Description of admission and retention policies and how they are disseminated.
I. NEW/BEGINNING FRESHMEN STUDENTS
- Students s shall be accepted regardless of age, nationality, religious beliefs or political affiliations.
- They must have graduated from recognized secondary school.
- They must have complete and valid credentials.
- They must meet all the prescribed admission requirements of the university.
- They must qualify in the WVSU-College Admission Test.
- They must qualify in the average grade requirement set by the university.
- They must qualify in the interview.
- They must qualify the aptitude test.
- They must qualify in' the physical and he- examination.
- They must pledge to abide by and comply with all the rules and regulations of the university.
- New/Beginning Freshmen students are not accepted during the Second Semester or Summer Term.
- They must have enrolled in any academic college subject/s prior to their enrolment as beginning freshmen, otherwise they are classified as transferees.
- Students in vocational courses or those not leading to a degree program are admitted as beginning freshmen.
- Must have complete and valid credentials.
- Must meet all the prescribed admission requirements.
- WVSU-College Admission Test
- Average Grade requirement
- Copy of grade signed by the Registrar or Official Transcript of Record for reference purposes.
- Transfer Credentials
- Aptitude Test
- Physical and Health examination
- Certificated of good moral character
- Must not have any outstanding failure in any academic subjects.
- Must not have any outstanding failure in any non academic subjects (including NSTP).
- Only students who have enrolled in any course leading to a degree program are admitted as transferees.
- Admission n shall be on probation basis during the first term of stay in the university.
- Official l transcript of records (OTR) shall be submitted prior to admission for the following semester, otherwise, enrolment will not be allowed.
- Transferees from SUCs institutions shall be admitted and treated as regular students in accordance with the existing policies of the universities.
- Must pledge to abide by and comply with all the rules and regulations of the university.
- Admission of transferees is subject to availability of slot.
III. RETENTION POLICIES:
- Evaluation of student records for purpose of retentions guided by the following standards:
- Any student who has received two successive warning shall be placed on probation.
- Probation status of a student maybe lifted upon passing all subjects carried during the term- he is on probation.
- Any student under probation status who again fall in 50% or more of the total number of academic units enrolled will be dismissed from the university.
- Any student dropped from one college/school shall not be admitted to another unit in WVSU, unless in the opinion of the Dean his aptitude and interest may qualify him in another field of study in which case, he may allowed to enroll in the appropriate course. Such student shall be placed maybe on probation.
- Permanent disqualification does not apply to cases, where, on recommendation of the faculty concerned, he certifies that the grades of 5.0 is due to unauthorized dropping/withdrawal of the student and not to poor scholarship.
- Registration of students shall only be on the regular registration period indicated in the academic calendar.
- He / She is considered officially enrolled when he has paid his tuition and other fees duly validated by the office of the registrar.
- He must be officially registered in order to receive credit for course work.
- Admission slip/clearance/OTR showing the scholastic standing of an old student is required as credential for enrolment.
- A student is allowed to enroll in more than one course during his stay in the university.
- Rules on sequencing of subjects (prerequisites) in the curriculum are observed and followed in enrollment.
- Registration n of a returning student is dependent on his previous scholastic standing.
- Late registration fee is charge to a student who enrolls after the regular registration period as provided for in the academic calendar.
- A total number of units for which a student may register shall be in accordance with the curricular programs the student is enrolled in.
- Only graduating students are allowed to overload subject to their academic standing but not to exceed 28 units unless prescribed in the curriculum subject to the approval by authorities concern.
- Students who are scholastic delinquents are not allowed to have an overload.
- Load of transfer students shall be limited only to those subjects without prerequisite, unit such time this subject had already been validated/ accredited.
An undergraduate student must finish the requirement of a course within a period of actual residence equivalent of one and one-half times the normal length prescribed for the course, otherwise he shall not be allowed to re-enroll further in that course.
- Candidates for graduation must have satisfied all academic and non academic requirements prior to graduation.
- The date of graduation the diploma .and transcript of records shall bare the original date of graduation.
- No students shall be graduated from the university unless his name is approved as a candidate for graduation by the academic council and confirmed by the Board of Regents.
- A pre-academic council meeting by college, shall be conducted to assess, evaluate, and approve candidates for graduation in the college prior to the university wide academic council meeting.
- All candidates for graduation must have their deficiencies made up and the records cleared with the exemptions of their currently enrolled subjects not later than the date specified at the academic calendar.
- All graduating students shall attend the commencement exercise as scheduled.
- Graduation is absentia for just reason shall be allowed but must be properly supported by valid certifications and presented before the commencement program to the registrar.
- No student shall be graduated unless he pays the required graduation fee.
- Summer graduation and midyear commencement exercise may be held to accommodate the growing number of graduates.
- The list of candidates for graduation shall be prepared by the registrar and to be presented by the Dean to the university academic council for endorsement to the Board of Regents.
- No students shall be graduated from the university unless he has completed at |east one (1) year of residence work immediately prior to graduation.
- All students enrolled in any baccalaureate and in deodorized curriculum are required to complete one (1) national service training program (NSTP) as a graduation requirement.
- 13. Candidates for graduation with degrees or title requiring no less four (4) years of collegiate instruction shall be required to wear academic costumes during baccalaureate service and commencement exercises.
SHIFTING FROM ONE COURSE TO ANOTHER
- A student is allowed by the Director to shift his course if in the opinion of the Director, he is academically suited to the course.
- A student should apply for shift of course to the Director where he is getting out to be endorsed to the Director of his new course, who in turn shall approve said application.
CHANGING/ADDING/DROPPING OF STUDENTS:
- Changing/adding/Dropping of subjects shall be made only for valid reasons and stated in writing to be approved by the Dean.
- Changing/Adding/Dropping of subjects shall be made within the specified period and subject to payment of corresponding fees.
- Total load carried by a student including the additional subject/s must not exceed the maximum under the rule on academic load or that which is prescribed for his curriculum year during the term/semester.
- A student may be allowed-to drop a subject by fifing out a prescribed form within the prescribed period of dropping.
- Dropping a subject shall be allowed before the mid-term. After the mid-term, a student may be allowed to drop a subject for a valid and justifiable reason.
- Unofficial dropping of subject after the mid-term shall earn the student a failing grade or 5.0.
- Subjects changed/added/dropped should be approved by the dean and acknowledged by the Registrar.
IV. MISCELANEOUS REMINDERS
- INQUIRIES.Inquiries regarding the following school - related matters are referred with the appropriate office as follows:
- scholarship - Office of Student General Rules and Services Policies
- curricular Policies - Dean's Office and Problems / faculty Matters
- Grades and Related Admissions and items/ Enrolment Registrar's Offices Concerns
- Payments/ Fees Accounting and Assessment Cashier's Offices
- ENROLMENT TIME. Always enroll on time - during the scheduled date.
- ATTENDANCE IN ENROLLED SUBJECTS. Religiously attend the subject you are enrolled in, Never attend a subject in which you are not officially enrolled.
- SCHOOL - RELATED PROBLEMS. In case of any problems related to class schedules, subjects, curriculum checklist, faculty, etc., approach your dean, the registrar, the Director for Admissions and / or the Dean for Student Services for advice, assistance or solution.
- UNAUTHORIZED "ADVISERS". Only the dean and the Director for Admissions (or registrar) or authorized to give official pronouncements regarding your curriculum Never seek advice from unauthorized individuals like your classmates, fiends, well ¬meaning volunteers, etc.
- INCOMPLETE GRADES. An INCOMPLETE GRADE must be completed within one school year; otherwise, the student gets an automatic final grade of 5.0. A student with INCs at the end of the semester will not be enrolled in the succeeding semester.
- LEAVE OF ABSENCE. A student planning to temporarily stop schooling must file a LEAVE OF ABSENCE for the dean's and the Admissions director's approval. The student presents to the dean the photocopy of his updated transcript of records for this purpose. The dean's approval of a leave of absence indicates that the student is eligible / qualified for re - entry. An official form for this purpose is available at the Registrar's Office.
- RE - ENTRY. A student who has gone on official leave of absence and wishes to be back to the WVSU must apply for official RE - ENTRY (to be approved by the dean and the Admissions director upon presentation of a copy of his leave of absence form and a photocopy of his updated transcript of records). An official form for this purpose is available at the Registrar's Office.
- SHIFTING / TRANSFER TO OTHER DEGREE PROGRAMS.For shifting from one degree program to another degree program, two different application forms are available at the Registrar's Office:
- SHIFTING WITHIN THE SAME COLLEGE (to be approved by the dean)
- TRANSFER FROM ONE COLLEGE TO ANOTHER (to be recommended by the previous dean and approved by the dean of the new college)
- GOOD MORAL CHARACTER CERTIFICATION. Good moral character certifications are issued only by the dean.
- CROSS-ENROLMENT IN OTHER SCHOOLS. A student is permitted to cross-enroll (by the WVSU Registrar) in selected universities when:
- the student is immediately graduating and the subject needed is not offered in the WVSU during the school term; and
- the student is so irregular that cross-enrolment outside the WVSU is the only possible solution to the problem. A regular student is not allowed to cross-enroll in other schools. Only subjects in the student's curricular program at the WVSU are covered by the cross-enrolment permit.
- SPECIALLY ARRANGED (TUTORIAL) SUBJECTS. When extreme necessity requires, student is allowed by the dean and the director for Admissions to request for a specially arranged (tutorial) subject. A student is not allowed to pre-negotiate with any teacher in this regard. The dean (in coordination with the Admissions Office) identifies and designates the teacher. A tutorial subject must be officially enrolled in and is part of the student's official subject load for the school term. An official form or contract for this purpose is available at the Registrar's Office. Details of the special arrangement are found in the contract
- "EXTRA" SUBJECTS. No student is allowed to enroll in any subject that is not part of his curriculum.
- SUMMER CLASSES. In general, the WVSU does not offer regular college classes in summer (except a few identified PESCAR and Education subjects). Students who need to enroll in summer are either given cross-enrolment permits by the WVSU Registrar or given permission by the dean and the director for Admissions to enroll in specially arranged (tutorial) subjects.
- STUDENT RECORDS AND DOCUMENTS.Everyone is advised to occasionally visit the Registrar's Office (c/o clerk in-charge) to:
- make certain that all required documents are accounted for and appropriately filed; and
- monitor the recording of the student's subjects, grades and other pertinent data.
In case a student's grade in a subject has not been encoded/recorded in his academic transcript of records, he does not immediately run to the teacher concerned to complain; instead he requests the Registrar's Office clerk to look for the teacher's grade sheet or completion form to find out the cause of the missing grade.
In case of related difficulties, confer with the director for Admissions or the registrar. Only the student concerned is allowed to inspect, or request for a copy of his records/documents in the Registrar's Office.
No other individuals, including the student's parents, guardians or representatives are allowed to inspect, or request for a copy of the student's records/documents unless they are appropriately authorized in writing, by the student and able to present their ID cards.
- DIPLOMAS, TRANSCRIPT AND CERTIFICATES OF GRADUATION.A diploma, a transcript and a certification of graduation are issued, as soon as possible, upon a student's graduation.
A diploma is issued once and never duplicated for whatever purpose or reason.
Transcripts and certificates of graduation may be issued more than once upon request.
- TRANSFER CREDENTIAL (HONORABLE DISMISSAL FORM).A WVSU student who wishes to transfer to another school must request for a transfer credential from the Registrar's Office.
A transfer credential (Honorable Dismissal Form) is issued only once and is never duplicated for whatever purpose or reason. Thus, the student is expected to keep it well and not lose it. It serves as the student's "passport" from the WVSU to whatever other school he wishes to enroll in.
A WVSU student who has been issued a transfer credential but has not actually used it for enrollment in another school AND wishes to return to the WVSU is required to return his transfer credential.
- SPECIAL STUDENTS.Special students are those who have already earned college degrees but have been approved (by the Admissions Office) to enroll in selected subjects at WVSU for the purpose of fulfilling government requirements for board examination (e.g. NMAT) or for the purpose of professional enhancement.
A special student is not required to submit a transfer credential during the enrolment but only an authenticated copy of his academic transcript of records indicating that he has already earned a college degree.
At the end of the term, a special student is issued a certification of subjects taken and corresponding grades - not a transcript of records. If, however, he wishes to get an official transcript from WVSU, he will be required to submit his transfer credential from the school he last attended.
Special students do not include college graduates who want to earn Education units. The College of Education offers the Diploma in Teaching program for this purpose.
- ABSENCES. A student who incurs absences equivalent to 20% of the total number of hours allotted for a subject during a school term is automatically dropped from the subject and given a grade of 5.0.
- THESIS. A student who fails to complete his thesis during the semester is given an " IN-PROGRESS" remark for the semester and is required to RE-ENROLL IN THESIS WRITING the following semester until the thesis is completed (BOR Res. No. 69,s. 2001). The "IN-PROGRESS" remark does not affect a student's scholarship status (if any).
- MULTIPLE ENROLMENT. A student is not allowed to enroll in two or more degrees or non-degree programs whether within the West Visayas State University or in the WVSU and another school.
- COURSE COMPLETION. An undergraduate student of the University who, for valid reasons, fails to complete his degree program within the duration provided in his curriculum, is given one more school year (including a summer session) to earn his degree, after which he is automatically disallowed to further enroll in any program of the University
- CHANGE OF FAMILY NAME AMONG NEWLY-MARRIED FEMALE STUDENTS. A newly-married female student must apply for an immediate change of family name with the Registrar's Office and submit a photocopy of her marriage contract.