject to existing policies and requirements of the institution. All new students whether high school graduates or transferees are processed through the Student Admissions Office, which is an extension of the Registrar’s Office during enrollment periods. Admission requirements and procedures are stipulated in brochures and bulletins issued by the Admissions Office. Click here to go to Student Admissions office procedures.
Enrollment procedures are updated regularly. As such it is the responsibility of students to check posted bulletins regarding specific procedures to be implemented in any given School Year or Semester. The following general guidelines however apply:
1. Enrollment shall be on a first-come, first-served basis. Students with arrears in accounts (enrollment fees, library & laboratory accounts) from the previous semester shall not be allowed to enroll in the succeeding terms unless they first settle their balance/deficiencies.
2. Students must report to their respective academic advisers or Deans during designated enrollment periods for issuance of pre-enrollment or advising forms indicating subject/s to be enrolled.
3. Specific enrollment procedures are posted in prominent areas during official enrollment periods. Typically after payment of required tuition fees or the minimum fee set, students return to the Registrar’s Office or designated enrollment areas for encoding of class schedules & sections. Students thereafter are issued student copies of registration cards, which serve as proof of completion of enrollment. These are then presented to their professors during the start of classes. Scholarships, Tuition Fee discounts and other forms of Student Financial Aid can only be applied for and approved within the official enrollment period for the term or semester. No further requests or applications for such after this has lapsed.
4. Irregular students (students who are not scheduled in block sections) are allowed to carry a maximum load of 23 units (excluding non-academic subjects) for a regular semester and 9 units during summer terms. Regular students are required to follow their respective curricular loads. Irregular students on their last term may carry an overload of not more than 6 units above the regular load subject to the endorsement of the VP for Academic Affairs and approval of the Registrar.
CHANGE OF MATRICULATION (ADDING/DROPPING OF COURSES OR SUBJECTS)
1.) Students desiring to add/drop a course or subject must do so not later than two weeks after the start of Classes (3 days after start of classes in summer terms). This is regardless of whether the student has attended classes or not. The student must fill up and submit the necessary forms at the Registrar’s office to make the dropping of subject or course official.
2.) In the absence of a completed and approved official form of dropping, the student shall be given the grade of “UW” or “Unauthorized Withdrawal” in the course/subject should he or she continues not to attend the class assigned.
3.) Students who dropped the same subject/s in at least 2 previous instances shall be allowed to enroll the dropped subject/s only after explicit approval by the College Dean.
4.) Students who apply for Change of Matriculation before the deadline set (2 weeks after start of classes during regular semesters and 3 days during summer periods) are subject to existing matriculation fee refunds as stipulated in current CHED and OLFU policies for such. Students who do not complete the enrollment process (e.g. student pays in full or partial matriculation fees but have not been issued a registration card) are charged a corresponding penalty fee on top of the matriculation fee refund (if any). No change in student assessment is applied if the course dropping is done after the period or deadline set.
5.) Tutorial Classes
Tutorial offerings are strictly considered a privilege rather than a student’s right. On EXCEPTIONAL cases a student may be granted permission to take tutorial classes strictly under the following condition:
a. When the student is at his/her last term (graduating) and the requested course/subject is not offered in any campus of OLFU;
b. If there is a schedule conflict in the course/subject requested as confirmed by the Registrar’ Office; and
c. For Selected International Students
Tutorial classes do not apply to Research, Practicum, RLE or similar type of course requirements. The student who wishes to enroll for tutorial classes must apply for such at the Dean’s Office concerned within the period of enrolment for the term or semester concerned. The Dean’s endorsement is subject to approval of the Registrar’s Office prior to inclusion into the official student course load for the semester or term.
Cross-enrollment by students to institutions other than OLFU may be allowed subject to provisions on maximum load and approval by the VPAA and the Registrar, only under the following conditions:
1.) If the course/subject is not offered in any OLFU Campus and if the student is in his/her last term.
2.) If the remaining available schedules of course/s or subject/s required by a student is/are in conflict with the remaining course load and the student is in his/her last term.
3.) A student who wishes to cross-enroll a particular course or subject must apply for a cross-enrollment permit at the Registrar’s Office. The Registrar’s Office reserves the option to deny cross enrollment to a particular school or institution if warranted.
POLICIES & PROCEDURES FOR SHIFTING PROGRAMS
Students may be allowed to shift to any program offering offered by OLFU following approval from the current College Dean through a letter of application indicating the reasons for shifting. The letter must be signed by both students and their parents or guardians. Students must then update their evaluation forms from their respective record-in-charge at the Registrar’s Office and present to the current academic adviser or College Dean for enrollment.
A grade of AW is an authorized course withdrawal. For reasonable or just cause, the College Dean and the Registrar may authorize the withdrawal of one or all courses upon petition by the student on or before the deadline set for it. Failure to make this petition shall result to a grade of UW (Unauthorized Withdrawal).
A student may withdraw from a subject/course only up to the 4th week after the start of semestral classes. Students initiate this process through a letter addressed to the Dean indicating the reasons for withdrawal. The letter should be signed by the student and his/her parents or guardian/s. Students who have been approved for withdrawal are not subject to matriculation fee re-adjustment (after 2nd week of classes) and are required to settle the account balance before he/she can enroll in the next term or prior to issuance of academic records. For summer enrolment, authorized withdrawal is allowed within first 7 days after the start of summer classes. The student shall initiate this process by writing a letter of request for course withdrawal to their respective college deans and should be signed by both the student and their parents or guardian.
Graduation is a formal, public recognition by OLFU that the student has fulfilled the minimum requirements set forth the OLFU Academic Council, TESDA and CHED for the specified program. Graduation ceremonies are also an occasion wherein the achievement of the graduating student during their stay at Fatima University is recognized.
Only qualified students who have passed all their subjects, met and submitted all their academic and non-academic requirements (inclusive of transfer of credentials, thesis, NSTP, PE, research work and make up for all absences in practicum work and clerkship duties or hospital rotations) and have met all their financial obligations to the university are eligible for graduation. Students may not participate in any graduation ceremony/activity unless all above requirements have been completed and administrative sanctions, if any, are served.
The Registrar’s Office shall post in prominent areas the deadline for submission of graduation clearances for a specific term/semester. Students who have complied with all of their requirements (including all documentary requirements e.g. Form 137 for HS graduates and the Honorable Dismissal for Transferees) shall accomplish their graduation clearances and submit these to the registrar’s office prior to the deadlines set for each semester/term. Failure to do so would result to non - inclusion in the official list of graduating students for that semester/term. Likewise these students are not allowed to participate or attend the graduation ceremonies for the semester. If a student has not completed his or her requirements before the deadline set for the semester then they may be included in the next term/semester’s list of candidates for graduation, provided they complete all requirements on or before the deadline for completion and submission of graduation clearances for the semester/term.
Candidates for graduation, including students who have completed their graduation clearances, or have formally been dismissed from the University are still subject to existing school policies and procedures governing official university transactions. Graduates and the above other students who breach official University Policies (e.g. submission of spurious of fake documents or records, unauthorized misrepresentation, forgery of signatures of University Officials, etc.) will be subject to similar existing disciplinary sanctions for such as applied to students.
GRADUATION HONORS (Latin Awards)
The Grade Weighted Average (GWA) for Graduation Honors (Latin Awards) shall be the ff:
Summa Cum Laude 1.00-1.20
Magna Cum Laude 1.21-1.50
Cum Laude 1.51-1.75
The Lowest grade in all courses/subjects:
Summa Cum Laude 1.50
Magna Cum Laude 1.75
Cum Laude 2.00
Candidates for Latin Awards are evaluated and approved by the Academic Council and submitted to the Registrar’s Office. Honor graduates must have a minimum residency status of 2 years (4 semesters) with a minimum course load of 15 units per semester to qualify. Graduates who fail to meet the above grade criteria may qualify for other academic honors that have been set for by individual colleges.
DISCONTINUANCE OF STUDIES, LEAVE OF ABSENCE, AND TRANSFER PROCEDURES
A Certificate of Transfer Credential, commonly known as the Honorable Dismissal, may be issued by the Registrar for reasonable cause when requested by students or by their parents. If a student wishes to transfer to a different school before completion or his/her program they must apply for their Transfer Credentials at the Registrar's Office. The procedure for Transfer Credentials or Honorable Dismissal application is available at the Registrar's office. This process is subject to existing policies as promulgated by the University. No record/s shall be released to students without the accomplishment of a clearance form for honorable dismissal.
Should a student wish not to enroll for a given semester or term then he or she must file a formal written Leave of Absence addressed to the College Dean or Program Head indicating the reasons for the absence and the duration. The student must submit this letter to the Registrar’s office duly signed by his/her parents or guardian and the College Dean immediately prior to going on leave. Upon return, the student is obliged to report to the Dean or Program Head to update his or her status and the student allowed to enroll accordingly. Failure to file for the Leave of Absence (LOA) negatively affects the student’s retention status and violates existing College or Program policies on the maximum period a student may complete a particular program offering. Students who have been AWOL for more than 6 semesters (3 years) are considered to have abandoned their studies. Admission records and other student supplied documents are subjected to existing Registrar’s Office policies on document or record disposal. Such students however may be re-admitted to OLFU subject to the approval of the office the VPAA or that of the University Registrar.
A clearance is required of all students who are either graduating or dropping from the program offering he or she is enrolled in at any school year or semester. These includes students who wish to transfer to another institution or school (Honorable Dismissal). He/she should be cleared from all financial obligations, and administrative accountabilities from the different departments, including ALL required un-submitted admission requirements (e.g. Form 137 or Honorable Dismissal if a student is a transferee) units of the University before a diploma, transcript of records, certification, honorable dismissal or other similar documents/record is issued to him/her. The procedures are as follows:
GRADES UPDATE REQUESTS
Grades Verification and Correction of Grades Requests. All grades submitted to the registrar’s office are generally considered permanent or final. However there are circumstances in which a change of grade may be considered - among these are legitimate petitions for grade verification and review by students which are handled solely by the Office of the College Dean.
It is the responsibility of students to review their grades for accuracy during the prescribed periods of grades distribution for the term. Students who would like to verify their final grade/s (including a blank grade or NG, NFE, etc.) should proceed to the Dean’s office for grades verification. Petitions for grade corrections or revisions must be filed with the Dean’s office no later than 2 days from date of release of final grades. The student initiates the process by formally submitting a request letter in support of his/her petition for grade verification to the Dean’s Office concerned (not professors). Students who fail to file for a request by this period forfeits his/her privilege for grades correction or update. The Dean’s office shall not accept requests from the students beyond this stipulated deadline. Only the Dean’s office is allowed to transmit corrected grades to the registrar’s office (within the deadline set) Students or professors may NOT transmit verified grades directly to the Registrar’s office.
If approved the corrected grade is immediately updated in the student’s academic record and a new grade’s report or certificate for the term is issued. If verified correct then the student’s grade remains as is. Students with NFE or NG (No Grade Submitted) grades remarks who fail to apply for grades update within the prescribed period will result to the automatic conversion to a grade of 5.0 for the concerned course or subject.
Other specific procedures and policies for records or document requests may be found at the Registrar’s Office Official Bulletin Board at each respective campus.