(revised as of February 2013)
SOME POLICIES ON ACADEMIC DISCIPLINES
On Petition Classes
Classes not offered for a semester may be petitioned for
on condition that the number of students reaches ten
(10) per class. It is encouraged, however, that the
number of students be
maximized to twenty-five (25). Students
petitioning such a class are given the opportunity to
suggest a professor. A form for this purpose may be
secured from the Graduate School Office.
petition class whose number of students remains less
than ten (10) may be requested to be opened as a
"Special Class." A formal request for this purpose must
be submitted to the Graduate School Office.
The passing grade for
each course enrolled in an MA/MS program is 2.00;
and 1.75 for each course enrolled in a PhD
2. Failure in two subjects (6 units)
means automatic debarment of a student's candidacy for a
degree (both for MA/MS or PhD programs). Two WF
(Withdraw without Permission) grades may be
considered a disqualification at the discretion of the
3. A student who fails to meet the conditions
for a probationary status is automatically debarred
from earning any degree (MA/MS/PhD) program.
student who has incurred a failing grade in a course may
still re-enroll. However, such student need not
re-enroll the same failed subject except the
Pre-requisite/Core Subjects. The failed course will
still be reflected in his TR.
On Completing Incomplete Grades
"Incomplete" ("Inc.") grade must be completed within
a period of one (1) year counted from the semester
when the "Inc." grade was incurred. After a year, the
student is required to repeat the same course (not
necessarily under the same Professor) or get a failing
grade of 5.00, or it remains "Inc." and will earn no
graduate credit whatsoever.
student on a probationary status can change to a regular
status after initially completing eighteen (18) units (6
courses) of graduate studies with a general average not
lower than 1.75. The student should not have
incurred, in any of these six (6) initial subjects, a
grade lower than 2.00 for the MA/MS program. For
the PhD degree, there should be an average of 1.50
for the eighteen (18) units and a grade for each of the
six (6) subjects not lower than 1.75.
Changing of Subjects/Dropping of Subjects/Course
A change of subject,
load or course may be effected by accomplishing the
required form and submitting the same to the Dean for
approval. Said form shall later be submitted to the
Office of Academic Affairs, the Treasurer's Office,
Accounting Department, Registrar's Office and Secretary
General's Office for adjustment and record purposes. All
these requests for change of subjects must be made
within the registration period as set by the Office of
the Secretary General and only upon valid reasons
approved by the Dean.
Withdrawal of enrolment or dropping of some course
subjects may be effected by on or before the
scheduled preliminary examinations as set by the
Office of the University Secretary-General, and by
accomplishing the required form. Dropping of all course
subjects may be entertained anytime before the Final
Examinations. Subjects changed outside of these
provisions shall not be credited. (See Treasurer’s
Office for schedule of Refunds)
A student who intends to re-enroll after dropping
the course, may do so provided that he secures and
presents to the USTGS Office a written letter from the
UST Registrar stating therein that he is still in good
standing, i.e., he has not yet been issued any honorable
Debarment of a student shall be subject to the
rules on debarment as provided for by the UST Student
including forging official documents
e.g. transcript of records, plagiarism, cheating
during examinations and any action or behavior that is
unbecoming of being a Thomasian are considered
grounds for debarment from the UST.
In extreme cases, a student dismissal order
shall be issued by the University Registrar.
Crediting of Subjects Taken in Other School by a
For purposes of
crediting subjects taken from another university by a
student who wishes to transfer to the USTGS, only six
(6) units for the master’s program, and
twelve (12) units for the doctoral program shall
2. In special cases, upon the discretion of the
Dean, a maximum of eighteen (18) academic units may be
credited. However, fifty percent (50%) of the actual
tuition fee for each credited subject will be charged.
Such amount will be used for the Oral and Written
validating examinations for each subject credited.
3. Upon submission of pertinent documents, only
quality students at the discretion of the Dean may be
accepted for USTGS programs. Transferees, whether local
or foreigner, are required to submit to the Registrar's
Office an honorable dismissal from the school in which
he last enrolled. In addition, a foreign transferee must
pay the Out-of-the-State fee prior to formal
4. At the discretion of the Dean, a transferee
(local or foreign) may shift courses (both for MA/MS and
PhD). However, with regard to foreigners, the Bureau of
Immigration and Deportation (BID) requires that change
of courses be referred to it for proper action.
On Crediting Seminars, Conferences, Symposia
A student may apply for credit for seminars,
workshops attended. In this respect, internal
arrangement may be made with the organizers of said
activities provided, that the activity is under the
Continuing Professional Education (CPE) program; a
formal written request is addressed to the Dean for his
approval; the number of hours required should be total
the number of hours required for a three (3) unit course
subject; some course requirements are submitted and
based on these requirements and the number of hours
attended is the grade calculated. The grade will be
formally recorded on file.
The Graduate School may accept cross-enrollees
subject to the prior approval of the Registrar's Office.
As to a USTGS student who may wish to cross-enroll in
other leading universities as approved by the Dean, the
following requirements must be met:
· Subjects to be cross-enrolled must not be
offered in the Graduate School at the current semester
the request is made;
· The maximum units for cross-enrolment is
six (6) units or (2 subjects) only; and,
· Pre-requisite subjects, Core
subjects and Philosophy subjects must not be
On Class Absences/Leave of Absence/Returnees and
A student who
has incurred twelve (12) hours of absences is
automatically dropped from the course.
The absentee gets the equivalent grade of WF (Withdraw
without Permission). For example, if a student is absent
once in a week in a three-unit course that meets only
once a week, the student automatically incurs three (3)
absences (hours). If the student is absent twice in a
week in a three-unit course that meets only twice in a
week, the student also automatically incurs three (3)
The residency requirement for the Master’s Degree is
five (5) years; and for the Ph.D. Degree is seven (7)
Students who overstayed beyond the maximum residency
requirement are required to take reactivation courses.
If a student returnee had been away beyond the residency
requirements, the student has
to take reactivation courses equivalent to three (3)
units per year up to the maximum of five (5)
Year beyond residency
also note that the
course requirements are taken beyond/over and above the
regular requirements of the program. It is also
suggested that the
courses to be taken are related to their thesis or
A Master’s student maybe allowed a maximum of ten (10)
years to complete a degree. Beyond ten years, the
student will have to repeat the entire program. A Ph.D.
student maybe allowed a maximum of twelve (12) years to
complete the degree. Beyond twelve years, the student
will have to repeat the entire program.
Academic Load and Overloading
1. The maximum academic load for students during a
regular semester is twelve (12) units. The
exceptions are as follows:
a. Those under scholarship - 18 units
b. Those about to graduate - 15 units
no circumstances is a student allowed extra load without
prior approval by the University Secretary-General upon
the recommendation of the
Registrar’s Office and the Office of the Dean.
Maximum load for students during Summer Sessions is
nine (9) units.
On Diploma Application and Submission of the final
copies of thesis/dissertation
A student may apply for his Diploma at the
Registrar's Office only after the final copies of the
thesis/dissertation have been submitted to the UST
Graduate School Office. Students are expected to submit
the final copies of their Thesis/Dissertation within two
months after the oral defense. In extreme cases, Final
copies of the thesis/dissertation must be submitted
within two years. Failure to submit the final copies of
the thesis/dissertation within the prescribed period
would mean that the student would be required a re-oral
defense of the thesis/dissertation.
On Policies Re: Classroom Activities
1. A classroom activity always begins with an
Opening Prayer and ends with a Closing Prayer.
Students are encouraged to lead the prayers. In the
spirit of ecumenism as spearheaded by the Pope John Paul
II himself, non-Catholics are invited to lead the
prayers in their own rite.
No student should be allowed to any class who has
not presented his registration form duly
validated by the Treasurer’s Office. If the name(s) of
the student(s) do not appear in the provided USTGS
Office master list, it is the responsibility of the
professor to report immediately such irregularities to
G.S. Dean’s Office. A student who wishes to “sit-in” in
a class must submit to the Dean a written request which
must be approved by him.
On matters related to a professor coming late in
class, the policy is:
As much as possible, faculty members are enjoined to
come in class on time. However in extreme cases, if the
class meets once a week, i.e., three hours once a week,
the professor may be late for 30 minutes. It is
always advisable that the G.S. office be notified
beforehand in case a professor may be expected to be
late in coming to class. If the professor is late other
than the conditions stipulated above, then such a
professor is marked absent. Only then it is declared
“no class.” This policy is suspended in case of
typhoons, floods, and unexpected traffic.
In case an outside co-curricular activity is
needed, e.g., an excursion for ocular inspection or
field trip, a professor and the members of the class
must first secure the permission of the Dean by filling
up a form (waiver) for this purpose to be secured at the
USTGS Office not later than a week prior to its
If a professor handles a 3-unit course once a week
and teaches for 3 straight hours, he may end his class
thirty (30) minutes before the time. Otherwise
an internal arrangement may be made between the
professor and the students in such a way that the
students are accorded a 30-minute break at intervals.
A faculty member must check student attendance the
manner of which is left to his discretion (see page
All electronic devices such as cell phones must be
switched off or turned on the mute mode during class
hours, seminars and the like.
At the first day of class, besides the important
reminders in the Student’s Handbook, the faculty
member should explain the coverage of his course
syllabus, i.e., its course description,
course general/specific objectives, course time
distribution (54 hrs/sem.), and most importantly,
course grading system.
Any bona fide student and faculty member of the
G.S. may avail himself of the services rendered by the
G.S. Office personnel, such as photocopying,
mimeographing, and the like. However, a “Request Form”
is provided for record purposes and for systematic
issuance of said requests. Release of request depends
on the bulk of what is to be done. It is advisable that
at least a week should be given before release of
The use of Educational Technology units, such as
overhead projectors, multi media (Power Point
Presentations), computers, TV/DVD/VCD and the
Computer/LRU Room must be properly requested a week
before actual use. Request must be properly entered in
a reservation form meant for this purpose. A borrowed
unit must be returned to the Office for proper
inspection in case of damage or loss.
The use of classrooms, USTGS Tanghalang Quirino,
Bulwagang Rosacia-Rogge, Roque Science Laboratories, SWR,
or the Blaylock Hall for purposes other than that of
classroom use, must be formally requested by signing a
form to be secured at the UST Graduate School Office.
As part of maintaining the up-keep of the physical
facilities of the Graduate School and in line with the
schools thrust of environmental awareness, a student is
reminded to make tidy and clean his/her working place.
Whiteboards must be cleaned properly after use for the
next class’s disposal and laboratory equipment returned
to their proper places. If the classroom is no longer
needed, prior to leaving it, lights, air-cons, exhaust
fans, electric fans must be switched off. In case a
classroom is needed for some extra-curricular activities
such as blow-outs or fellowships, garbage must be
disposed of properly prior to leaving the room.
A student should exude a sense of professionalism even
in their external deportment. Hence, the Student
Dress Code is smart casual. However, this policy
may be suspended in cases of bad weather and floods.
A Faculty member should submit the grading sheet(s)
with the respective grades of the students and
their respective student numbers as
indicated. This will facilitate computerization of
grades at the record files of the USTGS Office and of
the UST Registrar’s Office.
Faculty members and students should collaborate in
suggesting books/journals/on line resources and the
like which the Central Library should have. Any
suggested items must be submitted immediately to the
USTGS Office. The USTGS library section is located at
the 3rd floor of the UST Central Library.
On Enrolment Procedures
Students should always carry with them their Student
Handbook since it has the “Student Checklist” needed
during enrolment time.