.Services Offered by Admission and Registration Section

 
How to apply for transfer if coming from other UP units (Transfer 1)
How to apply for transfer if coming from another school/university (Transfer 2)
How to get a University Admission Slip
How to enroll as a non-regular student
Computerized Freshman Registration
How to shift to another program within the College (Shiftee 1)/ to a College within UPD (Shiftee 2)
How to cross enroll
How to file for Leave of Absence (LOA)
How to apply for re-admission after Leave of Absence (LOA)
How to apply for re-admission after more than a year of Absence Without Leave (AWOL)
How to apply for re-admission after a year or less than a year of AWOL
How to file for a UP Diliman (UPD) Photo ID
How to file for a University Student Clearance
How to pay school fees through billing
How to apply for a change of matriculation
How to drop a subject
How to make a refund of fees
 
Answers to Questions
 
APPLY FOR TRANSFER IF COMING FROM OTHER UP UNITS (TRANSFER 1)
  • 1. Get an application form from the college offering your intended program and fill it out.
  • 2. Submit to the college the accomplished application form together with your True Copy of Grades for evaluation purposes.
  • 3. If accepted, get a Notice of Acceptance from the accepting college and present it to your home unit to secure a student clearance, permit to transfer and official transcript of record.
  • 4. Submit the student clearance and permit to transfer to the accepting college and get a College Admission Slip.
  • 5. Go to ARS-OUR and submit the College Admission Slip, NSO Birth Certificate, two passport size photos, OTR (if you have it already), and fill out two (2) Student Directory forms for the issuance of a University Admission Slip. (If OTR is not submitted, get a request for OTR to be given to your home unit.)
  • 6. Submit the University Admission Slip to your college for registration.
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HOW TO APPLY FOR TRANSFER IF COMING FROM ANOTHER SCHOOL/UNIVERSITY (TRANSFER 2)
  • NOTES :
  • * UP Diliman accepts transfer students from other schools every first semester only.
  • * Deadline for filing application for local transferees is on the last working day of April.
  • * Deadling for filing application for foreign applicants is on February 15.
  • Steps:
  • 1. Fill out a transfer application form and pay application fee of P100 for Filipino, P150 for resident foreigner, and US $30 for non-resident foreigner, at the OUR Cashier or UP Cashier's Office near PNB.
  • 2. Submit accomplished application form, application fee receipt, two (2) recent photos size 2"x 2", NSO Birth Certificate, and a true copy of grades (original & 3 Xerox copies) for evaluation signed by the Registrar of your school/university.
  • 3. Foreign applicants whose medium of instruction in their previous school is NOT English should take and pass TOEFL with a score of 500 if paper-based, 173 if computer-based, or 61 if Internet-based test.
  • 4. Follow-up of computation of GWA is around the first week of May (for local transferees) and the end of February (for foreign applicants).
  • 5. Follow-up of results from colleges is on the 3rd week of May (for local applicants) and the end of March (for foreign applicants).
  • 6. If accepted, get an Honorable Dismissal/Transfer Credential from your previous school (for local transferees).
  • 7. For accepted foreign applicants, ARS-OUR will issue an Acceptance Letter needed to get a student visa for the issuance of a Study Permit from ISP.
  • 8. Submit the following documents to ARS-OUR to get a University Admission Slip:
    • Honorable Dismissal/Transfer Credential
    • NSO Birth Certificate (original & photocopy)
    • Two (2) passport size photos
    • Student Directory ( 2 copies)
    • OTR from previous school (If not yet available, get a request slip for your OTR from ARS, to be given to your former school.)
  • 9. Proceed to the UP Health Service for medical exam.
  • 10. Submit your medical result & University Admission Slip to your college for registration.
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HOW TO GET A UNIVERSITY ADMISSION SLIP
  1. 1. Submit the following to ARS-Admission These are the basic documents new students are required to submit :
    1. a. college admission slip
    2. b. official transcript of records
    3. Note : For new graduate students, transcripts submitted to the college for evaluation must be signed by the College Secretary at the back of each page.
    4. c. accomplished Student Directory (2 copies)
    5. d. 2 recent photos (2x2)
    6. e. study permit from the International Students Program (ISP), if foreigner
    7. f. if married female, photocopy of Marriage Contract (Original to be presented for verification)
    8. g. official TOEFL results if applicable (score of 500 if paper-based, score of 173 if computer-based, score of 61 if IBT - for foreign students whose medium of instruction in their previous school is NOT ENGLISH)
  2. 2. Submit the University Admission Slip to your College to get your registration materials .
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HOW TO ENROLL AS A NON-REGULAR STUDENT
  1. A . NON-DEGREE STUDENT (TO TAKE GRADUATE COURSES FOR CREDIT)
    1. 1. Apply directly to the college offering the subjects you intend to take .
    2. 2. Present OTR and TOEFL results (if foreign and if medium of instruction in previous school is NOT in ENGLISH) .
    3. 3. If accepted, get your College Admission Slip (CAS).
    4. 4. Proceed to International Student's Program (ISP) for your STUDY PERMIT (if foreign).
    5. 5. Submit Study Permit, CAS, TOEFL, OTR, SD to OUR-Admission to get your University Admission Slip.
    6. Note : STUDY PERMIT and TOEFL are for foreign students only
    7. 6. Submit University Admission Slip to your College to get your registration materials.
  2. B. NON-DEGREE STUDENT (TO TAKE UNDERGRADUATE COURSE FOR CREDIT) / SPECIAL STUDENTS (TO TAKE COURSE WITHOUT CREDIT)
    1. 1. Apply at ARS-Admission.
    2. 2. Fill out application form and pay application fee of P100 for local and US$30 for foreign students (Foreign Students should first get their Study Permit) .
    3. 3. Submit your OTR (for non-degree only), SD and Study Permit (if foreign) to OUR-Admission to get your University Admission Slip and Form5A .
    4. 4. Proceed to the different colleges for enlistment through E-prerog .
    5. 5. Go back to OUR-ARS for Validation, Assessment and printing of Form5.
    6. 6. Proceed to Payment Center .
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COMPUTERIZED FRESHMAN REGISTRATION
  1. A : Confirmation of Decision to Enroll
    1. * You may confirm in person, via Internet, mail, fax, telephone or telegram. However, you are strongly encouraged to confirm online.
  2. B : Pre-enlistment
    1. * You have to pre-enlist to have a better chance of getting the subjects and schedule of your choice. This is done online (via Internet) and involves choosing the subjects you want to enroll in and the corresponding time schedule .
  3. C : Enrollment
    1. * Enrollment is done at the UP Diliman Campus. This includes payment of your matriculation fees. You are encouraged to enroll during the advance registration period to have a better chance of getting the subjects and schedule of your choice.
  4. D : Submit the following documents to ARS-Admission during enrollment :
    1. a. Fourth Year High School Card (Form 138)
    2. b. Secondary Permanent Record (if no Form 137, please ask for an official request to get your Form 137)
    3. c. Student Directory (2 copies)
    4. d. Notice of Admission
    5. e. Medical Certificate
    6. f. 2 recent photos (2x2)
    7. g. Study Permit from ISP (if foreign student)
    8. h. TOEFL result, if applicable(for students whose medium of instruction in previous school is not English)
    9. i. NSO Birth Certificate (photocopy & present the original)
  5. E : Proceed to your College and get your registration materials.
  6. Note : Specific instructions are included in the UPCAT enclosures / instructions sent to all UPCAT Qualifiers to UP Diliman.
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HOW TO SHIFT TO ANOTHER PROGRAM WITHIN THE COLLEGE (SHIFTEE 1) / TO A COLLEGE WITHIN UP DILIMAN (SHIFTEE 2)
  • 1 . Apply for shifting at the College offering your intended course or if in the same college, at the department concerned .
  • 2 . If accepted, get your college admission slip.
  • 3 . Submit your College Admission Slip and True Copy of Grades to ARS-Admission to get your University Admission Slip.
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HOW TO CROSS-ENROLL
  • From UP Units Outside UP Diliman :
  • 1. Get a Request to Cross-Register (color-coded per CU) signed by your Dean and University Registrar and have it approved by the University Registrar of UP Diliman.
  • 2. Proceed to ARS-Admission for the issuance of your Form 5A (Preliminary Registration) .
  • 3. Go to the colleges for enlistment through E-prerog in approved courses.
  • 4. After enlistment, go back to ARS-Admission for validation, assessment and printing of Form5.
  • 5. Proceed to the designated Payment Centers.
  • From Other Schools :
  • 1. Submit the following to ARS-Admission to get your University Admission Slip and Form5A.
    1. a. Permit to Cross-Enroll from your school with your University Registrar's approval.
    2. b. One (1) copy of student directory and accomplished application form
    3. c. 2 recent photos (2x2)
    4. d. official receipt of application fee paid (P100 for Filipino, P150 for resident alien or US$30 for non-resident alien
    5. e. Study Permit from ISP (if foreign student)
  • 2. Proceed to the colleges for enlistment through E-prerog in approved courses.
  • 3. After enlistment, go back to ARS-Admission for validation, assessment and printing of your Form5.
  • 4. Proceed to the designated Payment Centers for the payment of your fees.
  • From UP Diliman to a School Outside UP System
  • 1. Get a Request to Cross-Register (yellow form for UP Diliman) and have it signed by your Dean.
  • 2. Have the form approved by the University Registrar and by the Vice Chancellor for Academic Affairs (VCAA) / Chancellor.
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HOW TO FILE FOR LEAVE OF ABSENCE (LOA)
  • What to do :
  • 1 . Get the Leave of Absence (LOA) form from your College Secretary's Office.
  • 2 . Fill out the form completely. If you are not currently enrolled, write NOT ENROLLED in the space provided for the subjects enrolled.
  • 3 . If you are enrolled, indicate all your subjects, signed by your respective instructors with the class standing indicated .
  • 4 . Be sure that the form has been signed by your College Secretary or the Dean and have a letter signed by your parents / guardian giving their consent .
  • 5 . Pay the fee of P150.00 at the UP Cashier's Office .
  • 6 . Submit the accomplished form together with your official receipt to OUR-ARS on or before the deadline stated in the Academic Calendar
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HOW TO APPLY FOR RE-ADMISSION AFTER LEAVE OF ABSENCE (LOA)
  • 1 . Go to your College for the issuance of a College Re-Admission Slip .
  • 2 . Proceed to OUR-ARS for issuance of University Re-Admission Slip .
  • 3 . Submit a copy of your University Re-Admission Slip to your College for enrollment.
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HOW TO APPLY FOR RE-ADMISSION AFTER MORE THAN A YEAR OF AWOL
  • 1 . Write a letter of request addressed to the Chancellor through channels (Chairman, Dean/Director, University Registrar, VCAA) indicating your request to be re-admitted to the same college or to another college in the campus. Have the letter endorsed by the College.
  • 2 . Check with the college for the decision of the Chancellor .
  • 3 . If the request for re-admission is approved, get a College Re-Admission Slip and pay P225 for AWOL fee at the Cashier's Office near PNB/Shopping Center .
  • 4 . Proceed to OUR-ARS and submit the College Re-Admission Slip to get your University Re-Admission Slip .
  • 5 . Submit the University Re-Admission Slip to your College and proceed with the registration .
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HOW TO APPLY FOR RE-ADMISSION AFTER A YEAR or LESS THAN A YEAR OF AWOL
  • 1 . Go to your College for re-admission and issuance of the college readmission slip.
  • 2 . Pay AWOL fee of P225 at the Cashier's Office near PNB/Shopping Center.
  • 3 . Submit it to ARS-Admission for the issuance of the University Admission Slip.
  • 4 . Go back to your College and submit the UAS for registration.
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HOW TO FILE FOR A UP DILIMAN (UPD) PHOTO ID
  • Who are entitled to have a UPD Photo ID?
  • ~ Regular students of UPD, UP Extension Program in Pampanga and UP Extension Program in Olangapo who are officially enrolled
  • ~ Official registration (UP Form 5) for the current semester must be presented
  • ~ Cross-registrants from other UP units and from other Philippine Colleges should use their respective school / unit IDs together with their UP Form 5. To use the library facilities, they should make arrangements with their respective college libraries
  • ~ Faculty members and employees with current UP appointment
  • When can one apply for a Photo-ID?
  • ~ Processing of Photo-ID of incoming freshmen starts one week before the start of regular registration. Processing for other students starts one week after the last day for late registration of every semester and ends on the last day of final examinations
  • ~ Processing of Faculty/Employee Photo-ID is anytime during office hours, 8:00am-12:00nn; 1:00pm-4:00pm, Monday-Friday. However, those who were not able to come on their scheduled date and time will be re-scheduled on a first come, first served basis
  • What are the procedures for getting a Photo-ID?
  • Student
  • 1 . During registration period, secure an appointment slip by presenting to the ID personnel the following :
    1. ~ official receipt of Photo-ID fee of P130
    2. ~ original copy of current UP Form 5
    3. ~ one 2"x2" recently-taken photograph
    4. ~ properly accomplished OUR Form 21 (Personal Data Sheet for Students)
  • 2. Proceed to your respective college library for your temporary library card.
  • 3. Report for photo-ID card processing on the date and time specified on your appointment slip. Bring with you your current UP Form 5 and Photo-ID fee receipt.
  • 4. Proceed to your respective college library for validation and ID sticker .
  • Faculty / Employee :
  • 1 . Submit to the ID personnel a properly accomplished Application for Identification Card together with a recent 2"x2" picture. This form is issued by the Human Resources Development Office (HRDO) to all Diliman Offices.
  • 2. For non-permanent faculty/employee applying for Photo-ID for the second time, submit one photocopy of your current appointment papers, the original copy to be presented for verification .
  • Note : ID of non-permanent faculty and employees will be valid only for the duration covered by their appointment.
  • How to Request for Correction of Name :
  • If your records in the University are not under your legal name based on your NSO birth certificate, you may apply for a correction of your name. However, only currently enrolled students may request for the correction of their name in any University record or document, subject to the submission of the following supporting documents to justify the change of name, as follows :
    •  
  • ~ photocopy of birth certificate issued by the National Statistics Office (NSO), the original copy to be presented for verification;
  • ~ affidavit by the student explaining the discrepancy;
  • ~ affidavit of two(2) disinterested persons supporting the request;
  • ~ if change of name is due to marriage, photocopy of marriage contract issued by NSO, original copy to be presented for verification
  • Get your copy of the notice regarding your corrected name. The University Library, University Health Service and your college will also be furnished copies of the notice.
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HOW TO FILE FOR A UNIVERSITY STUDENT CLEARANCE
  1. 1. Accomplish the application for clearance form (UP Form 241) available at the One-Stop Student Clearance Center (OSSCC), ARS and pay P30 for the application fee.
  2. 2. If you have graduated, pay your graduation fee (P300) at the Cashier's Office near PNB/Shopping Center and present your receipt to any OSSCC staff for recording. If you have paid but have lost your receipt, request for a duplicate copy from the UP Accounting Office.
  3. 3. File your application for clearance form with any staff of the OSSCC for processing.
  4. 4. Follow-up after seven (7) working days from the date of filing. It is very important to inquire about the status of your application for clearance to enable you to settle accountabilities, if any, or submit the needed entrance credentials. This will facilitate processing of your clearance. During the peak period ( from March to July, or after graduation, and before the scheduled board/bar examination) expect a longer processing time due to heavy volume of requests.
    1. a. If your records are in order, you may personally claim your approved clearance from the OSSCC counter or send your representative who should present an authorization letter.
    2. b. If you have any accountabilities (e.g.,unpaid accounts, incomplete entrance credentials, unreturned books) you must first :
      1. ~ Get your pending clearance form at the OSSCC counter
      2. ~ Settle your accountabilities with the office/s concerned
      3. ~ Return your clearance form to the OSSCC together with the official receipt / certification or any proof that you have already settled your accountabilities or submitted the entrance credential you lack for re-processing of your clearance
      4. ~ Come back after one(1) day to claim your clearance

    5. Important : Application for a university student clearance is not the same as application for a transcript of records/honorable dismissal/diploma

    With your approved clearance, proceed to the Transcript Section and Records Section,OUR, if you are applying for your Transcript of Records and Honorable Dismissal respectively. Present the same clearance to your college to claim your diploma.

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HOW TO PAY SCHOOL FEES THROUGH BILLING
  1. 1 . If your sending agency (e.g. Bank of Tokyo, Sumitomo Corporation, GSIS, etc.) is to be billed through the Office of Scholarships and Student Services (OSSS), go to Room 302, Vinzon's Hall :
    1. a. Have your Form 5 approved by OSSS. Please check the name of the Scholarship and the privilege (e.g. Tution Only, All School fees) if it is indicated on the form.
    2. b. Submit your Form5 to ARS-Billing. If your Scholarship privilege covers all school fees, your Form 5 will be stamped REGISTERED. If you are paying part of the assesed fee (e.g. student fund, fine), follow item 3 below
  2. 2 . If your sending agency is to be billed through the OUR
    1. a. Submit the certificate of Authority to Bill from your sending agency everytime you enroll
    2. b. Submit your Form 5 to ARS-Billing for stamping of REGISTERED
  3. 3 . If you are paying part of the assessed fee (e.g. student fund, fine), proceed to the payment area and pay the necessary fees .
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HOW TO FILE FOR A CHANGE OF MATRICULATION
  • Change of Matriculation is allowed for the following reasons :
  • ~ ill-advised (e.g., subject not required in one's curriculum)
  • ~ lack of prerequisite
  • ~ conflict of schedule (the time has been changed and the new schedule conflicts with one's other subjects)
  • ~ class dissolved
  • Change of Matriculation should be done during the registration period, not later than the last day of late registration
  • What to do :
  • 1 . Get your change of matriculation form from your College Secretary.
  • 2 . Fill out the form completely ( one form per subject to be cancelled and/or replaced, to be added ).
  • 3 . Be sure that the subject you are adding or the subject you are cancelling has been validated and/or cancelled by the college concerned.
  • 4 . Be sure that your form has been signed by your Adviser, College Secretary/Dean/Director and University Registrar.
  • 5 . Pay the fee at the UP Cashier's Office.
  • 6. Indicate the official receipt number (OR#), the amount paid and the date of payment in the form.
  • 7. Submit fully accomplished form together with your receipt to ARS on or before the deadline set in the academic calendar.
  • 8. Get the student's copy and submit the instructor's copy to your Instructor. Leave the Dean's copy and Registrar's copy with the OUR.
  • Note : Your change of matriculation will not be considered valid unless you have paid the required fee and duly filed the form at the OUR-ARS. Forms submitted after the deadline, even if the fee has been paid will not be accepted.
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HOW TO DROP A SUBJECT
  • When to do :
  • Dropping a course may be done before 3/4 of the hours prescribed for the semester/term has elapsed
  • Last day for Dropping : refer to Academic Calendar
  • What to do :
  • 1. Get the dropping form from your college.
  • 2. Fill out the form completely including the reason for dropping. Have it signed by your instructor who should indicate your class standing. Have your College Secretary or Dean sign the form.
  • 3. Pay the dropping fee of ten pesos per unit (P10.00) at the UP Cashier's Office.
  • 4. Indicate the OR#, amount paid and the date of payment on the dropping form.
  • 5. Submit fully accomplished dropping form, together with your receipt to ARS on or before the deadline set in the academic calendar .
  • 6. Get the student's copy and submit the instructor's copy to your instructor.
  • 7. Leave the Dean's copy and Registrar's copy with the OUR.
  • Note: Forms submitted after the deadline,even if the fee has been paid, will not be accepted .
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HOW TO MAKE A REFUND OF FEES
  • Who are entitled to a refund?
  • In general, students who have paid their matriculation fees and who withdraw their registration within the prescribed period and for justifiable reasons are entitled to a refund of their matriculation fees, except entrance and registration fees
  • Specifically, refunds are granted in the following cases:
  • ~ When a student cancels his/her enrollment in a subject because :
    1. a. he/she has not satisfied the prerequisite of the subject; or
    2. b. he/she has been ill-advised (e.g. the subject is not required in one's curriculum); or
    3. c. the class has been dissolved; or
    4. d. the time has been changed and the new schedule conflicts with one's other subjects
  • ~ When, for a valid reason, a student applies for a leave of absence not later than the fourth week from the opening of classes.
  • ~ When a student who, after he/she has paid his/her matriculation fees, applies for any of the following enrollment privileges :
    1. a. Barangay Scholar/Sangguniang Kabataan
    2. b. UP Faculty/Employee
    3. c. Child of UP Faculty/Employee
  • When and how much refund is granted?
  • * Refund is granted in accordance with the following :
  • Before the opening of classes - 100%
  • Within one week from the opening of classes - 80%
  • Within the second, third, and fourth weeek from the opening of classes - 50 %
  • After the fourth week - NO REFUND
  • Freshmen who withdraw from UPD to enroll in other UP units will be refunded all fees, including registration fees.
  • What are the documents to be submitted?
  • The following should be submitted to the assigned personnel of the ARS-Assessment at the time of filing :
  • 1. General
    1. a. original copy of the UP Form 5 with imprint of UPD Cashier's cash register/official receipt of payment attached
    3. In case you lose your Form 5, secure an affidavit of loss of the original Form 5 indicating the semester and academic year and the statement "I have not claimed any refund based on this Form 5". Pay P30 as certification fee at the Cashier's Office near the Shopping Center and apply for a certified true copy of the Registrar's Copy of your Form 5 at the Records Management & Appraisal Section (RMAS), OUR
    5. b. properly accomplished application for refund
    6. c. properly accomplished change of matriculation/dropping/LOA fee
    7. d. official receipt of payment of change of matriculation/dropping/LOA fee
    8. certificationfrom the College Secretary in case of dissolved class or conflict of time due to change of schedule
  • 2. Specific
    1. a. for UP Faculty/Employee :
      1. ~ properly accomplished Application for Privelege to Study at Reduced Fees with the inclusive period of appointment indicated (the form may be secure from HRDO)
      b. for dependents of UP Faculty/Employee:
      1. ~ properly accomplished Certification of Eligibility for Tuition Privilege together with true copy of grades from previous semester (the form may be secured from HRDO)
    2. c. for Sangguniang Kabataan (SK) / Barangay Scholars
      1. ~certification from the Department of Local Government, City Mayor or Municipal Mayor stating
      2. c.1 the position and effectivity of appointment as SK/Barangay Official
      3. c.2 the period covered for the services rendered
      5. ~ photocopy of birth certificate of the student (original copy to be presented for authentication purposes)
      6. ~ affidavit executed by the Barangay Official indicating the number of his children enjoying the privilege as Barangay Scholar in a State University
    3. d. for dependents of Barangay Officials
      1. ~certification from the Department of Local Government, City Mayor or Municipal Mayor stating
      2. > the position and effectivity of appointment as Barangay Official; and
      3. > the period covered for the services rendered
      5. ~ photocopy of birth certificate of the student (original copy to be presented for authentication purposes); and
      6. ~ affidavit executed by the Barangay Official indicating the number of his children enjoying the privilege as Barangay Scholar in a State University
      7. ~ income tax return of parents (should not exceed P72,000)
      8. ~ true copy of grades (TCG) during the previous semester (must maintain at least a passing grade in all subjects enrolled in during the semester and must finish the course within the prescribed course duration)
  • What are the steps involved?
  • 1. Submit your accomplished application for refund and the necessary documents (refer to preceding general and specific requirements) and official receipt of payment to ARS.
  • 2. If you have availed yourself of a student loan, your papers will be forwarded to the Student Load Board, Office of the Student Affairs, Vinzons Hall for computation. The amount of refund for cases like this is applied against the student loan.
  • 3. After your application is processed at the OUR, your papers are forwarded to the Accounting Office and then to the Cashier's Office for the preparation of the check.
  • 4. Claim your check at the UP Cashier's Office.
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OUR Office Hours

Monday to Friday
8:00 am to 5:00 pm

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