Academic Procedures and Services for Graduate Students

Load Revision
 
The Load Revision Form (LRF)
 
The Load Revision Form is the official record that documents the changes requested by the student after he/she has been officially enrolled.
 
General Guidelines
 
1.    The Load Revision Form is obtained at the Cashier’s Office.  The student fills it up and states the nature of the request.
 
2.    The student obtains the signatures indicated in the form.  Depending on the requests, they must STRICTLY obtain the signatures in proper sequence.
a.    Chair of Home Department/Program
b.    Associate Dean for Graduate Programs (ADGP)
c.     Accounting
d.    Cashier
e.    Registrar
 
3.    After all the signatures are secured, the corresponding copies are submitted to the following:
a.    White copy     –        Registrar
b.    Pink copy       –        ADGP
c.     Yellow copy    –        Accounting Department
d.    Blue copy       –        Student’s Copy (c/o his/her home department)
 
4.    While the request is pending, all classes should be attended.
 
Different Uses of the Load Revision Form
 
Each academic procedure or request is discussed by first enumerating the conditions that allow it, and second, by noting the steps undertaken to effect such a request.
 
The following actions require the Load Revision:
 
1.    Withdrawing from a subject with permission
2.    Addition of course/s
3.    Substitution/Change of course/s
4.    Change of status from credit to audit or audit to credit
5.    Change of concentration
6.    Overloading
 
 
 
 
Load Revision:  Withdrawal from a Course with Permission

Definition:
 
The student officially withdraws from a course officially registered in.

Conditions:
 

1. Withdrawal must be done within the first six weeks of classes of the semester or within the period set by the Office of the Registrar.
2. The student should not have exceeded the number of absences permitted by the school in that class.
3. Students who fail to file the appropriate Load Revision Forms will be given a failing grade of C for withdrawal without permission.  
    

Procedure:
 

1. The student must accomplish the Load Revision Form within the deadline set by the Office of the Registrar. 
    

 
Load Revision:  Addition of Course(s)

Definition:
 
The student registers for an additional course(s) after the official registration period.

Conditions:
 

1. The student must observe the maximum graduate credit unit load of twelve (12) units for the regular semester and nine (9) units for the summer.  The student may have less than the maximum load assigned but not less than six (6) units per semester unless otherwise approved by the Chair.
2. Load Revision Forms for the addition of subjects must be submitted within the first week of classes of the semester or within the period set by the Office of the Registrar.
3. No official recognition will be given for subjects added without permission.

 
Procedure:
 

1. The student must accomplish the Load Revision Form within the deadline set by the Office of the Registrar.
    

 
 
 
 
 
 
 
Load Revision:  Change of Course(s)

Definition:
 
The student substitutes a course(s) for another course(s) after the official registration period.

Condition:
 
Substitution of courses must be done within the first week of classes of the semester or within the period set by the Office of the Registrar.

Procedure:
 
The student must accomplish the Load Revision Form within the deadline set by the Office of the Registrar.

Load Revision:  Change of Status from Credit to Audit or Audit to Credit

Definition:
 
The student changes status in the course either from Credit to Audit or Audit to Credit after the official registration period.

Conditions:
 

1. All subjects that form part of a student’s individual program of study in the Loyola Schools are graded on a CREDIT basis. A student may register for a subject on an AUDIT basis with the permission of the Chair.
2. Change of status in the course from Credit to Audit must be done within the first six weeks of classes of the semester or within the period set by the Office of the Registrar.
3. Change of status in the course from Audit to Credit must be done within the first two weeks of classes of the semester or within the period set by the Office of the Registrar.
    

Procedure:
 
The student must accomplish the Load Revision Form within the deadline set by the Office of the Registrar.

 
Load Revision:  Change of Concentration

Definition:
 
The student wishes to transfer to another degree program or a concentration/track/ option within the program. The student will be evaluated for eligibility for the new program.

Conditions:
 

1. Students shift degree concentration under four general circumstances:
   1. The student may voluntarily want to change programs while currently enrolled.
   2. The student may voluntarily want to change programs after coming from a leave.
   3. The student’s home department asks the student to shift because of failure to meet retention requirements.
   4. The student wishes to shift from a thesis to a non-thesis track.

2. For voluntary shifting while currently enrolled:
   1. Students must finish the shifting process no later than three days before the start of registration.
   2. Students who fail to complete the shifting process by the specified deadline may continue the process during the load revision period only.

3. For compulsory shifting and voluntary shifting after coming from a leave:
   1. Students who are forced to shift due to retention policies may do so during the regular registration period.  Home departments will submit a list of students who have not fulfilled retention policies to the Associate Dean for Graduate Programs.  This will guide the ADGP in determining which students will be allowed to shift during the registration period.
   2. Students who are returning from a leave may also shift during the regular registration period.

4. Shifting from Thesis to Non-Thesis Tracks:
   1. Students must complete the shifting process during the load revision period of the term in which the shift is to be effective.  A shift to a non-thesis track done after the load revision period shall be deemed effective only in the next term.

5. While a request to shift is pending, the student should continue attending classes even if these are for a course not required in the student’s new program.  A request to shift is not a substitute for official withdrawal.  An enrolled student must accomplish a Load Revision Form to officially withdraw from classes.

6. The student should meet the qualifications needed to fulfill the desired program’s academic requirements, such as undergraduate or graduate pre-requisites or the minimum grades for specific major subjects that the student’s new department may require.

7. Upon approval of the shift to another program, the student will normally be registered on a probationary basis with some academic requirements.  It will therefore be practical for the student to confer with the Chair regarding the new program of study.  This may be done at the time the request is approved or shortly thereafter.

 
 
 
 
Procedures:
 
1.    The student consults with the Chair(s) of the department(s) concerned regarding the student’s plan to shift programs.  This will help the student arrive at a good decision based on the student’s abilities and interests.
2.    The student submits to the desired program’s Chair a written request for permission to shift together with the student’s latest grades and curriculum vitae.
3.    The student notifies the Chair of the student’s former home department upon obtaining the approval to shift to the desired program.
4.    The student accomplishes the Load Revision Form within the deadline set by the Office of the Registrar.

Load Revision:  Overloading

Definition:
 
The student wishes to enroll in more subject(s) beyond the prescribed required maximum graduate credit unit load of twelve (12) units during the regular semester.

Condition:
 
A student is allowed an overload of three (3) graduate credit units for the regular semester upon approval of the Chairperson.
 
Procedure:
 
The student accomplishes the Load Revision Form within the deadline set by the Office of the Registrar.
 
 
Leave of Absence

Definition:
 
The student wishes to temporarily separate from the Loyola Schools for non-academic and non-disciplinary reasons.

Conditions:
 

1. The student should be in good academic and disciplinary standing at the time when the request is made.
2. The student may not study or enroll in another school during the Leave of Absence.
3. If the student has not yet enrolled for a particular semester and wishes to take a Leave of Absence beginning that semester, the student must accomplish and submit the necessary documentation as soon as possible.
4. Submitting a form for Leave of Absence does not substitute for official withdrawal. The enrolled student must still accomplish a Load Revision Form to officially withdraw from classes.
5. A student who was unable to obtain the permission of the Chair before going on leave and wishes to re-enroll must also request for reinstatement into the degree program.  The student is advised to accomplish the Request Form for Reinstatement/Extension and obtain the approval of the Chair as soon as possible before registration.
    

Procedure:
 
 The student accomplishes the Leave of Absence Form available at the Office of the Registrar.
 
Reinstatement

Definition:
 
The student wishes to be reinstated at the Loyola Schools after having been unable to enroll for at least two consecutive semesters without an approved leave of absence.

Conditions:

1. The student should be in good academic and disciplinary standing at the time when the request is made.
2. The student can still complete his/her program within the prescribed time limit:  Five (5)years for Master of Arts and Master of Science programs and seven (7) years for Doctor of Philosophy programs.
3. The approval of the Chair has to be obtained as soon as possible before registration.
    

Procedures:

1. The student accomplishes three (3) copies of the Request Form for Reinstatement/ Extension.  This may be obtained from the Office of the Registrar.
2. The student obtains the endorsement of the Chair.
3. The student waits for the outcome of the request. 
    

 
Transfer of Credentials

Definition:
 
The student who voluntarily withdraws from the Loyola Schools wishes to transfer academic credentials to another institution.

Conditions:
 

1. A student is entitled to transfer credentials under the following circumstances:
   1. Dismissal is not due to disciplinary reasons, and
   2. Clearance from all offices within the Loyola Schools is obtained.
       
2. Withdrawal shall be effective as of the date the completed clearance and load revision forms are filed with the Office of the Registrar.

 
Procedures:

1. The student accomplishes the Application for Transfer Credentials/ Student’s Clearance Form available at the Office of the Registrar.
2. The student obtains the required signatures on the form.
3. The student submits the Transfer Credentials to the Office of the Registrar.
    

 
Cross Registration
 
Definition:
 
The student wishes to enroll in another school while being enrolled in a degree program at the Loyola Schools.

Conditions:
 

1. A student admitted to the Loyola Schools may not cross-register in another school without the prior permission of the concerned Department Chair and the Registrar and only after filing the Request to Cross Register Form.
2. The Chair must determine if the course/s to be cross-registered are required in the degree program.  The Chair may require a minimum grade or validating exam before a subject is validated as a Loyola Schools subject.  The student must find out the conditions for validation before proceeding with cross-registration.
3. The grade for the subject to be entered in the student’s official transcript may have to be validated by the Chair. 
4. The number of total transferred or cross-enrolled coursework units to be taken or credited must comply with the academic regulations on Transfer of Credits and Cross-Registration.
    

Procedures:
 

1. The student accomplishes four (4) copies of the Request to Cross-Register Form.  This may be obtained from the Office of the Registrar.
2. The student obtains the signatures of the Chair and the Registrar.
3. The student secures the signatures of the Registrar and Dean of the receiving school.
4. A copy of the accomplished forms is given to the Office of the Registrar and the Chair.
    

 
Validation of Courses for Transfer Students

Definition:
 
If a student is a transferee, subjects from the student’s previous graduate school may be validated by the Chair.  The Chair will indicate which courses, if any, will be recognized as having Loyola Schools equivalents.

Conditions:

1. Only units taken within three (3) years prior to the student’s first registration for the degree at the Loyola Schools may be credited.
2. The student must have these subjects credited within the first semester of study at the Loyola Schools.
3. The number of total transferred credits and cross-enrolled coursework units to be taken or credited must comply with the academic regulation on Transfer of Credits and Cross-Registration.  A maximum of one third of the total units of the student’s degree concentration may be validated by courses taken outside the Loyola Schools.
    

Procedures:
 

1. The student accomplishes three (3) copies of the Request Form for Transfer of Credits.  This may be obtained from the Office of the Registrar.
2. The student obtains the signatures of the Chair and the Registrar.
3. The Registrar and the Chair each receives one copy of the accomplished form.
    

 
Request for Extension / Extension and Reinstatement

Definition:
 
The student who has exceeded/is about to exceed the time limit for the degree requests for an extension of the time limit to complete the degree program. If the student has not been enrolled at the Loyola Schools for the past two semesters, the student must also apply for reinstatement.

Conditions:
 

1. The student should be in good academic and disciplinary standing at the time when the request is made.
2. The Chair assesses the possible extension of the student’s studies and – if the Chair decides that the student can proceed with the program -- determines the academic requirements that the student should fulfill to complete the degree.  The Chair may decide to advise the student to shift to another program.
3. After the Chair endorses the student’s request, the Dean’s approval has to be obtained.
4. The student is advised to file the Request for Reinstatement/Extension at least 2 weeks before registration. 
    

Procedures:
 

1. The student accomplishes three (3) copies of the Request Form for Reinstatement/Extension.  This may be obtained from the Office of the Registrar.
2. The student obtains the endorsement of the Chair.
3. The student waits for the outcome of the request and may follow-up with the Office of the Registrar one to two weeks later.