General Admission Policy
Admission to a PHINMA Education Network (PEN) school is open to all students who meet its requirements as written in its printed or published materials.
Entrance Credentials
Applicants for admission must submit upon enrollment, the following credentials:
a. New Students
i. College Freshmen
ii. Transferees
iii. Basic Education Transferees
iv. Cross-enrollees
v. Graduate Students
Admission to a PHINMA Education Network (PEN) school is open to all students who meet its requirements as written in its printed or published materials.
Entrance Credentials
Applicants for admission must submit upon enrollment, the following credentials:
a. New Students
i. College Freshmen
- Form 138 (Report Card)
- Certificate of good moral character from the Dean or Principal
- Photocopy of NSO Birth Certificate (NOTE: Form 137 will be requested by the Registrar from the School Principal)
ii. Transferees
- Certificate of Eligibility to Transfer (Honorable Dismissal)
- Certified true copy of complete academic records or informative copy of credits and grades previously taken, duly signed by the Registrar/Principal, or Transcript of Records
- Certificate of good moral character from the Dean or Principal
- Photocopy of NSO Birth Certificate
iii. Basic Education Transferees
- Form 138 upon enrollment
- Photocopy of NSO Birth Certificate (Note: Form 137 will be requested by the Registrar from the School Principal)
iv. Cross-enrollees
- Permit to cross-enroll from the school of origin or another school where simultaneously enrolled
v. Graduate Students
- Transcript of Records of a degree course with Special Order of graduation
- NSO birth Certificate or Marriage Certificate
b. Resident Students
c. Half Merit/Full Merit/Study-Now-Pay-Later Awardees (CHED) and other scholars
d. Foreign Students
Readmission of Former Students
Returning students will be admitted in the curriculum in effect at the time of his admission. Students seeking readmission should obtain a summary of grades from the Office of the Registrar for evaluation by the Dean. However, for a returning student who wants to finish his/her course but was originally enrolled in an already phased-out version of the curriculum, the following guidelines shall apply:
1. The student must follow the latest curriculum.
2. The Dean in charge of his course identifies the subjects from the old curriculum that may be credited.
3. The student must complete subjects in the latest curriculum.
- Checklist of subjects taken and passed and upon request, clearance from the business or accounting office
c. Half Merit/Full Merit/Study-Now-Pay-Later Awardees (CHED) and other scholars
- Certificate of entitlement; other applicable credentials as prescribed herein
d. Foreign Students
- Study permit (duly issued by the Bureau of Youth Affairs, Foreign Students and Foreign Schools, CHED upon presentation of student visa or immigrant visa)
- Alien Certificate of Registration
- Statement of Eligibility for Admission to a particular course in the Philippines
- Immigrant Certificate of Registration
- Certificate of Identity (from Embassy)
- Three (3) photocopies of passport and visa
- Three (3) photocopies of Alien Certificate of Alien Registration, issued by the Bureau of Immigration
- Other documents that may be prescribed
- Three (3) copies of recent 2”x2” photo
Readmission of Former Students
Returning students will be admitted in the curriculum in effect at the time of his admission. Students seeking readmission should obtain a summary of grades from the Office of the Registrar for evaluation by the Dean. However, for a returning student who wants to finish his/her course but was originally enrolled in an already phased-out version of the curriculum, the following guidelines shall apply:
1. The student must follow the latest curriculum.
2. The Dean in charge of his course identifies the subjects from the old curriculum that may be credited.
3. The student must complete subjects in the latest curriculum.
Admission of Transferees
Our school will only accept the following transferees:
- for board courses
- transferees who need at least three terms to finish their degrees, and
- transferees who meet the applicable year level retention standards of the course in which they plan to enrol
- for non-board courses
- Transferees who need at least two terms to finish their degrees, and
- Transferees who meet the applicable year level retention standards of the course in which they plan to enrol
The number of terms will be determined by the deans during the validation of subjects taken by the transferee in his current school. Summer terms are not included.
To meet the General Education requirements of PEN:
1. Transferees who have had 6 units of English in their previous school will be required to take English 3 and English 4.
2. Transferees taking up Bachelor in Elementary Education, Bachelor in Secondary Education, or any AB Degree, who have 9 units of English in their previous school will be required to take an English 3 validation exam. If they pass the exam, they will be required to take English 4 only. If they do not pass, they will be required to take English 3 and English 4.
3. Transferees who have had 3 units of IT will be required to take an IT 1 validation exam. If they pass the exam, they will be required to take IT 2 only. If they do not pass the exam, they will be required to take IT 1 and IT 2.
A transferee may decide when he will take the validation exam. He may also decide when he will enroll in any of the subjects mentioned above.
Enrollment Process for New Students
The following steps will be followed for enrollment of new students:
Registration Officer 1. Give enrollee a blank copy of the Student permanent Record (SPR) and ask him to fill it out.
Enrollee 2. Fill out the the SPR and submit it, along with other requirement, to the Registrar.
Registration Officer 3. Receive the SPR and requirements.
Registration Officer 4. Give the Temporary Registration Form (TRF) to the enrollee.
Student 5. Proceed to Cashier's Windows
Cashier 6. tag students with applicable scholarships.
Enrollee 7. Pay down payment at Cashier's window.
Registration Officer 8. Encode schedules and print the Official Registration Form (ORF).
Enrollee 9. Claim the Student ID and Student Handbook from the IT Department.
Student Load
Generally, the subject load must not exceed the load stated in the approved curriculum. However, a graduating student may be allowed additional subject-loads of not more than six (6) academic units in excess of the normal load prescribed in the curriculum for the last school term
Cross Enrollment
a. To Another School
Cross-enrollment by PEN students is discouraged and shall be subject to PEN policies, rules, and regulations. Particularly:
1. A PEN student may not cross-enroll a board subject.
2. At the discretion of the PEN School, a PEN student’s request for cross-enrollment of a non-board subject may be allowed in accordance with PEN’s academic policies and standards on retention, promotion, transfer and cross-enrollment.
Procedure for securing a permit to cross-enroll
Student 1. Write a letter starting the request and justification of the cross-enrollment.
Student 2. Submit the letter to the Dean.
Dean 3. Endorse the request
Student 4. Submit the letter and endorsement to the Office of the Registrar.
Registrar 5. Approve the request
b. From Another School
If a student of another school wishes to cross-enroll in a PEN School, he must present a cross-enrollment permit from his School’s Registrar. The permit should state the total number of units and the subjects that will be taken.
Shifting Courses
If the student wishes to shift courses before he has enrolled
Student 1. Fill out the Shifting Form from the Registrar's Office.
Student 2. Present the form to the current Dean of the department to which he belongs for approval.
Student 3. Submit the form to the department he wishes to transfer to for the Dean's signature.
Student 4. Bring the completed form to the Registrar's office upon enrollment.
If the student wishes to shift courses after he has enrolled
Student 1. Fill out a Shifting Form and Adding/Dropping Form from the Registrar’s Office.
Student 2. Present the Shifting Form to the current Dean of the department to which he belongs for approval.
Student 3. Submit both forms to the department he wishes to transfer to for the Dean’s signature.
Student 4. Present both forms to the Registrar’s Office for verification.
Student 5. Pay the corresponding fee to the Cashier.
Student 6. Present the form and official receipt to the Registrar’s Office for encoding and issuance of the adjusted registration form
Student 7. Present the adjusted registration form to the cashier for updating of payment and stamp.
Shifting is not allowed beyond the enrollment period. Acceptance of a student shifting will follow the same rules as the acceptance of a transferee.
For Board Courses
- course shifters who need at least three terms to finish their degrees, and
- course shifters who meet the applicable year level retention standards of the course in which they plan to enroll.
For Non-board Courses
- course shifters who need at least two terms to finish their degrees, and
- course shifters who meet the applicable year level retention standards of the course in which they plan to enroll
The number of terms will be determined by the deans during the validation of the subjects taken by the course shifter in his current course. Summer terms are not included.
Late Enrollment
Late enrollment starts on the 6th day of classes for old students and on the 2nd day of classes for new students. Enrollment ends on the last day of June for the first semester and on the last day of November for the second semester. A corresponding late enrollment fee will be charged for late enrollment.
Off-term Classes
If students request that a class be opened for a subject that is typically not offered in the semester (i.e., an off-term class), the following guidelines to process the request will apply:
1.Offering of off-term classes is subject to the approval of the COO.
2.The decision to offer off-term classes must be done before classes start.
3. Off-term classes will be offered only to students who have to catch up because they were delayed in terms of curriculum. Some valid reasons for a student to request for off-term classes are:
a.To retake a subject that she failed to pass.
b.To make up for the delay caused by curriculum changes made by the school.
c.To make up for the delay caused by a previous curriculum (in her previous school) not being in sync with our curriculum.
d.To graduate in the coming semester or school year if she is allowed to take off-term classes.
4.Off-term classes will not be offered to students who want to take subjects even before it is required of them to take it.
5.Minimum class size for off-term classes is 15 students. The COO has the prerogative to increase the minimum class size.
6.If the minimum class size is not met, the class will be dissolved unless the enrolled students agree to pay for the deficit.
Procedure for requesting off-term classes:
Students 1. Request for an off-term class from the Dean.
Dean 2. Evaluate the request based on the criteria for opening of a special class.
Dean 3.Forward the request to Accounting for special assessment computation.
Dean 4.Present to students if fees are acceptable in order to proceed.
Dean 5. Present to Registrar for review.
Registrar 6. Submit to COO for approval.
COO 7. Approve the request for off-term classes
Registrar 8. Open the subject.
Accounting 9. Set up the fees
Students 10. Enroll the requested off-term subject.
Accounting 1. Monitor the actual number of enrollees, and recompute if the actual number is lower than the approved number of students.
Enrollment of students in phased out programs
1.Secure permit from the Registrar's Office
2.Fill out the form and have it signed by the Program Head/Chairman and Dean
3.Submit form to the Registrar's Office for approval
4.Upon approval, pay the down payment and proceed with the enrollment procedure
When to stop offering subjects of recently phased out curriculum
Rationale: Students who have lagged behind in the completion of the curriculum due to the following circumstances:
1.Have not taken all the prescribed subjects in a semester due to reloading or due to other important reasons
2.Have repeated some prerequisite subjects for failing to meet the retention cut off grade of the course
3.Have stopped schooling for a semester or two
Guidelines:
a. An Engineering student who is following a recently phased out curriculum and is not able to take all the subjects prescribed by such curriculum is given three (3) years from the time the last regular batch of the phased-out curriculum has graduated, to complete all the subjects of that curriculum. Otherwise the student will have to follow the current curriculum.
Example: The last regular batch graduated on March 2013, so the student is given until March 2016 to complete all the subjects prescribed in that curriculum.
b. A Non-engineering student who is following a recently phased out curriculum and is not able to take all the subjects prescribed by such curriculum is given one (1) year from the time the last regular batch of the phased-out curriculum has graduated, to complete all the subjects of that curriculum.
Example: The last regular batch graduated on March 2013, so the student is given until March 2014 to complete all the subjects prescribed in that curriculum.
Adding/Dropping/Changing of Subjects
A student may, for valid reasons, totally withdraw from enrollment or drop certain subjects within two (2) weeks after the first day of classes. An application form for this purpose is available in the Registrar’s Office. The
Dean, Registrar, and Accountant must sign it. In case of total withdrawal, the student may notify in writing the teachers and school officials concerned if he is unable to come personally.
There are prescribed fees for dropping of subjects. However, there are no charges for changing and/or dropping of subject or schedule under the following circumstances:
a)error in the announced schedule,
b)dissolution of section or subject, and
c)a change in time schedule or subject by the school, and
d)when forced on the student by reason of other scholastic requirements.
Payment and refund of tuition and other fees shall be governed by the pertinent rules as stated in MORPHE of 2008 and the school’s finance manual.
The following procedure applies to adding/dropping/changing of subjects. Adding/dropping/changing of subjects can be done only from the start of classes until the last day of enrollment:
Student 1. Fill-out Adding/Dropping Form from the Registrar’s Office.
Student 2. Present the form to the Dean for approval and signature
Student 3. Present the form to the Registrar’s Office for verification
Student 4. Pay the corresponding fee to the cashier.
Student 5. Present the form and official receipt to the Registrar’s Office for encoding and issuance of the adjusted registration form.
Student 6.Present the adjusted registration form to the cashier for updating of payment and stamp.
The following procedure applies when a student drops all the subjects during the semester, given that the student will not transfer schools and has plans of coming back.
Student 1. Fill out a Total Dropping Form from the Registrar’s Office
Student 2. Present the form to the Dean for approval and signature
Student 3. Present the form to the Registrar’s Office for verification
Student 4.Pay the corresponding fee to the cashier.
Student 5. Present the form and official receipt to the Registrar’s Office for encoding and issuance of the adjusted registration form.
Student 6. Present the adjusted registration form to the cashier for updating of payment and stamp.
The following procedure applies when a student drops all the subjects during the semester, given that the student will not transfer schools and has plans of coming back.
Student 1.Fill out a Total Dropping Form from the Registrar’s Office
Student 2. Present the form to Guidance, Program Head, Dean,and CSDL for signature. Offices may interview and write down remarks on the form.
Student 3.Proceed to cashier for assessment of balance.
Student 4. Submit form to Registrar
Registrar 5. Update student records. Subjects enrolled in the current semester will be given a grade of DP, which is equivalent to a 0 in the computation of the GPA.
Student 6. Upon returning to school, balance of payment is waived (tuition, laboratory fees and miscellaneous fees only)
A student who drops out and does not go through this process will have the following consequences:
1. Subjects enrolled in the current semester will be given a grade of FA, which is equivalent to a 5 in the computation of the GPA.
2. Upon return, balance is to be paid in full.
The following procedure applies when a student withdraws from the school, that is, the student leaves the school and requests for transfer credentials.
Student 1. Fill out a Withdrawal Form from the Registrar’s Office.
Student 2. Present the form to Guidance, Program Head, Dean, and CSDL for signature. Offices may interview and write down remarks on the form.
Student 3. Proceed to cashier for payment of fees and processing and turnover of ID. If the student withdrew before the start of class, the school will refund down payment, except the registration and ID fee.
Student 4. Submit form to Registrar.
Registrar 5. Update student records. Subjects enrolled in the current semester will be given a grade of DP, which is equivalent to a 0 in the computation of the GPA.
Withdrawal of Credentials
Credentials submitted by first year college students may be withdrawn if withdrawal of enrollment is made within 2 weeks after the start of classes.
Note: Other cases concerning enrollment, which are not covered by the foregoing rules, shall be treated in accordance with the rules and regulations of PEN and CHEd and DepEd.
Delayed Term Examination
Students shall take the term examination as scheduled. However for unavoidable circumstances, a student may take a delayed examination. The following guidelines shall apply to delayed term examination:
1.Delayed Term Examination will have to be administered the week following the scheduled Term Exam.
2.Students are informed by faculty of the date, time and venue of delayed examination thru announcements in the college bulletin board.
3.Only one (1) delayed examination shall be given. Students not taking the delayed examination shall get a grade of zero for the term exam.
4.Faculty members shall immediately compute the term grade after checking the answer sheets of the students taking the delayed
examinations.
Grading System
From Academics Memo 2011-08, we follow three grading systems. Each subject chooses what system to follow.
PS-50: Conversion table for subjects with a passing score of 50%
PS-60: Conversion table for subjects with a passing score of 60%
PS-70: Conversion table for subjects with a passing score of 70%
The Grade Point Average (GPA)
The PEN Schools follow a 10-point GPA system:
The PEN Schools follow a 10-point GPA system:
The GPA is computed by obtaining the weighted average of the grades of each subject, up to decimal places rounded up.
The following non-numeric grades may also be given (AM 2013-03):
- INC – Incomplete Grade. A student fails to take a final examination or submit an academic requirement for completion of a subject and his scholastic performance is not sufficient to merit a final passing grade or a student who will get a passing final grade in a board-preparation subject, but failed to pass the final examination.
- NC – No Credit. A first year College student will get a final grade of 5.00 in a first year subject or a student who fails to convert an Incomplete (INC) grade into a passing grade. Equivalent to a 0 in the computation of the GPA.
- FA – Failure due to absences. A student has incurred absences of more than 20% of the total number of class meetings. Equivalent to a 5.00 in the computation of the GPA.
- DP – Dropped with Permission. A student has dropped the subjects following the required procedure for dropping of subjects.
- GW – Grades withheld. A student has an outstanding balance with the school.
Procedure on completion of grades
1.Proceed to the Registrar’s Office to fill-out form and for verification.
2.Pay the corresponding fee to the cashier.
3.Present the form to the faculty member for the completion of grade.
4.Faculty member submits the completed form to the Dean’s
Office.
5.Dean signs the completion form.
6.Dean submits copy to the Registrar.
Note: Other cases concerning enrollment which are not covered by the foregoing rules shall be treated in accordance with the rules and regulations of the school and the Regional Office, Commission on Higher Education.
Final examination as requirement for passing board subjects and board preparation subjects
Part of passing a board subject or a board preparation subject is passing its final examination. Thus, a student who gets a passing final grade based on the final grade formula despite getting a failing grade in the final examination will get a grade of Incomplete (INC) in the subject. As early as the next semester, the student may change his INC grade to a passing grade by retaking and passing the final examination. The passing grade that the student gets in his retake of the final examination will be used to compute his final grade in the subject. His previous failing grade in the said final exam will be disregarded.
INC completion for Board Programs
1.A student enrolled in a Board course should not obtain more than two (2) INCs in one semester.
2.A student obtaining more than two (2) INCs and has a failing grade in one of her subjects in a semester is automatically disqualified to continue his/her course and should be advised to shift to other courses.
3.A student obtaining an INC in the semester prior to graduation must complete his/her deficiency within one month after the last day of Final Examination of the preceding semester.
4.A student may not be allowed to enter the last year of his/her course if he/she has an INC in any of the board subjects.
INC (Incomplete) completion for Freshmen – from First Semester to Second Semester
Freshmen students who have INC (Incomplete) in their First Semester subjects cannot enroll in the requisite subjects in the Second Semester unless the INCs are complied.
However, considering the time constraints between closing of the First Semester and opening of the Second Semester, students are given the chance to enroll in the requisite subjects on the following conditions:
a.That the INCs will be complied within a month from the first day of classes.
b.The requisite subjects enrolled will be dropped if the student failed to comply the INCs within the prescribed period.
c.A student will have to fill out the form for conditional enrollment of requisite subjects before enlistment.
Dean’s List
A student in the Dean’s List should have a GPA of at least 1.75, with no grade lower than 2.00. The Registrar releases the Dean’s List every semester and provides a copy to the CSDL.
On-The-Job Training
The student should have passed all the required subjects before taking the OJT subjects. No student should be allowed to take OJT subjects with other subjects if prescribed by its CMO. Subjects with “Incomplete” remarks should be complied with before allowing a student to undergo OJT.
Graduation
A student who completed the academic and non-academic requirement of his/her course may apply for graduation during the last term of attendance.
Graduation: Identification of Candidates for Graduation
1. Application for Graduation: Starts on the last semester during advising at the Dean’s Office. Deadline is on September 30 (1st Semester), February 28 (2nd semester) and May 15 (Summer). table for graduating students during enrollment; registrar to check on the admission requirements and inform the departments of graduating students who lack credentials by July of 1st Semester.
2. Schedule of activities prior to Graduation
TRANSACTION STANDARDS
Official Transcript of Records, Form 137, and Diploma
A. For records before PEN SMS
Upon receipt of the accomplished clearance form with the official receipt attached, the requesting individual must present two (2) valid IDs. If the person is just a representative, he must present the following requirements:
Authorization letter signed by the owner of the documents or notarized Special Power of Attorney (SPA). The authorization letter should contain:
- Authorization letter signed by the owner of the documents or notarized Special Power of Attorney (SPA). The authorization letter should contain:
o The name of the representative and the relationship to the owner of the record.
o The document being requested, the number of copies and the purpose for the documents sought. An authorization is valid only for a specific request.
- Photocopy of two (2) valid IDs of the owner
Valid Identification Cards are as follows:
- Company ID
- School ID
- SSS/GSIS
- PRC
- Passport
- Driver’s License
- Voter’s ID
- Postal ID
- Senior Citizen
- PEN School Alumni ID/Card
Upon presentation of required documents, the following data will be logged by the receiving clerk:
- Student Name
- Contact Number
- Document Requested
- Claim Date
Claim stub shall be issued to the requesting person with the following information:
- Student Name
- Course
- Document Requested
- Date of Release
- Name and signature of the receiving clerk
The records will be checked from the record section the following day from receipt of the request. The documents will be released seven (7) days from date of receipt of request. For Diplomas, the Dean of the respective departments will sign the Diploma. In case of record deficiencies, the number of days for release of documents will vary depending upon the complexity of the deficiency. The student or representative will be informed accordingly.
B. For records under PEN SMS and thereafter
The same procedure in part A shall apply. However, this time, the document will be released one (1) day from the date of receipt of request. In case of record deficiencies, the number of days for release of documents will vary depending upon the complexity of the deficiency. The student or representative will be informed accordingly.
Certifications
This is applicable with the following certifications:
- Certification of Grades
- Certification of Graduate
- Certification of Units Earned
- Certification of Enrollment
- Certification of Enrolled Semesters
- Certificate of English Proficiency/ as Medium of Instruction
- Certificate of Honors
The procedures in part A shall apply. The document will be released one (1) day from the date of receipt of request.
Authentication
The procedures in part A shall apply. The original documents must be presented together with the photocopy/s to be authenticated. The document will be released one (1) day from the date of receipt of request.
Grade Reports
This is available only to grades found in the AIMS. Upon presentation of two (2) valid IDs and Official Receipt, the report will be generated from the system and will be released to the student one (1) day from the date of receipt of request. If the person is just a representative, he must present the following requirements:
- Authorization letter signed by the owner of the documents or notarized Special Power of Attorney (SPA). The authorization letter should contain:
o The name of the representative and the relationship to the owner of the record.
o The document being requested, the number of copies and the purpose for the documents sought. An authorization is valid only for a specific request.
- Photocopy of two (2) valid IDs of the owner
Notes: For Special Cases where record deficiencies are complex and unusual and the office cannot issue documents immediately based on the standards, the processing time will vary from 7 days to a maximum of 30 days from the date of receipt of request. The following rules and procedures shall apply:
a.Evaluation of school records.
b.Consultation and discussion with deans and heads.
c.Seeking the opinion from the authorities such as CHED, DepEd, TESDA, Civil Service and others, if necessary.
d.Student and representative will be informed of status every 5 working days and as often as necessary.
e.For request and release of documents, the rules and procedures in part A shall apply.