#EnrollAtVSU: Registration Procedures and Policies for 1st Semester • SY 2020-2021

Enrollment by Campus

Online Enrollment

Students in these campuses will use their MyVSU Student Portal:

• Baybay
• Tolosa

 

Remote Enrollment

Students in these campuses will contact the registrars remotely online or through mobile phone.

• Alangalang
• Isabel
• Villaba

Online Enrollment

Your registration will be done at the MyVSU Student Portal. Learn more about the procedures below.

• General Instructions
• Registration Schedule

 

Enrollment Procedures

• Incoming First-Year Students and Transferees (VSU CAT 2020 Qualifiers)
• Regular Continuing Students
• Irregular Continuing Students

  MyVSU Student Portal MyVSU Tolosa Student Portal

Remote Enrollment

Students in the component colleges of Alangalang, Isabel, and Villaba will be enrolled remotely.

• General Instructions
• Registration Schedule
• How Remote Enrollment Works
• Note to the Component College Registrars

Enrollment Procedures

• Incoming First-Year Students and Transferees (VSU CAT 2020 Qualifiers)
• Continuing Students

  Start Remote Enrollment

Graduate Students

The VSU Graduate School will continue to accept aspiring and continuing graduate students for this school year.

• Admission Procedure
• Enrollment Procedure

  Graduate School Website

Other Enrollment Matters

These are the university’s policies about a number of matters related to your enrollment.

• Shifting of degree programs for continuing students
• Requesting of unoffered subjects
• Overloading of subjects
• Readmitting Returning Students
• Filing of Leave of Absence

Important Instructions

For Department Heads and Academic Advisers

• Online consultation before enrollment
• During Online Enrollment

For Clerks

• During Enrollment
• Regarding incoming first-year students and transferees
• Regarding continuing students

Classes in the 1st Semester

We will open the new school year on August 17, 2020 under the ‘new normal’ of flexible learning. Here’s what to expect.

• Overview
• Information for dormitory occupants
• What to bring
• Strategies for Flexible Learning

Enroll Now!

MyVSU Student Portal MyVSU Tolosa Student Portal Start Remote Enrollment   

Frequently Asked Questions

• Online Enrollment / MyVSU Student Portal
• Remote Enrollment
• Flexible Learning and Classes this Semester

Online Enrollment (Baybay, Tolosa)

Enrollment Procedure for Incoming First-Year Students and Transferees

1. Ascertain that you have passed the VSU College Admission Test 2020. You can check the results at vsu.edu.ph/cat2020
2. Go to the MyVSU Student Portal (my.vsu.edu.ph for VSU Main Campus, my-tolosa.vsu.edu.ph for VSU Tolosa) and provide your full name, VSU CAT Examinee Control Number (ECN), valid email, and mobile phone number at the Freshmen Registration Section. (Example: Juan Dela Cruz, 342, This email address is being protected from spambots. You need JavaScript enabled to view it., 09191234567)
   • If you have difficulty getting through, please contact our hotline +63 53 565 0608 and look for Jeanie or Kim.
3. Fill in your personal information and update your profile in the MyVSU Student Portal. Ensure that you supply a valid personal email address in your profile. Your temporary Certificate of Registration (COR) and further instructions will be sent to your email.
4. For qualifiers who have no assigned degree program, choose your desired course from the degree programs with available slots only. The system will accept on a first-come, first-served basis.
5. Upload a scanned copy of your high school card (HS), Transcript of Records (Transferees), or passing certificate (ALS).
6. Once Steps 3-5 are completed, the system will provide you your block schedule with the list and schedule of subjects. This information will be printed on your temporary Certificate of Registration (COR).
7. Print your temporary COR or save a copy on your mobile device which you will show to your respective departments when you come to the university.

Enrollment Procedure for Continuing Students

Remote Enrollment (Alangalang, Isabel, Villaba)

General Instructions

• Enrollment for incoming first-year students, transferees and continuing students will be done remotely through various channels.
• For incoming first-year students and transferees, ensure that you remember your Examinee Control Number (ECN). In case you forgot your ECN, please refer to the email sent by the Admissions Office or you may contact This email address is being protected from spambots. You need JavaScript enabled to view it. or the “VSU Student Services Office” Facebook Page.
• Refer to the table below for the registration schedule for remote enrollment in the three component colleges.
• Advisers will only entertain enrolling continuing students on their assigned schedule. Those who cannot enroll during their schedule may only be entertained on August 3 to 7 as late enrollees. Fines for late enrollment still apply.

Registration Schedule for Remote Enrollment 

Mechanics for Remote Enrollment

The Registrar’s Office of the component colleges will make various options available for students to submit their data. The data will be imported into the campus’ Student Records Management System (SRMS) local database to enroll the student.

The student intending to enroll will submit their data using any of the following means:

• ONLINE FORM.Data will be submitted through an online form.
• MESSENGER.Data will be submitted as a private message to the Facebook page of the campus.
• SMS.Data will be submitted through text through the campus' assigned mobile number/s.

The following information must be submitted through the channels mentioned above:

• Full name:
• Student Number (continuing) or ECN (VSUCAT qualifier)
• Year Level (for continuing students)
• Subjects to Enroll (if irregular; regular students will be automatically assigned to their block)
• Mobile Number/s
• Email Address
• Present Address

Other information will be gathered once the university will resume with face-to-face classes.

Enrollment Procedure for Incoming First-Year Students and Transferees

1. Ascertain that you have passed the VSU College Admission Test 2020. You can check the results at vsu.edu.ph/cat2020
2. Choose a channel for remote enrollment (online form, Messenger, or SMS).
3. Supply the information required and wait for the response from the Registrar’s Office.
4. Once the Registrar has finished processing your enrollment, a scanned copy of your validated Certificate of Registration (COR) will be delivered to the email address you indicated. The printed copy of your validated COR will be available for claiming at the Registrar’s Office during the resumption of face-to-face classes.
5. You are now enrolled! Make sure to submit your documents upon the resumption of face-to-face classes:
   • Filled-up Registration Form (RF) - A blank form will be available at the VSU website or at the campus entrance
   • Original copy of your high school card (HS), Transcript of Records (Transferees), or passing certificate (ALS)

Note to Registrar’s Office:

• The Registrar should already prepare the block sections and schedule with names based on the CAT results.
• All CORs should be printed in advance (mail-merged with schedule). Validation will only be done upon enrollment.

Enrollment Procedure for Continuing Students

1. For irregular students, contact your academic adviser in advance to decide on what subjects you will take for the 1st semester.
2. Choose a channel for remote enrollment (online form, Messenger, or SMS).
3. Supply the information required and wait for the response from the Registrar’s Office.
4. Once the Registrar has finished processing your enrollment, a scanned copy of your validated Certificate of Registration (COR) will be delivered to the email address you indicated. The printed copy of your validated COR will be available for claiming at the Registrar’s Office during the resumption face-to-face classes.
5. You are now enrolled!

Enrollment of Graduate Students

Admission and enrollment of Graduate Students will be open from July 1, 2020 to August 7, 2020.

Admission procedure for incoming graduate students

1. Download the application form for admission (FM-OGS-01/FM-OPO-01) and candid appraisal form (FM-OGS-02) from the VSU Graduate School website (vsu.edu.ph/gs). Two candid appraisals are required.
2. Submit the admission form, candid appraisal, and Transcript of Records, together with the official receipt for your admission fee to the Graduate School.
   • If through email, send scanned copies of these documents to This email address is being protected from spambots. You need JavaScript enabled to view it.. The original documents must be submitted to the Graduate School during the start of classes.
   • If through courier, address it to:
     Office of the Dean
     VSU Graduate School
     Visayas State University
     Baybay City, Leyte
     Philippines 6521
3. Applicants shall request their referees to send the candid appraisals discreetly and separately to GS (email or courier).
4. The VSU Graduate School will compute your GPA before endorsing your application to your prospective department’s Graduate Advisory Committee (GAC) for evaluation. You will be informed of the result of your application after the evaluation of your prospective department of your credentials.
5. An official letter of admission specifying the status of your application will be sent to your email. This will serve as your entry document to the VSU Graduate School.
6. Accepted applicants should personally report to the VSU Graduate School to coordinate with their GAC and process their enrollment.

Enrollment of continuing graduate students

1. Continuing graduate students should coordinate directly with their respective Graduate Advisory Committees (GACs) for enrollment requirements (e.g., courses to enroll).
2. Proceed to the VSU Graduate School to start the process of enrollment.

Enrollment-related policies

Shifting of degree programs for continuing students

Shifting of degree programs will be allowed only after the regular enrollment period, which will be on August 3 to 7, 2020.

Academic advisers are directed not to allow advisees to enroll in courses that are not within their current degree program for advanced enrollment. The Registrar’s Office should not accept these enrollees as well.

Requested Subjects

As provided for in Section 342 and 343, Chapter 44 of the VSU Code:

• Section 342. Subjects unscheduled for a given term may be offered upon written request of at least fifteen (15) students, duly endorsed by the department head and by the college dean or dean of graduate school and approved by the Vice President for Instruction.
• Section 343. Subjects may be scheduled by the department head to take care of graduating students who failed the subjects in the previous semester; Provided, however, That such request must be made at least two weeks before the start of the registration period.

Only such requests will be entertained.

Request for overloading of subjects and taking of subjects with prerequisites

1. Overloading of subjects will be allowed by a maximum of 6 units or two subjects only.
2. If a prerequisite course was supposed to be taken in Summer SY 2019-2020, the prerequisite can be enrolled simultaneously as a co-requisite during the incoming first semester SY 2020-2021.
3. If a prerequisite course from the 2nd Semester SY 2019-2020 has no grade or which remained incomplete due to the COVID-19 pandemic, these prerequisites may be waived.

For returning students

Before enrollment, returning students should write a letter of intent addressed to the President coursed through the University Student Services Office (for the main campus) or the Campus Dean (for component colleges). The letter should be approved before the student will be allowed to enroll.

Instructions to Department Heads and Academic Advisers

During Online Consultation Prior to Enrollment

Department heads should convene (via video conference or other means) the academic advisers and enrollment focal person ahead of time to make the necessary arrangements for enrollment as follows:

• Academic advisers should be available for correspondence as early as one week before the schedule of enrollment. Advisees, especially irregular students, will consult you regarding the subjects they intend to enroll in the upcoming semester. (Please see General Instructions for the enrollment schedule)
• The academic advisers should review the progress of their academic advisees in advance. They may log in to their Cumulus account to view their grades. This way, they will be able to advise students better.
• The name and email of the academic adviser is reflected on the MyVSU Student Portal to provide an avenue for the student to reach his/her academic adviser. The academic adviser must check his/her email regularly for incoming consultation.
• The academic advisers and enrollment focal person should respond promptly to advise students on subjects for enrollment and eventually approve the same during this consultation.
• The academic advisers should retain a copy of the approved schedule of subjects for each student and forward these to the department head and enrollment focal person.

During Online Enrollment

• Department heads and enrollment focal persons should be physically present at the department during the entire period of online enrollment.
• The department may assign a faculty as enrollment focal person who will approve student enrollment based on the list provided by the academic adviser during online consultation.
• If the student encodes subjects not on the list approved by the academic adviser, he/she should go back and seek approval from their academic adviser.

Instructions to Clerks

During Enrollment

Department-based clerks are responsible for collecting the Registration Forms (RF) signed by the academic adviser and forwarding them to the Office of the Registrar.

For incoming first-year students and transferees when face-to-face classes resume

Clerks are responsible for receiving the original copies of the admission documents of incoming first-year students and transferees.

1. For first year students and transferees to receive their validated Certificate of Registration (COR), ask them to submit their temporary COR first.
2. Ensure that the following original documents are submitted:
   1. Two (2) copies Duly Filled-up Registration Form (downloaded from the VSU website and filled up in advance), printed in A4 size paper
   2. High school card (e.g. Form 138/SF9) or ALS certification (for incoming freshmen) or TOR informative copy (for transferees)
   3. Certificate of Good Moral Character
   4. Two (2) copies High quality 2x2 ID photo with white background (no eyeglasses); Inkjet-printed photos will not be accepted
   5. Philippine Statistics Authority-issued birth certificate
   6. Transfer credentials/ honourable dismissal (for transferees)
3. Clerks shall only release the validated Certificate of Registration (COR) to the student upon receipt of the above mentioned documents. Submissions of documents A-C are mandatory, while documents E-F can be submitted within the first semester. Failure to submit documents A-C will result in cancellation of the student’s enrollment, while failure to submit documents E-F will block the students from enrolling in the next semester.
4. Clerks shall organize and turn over these enrollment documents to the Office of the Registrar at the end of each working day.

For continuing students when classes start

Clerks are responsible for releasing the validated Certificate of Registration (COR) to continuing students under their department.

Instructions to Students for Classes for the 1st Semester SY 2020-2021

The first semester will officially commence on August 17, 2020, per BOR-approved School Calendar (BOR Resolution No. 36, S. 2020). However, classes will follow online/offline on the following schemes:

• Onboarding of faculty and students on flexible learning - August 17-28, 2020
• Lecture classes only - All instructions will be done online/offline from September to December 2020
• Lecture and laboratory classes - Lecture classes will be done online/offline from September to October 2020. Laboratory classes will commence from November to December 2020 (last day of classes) on campus.
• Laboratory classes only - All activities will be done from November to December 2020 (last day of classes) on campus.

For dormitory residents

The university will be open starting October 30, 2020, for students residing in dormitories. Due to social distancing measures, dormitories inside the campus will only accommodate half of its original capacity. The procedure and guidelines for dormitory applications are here.

What to bring

All students should bring the following:

• Face masks - preferably washable and should be replaced on a daily basis
• Alcohol, hand sanitizers, and soaps
• Medical certificate from their city/municipal health office issued at least three (3) days before arriving at VSU / barangay certificate that he/she is not a PUM/PUI

Specific guidelines of the entry of students for SY 2020-2021 will be published on a separate page.

Graduating Graduate Students

Graduating graduate students may be allowed to enter the campus during the first semester on a case-to-case basis.

Graduating Undergraduate Students

Graduating undergraduate students may be allowed to enter the campus during the first semester on a case-to-case basis.

Strategies for Flexible Learning

Online

• Asynchronous learning - Faculty have prepared virtual classrooms (Moodle, Google Classroom, and Edmodo) for their subjects. Students may access class materials anytime, anywhere. Faculty concerned will set consultation hours on a weekly basis to monitor the students’ progress.
• Synchronous learning - Specially for small classes and classes for graduate students. Faculty members can arrange schedules for synchronous class sessions with the students.

Offline

• Printed Courseware (Instructional Module, Workbook, Laboratory Manual) - The university will provide printed copies of courseware for a fee, distributed through learning kiosks situated in each municipality/city. The university will execute a MOA with the concerned LGUs for this purpose.
• Courseware package via electronic delivery - The university will provide soft copies of courseware, which may be delivered through various electronic means (e.g., email or cloud)

Face-to-Face Laboratory Classes

• All students attending face-to-face laboratory classes will follow entry procedures set by VSU. See the guidelines here.
• The schedule of classes, entry, and exit are outlined in the table below.
• Final exams for laboratory classes shall be conducted online.
• Departments should revisit their laboratory exercises to possibly reduce the number of activities to the most essential learning competencies (MELC) needed in the course.

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