The University Registrar’s Office

The university registry office provides timely and reliable service. The Transcript of Records of graduating students is issued during the Graduation Rites together with the Diplomas. This allows the graduate to facilitate his/her bid for a slot in the discipline that she/he completed. All document requests are done immediately, delighting those who request for pertinent documents. These services are over and beyond the timely requirements for essential preparations before the enrollment period..

Rules of Registration

The start of the university’s partnership with the student commences the moment the latter decides to be a Paulinian. During this phase, the applicant has to undergo the admission procedure and comply with the admission requirements and criteria set by the University. 

For the complete list of admission requirements and procedure, please refer to the Center for Admissions and Linkages.

Enrollment must be done within the scheduled days for enrollment in accordance with pertinent procedures and subject to the following rules:

1. The enrollment is for the entire semester;

2. After enrollment, the student is discouraged from transferring into another school;

3. For valid reasons, the student may be allowed to transfer provided the consent of the school is obtained;

4. No student shall be accepted for enrollment unless he/she presents the proper school credentials on or before the last day of late enrollment for the semester;

5. A student is deemed officially enrolled after he/she has submitted the appropriate admission/transfer credentials; made an initial payment of his tuition and other fees and is allowed to attend classes by this institution.

6. For purposes of enrollment, the name and other personal data or circumstances of the student as indicated in his/her birth certificate (or alien certificate of registration for foreign students) shall prevail.

FOR COMPLETE DETAILS ON REGISTRATION/ENROLMENT OF NEW AND TRANSFER STUDENTS, PLEASE READ FURTHER BELOW.

Note on Enrollment Procedure

Subjects listed in the program curriculum are blocked for the entire number of semesters of each program. Class schedules are prepared on this basis.  Students are assigned to their respective blocks upon enrollment. No student may request for a change in any class schedule within his/her assigned block for purposes of comfort/convenience.

Payment Policies

Payment of tuition and other school fees may be done in full upon registration or on installment basis. The student may be charged all the school fees in full if he/she withdraws or drops anytime after the second week of classes.

On the Refund of Fees

A student who transfers or withdraws, in writing, within two (2) weeks after the beginning of classes, and who has already paid the pertinent tuition and other school fees in full or for any length longer than one month, may be charged 25% of the total amount due for the semester if he/she withdraws within the 1st week of classes; 50% will be charged if he/she withdraws within the 2nd week of classes regardless of whether he/she has actually attended classes.  The student will be charged in full if withdrawal is done after the 2nd week of classes. However, if the withdrawal is due to a justifiable reason, the student will be charged the pertinent fees only up to and including the last month of attendance (cf. Manual of Regulations for Private Higher Education, 2008)

Payment of Fees

All financial matters are settled at the Finance office

Initial Enrolment (for Higher Education)

Initial enrollment is a system of determining the number of students who intend to enroll in specific courses in the following semester.  It is necessary to forecast the actual number of classes and the required number of teachers for the following semester. It is important for students to undergo initial enrollment in order for the Administration to make available the necessary human and material resources. 

Late Enrollment

Students may be allowed to enroll after the period of enrollment has lapsed but it should be not more than 2 weeks after the opening of classes. Students are expected to pay their fees not later than the 2nd week of classes or after the school opening.

Cross-enrollment Policies (for Higher Education)

Cross-enrollment is discouraged and may be allowed only under the following circumstances:

  • When the desired courses are not offered in the school during the semester;
  • When the courses are offered, but the schedule conflict with the requesting student’s enrollment 

cf. Manual of Regulations for Private Higher Education, 2008

Students may cross-enroll only in any member of the St.Paul University System (SPUS) or in other CHED-recognized college or university.

Cross-enrollment should have the approval of the Vice President for Academics and the written permit by the Registrar.

Academic Policies

SPUQC considers the applications from all graduates from K to 12 Basic Education program recognized by Department of Education and shall have met all the prescribed entrance requirements of the program.
International students applying for college admission shall be required to meet the entrance requirements prescribed by the program; provided that their former school is an institution recognized by the Commission on Higher Education Department.  
A Filipino citizen who graduated from a Senior High School abroad must satisfy the same requirements prescribed to international students.
International students may be admitted provided they pass the English Proficiency Test (EPT) in addition to the admission test or enroll in an English Proficiency Class if he/she fails the EPT and provided further, that any deficiency is corrected during their initial term within the university.

NEW STUDENTS

New students are fresh graduate from a Senior High School duly recognized by the Department of Education.  Students who are applying to enroll shall be subjected to the standards set by the University. An applicant shall meet the following criteria:

  1. Satisfactory mark in the entrance exam;
  2. A general average of at least 80%;
  3. Conduct grade not lower than 85%; and
  4. Satisfactory performance in the admissions interview.

Notes:

  1. Passing the written entrance examination does not ensure automatic acceptance.
  2. A student who gets conditional mark or does not reach the cut-off mark in the entrance examination may be accepted if he/she meets all the other requirements but he/she will be placed on probation for one (1) term.
  3. For BS Nursing Program applicant, general average must be at least 83% with no grade below 80% in any subject.
  4. For BS Accountancy Program applicant, general average must be at least 85% with no grade below 80% in any subject.
  5. For BS HRM and Tourism Management Program applicant, he/she must present a medical record of Hepa-B screening.
  6. For a student born abroad, he/she must present a Philippine Passport and/or Philippine Recognition Certificate.

TRANSFER-IN STUDENTS:

Guidelines:

  1. Transfer-in are students who have officially enrolled in any degree or certificate program in other colleges, universities or vocational schools after Senior High School.
  2. Courses taken from other schools/colleges/universities may be credited by SPUQC, provided that the final grade is at least 80%.  Upon acceptance to the program, the Program Chair and the College Dean will determine the accreditation of units or courses taken from the previous school.  For BS Nursing applicant, only courses with final grade of at least 83% shall be credited.
  3. As a requirement for admission, transfer applicant must pass the entrance examination, physical examination and interview.  For BS Nursing applicants, they must also pass the Nursing Qualifying exam.
  4. Transferee must submit the following to the Dean’s Office where the program of choice is offered:
  1. Certificate of Good Moral Character from the Dean/Principal or Guidance Counselor of the school of origin;
  2. Certified True Copy of Transcript of Records;
  3. Certificate of Transfer Eligibility;
  4. The decision on the final status of the applicant is made by the College Dean.
  5.  Upon acceptance in the preferred program, the transferee must submit the original copy of transfer credentials to the Office of the Registrar.  
  6. For students who studied abroad, copy of Transcript of Records must be authenticated by the Philippine Foreign Service Post in the student applicant’s country of origin or legal residence.

Note:  

Students who are applying to transfer shall be subjected to the standards set by the University.  A student from another school/college/university who wishes to transfer to SPUQC must meet the following criteria:

  1. No grade below 80%;
  2. The transfer applicant is previously enrolled in only one school in his/her entire freshman year;
  3. The transfer applicant has not been subjected to a disciplinary action in the school or college/university of origin; and
  4. The transfer applicant meets the requirements for residency in the University.

New Students & Transferees with Pre-enrollment

  1. Proceed to the Center for Admissions and Linkages to secure the envelope and the student’s General Information Sheet.
  2. Proceed to the Office of the Registrar to get the Order of Payment Slip (OPS).  The Records Officer will require the student to submit to the following:
    1. Original copy of the Learners’ Progress Report (formerly known as F138 or Report Card)
    2. Receipt of reservation
    3. other specified requirements for New Students & Transferees
  3. Present the OPS to the Finance Office and pay the corresponding tuition and other fees.  The Finance Office will issue the official receipt and the Official Registration Form (ORF).  Only those who paid in full or the initial down payment will be given the ORF.
  4. For bank payment, submit the OPS and deposit slip to the Finance Office for the issuance of official receipt and ORF to make the enrollment official.
  5. Proceed to the University Bookstore for the official school uniform.
  6. Proceed to the ICT office for I.D. picture taking.
  7. Present the Official Registration Form to the instructor/professor on the first day of classes.  Students without ORF will not be allowed to attend classes.

Old Continuing Students with initial enrollment

  1. Proceed to the Registrar’s Office to get the Order of Payment Slip (OPS).  The Records Officer will require the student to present his/her Finals Permit of the previous term before the OPS will be issued.
  2. Present the OPS to Finance Office and pay the initial down payment of the tuition fee.  The Finance office will issue the Official Receipt and the Official Registration Form (ORF).  Only those who paid in full or the initial down payment will be given the ORF.
  3. For bank payment, submit the OPS and deposit slip to the Finance Office for the issuance of the official receipt and ORF to make the enrollment official.
  4. Present the Official Registration Form to the instructor/professor on the first day of classes.  Students without ORF will not be allowed to attend classes.

Old Continuing Students without initial enrollment

  1. Proceed to the AVR2 or designated area to get the subject loading form.  
  2. Using the Registration System, select your preferred class schedule based on the courses indicated in the subject loading form.
  3. Have the enlisted courses checked and validated by the Officer In-charge.
  4. Present the Finals Permit of the previous term to get the Order of Payment Slip (OPS) as required by the Officer-in-charge.
  5. Present the OPS to Finance Office and pay the pre enrollment fee.  The Finance office will issue the Official Receipt and the Official Registration Form (ORF).  Only those who paid in full or the pre enrollment fee shall be issued an ORF.
  6. For bank payment, student submits the OPS and deposit slip to the Finance Office for the issuance of the official receipt and ORF to make the enrollment official.
  7. Present the Official Registration Form to the instructor/professor on the first day of classes.  Students without ORF will not be allowed to attend classes.

PRE-ENROLLMENT

Pre enrollment is a system of determining the number of students who intend to enroll in specific courses in the following term.  

It is necessary to forecast the actual number of classes and the required number of teachers for the following term. It is important for students to undergo initial enrollment in order that administration can make available the necessary human and material resources.  

Students who undergo enrollment are given priority in choosing their preferred block or schedule. However, if a student did not enroll during the prescribed enrollment period, he/she waives his/her right to be assigned in his/her preferred block or schedule. He/she will follow the enrollment procedure for old continuing students without initial enrollment.

Procedure:

  1. Go to the respective Program Chair (PC) for the academic evaluation.
  2. Discuss with PC the set of courses to take for the following term.  The academic evaluation form is approved by the Program Chair, and forwarded to the Office of the Registrar.
  3. On the date of pre enrolment, present your school ID to the Records Officer (RO) to verify whether the Registrar has received the list of subject load.
  4. Proceed to the Finance Office to pay the corresponding pre enrolment fee.
  5. Present official receipt to the Registrar’s Office to confirm pre enrolment .  The RO will enlist the student in his/her preferred block/section. 

THIS SECTION IS FOR FOREIGN STUDENTS WISHING TO ENROLL IN SPUQC:

International applicants are non-Philippine passport holder who wish to enroll in the University.  

International applicants are subject to the requirements of either new students or transferees, in addition to the requisite visas and study permits from the Bureau of Immigration and the Department of Foreign Affairs (Registrars’ Guidebook-CEAP, 2009).  

As a requirement for admission, applicant must have a satisfactory result in the entrance, English proficiency and physical examination and interview.

International students must submit the following to the Office of the Registrar:

  1. Notarized affidavit of support including bank statements or notarized notice of grant for institutional scholars to cover expenses for the student’s accommodation and subsistence, as well as school dues and other incidental expenses.
  2. Scholastic records authenticated by the Philippine Foreign Service Post located in the student applicant’s country of origin or legal residence.
  3. Photocopy of data page of the student’s passport showing the date and place of birth certificate or its equivalent duly authenticated by the Philippine Foreign Service Post
  4. Original and photocopy of Birth Certificate
  5. Valid tourist visa and Alien Certificate of Registration (ACR)  I-Card
  6. Accomplished Application Form and Personal Data Sheet

Documentary requirements for conversion of Student Visa

  1. Joint letter request addressed to the Commissioner from the authorized representative of the petitioning school and applicant, using the school letterhead with dry seal;
  2. Duly accomplished Consolidated General Application Form for Student Visa and Special Study Permit
  3. Photocopy of passport pages bearing the bio-page, latest admission with valid authorized stay and Bureau of Quarantine (BOQ) stamp;
  4. Notice of Acceptance of the applicant bearing a clear impression of the school’s official dry seal;
  5. Endorsement addressed to the Commissioner from the school for the conversion of the applicant’s status, signed by the School Registrar;
  6. Commission on Higher Education Department endorsement for transfer and shifting of course, if applicable;
  7. National Bureau of Investigation (NBI) Clearance, if application is filed six (6) months or more from the date of first arrival in the Philippines;
  8. Photocopy of BI school accreditation ID of the registrar or school representative; and
  9. BI Clearance Certificate

Note:

International students are assisted by the University essential to completion of documents necessitating government notation and approval.

 

The following international students shall be exempted from securing Student Visa or Student Study Permit (Immigration Memorandum Circular No. SBM-2015-007, Article IV – Exemptions and Restrictions):

Tertiary enrollment in Philippine schools of the spouses and unmarried dependent children below twenty-one (21) years old of:

  1. a permanent foreign resident (with PRV – Permanent Resident Visa)
  2. Foreign nationals with valid working visas under Sections:
    • 9(g) Pre-arranged Employment (Working/Missionary Visa)
    • 47(a)(2) Exchange fellow or scholar by an international organization.

Request for Records

The following procedure applies to Higher Education students:

In case of transfer of a student to another institution, the admitting Higher Education Institution (HEI) shall, upon request of the transfer credentials, request in writing for the complete school records or transcript of record of the student.  SPUQC shall forward the records directly to the admitting institution within thirty days upon receipt of the request.

The school record shall not be given to the transferring student unless authorized in writing by the admitting institution.

Transfer credentials shall be transferred by SPUQC only once to the admitting institution.

SPUQC shall withhold the transfer credentials of any student who has an outstanding financial and/or property obligations to the school, or who is under penalty of suspension or expulsion.  The transfer credentials shall be releases only upon settlement of the obligation, or after the penalty or suspension is served or expulsion lifted.

(From the Manual of Regulation for Private Schools, 2008)

Transfer

The following procedure applies to Higher Education only:

Transferees from SPUQC should apply for an Honoable Dismissal (HD) at the Registrar’s Office.  The issuance of Transcript of Records is a school-to-school arrangement.  A certification of grades endorsed by the Program Chair and Dean and approved by the Vice President for Academics shall be issued to undergraduates for evaluation purposes a week after the applicant’s request.  

A student who has been granted an Honorable Dismissal may not be re-admitted to SPUQC. 

A student who leaves the school without completing the academic requirements in any subject automatically receives a grade of 5.0 (Failed) in the said subject. 

Procedure for Securing Transfer Credentials

The following applies to Higher Education students only:

1. Present the request for transfer credentials from the admitting school to the Registrar and secure application form for the Transfer Credential.

2. Seek endorsement from Program Chair and approval from the Dean.

3. Present completed form to all offices concerned for clearance.

4. Present form to the cashier for payment of pertinent fees.

5. Submit to the Registrar the application form with the attached letter of request from the admitting school together with a letter envelop addressed to the Registrar of the admitting school.

6. The transfer credentials shall be released directly to the Admitting school; or may be given to the student upon presentation of a letter of authorization from the Registrar of the admitting school.

SPUQC Records Officers@Registrar’s Office

Below is the updated list of assignments per records officer for your reference. 

1. ANNA MARIE  P. DUMLAO 

 Bachelor of Science in Tourism Management,  Bachelor of Science in Information Technology, Master in Business Administration, Master of Arts in  Psychology, Teacher Certificate Program, Center for Career Development, Grade 1 and Grade 6

2.  ARIANE B. CHUAQUICO

Bachelor of Science in Accountancy, Bachelor of  Science in Business Administration major in Management Accounting, Junior High School and Senior High School

3.  JOCELYN B. PEREZ

Bachelor of Science in Psychology, Bachelor of Science in Nursing, Bachelor of Science in Biology, Bachelor of Arts major in Religious Education, Bachelor of Secondary Education major in English, Bachelor of Art in Communication, Early Childhood Education, Kinder, Grade 2 and Grade 3

4.  CATHERINE G. CAOLE

Bachelor of Science in Business Administration major in Human Resource Development Management, Bachelor of Science in Business Administration major in Marketing Management, Bachelor of Science in Entrepreneurship, Bachelor of Science in Hotel and Restaurant Management, Grade 4 and Grade 5

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