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Requests for Reinstatement and/or Extension for Intersession Term and First Semester of School Year 2020-2021
Posted: 2020-05-22

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TO:    :    All Graduate Students of the Loyola Schools

FROM   :    (Sgd)Joaquin Julian B. Agtarap, MBA
           School Registrar

       :    (Sgd)Anne Lan K. Candelaria, Ph.D.
           Associate Dean for Graduate Programs

SUBJECT :    REQUESTS FOR REINSTATEMENT AND/OR EXTENSION FOR INTERSESSION TERM AND FIRST SEMESTER OF SCHOOL YEAR 2020-2021

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In keeping with the academic regulations provided in the Loyola Schools Graduate Student Handbook (2019 Edition), graduate students are reminded of the following:

Part III, Section 10. a. Rules on Time Limit in the Loyola Schools
All work for the masterís degree must be completed within five (5) years from the date of first enrollment for the degree, inclusive of leaves of absence and suspension due to disciplinary reasons.

All work for the Doctoral degree must be completed within seven (7) years from the date of first enrollment for the degree, inclusive of leaves of absence and suspension due to disciplinary reasons.

Part III, Section 10. b. Rules on Leave of Absence
1. Students who wish to separate themselves from the Loyola Schools for a semester or more must file a Request Form for Leave of Absence subject to the following conditions:

  1. The student should be in good academic and disciplinary standing at the time when the request is made.

  2. The student may not study or enroll in another school during the Leave of Absence.

Application for leave of absence is only applicable for students who are still within the residency limit of 5 years in the masterís level and 7 years in the doctoral level.

In view of the above academic regulations, students are reminded to accomplish the following procedures prior to registration period:

1. Request for Reinstatement if they were unable to enroll at the Loyola Schools for at least two consecutive semesters without an approved Leave of Absence.

2. Request for Extension if they have exceeded/are about to exceed the time limit to complete a degree program and have not been given FINAL and NON-NEGOTIABLE deadlines to fulfill program requirements, provided that they are in good academic and disciplinary standing at the time when the request is made.

A residency holiday was granted to all students who were enrolled in the Second Semester, SY 2019-2020. Kindly refer to the memo re: Moratorium on the Counting of Residency for the Second Semester SY 2019-2020 released last 17 April 2020 for further details.

All requests for Reinstatement and/or Extension will be accepted only until Friday, 11 June 2020 for the Intersession Term of School Year 2020-2021 registration and Wednesday, 15 July 2020 for the First Semester, School Year 2020-2021 registration.

ONLINE PROCEDURE FOR REINSTATEMENT AND EXTENSION PROCESS


IMPORTANT: Except on specified instances, communication between all concerned parties shall always be coursed through University-issued (i.e., official) email accounts. Accordingly, requests from students must be submitted using their @obf.ateneo.edu accounts. University offices and personnel shall also make use of their @ateneo.edu accounts. Communication relayed via any other email account will not be processed.

Students are reminded that the use of their @obf.ateneo.edu account comes with certain obligations, including, among others: (a) not to permit any other person to use the account for any purpose whatsoever; and (b) to use all necessary precautions to protect the account from unauthorized access (e.g., keeping the password thereto strictly confidential).

A. Evaluation

1. The Student sends a request for Reinstatement and/or Extension to the Office of the Registrar (RO) at registrar1.ls@ateneo.edu cc adean.adgp.ls@ateneo.edu. The email should include:
  1. Subject Title: REQUEST FOR REINSTATEMENT/EXTENSION - Last Name, First Name- Degree Code (e.g. REQUEST FOR EXTENSION - Dela Cruz, Juan - MA EU)

  2. Complete Name of the Student

  3. Student ID Number

  4. Degree Program

  5. Reason/s for Reinstatement and/or Extension

  6. Requested Semester and School Year of implementation

  7. Proposed date/semester of completion of degree program

2. The RO evaluates the studentís eligibility to file the request based on his/her academic and enrollment status.

REINSTATEMENT

1. The Registrar replies to all and sends the Reinstatement Form if the Student is cleared to process.

2. The student accomplishes the form and sends back the accomplished form to all.

3. The Registrar replies to all to acknowledge receipt of the form and advise student of the next steps.

4. The Registrar provides additional information as required in the form and forwards studentís request to the following:
  1. Department Chair/Program Director/Program Coordinator.

  2. Adviser (for students in the thesis/dissertation/capstone stage)

  3. Associate Dean for Graduate Programs

5. The Department Chair/Program Director/Program Coordinator, in coordination with the adviser (if applicable), evaluates the request of the student.

6. The Department Chair/Program Director replies to all to endorse/not endorse the request of the student.

Note that for students who will go beyond the maximum residency of 5 (masterís)/7 (doctoral) years, the department chair/adviser should attach a plan of study for the remaining semester/s that the student will have to enroll in to complete his/her degree program.

7. The OADGP evaluates the request of the student based on the submitted document/s and endorsement from the department chair/adviser.

8. The OADGP sends the final decision to the student together with the payment details cc the following:

  1. Department Chair/Program Coordinator

  2. Adviser/s, if applicable

  3. Registrar

9. The Student sends the copy of the bank transaction slip to OADGP and RO.

10. The RO updates the studentís records and lifts the hold order in on AISIS to be eligible to enroll in the next term.

EXTENSION/REINSTATEMENT AND EXTENSION

1. The RO replies to all and sends the Reinstatement and Extension Form if the Student is cleared to process.

2. The student accomplishes the form and sends back the accomplished form to all.

3. The Registrar replies to all to acknowledge receipt of the form and advise student of the next steps.
  1. The student shall prepare a Progress Report and Plan of Study/Timeline of Activities for the remaining semester/s requested for revision including the details of course/research work to be accomplished.

  2. The documents must be coordinated and submitted to his/her Department Chair/Program Director and Adviser (if applicable) to be included as part of their endorsement to the OADGP.

4. The Registrar provides additional information as required in the form and forwards studentís request to the following:
  1. Department Chair/Program Director/Program Coordinator

  2. Adviser (for students in the thesis/dissertation/capstone stage)

  3. Associate Dean for Graduate Programs

5. The Department Chair/Program Director/Program Coordinator, in coordination with the adviser (if applicable), evaluates the request of the student including the proposed Progress Report and Plan of Study/Timeline submitted by the student.

6. The Department Chair/Program Director replies to all to endorse/not endorse the request of the student.

7. The OADGP evaluates the request of the student based on the submitted document/s and endorsement of the Department Chair/Program Director and adviser.

8. The OADGP sends the final decision to the student together with the payment details cc the following:
  1. Department Chair/Program Coordinator

  2. Adviser/s, if applicable

  3. Registrar

9. A student whose request is approved must:
  1. Download OADGPís letter.

  2. Sign the conforme.

  3. Pay the extension/reinstatement and extension fee.

  4. The PDF copy of the signed letter must be sent back as a reply to all to confirm acceptance of the conditions set by the OADGP, together with the copy of the bank transaction slip.

10. The RO updates the Studentís records and lifts the hold order on AISIS making the student eligible for enrollment in the next term.

Click here for the memo.
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