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QSU-SOP-01

QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 29 of


320

Issued by Date

ADMISSION

PART II QUALITY PROCEDURE

II. 1. Admission

1.0 Purpose
This document aims to standardize the core processes of student admission services of the College
of Information Technology and Computing Sciences – Bachelor of Science in Information
Technology specifically for incoming and returning students.

2.0 Scope
This procedure applies to activities from application for admission to acceptance of students to the
university.

3.0 Definition of Terms

Application Refers to the initial process of seeking admission to the university through
the submission of accomplished application forms and other requirements
to the Office of Student Affairs and Services (OSAS) for pre-
baccalaureate and baccalaureate degree programs and to the Graduate
School for master’s degree programs

Qualifying Examination Pertains to the administration of a College Admission Test prepared by


the University to measure the readiness of students for tertiary education.
This entails as well the scoring of examination papers and communication
of results to the different colleges and the Office of the University
Registrar (OUR)

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 30 of


320

Issued by Date

ADMISSION

Screening Refers to the selection of qualified students based on requirements set by


the College of Information Technology and Computing Sciences –
Bachelor of Science in Information Technology.

Acceptance Refers to the issuance of Certification of Acceptance by the College Dean


/ Program Chairperson and University Director for Baccalaureate Degree
to qualified students

4.0 Responsibilities
Colleges The College shall ensure that the procedures and requirements for
screening of applicants are efficiently and effectively undertaken.
Moreover, it shall regularly review the procedures and
requirements and have any modifications approved by the QMR
for dissemination by stakeholders.

Program Chair
College Secretary
Research Coordinator
Extension Coordinator
Class Advisers
Instructors/ Professors
Laboratory Technician
RSO Adviser

5.0 Procedure Flow Chart for Admission


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SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 31 of


320

Issued by Date

ADMISSION

(Guidelines for requirements under this step is


in 6.0). See details in 6.1
Application for Admission
 Application Forms

(Guidelines for requirements under this step is


in 6.0) See Details 6.2
College Admission Test
Administration and  Examination Permit
Scoring  Result of Examination

(Guidelines for requirements under this step is


in 6.0) See details in 6.3
Entrance Interview and
OSAS - OGCAS
Career Counselling

(Guidelines for requirements under this step is


in 6.0) See details in 6.3

Scholarship Grants
(If Applicable)

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Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 32 of


320

Issued by Date

ADMISSION

(Guidelines for requirements under this step is


in 6.0) See Details 6.3
Screening of Students
Colleges Freshmen

 Certification of Acceptance
Old Students

 College Clearance

Transferees

 Honorable Dismissal
 Certification of Grades/ OTR
 Good Moral Certificate

(Guidelines for requirements under this step is


in 6.0) See Details 6.4
Acceptance
OUR

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SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 33 of


320

Issued by Date

ADMISSION

6.0 Procedure Detail

6.1 Application

6.1.1 Pre-baccalaureate and baccalaureate degree programs

The Office of Student Affairs and Services (OSAS) sets schedule of application, College
Admission Test (CAT) administration and release of test results based on the approved
academic calendar. The schedule of application for admission period is disseminated
through print media (Bulletin of Information, brochures from various colleges), paid radio
announcements and other means. The printed materials are distributed to various
secondary schools in Quirino, Southern Isabela and nearby towns of Nueva Vizcaya,
Aurora and Ifugao.

Application forms for Admission are available at the QSU Guidance and Counselling,
Admissions and Scholarships Office. Said forms are issued to students who satisfy the
required entry requirements.

6.1.1.1 Requirements for Application (Incoming Freshmen)


6.1.1.1.1 For Students Who Attended Schools in the Philippines
6.1.1.1.1.1 For Incoming Freshmen
6.1.1.1.1.1.1 Accomplished Application for Admission Form
6.1.1.1.1.1.2 Original Form 138 (High School Report Card)
6.1.1.1.1.1.3 Certificate of Good Moral Character
6.1.1.1.1.1.4 NSO authenticated copy of Birth Certificate
6.1.1.1.1.1.5 NSO authenticated copy of marriage certificate (if
married)
6.1.1.1.1.1.6 Four (4) copies 1 x 1 ID pictures

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
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SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 34 of


320

Issued by Date

ADMISSION

6.1.1.1.1.1.7 Medical Certificate from authorized Health Officer


(if applicant is a Person with Disability (PWD) or
as required by the Admission Officer for applicants
with medical condition/s
6.1.1.1.1.1.8 Notarized “Declaration as a New Student” (if
graduated two (2) or several years prior to seeking
admission to college)
6.1.1.1.1.2 For Transferees
6.1.1.1.1.2.1 Duly Accomplished Application Form
6.1.1.1.1.2.2 Transfer Credential ( Honorable Dismissal )
6.1.1.1.1.2.3 Certified True Copy of Grades
6.1.1.1.1.2.4 Four (4) copies ID picture
6.1.1.1.1.2.5 Certificate of Good Moral Character from school
last attended
6.1.1.1.1.2.6 NSO authenticated birth certificate
6.1.1.1.1.2.7 NSO authenticated marriage contract (if married)
6.1.1.1.1.2.8 Medical certificate from authorized Health Officer
(if transferee is a Person with Disability (PWD) or
as required by the Admissions Officer)
6.1.1.1.1.3 For Second Coursers
6.1.1.1.1.3.1 Duly Accomplished Application Form
6.1.1.1.1.3.2 Transfer Credential (Honorable Dismissal)
6.1.1.1.1.3.3 Original / Certified True Copy of Transcript of
Records
6.1.1.1.1.3.4 Four (4) copies ID picture
6.1.1.1.1.3.5 Certificate of Good Moral Character from
concerned school last attended
6.1.1.1.1.3.6 NSO authenticated birth certificate
6.1.1.1.1.3.7 NSO authenticated marriage contract (if married)
6.1.1.1.1.3.8 Medical certificate from authorized Health Officer
Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 35 of


320

Issued by Date

ADMISSION

(if transferee is a Person with Disability (PWD) or


as required by the Admissions Officer)

6.1.1.1.2 For Foreign Nationals


6.1.1.1.2.1 6 copies Personal History Statement (with thumb mark and
picture)
6.1.1.1.2.2 NBI Clearance
6.1.1.1.2.3 Certification of Financial Statement/ Support or
Endorsement letter from the Benefactor, authenticated by
the Embassy/ Consulate of Country of Origin addressed to
the University President
6.1.1.1.2.4 Personal Letter of Intent addressed to the University
President
6.1.1.1.2.5 Photocopy of Red Ribbon: Academic Records, with Grading
system of equivalents of grades; Diploma; Certificate of
Good Moral Character
6.1.1.1.2.6 Valid Visa; Photocopy of Passport bearing the bio-page,
latest arrival with valid authorized stay with at least one (1)
month
6.1.1.1.2.7 Result of IELTS where English is not the medium of
instruction

6.2 Qualifying Examination for Pre- Baccalaureate and Baccalaureate Programs

Entering freshmen and transfer students EXCEPT second coursers are required to take the
QSU College Admission Test (CAT).
Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 36 of


320

Issued by Date

ADMISSION

6.2.1. The applicants are directed to pay the non-refundable testing fee of P 100.00 at the
Cashier’s office. Upon submission of the Official Receipt, each applicant is issued a
permit bearing the schedule and venue of examination.
6.2.2 The examination is administered as scheduled by the University Testing Unit at the
OGCAS under strict observance of the protocol in the test manual.
6.2.3 Walk-in applicants for admission are also accommodated and allowed to take the
College Admission Test at the Testing Unit of the OGCAS anytime from Mondays
to Fridays.

6.2.4 Requirements for College Admission Test


6.2.4.1 Examination Permit
6.2.4.2 Valid IDs where required information (birthdate, birthplace, signature,
etc.) about the bearer are indicated
6.2.4.3 Pencil (sharpened and with eraser)

The applicants are informed at the end of the testing session the schedule of release
of CAT results and the instructions on how they will get the results.

6.2.5 Scoring and Interpretation of Test Results

The test papers are scored and interpreted accordingly.

6.2.6 Entrance Interview of Applicants

Before releasing the test results, the Guidance Counsellor undertakes an entrance
interview with the applicant to discuss the results of the CAT in relation to his
preferred program study. Result of the interview will also determine whether or not
an applicant needs to undertake a Psychological Test. Applicants who do not qualify
for admission will be referred to proper agencies for appropriate intervention.

6.2.7 Release of CAT Results

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SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 37 of


320

Issued by Date

ADMISSION

CAT scores and results of the entrance interview are encoded and sorted according
to the degree applied for and copies of these information are forwarded to the
corresponding colleges. Copies of CAT and Entrance Interview results are also given
to individual students. Applicants are then instructed to proceed to the college of
their preference for screening.

Walk-in applicants who meet the admission requirements and underwent the process
of taking CAT and entrance interviews are likewise given a copy of their CAT and
Entrance interview results and will be instructed to proceed to the college of their
choice for screening.

6.3 Scholarship Grants

If applying for scholarship, the student shall proceed to the Office of the Guidance and Counselling,
Admissions and Scholarships (OGCAS) for notation.

6.4 Screening Applicants for Admission (Local and Foreign Applicants)

6.4.1. Pre-baccalaureate and baccalaureate degree program

6.4.1.1 For Entering Freshman

Upon receiving the QSU CAT and entrance interview results including the
required admission documents (Certificate of Good Moral Character, NSO
authenticated Birth Certificate, etc.) from the OGCAS, the colleges offering
the various degree programs identify the qualified students based on the result
of their CAT and grade requirements

6.4.1.1.1 Requirements for Screening:


6.4.1.1.1.1 College Admission Test Cut-Off Score
6.4.1.1.1.2 High School General Average
6.4.1.1.1.3 Specific grade requirement set by colleges for the
specific degree program
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Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 38 of


320

Issued by Date

ADMISSION

6.4.1.2 For Transferees and Second Coursers

Part of the screening process for the transferees and second coursers is an
interview, evaluation and academic counselling at the OGCAS. Applicants
who pass the entrance interview and other admission requirements will be
directed to the corresponding colleges of their choice for final screening.

6.4.1.2.1 Requirements for Screening


6.4.1.2.1.1 CAT result (for transferees only) and/or evaluation
and academic counselling from the OGCAS
6.4.1.2.1.2 Certification of grades (for transferees) / Transcript
of Records (for second coursers) from school
previously attended. General weighted average
should meet the specific grade requirement set by
the college for the specific degree program.

6.4.1.2.2 Crediting, Validating of Units and Substituting Subjects

6.4.1.2.2.1 Subjects taken previously from another institution


and/or taken previously in the college under an old
curriculum maybe credited subject to the following
conditions:

6.4.1.2.2.1.1 The course description and coverage are the


same as what is required in the curriculum
offered in the college.
6.4.1.2.2.1.2 The number of units are the same or greater
than what is required.
6.4.1.2.2.1.3 The grade obtained in that subject is at least
2.25, and/or the student passed the validating
examination for subjects requiring
competency and assessment certification.
Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 39 of


320

Issued by Date

ADMISSION

6.4.1.2.2.1.4 The subject involved belongs to the old


curriculum and is not being offered anymore
in the university.

6.4.1.2.2.2 Crediting of previously taken subjects is done through


the following procedure:

6.4.1.2.2.2.1 Accomplish Request for Course Validating /


Crediting Form and submit completed form
with required attachments (Certification of
Grades, Course syllabi of course/s taken) to
the faculty adviser/subject area coordinator
for evaluation.
6.4.1.2.2.2.2 Present evaluated request to the Academic
Program Chair for endorsement and approval
of the Director for Instruction.

6.5 Acceptance

6.5.1 Pre-Baccalaureate and Baccalaureate Degree Programs.


As an approval for applicants who satisfy the admission requirements of a program, the
Academic Program Chair or Dean of the College affix his/her signature on the
Certification of Acceptance (COA) found on the Entry Requirements Form and will be
instructed to proceed to the Office of the University Registrar (OUR).

Upon presentation of the student’s Certification of Acceptance with the required admission
documents to the Office of the Registrar (OUR), the Registrar checks and verifies the
authenticity of admission documents submitted. If these are in order, he/she is provided
with instructions relative to pre-registration and registration procedures.
Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 40 of


320

Issued by Date

ADMISSION

7. 0 References:

QSU Student Handbook


CHED Order No. 15, series of 1995
QSU Student Admission and Registration Operations and Procedures Manual, BOR Resolution
No. 11-67, s. 2015

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 41 of


320

Issued by Date

ADMISSION

II. REGISTRATION
1.0 Purpose
This document aims to standardize the core processes of instructions services specifically enrollment
procedures in the university and ensure that appropriate versions are identified and made available at
point of use.

2.0 Scope

This procedure applies to activities from pre-registration to validation.

2.0 Definition of terms


Pre-registration For all students, the filling up of the pre-registration form and
the approval of the same by an academic adviser; for scholars,
by an academic adviser and the Office of Admissions ,
Scholarship and Placement Officer of Office of Student Affairs
and Services (OSAS).

Registration The release of a copy of the enrollment form to the enrollee


inclusive of assessment.

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 42 of


320

Issued by Date

ADMISSION

Registration Form Documents showing that a student is officially enrolled. List of


subjects, number of units, time schedule, room assignment and
instructor’s name taken are indicated in the form.

Payment of Fees The payment of appropriate fees at the Cashier’s Office and the
release of the official receipt.

Validation Process of giving legal form to subjects and units earned by


transfer students in their previous school by undergoing the
validation examination.

4.0 Responsibilities

Colleges Shall be responsible for the distribution and approval of the


pre-registration forms, of courses to be taken by students into
the enrolment forms.

Program Chair
College Secretary
Class Advisers
Instructors/ Professors
RSO Adviser
Student Senator/ Governor
Student Treasurer

5.0 Procedure Flow

5.1. New Students, Transferees and Second Coursers

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Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 43 of


320

Issued by Date

ADMISSION

Responsibilities Key Steps Interfaces

OUR (Guidelines for requirements under


Pre-registration this step is in 6.1.1)

See Details 6.1.2.

College (Guidelines for requirements under


Approval of Proposed this step is in 6.2)
Subjects

See Details 6.2.

(Guidelines for requirements under


Registration this step is in 6.4.1.)
OUR

See Details 6.4.

Student Treasurer (Guidelines for requirements under


Payment of
this step is in 6.5)
Memberhip Fees

See Details 6.5.

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 44 of


320

Issued by Date

ADMISSION

College E-Library (Guidelines for requirements under


Library/ Internet Account
Creation; Issuance of
this step is in 6.6.)
University ID

See Details 6.6.

(Guidelines for requirements under


Physical Examination this step is in 6.7.)
OSAS-Medical/Dental Unit

See Details 6.7.

OUR (Guidelines for requirements under


Submission of this step is in 6.8.1.)
Enrolment Form

See Details 6.8.

5.2. For Old Students

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Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 45 of


320

Issued by Date

ADMISSION

Responsibilities Key Steps Interfaces

OUR (Guidelines for requirements under


Pre-registration this step is in 6.1.1)

See Details 6.1.2.

College (Guidelines for requirements under


Approval of Proposed this step is in 6.2)
Subjects

See Details 6.2.

OGCAS (Guidelines for requirements under


Scholarship Grants this step is in 6.3)

See Details 6.3.

(Guidelines for requirements under


Registration and Assessment this step is in 6.4.1.)
OUR

See Details 6.4.

OSC (Guidelines for requirements under


Payment of Fines and
this step is in 6.5)
Membership Fees

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 46 of


320

Issued by Date

ADMISSION

See Details 6.5.

College E- Library (Guidelines for requirements under


Library/ Internet Account
Creation; Issuance of
this step is in 6.6.)
University ID

See Details 6.6.

(Guidelines for requirements under


Physical Examination this step is in 6.7.)
OSAS-Medical/Dental Unit

See Details 6.7.

OUR (Guidelines for requirements under


Submission of this step is in 6.8.1.)
Enrolment Form

See Details 6.8.

6.0 Procedure Detail

6.1. Pre-registration
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SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 47 of


320

Issued by Date

ADMISSION

6.1.1. Requirements for pre-registration:


6.1.1.1. College Admission Test and entrance interview results and Notice of Admission
for freshmen and transferees
6.1.1.2. Clearance and Approved re-admission Application Form, including certification
of grades for the last semester attended for returning students
6.1.1.3. Clearance and certification of grades during the previous semester for continuing
students

6.1.2 For all students, during the scheduled day of enrollment, the Office of the University
Registrar issues pre-registration forms for students to accomplish. Notices of
Admission for freshmen and transferees, re-admission Application Forms for returning
students, and clearance and certification of their grades during the previous semester
for continuing students are presented.

6.2. Approval of the Proposed Subjects

Students shall fill up enrollment form completely and have it submitted to the Program
Chair or Dean. He/ She in turn, checks entries in the registration form, with particular
attention to pre-requisites of courses to be enrolled and the completeness of all the required
documents necessary for registration. If all are in place, the Program Chair or Dean signs
the registration form.

6.3. Scholarship Grants

If applying for scholarship, the student shall proceed to the Office of the Guidance and
Counseling, Admissions and scholarship for notation.

6.4. Registration and Assessment

6.4.1. Requirements:

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 48 of


320

Issued by Date

ADMISSION

6.4.1.1. A duly accomplished pre-registration and registration forms signed by the


Academic Adviser or Program Chair

6.4.2. The student submits the complete admission documents to the Registrar’s for
encoding of subjects with the corresponding schedule and other pertinent
information. The personnel then generates the assessment/enrollment form that
includes courses enrolled and assessed fees and issues a copy of
assessment/enrollment form to the student.

6.5. Payment of Fees

The cashier receives payment from the student as reflected in the assessment form and
issues an official receipt upon presentation of the enrollment form and school ID by the
student.

6.6. Library/Internet Account Creation; Issuance of University ID

After paying, the student proceeds to the University Library for the issuance of library
borrower’s ID, and to the E-Library for the student ID.

6.7. Physical Examination

For health inspection, students proceed to the University Clinic.

6.8. Validation

6.8.1. Requirements for Validation:


6.8.1.1. Enrollment form
6.8.1.2. Official receipt for school fees paid

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 49 of


320

Issued by Date

ADMISSION

6.8.2. The assigned OUR personnel receives and checks the completeness of the documents
submitted. In case of incomplete documents, OUR personnel requests the enrollee to
accomplish a promissory note for the submission of the required document at a later date.
The OUR personnel stamps the enrollment form of the student “ENROLLED”, and gives
the student class cards.

7.0 Late Registration

7.0.1 Requirements for Late Registration:


7.0.1.1. A duly accomplished Pre-registration form signed by the Program Chair/Dean.

7.0.1.2. Medical Certificate or Affidavit stating the cause for late registration. Late
registration due to any of the following causes are exempted from payment of
the late registration fee:

a. Interruption of regular transportation due to natural calamities like


typhoons, floods, earthquakes or military operation.

b. Accident while in transit that need immediate hospitalization. A medical


certificate or affidavit by the student stating the causes for late registration
must be attached to the application for exemption.

c. Students who got sick during the registration period under home
Medication provided a medical certificate issued by a licensed Health
Officer could be presented.

Students who do not register during the days specified in the QSU Academic
Calendar for registration are subject to additional fee adjustments. All late
registrants shall undergo the regular procedure of enrollment and will be
charged a late registration fee of P 150.00 for the first day and an additional fee
of P 50.00 per day thereafter.

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 50 of


320

Issued by Date

ADMISSION

The student will secure the application form from the Registrar’s office. He/she
accomplish the application form duly signed by the Program Chair/Dean and
attach all needed supporting documents. The office of the registrar will receive
the application form with all the attachments for appropriate action.

8.0 Cross-Enrollment

8.1. Outbound Cross-Enrollment

A bona fide student may be allowed to cross-enroll in other state-owned or government


recognized private educational institutions for a subject needed for graduation, except
field practice, practice teaching, special topics, seminars and undergraduate thesis,
provided that: the subject is not offered during that semester or is offered during the term
but cannot be enrolled due to conflict in schedule and which cannot be resolved; the
student has no more deficiencies other than the subject to be cross enrolled elsewhere
during that term; the course description of the subject where it is cross enrolled is
essentially the same/ similar to that in QSU; the cross enrollment is recommended by the
Program Chair and duly approved by the Director for Instruction; and the number of units
to be cross-enrolled does not exceed the maximum number of six (6) units.

8.1.1. Requirements for Outbound Cross-enrollment:


8.1.1.1. A duly accomplished Permit to Cross-Enroll Form signed by the Program
Chair/Dean and the Director for Instruction
8.1.1.2. A duly approved request to the OUR

8.1.2. Any student who wishes to cross-enroll in another institution shall pay for the Form 8B
(Permit to Cross-Enroll Form) to the Cashier’s Office first, and present the receipt of
payment to the OUR. The student accomplishes the said form and have it endorsed by
the Program Chair/Dean and approved by Director for Instruction.

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President
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8.1.2. The student shall submit three copies of duly approved request to the Registrar’s Office
for recording and issuing cross-enrollment permit. After enrollment, the student submits
a photocopy of the validated enrollment form to the registrar’s office, copy furnished to
the Office of the Dean/Program Chairperson.

8.1.3. After the completion of the course/s, the student secures a Certification/Transcript of
Records containing final grades in a sealed envelope with the signature of the Registrar
on the envelope flap addressed to:

The University Registrar


Quirino State University
(Campus location/address)

8.1.4. To facilitate the crediting of the approved cross-enrolled subject/s, the document above
shall be submitted not later than the 2nd week of the following term or before the academic
council meeting in the case of graduating students.

8.2. Inbound Cross Enrollment

8.2.1. Requirements for Inbound Cross-enrollment:


8.2.1.1. A duly accomplished Permit to Cross Enroll Form signed by the
Program Chair/Dean and the Director for Instruction
8.2.1.2. Certificate of Good Moral Character/Letter of Recommendation from
Dean of Home School
8.2.1.3. Medical Clearance from the University Health Officer
8.2.1.4. Official Receipt for payment of fees and courier of official grades (for
school to school transaction)

8.2.2. Students of other institutions wishing to cross-enroll at QSU must present a


permit from the Dean/Registrar of their institutions. The permit should specify the
subject/s to be cross-enrolled. In addition, students shall pay for the Form 8B (Permit to
Cross-Enroll Form) to the Cashier’s Office. They shall present the receipt of payment
to the OUR and accomplish the said form.
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8.2.3. After which, the student presents three (3) copies of duly accomplished Application for
Cross-enrollment form, Certificate of Good Moral or Letter of Recommendation from
Dean of Home School, and Cross-Enrollment Permit from Home School to the
Admissions Office. The admission personnel receives and checks the completeness of
the documents submitted.
8.2.4. The student then secures to a Medical Clearance from the University Health Officer, and
gets an endorsement for approval of the Director for Instruction from the concerned
Dean/Program Chair of the university. Upon approval, the student submits three (3)
copies of approved Application for Cross-enrollment form to the OUR for recording
purposes.
8.2.5. Final Grades will be sent to the Home school via mail and/or through the student
concerned provided a letter of authorization be given by the Dean/Registrar of the home
school.

9.0 Request for Overloading of Units

9.1. Requirements for Request for Overloading of Units


9.1.1. Academic Credit Overload Request Form
9.1.2. Certified true copy of his/her grades showing the computed General
Weighted Average.

9.2. A student, under extenuating circumstances, shall be allowed to carry an overload of not
more than six (6) units during the regular term, provided however, that his/her General
Weighted Average (GWA) is not lower than 2.25 (Section 7.5, Provisions on Academic
Load, QSU Student Handbook).

9.3 Regardless of the General Weighted Average for all subjects taken, a graduating student
may be allowed to carry an extra load of not more than six (6) units during regular semesters
and/or three (3) units during the summer term (Sections 7.3 and 7.6 Provisions on Academic
Load, QSU Student Handbook).
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9.4. A student who wish to carry an overload during summer or regular term must accomplish
an Academic Credit Overload Request Form. He/she must obtain recommendation from the
Program Chair/Dean of the College he/she belongs, endorsed by the Director for Instruction
and to be approved by the Vice-President for Academic and Related Affairs. The student
will then submit the approved request to the Registrar’s Office in triplicate copy together
with a Certified True Copy of his/her grades showing the General Weighted Average
(GWA)

9.5. If the request is done after a student’s enrollment is validated, he/she should submit said
approved request not later than the allowable period of adding/changing/dropping of
subjects to the Registrar’s Office for encoding and reassessment; and obtain class cards for
additional subjects enrolled.

9.6. It should be noted, however, that the maximum number of units allowed for a student to
enroll with overloading is twenty-eight (28); and that, a student who was allowed to carry
an overload in a particular semester and obtained a failing grade shall not be allowed an
overload in the following semester.

10. Taking Simultaneously Pre-requisite and Advanced Subjects

10.1. Requirements on taking simultaneously pre-requisite and advanced Subjects:


10.1.1. Request to Enroll Pre-requisite and Advanced Subjects Form
10.1.2 Evaluation of Grades

10.2. As a general rule, no subject may be enrolled unless the pre-requisite subject has been
passed. However, a student may be allowed to enroll pre-requisite and advanced subjects
simultaneously if he/she is graduating at the end of the academic year and/or the pre-
requisite is a repeated subject. Once the pre-requisite subject is failed, the advanced
subject is invalidated.

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10.3. A student shall accomplish Request to Enroll Pre-requisite and Advanced Subjects Form.
He/she must secure endorsement from the Subject Area Coordinator, verified and
recommending approval by the Program Chair and the Dean, approved by the Director for
Instruction. The Office of the Registrar will receive the approved request for recording and
filing.

11. Dropping, Adding, Changing Subjects

A student may, with the consent of his Instructor and the Program Chair/Dean drop a
subject(s) within the four (4) weeks from the first day of classes for regular semester and
within two (2) weeks for summer classes by filling out the Change of Matriculation Form.
Dropping of subject after the specified period is not allowed except for justifiable reasons
and upon the recommendation of faculty members concerned. Any dropping/changing of
subject(s) without official notice shall be marked “Dropped” or “Failed” at the end of the
term.

11.1. Requirements on Dropping, Adding, Changing Subjects:


11.1.1. Duly accomplished Change of Matriculation Form
11.1.2 Class card/s issued for such subjects

11.2. A student shall pay for a Change Matriculation Form to the Cashier and may secure the
form at the Registrar’s Office by presenting his/her receipt. He/she will accomplish the
form by seeking the consent of instructors concerned and get back class cards (if already
submitted).

11.3. In case of dropping, obtain the signature of parent/guardian and the approval of the Program
Chair/Dean. The Registrar’s Office will receive the accomplished form for proper
assessment of fees, recording and filing.

12.0 Withdrawal of Registration

Withdrawal of registration shall be made and approved based on existing rules and regulations
of the university. Moreover, a student who withdraws his/her registration within the specified
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period shall be entitled to withdraw his/her credentials submitted as requirement for enrollment,
but if withdrawal is made outside the specified period, the rules on dropping shall be followed.

12.1. Requirements for Withdrawal of Registration:


12.1.1. A duly accomplished Request for Withdrawal of Registration Form

12.2. A student wishes to withdraw from all university classes after completing registration for
a semester, must seek first the consent of his/her batch adviser; and or may be referred to
the Guidance Office for counselling. The student then pays for the Request for Withdrawal
of Registration Form to the Cashier’s Office, presents the receipt of payment to the OUR,
and accomplishes the said form.

12.3. After which, the student presents a written statement from a parent, guardian or sponsor
indicating that the responsible person knows of the student’s intent to withdraw
(encompassed in the Request for Withdrawal of Registration Form). He/ She then obtains
the signature of his/her adviser and other official for purposes of securing clearance, and
gets the approval of the Program Chair/Dean.

12.4. Upon the approval of the Request for Withdrawal of Registration Form, the student submits
a copy to the OUR for recording, and to the Cashier’s Office for refund claims, if
applicable.

13.0 Leave of Absence

13.1. Requirements for Leave of Absence


13.1.1. Application for Leave of Absence Form
13.1.2. Withdrawal of Registration Form
13.1.3. Clearance Form

Section 17 of the QSU Student Handbook provides that a Leave of Absence (LOA) maybe
granted upon the discretion of the concerned college, to any student who is unable to

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continue attending classes beyond the period of official dropping under the following
circumstances:

a. A student is sick and unable to continue attending classes supported by a medical


certificate.
b. A student is being drafted for military training.
c. A student is unable to continue going to school due to maternity, parenting or family
health reasons.

13.2. In such cases, no tuition fees will be charged for the duration of the authorized leave and
courses not completed during the time of filing shall be considered “withdrawn” with
approval and therefore, will not obtain credit.

13.3. A student who is unable to continue going to school due to personal objectives could also
be granted a leave of absence for purposes of readmission to the program.

13.4. Students requesting for a leave of absence should be in good standing (neither on probation
nor subject to dismissal); no pending case of misconduct or misdemeanor as defined by the
student discipline policy; no outstanding balance; and they do not exceed the maximum
residency rule prescribed by the program.

13.5. An approved LOA is only valid for one (1) academic term. In cases where extension is
sought, an approved petition is required subject to the concurrence and approval of the
Program Chair/Dean and the Director for Instruction. The petition must state the reason
for which the leave is desired and must specify the period of the leave which must not
exceed one (1) academic year.

13.6. A student who wish to apply for a Leave of Absence should discuss his/her intention to
his/her adviser; or, if needed, he/she may be referred to the guidance office for appropriate
counseling. The student may secure Application for Leave of Absence Form, Withdrawal
of Registration Form and Clearance Form from the Office of the Registrar. He/she must
accomplish these form by seeking approval of the following in sequence: a.) Adviser; b.)

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Program Chairperson; c.) Dean of the College; and d.) Director for Instruction. The student
will then submit the approved forms to the Registrar’s Office for recording and filing

14.0 Shifting/Program Changes

14.1. Requirements for Shifting/Program Changes:


14.1.1. A duly accomplished Shifting Application Form
14.1.2. Photocopy of parent’s valid ID
14.1.3. Certification of Grades

14.2. A student who wishes to shift/transfer to another curriculum must satisfy the entrance
requirements for that curriculum. He/She must seek first the consent of his/her batch
adviser; and or may be referred to the Guidance Office for counselling. The student then
secures a Shifting Application Form from the Office of the University Registrar. The
student fills out the form in three (3) copies, with a photocopy of his/her parent’s valid ID
showing his/her parent’s signature.

14.3. In addition, the student requests for a true copy of certification of grades from the Registrar,
then submits the all the above-mentioned documents to the Program Chair/Dean of the
college where the student is getting out. Also, the student gets endorsement for the Program
Chair/Dean of said application to the Program Chair/Dean of the new course for approval.
14.4. Upon the approval of the Shifting Application Form, the student submits a copy to the
OUR for recording and filing.

15.0 Offering of Special/Additional Classes and Subjects not offered during the regular term

Additional classes and/or new subjects which are not regularly offered during the semester or
summer may be opened provided that: there are available instructors; there are available rooms;
there are at least 15 or more student petitioners for basic courses and or five (5) or more for major
subjects.

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15.1. Requirements for Special/Additional Classes and Subjects not offered during the
regular term:
15.1.1. A duly accomplished Petition for Offering Additional Courses Form
15.1.2. Petition Letter
15.1.3. Change of Matriculation Form

15.2. Students who wishes to request for special/additional classes and subjects not offered
during the regular term should write a petition letter addressed to the Director for
Instruction/ VP for Academic and Related Affairs for the offering of such. The Petition
should include the reasons for the petition to be endorsed by their respective Program
Chairs/Dean for approval.

15.3. They shall fill up the Petition for Offering Additional Courses Form secured from the
Office of the Registrar and obtain the signatures of concerned officials. After which, they
shall submit the accomplished Petition for Offering Additional Courses Form together with
required attachments to the Office of the Registrar for encoding unto the SIAS.

15.4. If already enrolled, they shall then accomplish Request for Enrolling Additional Subject/s,
have it approved by the Program Chair/Dean, submit to the Registrar’s Office for re-
assessment, and then pay the corresponding fees at the cashier’s office.

15.5. Present the receipt of payment to the OUR and get class cards.

16.0 Dissolved Classes, Splitting of Classes and Section Transfers

16.1. Dissolved Classes

16.1.1 Requirements for Dissolved Classes:


16.1.1.1. Section Transfer Form

Classes falling below the applicable minimum class size may be dissolved. The faculty
member handling the dissolved class shall advice his/her students to proceed to the OUR
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to request to transfer to other section of the same course, using the Section Transfer Form,
or may adjust to add other courses in lieu of the dissolved course.

16.2. Section Transfers Due to Splitting of Classes

16.2.1. Requirements for Splitting of Classes and Section Transfers:


16.2.1.1. Duly Accomplished Section Transfer Form

In cases when a class exceeded the maximum number of class size, or in cases where
there is unequal number of students enrolled for class with two or more sections, the
faculty concerned shall inform the Program Chair to split the class/es into sections and/or
to equally distribute the students to the other sections. The department should submit a
list of students to be transferred to the new section. Students affected by this procedure
shall be consulted and have them sign the Request for Section Transfer before the request
will be endorsed by the Instructor through the Program Chair to the Dean who will
recommend for approval by the Director for Instruction/VPAA.

The approved request shall be submitted to the Office of the Registrar for recording and
filing not later than the second week after the regular classes.

17.0 Taking Removal/ Special Examination

The QSU Student Handbook provides that a special examination may be given to a student who
incurs an excused absence during a scheduled term/final examination. Special term examination
should be given within the semester, and special final examination not beyond the immediately
following semester.

17.1. Requirements on Taking Removal/Special Examination


17.1.1. Application for Special Examination

The student requesting for a special examination may be granted if absence during the
scheduled examination is due to the following:
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a. Student sent on official business by the university to attend athletic meets,


conferences, contests, etc., joined class field trips, provided, he can present such
evidences as approved itinerary of travel, certificate of appearance, or instructor’s
certification concerning attendance to the trip, etc.

b. Student was sick and confined in a hospital or was examined by the university Health
Officer, in which case, a medical certificate should be submitted;

c. The student has gone home due to an emergency like death of an immediate family
member (father, mother, guardian, brother, sister, spouse, child). Death certificate
issued by the Civil Registrar should be attached to the application for examination.

17.2. A student who wish to take the special examination must secure and accomplish
Application for Special Examination. Confer. He/she must discuss with the instructor
concerned regarding schedule of special examination and seek the approval of the
Program Chairperson. For late examiners who has no valid reasons as stated above shall
pay the required special examination fee of P50.00 per subject per day at the Cashier’s
office. The Office of the Registrar will receive the accomplished form together with the
appropriate evidence/s for filing and recording purposes. The student will then take the
final examination on the scheduled date set by the subject instructor.

18.0 References:
Student Handbook
CHED Memoranda/Guidelines
BOR resolution No. 11-67, series of 2015

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II.3 CLASSROOM INSTRUCTION


1.0 Purpose

This document aims to standardize the core processes of instruction services


specifically classroom procedure standards in the university and ensure that
appropriate versions are identified and made available for use.

2.0 Scope

This procedure applies to all the classroom activities from the conduct of class
orientation until the issuance of grades to students.

3.0 Definition of Terms

Classroom Instruction Refers to all activities/methods/techniques


conducted/utilized by the faculty to facilitate the
teaching-learning process which may include but not
limited to: discussions, demonstration, conduct of
laboratory exercises, field/educational trip, etc.

Examination Refers to the different schemes of evaluation which is


given by the faculty to his/her students. This includes
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quizzes, graded recitations, projects, exercises,


performance tests, midterm and final examinations.
The coverage includes topics which have been
discussed during a particular period.

Submission and Issuance of The submission of verified and approved grade


Grades sheets to the Office of the University Registrar for
posting at the Student Information and Accounting
System for the generation of certification of grades
to be issued to students before enrollment.

Grade Deliberation Refers to a process of checking and verifying the


academic performance of students in the various
assessment areas of classroom participation based
on approved assessment standards.

4.0 Responsibilities

Quality Management Shall ensure that the established documented procedures


Representative are consistent with the requirements of ISO 9001 Standard
and are effectively implemented. The QMR is also
responsible for the review and approval of this procedure.

Deputy QMR In the absence of the QMR, ensures that the established
documented procedures are consistent with the
requirements of ISO 1901 Standard and are effectively
implemented. The DQMR is also responsible for the review
and approval of this procedure.

University The university Administrative Council shall approve the


Administrative Council implementation of this procedure

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Office of the Director Shall ensure that the policies, procedures and requirements
for Instruction relative to the processes of classroom instruction are
efficiently and effectively followed to accommodate special
needs of students and faculty members to ensure quality
instruction. Further, it shall regularly review the procedures
and requirements and have any modifications approved by
the QMR for dissemination to stakeholders.

Colleges The Colleges shall ensure that the procedures and


requirements for the conduct and management of
classroom instruction in their respective academic units are
efficiently and effectively enforced, followed and
undertaken. Moreover, it shall regularly review the
procedures and requirements and have any modifications
approved by the QMR for dissemination by stakeholders.

Program Chair
Class Adviser
Instructors/Professors
Subject Area
Coordinator

5.0 Procedure Flow

RESPONSIBILITIES KEY STEPS INTERFACES

College (Guidelines for Essential


Course Syllabi and Elements of Procedure) See
Class Preparation details in 6.1

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College (Guidelines for Essential


Classroom Elements of Procedure) See
Instruction details in 6.2

College (Guidelines for Essential


Elements of Procedure) See
Examination
details in 6.3

College and OUR (Guidelines for Essential


Submission and Elements of Procedure) See
details in 6.4
Issuance of Grades

6.0 Procedure Detail


6.1 Course Syllabi and Class Preparation

6.1.1 Once a faculty received his/her teaching load for a particular semester,
s/he checks the curricular requirements of the subjects s/he will be
handling. Goals and objectives are identified to set expected outcomes.
The scope of the course is determined by the instructor selecting the
domain of knowledge necessary for the learners. S/he then prepares a
description of each course, and then lists the possible topics to be learned
by the students by referring to textbooks and other references. Time
frame for each topic is determined. Appropriate activities are also
identified to be provided to students in each topic including the grading or
evaluation scheme to be used to assess performance. Prerequisites are

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also identified to ensure that students who will take such subjects have
adequate background and knowledge.

The faculty can also do revisions if s/he had taught the same
subject/s the previous semester. Based on his/her experiences, he can
add more topics or revise some elements of his course syllabus.

6.1.2 During the first meeting of his/her class(es), the faculty must provide each
student a copy of his/her course outline, give orientation to his students
on class and other academic policies ( attendance, grading system,
submission of required course requirements,discuss the VMGO of the
University ,etc), use of the library and other university facilities, introducing
oneself, in order to university life for the students more
meaningful/enjoyable and easy to adjust to.

During this time, the faculty should also check if the students
enrolled in his/her subjects have already taken the pre-requisite subjects,
if not s/he should advise them to report non-compliance at the Office of
the Program Chairperson for appropriate action.

6.1 Classroom Instruction

6.1.1 In order to facilitate the teaching-learning process, the faculty may utilize
various methods/techniques or conduct different activities following the
prepared course syllabus. This may include but not limited to discussions,
demonstration, conduct of laboratory exercises/activities, field studies,
educational trip, etc.
6.1.2 On classroom management

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6.1.2.1 The faculty member is the person in command in the classroom.


As such, he should observe professional conduct during
classes. He should refrain from smoking, eating or performing
distracting activities in the classroom during class or
examination. Likewise, he is in-charge of maintaining a
classroom atmosphere conducive to learning.

6.1.2.2 Persons other than students officially enrolled in the class are
not allowed in the classrooms. Visitors should not be
entertained inside or outside the classroom during a class
period.
6.1.2.3 Faculty members shall help in the safety, upkeep and proper
utilization of instructional facilities by instituting measures to
maintain cleanliness and orderliness of classrooms/laboratory
rooms, safeguard their students from hazards, protect
instructional facilities as well as to conserve energy, water and
other resources.
6.1.2.4 Faculty member should not leave their students without adult
supervision during their classes. Snacks must be taken during
vacant periods only so that classes will not be affected.
6.2 Examinations

6.2.1 The faculty determines the scheme of evaluation to use at certain period
within the semester.

6.2.2 Three examinations shall be given per semester as follows: a.) prelim
examination; b.) midterm examination; and c.) final examination
(Number 19.3, QSU Student Handbook).

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6.2.3 Prior to the holding of each regular examination, the OUR prepares the
examination schedule to reduce conflicts and examination overloads by
both students and faculty. All examinations are to be administered at their
designated times and places during the examination period. Change in
time of an examination for an entire class for any reason must be
approved by the Dean/Director for Instruction.

6.2.4 Integration Period


There may be an integration period before the final examination to
give students time to review. The Program Chairperson, with the approval
of the dean/director for instruction, may authorize any member of the
faculty of his academic unit to suspend formal classes for a period not
exceeding three (3) days before the final examinations to enable the
students to review; Provided, that the suspension is subject to the
approval of the dean or director; Provided further, that the faculty member
who has been authorized to suspend classes shall keep regular hours for
consultation work.

6.2.5 For the midterm and final examination, a table of specification is prepared
to guide the faculty on the topics to be given during the examination, the
number of items per topic and type of test questions to be prepared. The
faculty reviews all test questions s/he prepares and determines if the
student can answer all the items given in a specific time frame.. The
faculty revises his/her test questions after review.
6.2.6 Test questions should be submitted at least one week before the
scheduled examination date to the Program Chairperson for review and
scrutiny before submitting these documents to the supply office for
reproduction.

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6.2.6.1 Requirements for Review of Test Questions


6.2.6.1.1 Table of Specification
6.2.6.1.2 Course Syllabus
6.2.6.1.3 Test Questions

6.2.7 Requirements for examination

6.2.7.1 An examination permit issued by the Cashier’s Office is required


of each student before s/he is allowed to take his/her
examinations. Examination permits should be signed by the
faculty members during the examination (Number 19.2, QSU
Student Handbook)
6.2.7.2 For humanitarian consideration and in view of the difficulty in
administering special examinations during vacation, a student
without a permit for the final examination maybe allowed to take
them but his/her grades will not be issued by the university until
s/he has settled his accounts.
6.2.7.3 Late or special examinations maybe given to students who fail
to take the test on the scheduled date only on extreme
meritorious cases (Section 19.3, QSU Student Handbook).

6.2.7.3.1 Special examinations shall be given within the semester


not beyond the immediately following semester.
6.2.7.3.2 A student shall take special examination upon payment
of P 50.00 per subject as special examination fee to the
Cashier.

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6.2.7.3.3 Exemption from paying a special examination fee may


be granted if absence during the scheduled examination
is due to the following:

6.2.7.3.3.1 A student is sent on official business by the


college to attend athletic meets, conferences, etc.
and who joined class field trips. Approved
itinerary of travel, certificate of appearance or
teacher’s certificate concerning attendance to the
trip should be attached to the application for
exemption.

6.2.7.3.3.2 The student was sick and confined in a


hospital or was examined by the College Health
Officer, in which case a medical certificate should
be submitted.

6.2.7.3.3.3 The student has gone home due to an


emergency like death of immediate member of the
family (father, mother, guardian, brother, sister,
spouse, child). Death certificate issued by the
Civil Registrar should be attached to the
application for exemption.

6.2.7.3.3.4 other valid reason/s certified by the Guidance


Counselor (No. 19.3.3, QSU Student Handbook).

6.2.8 Administration of Examinations

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6.2.8.1 It is the responsibility of every faculty member to administer


his/her examinations. Only in extremely unavoidable
circumstances and with the approval of the Program
Chair/Dean/Director for Instruction may a substitute proctor be
allowed to administer the examination.
6.2.8.2 Cheating in examinations is never tolerated in the university.
Faculty members shall institute measures to prevent cheating.
6.2.8.3 The faculty administering the examination shall immediately
apprehend a student who is cheating on the spot and will receive
zero in the examination.
6.2.8.4 If the same student repeats this major offense/cheating, the
student shall be given a failing grade in the subject in which he
was caught cheating. The case shall be reported to the OSA for
other necessary sanctions.
6.2.8.5 The following acts shall constitute cheating:
6.2.8.5.1 unauthorized possession of notes or any material
relative to the examination whether the student actually
uses them or not;
6.2.8.5.2 copying from or allowing another to copy from one’s
examination papers;
6.2.8.5.3 talking with another without permission during an
examination;
6.2.8.5.4 passing as one’s own work any assigned reports, term
paper, case analysis, reaction paper, and the like, which
was copied from another;
6.2.8.5.5 using any electronic device/cellphone during
examination unless allowed by the instructor.
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6.2.8.6 Checking of Papers


The faculty members should personally correct the examination
papers. Corrected papers should be returned to the students or
at least shown to them, five (5) days after the examination,
except after the final examinations which are submitted at the
Dean’s Office.

6.2.9 Grading System


6.2.9.1 The university adopts the Numerical Grading System with the
following grade points and descriptive equivalents (Number 20,
QSU Student Handbook):

Percen- Descriptive Percen- Descriptive


Point System tage Equivalent Point System tage Equivalent
System System
1.0-1.04 1.0 100 2.38-2.45 2.5 82 Fair
1.05-1.08 99 2.46-2.53 81
1.09-1.12 98 2.54-2.62 80
1.13-1.20 1.25 97 2.63-2.70 2.75 79
1.21-1.28 96 Excellent 2.71-2.78 78
1.29-1.37 95 2.79-2.87 77
1.38-1.45 1.5 94 2.88-2.99 3.0 76
1.46-1.53 93 3.0-3.12 75
1.54-1.62 92 3.13-4.0 4.0 70-74 Conditional
1.63-1.70 1.75 91 4.1-5.0 5.0 65 below Failure
1.71-1.78 90
1.79-1.87 89 Very
1.88-1.95 2.0 88 Satisfactory
1.96-2.03 87
2.04-2.12 86

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2.13-2.20 2.25 85
2.21-2.28 84 Satisfactory
2.29-2.37 83

6.2.9.2 The following marks may appear on the student’s scholastic


record:
6.2.9.2.1 INC (Incomplete Course). This mark is given to students
who fail to comply with some requirements in a certain
subject as stated in the course syllabus, such as
submission of term papers, laboratory experiments, etc..
It is given only for work that is of passing quality, some
parts of which are for good reason, unfinished. The
reason for the incomplete grade should be specified in
the report of grades.
6.2.9.2.1.1 an incomplete grade must be removed within
one (1) academic year from the date the grade of
INC has been received, otherwise the grade
becomes and automatic failure.
6.2.9.2.1.2 Incomplete grades in subjects that are pre-
requisites to other subjects must be removed
before enrollment of the latter subjects can be
made.
6.2.9.2.1.3 Completed grades must be duly signed by the
subject instructor, checked and verified by the
Program Chairperson, recommended by the
Dean for approval by the Director for Instruction

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and submitted to the OUR within two (2) days


after completion.
6.2.9.2.1.4 A remark of IP (In Progress ) is given to
students who are allowed to undertake research
or capstone projects necessitating completion in
more than one semester. At the end of each
semester that the student is working on their
project, a letter grade of IP should be assigned if
the work is still unfinished.
6.2.9.2.1.5 NFE (No Final Examination ). This mark is
given to students who fail to take the final
examinations. This must be removed before the
start of the next semester from the date of the final
examination. If not removed within this allowable
period, then it becomes an automatic failure.
6.2.9.2.1.6 Withdrawn with Approval (WP) This mark is
given to students who were allowed to withdraw
within the prescribed period or who were granted
Leave of Absence (LOA).
6.2.9.2.1.7 F (Failure). This mark is given to students
whose class standing is not passing and the
student fails to take the final examination for any
reason.
6.2.9.2.1.8 Conditional grades may be given as
preliminary or midterm grade but shall never be
given as final grades in any subject. The faculty
should schedule a removal examination for
students to remove their conditional grade before
the scheduled deliberation of grade.
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6.2.10 Grades
6.2.10.1 A student’s rating or grade in a subject is a reflection of his
academic performance of class standing which is the weight
average of the sum total of all requirements of the course such
as recitations, quizzes, examinations, homework, seatwork,
experiments, laboratory work, reports, research papers, etc.
6.2.10.2 The following formula shall be used in the computation of
students’ grades ( Number 20, QSU Student Handbook).
6.2.10.2.1 For Non-Laboratory Subjects
6.2.10.2.1.1 Prelim/Midterm and Semi-Final Grades are
computed based on the performance of the
students in the following components:

Prelim/Midterm/Final Exam = 40%


Quizzes = 30%
Requirements = 10%
Recitation/Participation = 10%
Assignment/Attendance = 10%
------------
100%
Final Grade = Prelim+Midterm+Semi-Final Grade
3

6.2.10.2.2 For Subjects with Laboratory


6.2.10.2.2.1 For Board Courses
A. Lecture (60%)
Prelim/Midterm/Final Exam = 40%
Quizzes = 30%
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Requirements = 10%
Recitation/Participation = 10%
Assignment/Attendance = 10%
------------
100%
B. Laboratory (40%)
Laboratory Activity Performance = 30%
Practical Exam/Projects = 30%
Write Ups/Narrative Reports = 20%
Assignments, other Requirement = 10%
Work Ethics = 10%
---------------
100%
PG/MTG/SFG = (Lecture x 0.60) + (Lab x 0.40)
6.2.10.2.2.2 For Skill-Oriented Courses
A. Lecture ( 40% )
Prelim/Midterm/Final Exam = 40%
Quizzes = 30%
Recitation = 20%
Assignment/Attendance = 10%
---------------
100%
B. Laboratory ( 60%)
Laboratory Performance/Return Demo = 30%
Practical Exam = 30%
Write Ups/Narrative Reports = 20%
Assignment/Attendance = 10%
Work Ethics = 10%
-------------
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100%
PG/MTG/SFG = (Lecture x 0.40) + (Laboratory x 0.60)

6.2.10.3 Raw scores shall be converted into actual grades by using the
following formula:

6.2.10.3.1 For 50% Passing

Grade=5-4 x (Raw Score/Perfect Score)

6.2.10.3.2 For 40% Passing (as in computational subjects like


Mathematics, Physics, Chemistry, etc.)
Grade=5-4 x[ (Raw Score/Perfect Score x 84)+16)]*0.04

6.2.10.4 The faculty member must keep a class record of students’


ratings for each subject, indicating therein the names of the
students in alphabetical order and their corresponding absences
and grades for recitation, quizzes, periodic examinations and
final grades. Extreme care should be taken to ensure that all
students duly enrolled as indicated in the official class list issued
by the registrar are properly listed in the class record.

After the final examination, the faculty should submit their


grade sheets for signature at the Office of the Program
Chairperson together with their Class records and should be
kept for ready reference for at least four years.

6.2.10.5 Computation of grades is mainly based on academic


performance and achievement of a student and follows the
department’s grading system. Course requirements and other
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class work missed during an absence become the academic


responsibility of students.

6.2.10.5.1 Prelim and Midterm Grades


Faculty members should inform their students of their
prelim and midterm grades so appropriate remedial
measures can be taken by students to improve their
academic standing. Copies of the class records on
prelim and midterm, either in electronic or printed
formats, shall likewise be submitted to the Office of the
Program Chair for ready reference.

6.2.10.5.2 Deliberation of Grades

Faculty members should attend the deliberation of


grades conducted per department by the Program
Chairperson and the Dean/Director for Instruction before
they print the final grades of students in their classes as
a preventive measure on erroneous entries and
submission of report of grades and its corresponding
sanctions.

6.2.10.5.3 Erroneous entry in the grading sheet may include :


6.2.10.5.3.1 omission of name/s of student/s who is/ are
officially enrolled in the grade sheet
6.2.10.5.3.2 Inclusion of names of students in the grade
sheet but are not officially enrolled in the
subject
6.2.10.5.3.3 wrong entry of grade ( i.e. 5.0 instead of 3.0)
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6.2.10.5.3.4 Dropping of students who have officially


withdrawn the subject; and
6.2.10.5.3.5 other erroneous entries as determined by the
College Council

6.2.10.5.3.6 Requirements for Grade Deliberation


6.2.10.5.3.6.1 Class List per subject issued by the
OUR
6.2.10.5.3.6.2 Class Record per Subject
6.2.10.5.3.6.3 Assessment Rubrics per activity
6.2.10.5.3.6.4 Draft printed copy of the Grade sheet
6.2.10.5.4 During the deliberation of grades, the Program Chair
shall cross check the entries on the grade sheet with
those in the issued class list to ensure that the list of
names in the grade sheet tallies with the list in the control
sheet.
6.2.10.5.5 S/he should Check the accuracy of the computed final
grades based on the class record and the manner of
grade computation.
6.3.10.5.6 After the grades have been checked and verified,
faculty members should print copies of the final grade
sheet to be signed by the Program Chairperson
endorsing it to the Dean/Director for Instruction for
approval and or notation.

6.2.10.5.6 Submission of Grades

6.2.10.5.6.1 Faculty members are given five (5) days for


each section for the grading of papers and the

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preparation of Grade Sheets. In case a faculty


handles several sections and the interval between
the examinations is less than five (5) days, s/he
shall submit the grade sheets for the various
sections at the rate of one (1) grade sheet at the
end of every five-day period after each
examination. However, all grade sheets must be
submitted not later than ten (10) days after the last
day of examination period.

6.2.10.5.6.2 The Program Chairperson shall have a close


monitoring on the submission of grade sheet by
individual faculty members, inform them of
deadlines, call their attention when they fail to
submit; and remind them to exercise extra caution
in the computation and entry of grades every end
of the semester.

6.2.10.5.6.3 Faculty members who fail to meet deadlines


for the submission of grades should be reported
to the Dean/Director for Instruction who will issue
warning letters to faculty members for the late
submission. The delinquencies should be
entered in the personnel records of the erring
faculty members.

6.2.10.5.6.4 Faculty members who, without justifiable


cause, fail to submit grades on time, despite

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constant follow ups by the Program Chairpersons


shall be liable to any of the following penalties:

6.2.10.5.6.4.1 1st Offense = Warning


6.2.10.5.6.4.2 2nd Offense = Fine of P150.00/day
of delay

6.2.10.5.6.5 Due process must be afforded to the faculty


members before any penalty shall be imposed
on them.
6.2.10.5.6.6 The procedure for the imposition of any
penalty shall consist of the following steps:

6.2.10.5.6.6.1 Notification of deadline, including


request for an explanation
6.2.10.5.6.6.2 Report of Delinquency; and
6.2.10.5.6.6.3 Issuance of order imposing the
penalty

6.3 Posting and Issuance of Grades

6.3.1 Posting of Grades


6.3.1.1 As soon as the approved grade sheets are submitted, the OUR
will input the final grades of students in those subjects into the
Student Information and Accounting System.

6.3.1.2 Final grades submitted by faculty members are final except


when correction is justified and with supporting documents.
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6.3.1.3 Change or Correction of Final Grades


By university regulation and with the exception of “Inc.” and
“In-Progress” grades, changes in the final grades of students
should be done only by authorized staff of the Registrar’s Office
and only on the following conditions:

6.3.1.3.1 The instructor submits an approved written request for


correction of grades by the Vice President for Academic
and Related Affairs upon the proper recommendation of
the Program Chair and the Dean and endorsement by
the Director for Instruction on the basis of error in
calculation or an error in transcription.

6.3.1.3.2 Changes or correction of final grades in the grade sheets


of the faculty is requested within the allowable period of
one month after the grades have been submitted to the
Office of the University Registrar.

6.3.1.3.3 If change of rating is from passing to failed or vice-versa,


a notarized affidavit must be executed and submitted by
the faculty concerned stating the reason for changing a
grade to failed or passing. Such affidavit must be
accompanied by appropriate supporting document/s
(class record, corrected quizzes/performance tests,
midterm and final exams, graded narrative reports,
checked laboratory exercises, etc.). These required
documents shall be attached to the request for correction
of grade for ready reference.
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6.3.1.3.4 Only the faculty concerned shall do the necessary


change or correction of rating. If it is impossible to reach
the faculty and the department has the records, the
Chairperson may make the request.

6.3.1.3.5 Cases of error discovered after the deadline maybe


appealed by the student to the Vice-President for
Academic and Related Affairs.

6.3.1.4 Disputed Grades


6.3.1.4.1 A student seeking appeal for a disputed grade must accomplish
a Petition for Disputed grade Form stating the
reason/explanation for making the petition and submit it to the
Director for Instruction/Vice-President for Academic and
Related Affairs along with possible documentation of
extenuating circumstances. ( No. 3.2 QSU Student Admission
and Registration Operations and Procedures Manual)
7.0

6.4.1.4.1 Requirements on Disputed Grades:


6.4.1.4.1.1 A duly accomplished Petition for Disputed
Grade Form
6.4.1.4.1.2 Required documentary evidence/s that maybe
referred to during the committee deliberation
(medical certificate, certification of the
guidance counselor, death certificate, etc.)
6.4.1.4.1.3 A fact finding committee consisting of the
Vice-President for Academic and Related
Affairs as Chairman, the Director for
Instruction, Dean/Program Chairperson, and a
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representative of the Student Complainant as


members, should look into the case within one
week from the receipt of the complaint.
6.4.1.4.1.4 The instructor involved shall be contacted for
a statement concerning the complaint. The
instructor’s comment along with the petition
shall be forwarded to the fact finding
committee for review and decision.
7

6.4.1.4.1.5 If the Committee cannot resolve the issue at


their level of authority, the
documents/proceedings/findings and
recommendations will be forwarded to the
President for appropriate action.
7

6.4.1.4.1.6 Copy of the decision on the petition for


correction of grades should be submitted to the
OUR for corresponding annotations on the
student’s permanent record.
6.4.1.5 Removing Incomplete and In-Progress Grades
6.4.1.5.1 Incomplete Grades
Students who wish to remove incomplete grades must
secure the necessary form from the OUR, confer with the
instructor concerned and pay the required fees at the Cashier’s
Office.

6.4.1.5.2 Requirements on Removing Incomplete grades:


6.4.1.5.2.1 For Incomplete grades incurred due to the inability of
students to take the final examinations :

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6.4.1.5.2.1.1 Evidences for failure to take the final


examination (Medical Certificate, Death
Certificate, Certification from the
Guidance Counselor, approved Itinerary of
Travel for Participation in
Conferences/Academic Contests, etc.)
6.4.1.5.2.1.2 Permit to take special examination
6.4.1.5.2.1.3 Submission of needed course requirements
(Narrative Reports, Term Papers, etc.)
6.4.1.5.2.1.4 Duly approved Grade Completion Form
6.4.1.5.2 An Incomplete grade must be completed within one (1)
academic year from the date the grade of INC has been
received; otherwise, the grade becomes an automatic
failure. Incomplete grades in subjects that are pre-
requisites to other subjects must be completed before
enrolment of the latter subject can be made.
6.4.1.6 In-Progress Grades
A remark of IP (In Progress) is removed and given credit when a subject
requirement (thesis/ research/practicum/ capstone project) is completed. Students
who wish to remove in-progress grades received for inability to complete
approved capstone project/research activity/ field practice and similar academic
activities must submit required documents and outputs to the Subject Instructor.

6.4.2 Issuance of Grades


When all the grades are inputted, the OUR generates Certification
of Grades for the previous term to be issued to students upon request.
7.0 References
QSU Faculty Manual
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QSU Registrar’s Operations Manual


QSU Student Handbook
8.0 Attachments
Sample Table of Specifications
Sample Grade Sheet
Correction of Grades Form
Completion Form

Attachment 1

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MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 86 of


320

Issued by Date

ADMISSION

Attachment 2

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 87 of


320

Issued by Date

ADMISSION

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 88 of


320

Issued by Date

ADMISSION

Attachment 3

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY
QSU-SOP-01
QUALITY PROCEDURE
Rev No

Standard Operating Procedures Page 89 of


320

Issued by Date

ADMISSION

Attachment 4

Attachment 5

Check the Master Document Register Documents that do not bear Quirino State University official’s QMS
Verify that this is the current revision before use stamps are considered “Uncontrolled”

SAMUEL O. BENIGNO, Ph.D.


President
Date
MASTER COPY