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Procedure for Processing of Transfer Students

PART I. Students Applying to Transfer to CLSU

Basic Requirements for Transfer Students

  1. Applicants must meet all the prescribed admission requirements of the university and the concerned college.
    1. Must take and pass the university admission test if he has not completed at least 36 credit units of college courses.
    2. Must submit a scanned copy of credentials (in jpg or pdf format), as follows:
      • Original and photocopy of the birth certificate issued by the Philippine Statistics Agency (PSA)
      • Two 2″x2″ colored ID pictures (must be placed in the enrollment form)
      • Certificate of good moral character
      • Certificate of honorable dismissal or transfer credential
      • Copy of grades (presented by semester and with descriptive title) signed by the registrar of the school of origin or official transcript of records
      • A duly accomplished enrollment form
    3. Applicants must not have failed more than 25 percent of the subjects taken during the last semester.
    4. Only students who have enrolled in any course leading to a degree program are admitted as transferees.
    5. Official documents must be submitted before admission in the following semester; otherwise, enrollment will not be permitted.

 

  1. The applicant sends an e-mail to transferees@clsu2.edu.phwith the subject line “Specific Course” (Ex. BS Agriculture). The applicant attaches in the e-mail a scanned copy of the Transcript of Records (TOR) or Certification of Grades (COG)for the initial evaluation by the Office of Admissions (OAD).
  2. The OAD’s frontline personnel evaluates the attached TOR or COG. If qualified to transfer, he/she sends an editable application for enrollment form to the interested student.
  3. The applicant accomplishes the form and saves it in pdf or jpg file format.
  4. The applicant attaches the scanned copy of the documents stated in item 1.b of the basic requirements above.
  5. The applicant sends all the documents as an attachment to transferees@clsu2.edu.phwith the subject heading TRANSFEREE TO CLSU – COURSE

Example: TRANSFEREE TO CLSU – BS AGRICULTURE

  1. The OAD prints the documents and forwards them to the concerned college or department for further evaluation.
  2. The college/department informs the OAd of the decision on the application to transfer.
  3. The OAD notifies the applicant of the decision of the department/college.
  4. The accepted transferee reports to the OAd to submit the original copy of the documents listed in 1.b. of the Basic Requirements for Transfer Students (see above) to the concerned Records-in-Charge (RIC).
  5. The RIC guides the accepted transferee on the procedure for validation and crediting of courses taken from his/her previous school. The transferee shall ask the concerned department heads to credit/validate previously taken courses using the Evaluation Sheet for Advance Credits. The transferee shall submit the signed evaluation sheet to his/her RIC.
  6. The transferee shall be given the Preliminary Registration and Trial Form (PRTF) by the RIC and advised to proceed to his/her department/college for consultation with his/her registration adviser. The registration adviser shall sign the accomplished PRTF.
  7. The student shall submit the signed PRTF to the OAd for encoding.

 

PART II. Student Who Wishes to Transfer to other Higher Education Institutions

NOTE: Only students who have complete entrance credentials (Form 138, Form 137-A, Original Birth Certificate) can process their application for Transfer Credentials

  1. The student downloads the Application for Clearance Form (ACA.OAD.YYY.F.029).
  2. The student accomplishes the clearance form and saves the form as a pdf or jpg file.
  3. The student sends the pdf or jpg file as an e-mail attachment to the official e-mail of the Record-in-charge (RIC) handling the student’s record with the subject heading “APPLICATION FOR CLEARANCE”. The official e-mail address of the RICs are found on this webpage: https://oad.clsu2.edu.ph/contact-us/
  4. The RIC evaluates the records of the student as to the submission of entrance credentials as well as clearance from accountabilities based on the list provided by the concerned College, Accounting Office, Office of Student Affairs, and University Library.
  5. If the student has complied with and cleared of all those stated in Item No. 4, the RIC informs the student through e-mail the amount to be paid for his transfer credentials and transcript of records (TOR).
  6. Pay your fees thru the following payment options:

        1: CLSU Cashier

        2: Landbank cash deposit

        3: and Landbank online fund transfer

Account Name: CLSU INCOME ACCOUNT F-164

Account Number: 2961-0384-16

Note: Do not pay at 7/11 or transfer via GCASH strictly LANDBANK deposit only.

***** For the issuance of Official Receipt kindly upload the copy of DEPOSIT SLIP. Kindly fill up the link below.

https://tinyurl.com/2jtfwccx

  1. The RIC, after receiving the proof of payment, informs the student when the documents will be ready for release.

 

Procedure for Processing of Leave of Absence

Online Procedures

LEAVE OF ABSENCE Deadline for Filing Application for LOA: Dec 02, 2022 CAG – https://forms.gle/nVzYgkNBL3iwHvGL7 CASS – https://forms.gle/L2dYXKayZGDWiqs6A CBAA – https://forms.gle/u1n3umG9PAUbtctV8 CEd – https://forms.gle/cFJak8mqzPnEN7x96 CEn – https://forms.gle/nUyXESGUEmT8HAsP6 CF – https://forms.gle/wvHW5EM7HvfRzqsB7 CHSI – https://forms.gle/aufANiHt9ZaDJK3x7 COS – https://forms.gle/AgJcavEU39wpF6RR9 CVSM – https://forms.gle/DtdB27JzdnY5b8kg9 DOT-Uni – https://forms.gle/ZoHKPhfZ8Qrxr9W48

  1. The student downloads the Evaluation Sheet for Advance Credits (ACA.OAD.YYY.F.009).
  2. The student accomplishes the form and saves it as a pdf or jpg file.
  3. The student sends the pdf/jpg file of the accomplished form to the official CLSU e-mail account of the Records-in-Charge (RIC) with a subject heading “EVALUATION SHEET FOR ADVANCE CREDITS.” The RIC will be responsible for endorsing the form to the respective Department Head, provided that a copy of the certification of grades or transcript of records containing the subject/s to be validated/credited is already submitted to the Office of Admissions.

     Below is the official email addresses of the RIC’s:

CAG       ric_cag@clsu2.edu.ph

CASS      ric_cass_new@clsu2.edu.ph

CBAA      ric_cbaa@clsu2.edu.ph

CED       ric_ced@clsu2.edu.ph

CEN       ric_cen@clsu2.edu.ph

CF          ric_cf@clsu2.edu.ph

CHSI      ric_chsi@clsu2.edu.ph

COS       ric_cos@clsu2.edu.ph

CVSM     ric_cvsm@clsu2.edu.ph

  1. The Department Head reviews the form and the subject/s to be validated, affixes the signature, then sends it back to the RIC. The OAD will honor only emails sent by Department Head using their official email account (clsu.edu.ph or clsu2.edu.ph).
  2. In the case of multiple subjects to be validated or credited, the RIC sends the attachments to the concerned Department Head to cover all subjects that are to be validated or credited.
  3. The Office of Admissions sends an acknowledgment of receipt of the e-mail, prints the attachments, and updates the student’s academic record.
  1. Signifying Intention to Shift. The student signifies intention to change program by sending an email (with the following format below) to the Records-in-Charge (RIC) assigned to the college offering the program where he/she intends to shift:
1.1. Example:Current Course: BSITNew Course:  BSBioThe subject heading should be in the following format: “ SHIFTING TO ”.  In this example, the subject heading must be:  “BSIT SHIFTING TO BSBIO”The email must be sent to the RIC of the College of Science, which offers the BS in Biology program.1.2. The email address of the RICs are found on this webpage:  https://oad.clsu2.edu.ph/contact-us/
  1. Initial Processing. After receiving the email, the concerned RIC shall review the enrollment record in the program where the student intends to shift. If slots are available, the RIC shall evaluate the academic records of the student.  The RIC sends to the department/college the updated checklist and admission slip of the prospective shifters who can still finish the program within the maximum residence period.
  1. The department/college informs the RIC who among the prospective shifters will be accepted.
  1. Final Processing. The RIC sends the Application for Change of Program (ACA.OAD.YYY.F.012) to students to be accepted by the department/college.
  1. The student prints then signs the form.
  1. The student proceeds to CLSU for the signing of the form by the concerned college registrars, department heads, and deans.
  1. The student submits the signed form to the RIC of his/her new course.
  1. The shifter shall be given the Preliminary Registration and Trial Form (PRTF). The student shall consult his/her registration adviser about the subjects he/she can take.  The registration adviser shall sign the PRTF.
  1. The shifter shall submit the signed PRTF to the OAd for encoding.

Procedure for Processing of Change of Program (Shifting)

Online Procedures

Signifying Intention to Shift. The student signifies intention to change program by sending an email (with the following format below) to the Records-in-Charge (RIC) assigned to the college offering the program where he/she intends to shift: 1.1. Example: Current Course: BSIT New Course:  BSBio The subject heading should be in the following format: “ SHIFTING TO ”.  In […]

PART   I.       COMMUNICATE WITH THE CONCERNED COLLEGE REGISTRAR OF YOUR INTENTION TO
PROCESS YOUR COMPLETION AND/OR REMOVAL OF CONDITIONAL GRADES

The student pays PhP50.00 per removal and/or completion form through the following methods:

Pay your fees (Tuition, CAV, Certification and Authentication, TOR/Diploma) thru the following payment options:

        1: CLSU Cashier

        2: Landbank cash deposit

        3: and Landbank online fund transfer

Account Name: CLSU INCOME ACCOUNT F-164

Account Number: 2961-0384-16

Note: Do not pay at 7/11 or transfer via GCASH strictly LANDBANK deposit only.

***** For the issuance of the Official Receipt kindly upload the copy of the DEPOSIT SLIP. Kindly
fill up the link below:

https://tinyurl.com/2jtfwccx

Payment through LandBank Online Banking (Link.BizPortal):

      1.      Payment should be made by following these steps:

      2.      Go to www.landbank.com and go to LANDBANK Link.BizPortal.

      3.      Then, click PAY NOW.

      4.      Type or Select a merchant name (e.g. CENTRAL LUZON STATE UNIVERSITY) on the search field then click Continue.

      5.      Select Transaction Type (e.g.Entrance/Tuition Fee).

      6.      Select Payment Options (e.g. LANDBANK).

      7.      Fill-out Transaction Details and review the provided information. Then, click Submit.

After Payment Confirmation, take a screenshot. Send proof of payment to the official CLSU email address of the
concerned College Registrar. After receiving your proof of payment, the College Registrar will prepare your Completion and/or Removal Form.

PART II.   PREPARATION AND SUBMISSION OF
COMPLETION/REMOVAL FORM

      1.      Preparation and Submission by Email

o  The College Registrar download the Completion/Removal Form through the appropriate link
below:

o  Removal
Form:  Removal Form (Conditional Grade)

o  Completion
Form:  Removal Form (Incomplete Grade)

o  The College Registrar prepare the Completion/Removal form by supplying the needed
information.

o  The College Registrar then send the accomplished form as an email attachment to the
official CLSU email account of the faculty handling the subject.

o  The faculty download the form, indicate the completion and/or removal grade, affix his e-signature,
and send it as email attachment to the official CLSU email account of the
concerned Department Head.

o  The Department Head and the Dean need NOT sign the forms. The email shall serve as proof of
endorsement.  An endorsement letter shall
be sent per faculty

o  The forms shall be grouped per faculty and sent to the official CLSU email account of the
College/College Dean.

o  The subject of the email must contain the name of the faculty and catalogue number of the
subject (e.g. DELACRUZ_JUAN_R_AENGR522_BSABE)

o  The Dean shall review the Completion/Removal forms forwarded by the Department Head. If the dean finds the forms in order, he/she will endorse them to the Office of Admissions by email, (cc: Department Head). The subject of the email must be similar to that of Item “g”. The email address of the OAd to be used for submission of grades will be communicated to the deans through a memorandum.

      2.      If faculty cannot come inside CLSU Campus

A special ‘dropbox’ for Completion/Removal Form will be placed at the CLSU Main Gate.

      1.      The Faculty or the Department Head may leave the Completion Form/Removal Form placed in a sealed White Mailing envelope.

      2.      It should be properly labeled as to which Department/College it will be forwarded to.

      3.      The OAd will pick up the envelopes and forward the same to the concerned Department/College.

      4.      The Office of the Dean will submit the processed Completion/Removal Form to the OAd.

Reminder:

      1.      Only Completion/Removal Forms in PDF or image (JPEG, PNG etc.) file formats will be accepted. Editable files are considered NOT RECEIVED and deemed NOT SUBMITTED.

       2.      All Completion/Removal Forms must bear the signature of the FACULTY. Forms without the signature of the faculty are considered NOT RECEIVED and deemed NOT SUBMITTED.

      3.      If an unsigned and/or editable Completion/Removal Form is included in an email, such email will not be acknowledged by the OAd. Thus, all Completion/Removal Forms in that email will be considered NOT RECEIVED and deemed NOT SUBMITTED.

      4.      Only Completion/Removal Form endorsed by the College Dean and Directors of ISPEAR and NSTP shall be accepted by the OAd.

      5.      Only Completion/Removal Form submitted using an Official CLSU email account will be accepted by the OAd.

Procedure for Processing Completion and Removal of Incomplete and Conditional Grades

Online Procedures

PART   I.       COMMUNICATE WITH THE CONCERNED COLLEGE REGISTRAR OF YOUR INTENTION TOPROCESS YOUR COMPLETION AND/OR REMOVAL OF CONDITIONAL GRADES The student pays PhP50.00 per removal and/or completion form through the following methods: Pay your fees (Tuition, CAV, Certification and Authentication, TOR/Diploma) thru the following payment options:         1: CLSU Cashier         2: Landbank cash deposit         3: and Landbank […]

NOTE:

Section 4.16.5 of the CLSU Academic Regulations and Procedures states that “Permanent disqualification does not apply to cases, where the grades of 5.0 were due to unauthorized/unofficial dropping of subjects caused by prolonged illness or medical treatment of the student and not to poor class standing . . . . . Students, however, shall only be granted a reconsideration twice. . . .
  1. The student downloads the Application for Reconsideration form (ACA.OAD.YYY.F.027).
  2. The student accomplishes the form and saves the form as a pdf or jpg file.
  3. The student sends the pdf/jpg file of the accomplished application form and a scanned copy of the medical certificate as an e-mail attachment to the official e-mail of the Office of Admissions’ Frontline Section (oad-fls@clsu.edu.ph). The e-mail should have a subject heading “APPLICATION FOR RECONSIDERATION”.
  4. The frontline personnel upon receipt of the e-mail evaluates the records of the student applying for reconsideration. The frontline personnel informs the student of the result of the evaluation, whether qualified or not.  If qualified, the frontline personnel sends the Registration Procedure to the student.
  1. The student downloads the Application for Re-admission (ACA.OAD.YYY.F.002).
  2. The student accomplishes the form and saves it as a pdf/jpg file format.
  3. The student sends the pdf/jpg file as an email attachment to reloads@clsu.edu.phwith a subject heading of “APPLICATION FOR RE-ADMISSION.
  4. The Office of Admissions (OAd) evaluates the academic records of the applicant. If found qualified, the applicant will be advised to proceed to OAd for enrollment.  If not qualified, the applicant will be notified stating the reason/s for disqualification.
  5. The re-admitted student will be given the Preliminary Registration and Trial Form (PRTF) by the Records-in-Charge (RIC), who shall also act as the student’s registration adviser.
  6. The re-admitted student submits the signed PRTF for encoding.

Procedure for Filing Application for Readmission

Online Procedures

The student downloads the Application for Re-admission (ACA.OAD.YYY.F.002). The student accomplishes the form and saves it as a pdf/jpg file format. The student sends the pdf/jpg file as an email attachment to reloads@clsu.edu.phwith a subject heading of “APPLICATION FOR RE-ADMISSION.” The Office of Admissions (OAd) evaluates the academic records of the applicant. If found qualified, the applicant […]

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