Who can file for a University Clearance?


The following are the students who should file for University Clearance*

  • Graduating students
  • Students withdrawing from the program
  • Students who will transfer to another university
  • Students applying for honorable dismissal
  • Students who will discontinue with their degree programs


*(based on the UPOU Academic Policies and Procedures Manual, March 2021)


The  approved university clearance is a prerequisite for issuance of the following:

  • Official Transcript of Records
  • Diploma
  • Honorable Dismissal
  • Transfer Credential
  • Permit to Transfer


Important Information:


1. If the student has no valid and complete Official Transcript of Records (OTR) from the previous school attended, the processing of the university clearance will be put on hold until the student submits to the Records Section of UPOU-OUR the valid and original copy of the OTR.


2. The student must file a Faculty Clearance to his/her respective Faculty of Study before applying for university clearance. 


For FED and FMDS students, download the Faculty Clearance Form and send to:


FED; [email protected]

FMDS: [email protected]


For FICS students, complete this online form: FICS Faculty Clearance Form.


Failure to apply for a faculty Clearance can result in delayed processing of University Clearance.


3. A Student who has been cleared from the university for teh purpose of securing an Honorable Dismissal can no longer enroll in his/her previous program. However, the student can still apply for admission to a different UPOU program. The application shall be through the Online Application System (OAS).




 UNIVERSITY CLEARANCE PROCESS


Step 1: Student applies for University Clearance through the Student Portal and submits necessary document/s. 

The document/s to be submitted depends on the reason for applying for a university clearance.

Reasons
Document/s Required
Graduate
  • Proof of payment for graduation fee.

For payment procedures, click here.


To Transfer to another UP Constituent Unit
  • Signed letter addressed to the University Registrar indicating the intent to transfer.
  • Admission notice or acceptance letter from the accepting university.
  • A government-issued ID.


Withdrawal from the Program/Honorable Dismissal

  • Signed letter addressed to the University Registrar citing the reason/s for withdrawing from the program.
  • A government-issued ID.

Step 2: Various UPOU units act on the submitted application for clearance. 

The clearance shall be only approved by the Office of the University Registrar (final approver) if the following units have cleared the student of any deficiency/ies: 

  • Office of the Student Affairs
  • University Library
  • Faculty Office
  • Records Section of the Office of the University Registrar

Step 3: Student receives email notification if the clearance submitted has been approved. 

Step 4: Student downloads and prints the approved clearance form and certificate from the Student Portal.

NOTE: Processing of the University Clearance takes 21 working days. It may be longer if the student has deficiency/ies in any of the above UPOU units. The student must settle all deficiency/ies first before a clearance is granted.