In the University, faculty members interact with students not only in the classroom for purposes of instruction. Often, students consult with their teachers for a variety of other academic purposes, the most common of which include program advising and thesis/dissertation advising. However, students consult their teachers not only for academic matters, but also for other concerns (eg, personal situations, career guidance, etc.), which the faculty may wish to deal with themselves, or which they may wish to recommend to more competent personnel within the University. Whatever the case, however, faculty are expected to maintain professionalism and mutual respect in their dealings with their students and are expected to communicate with them in an appropriate manner.
Each student admitted into a program shall be assigned a Program Adviser who shall advise, monitor, and evaluate the student’s progress. [UP Diliman General Catalogue 2014]
Apart from registration advising, faculty members are also expected to give general advice on matters such as dropping of course/s, Leave of Absence, pursuing exchange programs, change of matriculation, shifting, scholastic standing, scholarships, extra-curricular activities, etc.
The undergraduate/graduate thesis or doctoral dissertation is a capstone in the student’s career in the University. As such, faculty advisers are expected to act as mentors of their advisees and guide them towards completion of their theses/dissertations.
Mentoring is supporting and encouraging people to manage their own learning in order that they may maximize their potential, develop their skills, improve their performance and become the person they want to be. [Eric Parsloe, The Oxford School of Coaching and Mentoring, qtd. in Almoro and Concepcion, “Scientific Mentoring and Research Groups in UP Diliman, OVCRD Research Colloquium, 21 January 2013] Mentoring for theses and dissertations may involve giving advice and guidance in different stages of the student’s work, from choice of topics, to recommending panelists, and reminding mentees about considerations regarding field activities.
There are general guidelines followed in advising students in the undergraduate and graduate degree programs.
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12.2.1.1 |
Faculty members are advised to familiarize themselves with the general University rules and their specific College’s rules governing advising students enroled in the undergraduate thesis or other similar requirements (eg, special problem, a major paper, capstone project, group thesis, etc). |
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12.2.1.2 |
While practices among different academic units may differ, these generally involve appointment of an adviser, a thesis proposal presentation, and a thesis defense. An undergraduate thesis should ideally be completed within a semester, as preliminary work is done at least one semester prior to enrolment in the thesis proper [based on the guidelines set on the 1126th BOR meeting, 26 November 1998] |
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12.2.2.1 |
After students completes the prescribed academic requirements, they shall request the head of the unit for a research (thesis/dissertation) adviser. |
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12.2.2.2 |
The Dean/Director shall then appoint the adviser who shall be chosen on the basis of the student’s research topic, upon recommendation of appropriate bodies [1126th BOR meeting, 26 November 1998]. |
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12.2.2.3 |
The adviser shall come from the unit where the student is enrolled. In cases of joint advising, the co-adviser may come from a different unit [1126th BOR meeting, 26 November 1998] |
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12.2.2.4 |
The adviser performs the following responsibilities [1126th BOR meeting, 26 November 1998]: |
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12.2.2.4.1 |
Helps the student in the preparation of the research proposal; |
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12.2.2.4.2 |
Guides and monitors the student's research; |
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12.2.2.4.3 |
Submits a yearly evaluation report to the appropriate Graduate Office/ Committee; and |
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12.2.2.4.4 |
Endorses the student's research for oral defense. |
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12.2.2.5 |
The completion of a thesis or dissertation within a reasonable length of time is the joint responsibility of both student and adviser. Both make a commitment to work together to ensure that the output will be of acceptable merit and scholarship and that it is completed on a date agreed upon. A good working relationship between the two parties is thus crucial to this effort [Exec. Committee Meeting, 3 December 2002; 79th UC meeting, 11 December 2002; UPD General Catalogue 2014]. |
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12.2.2.6 |
If the adviser goes on leave for more than one (1) semester, the Dean/Director shall appoint a new adviser upon the recommendation of the appropriate bodies [1126th BOR meeting, 26 November 1998]. |
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12.2.2.7 |
A student who wishes to change an adviser shall write the Dean/Director, through channels, justifying the reason/s for the request. On the other hand, an adviser may request to be relieved of advising duties for justifiable reasons [1126th BOR meeting, 26 November 1998]. |
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12.2.2.8 |
Apart from being a thesis/dissertation adviser/co-adviser, the faculty member may serve as critic/reader/panel member. [1126th BOR meeting 26 November 1998] |
The University sees itself as a non-discriminatory institution which takes affirmative action to allow democratic access to disadvantaged sectors. [Sec. 9, UP Charter] As an equal opportunity institution, it is envisioned as a “safe, nurturing, shared, connected and sustainable” space where its constituents can “grow, learn and thrive.” [Tan, M. L., “Revisiting Pride of Place and Boldness of Vision” Bridges: An UPdate Magazine Special Edition 3.2, Jl-Ag 2016: 6-7, 32-33] The University thus recognizes the diverse character of its student population.
Apart from scholastic excellence in the different disciplines, the University encourages excellence in other endeavors—in the visual and performing arts and in sports.
At the same time, in keeping with its role as an equal opportunity institution, it adheres to a policy of inclusion, making it imperative to address financially-challenged students and the needs of those with disabilities and other special needs, among others.
In the spirit of mutual respect, it espouses an environment sensitive to gender differences.
Supporting the implementation of policies related to these concerns are the various offices--Varsity Sports Program (for athletes), the Office for Initiatives in Culture and the Arts (for performing groups), the Gender Office (for the promotion of gender rights), and the Office of Anti-Sexual Harassment (to promote a University environment free from sexual harassment and all forms of sexual intimidation and exploitation). The Office of Counseling and Guidance, and the University Health Service also provide services to students to ensure physical, psycho-social, and mental wellbeing.
In other engagements with students, faculty members are reminded to maintain propriety, honesty, and fairness in their dealings with them. Working students should also be given some due consideration in their efforts to balance their work and studies.
Faculty members are barred from requesting and/or employing student participation in projects that they acquired through independent means as a professional in their field, as this may beccome a potential source of conflict of interest. [Article 255 of the Revised University Code]
No member of the faculty shall have dealings with any student involving money, property, or other valuable consideration, which might have an influence on the scholastic standing of such student in the University System. [Article 255 of the Revised University Code]
UPD makes provisions for student assistantships for those who need supplemental income to support their studies. Inquiries for undergraduate and graduate student assistantships may be made at the Office of the Vice Chancellor for Student Affairs. However, academic units may also have their own provisions for such.
Student assistantships (e.g. clerical and messengerial work) are open to all students. Research projects and similar academic activities may also hire student assistants. However, priority is given to those with the required academic background and qualifications (e.g., BA Communication students for research projects in communication).
Graduate student assistantships are also available to graduate students who show satisfactory academic work.
The UP System also has the Student Assistant and Graduate Assistant (SAGA) Program, which provides undergraduate and postgraduate students the opportunity to work and earn on-campus while pursuing their studies in the University. Students from UPD may avail of this program.
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12.4.2.1 |
In general, applicants for student assistantships must have no grade of 5.00 in the preceding semester, must not have been subject to disciplinary action worse than a 2-week suspension, and must be enrolled during the period covered by the appointment. [UPD General Catalogue 2014] |
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12.4.2.2 |
Aside from the compensation, students under the SAGA Program is able to gain work experience that could help prepare them for employment, entrepreneurship, and community service after they leave the University. The University, on the other hand, is able to engage the students in fulfilling its academic and operational function. [1302nd BOR meeting, 30 October 2014; Administrative Order No. PAEP 15-84] |
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12.4.2.3 |
The SAGA Consolidated Rules and Regulations (SAGA CRR): [Administrative Order No. PAEP 15-84] |
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12.4.2.3.1 |
Defines the roles and responsibilities of SAGAs, heads of units and offices requesting their services, and responsible officials in the constituent universities/units (CUs) of UP; |
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12.4.2.3.2 |
Provides a guide for the preparation of work plan and schedule of SAGAs; and |
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12.4.2.3.3 |
Rationalizes the asssignment of work hours to SAGAs, so that the students do not compromise their academics while working under the SAGA Program. |
Most student records are confidential. Personnel dealing with such records are bound to protect the privacy of paper and electronic records containing confidential student information. Faculty members, in particular, are advised to maintain the confidentiality of the record of grades of students, as well as marked examination papers and other student work.
Generally, student records cannot be disclosed without the student’s consent; however, there may be exceptions to this prior consent. These include matters of legitimate educational interest, health and safety emergencies, and other reasons, such as compliance with legal/judicial procedures, evaluation of eligibility for financial assistance, etc.
As a rule, student records (as in all private records) are governed by the rules set in the Data Privacy Act of 2012. These are the Rights of the Data Subject (Students) concerning their records [Section 16, RA 10173, Data Privacy Act]:
The data subject (student) is entitled to:
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12.5.1 |
Be informed whether personal information pertaining to them shall be, are being or have been processed; |
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12.5.2 |
Be furnished the information indicated hereunder before the entry of personal information into the processing system of the personal information controller, or at the next practical opportunity: |
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12.5.2.1 |
Description of the personal information to be entered into the system; |
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12.5.2.2 |
Purposes for which they are being or are to be processed; |
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12.5.2.3 |
Scope and method of the personal information processing; |
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12.5.2.4 |
The recipients or classes of recipients to whom they are or may be disclosed; |
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12.5.2.5 |
Methods utilized for automated access, if the same is allowed by the data subject, and the extent to which such access is authorized; |
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12.5.2.6 |
The identity and contact details of the personal information controller or its representative; |
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12.5.2.7 |
The period for which the information will be stored; and |
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12.5.2.8 |
The existence of their rights, i.e., to access, correction, as well as the right to lodge a complaint before the Commission. |
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Any information supplied or declaration made to the data subject on these matters shall not be amended without prior notification of data subject: Provided, that the notification under subsection (Section 12.5.2 of this chapter) shall not apply should the personal information be needed pursuant to a subpoena or when the collection and processing are for obvious purposes, including when it is necessary for the performance of or in relation to a contract or service or when necessary or desirable in the context of an employer-employee relationship, between the collector and the data subject, or when the information is being collected and processed as a result of legal obligation; |
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12.5.3 |
Reasonable access to, upon demand, the following: |
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12.5.3.1 |
Contents of personal information that were processed; |
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12.5.3.2 |
Sources from which personal information were obtained; |
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12.5.3.3 |
Names and addresses of recipients of the personal information; |
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12.5.3.4 |
Manner by which such data were processed; |
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12.5.3.5 |
Reasons for the disclosure of the personal information to recipients; |
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12.5.3.6 |
Information on automated processes where the data will or likely to be made as the sole basis for any decision significantly affecting or will affect the data subject; |
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12.5.3.7 |
Date when personal information concerning the data subject were last accessed and modified; and |
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12.5.3.8 |
The designation, or name or identity and address of the personal information controller. |
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12.5.4 |
Dispute the inaccuracy or error in the personal information and have the personal information controller correct it immediately and accordingly, unless the request is vexatious or otherwise unreasonable. If the personal information have been corrected, the personal information controller shall ensure the accessibility of both the new and the retracted information and the simultaneous receipt of the new and the retracted information by recipients thereof: Provided, that the third parties who have previously received such processed personal information shall he informed of its inaccuracy and its rectification upon reasonable request of the data subject; |
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12.5.5 |
Suspend, withdraw or order the blocking, removal or destruction of his or her personal information from the personal information controller’s filing system upon discovery and substantial proof that the personal information are incomplete, outdated, false, unlawfully obtained, used for unauthorized purposes or are no longer necessary for the purposes for which they were collected. In this case, the personal information controller may notify third parties who have previously received such processed personal information; and |
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12.5.6 |
Be indemnified for any damages sustained due to such inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of personal information. |
The faculty is directed to the Code of Student Conduct for procedures in dealing with cases related to student conduct and discipline.
[Code of Student Conduct, 1298th BOR meeting, 30 June 2014]
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