OCSR Services

Office of the College Secretary and Registrar

The College Secretary and Registrar is the principal admissions officer of the unit. The office has custody over all student records and stores and maintains records of proposed and approved curricula and related matters.

Below is the listing of services of the Office of the College Secretary and Registrar.

  1. Admissions/Registration for Incoming Undergraduate and Graduate Students (Regular Students-Local)
  2. Enrollment  (Undergraduate Students)
  3. Enrollment (Graduate Students)
  4. Request for Readmission from Absence without Leave (AWOL)
  5. Request for Appeal for Readmission (Due to Poor Academic Standing)
  6. Withdrawal of Registration/Courses
  7. Admission of New Transfer/Second Degree/non-Degree/New Special Students
  8. Permit to Study/Request to Cross-Register
  9. Request for Change of Matriculation
  10. Dropping of Subject/s
  11. Completion of INC/Removal of 4.0
  12. Issuance of Student ID
  13. College Clearance
  14. Issuance of the following:

Admissions/Registration for Incoming Undergraduate and Graduate Students(Regular Students-Local)

  1. Fill out UP Form 3 (Student Directory) at Window 5.
  2. Submit the requirements for evaluation including UPCAT result.
  3. After securing an Introduction Slip and your Student Number proceed to the Window assigned to the program you intend to enroll in and submit the Introduction Slip. The student number is then registered in the Student Academic Information System (SAIS) and Introduction Slip is stamped “REGISTERED” onto it.
    • Window 1 (BS Management and Graduate Program)
    • Window 2 (BS Biology, BS Math and BS Computer Science)
    • Window 3 (Certificate in Fine Arts, Bachelor of Fine Arts, BA Mass Communication, BA Psychology, BA Political Science)

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Enrollment of Undergraduate Students

  1. Update your enrolment profile at the SAIS and enlist in subjects you want to take.
  2. See their respective Program Advisers for advising , confirmation of subjects and assessment of Fees.
  3. After the Program Adviser issues your UP Form 5, pay the fees at the UP Cebu Cashier’s Office.
  4. After payment, proceed to OCSR for validation.
  5. Get your Student’s Copy of the UP Form 5 stamped “REGISTERED”.

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Enrollment of Graduate Students

Schedule : Every First Trimester/Semester
Transfer Credentials : Medical Cert. 2 pictures, approved permit to study (for UP employee), Honorable Dismissal or Permit to transfer if from other UP Units, TOR, original NSO Birth Cert., Marriage Cert. (for female married applicant) 

  1. If you are a new student go to Window 5 and present your notice of acceptance or admission from the Cluster/Program.
  2. Accomplish the Student Directory and submit together with other entrance credentials.
  3. Proceed to Window 1 and present the introduction slip issued to you.
  4. Both continuing and new students proceed to ILC/LRC to update their profile in the SAIS.
  5. They see their program advisers for confirmation of subjects and assessment of fees.
  6. They then pay their fees at the Cashier’s Office.
  7. Students proceed to OCSR and present their Official Receipt; UP Form 5, Program Checklist; ID, Final Grade and other documents as required.
  8. Student sign their UP Form 5 and receive their copy of the Form 5 which has been stamped “REGISTERED”.

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Request for Readmission from Absence without Leave (AWOL)

  1. Submit a letter of request for readmission duly endorsed by the Program Adviser and Cluster Chairperson together with accomplished College Clearance.
  2. Wait for the action of the Admissions Committee.
  3. Upon receiving the Notice of Action of the Admissions Committee, proceed with the enrollment process.

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Request for Appeal for Readmission (Due to Poor Academic Standing)

  1. Submit a Letter of Appeal to OCSR duly endorsed by Program Adviser for action.
  2. Wait for the action of the Admissions Committee.
  3. Upon receiving the Notice of Action of the Admissions Committee, proceed with the enrollment process.

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Withdrawal of Registration/Courses

  1. Write a letter of request for withdrawal of enrollment addressed to the College Secretary & Registrar stating among others the reason for withdrawal and submit it to the OCSR for action.
  2. Secure all the documents/entrance credentials you have submitted and sign in the approved letter request for withdrawal of your enrollment.

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Admission of New Transfer/Second Degree/non-Degree/New Special Students    

  1. Fill out Application for Transfer Form.
  2. Pay fees at the Cash Office.Filipino -P100.00Resident Alien – P150Non-Res. Alien – $20
  3. Present the accomplished application form with photo and OR number & date with TOR to the person in charged of admission. You will be asked to come back after 3 days for the result of the evaluation or you may call through tel no. (032) 2328187 Loc. 120 or via email at [email protected]
  4. When deemed qualified for admission, see the Program Adviser for evaluation of records and secure approval for admission from the Program Adviser and Cluster Chairperson concerned.
  5. Submit the duly approved application form to the OCSR for action
  6. Process other documents for admission. Secure approval for validation of subjects taken from previous school if a transferee from another University or Substitution of subjects if from other UP units.
  7. Submit all required documents and secure your Student Number and Introduction slip.
  8. Proceed to the OCSR and present the Introduction Slip.
  9. Get your Introduction Slip stamped REGISTERED.

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Permit to Study/Request to Cross-Register    

  1. Fill out Permit to Cross-Register Form.
  2. See Program Adviser for validation of subjects to be enrolled in other UP units.
  3. Pay the Registration fee of Php 40.00 at the Cashier’s Office.
  4. Submit the duly accomplished request form and college clearance to the OCSR for action.
  5. Receive copy of the request form.

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Request for Change of Matriculation    

  1. Fill out the Change of Matriculation Form (UP Form 26A).
  2. See Program Adviser for evaluation of request and signature.
  3. Present request form signed by adviser with attached Registered UP Form 5 to the OCSR for action.
  4. Pay fee at the Cashier’s Office. ( Php 10 change mat fee; if add of subjects 600- 1000/unit or lab fee Php 200 – 1,400)
  5. Submit request form with OR reflected and receive your Student’s Copy of the change mat form stamped “Registered”

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Dropping of Subject/s  

  1. Fill out Dropping Form (UP Form 26).
  2. See the Instructor for action on the request for Dropping of Subjects.
  3. Class standing of the student must be filled up by the Instructor concerned.
  4. Forward the Dropping Form to the OCSR for action.
  5. Pay Php 10/ unit fee at the Cashier’s Office.
  6. Submit Dropping Form to the OCSR and get the Student’s Copy and Instructor’s Copy. Give the Instructor’s Copy to your instructor.

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Completion of INC/Removal of 4.0  

  1. Fill out Permit for Completion of Inc/Removal of 4.0 and UP Form 13C .
  2. Secure Instructor’s signature on the Permit for Removal form and submit to the Instructor the UP Form 13C.
  3. Submit the Permit for Removal form to the OCSR for action.
  4. Claim the Permit for Removal form from the OCSR .
  5. Pay fee at the Cashier’s Office. (if within the removal period, skip step 5).
  6. Submit the Permit form to the Instructor concerned for action. (The Instructor forwards the Permit for Removal form with the accomplished UP Form 13C to the Cluster Chairperson for signature. The Cluster clerk forwards the accomplished Completion/Removal Form and the UP Form 13 to the OCSR).
  7. Get your Student’s Copy of the Permit for Removal of Inc/4.0 and the UP Form 13C.

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Issuance of Student ID  

  1. Pay Php 130 ID fee at the Cash Office.
  2. Present your registered UP Form 5 together with OR to OCSR for ID processing .

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College Clearance    

  1. Fill out the College Clearance Form – 3 copies.
  2. Secure signatures of Program Adviser/Cluster Chairpersons and other offices .
  3. Submit the duly signed college clearance form to the OCSR and surrender ID or an affidavit of loss for lost ID.
  4. Get your copy of the college clearance duly signed by the College Secretary & Registrar .

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Transcript of Records

  1. Accomplish request for Official Transcript of Records Form.
    • Applicant graduated from FS 1985-86 down, request must be sent to UP Diliman
    • Applicant graduated from Second Sem. 1985- 1986 to First Sem 2010-2011 request must be sent to UP Visayas, Miag-ao, Ilo-ilo
    • Applicant graduated as of the end of Second Sem., AY 2010-2011 proceed to Step 2
  2. Pay the fee at the Cash Office (Php 50.00/page; Admin Fee and mailing fee of Php 120.00 courier; UP letterhead Envelope PHp 10.00)
  3. File request form duly paid together with accomplished college clearance and passport size photo with white background at the OCSR. TOR will be released within two weeks from the date of request for lean months; and within one month from the date of requests during peak season (a month after graduation, or during the enrollment period).
  4. Present the OR upon claiming the TOR . Present an authorization letter if other than the student concerned with valid ID and sign in the log book .

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Certification

  1. Accomplish request form (UP Form 1).
  2. Secure clearance from the Accounting and Library.
  3. Pay the fee of Php50.00/transaction to the Cash Office .
  4. File the accomplished request form.

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Issuance of Diploma

  1. Present accomplished college clearance and or authorization letter with valid ID if other than the student concerned.
  2. Affix your signature in the Commencement Program upon receipt of diploma.

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Application for Graduation/Evaluation

  1. Fill out form for application for graduation.
  2. Secure signature of Program Adviser/Cluster Chairperson.
  3. Pay Php 300.00 fee at the Cash Office.
  4. Submit application for graduation form with latest True Copy of Grades to the OCSR.
  5. Secure your copy of the application for graduation form duly stamped “Received” .

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Certification of General Weighted Average

  1. Fill out request slip (UP Form 1).
  2. Secure clearance from Accounting and Library.
  3. Pay Php 50.00 fee at the Cashier.
  4. File request form at the OCSR for action.

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Verification of Student Records

WALK-IN  

  1. Fill out request form.
  2. Pay Php 100/student records verified fee at the Cash Office.
  3. Submit authorization letter of the student concerned allowing the requestor to verify her/his records together with the OR from UP Cash Office.

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ON-LINE

  1. Send request on student records verification and authorization letter to have her/his records verified.
  2. Pay the fee through bank and e-mail scanned copy of the duly validated deposit slip or through fax to the OCSR ( Php 100.00/request – local ; US$ 20.00/request if application from abroad exclusive of TOR and bank charges)
  3. Requestor receives the student records duly verified.

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Authentication of Document/s  

  1. Fill out request form.
  2. Secure clearance from Accounting & Library.
  3. Pay Php 40.00/document fee at the Cashier’s Office.
  4. File request form and submit documents for authentication- original and photocopies.

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