GUARDIANS BONAFIDE for HOPE FOUNDATION INC.

College of Criminology
Sec. Reg. No. CN200808844
Blk 3 Lot 33 – 34 Adelina 3 Phase 2, Brgy, Sto. Tomas, Biñan City, Laguna 4024
Email: gbhficollege@gmail.com | gbhfifaculty@gmail.com

MEMORANDUM
OFFICE OF ACADEMIC AFFAIRS

TO : ALL COLLEGE PROFESSORS

FROM : Jimmy Aristotle D. Guban Jr.

GBHFI OFFICE OF ACADEMIC AFFAIRS

DATE : August 29, 2023

RE : FACULTY RESPONSIBILITIES

This memorandum notifies All College Professors of their Duties in accordance with the

most recent memorandums from the institution. Among them are the following: Early notice for

change of schedule, Submission of two different sets of Major Examination, Submission of grades

and Late Examinations.

1. EARLY NOTICE FOR CHANGE OF SCHEDULE

This is to formally inform the professors of the college to notify the office at least two days

prior to the new schedule provided by the respective professor in terms of the following:

1.1 Make-up classes

1.2 Indoor/Outdoor School Activities/Events

This is to guarantee the extensive and prompt dissemination of information to our

students regarding their classes and future activities. Moreover, this aims to avoid

unforeseen circumstances deemed disadvantageous to all the parties involved.

2. SUBMISSION OF TWO DIFFERENT SETS OF MAJOR EXAMINATION

This is for the benefit of the excused students who were unable to take their respective

major examinations on the assigned dates due to unforeseen circumstances. Hence, the

Office of Academic Affairs is requiring you to submit two different sets of major

examinations: (1) preliminary examinations, (2) midterm examinations, and (3) final

examinations.

2.1 The first set of tests will be taken by students who are in their best state on the official

day of the examinations while the second set is for the excused examinees. This is to

safeguard the integrity and credibility of the major examination considering the varying

examination dates of the students at hand.

2.2 Moreover, the Office of Academic Affairs seeks to remind the professors regarding the

submission of written examinations prior to the examination week, to give ample time

for their printing. Furthermore, while oral examinations are acknowledged, however, it

is crucial to emphasize the importance of utilizing written examinations as they greatly

contribute to the improvement of students' writing styles and grammatical skills,

making them an essential requirement in every academic institution. Nonetheless, in

the event that oral examinations are to be conducted by students, we kindly request that

the Office of Academic Affairs be informed in advance, to ensure appropriate and

necessary adjustments to the evaluation process and examination schedule.

3. SUBMISSION OF GRADES

It declares the requirement of all subject professors to submit the grades of their students

five (5) working days after the major examinations. Failure to do so shall strictly and only

result to the following:

 3.1 Failure to submit the COMPLETE LIST OF GRADES on the set deadline shall

officially declare all students in the said subject INCOMPLETE and NO GRADES.

Therefore, resulting to a possible failure of the subject at hand.

3.2 Failure to submit a grade of a student on the set deadline shall officially declare the

student’s grades to be INCOMPLETE and NO GRADES.

It is observed that many of our respective professors are unable to submit the grades of

students on the deadline set by the institution due to good consideration of allowing

students in submitting late academic activities or works. Nevertheless, it is imperative to

highlight and remind our professors that consideration without a valid excuse letter

submitted to the Office of Academic Affairs and Discipline office is STRICTLY

PROHIBITED. With this, after a thorough evaluation and discussion with the official

authorities of the institution, the Office of Academic Affairs will be strictly implementing

the NEW POLICY IN THE SUBMISSION OF GRADES every after major examinations.

4. LATE EXAMINATIONS

4.1. Due to the significant number of cheating cases in this institution that were found

throughout the past years, especially in the major examinations, directly contradicts the

school’s mission and vision. With this, the officers of the institution have decided to finally

highlight the imperativeness of the increasing and strengthening of the institution’s

strictness in the academic examinations of the institution.

This is to inform concerned entities of the imperative information and guidelines of the

institution’s new policy regarding a student’s late examination in his/her subjects every

major examination, particularly the prelims, midterms, and finals.

IMPORTANT REMINDERS:

• Professors are NOT allowed to privately discuss their own process or solution with

the late examinee in taking their examination on a specific subject;

• Professors are required to create a new set of exams for the late examinee

• The student or late examinee/s excuse letter must have the signature of his/her

parent/legal guardian, following the formal etiquette of creating documents used

for official purposes.

GUIDELINES/PROCESS:

1. First and foremost, late examinees are required to either submit a medical certificate or

excuse letter, one addressed to the professor of the subject, and one to the GBHFI

College Office of Academic Affairs;

2. Once the excuse letter or medical certificate is approved and has now been signed by

the Staff of the Office of Academic Affairs and the Professor in charge of the subject,

the student will be given an excuse stab (kindly see figure 1) from the staff of the office

of Academic Affairs;

3. The late examinee must present the following to the GBHFI College Registrar: - Excuse

letter - Valid Medical certificate (If any) - Late examination stab (from the office of

Academic Affairs)

4. Once the Excuse letter and stab was signed, the registrar will give the late examinee a

schedule for his/her late examination, which will be administered by the staff of the

GBHFI College Admin;

5. The examination will then be sent to the professor in charge of the subject for grading.
Excuse stab

Name:

Year Level:

Subject (the student will be taking an exam on):

Approved:

YES NO

_______________________

Signature

Office of Academic Affairs

(Figure .01)

Your consideration and positive response regarding this matter are highly appreciated.

For your strict compliance. Thank You, and God Bless!

Jimmy Aristotle D. Guban Jr.

Vice President for Administration