Undergraduate Students’ Overload Requests for the First Semester, SY 2022-2023 (OADAA Memo)

TO:                        Department Chairs/Program Directors
                              Department/Program Secretaries
                              All Undergraduate Students

FROM:                  (SGD) Josefina D. Hofileña, PhD
                              Associate Dean for Academic Affairs

SUBJECT:           Undergraduate Students’ Overload Requests for the First Semester,

                              SY 2022-2023

Section I.5.1 of the Loyola Schools Undergraduate Academic Regulations states that, “Students are expected to enroll for the maximum load as prescribed in their official curriculum. However, in certain cases, enrollment beyond one’s maximum load is allowed.”

The privilege to overload during a regular semester is extended to the following:
1. Honor students/Dean’s Listers – Students who make it to the Dean’s List in the Second Semester SY 2021-2022 are allowed an overload in the First Semester of up to three (3) units beyond their maximum semestral load. However, the additional units may only be added by processing a load revision form during the load revision period.
2. Seniors and Fifth Year students may overload up to six (6) units beyond their maximum load, provided that the total load for the semester (counting both the regular load and the overload) does not exceed 24 units. The student’s home
department/program adds the overload to the student’s IPS and enlistment may be done during the regular registration period. The processing of a load revision form is not necessary.
In both cases, students do not need to submit a request to overload.

Exceptions to the above guidelines require the endorsement of a student’s home department chair/program director and the approval of the Associate Dean for Academic Affairs (ADAA). Students who wish to overload in the First Semester SY 2022-2023, but do not fall under the two categories specified above, may submit the Overload Request Form on 29 July 2022 - 5 August 2022 only. Department Chairs/Program Directors should indicate their endorsement/ non-endorsement on the GSheet to be provided by the Office of the ADAA. Once approved, readvisement/IPS updating to add the overload will then have to be done by the Registrar’s Office (for incoming Sophomores) or the students’ home department/program (for incoming Juniors, Seniors, and 5th year students).

Because of additional challenges that an overload may present, home department chairs/ program directors are requested to carefully evaluate the reason for, and the student’s ability to handle, the additional load.

If the overload request is approved, the additional course may only be added by processing a load revision form during the load revision period on 10-16 August 2022. Please note that even with an approved overload, enlistment is subject to the availability of slots.

Please find below the summary of the Overload Request Process.
STEP 1: Students accomplish the Overload Request Form using their OBF email account.
STEP 2: Upon submission of the form, students receive an automatic response receipt of their request.
STEP 3: Department Chairs/Program Directors are provided with a Google sheet of the requests of their students and fill up Column N for their endorsement/non-endorsement of the request to overload.
STEP 4: The ADAA evaluates the requests and fills up Column P for the decision on the request.
STEP 5: The Office of the ADAA informs the students of the decision on their overload request through their OBF email. The Home Department Chair/Program Director is copied to the email.
STEP 6: The OADAA forwards a list of students approved for overload to the Office of Management Information Systems (OMIS) so that the student’s maximum load will be adjusted to accommodate the additional units.
STEP 7: If approved, the student coordinates with the appropriate office for readvisement/ IPS updating to add the approved overload:
● For Sophomore students - Office of the Registrar (registrar2.ls@ateneo.edu)
● For Juniors, Seniors, and 5th Year students - home department/program

STEP 8: The student submits a load revision form to add the overload during the load
revision period.

For more information, please see the FAQs on Overload from the Office of the ADAA site, which can also be accessed through www.ateneo.edu/ls/adaa.

Thank you very much.

cc: Dr Maria Luz C Vilches, Vice President for the Loyola Schools
Fr Francis D Alvarez, SJ, Officer-in-Charge, Gokongwei Brothers School of Education
and Learning Design
Dr Agustin Martin G Rodriguez, Officer-in-Charge, School of Humanities
Dr Luis F Dumlao, Acting Dean, John Gokongwei School of Management
Dr Raphael A Guerrero, Dean, School of Science and Engineering
Dr Olivia Anne M Habana, Officer-in-Charge, School of Social Sciences
Dr Benjamin Gerardo T Tolosa, Jr., Associate Dean for the Core Curriculum
Mr Ralph Jacinto A Quiblat, Officer-in-Charge, Office of the Associate Dean for Student Formation
Ms Marie Joy R Salita, Associate Dean for Student and Administrative Services
Dr Marlene M De Leon, School Registrar
Dr Jose Ma Edito K Tirol, Director, Office of Admission and Aid
Mr James Patrick S Gregorio, Director, Office of Management Information Systems
Sanggunian ng mga Mag-aaral ng mga Paaralang Loyola ng Ateneo de Manila
(Sanggunian)