Our Lady of Fatima University

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Registrars Office

REGISTRAR’S OFFICE POLICIES AND PROCEDURES

4.1 Admission

4.2 Registration and Enrollment

4.3 Change of Matriculation and Adjustment

4.4 Cross-Enrollment Procedure

4.5 Policies & Procedure for Shifting

4.6 Course Withdrawal

4.7 Graduation

4.8 Discontinuance of Studies

4.1 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.

4.2 REGISTRATION & ENROLLMENT

Enrollment procedures may vary from time to time and students are encouraged to see posted bulletins regarding specific procedures to be implemented in any given School Year or Semester. The following general guidelines however apply:

4.2.1 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.

4.2.2 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.

4.2.3 Specific enrollment procedures are typically 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 are thereafter 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 Financial Aid can only be applied for and approved within the official enrollment period. After the enrollment period no further requests or applications for such shall be approved.

4.2.4 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.

4.3 CHANGE OF MATRICULATION & ADJUSTMENT OF COURSE LOAD

4.3.1 The course load as entered in the student’s copy of registration card is final. However course adjustment or a change in matriculation (adding/dropping/changing of subjects) is allowed for any of the following reasons:

4.3.1.1 Dissolved sections where the students were previously enrolled in (Dissolved classes are posted during the 1st week of classes in bulletin boards);

4.3.1.2 Addition of new subjects not previously posted as available during the time a student has enrolled;

4.3.1.3 Conflicts in available sections

4.3.2 Change of enrollment status (adding/dropping/changing of subjects) with corresponding re-assessment is allowed only up to the first 2 weeks after the 1st day of official classes in every semester. For the summer term, change of enrollment status is allowed only within the 1st 3 days of start of official classes.

4.3.3 Students shall accomplish and submit a change of matriculation form at the Registrar’s Office for evaluation & approval by the college Dean. Students are then issued new registration cards reflecting changes requested after the corresponding adjustment in fees, if ever, has been paid.

4.3.4 The course load is deemed final after the deadline for Change of Matriculation(Adding/Dropping) has passed. Students who fail to apply for Change of Matriculation(Adding/Dropping) before the deadline set are required to follow their official course load. If they cannot do so and the student fails to apply for Change of Matriculation or Adding/Dropping before the deadline set then the course load and account is deemed final.The student must comply with the schedule of payments indicated and account balances if any must be settled in full prior to re-enrollment or the issuance of Transfer Credentials if requested. A final grade of UW shall be reflected in all of the courses enrolled.

4.4 CROSS-ENROLLMENT PROCEDURE

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:

4.4.1 If the subject is not offered in any OLFU Campus and if the student is in his last term.

4.4.2 If the remaining available schedules of a subject/s required by a student is in conflict with the remainder of the subjects and the student is in his/her last term.

4.5 POLICIES & PROCEDURE FOR SHIFTING

Students may be allowed to shift to any course 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 presentto the current academic adviser or College Dean for enrollment.

4.6 COURSE WITHDRAWAL

A grade of AW is an authorized course withdrawal. For reasonable or just cause, the College Dean, VP for Academic Affairs and the Registrar may authorize the withdrawal 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 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 3 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.

4.7 GRADUATION

4.7.1 Graduation is a formal, public recognition by the school that the student has fulfilled the minimum requirements set by the Our Lady of Fatima University and CHED.

It is also an occasion wherein the achievement of the graduating student during their stay at Fatima University is recognized.

4.7.2 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 aboverequirements have been completed and administrative sanctions, if any, are served.

4.7.3 The Registrar’s Office office shall post in prominent areas deadline/s for submission of graduation clearances for a specific term/semester. Students who have complied with all of their requirements shall accomplish their graduation clearances and submit such prior to the deadlines set for each semester/term. Failure to submit completed graduation clearances on or before the deadline/s set will result to non inclusion in the official list of graduating students for that semester/term.

4.8 Graduation Honors

4.8.1 The Grade Point Average 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 subjects:

           Summa Cum Laude    1.50
           Magna Cum Laude      1.75
           Cum Laude                    2.00

4.8 DISCONTINUANCE OF STUDIES, LEAVE OF ABSENCE, AND TRANSFER PROCEDURES

4.8.1 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 applcation 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.

4.8.2 Students who wish to withdraw their enrollment in all subjects during the first 2 weeks of classes must drop all subjects and apply for a leave of absences (LOA). Likewise students unable to enroll for any term must apply for an LOA. Records of students who have not enrolled for a current semester without an LOA or an Honorable Dismissal shall be considered inactive and is subject to existing retention policies on inactive records as instituted by the Registrar’s Office.

4.8.3 Student Clearance. A clearance is required of all students who are either graduating or dropping from the course at any school year or semester. he/she should be cleared from all financial obligations, and administrative accountabilities from the different departments, 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:

4.8.4 Student fills out a Clearance Form available at the Registrar’s Office.

4.8.5 He/she then secures the signatures of the unit heads indicated in the form;

4.8.6 Once completed, the student presents the clearance to the Registrar’s Office so that the amount to be paid for the documents requested may be indicated. Then he/she

goes to the cashier to pay the fees and goes back to the Registrar’s Office to present his/her receipt.

4.8.7 The clerk in-charge issues a slip which indicates the release date of the document/record requested.

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