Requests for Reinstatement and/or Extension for First Semester of School Year 2022-2023 (LS RO Memo)

TO :            All Loyola Schools Graduate Students

FROM :       (Sgd)Marlene M De Leon, PhD

                    School Registrar

                    (Sgd)Fr Rogel Anecito L Abais, SJ, STD

                    Officer-in-Charge, Office of the Associate Dean for

                    Graduate Programs                  

SUBJECT :   REQUESTS FOR REINSTATEMENT AND/OR EXTENSION FOR FIRST SEMESTER OF SCHOOL YEAR 2022-2023

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 master’s 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: 

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

ii. 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 at the master’s level and 7 years at the doctoral level. 

Given the above academic regulations, students are reminded to accomplish the following procedures before the 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. 

All requests for Reinstatement and/or Extension will be accepted only until Friday, 15 July 2022 for First Semester of School Year 2022-2023 registration.

ONLINE PROCEDURE FOR REINSTATEMENT AND/OR EXTENSION REQUESTS

IMPORTANT: Except on specific 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).

EVALUATION OF ELIGIBILITY

1. The Student sends a request for Reinstatement and/or Extension to the Office of the Registrar (RO) at acadsupport.registrar.ls@ateneo.edu cc the Office of the Associate Dean for Graduate Programs (OADGP) at 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 the degree program

2. The RO evaluates the student’s eligibility to file the request based on the Reinstatement/Extension regulations.

3. The RO informs the student of the results of the evaluation via email.

REINSTATEMENT

1. If a student is cleared to process a request, the RO sends the Google Form link for Request for Reinstatement via email. 

2. The student accomplishes the Google Form. 

3. The RO evaluates the academic and enrollment status of the student, forwards the request, and provides required information (RO’s evaluation, copy of grades, and link to Google Form for Department’s evaluation and endorsement) to the a) Department Chair/Program Director/Program Coordinator and b) OADGP. 

4. The Department Chair/Program Director/Program Coordinator evaluates the request of the student and endorses the same through the Google Form.

5. The RO sends to OADGP the link to Google Form with the consolidated information from the student, RO, and the Department.

6. The OADGP evaluates the request of the student based on the information provided through the links, fills out the OADGP Google Form, and gives decision/final approval/comments.

7. The OADGP conveys the final decision to the student and provides instructions for payment of the Reinstatement fee, cc the Department Chair/Program Coordinator and RO

8. The student pays the fee and sends a copy of the bank transaction slip to OADGP and RO.

9. The RO updates the Student’s status and clears the student for enrollment in the next term.

REINSTATEMENT AND/ OR EXTENSION

1. If a student is cleared to process a request, the RO replies and sends the Google Form link for Request for Reinstatement and/or Extension. 

2. The student accomplishes the Google form and uploads his/her proposed Progress Report and Plan of Study/Timeline of Activities for the remaining semester/s requested including the details of course/research work to be accomplished. 

Important: Progress Report for Thesis/Dissertation/Capstone should be pre-approved by the student’s Adviser.

3. The RO evaluates the academic and enrollment status of the student, forwards the request, and provides required information (RO’s evaluation, copy of grades, and link to Google Form for Department’s evaluation and endorsement) to the a) Department Chair/Program Director/Program Coordinator and b) OADGP

4. The Department Chair/Program Director/Program Coordinator, in 

coordination with the adviser (for students who are in the thesis/dissertation/capstone stage, if applicable), evaluates the request of the student, recommends changes to the proposed Progress Report and Plan of Study/Timeline as necessary, and signifies endorsement.  Any recommended revision should be explicitly indicated in the comments section of the form.

5. The RO sends the links for the following to the OADGP:

-Consolidated info (from the student, RO, and Department) 

-Google Form for OADGP approval

6. The OADGP evaluates the request of the student based on the information provided.

7. The OADGP fills out the OADGP Google Form for decision/final approval/comments

8. The OADGP conveys the final decision to the student and provides instructions for payment of the Reinstatement & Extension fee, cc the following:              

1. Department Chair/Program Coordinator

2. Adviser/s, if applicable

3. RO

9. A student whose request is approved must:

1. Download OADGP’s letter

2. Conform with the conditions stated by signing the letter 

3. Pay the Reinstatement and Extension fee

4. Send back the PDF copy of the signed letter together and a copy of the bank transaction slip to OADGP and RO

10. The RO updates the Student’s status and clears the student for enrollment in the next term.

CC:  Deans

       Department Chairs and Program Directors

CC:  Deans

       Department Chairs and Program Directors