Title and Purpose
Section 1. These Rules and Regulations shall be known and cited as the Rules and Regulations Implementing Distance, Open, and Transnational University graduate programs.
Section 2. These Rules and Regulations are hereby promulgated to prescribe the procedures and guidelines for the implementation of the graduate programs of the Distance, Open, and Transnational University in order to facilitate the achievement of its objectives which are enumerated in BOR Resolution No. 50-97, as amended by BOR Resolution No. 16-2018.
Declaration of Policy
Section 1. It is hereby declared the policy of the Distance, Open, and Transnational University to promote and protect the right of Filipino citizens to quality education and shall take appropriate steps "to make quality advanced education accessible to all." Toward this end, the Distance, Open, and Transnational University shall develop, adopt and offer graduate degree programs in the distance, open, and transnational learning mode that are relevant and responsive to the needs of the people and the society.
Section 2. It is likewise the policy of the Distance, Open, and Transnational University to uphold CLSU's institutional vision by promoting the "values of service and excellence" in its open learning, distance, and transnational education programs.
Section 3. It is also the policy of the Distance, Open, and Transnational University, as a coordinating unit 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.
1Presented and Approved by the Council of Deans with the Directors meeting on May 23, 2019 at the CLIRDEC, CLSU.
2Presented and Approved by the Academic Council meeting on June 14, 2019 at the RET Conference Hall, CLSU.
3Approved by the Board of Regents per Resolution No. 54-2019 meeting on August 22, 2019 at CP Garcia Ave., UP Campus, Diliman, Quezon City.
Definition of Terms
Section 1. Whenever used in these Rules and Regulations, the following words or phrases shall mean or refer, thus:
- The Distance, Open, and Transnational University (DOT-Uni) is an academic unit created by the virtue of Board of Regents Resolution No. 16-2018 renaming and restructuring the then CLSU Open University (CLSU OU or OU) that was established through Board of Regents Resolution No. 50-97.
- The Distance, Open, and Transnational University (DOT-Uni) is an academic unit that is open as to people, places, and methods. Its main aim is to provide access to advance education to more people, to bring quality education services 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.
- 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).
- 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 Distance, Open, and Transnational University.
School Year and Term
Section 1. A school year at DOT-Uni starts on the month of August and ends on May the following year. The school year is subdivided into two (2) terms (First Term, and Second Term) and one Midterm.
Section 2. The First Term starts on August and ends on December; the Second Term from January to May, and the Mid Term from June to July.
Section 3. The start of the programs being offered at DOT-Uni is asynchronous with the academic calendar of Central Luzon State University. Enrolment at DOT-Uni usually commences two months before the University scheduled enrolment period. The start of classes usually commences one (1) month after the start of classes at the residential programs in the University.
Section 4. Students may submit applications at any given time of the school year, and be admitted and allowed to enrol within the prescribed period.
Section 5. The DOT-Uni follows the prescribed Rules and Regulations and schedule of the University graduation.
Classification of DOT-Uni Graduate Students
Section 1. A DOT-UNI student is a regular student of Central Luzon State University and is subject to existing Rules and Regulations as applied to regular students, and the Student Code of Conduct and Discipline.
Section 2. A regular DOT-Uni graduate student is one who has complied with the following requirements:
- Sufficient academic background for the chosen field of study as determined by the Department Chairperson;
- Grade point average of 2.00 or better in the highest degree obtained; and
- Submission of all pertinent requirements at the time of registration.
Section 3. Probationary Status. A probationary graduate student is one who falls under any of the following categories:
- His/her grade point average is 2.0 or better, but he/she does not possess sufficient academic background.
- He/she has sufficient academic background but his/her grade point average is lower than 2.0.
Section 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 DOT-Uni. The student concerned applies for a change of status through his/her Department Chairperson, who recommends the change to the DOT-Uni Dean, 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-enrol.
Section 1. The minimum residence requirement for DOT-Uni student is two regular Terms and one Mid Term for the master’s degree with a minimum satisfactory completion of 21 units and four regular Terms and two Mid Term for the doctoral degree with a minimum satisfactory completion of 33 units.
Section 2. A master’s degree must be completed within five (5) school years from the start of first enrolment to the program, and a doctoral degree, seven (7) school years, excluding leaves, counted from the start of matriculation in the Distance, Open, and Transnational University. The start of matriculation of students of any residential graduate programs in the University who transfer to the same degree program in the Distance, Open, and Transnational University shall be their first enrolment in the residential program.
Section 1. An applicant must have a bachelor’s degree or its equivalent from a recognized institution if he/she wishes to pursue a master’s degree and a master’s degree or its equivalent if he/she desires to pursue a doctoral degree.
Section 2. An applicant must submit the following requirements to the Distance, Open, and Transnational University through the DOT-Uni Registrar:
- Duly accomplished application forms for admission.
- Two original copies of recent passport sized photograph size (4.5 x 3.5 cms) in white background;
- A photocopy of the data pages of his/her current and valid passport;
- Original or authenticated transcript of records showing a grade point average (GPA) of at least 2.00 and 1.75, or their equivalents in bachelor’s 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 DOT-Uni Dean after a thorough review of his/her ability to pursue graduate work.
- Two letters of recommendation from his/her former professors and/or current supervisors.
- Certificate of English Proficiency. A foreigner whose native language is not English should show proof of satisfactory rating in a test of English as a foreign language, administered by third party as IELTS or TOEFL.
Section 1. All applicants shall accomplish and submit to the DOT-Uni Registrar DOT-Uni Forms 1 & 2 (Application for Admission, and Recommendation Letter) together with two copies of his/her most recent colour passport sized photograph (4.5 x 3.5 cms color pictures) in white background.
Section 2. The DOT-Uni Dean endorses to the corresponding Department or College the applicant’s dossiers through the DOT-Uni College Coordinator. The College/Department concerned evaluates the applicant's records and recommends to the DOT-Uni Dean the acceptance/rejection of the applicant to the program.
Section 3. The applicant is notified by the DOT-Uni Dean 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.
Section 4. An applicant who is recommended for acceptance by the College/Department concerned shall be issued a certificate of program acceptance by the DOT-Uni Dean, who then forwards the dossiers and endorses the same to the Office of Admissions.
Section 5. The Office of Admissions issues the official Notice of Admission that qualifies the applicant to officially enrol in the University.
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.
Section 2. The Department Chairperson shall serve as the student’s temporary adviser during his/her first semester in the program.
Section 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 master’s degree, and five for the doctoral degree. In special cases, an additional member may be tapped from outside the university.
Section 4. For the master’s students, two members of the Advisory Committee must come from their major department and one from their cognate field (minor courses).
Section 5. For the doctoral students, three of the Committee members should come from their major department and two from their cognate field (minor courses).
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.
Section 2. The student’s program of study of a student shall be predetermined by the Department offering the program, and is given to the student during his/her first term enrolment. In case
Section 3. In cases where the Advisory Committee so determines that there shall be changes in the predetermined program of study, it shall be presented for approval at the Department, and consequently approved by the DOT-Uni Dean.
Section 4. No change in the program of study shall be made unless approved by the Advisory Committee.
Section 5. 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.
Section 6. The approved program of study cannot be changed more than three times, except when the change is due to a new curricular requirement.
Course Work and Credit
Section 1. The minimum course requirements are fixed by the respective programs, and ideally comprised of core courses, major courses, elective/cognate courses, and thesis/dissertation.
Section 2. The regular load of a student is 9 units per Term and 6 units per Mid term. Should part of the student’s load be made up of "non-credit or audit 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 regular Term and 9 units for Mid Term.
Non-Credit or Audit Courses
Section 1. Non-credit or 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.
Section 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.
Section 4. Audit courses are not given grades or credits to the program the student is enrolled in but is subject to the payment of all school fees.
Section 1. The academic performance of the DOT-Uni graduate student shall be evaluated in accordance with the prescribed CLSU Grading System as follows:
Excellent = 1.00
Very Good = 1.50
Good = 1.75
Satisfactory = 2.00
No Credit = 2.25
No Credit = 2.50
No Credit = 2.75
No Credit= 3.00
Failure = 5.00
Incomplete = INC.
D = Dropped
IP = In Progress
Au = Audit
Section 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.
Section 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.
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.
Section 2. All subjects taken and passed/units earned by a student in any residential graduate program in the University who transfers to the same degree program in the Distance, Open, and Transnational University shall be credited.
Section 3. Undergraduate courses in the senior level may be credited for the master’s degree, provided that:
- the course has not been previously credited for any bachelor’s degree as certified by the Dean or Registrar of the school where the student graduated; and
- the grade obtained in the course is 1.50 or better.
Section 4. A 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 Article VI (Residence Requirement) of this Implementing Rules and Regulations.
Section 5. Attendance in advance non-degree training within 3 years prior to graduation from the degree enrolled in the DOT-Uni may be given a maximum of 3 credit units.
Section 6. Evaluation of non-degree training for purposes of accreditation as provided in Section 5 herein is made by the Advisory Committee of the student subject to the following conditions:
- One unit credit may be given for every 18 hours of lecture or 54 hours of laboratory work; and
- 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.
Qualifying Examinations for Doctoral Program
Section 1. The qualifying examination is intended to assess the DOT-Uni student’s preparedness to pursue the doctoral program.
Section 2. The student must take the qualifying examination within the Second Term of enrolment in the program.
Section 3. The qualifying examination is oral and is administered by the student's Advisory Committee. If personal appearance is not possible, the qualifying examination shall be administered through available video-conferencing technologies.
Section 4. A student who applies for a qualifying examination must have passed the First Term core courses. His/her application must be recommended by his/her Advisory Committee, and approved by the DOT-Uni Dean upon the recommendation of the Department Chairperson.
Section 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.
Section 6. The DOT-Uni Dean approves the student's study program upon the recommendation of the Advisory Committee.
Section 1. Comprehensive examination is required in graduate education to provide a means for the integration of all learning for application and evaluation purposes especially for research, extension and training.
Section 2. The type of comprehensive examination questions are applied, evaluative and integrated as decided by the faculty/department.
Section 3. The comprehensive examination shall be written and administered thru time-limited email. The re-examination could be written through time-limited email, or oral through available video conferencing at the option of the Advisory Committee in consultation with the student.
Section 4. Ideally, all DOT-Uni graduate students are required to take and pass the comprehensive examination before conducting their thesis/dissertation research.
Section 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.
Section 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 DOT-Uni Dean shall approve all applications for comprehensive examinations.
Section 7. The application for comprehensive examination may be filed anytime, and the examination schedule on a mutually agreed date(s).
Section 8. Creation of Examination Committee. The Department Chairperson shall constitute an Ad Hoc Comprehensive Examination Committee subject to the approval of the DOT-Uni Dean. It shall be composed of 3 members representing the core, major, and cognate fields of the applicant.
Section 9. Functions of the Examination Committee. The Examination Committee shall perform the following functions, namely:
- Solicits questions from the professors/course tutors of the student;
- Returns the answer sheets together with the questions to the professors/ course tutors for checking;
- Administer the comprehensive examinations;
- Collects the corrected comprehensive examination papers;
- e. Prepares and submits the report of the result to the DOT-Uni Dean; and
- f. Decides on the case of a student who, for justifiable reason, e.g., illness, is unable to take the examination on schedule.
Section 10. 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.
Section 11. 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.
Section 12. 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.
Section 13. The results of the comprehensive examination are submitted by the Examination Committee to the DOT-Uni Dean not later than one month after the last day of examination.
Section 14. The re-examination shall be scheduled and taken within the Term, and should not be later than 1 month before the Term ends. Results shall be submitted to the DOT-Uni Dean two weeks thereafter.
Section 15. The Chair of the Examination Committee in a prescribed form, notifies the student about the results of the comprehensive examinations not later than a month after the last day of examinations.
Section 16. A student who does not perform satisfactorily in the comprehensive examination shall take either a written or an oral re-examination.
Section 17. The written re-examination will be administered by the same Examination Committee; the professor(s)/tutor(s) of the subject(s) in whom the student failed will provide the questions. The schedule of the re-examination will be set by the Examination Committee.
Section 18. The oral re-examination is administered by the Chairperson and Members of the Examination Committee through available video-conferencing technologies.
Section 19. 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.
Section 20. Comprehensive examinations may be waived by individual faculty members, or by the whole Department, and a written notice of waiver shall be issued by the Department Chairperson specifying the reasons for such waiver.
Changing, Adding and Dropping of Subjects
Section 1. Application for changing, adding or dropping of subjects shall be filed with the DOT-Uni Registrar. Change in registration, except for compulsory dropping of subjects, is permitted within two (2) weeks from the first day of tutorials during regular Terms and before the second tutorial session during Mid Term.
Section 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.
Section 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.
Section 4. Unofficial dropping of any subject shall mean a grade of 5.0.
Conduct of Thesis/Dissertation
Section 1. A student is ready to conduct his/her thesis/dissertation if he/she:
- has finished all his/her subjects, including special problem and seminar;
- passed both qualifying examination and comprehensive examination (for doctoral students) and passed the comprehensive examination (for masters students); and
- has completed the defense of his/her thesis/dissertation outline in a seminar and has submitted the result to the Department Chairperson.
Section 2. A student shall conduct his/her thesis personally.
Section 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.
Section 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 DOT-Uni Dean. The co-adviser may be designated as a member of the defense panel and shall be acknowledged accordingly.
Section 5. The conduct of thesis/dissertation research outside the Philippines is allowed provided that:
- 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;
- The student submits to the DOT-Uni Dean 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
- 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.
Section 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.
Section 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 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;
- 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 PowerPoint presentation, etc.; and
- 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.
Section 1. All theses/dissertations shall use the University’s prescribed format as defined by the University Graduate Program Office (UGPO).
Section 2. Organization of Text/Manuscript. The manuscript must be organized following these basic particulars:
1. Title Page
2. DOT-Uni Approval Sheet bearing the Department Chairperson’s signature
3. DOT-Uni Examining Committee’s Approval Sheet duly signed by the members
4. Biographical Sketch
7. Table of Contents
8. List of Tables and Figures
- 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.
- 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.
- The Results and Discussion. This presents the results of the study and the corresponding discussion.
- 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.
Section 3. The thesis/dissertation shall be reproduced on a white bond paper, substance 20, preferably on acid-free paper and measuring 8.5 x 11 inches.
Section 4. Five (5) copies of the approved thesis/dissertation duly signed by the persons concerned shall be submitted to the DOT-Uni on or before the deadline set in the University Calendar.
Section 5. A copy of the thesis/dissertation in flash drive (ideally 4 GB and above) should also be submitted to the Office of the DOT-Uni Dean, or uploaded to the designated repository of the DOT-Uni web portal.
Section 1. Thesis/dissertation defense is an oral examination administered by the thesis/dissertation Examining Committee to a candidate for master’s degree or doctoral degree.
Section 2. The student should present and defend his/her thesis/dissertation in person. If such is not feasible, he/she may opt for on-line presentation and defense through available video conferencing technologies. A student who wishes to present his/her thesis/dissertation in an on-line mode should apply for such in a prescribed form and to be recommended for approval by the Advisory Committee to the DOT-Uni Dean.
Section 3. Requirements. A graduate student may defend his/her thesis/dissertation if he/she has:
- completed all formal courses for the degree as certified by the DOT-Uni Registrar;
- passed the comprehensive examination and thesis outline defense;
- submitted his/her approved thesis/dissertation manuscript; and
- submitted to the DOT-Uni Office a copy of his/her thesis/dissertation manuscript two weeks before the scheduled date of defense;
Section 4. The Advisory Committee sits as the Examining Committee for purposes of thesis/dissertation defense. The major adviser and members of the Advisory Committee shall serve as chairperson and members of the Examining Committee, respectively.
Section 5. Procedure for thesis/dissertation defense is as follows:
- The student shall submit to the DOT-Uni 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.
- 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.
- The pre-oral thesis/dissertation defense shall be open to the public, specifically before the University’s graduate faculty and students.
- The student shall apply for final defense after incorporating all the suggestions made by the Examining Committee during the pre-orals.
- All members of the Examining Committee must be present during the final defense, which shall be a close-door examination.
- 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.
- The student shall be informed of the result of the examination immediately after his/her defense.
Section 6. 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 DOT-Uni Dean before printing the final copy.
- The approved thesis/dissertation shall be reproduced, bound and submitted to the DOT-Uni office on or before the deadline as set in the University Calendar.
- The report of the Examining Committee and the duly approved and submitted thesis/dissertation manuscript are the bases in recommending a student by the respective College Council to the University Academic Council for conferment of the degree sought.
Section 1. Students enrolled in the MPS program shall undergo apprenticeship upon completion of their course work and passing the comprehensive examination.
Section 2. The apprenticeship should be agency-based and management-focused and shall be undertaken for at least one semester.
Section 3. The student shall submit a program of work to the DOT-Uni duly endorsed by the Advisory Committee for approval by the Department Chairperson and concurrence by the DOT-Uni Dean.
Section 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.
Section 5. The Advisory Committee, represented by the major adviser, shall take care of the follow-up and supervision of student apprenticeship.
Section 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 DOT-Uni office.
Organization and Management Structure
Section 1. The organization and management structure of the DOT-Uni recognizes the “verticalized” program offerings of the various Colleges in the University. Management and operation of the degree programs is returned back to the Colleges who sponsored and initiated the program offering. The DOT-Uni is tasked for the provision of facilities and services for program admission, program facilitation, and monitoring of program offerings, while the Departments of the various Colleges has full administrative control of their program offerings.
Section 2. The organizational structure of the DOT-Uni is geared towards flexibility and integration with existing University’s Organizational Structure. Administratively, the DOT-Uni is directly under the Special Project of the Office of the President. However, its academic program is under the immediate supervision and management by the Office of the Vice President for Academic Affairs as defined and approved in BOR Resolution No. 16-2018.
Section 3. The DOT-Uni shall be headed by a Dean who shall perform the basic functions, duties and responsibilities, as well as academic load as defined for the position in the University Code.
Section 4. The DOT-Uni shall operate three divisions equivalent to Collegiate Departments, and correspondingly its Chairs shall have the duties, responsibilities as well as academic load equivalent to Department Chairs. These divisions are as follows:
1.ICT SERVICES DIVISION. The ICT Services Division is the ICT backbone of the DOT-Uni in the development, deployment, and management of e-learning services. It is headed by an Information Technology Officer (plantilla item), who’s duties and responsibilities include the following:
- Supervise the various ICT laboratories and operating personnel, including multimedia development, network services, and web services;
- Develop strategic plans and implement operational plans to provide information technology infrastructure to support the goals of DOT-Uni;
- Develop and implement work plans to accomplish work group objectives; assign work and monitor performance of personnel under supervision; take action in the full range of formal personnel activities;
- Provide consultation and oversee the development of technology solutions to achieve goals in a variety of operational areas of the DOT-Uni;
- Establish policies and procedures as well as acceptable practices for efficient ICT resource utilization;
- Prepare and present budget and other funding proposals for the improvement of ICT infrastructure; monitor expenditures; and operate within budget allocation.
- Serve as liaison between DOT-Uni and its ICT industry partners
- ACADEMIC SERVICES DIVISION. The Academic Services Division maintain, coordinates and administers the various academic offerings of the DOT-Uni. Headed by a full time MS or PhD holder faculty member and given the designation as Chair equivalent to Collegiate Department Chair, its duties and responsibilities include the following in addition to the usual functions given to Department Chairs as follows:
a.Coordinate student admissions to the various programs;
b.Coordinate interdepartmental activities, plan and execute faculty development initiatives particularly the development and deployment of instructional materials for virtual learning environments (VLE);
c.Monitor VLE activities of designated faculty members and tutors;
d.Monitor together with faculty advisers and program coordinators, the academic progress of student cohorts;
- STUDENT SERVICES DIVISION. The Student Services Division facilitates and coordinates with the Office of Admissions in the admission of students; serve as the repository and manages the student records. It shall be headed by a full time Registrar (plantilla position) with a complement of staff, whose duties and responsibilities include the following:
- Assist students in the admission process; receive and forward documents for admission to the Chair, Academic Services for assessment, and to the Office of Admissions for appropriate actions;
- Keep and maintain the academic record of all students, and plans and implements the registration process;
- Determine students' graduation eligibility, and prepare information such as enrollment statistics, grade certifications, transcripts, list of graduates, and other documents.
- Develop and recommend useful technological updates and implementations to create a more efficient work environment;
- Advise students on academic policies, and resolve issues related to individual academic records and requirements.
DOT-Uni Graduate Faculty/Course Tutors
Section 1. The DOT-Uni faculty members shall be sourced and appointed from the various Colleges, and specifically trained and qualified in the development, deployment, teaching and management of Virtual Learning Environments (VLEs). Specifically, they should meet the following qualifications:
- Holds an advanced degree such as MS or PhD
- Holds at least the rank of Assistant Professor
- Holds a permanent appointment with the University
- Have basic PC skills, basic digital literacy and be able to use standard office software e.g. word processing, data processing, web browser, and e-mail.
- Be willing to undergo training and re-training, and qualifications in the development, deployment, and management of VLE software that may be provided as formal course set, or alternately as an online training by the DOT-Uni.
Section 2. Faculty members so qualified will receive equivalent teaching load (ETL) similar to those being given in teaching graduate courses, and be entitled to additional payments as Course Tutor. However, under no circumstance should faculty members handle more than 6 units of DOT-Uni courses, except in exceptional cases where the specialty of such faculty member is needed and no other faculty member can handle the course. The faculty members of the DOT-Uni have the following duties and responsibilities:
- Make contact with all students to welcome them to the module and, for new students, provide an introduction to the DOT-Uni’s method of supported open learning environments;
- Enroll and instruct students through application of appropriate technology, particularly deployment and management of VLEs;
- Provide academic support to students through virtual faced-to-face (video conferencing), internet telephony, electronic mail, or back channel communications;
4.Monitor the progress of students on their module and study activities, including making contact with students who do not submit assignments; make proactive contact with students at a number of defined points in the module (e.g. first assignment, examination support); and assist students in developing study skills in relation to the module;
- Prepare student progress reports, report of grades and other documents for submission to the Chair of Academic Services of DOT-Uni;
- Provide feedback to DOT-Uni through a variety of mechanisms (e.g. survey response, or attendance at debriefings) on the teaching and student learning experiences;
- Actively take part in staff development activities to maintain and enhance professional experience and commitment to personal development.
Section 3. Non-CLSU faculty members may be designated/appointed as affiliate faculty members/course tutors of the DOT-Uni, provided that they are at least master’s degree holders and their expertise and/or fields of specialization are not available in CLSU but are needed by the DOT-Uni on recommendations of the Department Chairperson offering the courses, subject to existing University’s Policies on appointments of affiliate and adjunct faculty members, and subject further to the approval of the CLSU BOR.
DOT-Uni Graduate Departments
Section 1. The graduate program offerings of the University are either residential or on-line, and are administered and controlled by the various Departments in the various Colleges at the Academic Program. The offerings of on-line graduate programs of the various Departments are facilitated by the DOT-Uni.
Section 2. For facilitation, the DOT-Uni recognizes the appointments of Graduate Program Coordinators of the various Colleges, who liaise with DOT-Uni concerning graduate program offerings of the various Colleges.
Section 3. For purposes of documentations, the various Departments who offer graduate programs through on-line modes are considered de facto Graduate Departments of the DOT-Uni.
Distance Learning Practices
Section 1. Tutorial Sessions. A tutorial session is an important element of on-line education at the Distance, Open, and Transnational University. It is conducted as part of the academic environment for optimal learning.
Section 2. Tutorial sessions are ideally held 4-5 times a Term at intervals of two weeks to one month. Each tutorial session lasts from 1-2 hours.
Section 3. On-line tutorial session are conducted via web conferencing, group chat, email exchanges, on-line videos, cloud upload/downloads, and other e-learning methods. Facilities and services for such shall be developed for enhanced access of faculty tutors at the Distance, Open, and Transnational University.
Section 4. Instructional Materials. The DOT-Uni students shall be provided with learning materials such as self-learning modules, reading lists, video lists, topic hyperlinks, eBooks, and other teaching materials in digital formats where students study on their own most of the time.
- 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 multimedia specialist, and ICT experts who digitally transforms the instructional materials.
- All instructional materials developed, specifically those commissioned by the DOT-Uni shall be owned by DOT-Uni.
Section 5. Student Performance. Student performance is assessed through written examinations, activities and exercises, administered through time-based emails, video-conferencing, and other modes.
Section 6. The DOT-Uni respects the faculty member’s academic freedom on the manner by which the course will be conducted within the confines of the course descriptions, in the determination of passing and failing qualities of student’s responses, and in the giving of grades. All disputes between faculty and students shall be settled based on existing University Rules and Regulations.
Conferment of Degrees
Section 1. All students who satisfactorily completed all requirements of the program should apply for graduation on the nearest graduation schedule of the University.
Section 2. In as much that DOT-Uni students have no formal physical engagements with the University, they are EXCEMPTED from Tree Planting as a requirement for graduation, and a special clearance form in lieu of the College and University Clearances shall be evolved for graduating students.
Section 3. Graduating students are required to be physically present to receive their Certificates/Diploma during graduation rites. Only under exceptional cases/circumstances shall DOT-Uni student be allowed to graduate in absentia, and subject further to the approval by the Academic Council.
Section 4. All graduating DOT-Uni students shall be presented and confirmed in their respective Faculty Councils of the various Colleges that offer the degree program through DOT-Uni.
Section 5. The University President, Board Secretary, University Registrar, the respective College Dean, and DOT-Uni Dean shall be the signatories of diplomas awarded to graduates of the Distance, Open, and Transnational University graduates.
Section 1. These Rules and Regulations shall take effect immediately upon the approval of the Board of Regents.
Section 2. The Implementing Rules and Regulations concerning the then CLSU Open University, and all its provisions are hereby considered repealed following approval of this Implementing Rules and Regulations.
Section 3. The 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 Distance, Open, and Transnational University graduate programs.
Section 4. Any amendment to or revision of these Rules and Regulations shall be valid when approved by the University Academic Council, and the Board of Regents.