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Home >> RULES AND REGULATIONS IMPLEMENTING OPEN UNIVERSITY GRADUATE PROGRAMS

RULES AND REGULATIONS IMPLEMENTING
OPEN UNIVERSITY GRADUATE PROGRAMS *


ARTICLE I
Title and Purpose

Section 1. These Rules and Regulations shall be known and cited as the Rules and Regulations Implementing Open University Graduate Programs.

Sec. 2. These Rules and Regulations are hereby promulgated to prescribe the procedures and guidelines for the implementation of the graduate programs of the Open University in order to facilitate the achievement of its objectives which are enumerated in BOR Resolution No. 50-97.


ARTICLE II
Declaration of Policy

Section 1. It is hereby declared the policy of the Open University to promote and protect the right of Filipino citizens to quality education and shall take appropriate steps "to make education accessible to all." Toward this end, the Open University shall develop, adopt and offer graduate degree programs in the open and distance learning mode that are relevant and responsive to the needs of the people and the society.

Sec. 2. It is likewise the policy of the Open University to uphold CLSU's institutional vision by promoting the "values of service and excellence" in its open learning and distance education programs.

Sec. 3. It is also the policy of the Open University, as a distinct unit with a separate academic program, to undertake and maintain close working relationships with all units of the university especially those with whom it has collaborative academic endeavors to ensure its smooth operation and the successful implementation of its programs.


ARTICLE III
Definition of Terms

Section 1. Whenever used in these Rules and Regulations, the following words or phrases shall mean or refer, thus:

a. An Open University is an academic institution that is open as to people, places, and methods. Its main aim is to provide access to higher education to more people, to bring education to them, wherever they live, which in turn requires them to apply/adopt different methods because they cannot achieve their aims through traditional classroom teaching (Lord Crowther).


___________
* Approved by the CLSU Board of Regents during its 164th Regular Meeting on September 16, 2005 through BOR Resolution no. 56-2005.
b. The CLSU Open University (CLSU OU or OU) is the academic unit created by the Board of Regents Resolution No. 50-97, which is mandated to offer graduate degrees in the open and distance learning mode.

c. Distance Education (DE) is a mode of education delivery whereby teacher and learner are separated in time and space, and instruction is delivered through specially designed materials and methods using appropriate technologies, and supported by organizational and administrative structures and arrangements (CHED).

d. The Distance and Open Learning Network (DOLNET) is a national network consisting of SUCs, LGUs, NGOs and GOs which the Open University seeks to establish to provide support to the distance education program of CLSU.

e. The Distance and Open Learning Centers (DOLCEN) are units of the Distance and Open Learning Network (DOLNET). These are the agencies and organizations, like NGOs, GOs, LGUs, public high schools, and SCUs, that will host or serve as venue for the offering of curricular programs of the OU outside of CLSU.

f. Graduate degree programs refer to degree programs at the post baccalaureate level including diploma, masters and doctoral programs that are offered or that may be offered by the Open University.

g. Open University Concept Paper is the basic CLSU Open University document approved by the CLSU Board of Regents through Resolution No. 50-97.


ARTICLE IV
Admission Requirements

Section 1. An applicant must have a bachelors degree or its equivalent from a recognized institution if he/she wishes to pursue a masters degree and a masters degree or its equivalent if he/she desires to pursue a doctoral degree.

Sec. 2 An applicant must submit the following requirements to the Open University through the OU Registrar:

a. Duly accomplished application forms for admission.

b. Original or authenticated transcript of records showing a grade point average (GPA) of at least 2.00 and 1.75, or their equivalents in bachelors degree/post-baccalaureate and masters courses, respectively. An applicant with GPA below the required minimum may be admitted on probationary status upon the recommendation of the Department Chairperson concerned and with the concurrence of the OU Director after a thorough review of his/her ability to pursue graduate work.

c. Two letters of recommendation from his/her former professors and/or current supervisors.

d. Certificate of English Proficiency. A foreigner whose native language is not English should pass an English proficiency examination to be administered by the CLSU Language Center or show proof of satisfactory rating in a test of English as a foreign language.

e. Study permit issued by the Department of Foreign Affairs of the Philippines if the applicant is a foreign national.


ARTICLE V
Admission Procedure

Section 1. An applicant who is a Filipino shall accomplish and submit to the OU Registrar OU Forms 1 & 2 and for a foreign national, accomplish and submit OU Forms 1, 2, & 3 together with two copies of his/her most recent 2"x2" color pictures.

Sec. 2. The Department Chairperson concerned evaluates the applicant's records and recommends to the OU Director the acceptance of the applicant to the program.

Sec. 3. The applicant is notified by the OU Director of the status of his/her application to the program he/she desires to pursue. In case of change of program to be pursued, the applicant is required to go through the entire application process.

Sec. 4. An applicant who is recommended for admission by the Department Chairperson concerned and whose application is approved by the OU Director qualifies for registration. A system of on-line registration will be developed and adopted.


ARTICLE VI
Advisory Committee

Section 1. The need for direction and guidance of a graduate student as a researcher on training necessitates the services of an Advisory Committee which shall be chaired by a faculty from his/her major department.

Sec. 2. The Department Chairperson shall serve as the student’s temporary adviser during his/her first semester in the program.

Sec. 3. During his/her first semester in the program, the student shall constitute his/her Advisory Committee, which shall be composed of three members for the masters degree, and five for the doctoral degree. In special cases, an additional member may be tapped from outside the university.

Sec. 4. For the masters students, two members of the Advisory Committee must come from their major department and one from their cognate field (minor courses).

Sec. 5. For the doctoral students, three of the Committee members should come from their major department and two from their cognate field (minor courses).


ARTICLE VII
Program of Study

Section 1. The program of study is a listing of courses and other requirements to be taken or accomplished by the student to enable him/her to earn the degree being pursued.

Sec. 2. The program of study of a student shall be prepared by him/her in consultation with his/her major adviser before the end of the first semester in residence. No student shall be allowed to enroll for the second semester in the program without an approved program of study.
Sec. 3. The program of study shall be approved by the OU Director upon the recommendation of the student's Advisory Committee and the Department Chairperson concerned.

Sec. 4. The members of the Advisory Committee, the Department Chairperson and the Office of the OU Director shall each be provided by the student with a copy of the approved program of study.

Sec. 5. No change in the program of study shall be made unless approved by the Advisory Committee.

Sec. 6. A change in the program of study refers to any alteration in the content of the duly approved program of study. This includes the addition, deletion, substitution of courses, and change in number of units.

Sec. 7. The approved program of study cannot be changed more than three times, except when the change is due to a new curricular requirement, as prescribed by the OU Graduate Council.


ARTICLE VIII
Course Work and Credit

Section 1. For the Master of Science in Rural Development and Master of Science in Education degrees, the minimum course requirement is 36 units consisting of 12 units core courses, 12 units major courses, 6 units elective/cognate courses, and 6 units thesis.

Sec. 2. For the Master of Professional Studies (MPS) program, the minimum course requirement is a total of 46 academic units (consisting of 12 units core courses, 24 units major courses, and 6 units elective/cognate courses) and 4 units apprenticeship.

Sec. 3. For the Master in Agribusiness Management program, the minimum course requirement is 39 academic units (consisting 12 units core courses, 16 units major courses, 6 units elective/cognate courses, 1 unit graduate seminar) and 4 units case study.

Sec. 4. For the doctoral program, the minimum course requirement is 48 units of course work (consisting of 12 units core courses, 21 units major courses, 6 units cognate courses, and 9 units elective courses) and 12 units dissertation.

Sec. 5. The regular load of a student is 9 units per semester and 6 units per summer term. Should part of the student’s load be made up of "non-credit" courses, i.e., undergraduate courses that are not intended for graduate accreditation but which nonetheless are required of a student to cover for deficiencies in his/her academic preparation or required non-credit graduate course, the maximum load is 12 units per semester and 9 units for summer term.


ARTICLE IX
Audit Courses

Section 1. Audit courses are complementary/enrichment/additional courses that may be required of students who have not adequately satisfied the academic requirements for their chosen field of study or that which students desire to enroll for their own reasons.
Sec. 2. A duly registered student may enroll in audit courses which are designated by his/her major adviser. An audit course must be entered officially in the enrolment form of the student. It is subject to the payment of P100.00 audit fee.

Sec. 3. A non-student of the University may be admitted to audit a course after paying the audit fee and all other school fees.

Sec. 4. Audit courses are not given grades or credits.


ARTICLE X
Non-Credit Courses

Section 1. A non-credit graduate course is any course taken by an OU graduate student for which graduate credit toward a degree is not allowed, either because it is a pre-requisite or a requirement for admission to graduate work.

Sec. 2. A non-credit graduate course is not counted towards a degree but is subject to the payment of all school fees.


ARTICLE XI
Grading System

Section 1. The academic performance of the OU graduate student shall be evaluated in accordance with the following grading system:

Excellent = 1.00
= 1.25
Very Good = 1.50
Good = 1.75
Satisfactory = 2.00
= 2.25
= 2.50
No Credit = 2.75
= 3.00
Failure = 5.00
Incomplete = INC.
D = Dropped
IP = In Progress
Au = Audit


Sec. 2. Any grade below 2.0 shall have no credit to the degree program. To continue in the program, the student should have a weighted average of 2.0 or better.

Sec. 3. The weighted average of a student shall be computed based on all the courses taken by the student in his/her approved program of study. Nine (9) units of additional electives on top of prescribed cognate courses approved by the major adviser and the Department Chairperson may be included in the computation.


ARTICLE XII
Transfer Credit

Section 1. Graduate courses taken in other schools with grades lower than 1.50 shall be credited if validated. A maximum of 9 units may be transferred and credited.

Sec. 2. All subjects taken and passed/units earned by a student of the Institute of Graduate Studies who transfers to the same degree program in the Open University shall be credited.

Sec. 3. Undergraduate courses in the senior level may be credited for the masters degree, provided that:

a. the course has not been previously credited for any bachelors degree as certified by the Dean or Registrar of the school where the student graduated; and

b. the grade obtained in the course is 1.50 or better.

Sec. 4. Maximum of 9 units shall be credited for students whose program had lapsed, that is, the program is not completed or finished within the applicable maximum residence period as defined in Sec. 2, Art. XIV of these Rules and Regulations.

Sec. 5. Attendance in advance non-degree training within 3 years prior to graduation from the degree enrolled in the OU may be given a maximum of 3 credit units.

Sec. 6. Evaluation of non-degree training for purposes of accreditation as provided in Sec. 5 herein is made by the Advisory Committee of the student subject to the following conditions:

a. One unit credit may be given for every 18 hours of lecture or 54 hours of laboratory work; and

b. Presentation of an authentic certification of the sponsoring/training institution/agency as to the actual training title and description and satisfactory performance of the applicant.


ARTICLE XIII
Classification of OU Graduate Students

Section 1. Regular. A regular graduate student is one who has complied with the following requirements:

a. Sufficient academic background for the chosen field of study as determined by the Department Chairperson;

b. Grade point average of 2.00 or better in the highest degree obtained; and

c. Submission of all pertinent requirements at the time of registration.

Sec. 2. Probationary. A probationary graduate student is one who falls under any of the following categories:

a. His/her grade point average is 2.0 or better, but he/she does not possess sufficient academic background.
b. He/she has sufficient academic background but his/her grade point average is lower than 2.0.

Sec. 3. The status of a probationary student is changed to regular if he/she obtains a GPA of 2.00 or better in the first 9 units he/she took at the OU. The student concerned applies for a change of status through his/her Department Chairperson, who recommends the change to the OU Director, who approves the same if the grade requirement is met. A student who fails to get a GPA of 2.00 will not be allowed to re-enroll.


ARTICLE XIV
Residence Requirement

Section 1. The minimum residence requirement for an OU student is two semesters and one summer for the masters degree with a satisfactory completion of 21 units and four semesters and two summers for the doctoral degree with satisfactory completion of 33 units.

Sec. 2. A masters degree must be completed within five school years and a doctoral degree, seven school years, excluding leaves, counted from the start of matriculation in the Open University. The start of matriculation of Institute of Graduate Students (IGS) students who transfer to the same degree program in the Open University is their first enrollment in the IGS.


ARTICLE XV
Qualifying Examinations for Doctoral Program

Section 1. The qualifying examination is intended to assess an OU student’s preparedness to pursue the doctoral program.

Sec. 2. The student must take the qualifying examination within the first year of residence in the program.

Sec. 3. The qualifying examination is oral and is administered by the student's Advisory Committee.

Sec. 4. A student who applies for a qualifying examination must have passed all the four core courses. His/her application must be recommended by his/her Advisory Committee, and approved by the OU Director upon the recommendation of the Department Chairperson.

Sec. 5. The Advisory Committee informs the student after the examination whether or not he/she is qualified to pursue the doctoral program of his/her choice. If qualified, the student's study program is finalized in consultation with the Advisory Committee.

Sec. 6. The OU Director approves the student's study program upon the recommendation of the Advisory Committee.


ARTICLE XVI
Comprehensive Examination

Section 1. Comprehensive examination is required in graduate education to provide a means for the integration of all learnings for application and evaluation purposes especially for research, extension and training.

Sec. 2. The type of comprehensive examination questions are applied, evaluative and integrated as decided by the faculty/department.

Sec. 3. Nature of the comprehensive examination. The comprehensive examination is written. The re-examination could be written or oral at the option of the student.

Sec. 4. After completing their course work and before conducting their thesis/dissertation research, all OU graduate students are required to take and pass the comprehensive examination.

Sec. 5. Applicants for comprehensive examination. A student applying for comprehensive examination must have finished all the academic courses and has no incomplete grade in any subject taken. The subjects for comprehensive examination are those listed in the approved program of study except seminar and special problem.

Sec. 6. Filing of application for comprehensive examination. A student intending to take the comprehensive examination must file an application upon the recommendation of the Chairman of his/her Advisory Committee and endorsement of the Department Chairperson. The OU Director shall approve all applications for comprehensive examinations.

Sec. 7. Deadline for filing of application. The application for comprehensive examination shall be filed by the student not later than the last tutorial session of June and November for the first semester and second semester, respectively.

Sec. 8. Date of comprehensive examination. The comprehensive examination shall be held after 45 days following the deadline of filing of application for each semester. No comprehensive examination is given during summer.

Sec. 9. Creation of Examination Committee. The Department Chairperson shall constitute a Comprehensive Examination Committee subject to the approval of the OU Director. It shall be composed of 3 members representing the core, major, and cognate fields of the applicant.

Sec. 10. Functions of the Examination Committee. The Examination Committee shall perform the following functions, namely:

a. Solicits questions from the professors/course tutors of the student;

b. Returns the answer sheets together with the questions to the professors/ course tutors for checking;

c. Collects the corrected comprehensive examination papers;

d. Prepares and submits the report of the result to the OU Director; and

e. Decides on the case of a student who, for justifiable reason, e.g., illness, is unable to take the examination on schedule.

Sec. 11. The Comprehensive Examination Committee administers the written comprehensive examination with the help of proctors, who are designated by the OU Director.

Sec. 12. In the absence of the faculty/course tutor concerned (due to sabbatical/study leave, retirement, death or other reason), the Examination Committee shall prepare questions based on his/her syllabus, subject to the Department Chairperson's conformity if not represented in the Examination Committee.

Sec. 13. A faculty member/course tutor who takes over the teaching/tutoring of a course from another faculty member/course tutor prepares the comprehensive examination questions, based on the syllabus of the faculty/tutor substituted.

Sec. 14. Passing percentage for comprehensive examination. The student should get a minimum rating of 75 percent to pass in each subject. His/her final grade in the comprehensive examination is either pass or fail.

Sec. 15. The results of the comprehensive examination are submitted by the Examination Committee to the Office of the Director not later than one month after the last day of examination.

Sec. 16. A student who fails to take the comprehensive examination on schedule should request the Examination Committee in writing for a special comprehensive examination, provided he/she conforms to all requirements given to those who earlier took the comprehensive examination.

Sec. 17. The re-examination shall be scheduled and taken within the semester, and should not be later than 1 month before the semester ends. Results shall be submitted to the OU Director two weeks thereafter.

Sec. 18. Leave of absence during scheduled comprehensive examination shall not be allowed except for medical reasons.

Sec. 19. A student who does not perform satisfactorily in the comprehensive examination shall take either a written or an oral re-examination.

Sec. 20. The written re-examination will be administered by the same Examination Committee; the professor(s)/tutor(s) of the subject(s) in which the student failed will provide the questions. The schedule of the re-examination will be set by the Examination Committee.

Sec. 21. The oral re-examination is administered by the Chairperson and Members of the Examination Committee.

Sec. 22. Failure in the aforesaid re-examination means that the student will take the course on audit, and then take another comprehensive examination, the questions of which shall be prepared by the faculty member/tutor who will handle the audit course. Failure in this re-examination shall mean dismissal of the student from the degree program being pursued and that he/she will not be allowed to shift to other fields of study.

Sec. 23. Tenure of the Examination Committee. The tenure of the Examination Committee shall be on a semestral basis.


ARTICLE XVII
Changing, Adding and Dropping of Subjects

Section 1. Application for changing, adding or dropping of subjects shall be filed with the OU Registrar. Change in registration, except for compulsory dropping of subjects, is permitted within two (2) weeks from the first day of tutorials during semestral terms and before the second tutorial session during summer term.

Sec. 2. Application for adding/changing of subjects or transfer to other classes shall be coursed through the faculty member/tutor concerned and approved by the student's Advisory Committee.

Sec. 3. Dropping of any subject shall not be permitted after two months following the start of the term or after the second tutorial session, except for justifiable reasons, like emergency cases which are beyond the control of the student. The dropping of a subject shall be recommended by the Advisory Committee through the major adviser and approved by the Department Chairperson.

Sec. 4. Unofficial dropping of any subject shall mean a grade of 5.0.


ARTICLE XVIII
Conduct of Thesis/Dissertation

Section 1. A student is ready to conduct his/her thesis/dissertation if he/she:

a. has finished all his/her subjects, including special problem and seminar;

b. passed both qualifying examination and comprehensive examination (for doctoral students) and passed the comprehensive examination (for masters students); and

c. has completed the defense of his/her thesis/dissertation outline in a seminar and has submitted the result to the Department Chairperson.

Sec. 2. A student shall conduct his/her thesis personally.

Sec. 3. A thesis visitation/supervision/ follow-up may be made by the major adviser and/or the Advisory Committee not earlier than the pre-testing of the questionnaire or establishment of the experiment, and not later than the completion of data collection.

Sec. 4. A co-adviser from another agency/institution may be selected by a student with the approval of the Advisory Committee and Department Chairperson, and the concurrence of the OU Director. The co-adviser may be designated as a member of the defense panel and shall be acknowledged accordingly.

Sec. 5. The conduct of thesis/dissertation research outside the Philippines is allowed provided that:

a. The student submits an application to conduct his/her thesis/dissertation outside the Philippines to the Department Chairperson, properly endorsed by the sponsoring agency and recommended by the Chairperson of the Advisory Committee;

b. The student submits to the OU Director a program of activities covering the duration of the research (not less than three months) together with the financial requirement properly evaluated and approved by the Advisory Committee and noted by the Department Chairperson concerned; and

c. The student presents a certification assuring funding support to cover actual conduct of the research and supervisory cost of the adviser or any member of the Advisory Committee who shall visit and evaluate the conduct of research of the student.

Sec. 6. The adviser shall submit a written report of visitation/evaluation certifying that the research was conducted in accordance with the approved outline of thesis/dissertation.

Sec. 7. The student shall be allowed to conduct research in his/her home country without the benefit of visitation/evaluation of adviser or any member of Advisory Committee provided the following requirements are met:

a. A co-adviser from the home country whose expertise/qualification is in consonance with student’s field of specialization and provided that the co-adviser has good command of the English language, and has been a professor of the student;

b. The co-adviser shall submit a certification indicating therein that the experiment/research was conducted in accordance with the approved outline of study, accompanied by evidences in the form of photographs, video tapes, slide pictures, or LCD for power point presentation, etc.; and

c. During the final defense of the student, the co-adviser shall be invited to attend and participate and serve as a voting member of the final defense panel at the expense of the student.


ARTICLE XIX
Thesis/Dissertation Format

Section 1. Organization of Text/Manuscript. The manuscript must be organized following these basic particulars:

I. Attachments
1. Title Page
2. OU Approval Sheet bearing the Department Chairperson’s signature
3. OU Examining Committee’s Approval Sheet duly signed by the members
4. Biographical Sketch
5. Acknowledgment
6. Abstract
7. Table of Contents
8. List of Tables and Figures

II. Introductory Chapter. This contains, among others, the importance of the study, the statement of the problem, the objectives of the study, the hypothesis to be verified, the significance of the study (theoretical, methodological or practical), and the limitation of the study.
III. Review of Related Literature. This puts into perspective the methodology of the study vis-à-vis other studies done on the subject and provide a state-of-the-art on the research subject.

IV. Methodology or Methods. This chapter includes, among others, the conceptual or theoretical orientation or the basis of the study design, the choice of variables for study, the operational definition of terms, the data gathering techniques, and methods of analysis.

V. The Results and Discussion. This presents the results of the study and the corresponding discussion.

VI. The Summary, Conclusions and Recommendations. This part presents a summary of the study and includes conclusions and recommendations related to the study.

VII. The Literature Cited and Appendices. This indicates the references cited in the study and presents appendices which are needed to further elucidate discussions made in the study.

Sec. 2. All theses/dissertations shall use the prescribed OU format.

Sec. 3. The thesis/dissertation shall be reproduced on a white bond paper, substance 20 and measuring 8.5 x 11 inches.

Sec. 4. Six copies of the approved thesis/dissertation duly signed by the persons concerned shall be submitted to the OU on or before the deadline set by the office.

Sec. 5. A copy of the thesis/dissertation in compact disks should also be submitted to the Office of the OU Director.


ARTICLE XX
Thesis/Dissertation Defense

Section 1. Thesis/dissertation defense is an oral examination administered by the thesis/dissertation Examining Committee to a candidate for masters degree or doctoral degree.

Sec. 2. Requirements. A graduate student may defend his/her thesis/dissertation if he/she has:

a. completed all formal courses for the degree as certified by the OU Registrar;

b. passed the comprehensive examination and thesis outline defense;

c. submitted his/her approved thesis/dissertation manuscript; and

d. submitted to the OU Office a copy of his/her thesis/dissertation manuscript two weeks before the scheduled date of defense;

Sec. 3. The Examining Committee for thesis/dissertation defense shall be composed of two OU representatives, one of whom shall be designated by the OU Director as chairperson. They shall act as critics and shall ensure that OU policies are implemented.
a. The major adviser and members of the Advisory Committee shall serve as chairperson and members of the Examining Committee, respectively.

Sec. 4. Procedure for thesis/dissertation defense is as follows:

a. The student shall submit to the OU through the Department Chairperson an application for thesis/dissertation defense, duly endorsed by the major adviser and members of the Advisory Committee, at least two weeks before the time of examination.

b. The candidate shall provide each member of the Examining Committee a copy of his/her thesis/dissertation manuscript at least two weeks before the scheduled defense.

c. The pre-oral thesis/dissertation defense shall be open to the public, specifically before the OU graduate faculty and students.

d. The student shall apply for final defense after incorporating all the suggestions made by the Examining Committee during the pre-orals.

e. All members of the Examining Committee must be present during the final defense, which shall be a close-door examination.

f. A simple majority vote of the members of the Examining Committee is needed to determine the rating of the student which shall be outstanding, very satisfactory, satisfactory, or unsatisfactory.

g. The student shall be informed of the result of the examination immediately after his/her defense.

Sec. 5. Submission of thesis/dissertation. A circulating copy of the thesis/dissertation which reflects all corrections made and signed by all the members of the Examining and Advisory Committees and the English editor shall be presented to the OU Director before printing the final copy.

a. The approved thesis/dissertation shall be reproduced, bound and submitted to the OU office.

b. The report of the Examining Committee and the duly approved and submitted thesis/dissertation manuscript are the bases in recommending a student by the OU Graduate Council to the University Academic Council for conferment of the degree sought.


ARTICLE XXI
Apprenticeship

Section 1. Students enrolled in the MPS program shall undergo apprenticeship upon completion of their course work and passing the comprehensive examination.

Sec. 2. The apprenticeship should be agency-based and management-focused and shall be undertaken for at least one semester.

Sec. 3. The student shall submit a program of work to the OU duly endorsed by the Advisory Committee for approval by the Department Chairperson and concurrence by the OU Director.

Sec. 4. A letter of request, prepared by the student and endorsed by the major adviser, shall be presented to the agency/company where the apprenticeship shall be undertaken.

Sec. 5. The Advisory Committee, represented by the major adviser, shall take care of the follow-up and supervision of student apprenticeship.

Sec. 6. The student shall orally present a report on the apprenticeship before his/her Advisory Committee. A written report following the format prescribed by the department concerned shall be submitted to the OU office.


ARTICLE XXII
Organization and Management Structure

Section 1. The organization and management structure of the OU shall be adopted for the efficient delivery of services to the students and the effective realization of the objectives of the Open University. The operation and management of the OU shall be undertaken by the following major offices/units, namely: the director’s office, the OU Graduate Council, service divisions, and the academic departments. The registrar, secretary, DOLCEN Coordinators and the other support staff comprise the administrative complement of OU (See Annex A for the OU Organization and Management Structure).

Sec. 2. The OU Director shall be the main academic and administrative officer of the OU. He undertakes the planning, execution and evaluation of academic programs of the OU in coordination with the Division Chiefs, the Department Chairpersons, and OU Graduate Council. He also represents the OU in various fora and performs other functions assigned by higher authorities.

Sec. 3. The Vice President for Academic Affairs shall exercise immediate administrative supervision over the OU and shall oversee its operation.

Sec. 4. The Instructional Services Division undertakes the development, production, and enrichment of instructional materials. It implements other activities and performs other functions in support of the academic programs of the OU.

Sec. 5. The Student Support Services Division undertakes the planning, implementation and evaluation of student activities and services in support of OU's curricular programs.

Sec. 6. The Research, Evaluation and Extension Division defines the thrusts, sets the objectives and implements the activities of the research and extension program of the OU. It also monitors and evaluates research and extension projects and activities and conducts annual review and planning exercises.

Sec. 7. The Administrative and Financial Management Services Division provides efficient and effective services on administration and finance.

Sec. 8. The Distance and Open Learning Network (DOLNET) is composed of Distance and Open Learning Centers. A DOLCEN is headed by a Coordinator who is designated by the President upon the recommendation of the OU Director and endorsement of the Vice President for Academic Affairs. He acts as liaison officer between the OU and the DOLCEN.

Sec. 9. The OU Registrar determines the subject offerings per semester in coordination with the Department Chairpersons and OU Director, and implements registration and admission policies in collaboration with the University Registrar/Office of Admissions.

Sec. 10. The OU Secretary is the primary recording officer of the Open University. He/she causes the preparation, reproduction and filing of minutes of meetings of the OU. Likewise, he/she ensures that the documents of the OU are properly kept.

Sec. 11. Ad Hoc or temporary bodies, e.g., module writing teams (MWTs), curriculum development teams (CDTs), etc. may be created by the OU Director from time to time to perform special functions, like curriculum enrichment.

Sec. 12. All appointments/designations in the OU shall be approved by the University President and CLSU BOR upon the endorsement of the Vice President for Academic Affairs.


ARTICLE XXIII
OU Graduate Faculty/Course Tutors

Section 1. OU graduate faculty/course tutors may be composed of the following:

a. CLSU faculty members who are holders of doctoral degrees from accredited/ recognized institutions and whose expertise and/or fields of specialization are deemed necessary by the Open University;

b. CLSU faculty members with the academic rank of at least Assistant Professor and who are holders of masters degrees, and whose expertise and/or fields of specialization are deemed necessary by the Open University; and

c. CLSU faculty members who have taught in the graduate level for at least one year, with masters degree or its equivalent and whose expertise and/or fields of specialization are needed by the Open University.

Sec. 2. CLSU faculty members who do not qualify under paragraphs a, b, and c of Sec. 1, Art. XXIII of these Rules and Regulations but whose expertise and/or fields of specialization are needed by the Open University may be designated as resource persons or professors for team teaching until such time that they meet the qualifications for regular designation mentioned in paragraphs (a), (b) and (c), Sec. 1 of this Article.

Sec. 3. Non-CLSU faculty members may be designated/appointed as affiliate faculty members/course tutors of the OU, provided that they are masters degree holders and their expertise and/or fields of specialization are not available in CLSU but are needed by the OU, subject to approval by the CLSU BOR.

Sec. 4. An OU faculty member/course tutor is required to have knowledge of open and distance education techniques, methods and procedures.

Sec. 5. The duties and responsibilities of OU graduate faculty members/course tutors include teaching, student advisement, conduct of research and extension activities, curriculum innovation and program administration, among others.

Sec. 6. Tenure. Once designated, an OU graduate faculty member/course tutor shall remain in the department to which he/she is designated. He/she may be moved to another department upon the request of the Department Chairperson and approval of the OU Graduate Council.

Sec. 7. Selection and Designation of OU Graduate Faculty/Course Tutors. The Open University adopts the following procedure in the selection and designation of OU faculty members/course tutors:

a. The OU Department Chairperson identifies the nominees whose services are needed in the OU.

b. A nomination form in triplicate, duly endorsed by the Department Chairperson and recommended by the Dean of the College where the faculty member/nominee belongs, is forwarded together with the curriculum vitae, transcript of records and a certificate of training on Distance Education of the nominee, to the OU.

c. The OU Graduate Council endorses the nomination through the OU Director and Vice President for Academic Affairs to the University President for approval and issuance of designation, subject to the confirmation of the CLSU BOR.


ARTICLE XXIV
OU Graduate Departments

Section 1. The Department of Rural Development and Development Communication, Department of Education and Related Studies, and the Department of Agribusiness Management are adopted as academic departments of the Open University, and are thus placed under the administrative supervision of the OU Director for purposes of offering of their degree programs in the open and distance learning mode.

Sec. 2. The OU shall maintain strong collaboration, close coordination and active complementation with the mother units of these departments.

Sec. 3. Other Open University graduate departments may be created as the need arises, subject to the approval by the Open University Graduate Council, University Academic Council, and CLSU Board of Regents.

Sec. 4. The Department Chairpersons of the OU shall be designated by the University President upon the recommendation of the College Deans concerned, the OU Director, and the Vice President for Academic Affairs.

Sec. 5. A designee to the position of Department Chairperson shall be a member of the faculty of and a course tutor in the OU graduate department to which he/she will be designated and is knowledgeable on open and distance education methods, techniques and procedures.


ARTICLE XXV
OU Graduate Council

Section 1. The OU Graduate Council is the policy-making body of the OU. It is composed of all OU graduate faculty members/course tutors with academic rank not lower than assistant professor and chaired by the OU Director.

Sec. 2. Duties and responsibilities of the OU Graduate Council. The OU Graduate Council has the following duties and responsibilities:

a. Formulates and reviews policies governing the OU graduate programs. All policies are referred to the OU Graduate Council, the Academic Council and the Board of Regents.

b. Screens and recommends the designation/appointment of new graduate faculty/course tutors to the University President.

c. Conducts regular/special meetings to act on candidates for graduation, curricular innovations and improvements, proposed curricular programs, new policies and revisions of existing ones, among others.

d. Creates standing committees as the need arises.


ARTICLE XXVI
Distance Learning Practices

Section 1. Tutorial Sessions. A tutorial session is an important element of distance education at the Open University. It is conducted as part of the academic environment for optimal learning.

a. The Open University conducts face-to-face course tutorial sessions/consultations to enable students to interact with their tutors and peers. These sessions are held on campus and on-site at the designated Distance and Open Learning Centers (DOLCENs) and help students get acquainted with the University.

b. Tutorial sessions are held five times a semester/term at intervals of two weeks to one month. Each tutorial session lasts for three hours.

c. On-line and via telephone tutorials and other forms of tutorials and e-learning methods shall be developed and adopted for faster delivery of lessons and for enhanced access to Open University graduate degree programs.

Sec. 2. Instructional Materials. The Open University students are provided with specially packaged printed instructional materials or self-learning modules which they study on their own most of the time.

a. Instructional materials/self-learning modules are prepared by a "quality circle" composed of a curriculum designer, who develops the subject based on the approved syllabus; subject matter specialist, who writes the module/develops the materials; a content critic; a language editor; and a media specialist or graphics artist.

Sec. 3. Student Performance. Student performance is assessed through supervised sit-down written examinations, activities and exercises.

a. Point allocations for the assessment variables are as follows: examinations, 50%; and exercises and activities, 50%.

b. Open University students are required to take two sit-down examinations. The first is held after the first two tutorial sessions or on the third month of the term and the second, after the fifth tutorial session or before the end of the term. The sit-down written examinations are conducted at the DOLCENs and/or in CLSU.

c. Supervised sit-down examinations are scheduled by the OU Registrar in coordination with the University Registrar.


ARTICLE XXVII
Conferment of Degrees

Section 1. The Open University shall grant degrees to the graduates of open and distance education curricular/degree programs in appropriate conferment ceremonies, subject to approval by the University Academic Council and University President and confirmation of the CLSU BOR.

Sec. 2. The University President, Board Secretary, University Registrar, and OU Director shall be the signatories of diplomas awarded to the Open University graduates.


ARTICLE XXVIII
Miscellaneous Provisions

Section 1. These Rules and Regulations shall take effect immediately upon the approval of the Board of Regents.

Sec. 2. University academic policies and practices which are consistent with and in conformity to these Rules and Regulations, which are not herein provided shall form part of these Rules and Regulations and shall be applied to Open University graduate programs.

Sec. 3. Any amendment to or revision of these Rules and Regulations shall be valid when approved by the OU Graduate Council, University Academic Council, and Board of Regents.

Open University, Central Luzon State University, Science City of Muñoz, Nueva Ecija, Philippines 3120
E-mail: clsuou@openuni-clsu.edu.ph Telefax: +63 44 456 5242
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