Office of the University Registrar (OUR)

Students may request a Petition Class when they cannot enroll in a required subject. 

When Can You Petition a Class? 

• The subject is not offered in the current semester. 

• The subject is offered but all sections are full. 

   

Online Petition Process 

• Students submit petitions through the Student Portal.
• Eligible subjects (with completed prerequisites) can be searched and petitioned.
• Students must choose a preferred day and time.
• Petitions appear in each student's portal, where they may also enlist in ongoing petitions. 

Approval & Class Opening 

• Once the minimum number of students is reached, the Program Chair reviews and approves the petition if a faculty member is available.
• The Office of the University Registrar assigns the room and activates the class so students can add it to their registration. 

Graduating students in their final term may request a Tutorial Class if: 

• The subject is not offered in the current semester, or 

• The subject is offered but conflicts with their schedule or all sections are closed. 

A maximum of two (2) tutorial classes may be taken. 

How to Apply 

1. Secure and fill out a Tutorial Form from the Records Evaluator. 

2. Verify the form with the Records Evaluator. 

3. Coordinate with the faculty to finalize:  

4. Schedule 

5. Room assignment 

6. Faculty signature 

7. Obtain the Dean/Department Chair’s signature. 

8. Submit the form to the Enrollment Committee for Transaction 1; attach the COR for later transactions. 

9. Return all required documents to the Records Evaluator. 

10. Distribute copies to the designated offices. 

Adding/Dropping of Subjects 

Once the payment has been posted, the date and time will appear in the list of enrolled subject/s together with the number of transactions. The New Transaction link becomes available in the Online Enrollment page. When a student clicks on the New Transaction link, a student: 

1. Can change schedule 

2. Can add and drop subjects 

3. Is allowed up to the third transaction only 

Students who wish to withdraw their enrollment and end their status as matriculated students must: 

1. Secure a Dropping Form from the Office of the Registrar. 

2. Schedule an appointment with their Class Adviser for an exit interview and completion of required documents. 

Refunds follow CHED guidelines as stated in the Manual of Regulations for Private Higher Education, Article XVIII, Section 100: 

• 25% refund – if withdrawal is made within the 1st week of classes 

• 50% refund – if withdrawal is made within the 2nd week of classes 

• No refund (100% charges apply) – if withdrawal is made after the 2nd week of classes 

Students who cannot enroll for a given semester may file a Leave of Absence (LOA) through the College Dean’s Office. An LOA is valid for up to one (1) year. Failure to return within this period may result in the student’s slot being given to another applicant. 

When an LOA May Be Filed 

A student may file for LOA even after the dropping deadline if the reason is due to: 

• Serious illness 

• Debilitating accident 

• Pregnancy 

• Serious financial loss in the family 

The LOA must be supported by proper documentation from the parent or guardian, who must present the case personally to the Dean or Associate Dean. 

LOA Filing Process 

1. Parent/guardian meets with the College Dean/Associate Dean and presents documentation. 

2. The Dean provides the LOA Form. 

3. Once approved, the parent/guardian secures and completes the Dropping Form from the Office of the Registrar. 

4. Approved LOA results in an “OD” (Officially Dropped) grade in all subjects for that term. 

Important Policies 

• A student on LOA cannot enroll in any other degree program in any school or HEI. 

• A student may be granted a maximum of two (2) LOAs total. 

• LOA may be filed until the end of the midterm period. 

• Students who fail to file LOA within the allowed period will be marked AWOL (Absence Without Leave).  

• Returning AWOL students are fined ₱300.00. 

• Students who accumulate 24 failed academic units are not eligible to enroll in the next semester. 

• Exception: Students with 30 units or fewer remaining before graduation may still enroll but must de‑load 3 units. 

• When a failed subject is retaken and passed with 2.00 or higher, its units are deducted from the total failed units (the failing grade stays on the transcript). 

• Each college has its own retention requirements, including minimum grades or GPA standards. 

Student Clearance is a mandatory requirement for anyone requesting school records from the Office of the Registrar, including documents such as diplomas, transcripts, certifications, and other official records. 

Completing the clearance ensures that the student has no outstanding administrative responsibilities or financial obligations to the University. 

Who Needs to Secure Student Clearance? 

Student clearance is required for: 

• Non‑enrolled students 

• Graduates and non‑graduates 

• Students withdrawing from their program 

• Students transferring to another higher education institution (HEI) 

All must complete the clearance process before any document request can be processed. 

The faculty must only accept students whose names appear on the Official Class List. Otherwise, he/she must send the unlisted student to the Office of the Registrar immediately.  

Only those who are officially enrolled will be allowed to attend classes.  

Absence of a late enrollee will be excused; however, the student is responsible for lectures/lessons missed. 

An approved absence is an absence approved in writing by the college dean or the Office of the Student Services.