College Student Manual

Article III. ADMISSION AND ENROLLMENT

Section 1. Admission for Freshmen/New Students

All students who have completed the required secondary level curriculum at their previous secondary school are eligible for admission to Southern Tech College Foundation, Incorporated (STCFI). This eligibility is based on the fulfillment of all academic requirements set forth by their secondary education institution, ensuring that they are prepared to begin their higher education journey at STCFI.

Section 2. Admission Requirement for Freshmen/New Students

1. All incoming freshmen and new students must submit the following documents to the Office of the School Registrar along with their enrollment form:

Form 138 (high school report card)
Form 1A – Birth certificate
Certificate of Good Moral Character
Pcs. 1x1 ID pictures

2. Failure to submit any of the above-mentioned requirements will result in conditional and temporary enrollment. Students who are conditionally enrolled must complete their submission of all required documents by the specified deadline to maintain their enrollment status at Southern Tech College Foundation, Incorporated (STCFI).

Section 3. Admission for Transferees and Admission Requirements

1. Students transferring from other institutions may be admitted to Southern Tech College Foundation, Incorporated (STCFI) upon submission of the following documents:

Honorable Dismissal
Transcript of Records
2 pcs. 1x1 pictures

2. Transferees will be admitted temporarily until all required credentials are submitted and verified by the Office of the School Registrar. Full admission will be granted once all necessary documents are reviewed and approved, ensuring that the student meets the academic and ethical standards of STCFI. Failure to provide complete documentation within the stipulated timeframe may affect the student’s enrollment status.

Section 4. Admission Requirements for Returnees and Old Students

To be eligible for re-enrollment, returning and continuing students must meet the following requirements:

All obligations from the last semester of attendance must be fully settled. These include, but are not limited to:
- Academic Requirements: Any incomplete or pending grades, backlogs, or other academic-related issues must be resolved and recorded.
- Financial Obligations: All tuition fees, miscellaneous fees, and any other financial responsibilities owed to the school must be paid in full.
- Property-Related Responsibilities: Any school property (such as books, laboratory equipment, or other borrowed materials) must be returned or accounted for, and any damages or losses must be compensated.
Returning and old students must submit all necessary documents for re-enrollment, including:
- Clearance forms from the relevant departments (e.g., library, accounting, or academic department) indicating no pending issues.
- A copy of their latest academic records or transcript of grades, if applicable.
Returnees and continuing students must adhere to any changes in school policies, procedures, or curriculum updates implemented during their absence. They are required to familiarize themselves with any new guidelines and ensure compliance.
Depending on the student's duration of absence or other factors, the school may require returnees to attend a re-orientation session to reacquaint them with school policies, procedures, and updates.

Failure to meet any of these requirements may result in the inability to proceed with re-enrollment until all obligations and conditions are satisfied.

Section 5. Registration

Registration at Southern Tech College Foundation, Incorporated (STCFI) constitutes formal enrollment in the school. The registration process must be completed on the dates specified by the School Administration. The procedure for registration and enrollment is as follows:

Evaluation. Old and returning students, as well as transferees, must present themselves along with their academic records for evaluation. This step ensures that prior coursework and grades are reviewed and appropriately credited.
Filling Out Enrollment/Registration Forms. Following evaluation, students will request and complete Registration Forms (R.F.). It is essential that these forms are filled out accurately and honestly to ensure proper enrollment.
Scheduling. The Office of the School Registrar shall assign class schedules based on the date of enrollment, the availability of schedules, and the student’s enrolled course. All assigned schedules will follow the approved program and class offerings authorized by the School Administration. The official class schedules will be posted in a designated area of the school for the information and guidance of all students.
Assessment. Students must proceed to the Cashier to obtain the printed copy of their assessment of fees for the semester. For students opting to pay on an installment basis, the assessment will include the schedule of due dates for each installment payment.
Payment. After receiving the assessment, students must proceed to the Cashier’s window to make the necessary payment.
Submission of Registration Form and Final Checking. Students must submit their completed Registration Forms, along with their class cards and the attached list of subjects to the School Registrar. The Registrar will review the submission, approve the subjects, and stamp the class cards.
Official Enrollment. Students will be officially enrolled only after completing the entire registration procedure and submitting all required documentation. Full enrollment status will be granted once all requirements are met and verified.

Section 6. Loading and Sequence

Subject loading and sequence for each course will adhere to the approved curriculum established by the school. The following guidelines govern the registration of subjects:

Regular Load. The standard subject load for each student is 23 units, which includes both laboratory and non-laboratory subjects. Students are not permitted to enroll in advanced subjects unless their current total is below 23 units. Any additional units should ensure that the total does not exceed 23 units for the semester.
Graduating Students. Graduating students may be allowed to enroll in additional subjects, provided that the total does not exceed six non-academic units beyond the prescribed limit. This flexibility accommodates the need to complete all necessary coursework before graduation.
Cross-Enrollment. Cross-enrollment is generally discouraged. However, in exceptional cases, particularly for graduating students with urgent and essential needs, cross-enrollment may be permitted for a maximum of one subject. This exception is granted under strict conditions and requires prior approval.

Section 7. Changing Subject Load, Class Schedule and Dropping and Adding of Subjects

Changes to subject load, class schedules, or the addition and dropping of subjects must be completed within the first two weeks of the semester. The following procedures apply:

Changing Subject Load or Class Schedule. Students wishing to alter their subject load or class schedule must consult with the School Registrar within the designated two-week period. All changes should be made promptly to ensure minimal disruption to academic progress.
Adding Subjects. To add subjects, students must complete the STCFI Official Addition of Subject Form, available from the School Registrar. This form must be submitted within two weeks after classes commence. Subject additions are permitted provided they do not exceed the maximum allowable number of units for the semester.
Dropping Subjects. Students who wish to drop a subject must submit a fully completed Official Dropping Form to both the School Registrar and the School Cashier. The form must be signed by the instructor of the subject being dropped; otherwise, it will be considered unofficial.
Refund Policy. No refunds will be provided for dropped subjects. However, payments made for dropped subjects may be credited toward a new subject if the change is made within the initial two-week period of classes.

Section 8. Change of Course

Students may request to change or shift courses under the following conditions:

Submission of Request Letter. Students must submit a formal Letter of Request to Shift addressed to the School Head. This letter should clearly state the reason for the desired course change and must be signed by a parent or guardian to provide proof of consent.
Document Submission. The Letter of Request to Shift must be presented to the Office of the School Registrar. This document initiates the process and ensures that the request is officially recorded.
Evaluation of Scholastic Records. The student’s academic records will be reviewed by the School Registrar to assess eligibility for the new course. This evaluation ensures that the student's academic history supports the requested change.
Payment of Fees. Any additional fees associated with the course change must be paid to the School Cashier. The amount required will be determined based on the specific details of the course shift.
Proof of Payment. Students must present proof of payment to the School Registrar before they are permitted to join any new classes. This step confirms that all financial obligations related to the course change have been fulfilled.

Section 9. Late Enrollment

Southern Tech College Foundation, Inc. (STCFI) allows late enrollment under specific conditions to maintain academic integrity and class management. The following provisions shall guide the acceptance and responsibilities of students who enroll after the official enrollment period:

Definition and Period. Late enrollment refers to any enrollment that takes place after the official enrollment period but no later than the second week of regular classes as stated in the academic calendar.
Conditional Acceptance. Late enrollees may or may no longer be accommodated, depending on slot availability in each subject or section. The school reserves the right to decline late enrollees once the maximum class size has been reached.
Subject Load Consideration. Old students (continuing or returning) may still be accepted in all subjects, including laboratory classes, provided that the maximum class size has not been exceeded. Late enrollees must coordinate with the Registrar’s Office and Academic Department to finalize subject load and schedule.
Attendance Policy. Students who enroll late shall be marked absent for all class sessions missed prior to their official enrollment date, in accordance with STCFI’s attendance policy. These absences are counted and affect the student’s attendance record.
Academic Responsibility. Late enrollees are fully responsible for catching up on all lessons, assignments, quizzes, and other academic requirements missed prior to their official enrollment date. The school and instructors are under no obligation to provide copies of missed lessons, assignments, or assessments for the days the student was not officially enrolled. Any assistance, such as catch-up materials or make-up work, is solely at the discretion of the instructor and is not guaranteed.
Administrative Process. All requests for late enrollment must be approved by the Registrar’s Office and are subject to coordination with the Academic and Finance Offices for proper documentation and compliance.

Section 10. Non-Admission and Readmission Policy

Southern Tech College Foundation, Inc. (STCFI) upholds the values of academic excellence, responsibility, and discipline. While the institution is committed to providing opportunities for student growth, it also expects students to demonstrate consistent effort and accountability. Failure to meet the minimum academic and behavioral standards, despite multiple interventions, may result in non-admission in the succeeding academic term. A student may be denied admission or re-enrollment in the following cases:

Numerous Unexcused Absences.
- Absence without valid reason amounting to 20% or more of the total class days in a semester or term.
- Failure to comply with the school’s attendance policy despite repeated warnings and counseling.
Chronic Scholastic Non-Performance.
- Consistent failure to meet academic requirements, including failure in major subjects for two or more consecutive terms.
- Habitual non-submission of assignments, non-participation in class activities, and absence during assessments.
Irresponsible Behavior and Lack of Commitment.
- Display of chronic irresponsibility in academic and co-curricular obligations.
- Repeated violation of school rules and lack of improvement after disciplinary action.
Due Process and Interventions Prior to Non-Admission. The following interventions shall be undertaken before deciding on non-admission:
- Parent-Teacher Dialogue: At least two formal meetings with the student’s parent/guardian to discuss academic and behavioral concerns.
- Guidance and Counseling Sessions: Minimum of three documented sessions with the Guidance Counselor or assigned personnel.
- Home Visit: At least one home visit shall be conducted to address deeper concerns and determine possible support needed.
- Warning and Probation: A written warning and/or academic or behavioral probation must be issued and acknowledged by the student and parent/guardian.
Final Evaluation and Notification.
- The Academic and Disciplinary Committee shall review the student’s record and recommend non-admission to the School Head.
- A formal Notice of Non-Admission shall be issued at the end of the term, clearly stating the reasons for the decision.
- The parent/guardian shall be notified in writing and may request a final dialogue for clarification, but no appeal shall reverse the decision once due process has been exhausted.
Special Considerations.
- Students facing temporary personal, health, or family challenges may be considered for special support plans or referral to partner agencies instead of immediate non-admission.
- The school reserves the right to apply compassion where warranted, without compromising standards of accountability.

Section 11. Issuance of Credentials for Transfer to Other School

Students officially enrolled at Southern Tech College Foundation, Incorporated (STCFI) have the right to transfer to another institution. However, the issuance of transfer credentials shall be subject to the following conditions and procedures:

Settlement of Obligations. Students must first settle all financial and institutional obligations with STCFI. These obligations include, but are not limited to, unpaid tuition and other school fees, fines, penalties, and any responsibilities related to the return or replacement of school property (e.g., books, equipment, or materials).
Request for Transfer Credentials. Once all obligations are settled, students may file a formal request for transfer credentials with the Office of the School Registrar. The request must include the student’s full name, student number, program of study, and the name of the institution to which the student intends to transfer.
Processing Time. Transfer credentials will be processed and released within thirty (30) working days from the date the request is received, provided all requirements and obligations have been met. This timeframe allows for the completion of the necessary administrative and verification procedures.
Withholding of Credentials. STCFI reserves the right to withhold the release of transfer credentials in the following cases:
- Failure to submit enrollment requirements
- Absence of official academic credentials (with copy furnished for STCFI)
- Unsettled financial or institutional obligations
- Disciplinary cases with pending resolution
- Sanctions such as suspension or expulsion
- Unreturned school property or documents
Release of Credentials. Credentials will be released only after the student has fulfilled all obligations and secured necessary clearances from relevant offices (e.g., Accounting, Library, Property Custodian, and Student Affairs). This ensures the integrity of records and accountability of departing students.
Withdrawal of Enrollment After Classes Have Started. For students who withdraw their enrollment after classes have officially started, all credentials and requirements previously submitted to STCFI (e.g., Form 137, Form 138, Good Moral Certificate, PSA Birth Certificate, or other documents) shall be considered school property and cannot be returned to the student. Such documents are officially cancelled upon enrollment and become part of the school’s permanent records. In these cases, the school shall issue a Transcript of Records (TOR) and/or Certificate of Grades as proof of the student’s academic standing and enrollment at STCFI. Along with the TOR, the school will also provide photocopies of the submitted credentials, certified true by the Registrar, to support the student’s transfer or admission to another institution.
Non-Processing During Peak Periods. To ensure smooth operations during peak academic periods, no release or processing of student credentials shall be conducted during official graduation and enrollment periods. Students are advised to plan their requests accordingly and to process their transfer documents before or after these peak times.

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