I’ll start blogging about the end of my Grad School life here in UPLB. I just finished my Masters degree last July. And yes, I’m only going through the process of getting cleared from the University (as a grad student) just now.
I got accepted in November of 2009, exactly six years ago. My grad school life spanned three Chancellors and consequently three processes in enrollment, clearance, etc. They do tend to change processes a lot, to my chagrin. I can never memorize what I’d have to do next, where I’d have to go to, who needs to sign, etc.
Anyway, I’ll put this here as some sort of informal documentation. Might help others like me – those who could never get the step-by-step processes right.
How to get University clearance (for UPLB Grad Students):
ONE. Get an account from OSA (Office of Student Affairs) for your Systemone* (the online registration portal) account. The complications for grad students here is because we are not handed our own Systemone account. It’s the UPLB Graduate School who handles the accounts and the student just gives a list of subjects to be enrolled and then it’s someone from GS who does the encoding in the system.
Ergo, no personal account name and password -which is needed to access the clearance form from the OSA website.
The student then needs to personally go to OSA and go to the COMMIT office (Room 7, 2nd floor, Student Union Bldg) to get that temporary account so you can download the clearance form. There. Phew. That’s the first step.
TWO. Have your clearance form signed by the UPLB Graduate School Secretary.
THREE. You need to get the signature from different offices under OSA. Start with the Scholarship and Financial Assistance Division (Window 4; someone needs to see if you have liabilities, etc), then go to the Counseling and Testing Division (Room 9, sign a logbook), then proceed to the Student Disciplinary Tribunal (Room 14, they have to check if you have a case or something), and then to the Textbook Exchange and Rental Center (last room down the hall, forgot what number; they’ll check if you have not yet returned a book you borrowed, if you borrowed from them). Now, before you go to the OSA Director, you have to accomplish all the other signatures (go to step THREE).
FOUR. You have to be strategic how to go about getting the next signatures. You need to be cleared from the University Housing Office (UHO) (bldg on the right hind side the College of Development Communication and beside the College of Economics and Management). You also need signatures from the University Health Service (which is a long walk from either OSA or UHO). You also need signatures from you home college’s reading room or library before you go to the UPLB Main Library (another long walk from either OSA or UHO or UHS).
My suggestion: Whatever’s the most convenient – considering your college’s location in relation to the three other destinations. For me, it’s CDC reading room, UHO, UHS, then Main Library.
FOUR POINT ONE.
- In the UHO office, they’ll have you sign a logbook and check if you have stayed in any University dormitory or housing and if you have no liabilities.
- In the UHS, you need to bring your UHS ID Number. Go first to the Records office, then to the Dental Office, then to the Billing window, then to the Administration office. Then you are done. Begin your descent from the Mountain of Doom (Hoho).
- For the Main Librarian’s signature, make sure you’re clearance form has already been noted by your home college’s librarian.
FIVE. Have the OSA Director sign your clearance form.
SIX. The last signatory is the University Registrar (Window 10). Before they sign your clearance, they will hand you a small piece of paper. Additional requirements. Yehey! You need to provide them the following:
- Plan of study with grade (get from GS)
- Notice of admission (you should have your copy or you can ask GS)
- Final exam result/report (get from GS)
- Grad fee (present receipt; fee is Php 300)
THERE. BTW, this is for the UNIVERSITY clearance. You still need to get cleared from the Grad School. They have separate requirements listed in a checklist you can get in their office.
Additional requirement: You might have to sing ‘UP Naming Mahal’ at the Grad School before they sign your clearance :)
*As of November 2015, this portal will no longer be used by UPLB. Still waiting for the official new online registration platform. See, these change confuse me so much.