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Graduate Program Policies

Transfer of Credits from Another University

Subject to the recommendation of the appropriate bodies and the approval of the Dean/Director, graduate courses taken by a student in another university may be credited towards the master’s program provided that:

  1. these courses were taken within five years prior to admission;
  2. these were validated through appropriate means by the MS CaRE Graduate Committee; and,
  3. the total number of credits transferred shall not exceed three-eighths (3/8) of the total number of units in the student’s Master’s course requirements.

*However, condition (2) shall not apply if the courses were taken in an institution with which the University of the Philippines has a special academic arrangement and if these courses are part of the student’s approved Program of Study.

Subject to the recommendation of the appropriate bodies and the approval of the Dean/Director, graduate courses taken by the student under another program of the University of the Philippines may be transferred for credit to the new Master’s program provided that these courses:
  1. were taken during the last five (5) years prior to the student’s admission or transfer to the Master’s Program;
  2. have not been credited to a degree previously obtained by the student; and,
  3. are relevant to the MS CaRE program.
Transfer of credits shall be done within the first semester of the student’s admission into the program. The course/s credited shall be specified in the student’s record (Program of Study) by the MS CaRE Graduate Program Coordinator. A copy of the approval shall be sent to the Office of the University Registrar, through the Office of the College Secretary.
The Cumulative Weighted Average Grade (CWAG) shall be based on all Master’s level courses taken by the student in his/her approved Program of Study, including those credited from other University of program in UP Baguio, if there’s any; and those taken in compliance with the Maximum Residence Rules, if applicable. To remain in good standing, a student must maintain a CWAG of “2.0” or better in his/her course work at the end of each academic year until the completion of the Program of Study.  This CWAG shall be computed by the Graduate Program Coordinator.A student who fails to satisfy the CWAG of “2.0” at the end of an academic year shall be disqualified from the Master’s program unless the Dean/Director decides to waive the disqualification on justifiable grounds upon the recommendation of the student’s Graduate Program Coordinator and endorsement of the MS CaRE Graduate Program/Committee, through channels. A notice of dismissal from the program will be issued by the Graduate Committee through the Department Chair. If a student fails the defense of his/her Master’s Thesis, he/she may submit him/herself to a second master’s defense within one academic year after the first defense. Failure to pass the second defense disqualifies the student from his/her current master’s program.
A leave of absence should be requested in a written petition to the Dean, and accompanied by the Leave of Absence form. The petition should state the reason for the leave and specify the period of the leave. The leave should not exceed one year, but may be renewed for at most another year. For leave of absence availed by an enrolled student during the second half of the semester, the faculty members concerned shall be required to indicate the class standing (passing or failing) of the student at the same time of the application for the leave. No application for leave of absence shall be approved without the instructors concerned indicating the student’s class standing. This, however, should not be entered in the official Report of Grades. Students who withdraw after ¾ of the total number of hours prescribed for the class standing at the time of their withdrawal was below 3. Students who are not intending to enroll, can file a leave during the regular enrollment No leave of absence shall be granted later than two weeks before the last day of classes during the semester. If the inability to continue with classes is due to illness or similar justifiable causes, the student’s absence during this period shall be considered excused. In such cases, the student shall be required to present an excuse slip to the concerned faculty members. Students who withdraw from the College without formal leave of absence shall have their registration privileges curtailed or entirely withdrawn.

One-year Residence before Graduation

The student must be officially enrolled for residence for at least one (1) academic year prior to the conferment of the Master’s degree.

Maximum Residence Period

The time limit for completion of all master’s requirements shall be five (5) years. The counting of the period of residence shall start from the student’s first enrollment in a graduate course after admission into the master’s program and shall include semesters when the student was in a Dismissal or Permanently Dismissed status. Except for semesters prior to the 2nd Semester, AY 2022–2023, approved Leaves of Absence (LOA) shall not be counted toward the Maximum Residency Rule. The regular period for completion for a graduate student transferring from another university shall be reduced by one (1) semester. If there are courses taken by the student prior to his/her admission to the program and credited to his/her course requirements, then his/her allowed period of completion will be reduced by a number of semesters equivalent to one semester for every nine (9) units of courses credited to his/her program. In exceptionally meritorious cases, extensions of residence beyond the above regular period of completion may be approved by the Dean/ Director upon the recommendation of the appropriate bodies. This extension shall be for a period not exceeding one (1) calendar year at a time, but in no case shall the extensions exceed more than five (5) years. The student granted an extension shall take additional units of graduate courses (penalty course) in his/her discipline or area during the extension period at a rate of three (3) units for every two (2) years of extension or a fraction thereof. Penalty courses cannot be taken in advance i.e. before reaching Maximum Residency Any student who fails to complete all requirements of the degree within the regular period and any approved extension thereof shall be disqualified from the master’s program.

Extension of Residence

In meritorious cases, extensions of residence beyond the regular period of completion may be approved by the Office of the Vice Chancellor for Academic Affairs upon the recommendation of the appropriate bodies. This extension shall be for a period not exceeding one (1) calendar year at a time. In no case shall the extension exceed more than five (5) years. The student granted extension shall take additional units of graduate courses in his/her discipline or area (i.e., penalty course) at a rate of three (3) units for every two (2) years of extension or a fraction thereof.</div.
Any student who, by the end of a semester, must maintain certain academic standing required under the MS CaRE Program or must meet the MS CaRE retention policy.  Any student who fails to meet the retention policy will be dismissed from the MS CaRE Program.  Such students are given one year to shift to another program in UP Baguio or transfer to another University/State College. However, students can apply for readmission into the MS CaRE Program.
At the end of each semester, every graduate student must maintain the required academic standing. Based on their academic performance, students may be placed under Warning, Probation, Dismissal, or Permanently Dismissed status.  Graduate students placed under Dismissal or Permanently Dismissed status are considered to have severed their ties with the University and consequently, cannot enroll in the semester in which such status takes effect.  However, students may apply for readmission, subject to applicable University rules and requirements.
Applications for readmission in the graduate level, must be filed with the Committee on Admission, Readmission, and Student Progress for proper action and recommendation to the Chancellor. The deadline for such applications is identified in the academic calendar and is usually set one month before the 1st day of every regular registration period. Application for readmission in the MS CaRE Program must be forwarded to the MS CaRe Graduate Committee through the MS CaRE Graduate Program Coordinator. The application deadline follows the deadline for readmission to the University.
A student in good standing who desires to sever connection with the University shall present a written petition to this effect to the University Registrar, signed by his/her parent/guardian if applicable. If the petition is granted, the student shall be given honourable dismissal. Generally, honourable dismissal is voluntary withdrawal from the University with the consent of the University Registrar or his/her representative. All indebtedness to the University must be settled before a statement of honorable dismissal can be issued. The statement indicates that the student withdrew in good standing as far as scholastic performance is concerned. If the student has been dropped from the rolls on accounts of poor scholarship, a statement to that effect may be added to the honourable dismissal. Students who leave the University for reasons of suspension, dropping, or expulsion due to disciplinary action shall not be entitled to honourable dismissal. Should they be permitted to receive their transcript of records or the certification of their academic status in the University, it shall contain a statement of the disciplinary action rendered against them.

Academic and Curriculum Requirements

To qualify for graduation, a student must satisfy the following requirements:
  1. complete a minimum of twenty-seven (27) units of coursework, two (2) units of seminar course, and six (6) units of Master’s thesis; maintain a Cumulative Weighted Average Grade (CWAG) of “2.0” or better in his/her graduate courses at the end of each academic year;
  2. successfully defend a Master’s Thesis; submit at least two (5) bound copies and online copy of the certified and approved Master’s Thesis; and 
  3. submit a publishable form of a research paper based on the MS thesis (student as lead author) to a peer-reviewed or ISI/SCOPUS-listed journal.

Application Process and Requirements

Only students who have completed or are in their final term of completing all academic and curriculum requirements are eligible to apply for graduation. Students who have applied previously are no longer required to apply again. Students must apply for graduation to the University Registrar through the College Secretary by submitting the following forms and attachments:
  1. Application for graduation
  2. Alumni card
  3. Data privacy consent form
  4. Program checklist
  5. Copy of Form 5
  6. Proof of payment of the alumni and graduation fees (to follow if Form 5 is unavailable before the deadline)

Policies on the Administration of Master’s Thesis

Standard for Master’s Thesis
Each student shall be required to submit a master’s thesis which:
(1) embody an original, independent, significant, and scientific research or creative work;
(2) show the student’s capacity to make a critical evaluation of previous work done in his chosen research topic; and
(3) demonstrate a student's ability to present research findings in a clear, systematic and scholarly manner (i.e. with depth and integrative approach).
The Thesis Committee is composed of the Thesis Adviser, a Co-adviser, if any, and Thesis Reader. The appointment of Thesis Committee members must be endorsed by the MS CaRE Graduate Committee and approved by the CS Dean. The Thesis Committee shall consist of full-time regular faculty members who are at least PhD degree holders, or in meritorious cases, MS degree holders. Professorial Lecturers, Professors Emeriti, and experts from outside the College/Unit/University may also serve as Co-Adviser, and Reader upon approval by Dean, through channels. At least two-thirds of the thesis committee must be composed of full-time UP Baguio faculty members when the committee consists of three members, or at least one-half when it consists of two members. The Thesis Committee shall: 1) approve the thesis proposal; and 2) endorse the thesis proposal draft for oral defense;. 3) provide comments and return the manuscript with comments and suggestions within two weeks from the receipt of the submitted manuscript

7.2.1. Thesis Adviser

After the student completes CRE 260 and CRE 299, and either one of the other core courses (CRE 265, CRE 261, or CRE 230), totaling to nine (9) units, he/she shall formally request the Graduate Program Coordinator for a thesis adviser. An acceptance form shall be accomplished, and the Dean shall then appoint the Adviser, who shall be chosen on the basis of his/her expertise in the student’s research topic, upon recommendation of appropriate bodies. The Adviser shall come from the unit where the student is enrolled. The Adviser shall be responsible for: 1) advising the student in the preparation of the thesis proposal; 2) guiding and monitoring his/her thesis research; 3) returning the manuscript with comments/ suggestions/ edits to the graduate student within two weeks from the receipt of the submitted manuscript and 4) endorsing his/her Master’s thesis for oral defense.

7.2.2. Thesis Reader

The Thesis Reader shall be formally appointed by the Dean upon the approval of thesis proposal and with the recommendation of the Graduate Program Committee. The functions of the Thesis Reader are to: 1) evaluate the thesis for defense, 2) endorse the thesis to the Oral Defense Panel. 3) return the manuscript with comments/ suggestions/ edits to the graduate student within two weeks from the receipt of the submitted manuscript.

7.2.3. Change of Adviser/Reader

If the Adviser/Reader goes on leave for more than one semester, the Dean/Director shall appoint a new Adviser/Reader upon the recommendation of the appropriate bodies. A student who wishes to change an Adviser/Reader shall write to the Dean/Director, through channels. An Adviser or a Reader/Critic may request to be relieved of his/her duties for justifiable reasons.
The number of advisors (inclusive of thesis and dissertation students) shall be left to the College Graduate Faculty Council.

In consultation with the Thesis Committee, the student shall further develop and refine the proposal in preparation for the proposal presentation. The student and the Thesis Committee shall coordinate with the MS CaRE Graduate Program Coordinator to schedule the presentation. The time and place of the presentation shall be officially announced by the Graduate Office/Committee concerned at least two (2) weeks before the scheduled presentation.  The schedule may be changed only upon the recommendation of the Thesis Committee, through channels, and the formal authorization of the Dean/Director.

During the presentation, the student shall present the proposed study before the Thesis Committee, members of the Graduate Program Committee, and other interested members of the public. The student is expected to address questions, comments, and recommendations raised during the presentation and to revise the proposal as necessary based on the feedback received.

Upon approval of the thesis proposal, the student may then carry out the thesis research.  A certified copy of the approved proposal and a form endorsing the thesis proposal duly signed by the Thesis Committee shall be submitted to the Dean/Director, through channels.

7.5.1. Oral Defense Panel

After the student’s completed draft has been approved by the Thesis Committee members, they shall endorse it for oral defense to the Dean/Director, through channels.

There shall be an Oral Defense Panel, which may be constituted by the thesis committee member and Thesis Examiner. The Oral Defense Panel shall consist of at least three (3) and no more than five (5) full-time faculty members who are Master’s degree holders except in meritorious cases. They shall be appointed by the Dean/Director upon the recommendation of the appropriate bodies.  A maximum of two (2) out of five (5) or one (1) out of three (3) members of the Master’s Oral Defense Panel may come from an academic institution or qualified agency outside the College/Unit or University.

The Master’s Oral Defense Panel shall be chaired by one of the panelists other than the Adviser/Co-Adviser.

7.5.2. Administration of the Oral Defense

The Master’s oral defense must be held in the College/Unit or its official online platform at a time recommended by the Panel and authorized by the Dean/Director, through channels.

The time and place of the Master’s defense shall be officially announced by the Graduate Office/Committee concerned at least two (2) weeks before the scheduled oral defense.  The schedule of the oral defense may be changed only upon the recommendation of the Oral Defense Panel, through channels, and the formal authorization of the Dean/Director.

The oral defense may be held only under the following conditions: 1) the thesis manuscript has been received by each member of the Oral Defense Panel at least two (2) weeks before the scheduled examination; and 2) all members of the Oral Defense Panel are present (face-to-face or virtually), except for programs that require the inclusion of a foreign Co-Adviser or foreign external examiner. If the latter is absent, he shall be required to send his comments to the Chair of the Panel who shall integrate this in the final report. If any other member of the Panel is absent, the oral defense shall be rescheduled. 

The Master’s oral defense shall be open to the public, the duration of which shall be left to the discretion of the Panel. However, the evaluation and rating of the student’s oral defense shall be done by the Panel in a closed-door meeting to be held immediately after the oral defense.

There shall be three (3) possible ratings for the defense: “Pass,” “Provisional Pass,” or “Fail.” 

“Provisional Pass” means minor revisions are required.  All members of the Panel must agree on the recommended revisions, which must be specified in writing and attached to the final report.  

“Fail” means substantial revisions are required by at least two of the five Panel members or one of the three Panel members. Any member who fails the student must specify the reason/s in writing, a copy of which shall be attached to the report of the Panel.

The result of the oral defense must be reported by the Panel to the Dean/Director, through channels, within the first working day after the defense.

Passing or Failing the Master’s Defense If the student passes the oral defense or complies with the provisional conditions set by the thesis panel, his/her Master’s thesis shall be considered approved.

If the student fails the defense or fails to comply with the provisional conditions set by the thesis panel,, he/she may submit himself/herself to a second Master’s defense within one academic year after the first defense.  Failure to pass the second oral defense, comply with the conditions of a provisional pass rating, or retake the defense within the prescribed period shall disqualify the student from the current Master’s program.
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