UNIVERSITY OF SANTO TOMAS
PRIVACY INFORMATION FOR APPLICANTS FOR ADMISSION

YOUR PRIVACY MATTERS

Overview

     Introduction
     Information we collect
     Why we process your data
     How we use your data
     How we share information
     Your choices and obligations
     Other important information

Introduction

The Pontifical and Royal University of Santo Tomas, the Catholic University of the Philippines, is committed to protect the personal privacy of its stakeholders. It is the policy of the University that information collected from its stakeholders be stored, maintained, and used by the University only for appropriate, necessary, and clearly defined purposes, and that such information be controlled and safeguarded in order to ensure the protection of personal privacy to the extent permitted by law.

To be consistent with data protection laws, we ask you to take a moment to review the key points in this privacy policy. By availing of the University’s services, you consent to use of your data under this privacy policy.

Information we collect

We collect relevant personal information online through the Application portal. Likewise, we collect supporting documents submitted in electronic or printed forms (e.g., copies of high school card, birth certificates, proof of payment, etc.). The results of your UST Entrance Test (USTET) are appended to the personal information you submit online.

Why we process your data

We use your personal data, together with the results of your USTET, to determine your eligibility for admission to any of the programs offered by the University. We also utilize your data for educational, research and institutional quality assurance purposes, such as in establishing trends in admission to our programs in order to inform our decisions on future program offerings and projected resource needs.

How we process your data

We may use your personal information to contact you on matters pertaining to your application for admission. We determine your individual eligibility for admission to your program of choice by evaluating your credentials and USTET results against program standards.

We conduct data analytics of all admission data annually for the purposes mentioned above and we compare aggregate data with those of previous years to compare trends. We may conduct predictive and prescriptive analytics for future decision-making regarding our program offerings. These aggregate analyses do not identify you individually.
 We retain depersonalized information after qualified applicants have already enrolled. This information feeds models for 10-year predictive and prescriptive analyses for future decision-making.

However, we retain names and email addresses of those who have not qualified for admission so we can provide you with information on continuing professional development (CPD) programs, graduate programs, or any other University activity open to the public, which you may be of interest to you in the future. You may opt not to receive this information by unticking the choice below, and we will not keep your data for these marketing purposes.

How we share information

The Office for Admissions (OFAD) is the Personal Information Controller (PIC) of all admissions-related data. The OFAD may share your personal information and USTET results with academic units of your program of choice, or those of programs where you apply for reconsideration, and they may contact you on matters pertaining to your potential admission to the University.

With the permission of the University’s Data Protection Officer (DPO), subject to compliance with research ethics and data privacy, the OFAD may share your depersonalized information to academic researchers who may request for such, instituting measures that will not allow you to be individually identified. You may opt not to grant these academic researchers with access to your personal information by unticking the choice below.

We may need to share your data when we believe it is required by law or to protect your and our rights, welfare, and security. We may likewise need to share your data if required by regulatory agencies such as the Commission on Higher Education (CHED), Legal Education Board (LEB), Department of Education (DepEd), or by local and international accrediting agencies (e.g., PACUCOA, PAASCU), as part of the monitoring and/or evaluation process.

Once you qualify for admission, your personal information will be shared with the Office of the Registrar so you will only need to provide additional information necessary for enrollment.

Your choices and obligations

You have the option not to grant use of your personal information for institutional marketing purposes or for research done by individuals or groups outside of institutional research purposes by unticking the options below.

You have the obligation to ensure the completeness and accuracy of all information provided to the University. Provision of fraudulent information, if proven to be deliberate, may prevent you from being admitted to the University.

Other important information

We implement security safeguards designed to protect your data. We regularly monitor our systems for possible vulnerabilities and attacks, and apply necessary measures to protect your data.

You may contact us through the Office of the University Data Protection Officer to communicate any concerns you may have regarding our privacy policy.

The University of Santo Tomas Entrance Test (USTET) is administered to all applicants in order to qualify and determine who among them are the most prepared for the standard of education at the University of Santo Tomas. 

TO THE APPLICANT

Kindly forward the USTET Application Grades form to your School Registrar or Principal. A portion of your USTET result comes from your grades. Therefore, Grades Form with incomplete information will not be processed. Any misrepresentation will result in disqualification or forfeiture of slot. 

 For College Applicants:  USTET College Application Grades Form
 

TO THE SCHOOL REGISTRAR

May we request for your assistance in filling out the USTET Application Grades Form of your student. After accomplishing form, please return to the student for uploading to the USTET application portal. 

Refer to the Grade Details Guidelines written on the USTET Application Grades Form.

1. Application to the UST General Santos is done online.

2. Only College applicants who are currently enrolled in Grade 12 may apply.

3. The following may apply provided they first secure a clearance from the UST Manila Office of the Registrar:

> Passers of the Philippine Educational Placement Test and Alternative Learning System Accreditation and Equivalency
> Graduates/Completers of previous school years
> Applicants from foreign schools
> Foreigners graduating from local schools

4. College applicants are allowed to choose two programs only.

* Priority Program. This is the program that the applicant strongly prefers to be admitted to.
* Alternative Program. In case the applicant does not meet the criteria of their priority program, they will be considered in this program subject to the criteria set by the Academic Unit. Once an applicant qualifies for their priority program, the alternative program is no longer processed.

5. Application fees are as follows:

*  Application fees of applicants for College graduating with Highest Honors based on their Grade 11 grades may be waived. This applies only to candidates coming from public schools in the Philippines. 

6. The following are grounds for disqualification, forfeiture of slot, and/or debarment:

 >  Misrepresentation of the information entered in the application portal
 >  Violation of the application instructions
 >  Non-submission of documents on time to confirm one’s enrollment, if qualified 
 >  Submission of missing, incomplete, or false documents
 >  Other acts not in conformity with the University's policies.

7. The deadline for application is on May 17, 2024. A test permit is released only after an applicant has completed the online application, submitted all the correct requirements, and paid the application fee. 

8. Applicants are advised to visit regularly the Office for Admissions website (https://ofad.ust.edu.ph) for updates and announcements.

9. Email ofad@ust.edu.ph for any questions or clarification.

1. Click Register and select the program you are applying for.
>  College
    - UST General Santos

2. Previous USTET taker verification.

Click YES if you have taken the USTET in previous years and encode the information needed for verification.
Click NO if you have not taken the USTET yet.

3. UST Manila Student Verification.

For students who are currently enrolled or studied in UST Manila, please select the grade level/s enrolled in UST Manila and enter your student number.  
For Non-UST Manila students, select "None" and submit.

4. Read the Guidelines and Instructions, then click the Submit button.

5. Read and understand the Privacy Information for Applicants for Admission.

6. Fill out the Online Registration form to get your Reference Number.

7. Complete the online application. Refer to the Tasks List in the Activity Log.

7.1 Upload a 2"x2" ID Picture.
7.2 Update current school information.
7.3 Update program preference.
7.4 Upload all required documents. 

7.5 Encode grades by copying the contents of your USTET Application Grades Form College
7.6 Answer information survey.
7.7 Certify and fully understand the application conforme then click the Submit Application for Verification button.

8. Wait for UST Manila Office for Admissions (OFAD) to verify your requirements and encoded grades. An email notification will be sent to you once verified.

9. Select testing center - UST General Santos.

10. Proceed with the online payment.

11. Download your Test Permit for USTET and Acknowledgement Slip for applicants through International Credentials.

Please be advised of the following:

1.  For students who are currently enrolled or studied in UST, please select the grade level/s enrolled in at UST Manila and enter your student number and birthdate in the USTET registration. This will carry your academic record to the USTET application system.  There is no need to enter your grades in the grade level taken in UST Manila. 

 1.1.  In the Documents Uploading tab, upload a copy of your Student ID or Official Registration Form (PDF File) instead of the required USTET Application Grades Form. 

2. Regarding PSA/NSO Birth Certificate: Since you have already submitted this during your application to the Senior High School, there is no need to upload them. In the Documents Uploading tab, you may upload them or simply upload a copy of your Student ID or Official Registration Form (PDF File) instead.

1.  I forgot my reference number. May I know my reference number?

Your reference number is automatically sent to your email address after the initial registration in the online application.  Check your spam box in case it is not in your inbox. 

In case you were not able to receive the message, kindly click on "FORGOT REFERENCE NUMBER" under the User Login box on the homepage.

2.  I keep getting the error “duplicate entry detected” when I submit my basic information. What should I do?

Very likely you were already given a reference number.  Check your email (including your spam box) to find your reference number.  Use this to continue your registration.

3.  I am a Grade 12 transferee. I also shifted to a different strand.  Which school and what strand should I indicate in my application?

Indicate your (current) Grade 12 school and Grade 12 strand in your application. 

4.  What do I do if my school is not listed?

Very likely your school name is in the list.  Kindly follow these tips for searching your school:

• Use key words in searching your school’s name instead of the full name (e.g. “Tomas” instead of “University of Santo Tomas”)
• Use the correct spelling when searching your school’s name (e.g. “Santo” instead of “Sto.”)
• After writing your key word, do not hit Enter; click the “Search” button.
• For schools outside the Philippines, tick the box for international school first before clicking “Search”.

If your school is not found in our school database, please follow this procedure:

• Click the SCHOOL NOT FOUND button beside the SEARCH button.
• Click the REQUEST A SCHOOL button.
• Enter your school’s complete and official name. Refer to your School ID or Registration Form.
• Enter your school’s complete and official address. Refer to your School ID or Registration Form.
• Click SUBMIT.
• Click CHOOSE FILE to upload your school ID (JPEG format), Registration Form (PDF File), or school letterhead (PDF File) for our reference.
• Click UPLOAD FILE. Your request will be sent after your file has been uploaded.
• Allow for 1 to 3 working days to find your school on the list by clicking SEARCH when you log in again. 

5.  Why am I not able to upload my ID picture?

Please check if the picture you are uploading is in .jpg format and is below 2MB.

6. What should I do if I made a mistake in my entry of data?

The information found in the Basic Information Tab cannot be edited anymore once you received your Reference Number. Other information in the online application may still be edited before clicking the "Submission of Application for Verification" button.

If you wish to edit your information, you may cancel your application by clicking the "CANCEL APPLICATION" button found at the lower part of the Activity Log. You may then restart your application.

7. I uploaded the wrong document/s. What should I do?

Wait for the UST Manila Office for Admissions (OFAD) to check and verify your requirements and encoded grades. Your application portal will be re-opened once found incorrect or incomplete. You will receive a text/email notification regarding your application. Re-upload the correct information/document to complete your application.

8.  How do I get a clearance from the UST Manila Office of the Registrar considering the quarantine restrictions?

Open this Google Form link to request. 

9. Is USTET for free?

Application fees of applicants for College graduating with Highest Honors based on their Grade 11 grades may be waived. This applies only to candidates coming from the public schools in the Philippines. 

10.  How do I pay my USTET application fee?

Payments will be done online through the UST Online Payment Gateway (OPG). This will be shown after the UST Manila OFAD has verified your uploaded requirements and you have chosen your Testing Center.

11.  How can I apply if my international credentials do not meet the minimum requirements stated in the guideline for Application Through International Credentials?

You may still apply through the USTET.

12.  Is the Applicant Number different from the Reference Number?

Yes, they are different.  You are given an Applicant Number only after you have fully completed your online application.  Having an applicant number means that you are now considered an official applicant.  The Reference Number allows you to access your application portal.  

13.  I uploaded all my documents on time but why was I tagged Incomplete?

Kindly review the documents you uploaded and see if they satisfy the following guidelines:

Grades Form

• The document must clearly show the name of the student-applicant, the name of the school, and the signature of the Registrar or Principal.
• Forms without the signature of the school official/representative but with the official school seal / QR code are accepted. 
• Documents that are blurred, pixelated, or unclear must be re-uploaded.
• Submit documents in PDF only.
  
  

Birth Certificate

• Upload a PSA/NSO/Civil Registry copy of the birth certificate.
• You may also upload the information page (first page) of your passport.
• For dual citizens, you may upload your Certificate of Recognition issued by the Philippine consulate.
• For foreign nationals, you may upload the birth certificate issued by your government.
• Documents that are blurred, pixelated, or unclear must be re-uploaded in clearer copies.

Kindly check your Activity Log any day soon so you can re-upload your documents.  You will be given 3 working days to Complete your application once again.  Your application shall still be processed thereafter.

14.  What is the coverage of the USTET?

The USTET for entry to College covers the three (3) major subject disciplines of English, Mathematics, and Science. In addition, a subtest for Mental Ability completes the entrance test. Your academic preparation in your current Grade level and previous Grade levels should be sufficient to prepare you for the USTET.

15.  I graduated from Senior High School in 2023. Will the procedure for admission to College be the same as for those graduating in 2024?

Senior High School graduates of previous years (2023 and earlier) may apply through the College USTET for the Academic Year 2024-2025. Besides the regular requirements stated in the Application Procedure, a clearance from the UST Manila Office of the Registrar is required. Refer to the Application Procedure Tab of the Application Portal homepage for the details under CATEGORY 5 - Filipino Graduates of previous school years. 

16.  I am a transferee from another university, do I apply through the USTET?

No, because the USTET is only for freshmen applicants. Transfer applicants should directly contact the UST General Santos Academic Unit Dean to inquire. 

[Updated:  April 22, 2024]