Graduate Level

A. Registration
Graduate students seeking admission from AUP must secure an application form online, or from the
Registrar’s Office and submit the necessary entrance credentials to the said office.
All new students must be interviewed by their respective Dean/Department Chair/Area Coordinator;
and pass the Graduate Admission and English Proficiency Tests administered by the Guidance
Office.
Students are officially registered upon receipt of the registration card stamped by the Registrar’s
Office and the Accounting Office. Students are not allowed to attend class unless officially enrolled.
A.1.  Registration Guidelines For Off-site Learning
Off-site learning is an innovative mode of delivery to assist employees of sister institutions. Classes
are held in AUP and in other off-site venues.
Preliminary Activities:
1.      There should be an approved and notarized Memorandum of Agreement (MOA).
2.      The Department Chair accepts, screens and submits all the application forms and other
necessary documents to the Registrar’s office.
3.      The dDepartment Chair coordinates with the Guidance Office to conduct the English Proficiency
Exam and Psychological Tests to all applicants.
4.      The Department Chair prepares the course offerings for the whole program.
5.      The Department Chair meets the students for orientation about the academic policies.
Before the Class Starts:
1.      The Department Chair facilitates the enrollment of the students and submits the forms to the
Registrar’s office along with  the summary of enrollment.
2.      The Department Chair provides the accounting office the enrollment list with the corresponding
institutional charges and/or remittances per term.
3.      No direct payment of fees/dues will be collected from the students of off-site learning except for
library fees, comprehensive exam fees, graduation fees, and clearance fees which should be paid to
the AUP cashier’s office. All students of the off-site learning pay the fees/dues through the sponsoring
institutions.
4.      The Department Chair ensures that the approved course syllabus of the assigned professor will
be distributed to the students at least two weeks before the class starts during the term.
            At the End of Each Class:
1.      The department chair ensures that the assigned professor for the subject submits the following
documents: sample exam, sample exam script, sample class project/research, grade sheet, class
record, pictures and/or any documentation related to the class activities (e.g. symposium, field trip,
forum, field work)
2.      The department chair facilitates the approval and submission of the grade sheet to the college
dean and the Registrar’s office.
3.      The department chair furnishes a copy of the approved grade sheet to the sponsoring
institution/group.
4.      The department chair facilitates the processing of honorarium as soon as the required
documents are accomplished by the professor.
B. Academic Adviser
The respective department Chair will be the student’s academic adviser who will chart/monitor his
program until he is ready for graduation.  One of his functions is to review every semester the
student’s academic program, which he has tailored for him for the period the student is expected to
be at AUP.
During registration, the student must see his department chair to verify from the student’s checklist
the subjects he has to take for the period and advise him accordingly.
C. Course Load
The minimum course load for a full-time student is nine (9) units and a maximum of twelve (12) units
per semester.  The minimum course load for a part-time student, under the intensive program, is
three (3) units and a maximum of six (6) units per session/term.
If a student has to take any prerequisite subject or remedial English class, this will be part of his 12
units maximum load.
D. Curriculum Checklist
A curriculum checklist is simply a list of all the courses that a student must take to graduate.   It is
given to a student on the day of his first registration at AUP.
E. Late Registration
Permission to register late must be obtained from the subject teacher endorsed by the department
chair channeled to the College Dean and RO. A late registration fee will be charged. After the last day
of registration, as printed in the university academic calendar, no student is allowed to register
anymore. However, if the arrangement to register is not possible, especially in the case of a foreign
student, then he is advised to undergo a cultural orientation provided by the history department.
F. Transfer of Credits
Students who have attended other recognized and accredited graduate programs and plan to earn a
masters/doctoral degree from AUP can transfer all of the general or minor courses provided the
content and the course descriptions are similar with Adventist University of the Philippines.   Only
courses with grades of B- (or its equivalent) and above taken within the last five (5) years can be
transferred or credited into the master’s level.  Only courses with grades of B (or its equivalent) and
above, taken within the last seven years (7) can be transferred/credited to the doctoral level.
G. Change of Program
Change of program is allowed within two weeks after the start of classes. Forms are available from
the College Dean’s Office.  The student requesting for it must return the form to the Registrar’s Office
duly approved by the respective professor, department chair and the Dean.
H. Independent Study
1.  The student to be approved for independent study should:
1.      have an over-all GPA of 3.50;
2.      have special needs as approved by the department chair, dean and the VP for Academics.
2.  The qualified applicant should pay three times the regular tuition fee plus P5,000 for the subject.
The second fee goes to the teacher and the department on a sharing basis of 80% and 20%,
respectively.
 3. The teacher involved should prepare an outline of activities, compilation of requirements and a
schedule of consultations approved by the department chair and the dean.
4.  A maximum of three (3) units only is allowed for independent study for the whole program.

I. Special Class
1. The student to be approved for a special class should be graduating.
2. For one (1) student enrolled in a Special Class, he pays the tuition fee of a regular class of four
(4) students which is equivalent to a 3-unit load of a teacher.
3. For two (2) students enrolled in a special class, the tuition fee equivalent to four (4) students
will be shared by both.  The teacher is credited a 3-unit load.
J. Degree Requirements
Each graduate student should be acquainted with all the regulations and requirements outlined in this
bulletin.  He must take the initiative of having his program of study approved, taking all required tests
and examinations, and completing the required attendance per semester. Specific requirements are
listed under each respective degree. The general requirements are:
1.  course work;
2.  Written Comprehensive Exam (WCE);
3.  Thesis or its equivalent (for masters) or Dissertation (for doctoral)
K. Required Grade Point Average (GPA)
 A cumulative minimum GPA of 3.00 is required for all courses in the graduate program. Grades of
less than B- is not accepted for graduate credits. A grade of C+ for electives, cognates, or general
courses is accepted provided that the GPA is 3.25 and above.
L. Residency/Duration of Study
1. Course work and comprehensive exams for the Masters program should be completed within
five (5) years and seven (7) years for the doctoral program.
2. Thesis/Community Project/Feasibility Study/ Dissertation writing should be finished within three
(3) years for masters and five (5) years for the doctoral program.
3. A student enrolled in thesis writing, feasibility study, community project and dissertation, has to
apply for residency (with or without library fee) within two (2) years for masters and three (3) years for
the doctoral programs.
4. If a student fails to complete the program within ten (10) years for masters and fifteen (15)
years for doctoral, he will be advised to repeat the course.
 
M. Academic Audit Policy
Course Requirements
Students who exceed eight (8) years of study for masters and twelve (12) years for doctoral on top of
the residency policy, are required to take a 3 unit penalty course (general or major subjects) every
year for a maximum of two (2) years and three (3) years for the master’s and doctoral programs,
respectively. The procedures are as follows:
 1.      subjects to be taken are determined by the department chair;
2.      students are required to officially enroll the said subjects for extending, and
3.      Students are required to attend the class and comply with the course requirements.
If a students fails to complete the program within the allotted maximum residency of ten (10) years for
masters and 15 years for doctoral, he is advised to repeat or start another program.
 
N. Student Leave of Absence
A student who plans to stop attending class (for at most one year) is required to apply for a leave of
absence through a letter noted by the respective department Chair and the Dean.  This letter will be
submitted to the CGS Director for approval by the Graduate Council.  The student’s approved period
of leave of absence will not be included in the number of years of residency in the university.
Students returning after an absence must notify the respective department chair and the dean of their
intention to return and fulfill the requisite admission requirements.
O. Assessment
O.1. Attendance
O.1.1. Classes
Absences are counted from the first day of classes and are classified as excused or unexcused.  
Excused absences involve reasons of illness, authorized trips or circumstances beyond the student’s
control. Absences for health reasons should be cleared by the university physician.  Absences for any
reason other than those mentioned above are considered unexcused.  If a student’s total number of
absences exceeds 10 hours of the total class hours in a course of three (3) units, a grade of F may be
recorded, unless the student has a valid reason for an NC.  If warranted by special circumstances,
the Graduate Council may grant him permission to make up for the missed class work.
O.1.2. Research Colloquium
The Research Colloquium, under the CGS Director, is considered an important part of the student’s
academic experience wherein sharing of research findings is conducted and attendance is, therefore,
encouraged.
P. Final Examination Policies and Procedures
To ensure that high standards are maintained in the administration of examinations in all graduate
programs, the following policies and procedures shall be observed:
1. The professor prepares the examinations in his respective discipline and develop the marking
scheme for the same.
2. The department concerned and the dean shall moderate the examinations
3. Each professor will mark his own scripts.
Q. Academic Issues
Q.1. Academic Dishonesty
Academic honesty is expected of every student.  An academic dishonesty includes such things as
plagiarism, forging of signatures, using notes or textbooks during quizzes or examinations when not
authorized, copying or looking at the test answers of another student (formal or take-home
examinations) and aiding another student in any of these activities.  Any academic dishonesty made
by the student may result in a failing grade for the course, or other disciplinary actions deemed
appropriate by the university.
Q.2. Academic Probation
The following policies apply to students on academic probation:
1. Students whose cumulative GPA in any graduate course work falls below 3.00 will be placed
on academic probation and may be encouraged to take a lighter load the following semester.
2. If a student’s cumulative GPA falls below 3.00 for any two consecutive semesters, the student
may be given a warning and a one semester probation.
3. If a student who is on probation shows no improvement, he will be advised to withdraw.
Q.3. Retention Policy/Passing Grade in the Graduate Program
The passing grade in the graduate program is B-. However, a grade of one C+ in electives, cognates
or general courses may be accepted if the over-all GPA is 3.00 and above.
Q.4. Academic Grievances
Any student expressing concern regarding instructional matters such as perceived unfair grading,
cheating or general misunderstanding should confer with the professor, department chair and the
dean before the matter is taken to the Vice President for Academics.  Any complaint to the Vice
President for Academics must be made in writing endorsed by the department chair/college dean.
R. Grading System
The final grades for each term are recorded on the student’s permanent record in the Registrar’s
Office and in the AUP Online System (AOLIS).  Students of the University with active account in the
AOLIS can view their grades in the website (http://www.aup.edu.ph).
The following are the numerical and letter grades with their percentages and point equivalences.

Numerical Grade Letter Grade Percentage Equivalence Point Equivalence/unit

1.00 A 98-100 4.00

1.25 A- 95-97 3.75

1.50 B+ 92-94 3.50

1.75 B 89-91 3.25

2.00 B- 86-88 3.00

2.25 C+ 83-85 2.75

2.50 C 80-82 2.50

2.75 C- 77-79 2.25

3.00 D 75-76 2.00

5.00 F 74 and below 0.00

Other symbols and meanings that may appear in the grade sheet (transcript) or in the AOLIS are:
INC     Incomplete
NC     No Credit
Dropped
Exempted
 Final grades are permanent and could only be changed through an approved  “Request for Change
of Grade.” (AUP-VPA-19)
Further, the following labels are AOLIS generated which are temporary and not recorded in the
transcript of record:
1. Enroll – the default label for the currently enrolled courses and replaced with a final grade at
the end of the term.
2. Deleted/Dissolved – courses in the roster of AOLIS that were removed.
3. Recheck – a security check system for suspicious encoding. The RO will re-encode the correct
final grade based on the grade sheet submitted on file.
R.1. Components for Grading
Components for grading include the following:
Examinations                             Quizzes                         Case Analyses
Assignments                               Projects                         and other measurable academic
Research Papers                         Class Participation        requirements
R.2. Change of Grade
Errors or omissions made in the grade report of a student should be reviewed carefully. Should any
corrections be necessary, they must be corrected within two weeks after its issuance. The professor
involved should process the change of grade through the Academic Council.
R.3. Provision for Incomplete Grades (INC)
1. An INC (Incomplete) is a temporary grade given to students who failed to complete the course
at the discretion of the teacher. It might be given due to failure in:
1. taking examinations;
2. submission of class requirements; or
3. due to illness, emergencies and other unforeseeable circumstances
and not because of :
1. negligence;
2. late work; or
3. low performance.
2. Grade sheets with INCs submitted by teachers must include an attached “Incomplete Grade
Sheet Form” (AUP-VPA-10). It contains the current grade of the student and his expected final grade
in case the probation for the completion of an INC grade expires.
3. Students receiving an INC grade will not be allowed to process enrolment the following school
term, unless the “Completion of Grade Contract” (AUP-VPA-23) is duly signed by both the teacher
and the student and approved by the Registrar’s Office.
4. As a temporary grade, INCs must be completed within two regular semesters only; otherwise,
after a month, the Registrar’s Office, will encode the final grade based on the submitted “Incomplete
Grade Sheet Form” (AUP-VPA-10) of the teacher.
5. Students who received INCs but do not enroll within a year when the INC grade probation
expires, and failed to file a “Completion of Grade Contract” (AUP-VPA-23)will also receive final
grades based on their  actual performance as computed or determined by their teachers in the
submitted “Incomplete Grade Sheet Form” (AUP-VPA-10).
6. Students who enrolled in Thesis Writing or Feasibility Study, OJT, Internship, Practicum,
Community Project and Dissertation Writing but did not complete the requirements within the
prescribed period, will also receive an INC grade and therefore must file a “Completion of Grade
Contract” (AUP-VPA-23).
7. Students who filed a “Completion of Grade Contract” (AUP-VPA-23)and successfully
fulfilled the requirements for the course will have a final grade based on the recent computation of
grade.  The teacher submits the completed “Completion of Grade Contract” (AUP-VPA-23)to the
Registrar’s Office for encoding.
8. INC grade will have no bearing on the student’s GPA.
S. Common Course Offerings in CGS
The following are the common course offerings scheduled by the Center for Graduate Studies. (CGS)
Religion                                                     3 units
Thesis 1,2                                                  3/3
Statistics 1,2                                              3/3
Dissertation 1,2                                          6/6
English for Graduate Students                   3
Research Methods                                     3
Advanced Research Methodology             3
S.1. Research Method for Non-Thesis Program
Students under non-thesis program, except the MBA students, enroll in the general Research
Methodology offered by CGS.
T. Written Comprehensive Examinations (WCE)
Masters and doctoral students who have completed the course work are required to take the
prescribed WCE.
T.1. Guidelines
1. A WCE representing the totality of the student’s program shall be taken by all graduate
students who have completed all the academic requirements and whose over-all cumulative grade
point average (GPA) is not lower than 3.00.
2. WCE is scheduled every term.
3. Application forms for WCE are available at the office of the CGS Director.
4. For the non-thesis program, the students shall be allowed to take WCE provided his respective
professors will certify that he is passing in the subjects currently enrolled.
5. The results of the examination will be communicated in writing by the CGS Director to the
student, department chair, dean and RO within two (2) weeks after the examination. The passing
mark is B-.
6. A student who fails the examination can take the examination again.  The grade will either be
PASSED OR FAILED. However, if he fails in the first WCE, he will be disqualified for honors.
7. Failure in any re-examination requires the student to enroll in some major courses with a
minimum of 6 units and a maximum of 12 units, as advised by the department chair and dean.
T.2. WCE Fee
 The student must pay the WCE fee before taking the exam. The WCE fee is P1,050 for the masters
and P2,100 for the doctoral program.

T.3. Special WCE

A special WCE is allowed when the following situations occur:
1. students got sick
2. students retook the examination
3. death or illness of immediate family members
4. Other reasons approved by the Graduate Council.
A special exam fee of P1,000 is required in addition to the regular fee.
T.4. WCE Grading System
The grades of students who took the WCE are based on the AUP grading system.
T.5.Procedures for Written Comprehensive Examination (WCE)
1. The annual schedule of WCE is posted on the bulletin board every last week of January.
2. The student is required to accomplish and submit the application form for WCE, two (2) weeks
before exam.
3. The Graduate Council approves the names of the candidate who are qualified to take the WCE
4. The secretary makes and posts the summary of students who are approved to take the WCE
on the bulletin board.
5. The department Chair, upon approval by the College Dean, submits all sealed typewritten
examination questions (departmental exam) for each applicant to the CGS Director two (2) days
before the exam.
6. The CGS Director labels all the Comprehensive Exam Booklets with code numbers and
administers the WCE on the scheduled date.
7. After the examination, the CGS Director distributes the Comprehensive Exam Booklets to the
respective departments for corporate marking.
8. The department Chair distributes the Comprehensive Exam Booklets and grade sheets to the
respective individual Evaluators for marking.
9. After two weeks, the department Chair retrieves the Comprehensive Exam Booklets, marking
schemes, and individual grading sheets with the corresponding raw scores from the evaluators and
submits the same to the College Dean for review.
10. The department Chair submits both the signed Comprehensive Exam Booklets with the
corresponding raw scores and the sample exam questions to the CGS Director for the computation of
grades, after the college Dean has reviewed them
11. Using the declaration form for the Written Comprehensive Exam Result, the CGS Director
informs students of the results and provides a copy to the RO, department Chair, and the college
Dean.
12. The CGS Director releases 80% of the total fee to the professors involved in checking
examinations and 20% goes to the CGS Trust Fund.

U. Title Defense
Upon enrollment in Thesis/Dissertation Writing 1, the student is expected to defend his title and his
proposal.
U.1. Procedures in Conducting Title Defenses
1. Title defense may be done only between the 3 rd Monday of June and the last Thursday of
January every school year and will resume in April until the end of the summer term.
2. Qualified students secure the Application Form for defense from the CGS secretary.
3. Students accomplish and submit the application forms along with five (5) copies of the
manuscript for the masters and six (6) copies for the doctoral program 5 working days before the
defense.
4. The CGS Director makes an inventory of the panel members who hold a maximum of five (5)
advisees and seven (7) memberships only per faculty in a year.
5. The CGS Advisory Committee recommends the composition of the panel: three (3) invitees for
Masters, four (4) for Doctoral, a methodologist and the tentative date of defense to the Graduate
Council for final approval.
6. The secretary checks the availability of the panel members while the CGS Director confirms
the schedule of the defense by giving them appointment slips and the manuscripts.
7. The secretary posts the names of the students and their defense schedules as approved by
the Graduate Council.
8. During the defense, the CGS Director or his representative chairs the proceedings.
9. The presentation and the question and answer portion take 30 minutes only.
10. After the defense, the panel members deliberate for 20 minutes.
11. After the deliberation, the chair calls the student and announces the approved title, the adviser
and the panel members.
U.2. Procedures for Conducting Proposal Defenses
The proposal defense may be done between the 3 rd Monday of June and the last Thursday of
January only every school year and will resume in April until the end of the summer term.
1. Qualified students secure the application form for defense from the secretary.
 Students accomplish and submit the application form and five (5) copies and six (6) copies of the
manuscripts for the master’s and doctoral program, respectively, five (5) working days before the
defense.
2. The Graduate Council reconfirms the composition of the panel and sets the tentative date of
defense.
3. The secretary checks the availability of the panel members and then the CGS Director
confirms the schedule by giving them appointment slips and the manuscript.
4. The secretary posts the names of the students and the proposal defense schedule upon
approval by the Graduate Council.
5. During the defense, the CGS Director or his representative chairs the programmed
proceedings.
6. The presentation lasts 10-15 minutes. The question and answer takes 30  minutes only for
thesis proposal and 45 minutes for dissertation proposal.
7. After the defense, the student is requested to leave the defense room for the executive session
of the panel members together with the adviser.
8. After the executive session, the panel members deliberate on the grade of the student.
9. The chair calls for the student and the adviser and announces the grade as well as the
suggestions.
U.3. Policy on Thesis/Dissertation Proposal Re-defense
The thesis/dissertation proposal defense is intended to evaluate the ability of the student to:
1. identify important unanswered questions in various disciplines;
2. formulate scientific hypotheses of the developed methods to solve the problems;
3. design and interpret scientific findings; and
4. write clearly and persuasively.
Students prepare a written Thesis/Dissertation proposal outlining the research they will conduct
during their graduate work and defend their proposal in an oral examination. The proposal should
demonstrate understanding of the background, rationale, design, and methods underlying the
proposed study and possible outcomes.
If the student fails in the Thesis/Dissertation proposal defense:
1. He may request for the second and last defense;
2. The repeated defense is to take place within one year from the date of the original defense;
3. Process application form again;
4. The grade will either be PASSED OR FAILED.
5. Re-defense will disqualify him for honors.
V. Thesis Advising/Committee Membership
A graduate faculty is allowed to accept a maximum of five (5) advisees and seven (7) panel
memberships in one year.
PROPOSAL DEFENSE GRADING CRITERIA (QUALITATIVE STUDY)
PRESENTATION (30%)
1. The highlights of the problems, significance of the study, background literature, and methods
were clearly and scholarly presented.  (15 points)
2. The researcher answered all questions clearly, correctly and courteously. (10 points)
3. The researcher appropriately used visual aids. (5 points)
CONTENT
(40%)                                                                                                                                             
The Problem and its
Background                                                                                  
4. The background and rationale of the existing problem is presented both globally and locally (8
points)
5. The problem is well stated by explaining the approach to solve the problem (5 points)
6. The sub-problems are specific, clear, and unequivocal (5 points)
Review of Related  Literature
7. The review of related, readings, studies, and literature is substantial and presents  concepts in
a concise and logical flow of thought (5 points)
8. The gaps in knowledge and research about the topic of interest are identified; thus justifies the
need for the study to be conducted. (3 points)
9. The terms used in the study are well defined (2 points)
Methodology                                                            
10. The researcher design is appropriate, fully described and explained in accordance with the
scientific method of research. (5 points)
11. The data gathering tools/strategies to be used, the criteria for selection of participants and data
gathering procedures are well stated. (5 points)
12. The assumptions, biases, and ethical issues are adequately discussed. (2 points)
13. The tools and procedures for qualitative data analysis are well described.
THE OVERALL
(30%)                                                                                                                                   
14. The subject is significant, timely, and of current issue. (5 points)
15. The manuscript is well written with sound flow of thought, high readability. (12 points)
16. The citations and references cited are consistent and follows the institutional and APA format.
(10 points)
17. Schedule of activities, line-item budget, and resume (CV) are well presented. (3 points)
POINTS                  PERCENT                                    G R A DE              

95 – 100                  98 – 100                  A             Excellent

89 – 94                    95 –  97                   A-            Very Satisfactory
83 – 88                    92 –  94                   B+           Satisfactory
77 – 82                    89 –  91                   B             Pass
71 — 76                   86 –  88                   B-             Pass with major corrections
70 and below           85 and below           Failed
 V.1. Guidelines in Choosing External Examiners
To give credibility to the defenses, particularly the final defense for Thesis/Dissertation, an external
examiner is invited to sit with the panel.  The following are the guidelines in choosing External
Examiners:
1. Have an established reputation in the area of research, and must be able to judge objectively
whether the Thesis/Dissertation would be acceptable in a university with a doctoral program in the
same or similar field;
2. Their academic and professional credentials are comparable to those of the candidate’s
graduate faculty;
3. Have had previous experience in the supervision and examination of students in the
masters’/doctoral programs;
4. Holds a doctoral degree or a degree in the same level which the student is pursuing;
5. Holds a rank of full or associate professor or with a comparable expertise and standing;
6. A person is disqualified to serve as an external examiner if, with respect to the candidate and
adviser, he is:
1. a friend or relative of the adviser or to the student who is defending
2. a research collaborator and co-author within a year
3. an institutional colleague within the past year or at present
4. a present or former supervisor
5. a person who offered future employment or mentorship to the candidate
6. a former student for the past year
7. have examined more than three (3) university research students within the same year
V.2. Thesis/Dissertation Advising Fee
1. The payment for thesis/feasibility adviser and panel members is fixed. The student should pay
the required amount to the Cashier before the oral defense and submits a photocopy of the said
receipt to the CGS Director, together with the application for oral defense.
Proposal Defense
 Master’s Degree (P)        P2,000    *P1,000 – adviser, *P500 – each member (2 members)
 Doctoral Degree(P)         P2,500    *P1,000 – adviser, *P500 – each member (3 members)
Final Defense 
 Master’s Degree (P)        P11,000    *P3,500 – adviser, *P1,500 – each member (2 members)
+ chair as member, *P3,000 – external examiner
 Doctoral Degree(P)         P17,500    *P6,000 – adviser, *P2,000 – each member (3 members)
+ chair as member *P3,500 – external examiner
2. The CGS Secretary withdraws and releases the payment to the adviser, the panel members
and external examiners after the oral defense.
V.2.a Qualifications for Adviser
Master’s Thesis/FS
1. Full time employee of Adventist University of the Philippines with at least a rank of Assistant
Professor.
2. Graduate faculty, preferably with doctoral degree, or Masters degree with doctoral units,
whose program is academic/research and not a professional degree.
3. A faculty member who has a graduate degree in the students’ discipline or has done
considerable research in that area.
4. May not be a member of the student’s discipline or related field, but has competence or
expertise in the area of study.
5. With published research output in the past five years/Track record in research.
6. Has experienced being a panel member of a master’s Thesis/FS.
Doctoral Dissertation
1. Full time employee of Adventist University of the Philippines with at least a rank of Associate
Professor.
2. Graduate faculty, with academic/research doctoral degree, and not a professional degree.
3. A faculty member who has a graduate degree in the students’ discipline or has done
considerable research in that area.
4. May not be a member of the student’s discipline or related field but has competence or
expertise in the area of study.
5. With published research output in the past three years/track record in research.  Made
presentations in an academic or scholarly conference.
6. Has experienced being a panel member of a doctoral dissertation or scholarly conference.
V.2.b Qualifications for Panel Members
Master’s Thesis
1. Full time or part time employee of Adventist University of the Philippines.
2. With at least a master’s degree.
3. Preferably a faculty member of the student’s discipline or related field.
4. May not be a member of the student’s discipline or related field but has competence or
expertise in the area of study.
5. Has experienced being an adviser or panel member in the undergraduate program.
Doctoral Dissertation
1. Full time or part time employee of Adventist University of the Philippines.
2. With a doctoral degree.
3. Preferably a faculty member of the student’s discipline or related field.
4. May not be a member of the student’s discipline or related field but has competence or
expertise in the area of study.
5. Has experienced being an adviser or panel member in the master’s program.
V.3. Proposed Guidelines for Statistical Payment
The guidelines for statistical payment for thesis and dissertation are as follows:
1. Statistical treatment fee for the thesis should be paid to the cashier’s office in the amount of
P6,000 and P10,000 for dissertation.  Fifty percent of the amount should be paid prior to the proposed
defense and the remaining balance, after the defense.
2. Provide the URC a photocopy of the receipt.
3. After the data have been treated, master students are entitled to a minimum of 6 hours
consultations with the statistician, and 10 hours for the doctoral students.
4. Students may opt to look for an statistician other than what the URC prescribes but they have
to pay the amount of:
 P3,200 for master’s thesis
 P4,500 for dissertation
5. Breakdown of payment:
                                                       Master’s Thesis      Doctoral Dissertation
               URC                                        P1,200                         P2,000
               Methodologist                           2,000                           2,500
               Statistician                                2,800                           5,500
               Total                                         6,000                         10,000

W. Guidelines for Final Defenses

1. External examiners are not allowed to change the title of the proposal during the final oral
defense.
2. Attached to the manuscript are the recommendations of the panel members during the
proposal defense.
3. Panel members are given the pre-oral assessment form to be accomplished and submitted to
the CGS Director at least three days before the scheduled date of defense.
4. External examiners must be oriented with AUP guidelines in the final defenses.
W.1. Procedures for Final Defenses
1. Final defense for May graduates should be done not later than the last Thursday of March
every school year. All defenses after March up to May will be considered inter-semester graduates
unless the student can submit the bound copy one week before graduation.
2. Qualified students secure the application form for defense from the CGS secretary.
3. Students accomplish and submit the application forms along with 6 copies of their manuscripts
for masters’ and seven (7) copies for doctoral students, ten (10) working days before the defense
schedule.
4. The Graduate Council approves the names of the candidates, the panel members, and the
external examiners.
5. The secretary distributes the manuscript and the pre-oral assessment forms to the panel
members. They are given five (5) working days to submit to the CGS Director the pre-oral
assessment form, after which, the date of the defense will be scheduled.
6. The CGS Director reviews the pre-oral assessment of the panel members to certify that the
manuscript is acceptable for defense.
7. The Secretary checks the availability of the adviser and panel members. Then, the CGS
Director confirms the schedule of the defense by sending each an appointment slip, the student’s
manuscripts, and the pre-oral assessment forms.
8. The CGS Secretary posts on the bulletin board the names of the candidates and their
scheduled defense dates.
9. During the defense, the CGS Director or his representative chairs the proceedings.
10. During the defense, the adviser take notes of the deliberations page by page.
11. The presentation lasts 15-20 minutes.  The question and answer portion takes 30 minutes for
masters’ and 45 minutes for doctoral students.
12. After the defense, the student is requested to leave the room while the executive session goes
on.
13. The panel members spend 15-30 minutes for the executive session (deliberations and
summarizing the recommendations).The adviser is requested to leave the room while the panel
members grade the student.
14. After the executive session, the chair calls the student with the adviser and announces the
grade and reads the recommendations of the panel.

W.2. Policy on Thesis/Dissertation Re-defense

The thesis/dissertation is the culmination of the student’s scholarship/scholarly achievement. The oral
defense aims primarily to test the researcher’s mastery and comprehension of his Thesis/Dissertation
through the scrutiny of the academic merits and contributions of the work to the body of knowledge.
If after the cross examination and deliberations, the panel members voted NO or rejects the
Thesis/Dissertation due to extensive revisions of the theoretical and methodological approach or
interpretations, and the analysis and discussions of the results, the candidate is asked to do the
revisions and undergoes evaluation and the defense process again.  The researcher follows the
following process:
1. Process an application form again.
2. Rewrites the Thesis/Dissertation based on the written report of the chair.
3. Submits the revised Thesis/Dissertation to the adviser.
4. Upon the adviser’s approval, the student submits the revised Thesis/Dissertation to the panel
members for re-evaluation through the CGS office.
5. A new defense is held, if the result of the evaluation is favorable.
6. The grade will either be PASSED OR FAILED.
7. The student who applied for a re-defense will be disqualified for honors.
 W.3. Grading the Final Oral Defense
1. After the defense, the Panel of Oral Examiners grade the candidate.  The grading       system
is as follows:
Excellent                             A         98-100
Very Satisfactory                A-        95-97
Satisfactory                         B+       92-94
Pass with minor revision     B         89-91
Pass with major revision     B-        86-88
The researcher revises the manuscript as directed by the Panel of Examiners. After the corrections
and amendments have been done, and after the bound copy has been submitted, the final grade,
based from the Oral Defense, will be issued to him.
The final form of the thesis/dissertation must be submitted in four (4) hardbound copies: one (1) CD
for the CHED in pdf format, one (1) CD for the URC in MS Word format, and these requirements
serve as pre-requisite for graduation.
FINAL DEFENSE GRADING CRITERIA (QUALITATIVE STUDY)
THE ORAL PRESENTATION –
(40%)                                                                                                           
1. The highlights of the research problems, methods, findings, conclusion and recommendations
were clearly and scholarly presented. 10
2. The researcher appropriately used visual aids. 5
3. The researcher answered questions of the examination panel clearly, correctly and
courteously. 15
4. The researcher’s scholarship and mastery of his thesis/dissertation are evident. 10
THE MANUSCRIPT-
(60%)                                                                                                                             
1. The abstract highlights only the problem, methods and outstanding findings of the study. (4
points)
2. The introduction highlights the general definition, the conceptual and epidemiologic
background of the problem; and the focus and direction of the study. (2 points)
3. There is adequate discussion of the limitations of the study. (2 points)
4. The review of related literature is substantial and identifies gaps of knowledge and research
about the topic of interest. (4 points)
5. The methods were strictly followed according to the specifications of the proposal. (4 points)
6. The research design maximizes credibility, transparency, usefulness and analyzability. (4
points)
7. The data collection tools are appropriate for the research objectives and enough to support
rich and robust description of the observed event. (4 points)
8. The assumptions and biases about the topic under study are identified. (2 points)
9. The ethical issues are addressed and adequately discussed. (2 points)
10. The tools and procedures for analyzing the date are described adequately (3 points)
11. The data exactly support the answers to the research problems as evident in the findings. (3
points)
12. The data are appropriately and clearly presented in tables, figures or graphs. (3 points)
13. The discussion section clearly describes theoretical concepts, their relationships, and
integration of relationships among meanings that emerged from the data.  (5 points)
14. The findings contributed to theory development and future practice (3 points)
15. The conclusion capsulates the findings of the study in the context of the main problem. (3
points)
16. The recommendations are made based only on the findings and significance of the study. (3
points)
17. The manuscript is well written and edited and with correct grammar, appropriate techniques,
sound flow of though, and high readability and format. (6 points)
18. The citations and references cited are consistent and follow the institutional and APA format.
(3 points)

POINTS                  PERCENT                                    G R A DE              

95 – 100                  98 – 100                  A             Excellent
89 – 94                    95 –  97                   A-            Very Satisfactory
83 – 88                    92 –  94                   B+            Satisfactory
77 – 82                    89 –  91                   B              Pass
71 — 76                   86 –  88                   B-            Pass with major corrections
70 and below           85 and below           Failed

Note:  The oral defense aims primarily to test the researcher’s scholarship, mastery and
comprehension of his  thesis/dissertation through scrutiny of the academic merits and contributions
of the work to the body of knowledge. Thus, the members of the panel of examiners are given two
rounds of asking questions appropriate to this aim in a professional atmosphere.  The adviser does
not ask questions but supports the defense of the researcher by enlightening the panel when
necessary.  The chair modulates the defense and directs agreement between the researcher and the
panel members.  Suggestions for improving the manuscript can be made during the third round.

X. Adviser’s Role During the Oral Defense

The following roles of the Adviser during the actual oral defense must be observed:
1. The adviser can ask clarification and/or questions to help the student but not to answer
questions for him.
2. The adviser can join the deliberations before grading the student.
3. The adviser will be asked to go out during the grading of the paper.
X.1. Criteria in Selecting Qualified English Editors
1. Has undergone thesis/dissertation/FS/community project writing.
2. Has a specialization in English or a relevant experience in English editing of publishable
articles and manuscripts.
3. At least an MA degree holder.
4. Full-time AUP employee, or a retiree who is accessible to the students.
5. Knowledgeable on AUP style or APA writing.
6. Should not be a panel member of the student engaging the editing.
Y. Graduation
Graduation exercises take place in May and clearance forms must be accomplished.  Only students
who have completed all the requirements for graduation, including their bound thesis/dissertation
copies, FS, Community Projects and CDs (one week before graduation) will be conferred their
respective degrees during graduation exercises.
Y.1. Regulations
1. All transfer of credits must have been approved.
2. There should be no incomplete grades.
3. Students are expected to participate in all activities associated with graduation unless they are
granted permission to graduate in absentia.
4. Participation in the commencement program requires that the bound thesis/dissertation must
have been edited and submitted to the office of the CGS Director one week before graduation.
5. Students must secure financial clearance from the Director of Student Finance before they can
participate in the graduation exercises and receive a diploma.
6. The grade requirement for graduation is either an over-all grade point average (GPA) of 3.00
or above or no grades lower than B-. Only one C+ grade in electives, cognates, or general courses is
acceptable.
Specifically, the following are the graduation requirements for December, May and Inter-semester:

– Completed all requirements

– GPA should be at least 3.00; lowest grade of B- for majors and one C+ for elective
December and May courses
Graduates – Settlement of Account
– Must have submitted bound copies of FS/Thesis/Dissertation
   – Deadline: One week before graduation

– Must have defended Dissertation, Thesis or FS

Intersemester Graduates
– Enroll Residency

Y.2. Procedures
1. A request for graduation must be made on an official Graduation Application.  The student
must turn in the Graduation Application before the final oral defense of his thesis/dissertation.
2. On this form the student must secure the approval of his adviser, department chair, dean, and
the CGS Director.
Listed below are the specific procedures involved in approving candidates for graduation:
 PROCESS IN-CHARGE SCHEDULE

1. Updating of checklists Department Chair Every semester

2. Application for
Department Chair Upon enrolment
graduation

3. Approval of
On or before the last Friday of September (for
application College Dean
December and May Candidates)
    for graduation

4. Confirmation of
Registrar On or before 2nd Friday of October
application

– December Graduate: 3rd

5. Final approval of
Tuesday of December
    candidates for Academic Council and
– May & Intersemester
graduation confirmed by the Registrar
  Graduates: 3rd Tuesday of
    and honors
  May

6. Final list of graduates

VP Academics Office Before the graduation rehearsal
and Honors

Y.3. Fees
Graduation fee shall apply to all candidates including those graduating in absentia.
Y4. Graduation with Honors
The following are the bases in giving academic distinction to graduate students:
                                  Research Program                             Professional Program
Component                  Weight             Component                  Weight
Course Work               60%                 Course Work                  75%
Research                      30%                 WCE                           25%
WCE                           10%
——                                                   ———
100%                                                   100%
A student is graduated with academic distinction, if the following conditions are met:
1. Residency
2. No repeated and/or dropped courses, no INC, no repeated WCE, nor repeated oral defense
(title, proposal, or final)
3. Course is completed within the residency period
4. Acceptable citizenship
5. A cumulative grade point average (GPA) and lowest grade of:
Research Program
Weighed GPA                    Lowest Grade      Academic Honors
3.85-4.00                                A-                 Summa Cum Laude
3.70-3.84                                B+                Magna Cum Laude
3.55-3.69                                B                  Cum Laude
3.55 and above               not required          Dean’s Award
                        Professional Program
Weighed GPA                    Lowest Grade      Academic Honors
4.00                                       A                 Summa Cum Laude
3.85-3.99                                A-                 Magna Cum Laude
3.70-3.84                                B+                Cum Laude
3.70 and above               not required          Dean’s Award
Y.5. Graduation in Absentia
All graduating students are expected to attend the graduation ceremonies unless granted special
permission by the Academic Council to be graduated in absentia. Permission should be sought at
least one month before graduation.  Permission will be granted only for reasons considered valid. 
The graduation fee will be charged just the same.
Z. Transcripts
The Registrar’s Office issues the transcript of records of the student’s academic record upon his
request. However, no transcript of record will be issued to the student until all his financial obligations
to the university are met.
Students’ degree certificates/diploma will only be released after attending the graduation ceremonies
unless there was a request for graduation in absentia.
The Transcript of Records may be released within ten (10) working days after the date of filing.

Source: http://web1.aup.edu.ph/graduate-level/