Procedures for Outbound Exchange Students

The following are the procedures followed when UA&P students go to partner universities abroad.

1. Students interested in exchange submits to their school or college’s exchange coordinator the completed outbound exchange application form and associated documents. Students must read and complete the instructions on the application form.

The exchange coordinators are:

  • School of Economics (SEC) – Mr. Edwin Pineda
  • School of Communications (SCM) – Dr. Francine Racho
  • School of Education (SED) – Ms. Lexie Estacio
  • School of Sciences and Engineering (SSE) – Engr. Henry Ligot
  • School of Law and Governance (SLG) – Aty. Jeremy Gatdula
  • School of Management (SMN) – Ms. Elsie Laguador
  • Entrepreneurial Management (EM) – Ms. Lei Cerrer
  • College of Arts and Sciences (CAS) – Ms. Mairene Leynes

2. The exchange coordinator

  • Ensures that the student meets the following requirements:
    • A minimum GWA of 2.0. Students who do not meet this requirement may still apply but will be waitlisted.
    • No disciplinary record
    • At least a sophomore upon the commencement of studies at the partner university.
  • Assigns a sequence number to the application form and associated documents (see forms for format.)
  • Ensures that the MOU with the partner institution is valid and contains an exchange provision.
  • Ensures that the student has not missed the partner’s application deadline for the target semester.
  • Finds out if the MOU contains a reciprocity clause for tuition. This allows students to pay tuition at the UA&P for their semester abroad. Reciprocity, or the lack of it, may influence a student’s decision to go on exchange. For agreements without reciprocity, the PIA will have to negotiate the terms for tuition payment unless already specified in the MOU.
    • Students who push through with exchange at partners without reciprocity must pay tuition at the partner university and at the partner university’s rates.
  • Ensures that the student is academically ready and mature enough for life abroad.
  • Students who want their study abroad to count toward the completion of their home curriculum must be advised by their exchange coordinator. In advising, the exchange coordinator chooses and matches the subjects the student will take at the host institution with the student’s home curriculum. This ensures that the subjects are credited toward the completion of the student’s UA&P curriculum upon return.
    • The course descriptions needed for matching are usually found on the partner’s website. If no course descriptions are available online, PIA can help source these.
  • Students who intend to go on exchange outside their home curriculum need not undergo course matching. However, they must still see their exchange coordinators. Although students are free to go on exchange outside the curriculum, it may cause a delay in graduation from the UA&P.

3. If the student is fit for exchange, the coordinator informs the dean or program director that the student can be nominated for exchange. The student is then nominated by the OpCom to the host institution through PIA.

  • Nomination is done through an official memo from the school or college OpCom and addressed to the PIA . It should note the following:
    • The school or college’s nomination.
    • Basic details such as the student’s name, student number, year, course, email address, mobile number.  
    • The partner institution where the student will be sent to.
    • The target semester and the receiving school or college within the partner institution.
    • The subjects the student will take at the partner institution’s school or college.

4. Once PIA receives the nomination, it informs the partner institution about the nomination and gets all the forms and requirements.

5. If the nomination is accepted, PIA sends the materials to the student or directs the student to the appropriate website (cc: School).

6. The School, through the exchange coordinator, submits the accomplished form and requirements to PIA.

7. PIA sends the soft copies of the application form and other requirements to the partner international coordinator.

8. PIA receives the letter of acceptance in behalf of the student.  Sometimes, the foreign institution sends the letter of acceptance directly to the student with copy to PIA.

9. The student applies for his visa.

10. PIA or the School receives the admission notice.

11. The School informs REG for enlistment and registration.

12. For students accepted by partners with reciprocity in tuition, the student pays at the UA&P Cashier. Miscellaneous fees are waived.

13. Shortly after the student’s return, the official transcript is received by the School which credits the units and sends a copy to REG.

14. The returning student prepares a short report/feedback about his experience for his School, cc: PIA. CCO is informed for newsworthiness.

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