*Procedures for online processes shall posted at the GS FB Page

ADMISSION

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: New Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Transcript of Record From previous enrolled institution
Birth Certificate Philippine Statistics Authority
Admission Form Graduate School Office
Recommendation Form Graduate School Office
Medical Certificate CTE Clinic
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Get and accomplish Application Form for Issue application documents 1 GS Staff
Admission and secure/prepare supporting
documents as specified in the form (can be
accessed online)
Pay Graduate School Entrance Test (GSET) fee Receive payment and issue receipt 300 1 Cashier at CTE
Submit filled-out application form and supporting Accept and review the completeness of the 3 GS Staff
documents 2 weeks before the scheduled filled-up application form and supporting
GSET documents
Take GSET Administer test on the scheduled date 120 GS Secretary
and Staff
Check test 5
Get result of GSET. Issue notice of test result 1 GS Secretary
and Staff
If passed, report for interview at least 1 week Conduct interview; check and endorse 10 Registration
before the scheduled enrolment period. application documents Adviser and/or
If failed, the student may still proceed for Program Chair
interview and may be admitted on conditional (PC)
status.
Recheck and endorse application documents 3 GS Secretary
Interview applicant; approve/disapprove 5 GS Dean
application
Prepare and issue notice of admission and 2 GS Staff
registration forms. GS Dean
Accomplish and submit registration forms and Advise and endorse enrolment forms 2 Registration
tentative plan of course work/study plan in Adviser/Program
consultation with Registration Adviser/Program Chair and GS
Chair and proceed for enrolment Dean
ENROLMENT

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: New and Returning Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Plan of Course Work Program Chair
College Clearance* Graduate School Office
Leave of Absence Form** Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
A. NEW STUDENTS
Present enrolment documents and get student Check completeness of the documents and 5 GS Staff
number and password for access at the student issue student number and password.
portal (advance copies can be submitted online;
original copies must be submitted via courier or
face to face)
Check posted subject offerings for the program.
Sign in to the student portal: Fill-up Personal Assist the students in filling-out the PDS 20 GS Staff
Data Sheet
Enlist and submit subjects online for approval of Assist the students in the enlistment of 15 GS Staff;
the program chair subjects to be taken Program Chair
Once approved, print and present the Receive payment and issue official receipt Based on 3 Cashier
assessment form and proceed for payment the
approved
schedule
of fees
Present the enrolments documents and official Validate enrolment documents and notify that 3 GS Staff
receipt for validation the student is officially enrolled
B. RETURNING STUDENTS*
Accomplish and present approved clearance Check clearance and plan of course work 1 GS Staff;
with approved plan of course work; Program Chair

Sign in to the student portal: Update Personal Assist the students as needed 5
Data Sheet
Enlist and submit subjects online for approval of Assist the students in the enlistment of 15 GS Staff;
the program chair subjects to be taken; Program Chair
Program Chair approves the enlistment
subject to the validation of clearance
Once approved, print and present the Receive payment and issue official receipt Based on 3 Cashier
assessment form and proceed for payment the
approved
schedule
of fees
Present the enrolments documents and official Validate enrolment documents and notify the 3 GS Staff
receipt for validation student is officially enrolled
C. RETURNING STUDENTS (NOT ENROLLED DURING THE IMMEDIATELY PRECEDING SEMESTER)**
Accomplish GS clearance; attach approved Clear client and sign/endorse/approve 15 GS Staff;
Leave of Absence (LOA) or approved letter of clearance and plan of course work Program Chair
intent to continue the program being sought (if
no LOA filed) and revised plan of course work.
Sign in to the student portal: Update Personal Assist the students as needed 5
Data Sheet
Enlist and submit subjects online for approval of Assist the students in the enlistment of 15 GS Staff;
the program chair subjects to be taken; Program Chair
Program Chair approves the enlistment
subject to the validation of clearance
Once approved, print and present the Receive payment and issue official receipt Based on 3 Cashier
assessment form and proceed for payment the
approved
schedule
of fees
Present the enrolments documents and official Validate enrolment documents and notify the 3 GS Staff
 receipt for validation student is officially enrolled
*Returning students may authorize a representative

SHIFT COURSE

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: Returning Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request letter to shift course
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Submit a request letter to shift course for Approve/Disapprove request 10 Program Chair;
recommendation of the program chair and GS GS Secretary;
Secretary and approval of the GS Dean GS Dean
If approved, proceed for enrolment as returning
student.
LEAVE OF ABSENCE

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: Returning Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Leave of Absence Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish Leave of Absence (LOA) form Issue LOA form 1 GS Staff
Pay LOA fee Accept payment and issue official receipt 25.00 3 Cashier
Submit accomplished LOA Approve application 1 Dean
Get and keep copy of approved LOA Issue student copy and file GS copy 1 GS Staff
ADDING/CHANGING/DROPPING OF SUBJECTS

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: New and Returning Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

FEES TO PROCESSING PERSON

CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish online Adding/changing/dropping Assist students 5 GS Staff
form and submit for online approval of program
chair
Print and submit to GS for approval Receive signed form 1 Concerned
professors,
Professors and
GS Dean
If approved, print adding/changing/dropping Receive payment and issue receipt 75.00 3 Cashier
form and pay the fee plus
tuition fee
(for
changing
and
adding of
subjects
Present form for validation. Validate form and notify the student that the 3 GS Staff
request has been officially approved.
COMPLETION OF GRADES

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Completion Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Consult professor concerned Advise client and set completion schedule 5 Concerned
Subject
Professor
Pay completion fee Receive fee and issue receipt 75.00 5 Cashier
Present the receipt of completion fee Input OR number online and print completion 5 GS Staff
form
Submit requirements for completion Receive and check the submitted 60 Concerned
requirements Subject
Professor
Enter final grade in the completion form. 5 Concerned
Subject
Professor
Check and endorse Form 1 Program Chair
Approve Form Dean
Get and keep copy of Form Issue copies of approved Form to concerned 5 GS Staff
parties; file GS copy
COMPOSITION OF DISSERTATION/THESIS ADVISORY COMMITTEE

Office or Division: Graduate School

Classification: Complex
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Application for Comprehensive Examination Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Present Result of Comprehensive Examination Issue Form 1 GS Staff
and Accomplish Nomination Form in
consultation with Temporary Adviser
Advise and guide client 20 Dissertation/
Thesis Adviser
Accept nomination, sign and endorse Form 60 Research
Advisory
Committee
Review and endorse nomination 10 Program Chair,
GS Secretary
Approve nomination 1 GS Dean
Get and distribute approved nomination; keep Issue copies of approved Form to client; file 5 GS Staff
personal copy GS copy
CHANGE OF COMPOSITION OF GAC

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Nomination of Guidance and Advisory Committee form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish Application Form; consult with Issue Form 1 GS Staff
Major Adviser and/or Outgoing and Incoming
Member/s
Advise and guide client 10 Major Adviser
Grant/accept change; sign Form 5 Outgoing/
Incoming
Members
Review and endorse application 5 Major Adviser,
Dean, Program
Chair, GS
Secretary
Approve application 0.5 Dean
Get and distribute copies of approved Issue copies of approved Form to client; file 5 GS Staff
nomination; keep personal copy GS copy

1.2 Before working on a full-blown dissertation/thesis proposal, the student makes a Concept Paper on the research problem/topic he/she plans to
address in consultation with the adviser. This paper is a brief presentation which includes the research problem statement, practical and/or
theoretical significance, brief literature review, list of the major research activities that will be involved, and tentative references. The paper shall
be submitted for the joint evaluation of the major adviser and prospective panel members.
1.3 When the Concept Paper gets approved, the student shall prepare and complete his/her full blown dissertation/thesis proposal under the close
guidance adviser.
PRESENTATION OF SPECIAL PROBLEM/THESIS/DISSERTATION PROPOSAL (APPLICATION AND CONDUCT)

Office or Division: Graduate School

Classification: Complex
Type of Transaction: Government
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Application for Defense Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Present a concept Paper on the research DTRAC 240
problem/topic he/she plans to address
(When the Concept Paper gets approved, the
student shall prepare and complete his/her full
blown dissertation/thesis proposal)
Accomplish Application Form* in consultation Issue Form 1 Clerk
with GAC and PC; submit form, two copies of
proposal and research timetable
Advise and set schedule with client; sign and 30 Research
endorse application Advisory
Committee,
Program Chair,
Dean
Verify and endorse application 10 Program Chair,
Dean
Review client’s record and endorse 3 GS Staff, GS
application; approve application Secretary, Dean
Get and keep copy of approved nomination Issue copies of approved Application to 5 GS Staff
concerned parties; file GS copy
Present research proposal Convene and approve/disapprove proposal 120 Research
 Advisory
Committee
FINAL ORAL EXAMINATION/DEFENSE OF SPECIAL PROBLEM/THESIS/DISSERTATION (APPLICATION AND CONDUCT)X

Office or Division: Graduate School

Classification: Highly Technical
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Application for Defense Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish Application Form*; pay research fee Issue Form 1 Clerk
Receive payment and issue official receipt 3 Cashier
Advise and set schedule with client; sign and 60 Research
endorse application Advisory
Committee,
Dean, Program
Chair
Verify and endorse application 30 Dean Program
Chair
Review client’s record and endorse 3 GS Staff, GS
application; approve application Secretary, Dean
Get and keep copy of approved nomination Issue copies of approved application to 5 GS Staff
concerned parties; file GS copy
Undergo examination as scheduled Conduct examination 180 Research
Advisory
Committee
*To be filed at least one week before the date of presentation
ISSUANCE AND CERTIFICATION OF CREDENTIALS

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
GS Clearance (if not enrolled) and request slip Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish and submit Request Slip form Issue and assist student 3 GS Staff
Pay the corresponding fee for the request Receive and issue Official Receipt 2 Cashier
Submit request to GS for endorsement at the Receive and endorse request of client 3 GS Staff
Main Registrars at Batac
Registrars at Batac prepares the requested Prepare student’s request 7 days Registrars Staff
credential
MIDTERM AND FINAL EXAMINATION

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
CHECKLIST OF REQUIREMENTS WHERE TO SECURE

FEES TO PROCESSING PERSON

CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Note schedule; satisfy requirements in taking Set with class the schedule of exam within the 15 Professor
and prepare for the examination prescribed period concerned

Take exam Administer examination 60 Professor

concerned
 COMPREHENSIVE EXAMINATION

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
Application for Comprehensive Examination Form WHERE TO SECURE
Application for Comprehensive Examination Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Enrol (Follow steps in Item I.A.2. as applicable As prescribed 34.5 As prescribed
except steps 2 and 6)
Accomplish Application for Comprehensive Evaluate client’s record; certify and endorse 1,000 10 Major Adviser
Examination Form; pay Compre Fee application (Masteral
)/
2000
(Doctorat
e)
Review and endorse application 5 PAC, Program
Chai, Dean
Review and approve application 5 GS Secretary
Take exam as scheduled Administer examination 480 (Master) GS Secretary
960 (Doctoral)
Get result of exam Check paper and submit results to Committee 60 Examiner
Chair
Accept, collate and transmit results 5 Committee
Chair, and
Program Chair
Accept results and notify client 1 Clerk, Secretary,
Dean
 Holding of Student Activities

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
Application for Comprehensive Examination Form WHERE TO SECURE
Application Form Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Accomplish and pass application form Issue application form 1 SSDO
Review and endorse application 15 SAC, Adviser,
Dean
Evaluate and approve application 5 SSD Director
Get approved application and conduct activity Monitor and supervise implementation 15 SAC, Adviser
as approved
Note: Follow CMO 63 s. 2017If activity will be conducted outside of the University
 RESOLUTION OF STUDENT GRIEVANCES

Office or Division: Graduate School

Classification: Simple
Type of Transaction: Government to Citizens
Who may avail: GS Students
Application for Comprehensive Examination Form WHERE TO SECURE
Written Report Graduate School Office
FEES TO PROCESSING PERSON
CLIENT STEPS AGENCY ACTIONS
BE PAID TIME RESPONSIBLE
Submit written report and/or file complaint Receive and evaluate report/complaint 60 Dean
Convene grievance committee 30 Guidance
(GC)/disciplinary board (DB); determine Counselor,
sufficiency of report/complaint to warrant GC/DB
investigation
Participate in the investigation and hearings, if If complaint is found sufficient, schedule a 10 GC/DB
required hearing/dialogue and inform the respondents

Conduct hearings 300 GC/DB

Decide on merits of the testimonies; 60 GC/DB
recommend appropriate action based on
Student Manual and University Code
Prepare and submit investigation report to the 60 GC/DB
dean
Receive copy of report and action taken by Make decision and inform the respondents of 30 Dean
authorities such