Makeup Exam Definition

The make-up exam is defined by the university via the Learning Memo 2010-010.

Learning Memo (LM) 2010-010: Makeup-Up Term Examinations

1️⃣ A make-up term examination may be given to a student who was not able to take the term examination during its original date and time.

2️⃣ A make-up term examination may only be given within five (5) days after the original date of the term examination.

3️⃣ The student is charged a fee for each make-up term examination he takes.

4️⃣ A make-up term examination may only be administered if the student can present his examination permit and proof of payment for the said make-up term examination.

5️⃣ If the student has no examination permit because of their inability to pay, he may apply for a student loan.

6️⃣ A student who is still not able to take the make-up term examination will get a failing grade for the corresponding term examination.

Makeup Exam Policy

Make-up exams or alternative exam times are ONLY allowable in documentable, legitimate emergencies or university-sponsored conflicts. Otherwise, a zero grade will be given.

Makeup Exam Requirements

The makeup exam requirements are as follows:

✅ Endorsement from the dean to take the makeup exam 

✅ Documentary proof for not taking or missing the exam as email request attachment 

✅ Accomplished permit or proof of payment activity

✅ Email request sent not later than two (2) days (within 8:00 AM - 5:00 PM) after the initial schedule of the exam:

👉 Proper email subject line: Request to take <Grading Period> Exam for <Subject Code> <Blk>          
👉 Reason for the request

✅ Initial schedule (date and time) of the missed exam

✅ Date and platform of dean’s confirmation of endorsement

✅ Reason for not taking or missing the schedule of exam

✅ Identify the documentary proof attached to the request

✅ Solutions or actions made to take future exams on time

Make sure you fully accomplish all the requirements and send the email request with complete details no later than 5:00 PM two working days before the scheduled makeup exam for the makeup exam to be set up for your account.

❓ What happens if I miss the scheduled makeup exam?

You get a zero (0) for the activity.

There is no make-up exam for a make-up exam.

❓ How do I get an endorsement from the dean?

You may get an endorsement from the CITE by contacting him.

Option 1: Talking to him personally

Option 2: Contacting him online (i.e. via messenger (Account Name: Aris Liwanag) or email (abliwanag.up@phinmaed.com))

Note: Do not attach screenshots of conversations (i.e. from Messenger or Email) as it goes against data privacy policies.

 A student who misses the scheduled periodic exam may apply for make-up exams.

What to prepare?

You will need to prepare the following:

1️⃣ Proper documentation (see: FAQ > What are examples of proper documentation?)

2️⃣ You also need to review for the assessment

3️⃣ Prepare sufficient data load and ensure a stable connection as you take the assessment (if the makeup quiz will be conducted online).

4️⃣ Be in the venue before the set makeup quiz time (for on-site quiz)

Email Request

[ ✔ ] Email request sent not later than two (2) days after the initial schedule of the quiz:

      [ ✔ ] Proper email subject line: Request to take <Grading Period> Quiz <number> for <Subject Code> <Blk>           

      [ ✔ ] Reason for the request

      [ ✔ ] Details of your subject (subject code, block, description)

      [ ✔ ] Details of your missed assessment (title of the activity, date, and schedule of your missed activity)

[ ✔ ] Reason for not taking or missing the scheduled of quiz

[ ✔ ] Solutions or actions made to take future quizzes on time

[ ✔ ] Attachment: supporting documentation

 These forms of documentation may be attached to letters of request for activities sent via email.

1️⃣ Medical notes on official letterhead and/or university memos.
▶ It must be signed by a licensed medical practitioner
▶ It must be on official letterhead from the medical clinic or hospital
▶ It must state that you were physically unable to attend the exam due to illness or injury; it cannot just say that “you saw them” or “just visited” (since this means nothing other than you walked through their front door)
▶ In the event you did not inform the instructor in advance of the exam, the medical documentation must state that you were incapacitated and unable to inform the instructor in advance.

2️⃣ For mental health concerns:
▶ Documentation must include consultation with the University guidance office
▶ It must state that you were unable to attend the exam or accomplish class activities due to your current status; it cannot just say that “you saw them” or “just visited” (since this means nothing other than you walked through their front door)
▶ The university guidance office staff may send details of your excuse and details of the schedule of your missed activities direct to my email, mqcarpizo.up@phinmaed.com.

2️⃣ Medical Certificate or Clearance (that you have not tested positive for COVID and that you are fit to attend classes especially face-to-face classes)
This may be requested from any of the following:
▶ Barangay Health Office (BHO)
▶ Municipal Health Office (MHO)
▶ City Health Office (CHO)

3️⃣ Power company announcement for emergency power interruptions + Proof of address 
▶ Link to the power company’s official announcement (not repost or screencap or chat conversations)
▶ Identified schedule (date and time of power interruption)
▶ Place affected by power interruption
▶ Proof of address which includes your name and address (i.e. Your ID with address, or similar documents displaying your name and your address)
▶ Details of your subject and affected activities

4️⃣ Internet service provider announcements for emergency interruptions+ Proof of address 
▶ Link to the internet service provider’s official announcement (not repost or screencap or chat conversations)
▶ Identified schedule (date and time of interruption)
▶ Place affected by internet connection failure
▶ Proof of address which includes your name and address (i.e. Your ID with address, or similar documents displaying your name and your address)
▶ Details of your subject and affected activities

5️⃣ Participation in UPang-related events and/or contests
Photo of the adviser’s letter which includes the following:
▶ Date when the letter is written
▶ Details of the event (ie. Name, Date, and Time)
▶ Your identified role in the event
▶ Details of about the affected subject (Subject Code, Block, and Description)
▶ Details of the affected class activity; if applicable (name of the missed activity and the date and schedule of the missed activity)
▶ Adviser’s name and signature at the bottom of the letter
▶ Valid ID of the adviser should be placed beside their signature on the letter for verification. Note: the signature on the letter should match the signature on the ID.

6️⃣ Participation in UPang-related or scholarship-related mass events or meetings
You may submit any of the following:
▶ Copy of Certificate of Participation in event
▶ Copy of Invitation to the Event with your name and event details visible
▶ Link to the announcement of event with your name and event details visible (such as FB post with list of scholars or participants identified)
▶ Other documentary proof that you are a legitimate and qualified participant of the event.

7️⃣ For late payments
You may submit any of the following:
▶ COM showing the balance for the identified grading period and proof of payment with the date of payment highlighted
▶ Indicate the date of the applicable exam or assessment for reference

7️⃣ For medical concerns (i.e. hospitalization, accidents, or similar incidents)
▶ Attach a medical certificate from a licensed professional with inclusive dates for verification
▶ No need to attach pictures of you or parts of your body in need of medical attention at the accident site, clinic, or hospital

8️⃣ Photo of Parent’s or guardian’s letter (handwritten by your parent/guardian; not you)
The letter should include:
▶ Date when the letter is written
▶ Details about the subject (Subject Code, Block, and Description)
▶ What is the request?
▶ Details of the affected class activity if applicable (name of the missed activity and the date and schedule of the missed activity)
▶ Reason for missing the activity or class schedule
▶ What measures are put in place to ensure that the student will be able to take future assessments/activities on time?
▶ Name, relationship (i.e. mother, father, aunt, brother, guardian, etc.) with the student,  and signature of the person who wrote the letter at the bottom of the letter
▶ The valid ID of the parent/guardian should be placed beside their signature on the letter for verification. Note: the signature on the letter should match the signature on the ID.

9️⃣ For late enrollees:
▶ Printed ORF with date enrolled visible on the printout