Extension of Residence (Graduate)

❓Frequently Asked Questions

Where can I find the announcements of deadline of submissions of appeals for extension for MRR and readmission?
How do I compute my residency years?
What will happen if I would not be able to complete my degree requirements within my maximum residence period?
How many academic year/semesters will be granted to me when I file an appeal for extension of MRR?
How do I count my maximum residence if I shifted from one specialization to another (e.g, from SPED to EDCO)?
How many times can I appeal for extension of my maximum residence period?
When are additional graduate courses taken?
Are AWOL/LOA counted in my residency years?
What are the requirements and procedures in filing for extension of MRR and readmission from AWOL/LOA?

I. Where can I find the announcements of deadline of submissions of appeals for extension or MRR and readmission?

*For deadline for filing of LOA, please see approved UP Diliman Academic Calendar for reference.

II. How do I compute my residency years?

Residency years start from the initial enrollment in the program until the end of the maximum residence period granted to the student.

MAED program- Maximum residence period is five (5) years.
PhD program- Maximum residence period if six (6) years if masters degree is related to the PhD area of specialization and eight (8) years if masters degree is not related to the PhD area of specialization.

Sample Computation of Maximum Residence Period for MAED

Residency Year	Semester/Academic Year	Enrollment Status	Remarks
1 (1^st enrollment)	1^st Semester AY 2022 – 2023 until Midyear 2023	Enrolled	Counted
2	1^st Semester AY 2023 – 2024 until Midyear 2024	Enrolled	Counted
3	1^st Semester AY 2024 – 2025 until Midyear 2025	Enrolled	Counted
4	1^st Semester AY 2025 – 2026 until 2^nd Semester AY 2025 – 2026	Enrolled	Counted
5 (end of maximum residence period)	1^st Semester AY 2026 – 2027 until Midyear 2027	Enrolled	Counted
6	1^st Semester 2027-2028 is the beginning of 1^st extension of MRR.

Sample Computation for PhD (6 years of maximum residency period)

Residency Year	Semester/Academic Year	Enrollment Status	Remarks
1 (1^st enrollment)	1^st Semester AY 2022 – 2023 until Midyear 2023	Enrolled	Counted
2	1^st Semester AY 2023 – 2024 until Midyear 2024	Enrolled	Counted
3	1^st Semester AY 2024 – 2025 until Midyear 2025	Enrolled	Counted
4	1^st Semester AY 2025 – 2026 until 2^nd Semester AY 2025 – 2026	Enrolled	Counted
5	1^st Semester AY 2026 – 2027 until Midyear 2027	Enrolled	Counted
6 (end of maximum residence period)	1^st Semester AY 2027-2028 until Midyear 2028	Enrolled	Counted
7	1^st Semester 2028-2029 is the beginning of 1^st extension of MRR.

Sample Computation for PhD (8 years of maximum residency period)

Residency Year	Semester/Academic Year	Enrollment Status	Remarks
1	1^st Semester AY 2022 – 2023 until Midyear 2023	Enrolled	Counted
	1^st Semester AY 2023 – 2024 until Midyear 2024	Enrolled	Counted
2	1^st Semester AY 2024 – 2025 until Midyear 2025	Enrolled	Counted
	1^st Semester AY 2025 – 2026 until 2^nd Semester AY 2025 – 2026	Enrolled	Counted
3	1^st Semester AY 2026 – 2027 until Midyear 2027	Enrolled	Counted
4	1^st Semester AY 2027 – 2028 until Midyear 2028	Counted	Counted
5	1^st Semester AY 2028 – 2029 until Midyear 2029	Enrolled	Counted
6	1^st Semester AY 2029 – 2030 until Midyear 2030	Enrolled	Counted
7	1^st Semester AY 2030-2031 until Midyear 2031	Enrolled	Counted
8	1^st Semester AY 2031- 2032 until Midyear 2032	Enrolled	Counted
9	1^st Semester 2032-2033 is the beginning of 1^st extension of MRR.

III. What will happen if I would not be able to complete my degree requirements within the maximum residence period?

You have to submit an appeal for extension of the Maximum Residency Rule (MRR). The first MRR extension. begins on the term immediately following the final term of the 5th year of actual residence. Please see sample computation of MRR above.

IV. How many academic year/semesters will be granted to me when I file an appeal for extension of MRR?

You may be granted an extension of up to one (1) year at a time. This includes two (2) semesters and one midyear term.

V. How do I compute my maximum residence if I shifted from one specialization to another (e.g, from SPED to EDCO)?

Computation of maximum residence period will start at your first enrollment in the specialization where you shifted at. However, if you have advance credit units, corresponding number of semester/s will be deducted from your maximum residence period.

VI. How many times can I appeal for extension of my maximum residence period?

Graduate students can appeal for extension of their maximum residence period for up to five (5) times. The total period of extensions shall not exceed five (5) years. During the 5^th and final extension, failure to complete the degree requirements means you can no longer continue your program.

VII. When are additional graduate courses taken?

For every two years of extension, one (1) additional graduate course shall be taken.

1^st and 2^nd extension of residence- 1^st additional graduate course
3^rd and 4^th extension of residence – 2^nd additional graduate course
5^th extension of residence – 3^rd additional graduate course

VIII. Are AWOL/LOA counted in my residency years?

A. The semesters/academic years when you are AWOL are counted in the computation of residency years.

B. The following semesters (considered as pandemic years) are not counted in the computation of residency years:

2^nd Semester 2019-2020
1^st Semester 2020-2021
2^nd Semester 2020-2021
1^st Semester 2021-2022
2^nd Semester 2021-2022

C. Periods covered by an approved Leave of Absence (LOA) starting 1^st Semester AY 2023 – 2024 shall not be counted toward the Maximum Residence Rule (MRR), pursuant to the policy approved by the Board of Regents at its 1379th Meeting on 3 April 2023. However, the allowed number of LOA to be excluded from the residence years is four (4) semesters only. This means that 5^th application will no longer be allowed. Furthermore, students who are in their MRR extension are not allowed to file a LOA even if the student has not yet filed any LOA since initial enrollment in the program.

Sample Computation for PhD (8 years) with LOA, AWOL, and Pandemic Year

Residency Year	Semester/Academic Year	Enrollment Status	Remarks
1	2^nd Semester AY 2018 – 2019 until 1^st Semester AY 2019 – 2020	Enrolled	Counted
	2^nd Semester AY 2019 – 2020 until Midyear 2022	Enrolled	Not counted (pandemic year)
2	1^st Semester AY 2022 – 2023 until Midyear 2023	LOA	Counted
	1^st Semester AY 2023 – 2024 until Midyear 2024	LOA	Not Counted
3	1^st Semester AY 2024 – 2025 until Midyear 2025	Enrolled	Counted
4	1^st Semester AY 2025 – 2026 until 2^nd Semester AY 2025 – 2026	AWOL	Counted
5	1^st Semester AY 2026 – 2027 until Midyear 2027	Enrolled	Counted
6	1^st Semester AY 2027 – 2028 until Midyear 2028	Enrolled	Counted
7	1^st Semester AY 2028-2029 until Midyear 2029	Enrolled	Counted
8	1^st Semester AY 2029-2030 until Midyear 2030	Enrolled	Counted
9	1^st Semester 2031-2032 is the beginning of 1^st extension of MRR.

IX. What are the requirements and procedure for filing an appeal for extension of MRR and readmission from AWOL/LOA?

A. Requirements for appeal for extension of MRR

Letter of appeal signed by the student and endorsed by the program or thesis/dissertation adviser.
- For 1^st, 2^nd, and 3^rd appeal, the letter must be addressed to the current College Secretary, Dr. Marie Grace C. Reoperez and must contain the following: SUBJECT: APPEAL FOR (1^ST or 2^ND or 3^RD) EXTENSION.
- For 4th and 5^th appeal, the letter must be addressed to the current Graduate Student Admission, Progress and Welfare (GSAPAW) chair, Dr. Jaclyn Marie L. Cauyan and must contain the following: : SUBJECT: APPEAL FOR (4^th or 5th) EXTENSION.
- Content of the letter: The letter must have the following information:
- name, student number, and program
- first enrollment in the program
- contact number and email address.
- current status/accomplishment/progress
- reason/s for going beyond MRR
- how you have used the previous extension given (if applicable)
Timetable signed by the adviser and with details of what has been accomplished during the previously granted extension (if applicable) and the details of the activities to be accomplished for the requested extension period.
Updated accomplished program of study (PoS)/curriculum checklist checked and verified by the adviser
A copy of previously approved extension (if applicable)
Grades generated via CRS (printed copy of screenshot)
Additional requirements for those appealing for 4^th and 5^th extension of MRR.
- Separate endorsement letter from the program or thesis/dissertation adviser.
- For 4^th extension request: Proof of having passed the outline defense
- For 5^th extension request: Chapter 4 or at the minimum, research data needed to write a complete paper.

B. Requirements for appeal for readmission from LOA/AWOL

Letter of appeal signed by the student and endorsed by the program or thesis/dissertation adviser. It must contain the following: SUBJECT: APPEAL FOR READMISSION FROM LOA/AWOL
If you incur one semester of LOA/AWOL, prepare the following:
- Certificate of no enrollment (prepared by the student)
- Student directory
- Payment of AWOL fee for those returning from AWOL
- Return from LOA form for those returning from LOA
If you incur more than one semester of LOA/AWOL, prepare the following additional requirements aside from those indicated in no. 2 above:
- Medical certificate from UHS
- College readmission slip
- Affidavit of no enrollment (notarized by lawyer)

C. Procedure:

Prepare all the requirements indicated above and email to educadmissions.updiliman@up.edu.ph with the subject line: GRADUATE_MRR EXTENSION_SURNAME, NAME for MRR extension request; GRADUATE_READMISSION FROM AWOL/LOA_SURNAME, NAME for readmission request; and . GRADUATE_MRR EXTENSION & READMISSION_SURNAME, NAME for readmission and MRR extension request. You have to cc your adviser but there is no need to cc the College Secretary.
Check the contents of the documents and make sure that they are true and accurate because all these documents are subject for verification. Submitting inaccurate information and tampered documents are considered an offense.
Make sure that all the documents that need endorsements are properly endorsed.
Wait for the email from the Office of the College Secretary (OSec) regarding the result of your appeal. The Office usually receives more than 100 appeals for MRR extension alone. It takes time to evaluate and verify individual documents. Hence, wait for a month or two for the action sheets to be emailed.
Sign the action sheet once you have received it. Then email it back to the same email address.