UPOU Office of the University Registrar
Frequently Asked Questions (FAQs)
What is the AIMS Student Portal?
The Academic Information Management System (AIMS) is the online platform used for student academic transactions, including:
- Online enrollment (ORS)
- Viewing grades
- Requesting documents
- Updating contact information
- Other academic services
AIMS is different from MyPortal, which is used for accessing courses.
Use your student number as your username and your nominated password to log in. If you have forgotten your password, you may reset it using the portal’s password recovery feature.
You may reset your password through the Student Portal by selecting:
- Request for Password (for first-time users), or
- Forgot Password
A system-generated password or activation link will be sent to your registered email.
Newly enrolled students will receive their UP email credentials before the start of classes. For assistance, contact: [email protected]
UP email accounts are deactivated for students who are:
- Graduates
- AWOL (Absent Without Leave)
- Honorably dismissed
Only the following students are eligible to enroll at UPOU:
- Newly admitted students
- Continuing students
- Cross-enrollee with approved application to cross-enroll
- Non-degree student with approved application
For details on enrollment procedures, please visit the Enrollment page
A UP student should have only one student number throughout their stay at the University. The first issued student number is considered the official student number. Please contact OUR immediately so that the error can be corrected.
Only the following students can access ORS:
- Continuing students
- Newly admitted students
- Readmitted students
- Returning students with approved Leave of Absence (LOA)
- Cross enrollee with an approved application
· Approved non-degree student
For available payment methods and procedures, visit:
Students who have reached MRR
- AWOL students
- Provisional students who have reached the one-year limit
Contact details such as address, phone number, and email can be updated directly in the Student Portal.
Changes to personal information (e.g., name, birthday, gender) require submitting a Request for Change of Information along with the required supporting documents.
Upload your proof of payment in the Online Registration System (ORS) via the Student Portal, and wait for the enrollment confirmation notification
Once your enrollment is confirmed, you can no longer modify your courses online. To make changes, you must submit an online application for Change of Matriculation through the Student Portal.
Please proceed with payment only when the status in your Student Portal shows “Approved.” For detailed steps, refer to the specific remarks in your Student Portal account.
Your status may appear as “Paying” if your Free Tuition (FT) eligibility has expired or is not applicable for the current term. To verify this, please check the FT tab in your Student Portal, where your eligibility period is shown.
If you believe there is an error, please contact your Faculty of Study (FOS) for assistance, as they may not be able to update your records directly.
If you are a scholarship grantee and it is not reflected in your ORS account, your records may not have been updated by the Scholarship Office. In this case, please email [email protected] or [email protected] before proceeding with registration.
Residency enrollment applies to students who:
- Have completed coursework but are working on thesis/dissertation
- Need to remove grades such as EXT or 4.0
Yes, your ORS account may still be reset by the OUR to allow course modifications. To request this, please email [email protected]
Yes, you may pay using a credit card, debit card, or ATM, but only through the UPOU payment gateway after requesting a transaction link.
To request a transaction link, please complete the Google Form below:
https://docs.google.com/forms/d/e/1FAIpQLSc7u8wkj2ilU_CnMvcBozHLRqKC8vr8kcpNZIseP3WsXzV1lg/viewform
An approved readmission is valid only for the term in which it was granted. If you did not enroll during that term, you must apply for readmission again for the next term in order to enroll.
For undergraduate students, the regular load is 12 units, while for graduate students, it is 6 units. If you wish to take more than the regular load, you must submit an overload application through your Student Portal. Please wait for your application to be approved before proceeding with enrollment.
Yes, you can continue, provided that you have not reached the Maximum Residency Requirement (MRR) for your program and have not applied for a University Clearance. To resume your studies, you must submit an online application for readmission through your Student Portal account.
Please note that your readmission application is subject to approval by your Faculty of Study (FOS).
Dissertation courses consist of 12 units, while thesis courses consist of 6 units. These courses are enrolled in only once until all requirements are completed.
If you have not yet completed the course, you are advised to enroll only in a residency for each term until all course requirements are fulfilled.
Graduate students may enroll in fewer units without submitting an online underload application. However, undergraduate students (ASIDT, AADE, ASIT, AA, AADDA, BAMS, and BES) must submit an online application for underload through the Student Portal if they wish to take fewer than the regular load of 12 units. Please note that students aiming for Latin Honors are required to enroll in the prescribed load per term and may not take fewer units
Students wishing to cross-register should complete the Google Form (https://docs.google.com/forms/d/e/1FAIpQLSdsR8luMP70UKyYb-l0buLv9tTA8hWxwH3LZYBPqHOuM5xxMQ/closedform) at least one month before the start of the registration period. For updates on course offerings each term, refer to UPOU Course Offerings, and for information on the registration period, see the UPOU Academic Calendar
You can access the ORS by logging in to the Student Portal at https://our.upou.edu.ph/student using your student number (2000-xxxxx) as your username. If you have forgotten your password, click “Forgot Password” to have a new password sent to your official email address. If you do not have this information, please email [email protected] for assistance.
You can apply as a non-degree student by following the procedures outlined at this link: Enrollment Procedure for Non-Degree Students
Please note that changes made in the Student Portal are not automatically reflected in MyPortal. The ICTDO Team must update their system first before the changes become visible. If your courses do not appear within 1-2 days, please contact the ICTDO Support Team at [email protected] for assistance.
For instructions on how to apply for a student ID and validation stickers, please visit: Application and Issuance of Student ID
Yes. The AIMS Student Portal is used to manage enrollment, submit online applications, update personal information, and view completed courses with final grades and units earned. MyPortal is the learning platform where you can access your current course sites, view your course schedule, communicate with classmates and faculty, and submit assignments.
No, you may enroll in only one term per program, based on your program’s schedule. If your program follows a semestral schedule, your Online Registration System (ORS) will only be available during that period.
However, enrollment in both semestral and trimestral terms may be allowed only with your Program Chair’s approval, particularly if you are permitted to take courses offered on a different schedule.
All undergraduate programs, including ASIDT, AA, ASIT, AADDA, AADE, BAMS, and BES, as well as MDE, GCE, and PTC, are offered during the Trimestral schedule. All other programs follow the Semestral schedule.
No. You must wait for your application to be processed. Your ORS account will not allow enrollment while an overloading or underloading application is still pending.
A validation sticker confirms that a student is officially enrolled at UPOU for a specific academic term. Only currently enrolled students may request one.
To request a refund, complete the Refund Request Form and submit it as soon as possible. Refund requests must be filed within the deadline: for semestral programs, on or before one month after the start of classes; for trimestral programs, on or before three weeks after the start of classes. Requests submitted after the deadline will no longer be accommodated.
The ID processing fee is ₱130, and the mailing fee is ₱230.
The processing of the student ID takes 6–8 weeks from the time your application is received through the Google Form: Apply Here
No. The ID processing fee is already included in your registration payment. You only need to pay the mailing fee of ₱230 if you want the ID sent to your preferred address.
The fee is ₱1,000.00 per unit. For a sample computation of the total matriculation fee per term, please refer to: https://registrar.upou.edu.ph/sample-assessment-of-fees/
No. You may only enroll in courses within your approved curriculum or plan of study. If you wish to take courses outside your program, you must obtain approval from your Program Chair prior to enrollment. Failure to secure approval may result in the course not being credited or in your being required to withdraw from it.
You are advised to seek academic advice from your Program Chair to check for possible alternative courses. If none are available, you may apply for a Leave of Absence (LOA) to avoid being tagged as AWOL.
Yes, you may still enroll. However, make sure that the courses you choose have no prerequisites. If you are unsure which courses to take, you may consult your Program Chair (PC) for guidance.
Change of Matriculation refers to the addition, cancellation, or modification of courses after a student has officially registered. This process is done online through the Student Portal.
Yes, there is a deadline for filing: for semestral programs, it must be completed within one month after the start of classes; for trimestral programs, within three weeks after the start of classes. Requests filed beyond these periods will no longer be accepted.
No. Refund requests must be filed within the prescribed deadlines and are subject to eligibility requirements. For the semestral schedule, requests must be submitted within one month of the start of classes; for the trimestral schedule, within three weeks of the start of classes. Requests filed beyond these periods will no longer be accommodated.
Students with pending underload or overload applications may still be accommodated through late enrollment. In such cases, you will be assisted with manual enrollment. Please email [email protected] for assistance.
You may request late enrollment, which will be processed manually. To do this, send an email to your Program Chair (PC) and copy [email protected], explaining your reason for late enrollment. Approval is subject to the validity of your reason. If approved, the Registration Unit will provide instructions for manual enrollment. If not approved, you are advised to consult your Program Chair for academic advice on your next steps.
Manual enrollment is an alternative process used when the Online Registration System (ORS) is closed. Since students can no longer enroll online, the OUR facilitates enrollment manually. To proceed, you must first obtain approval for late enrollment from your Program Chair (PC) or Faculty of Study (FOS). Once approved, you may email [email protected] to assist with your manual enrollment.
No. Full payment of the matriculation fee is required to confirm your enrollment. Without full payment, your enrollment cannot be processed.
If you are officially enrolled, you should submit an online application for Change of Matriculation through your Student Portal. The application will be reviewed and approved by your Program Chair, Faculty Secretary, and Dean. You can track the status of your application directly in your Student Portal account.
No. Only students who withdraw their enrollment before the refund filing deadline are eligible for a refund. Dropping a course or applying for LOA does not qualify for a refund.
You may apply for a Leave of Absence (LOA), provided that your status is not AWOL. The LOA application can be submitted online through your Student Portal.
If the ORS icon is inactive, it means the registration period has not yet started. Please check the UPOU Academic Calendar for the start date of the registration period: Academic Calendar.
Free Tuition is a privilege available only to undergraduate students who meet certain eligibility conditions. For more details, please visit: Free Tuition Information
Make sure to access the Online Registration System (ORS) during your scheduled registration period to complete your enrollment. If you are unsure which courses to take, seek academic advice from your Program Chair (PC).
Students with provisional status are given 1 year to submit a valid, original copy of their Transcript of Records (TOR). After this period, access to the ORS is blocked. Please coordinate with the Admission Section at [email protected] for instructions on submitting the required documents. Once your TOR is received and verified as valid and original, your ORS access will be restored.
You can view the status of your application in your Student Portal. For updates, you may also contact your Faculty of Study (FOS), which coordinates with the approvers (Program Chair, Faculty Secretary, and Dean):
- FMDS: [email protected]
- FICS: [email protected]
- FED: [email protected]
Seek academic advice from your Program Chair (PC). If you need assistance in contacting your PC, you may reach out to your Faculty of Study (FOS):
- FMDS: [email protected]
- FICS: [email protected]
- FED: [email protected]
To withdraw your enrollment for the current term, submit a signed letter addressed to the University Registrar, Prof. Blancaflor Arada, stating your intent and reason for withdrawal on or before the deadline. You may email the letter to [email protected]
Residency enrollment is applicable if you have completed coursework but are working on a thesis or dissertation, or if you need to remove grades such as EXT or 4.0. Enrollment is done through the Online Registration System (ORS) by selecting “Residence” from the list of offered courses. The residency fee is ₱200.00.
A son or daughter of a UP employee may apply for Tuition Fee Exemption (TFE), which requires approval from the UP unit where the parent is affiliated. Once approved, the form should be emailed to [email protected] for final approval by the Faculty Secretary and University Registrar.
Similarly, UP employees may apply for the reduced fee, following the same process of host unit approval and submission to [email protected] for final approval.
No. UPOU does not permit concurrent enrollment at other universities while you are enrolled. Enrollment at another university is permitted only through cross-enrollment, which requires approval from both your home unit and the accepting unit.
No. You must be enrolled to complete your EXT or remove a 4.0 grade. If you do not wish to enroll in other courses, you may complete these requirements by enrolling in Residency only.
You must apply for a transfer of credits, which is subject to evaluation and approval by the Faculty of Study (FOS) of your chosen degree program. If approved, a maximum of 9 units from your non-degree courses may be credited.
For graduate programs, the maximum is 6 units, and the minimum is 3 units. For undergraduate programs, the maximum is 12 units, and the minimum is 6 units.
For graduate programs, the maximum is 6 units, and the minimum is 3 units. For undergraduate programs, the maximum is 12 units, and the minimum is 3 units. Additionally, a maximum of 9 units may be credited if approved for transfer to a degree program.
Email your Program Chair (PC) to request approval for late enrollment. Include the courses you intend to take and the reason you were unable to register during the regular registration period.
The ORS is accessed through the Student Portal, where online registration is facilitated. During the registration period, log in and update your personal information as prompted. Once the update is complete, click “Submit”. This will activate the ORS icon in the top-right corner of your screen. Click the icon to proceed with your enrollment.
The student ID is issued only once; however, it must be updated with a validation sticker every semester or term to remain valid.
Enrollment is usually confirmed within 1 to 2 days, as the payment uploaded in the ORS needs to be verified. However, if payment is made through the LinkBiz Portal, verification is typically completed within a day.
Yes. New students may apply for a student ID. The ID processing fee is already included in their total assessed fees for the first term of enrollment.
If you are a new user, click “Request for Password” and enter your student number. A system-generated password will be sent to your registered email address. Please check both your inbox and spam folder in case the message is filtered.
Yes, you may request a refund. However, both payments must first be verified as successful through the Cash Office. Once confirmed, the appropriate refund process will be facilitated.
If the deadline for filing a refund has already passed, you may still submit a refund request during the term only in specific cases, such as overpayment of fees, tuition fee exemptions or reduced fees, free tuition, double payment, dissolution of courses, being a recipient of a scholarship grant, or if payments intended for another UP constituent university were erroneously sent to UPOU; refund requests outside of these circumstances can no longer be accommodated.
To cross-enroll, complete the Cross-Enrollment Form and email it to your Faculty of Study (FOS) for approval by the Faculty Secretary and Dean. The Faculty Secretary will forward the approved form to the Office of the University Registrar for the University Registrar’s signature. Once fully signed, the completed form will be emailed back to the student.
All officially enrolled students may apply for a student ID card and/or validation sticker, except for non-degree students and cross-enrollees.
Yes. If you choose to have your ID or validation sticker delivered, a mailing fee of PHP 230.00 is required.
The photo must meet the following requirements:
- Must be colored
- Must follow the required background color based on the program:
- Orange background (#FF7518 – Pumpkin Orange): For Graduate Certificate, Graduate Diploma, Professional Teaching Certification (PTC), Master’s, and PhD programs
- Red background (#FF2400 – Scarlet): For Undergraduate programs (e.g., AA, ASIDT, AADDA, ASIT, AADE, BAMS, BES)
- Must be taken within the last six (6) months
- Must clearly show the student’s facial features in a full-face view facing the camera
- Size must be 2” x 2”
- File size must be 100 KB to 500 KB only
- Resolution must be between 350 x 350 pixels (minimum) and 1000 x 1000 pixels (maximum)
- Filename must be the student number
Overloading means taking more units or courses than the maximum allowed in a term or semester. For graduate students, the regular load is 6 units, while for undergraduate students, it is 12 units.
Underloading means taking fewer units or courses than the required minimum load for a term or semester. For graduate students, the regular load is 6 units, while for undergraduate students, it is 12 units.
Yes. If you enroll below or above the regular load, you are required to file for underloading or overloading. This is especially important for students aiming for Latin honors—enrolling below the regular load may affect your eligibility to graduate with honors.
No, you are not required to enroll if you plan to apply for a Leave of Absence (LOA). However, please ensure that you are eligible to apply for an LOA and submit your application during the activation period of the Online Application for LOA to avoid being tagged as AWOL.