UPOU Office of the University Registrar
Frequently Asked Questions (FAQs)
Document requests must be submitted through the Online Request for Documents System (ORDS) via the AIMS Student Portal.
Processing time:
- Transcript of Records: 21 working days
- Certifications: 7 working days
Multiple requests will require a longer processing time.
No. Document requests are processed strictly on a first-come, first-served basis.
No. Scanned copies are not issued for personal use. Document and certification requests are released either through pickup at the Office of the University Registrar (OUR) or via mailing, as applicable. Scanned copies are provided only to institutional or official email addresses for verification purposes.
You can track your requests by logging in to your Student Portal, and you will receive system-generated email notifications whenever there are updates or changes to the status of your request.
Eligible students include:
- Graduates
- PTC (Professional Teaching Certificate) completers
- Students withdrawing from the program / Applying for honorable dismissal
- Students transferring to another university
Applications are processed through the AIMS Student Portal under Application → Clearance. Follow the instructions to submit the required documents.
For Graduates:
- Payment receipt for graduation
- Official TOR from previous schools
- Graduate Exit Survey
- Approved Faculty Clearance
For Transfer to another UP CU:
- Signed letter to the University Registrar
- Admission/acceptance letter from the receiving university
- Government-issued ID
- Approved Faculty Clearance
For Withdrawal:
- Signed letter stating the reason for withdrawal
- Government-issued ID
- Approved Faculty Clearance
Students must:
- Apply for University Clearance in AIMS
- Submit a signed letter requesting withdrawal
- Request Honorable Dismissal and TOR through the Document Request system
The checklist is based on the official curriculum. Some courses, such as substitutions or exemptions, may not appear immediately but will still be credited if they are included in your curriculum and recorded in your Academic Record.
Requests for local or international verification must be submitted through the Student Portal under Document Request.
To request verification of UPOU records, please follow these steps:
- Email request to [email protected].
- Include a signed student consent.
- Attach a copy of the student’s valid government-issued ID.
- Submit proof of payment for the processing fee:
- Local verification: PhP 100
- International verification: PhP 1,700
(Payment options: https://registrar.upou.edu.ph/payment-of-fees/)
- Optionally, include any official UPOU documents for verification or authentication.
- Complete and submit the verification form.
Students must:
- Apply during their final term of enrollment
- Submit the Application for Graduation Form
- Follow the deadline in the Academic Calendar
Note: “No Application, No Graduation” policy applies.
Graduation becomes official only after confirmation by the UP Board of Regents (BOR). Students will be notified via email once confirmation is received.
The PTC program is non-degree, so there is no formal graduation.
Students may request a Certificate of Completion and Transcript of Records after completing the required units.
Latin honors are awarded based on the absolute Grade Weighted Average (GWA).
Undergraduate distinctions include:
- Summa Cum Laude – 1.20
- Magna Cum Laude – 1.45
- Cum Laude – 1.75
- Completed at least 75% of total academic units at UPOU
- Be in residence for at least 2 years immediately prior to graduation
- Maintain a minimum load per semester (exceptions allowed for health, course unavailability, employment or completed curriculum) Supporting documents must be submitted.
- Students with academic dishonesty, suspension or serious disciplinary violations are barred from graduating with honors.
Graduate distinctions include Chancellor’s List and Dean’s List.
You may monitor the status through AIMS Student Portal, which provides real-time updates and notifications.
For further guidance, contact your Faculty Secretary’s Office.
Transfer of Credits allows students to request credit for courses taken in another institution if they are equivalent to courses required in the UPOU program.
Approval depends on specific conditions and is not guaranteed.
To have your grades reflected in your UPOU record, you must submit the following to the Office of the University Registrar (OUR):
- Certified True Copy (CTC) or Form 5 from the accepting unit
- Original copy of your True Copy of Grades (TCG) at the end of the term
Once submitted, your grades will be recorded in your UPOU academic record.
The Maximum Residency Rule (MRR) sets the maximum period within which a student must complete their program of study. Each program has specific residency limits. If you are unable to complete your program within the prescribed period, you may request an extension or a waiver of the MRR via AIMS
Readmission from AWOL allows a student who has been absent without official leave to return to their studies, with approval delegated to the University Registrar. To apply, log in to the AIMS Student Portal and select Application for Readmission. Once approved, your status will be updated to Active, allowing you to proceed with enrollment. Note: AWOL status does not apply to students under the Professional Teaching Certificate (PTC) program.
Students may apply for Transfer of Credits (TOC) for courses that are equivalent in content to those required in their UPOU degree program. To apply, submit your TOC request through the Student Portal. Once the concerned faculty office has evaluated your application, you will receive a notification regarding the next steps, which may include taking a validation exam.
An EXT (Extended) mark is given when a student fails to submit any course requirement; completion may involve submitting assignments, taking exams, or fulfilling other requirements set by the faculty-in-charge. A 4.0 grade may be removed by successfully repeating the course or passing a re-examination during the prescribed removal period. Students who pass the re-examination receive a grade of 3.0, while those who fail receive a grade of 5.0. To apply, you must log in to the Student Portal and be currently enrolled.
You need to apply through the Online Application for Completion (OAC) available in the Student Portal. The OAC will become accessible at the start of classes.