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The PUP Student Handbook

The student handbook is specifically intended for the young men and women of our country who are desirous to acquire polytechnic education offered by our University.

The handbook contains items of interest under such generic headings as general directives, social norms, registration and academic loading, students' classification, course completion, graduation requirements, schedule of fees and payments, scholarship and financial aid, university disciplinary measures, student services and facilities, student organizations, policies on campus publications, policies on religious affairs, and other relevant materials.

But apart from serving as a ready reference material, the handbook offers a glimpse into the workings of the PUP Academic community, and the place of the seekers of knowledge in our educational mainstream.

SECTION 1: General Directives

1.1 Every PUP student is regarded as an extension and reflection of the University. Hence, whether on or off the campus, He/She is expected to be a model of the highest norms of behavior befitting a true scholar, a future professional, and a respectable citizen.

1.2 He/She /She is expected to know the philosophy and mission of the University, the meaning of its logo and the PUP Hymn.

1.2.1 The PUP Philosophy
1.2.2 Mission
1.2.3 PUP Logo: Its Meaning
1.2.4 PUP Hymn

1.3 He/She shall observe and respect the laws of the land, the standards of organized society, and the code of conduct, rules and regulations of the University.

1.4 He/She shall observe the guidelines on the use of official identification (ID), and registration cards.

1.4.1 Upon admission into the University, every PUP student is issued an official ID card because this has many advantages for him, for the school. He/She must have this card validated at the start of every term.

1.4.2 He/She must always bring his ID and his current registration card to school.

1.4.3 He/She shall wear his ID conspicuously at all time while inside the house campus.

1.4.4 A student proven to have violated the foregoing rule shall be subject to disciplinary measures specified in Section 17.5 of this handbook.

1.4.5 A student who has forgotten to bring his ID shall present at the Security Post his current registration card that bears his picture.

1.4.6 A student who fails to bring both ID and registration card shall be subject to disciplinary measures specified in Section 17.6.

1.4.7 A student who uses a non-validated ID shall be subject to disciplinary measures specified in Section 17.5.

1.4.8 A student who loses his ID shall be subject to sanctions specified in Section 17.8.

1.4.9 In no case shall IDs be confiscated from the students unless ordered by the Student Disciplinary Board (SDB).

1.4.10 In the implementation of the foregoing guidelines on the use of ID/registration card, utmost courtesy is expected at all times.

1.4.11 A student who graduates or withdraws from the University must surrender his ID card to the office of the Registrar as a prerequisite to the issuance by the Registrar of a certification of graduation or transfer.

1.5 No student shall be allowed inside the campus after ten o'clock in the evening (10:00 PM).

They may, however, be allowed to stay overnight on campus provided they secure written permission at least three (3) days before the intended stay from the Vice-President for Student Services and/or Dean of Student Affairs, or his duly authorized representative.

1.6 Every PUP student is encouraged to attend University-sponsored activities.

1.7 When Typhoon Signal No. 3 is raised, classes are automatically suspended. Classes may also be suspended by the Administration in case of emergencies or as precautionary measure in abnormal conditions.

SECTION 2: Social Norms

To ensure an atmosphere conducive to the pursuit of academic excellence and the formation of responsible and productive Filipino citizens, as well as to maintain the order necessary for the common good, the University prescribes the following norms:

2.1 Every PUP student is given the liberty to dress up according to his individual taste but he/she is urged to adhere to the convention of proper grooming.

2.2 Every PUP student shall, in word and in deed, observe the usual norms of courtesy and etiquette in all areas of interpersonal relationships with any member of the University community.

2.3 Every PUP student is expected to show respect and deference to all visitors on campus.

2.4 Every PUP student is expected to cooperate in ordinary classroom procedures as well as to help in keeping classrooms and corridors clean, bearing in mind that:

2.4.1 A decent, clean and orderly classroom is conducive to learning;

2.4.2 Chalkboard and pieces of chalk are for instructional purposes only;

2.4.3 Feet should be kept off furniture and walls; and

2.4.4 Pieces of equipment are to be handled with responsible care and properly stored after use.

2.5 Every PUP student shall refrain from boisterous conduct, unbecoming behavior and actions that tend to disrupt and disturb the teaching-learning process. He/She should pass through corridors with minimum noise so as not to distract students in on-going classes.

2.6 Every PUP students shall refrain from smoking in classrooms, libraries, laboratories, shops, and other places of learning.

2.7 Students are encouraged to use school facilities for their meetings, seminars, conferences, cultural presentations, athletic activities, and the like, but with prior permits from the authorities concerned.

2.8 Any student who wishes to participate in any activity outside the campus as a representative of the University shall first get a written clearance from the Dean of Student Affairs or his duly authorized representative. Without written authority, the student's participation shall be unofficial.

2.9 Student may release to the press or similar channels of public communication notices and other announcements about or in behalf of the University after securing a written clearance from the Dean of Student Affairs or his duly authorized representative, who shall be furnished a copy of the notices or announcements.

2.10 Students who invited guests from outside (e.g. guest lecturers, speakers, seminar participants, viewers of exhibits) are required to obtain prior approval from the Dean of Student Affairs and to submit to him a Visitor's List, indicating the names of campus visitors, purpose of their visit, and their expected time of arrival. This will be forwarded to the security-on-detail for proper information.

2.11 Students who intend to go on educational trips, excursions, and the like shall secure permission from the College Dean, the Dean of Student Affairs, and the Internal Auditor and shall present waivers duly signed by their parents/guardians.

SECTION 3: Schedule of Fees and Payments, Scholarships And Financial Aid

3.1 Because the PUP is a state university, the student's educational expenses are partly borne by the State. The University charges a fixed amount per unit course. Laboratory fees vary according to the laboratory course.

3.2 Students pay other fees like registration, library, medical and dental, athletic, student government, student newspaper, and cultural fees. Those taking typing, there is an additional book-rental fee.

Note: Information regarding tuition and special fees may be found in the brochure PUP Prospectus, or it may be secured from the Accounting Office prior to and during the enrollment period.

3.3 On the basis of academic performance and exemplary personal qualities, the University grants scholarships (entrance, scholarships, president's and dean's scholarship -- Resident scholarships and special grants) as well financial aid (service grant-in-aid, student loan, and work-study plan or student assistantship) to deserving students. These students are given full or partial discount on tuition and other school fees and, in certain cases, other privileges like stipends.

3.4 Normally the mode of payment of tuition and miscellaneous fees shall be as follows: enrollment period - 50%; midterm examination period - 25% and final examination period - 25%.

3.5 Students who are granted honorable dismissal or leave of absence, o voluntary withdraw from the University shall be entitled to a refund of their tuition only in accordance with the following schedule

3.5.1 Within one week from the opening of semester classes (or 2 days from the opening of summer classes) - 70%

3.5.2 Within one week from opening of semester classes (or 3 days from opening of Summer classes) - 50%

3.5.3 Within the third and fourth weeks from opening of classes (or 5-6 days from opening of Summer classes) - 30%

3.5.4 After the fourth week from the opening of classes (or more than six (6) days from opening of Summer classes) - No Refund

3.6 The following may request for refund of tuition even after the fourth week from the opening of classes (or more than 6 days from the opening of Summer classes):

3.6.1 Students who withdraw on account of illness duly certified by the physician concerned;

3.6.2 Students who withdraw on account of employment duly certified by the employer concerned; and

3.6.3 Students who have to take a prolonged leave of absence from the University in compliance with a lawful order or for other reasonable causes.

3.7 In the case of students who withdraw before the opening of classes, the refund of tuition, which shall be made in accordance with the schedule, shall be counted from the actual date of registration.

3.8 In the case of dissolution of a class or the death of a student during the semester, the corresponding tuition may be refunded.

SECTION 4: Registration And Cross Registration

4.1 A student is considered officially enrolled when: 

  • He/She has paid his tuition (in full or in installment) and other fees;
  • His/Her official receipt of payment had been validated;
  • He/She has submitted his fully accomplished Registration Certificate and other requirements to the Admission/Registration Office; and
  • The "Copy for Student" portion of his Registration Certificate has been properly stamped Registered and initialed by the receiving clerk.

4.2 No student shall be registered later than the date specified in the University calendar, except under reasonable and justifiable circumstances to be determined by the Dean concerned who then makes his recommendation to the Vice President for Academic Affairs, but not to exceed six (6) class hours.

4.3 A student of the University may be authorized by the concerned Dean/Director to cross-register in another accredited institution of higher learning if the subject/s he/she needs to enroll in during a given term is/are not offered in the University.

4.4 A PUP student may be allowed to cross-register in another school, with the prior approval of the Registrar, if the subject is not offered in PUP.

4.5 No cross enrollee from another institution shall be admitted into the University without a written permit from the registrar. The Permit shall state the total number of units for which the student is registered and the subject/s that he/she is authorized to take in the University.

Note: For detailed information, see Admissions

SECTION 5: Academic Load

5.1 In general, one academic unit is the equivalent of at least seventeen (17) lecture hours or the corresponding laboratory hours.

5.2 No undergraduate student shall be allowed to take more than the number of units specified in his curriculum except for graduating and academically outstanding students certified by the College Dean.

5.3 In the summer term, the normal subject load shall be six (6) units. In justifiable causes, however, the College Dean may allow a student to take nine (9) units.

5.4 The College Dean may limit the academic load of students who are employed outside the University whether on full time or part time basis.

SECTION 6: Change Of Classes, Substitution And Dropping Of Subjects

6.1 Transfer to another class may be allowed only with the approval of the College Dean concerned, who shall advice the University Registrar's Office for proper recording.

6.2 No substitution shall be allowed for major and mandated subjects prescribed in the curriculum in which the student has failed, except when, in the opinion of the Dean of the College offering the prescribed subject, the proposed substitute subject is substantially similar in subject matter to the required subject.

6.3 Substitution of subjects may be authorized in any one of the following cases:

6.3.1 A curriculum has been superseded by a new one and the substitution tends to bring the old curriculum in line with the new one. However, in case, of curricular revision, the student follows the curriculum he/she was enrolled in while in the first year.

6.3.2 There is conflict of schedule between required subjects.

6.3.3 The required subject is not offered.

6.4 Petition for substitution should:

6.4.1 Involve subjects within the same department if possible; if not, the proposed substitute must be allied to the one being substituted.

6.4.2 Be between subjects of the same number of units.

6.4.3 Be recommended by the class adviser and approved by the College Dean concerned.

6.4.4 Be submitted to the office of the College Dean during the registration period or before the opening of classes.

6.4.5 Be acted upon by the College Dean/Director concerned. In case the petition is disapproved, the student may appeal to the Vice-President for Academic Affairs, whose decision on the matter is final.

6.5 A student may drop a subject by filling out the necessary application form with the University Registrar, provided his case is not covered by a pertinent provision of the University Code.

SECTION 7: Classification Of Students

7.1 According to admission status:

As Beginning Freshmen Students admitted through the PUP College Entrance Test (PUPCET); have not enrolled in any academic college subject prior to their enrolment in the University and have submitted to the Admissions and Registration Office all the documents required for formal acceptance in PUP.

As Returning Students (Returnees), students considered for readmission depending on their previous scholastic performance and the availability of slots; must have complied with all other requirements for readmission.

As Transferring Students (Transferees)

From a PUP Branch, students admitted as transferees upon the recommendation of the Branch Director depending upon the availability of slots; and have complied with all other requirements for admission;

From Another School, students admitted as transferees depending on the availability of slots and have met all the academic and admission requirements set forth by the University.

As Reenrolling Baccalaureate Degree Holders, students may be admitted to a post baccalaureate program or any other special program of the University depending on the availability of the slots and the approval of the University President or his duly authorized representative.

7.2 According to academic load, students enrolled in the University are classified as follows:

7.2.1 Regular student: one who if registered for formal academic credits and who carries the full load required in a given semester by his curriculum.

7.2.2 Irregular student: one who is registered for formal credits but who carries less than the full load required in a given semester by his curriculum.

7.2.3 Special student: one who is not earning formal academic credits.

7.3 According to year level, students enrolled in the University are classified as follows:

7.3.1 Freshman: one who is in the first year of his curriculum, or who has not finished the prescribed subjects of the first year of his curriculum, or twenty-five percent (25%) of the total number of units required in his entire course.

7.3.2 Sophomore: one who is in the second year of his curriculum, or who has satisfactorily completed the prescribed subjects of the first year of his curriculum of has finished more than twenty-five percent (25%) but less than fifty percent (50%) of the total number of units required in his entire course.

7.3.3 Junior: one who is in the third year of his curriculum, or who has completed the prescribed subjects of the first and second years of his curriculum or has finished more than fifty percent (50%) but less than seventy-five percent (75%) of the total number of units required in his entire course.

7.3.4 Senior: one who is in the fourth year of his curriculum, or who has completed the prescribed subjects of the first, second and third years of his curriculum or has finished seventy-five percent (75%) or more of the total number of units required in his entire course.

7.3.5 Fifth year: in the College of Engineering, a student who is in the fifth year of his/her curriculum is considered a senior if he/she has completed at least eighty percent (80%) of the curricular requirement.

SECTION 8: Attendance

8.1 Students are required to attend all classes starting with the first meeting of every course. Non-attendance in any required class or academic activity constitutes an absence. Time lost due to late enrollment shall also be considered as absence.

8.2 A student shall be considered absent from class if he/she is not present within the first third fraction of the schedule class time. In other words, a student is considered absent if he/she arrives after:

8.2.1 The first sixty (60) minutes for a three-hour class;

8.2.2 The first thirty (30) minutes for a one-hour-and a-half class; and

8.2.3 The first twenty (20) minutes for a one-hour class.

8.3 A student is considered late or tardy if he/she arrive in class during the first third fraction of the scheduled class time, that is, if he/she arrives within the time schedules describes in 8.2 above.

8.4 Three incidences of tardiness shall be considered as one absence from class.

8.5 Any student who has absented himself from class must, whenever required by the faculty member concerned, obtain an excuse slip from the Guidance and Counseling Office.

8.6 Absence authorized in writing by the University because the student concerned officially represented the University at some function or affair shall be excused. The Dean/Chairperson shall inform the faculty member(s) concerned.

8.7 Absence due to illness may be excused if the student submits a medical certificate issued by the University Medical Officer, any other physician; provided that, in the latter case, the medical certificate shall be authenticated by the University's Medical Office.

8.8 Excused absences are for time missed only. All work covered by the class during the student absence will have to be made up by the student within a reasonable period of time.

8.9 Three (3) successive unexcused absences shall be reported by the faculty member concerned to the Chief of the Guidance and Counseling Office who shall call for the student and notify his parents/guardians.

8.10 A student who has been absent for at least twenty percent (20%) of the hours of recitation, lecture, laboratory, or any other scheduled work in one subject for the semester, or any academic period, shall be automatically dropped from the class roll, and the Registrar shall be advised accordingly.

SECTION 9: Grading System

9.1 Students shall be graded in accordance with the following system:

Grades Percentage Equivalent
1.0 97-100 Excellent 
1.25 94-96 Excellent
1.5 91-93  Very Good
1.75 88-90 Very Good
2.0 85-87 Good
2.25 82-84 Good
2.5 79-81 Satisfactory
2.75 76-78 Satisfactory
3.0 75 Passing
4.0  65-74 Conditional 
5.0   Failure
INC   Incomplete
W   Withdrawn

9.2 A grade of "4.0" is Conditional and shall be given only during the mid-term grading period. No final grade of "4.0" shall be given.

9.3 Incomplete ("INC") is temporarily given to a student who may qualify for passing but had not complied with all requirements of the subject. Such requirement(s) must be satisfied within one year from the end of the term; otherwise, the grade automatically becomes a "5.0".

9.4 "Withdrawn" is given if the student voluntarily drops a subject and corresponding files a dropping from at any time not less than two weeks before the final examination. After this period the faculty member may only give a passing of failing grade. Withdrawn is also given when the faculty member drops the student from his roll for having exceeded the allowable number of absences.

9.5 A student who has received a passing grade in a subject shall not be allowed to take another examination for the purpose of improving his grade.

SECTION 10: Removal of Grades of Incomplete

10.1 Examination for the removal of grades of "Incomplete" shall not be charge any fee during the following:

10.1.1 The regular examination period where the subject is included in the schedule of examination.

10.1.2 The regular removal examination period within ten days before the registration period.

10.2 Removal examinations maybe taken at other times upon the approval of the College Dean\Branch Director concerned and after payment of the corresponding fee.

10.3 In no case shall be the period for the removal of grades of incomplete extend beyond one year from the end of the term the subject was taken.

SECTION 11: Integration Period and Examinations

11.1 A one-day integration period shall be scheduled before the final examinations to enable students to review, proved that faculty members shall keep regular hours for consultation work.

11.2 The schedule of examinations as specified in the University calendar for the school year shall be observed unless other wise change to another date authorized by the College Dean\Branch Director concerned.

11.3 The maximum period for each final examination shall be two hours.

SECTION 12: Scholastic Delinquency

12.1 Each college shall implement the following rules on scholastic delinquency:

12.1.1 Warning: Any student who at the end of the semester obtains final grades of "5.0" in fifteen percent (15%) or less of the total number of academic units in which he/she is registered shall be warned by the Dean or Director concerned to improve his work; if he/she fails or gets incomplete marks in sixteen to thirty percent (16-30%) of the total numbers of academic units in which he/she is registered, he/she shall be warned by the Dean and his load shall be reduced by three units.

12.1.2 Probation. Any student who at the end of the semester obtains final grade of "5.0" in thirty-one to fifty percent (31-50%) of the total number of academic units in which he/she has final grades shall be placed on probation for the succeeding semester and his load correspondingly reduced by six (6) units by the Dean or Director concerned.

Any student who has received two successive warnings shall be placed on probation. Probation may be lifted the following semester if the student passes all his subjects in whom he/she has final grades.

Any student who has been placed on probation for two successive semesters shall be dropped from the rolls of the College in which he/she is enrolled. However, he/she may be readmitted to another to another College of the University to which he/she qualifies.

Any student on probation who again fails in fifty percent (50%) or more of the total number of units in which he/she receives final grades shall be dropped from the rolls of the University.

12.1.3 Dismissal. Any student who, at the end of the semester, obtains final grades of "5.0" in fifty-one to seventy-five percent (51-75%) of the total numbers of academic units in which he/she receives a final grades shall be dropped from the rolls of the College concerned; if more than seventy-five percent (75%), he/she shall be dropped from the University.

12.1.4 Any student who, at the end of the semester or term, obtains final grades of "5.0" in more than seventy-five (75%) of the academic units in which he/she is enrolled shall be permanently disqualified from the readmission to the University.

12.2 A grade of "Incomplete" is not to be included in the computation. When it is replaced by a final grade, the latter is to be included in the grades during the semester when the removal is made.

12.3 Required subjects in which a student has failed shall take precedence over other subjects in his succeeding enrollment.

12.4 In colleges or schools in which the weight of the course is not expressed in terms of units, the computation shall be based in the respective equivalents.

12.5 A student may transfer from one college of the University to another provided:

  • He/She has a one-year residence in the University.
  • His/Her release from the college in which he/she is enrolled is approved by the Dean. 
  • He/She satisfies the requirements of the college in which he/she intends to enroll. 
  • There is an available slot for an additional student in the latter college.

SECTION 13: Completion of Basic Courses in CMT/CWTS and PE

13.1 No college student shall be permitted to enroll in the third year unless he/she has completed the two-year basic course in PE and in CMT, one-year in CWTS, or their equivalents, or unless said student has been duly granted permission to defer the taking of the courses by the authorities concerned.

13.2 All PUP students are required to enroll in CMT/CWTS course or its equivalent shall not allowed to cross-enroll in CMT/CWTS in any other institution unless given express permission by the CMT/CWTS and Registrar Office.

SECTION 14: Tenure, Leave of Absence and Honorable Dismissal

14.1 Tenure

14.1.1 Any student must finish the requirements of a college course within a period equivalent to one and one-half times the normal length of the prescribed residence for course; otherwise, he/she shall not be readmitted into the college in which he/she is enrolled.

14.1.2 In case a student is officially given permission for leave of absence, the leave shall not be included in the computation of tenure.

14.2 Leave of Absence

14.2.1 Any student intended to take leave of absence exceeding one semester shall file a written petition with the College Dean/Branch Director concerned, stating there in the reason for the leave. If the leave exceeds one (1) academic year, he/she shall loose his status as a student in residence.

14.2.2 Any student who withdraws from the University without a formal leave of absence shall apply for readmission as a new student.

14.3 Honorable Dismissal

14.3.1 An Honorable Dismissal is issued by the University Registrar to a student who voluntarily withdraws from the University for purposes of transferring to another school.

14.3.2 Any student applying for an Honorable Dismissal shall be cleared of all accountabilities before a certificate is issued to him.

14.3.3 Any student, who leaves the University for reasons of expulsion, dropping due to disciplinary action or suspension shall not be entitled to an Honorable Dismissal.

14.3.4 Any student who was issued Honorable Dismissal cannot be readmitted in our University.

SECTION 15: Graduation with Honors

15.1 The College Dean \Branch Director, in close coordination with the University Registrar, shall recommend a student who completes his baccalaureate course with any of the following weighted average to be graduated with honors:

15.1.1 Summa cum Laude (1.19 to 1.00)

15.1.2 Magna cum Laude (1.44 to 1.20)

15.1.3 Cum Laude (1.75 to 1.45)

15.2 The guidelines on graduation with honors shall be as follows:

15.2.1 Only final grades shall be considered in the computation of the general average.

15.2.2 A student's final grades during his last school term shall be submitted thirty (30) days before the graduation.

15.2.3 In the computation of the final averages of a candidate for graduation with honors, grades in all accredited academic subjects in the curriculum shall be included.

15.2.4 Every candidate for graduation with honors must:

  1. Have carried the normal load prescribed in his curriculum, except in the last semester. In the night school, fifteen (15) units per semester shall be considered the normal load.
  2. Have completed in the University at least seventy-five percent (75%) of the total number of the academic units or hours required for graduation.
  3. Have been in residence for at least three (3) years immediately prior to graduation.
  4. Have no final grade lower than "2.5" and/or "Incomplete" in any academic subject whether prescribed or not in his curriculum which he/she has taken in the University, or in any other educational institution.
  5. Have no final grade of "5.0" in any academic and non-academic subjects prescribed in his curriculum which he/she has taken in the University or in any other educational institution.
  6. Have not repeated a subject in other educational institution.

SECTION 16: Graduation Requirements

16.1 A candidate for graduation shall file his application for graduation with the University Registrar's Office at the start of the last semester.

16.2 A student shall be recommended for graduation when he/she has satisfied all academic and other requirements prescribed by the University.

16.3 No student shall be allowed to graduate from the University unless he/she has earned therein more than fifty percent (50%) of the academic units required in his curriculum.

16.4 A candidate for graduation shall have his deficiencies made up and his record cleared not later than two weeks before the end of his last semester.

16.5 No student shall be issued a diploma and a transcript of records unless he/she has been cleared of all accountabilities.

SECTION 17: University Disciplinary Measures

17.1 Student offences shall be subject to disciplinary measures by the University.

17.2 The grounds for disciplinary action includes the following:

17.2.1 Dishonesty, such as cheating during examination, quiz or test, and plagiarism in connection with any academic work. Specifically the following acts shall constitute cheating and shall be punishable here under:

  1. Unauthorized possession of notes or any material relative to the examination, particularly when those are actually used;
  2. Copying from others examination papers or allowing another to copy from one examination papers;
  3. Having somebody else take the examination for him (in which case both shall be liable hereunder);
  4. Passing as one's own work any assign report, term paper, case analysis, reaction paper, and the like copied from another.

17.2.2 Carrying of any deadly weapon, such as firearms, explosives, ice picks, knives, and the like within the University premises;

17.2.3 Possession or use of prohibited drugs, such as LSD, marijuana, heroin, shabu or opiate of any kind;

17.2.4 Tampering with, falsifying or causing the falsification of any official document like registration cards, transcripts of record, identification cards, certification, and other documents of similar nature or purpose;

17.2.5 Brawls on campus or at off-campus school functions;

17.2.6 Direct assault upon the person of any member of the academic community;

17.2.7 Theft of or damage to property of the University or of an individual person;

17.2.8 Vandalism, defacing and littering on campus;

17.2.9 Entering or being on school premises in a state of intoxication;

17.2.10 Gambling, betting or similar engagement in any game of chance within the school premises;

17.2.11 Deliberate disruption of an academic function or school activity which tends to create disorder or disturbance;

17.2.12 Gross acts of disrespect, in word or in deed, which tend to put any member of the faculty, administration or no-teaching staff in ridicule or contempt;

17.2.13 Habitual disregard or willful violation of established policies and regulations, such as the use of the school ID;

17.2.14 Hazing in all organizations;

17.2.15 Scandalous display of affection; and

17.2.16 Such other acts unbecoming of a college student as may herein after are determined by the University authorities.

17.3 Appropriate disciplinary sanctions for non-observance of the University observance of the University norms shall be provided. Such sanctions shall take the form of (a) expulsion, (b) dismissal from the University, (c) suspension, (d) probation, (e) reprimand, (f) warning, or (g) any other sanctions as maybe recommended by the Student Disciplinary Board (SDB).

17.4 All offenses shall be reported to the parents or guardian of the offender through the Guidance and Counseling Office (GCO).

17.5 The disciplinary sanctions governing students who have violated Section 1.4.3 of the handbook, i.e. the conspicuous wearing of I.D. at all times on campus, shall be as follows;

First violation: The student's name, ID number, college, year and section shall be noted down by any official, faculty member, or security officer and submitted to the GCO for record purposes.

Second violation: The student's parents shall be called by the GCO for conference.

Third violation: The case shall be referred to the SDB

17.6 The disciplinary sanctions governing student's who fail to bring both ID and registration card (see Section 1.4.6) shall be as follows:

First failure: The student shall secure a Student's Entry Slip (SES) from the Security Post.

Second failure: In addition to getting a copy of the SES, the student shall be given a letter of advice and interviewed by the GCO. The student's parents shall be called by the GCO for a conference.

Third failure: The case shall be referred to the Student's Disciplinary Board.

17.7 The disciplinary sanctions governing a student who loses his ID shall be as follow:

First loss: Warning and fine of twenty-five pesos (PhP 25.00).

Second loss: One-week suspension and fine of fifty pesos (PhP 50.00).

Third loss: Two-week suspension and fine of seventy-five pesos (PhP 75.00).

Fourth loss: One-month suspension and fine of ninety pesos (PhP 90.00).

17.8 The disciplinary sanction governing a student who loses his registration card/ or library card:

First loss: Warning and fine of ten pesos (PhP 10.00).

Second loss: One-week suspension and fine of fifteen pesos (PhP 15.00).

Third loss: Two-week suspension and fine of twenty pesos (PhP 20.00).

Fourth loss: Three-week suspension and fine of twenty-five pesos (PhP 25.00).

17.9 The disciplinary sanction to which a student proven to have committed vandalism shall be as follows:

First offense: Warning and restitution of damage University property.

Second offense: suspension and restitution of damaged University property.

Third offense: Dismissal and restitution of damaged University property.

17.10 The disciplinary sanctions governing students found guilty of littering shall be as follows:

First offense: Warning.

Second offense: One-week suspension and fine of twenty pesos (PhP 20.00).

Third offense: One-month suspension and fine of fifty pesos (PhP 50.00).

Fourth offense: Dismissal

SECTION 18: Procedure for The Settlement of Complaints/Grievances

18.1 The procedure for the redress and settlement of complaints and grievances in the University shall conform to due process of law in order to ensure the highest degree of fairness and justice to all concerned. To the greatest extent, however, all concerned should seek all remedies through counseling, arbitration and amicable settlement of conflicts. In every case, the ultimate aim shall be the restoration of impaired human dignity and, where necessary, restoration of material damages. Sanctions and punishment shall be meted out sparingly, taking into considerations the capacity of individual to learn and profit from their mistakes.

18.2 The essential processes involve are:

18.2.1 Any concerned or aggrieved party, whether a student or University personnel, should, as an initial step, seek advise or consult with an appropriate responsible person, such as a teacher or an official whose area of responsibility the problem arouse. Problems, which are psychological in nature, should be referred directly or through a responsible third party to the Guidance and Counseling Office.

18.2.2 As much as possible, problems should be solved in the initial stage of consultation and advice.

18.2.3 Complaints shall be in writing and filed with the Office of the Dean of Student Affairs (ODSA) in the case of complaints of

  1. Students against students;
  2. Non-teaching personnel against students;
  3. Faculty members against students; and with the Legal Office in the case of complaints against faculty members or non-teaching personnel.

18.2.4 The guidelines for referral shall be:

  1. Conflicts between two students or student group involving student-promulgated rules shall be referred by the Dean of Student Affairs to the appropriate unit of arbitration system of the Central Student Council (CSC).
  2. Complaints by a student or a student against a faculty member or a University employee shall be referred in the like manner to the Dean of Student Affairs for referral to the proper academic or administrative unit concerned.
  3. Complaints by a teacher or University personnel against a student or student group shall likewise be referred to the Dean of Student Affairs.
  4. Complaints by non-student against academic or administrative personnel shall be referred to the Legal Office.
  5. Student Disciplinary Board (SDB) shall be composed of two representative from the students who shall be recommended by the student council; two from the faculty who shall be recommended by the faculty club; and one administration who shall be appointed by the University President. Majority of its membership shall constitute a quorum necessary for the conduct of disciplinary proceedings. The presiding officer shall be elected from among its members.
  6. The Student Disciplinary Board shall submit to the President through the Dean of Student Affairs, their findings and recommendation on any offenses mentioned in paragraph 17.21.
  7. In all disciplinary proceedings, both complainant/s and respondent/s shall have the right to counsel of their own choice to present affidavit and counter affidavit to support their respective claims or defenses. In all proceedings of the SDB, the sane shall be summary in nature.
  8. However, students shall be entitled to the right of due process in all disciplinary proceedings.
  9. Prescriptive period, all cases referred to the Student Disciplinary Board shall be resolved within two weeks.

18.2.5 The academic or administrative unit to which a complaint is referred shall aim at settling the case through arbitration and amicable settlement. Where this is not possible, the unit concerned shall refer the case for proper investigation to the Legal Office, which shall in turn submits its corresponding recommendations to the University President.

18.2.6 The decision of the University President shall be final and executory, unless appeal to higher authorities, including the Board of Regents. The decision of the Board of Regents shall be deemed final and executory without prejudice to the provision of Civil Service Law.

SECTION 19: Student Service and Facilities

19.1 The University exists principally to serve its students and therefore keeps on strengthening its capability to extend increasingly better services for their information, assistance, and well being from the time they are admitted to their eventual involvement in society.

19.2 The specific services the University offers include the following:

19.2.1 Selective Admission:  The Admissions Office selects the students admitted into the University to insure quality education. Selective admission is resorted to due to limitation of budget, facilities and faculty.

19.2.2 Registration:  The University Registrar's Office serves the Students during enrollment and during their entire residency, It also provides technical services, such as the preparation and issuance of transcript of records, certifications, clearances, honorable dismissals and diplomas and evaluates and maintains student records

19.2.3 Academic Advisement:  The University provides a regular program of consultation between faculty members and students.

19.2.4 Guidance and Counseling:  The Guidance and Counseling Center provides a broad spectrum of counseling and psychological services designed to assist students in mobilizing their creative energies and in achieving more effective personal, social, educational, and vocational development. It offers the following services: psychological testing and personality evaluation, academic advising and career counseling, group counseling, and life planning, peer counseling, mini-workshops, and training for trainors.

19.2.5 Student Government and Relations:  Every PUP students of the Central Student Council and of the College Student Council, depending on his major area. The ODSA collaborates with the CSC in the accreditation, as well as in the proper disbursement and the counting of funds, in settling the problem of the various student organizations, in conducting the CSC election, selecting delegates in the different conferences and similar activities, etc.

19.2.6 Campus Ministry:  This is the lead unit in many religious activity inside and outside the campus. It also serves as coordinator for the various activities of the different organization or groups in the campus.

19.2.7 Alternative Education:  This service enhances the socio-political and economic knowledge and consciousness of students.

19.2.8 Student Publications:  The University, through the ODSA, supervises all publications undertaken by PUP students. Specifically, the ODSA undertakes a continuing program to upgrade the student writers; it coordinates with the adviser(s) and the Board of Examiners to help determine the composition of the staff of the major student publications, such as The Catalyst and the Memorabilia through the holding of qualifying and editorial examinations. It also regularly extends technical assistance and other publication services as maybe requested by student publications in the branches.

19.2.9 Cultural/Artistic Activities:  Through the Center for Culture and the Arts (CCA), the University generates interest and participation in cultural/artistic activities by designing workshops, giving lectures, staging plays, performing school celebrations, joining national competitions, presenting exhibits and concerts, and showing cultural films. It supervises Bagong Himig, Banda Kawayan, Polysound, Maharlika Dance Artists, Brass Band, Filipiniana Dance Troupe, Rondalla, LHS Chorale, LHS Drama and Dance Guild, ADFA Chorale and Sining Lahi State Polyrepertory. Students are encouraged to join these cultural/ artistic groups.

These groups perform in national and international conferences, celebration and other functions on invitations by government and private agencies and other institutions.

19.2.10 Physical development:  The PUP has a strong physical education and sports development program. Its sports facilities includes a spacious track and field oval, a modern gymnasium, an Olympic-size swimming pool, and courts/facilities for the various sports and a new PE building. It encourages its students to try out for inclusion in its various varsity teams (basketball, volleyball, soccer, softball, baseball, lawn tennis, table tennis, swimming, track and field, archery, judo, karate, arnis, gymnastics, chess, etc.). It expects its students to get actively involved in intramural competitions.

19.2.11 Scholarship and Financial Assistance:  The University provides scholarships and financial assistance to its deserving students.

19.2.12 Library and Related Services:  The PUP has undergraduate libraries at the Mabini Campus, Sta. Mesa and all its campuses.

  1. The brochure "Students Library Guidebook" contains the rules and regulations on the use of the Library and Book Exchange Center (LEBC).
  2. The Book rents out textbooks at minimal fees, thereby enabling students to economize on book purchases.
  3. The Audio-Visual Center (AVC) has facilities for slide, opaque and 16 mm film projections, as well as for seminars, workshops, conferences, meetings, and similar activities requiring the use of audio-visual facilities. The rules and regulations on the use of the AVC are contained in "Guide to the Audio-Visual Center", copies of which may be secured from the LBEC. Also available for the afore-mentioned purposes are AV rooms at the South Wing, the C.M. Recto Auditorium, the CDR, the Alex Marteja Hall and the function rooms at the South Wing, the PUP Hasmin Building and the PUP NDC Complex.

19.2.13 Other Venues for meetings and similar activities:  The different theaters, conference and function rooms in the University maybe used for conferences, meetings, workshop, seminars, and the like; there used, however, is subject to the prior approval by the duly authorized University official.

19.2.14 Medical, Dental, and other Health Services:  The Health and Sanitation Office provides medical, dental, and other health services to the PUP community and its environs. Placing emphasis on preventive medicine, the staff encourages students to seek advice on unusual symptoms and health problems as early as possible. It encourages students to support the departments cleanliness and the sanitation programs to prevent illness and other health problems.

19.2.15 Canteen and Stores:  There are canteens and stores in the different campuses of the University; A. Mabini (main) Campus in Sta. Mesa, M.H. Del Pilar Campus in Sta. Mesa, J. Rizal Campus in Loyola, Sampaloc and in the different branches.

19.2.16 Students Mails:  The service of distributing mails to students is assign to (1) Central Records, Mabini Campus and (2) the LBEC at the Annex Building, Loyola Campus. Three units regularly post names of students who have letter for delivery. In addition, there is a post office on the ground floor of the main building, Mabini Campus, which provides services from 8:00 a.m. to 5:00 p.m.

19.2.17 Variegated Services:  Available on Mabini Campus are several pay telephones, photocopy machines, photo services, parking, and computer laboratory services.

19.2.18 Legal Assistance:  The University through its Legal Office, assist students in need of a certification of good moral character or an affidavit, as well as those with legal problems, relative to their stay in the University.

19.2.19 Human Rights Education:  Through the University Center for Human Rights Education (UCHURE), the University undertakes his researches and prepares reports on human rights violation and as well conducts seminars and symposia on the protection and strengthening of individual and collective rights.

19.2.20 Research:  The Office of Research, Planning and Development helps students who need the research on the University and its development and thrust.

The Institute of Social History, the Institute of Labor and Industrial Relations, the Research Institute for Politics and Economics, the Research Center for Justice, Peace and Democracy, the Center for International relations, and the Science and Technology research and Development Center have been created to undertake research studies for the guidance of academicians and policy makers

19.2.21 Public Affairs:  The office of the Public Affairs has several units ready to serve those who want to:

  1. Know more about the University and its various publications;
  2. Have certain materials printed on mimeographed in the University Printing Press;
  3. Have certain materials on student activities publish in the daily newspapers or announce over the radio or on television;
  4. Get in touch with certain government agencies; and
  5. Conduct seminars on student publications and campus journalism.

19.2.22 Administrative Services:  The Office of Administrative Services helps those who want to reserve certain rooms for some activities and /or to use equipment like chairs, tables, sound systems, and the like for successful conduct of student-initiated projects.

19.2.23 Fiscal Management Services:  The Office of Fiscal Management attends to students with financial business related to their stay in the University. The Internal

Auditors Office issues permits to student organizations sponsoring fund-raising activities, audits finances and signs the clearances of students applying for honorable dismissal and/or their transcripts of records.

19.2.24 Placement:  The Placement Office helps graduates of the University get employed and supplies client companies with highly qualified, dependable and competent employees. Graduates who have already been placed but wish to transfer to better-paying jobs may also avail themselves of the services of the said office.

19.2.25 Alumni Services:  The University Administration continues to show increased concern and to serve PUP graduates to enable them to find their respective places in the world of work. The Alumni Relations Office, under the Public Affairs Office, is in close contact and coordination with the PUP Alumni Association, which is represented in the Board of Regents.

19.2.26 Board Review Services:  Those on the field of Accountancy are provided review services through the PUP CPA Review Center designed to help them succeed in the Board Examinations.

SECTION 20: Student Organizations

20.1 The University recognizes the right of students to organize and to develop creative and responsible leadership; thus, it encourages students to form, join and participate in student organizations, clubs, associations, societies, or any other student group that will suit their legitimate needs, aspirations and interests.

20.2 All organizations, clubs, associations, societies, and any other student group shall be governed by the University Code and the rules and regulations promulgated pursuant thereto.

20.3 The Office of the Dean of Students Services (ODSS), in cooperation with the Central Student Council (CSC), shall coordinate the operations and activities of student organization, clubs, associations, etc.

20.4 A student organization applying for accreditation shall submit to the CSC through the Commission on Student Organization Accreditation (COSOA) following:

20.4.1 Three (3) copies of its constitution and by laws;

20.4.2 Names of at least fifteen (15) of officers and members;

20.4.3 One (1) year plan of activities; and

20.4.4 Financial clearance from the University Internal Audit.

20.5 The CSC through COSOA shall deliberate on the application and shall determine whether or not the constitution and by-laws and the plan of activities are in accordance with the University policies and/ or other rules as may be promulgated by the ODSA, duly approved by the Vice-President for Student Services and External Affairs.

20.6 Accredited student organizations shall apply for revalidation within forty-five (45) days from the start of the school year. Each shall submit the following documents to the CSC through the COSOA.

20.6.1 Annual report on accomplishments and activities of the previous year and on-going projects;

20.6.2 Statement of financial condition showing income and expenditures, assets and liabilities (subject to prior clearance from the University Internal Auditor);

20.6.3 Amendments to the constitutions and by-laws, if any:

20.6.4 Plan of activities.

20.7 All fund-raising activities undertaken by student organizations shall be duly approved by the ODSA, University Committee on Fund-Raising, and University Internal Auditor (UIA).

20.8 The student organizations shall be supervised as follows:

20.8.1 The ODSA or the UIA may require any student organization to submit its financial statement or cause the auditing of its finances any time during the year.

20.8.2 The ODSA shall be notified of all the activities of any student organizations for proper guidance and coordination.

20.8.3 Accredited organizations shall be entitled to privileges and benefits such as the use of University facilities as the University and CSC may grant.

20.8.4 The ODSA shall be officially notified of any change in the set of officers of any student organization.

20.8.5 Posters and notices shall be posted only on freedom boards or any other locations as may be duly authorized by the University administration from time to time. The sources/ proponents should be identified in the posters/ notices which should be noted by the ODSA. Such proponents/sources shall be held answerable in case of complaints.

SECTION 21: Policies and Guidelines on Campus Publications

21.1 The University's basic policies on student publications shall be:

21.1.1 The University recognizes and upholds the right of its students to the free expression of ideas as embodied in the Constitution of the Republic of the Philippines.

21.1.2 The University encourages its students to undertake quality publications for disseminating information, creative ideas, and results of research, opinions, and constructive criticism designed to broaden and advance the frontiers of knowledge and intellectual pursuit.

21.1.3 The University adheres to the universal concept that the exercise of the freedom of the press is a public trust that should never be used for unlawful, anti-social or divisive purposes.

21.1.4 The University recognizes the vital role of the student press as a medium of learning and as constructive instruments for the attainment of the University and national goals.

21.2 All student publications shall strive to:

21.2.1 Represents and advance the general interest, ideals, aspirations and sentiments of their respective clientele, as well as those of the University;

21.2.2 Stimulate responsible advocacy and healthy exchange of idea, and foster understanding and goodwill inside and outside the University;

21.2.3 Serve as free forums for expression and dissemination of news and views which are of interest to the PUP academic community and to society at large;

21.2.4 Promote intellectual excellence; and

21.2.5 Bring out the truth.

21.3 Student publications shall be coordinated by the ODSA, which shall propose from time to time pertinent rules and regulations for the efficient and efficient management of each publication.

21.4 Student publications shall be cover all printed matters, such as newspapers, magazines, yearbooks, journals, newsletters, pamphlets, and the like produced by the student of the University, primarily for their clientele.

21.5 There shall be student newspapers and annuals in PUP Manila and in the Branches of the University.

21.5.1 The Catalyst shall be the official student newspaper of the Polytechnic University of the Philippines. As such, it shall observe the policies and guidelines on campus publications. Specific rules and regulations regarding its management and production are contained in The Catalyst Guidelines. It shall be funded by the college students of PUP Manila. The branches may also have their official student publications.

21.5.2 The Memorabilia shall be the official yearbook of the graduating students of PUP-Manila. It shall be funded by subscriptions voluntarily paid by graduating students, and shall observe specific policies contained in the Memorabilia Guidelines.

21.5.3 The PUP Laboratory High School and the different branches of the University shall, depending upon their respective funds, determine the frequency of the publications of their student newspapers. Moreover, taking into considerations their respective situations, they may adopt the guidelines governing The Catalyst, or such rules as the University may promulgate. They may also publish their yearbooks and, considering their local situations, follow the guidelines adopted by the Memorabilia.

21.6 The staffers and advisers of official student publications shall be duly appointed by the University President through the recommendation of the Editorial Board and endorsed by the dean of student affairs.

21.7 As a mater of policy, the University encourages the different colleges and organizations to put out their own student publications. Any college or organization desiring to print an independent student publication shall request the Office of the Vice President for Student and External Affairs through the ODSA.

21.7.1 The publisher of each independent student publication shall be the sponsoring organization as a whole and shall assume all responsibilities that devolve upon it.

21.7.2 The staffers and adviser(s) of each independent student publication shall be chosen in accordance with rules and procedures promulgated by the OVPSS upon recommendation by the ODSA.

21.8 The formal proposal accompanying the request for authority to publish shall indicate therein, among other things, the following information:

21.8.1 Proposed name of the publication;

21.8.2 Name of the sponsoring group;

21.8.3 Specific purpose(s) of the publication;

21.8.4 Proposed composition of the editorial staff, including staffers' names and status in the University;

21.8.5 Names of proposed adviser(s) and his (their) status in the University;

21.8.6 Complete specifications of the publication;

21.8.7 Editorial policies of the publication;

21.8.8 Proposed budgetary outlay, and

21.8.9 Fund control system.

21.9 Funds collected directly by student groups earmarked for specific publications shall be managed by student groups concerned, subject to standard rules of accounting and auditing as may be required by the University Internal Auditor.

21.10 Printing of official student publications and taking of pictures for the yearbook may be awarded to a printing press and photo studio after due compliance with all requirements of law, rules, and regulations pertinent thereto. As much as possible, however, the facilities of the University Printing Press should be utilized. In any case, a copy of the contract for the printing of any official student publications and/ or taking o photographs in case an annual shall be furnished the ODSA, Internal Auditor and the Legal Office through the Student Affairs Office, which ensures that the stipulations, terms, and conditions of the corresponding contracts are duly observed.

SECTION 22: Guidelines on Religious Affairs

22.1 All religious activities within the campus, except those which form part of official programs sponsored by the University or any of its units, shall be under the sponsorship of an accredited student organization or a faculty/administrative staff group and in coordination with the Campus Ministry. The University encourages ecumenism on the campus.

22.2 The interfaith character of the University chapel shall be preserved and respected.

22.3 Classrooms or any other facility of the University shall not be used by any religious group without written permission from the University authorities concerned.

22.4 Student religious groups shall comply with existing rules and regulations, as well as those that may be promulgated from time to time by the ODSA.

SECTION 23: Guidelines on the Presentation of Cultural Programs/Activities

23.1 Every proposed cultural program/activity shall be in pursuit of the objectives of the University.

23.2 Every cultural program/activity to be held in the University shall have prior clearance from the ODSA.

23.3 Any bonafide faculty, administrative employee, or student organization that desires to present a cultural program/activity shall submit the following to the ODSA, through the Center for Culture and the Arts (CCA): letter of request, tentative program, production staff, budget estimates, source of funding, and copy of the program.

23.4 The letter of request shall state the title and brief description of the activity, objective(s), inclusive date and time, venue of the presentation, and other pertinent information, It must also bear the signature(s) of the authorized representative(s) and endorsing/approving head(s) of office(s) or adviser(s).

23.5 The CCA shall act upon the letter of request.

23.5.1 It shall make the necessary recommendation to the ODSA.

23.5.2 It shall inform the requesting organization if the activity is approved or not.

23.6 The project proponents shall inform the CCA of intended changes in the project within two days prior to its presentation. One week after the activity, they shall submit the following documentation/records purposes:

23.6.1 Three (3) copies of the actual program;

23.6.2 At least one (1) picture of the presentation;

23.6.3 Press releases, newspaper reports about the activity, if any; and

23.6.4 financial report (in the case of a fund-raising project).

23.7 In the case of a fund-raising activity, the project proponents shall remit to the CCA fund at least ten percent (10%) of the net proceeds.

Other organizations and agencies outside the University may use the facilities of the institutions for their activities by arrangement with the Center for Culture and the Arts and the Director of Administrative Services subject to existing policies, rules and regulations of the University.

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