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 to assess and determine their preparedness for the standard of education at the University of Santo Tomas. The overall final rating consists of the entrance test score (80%) and computed average grades (20%) in English, Mathematics, and Science based on the USTET Application Grades Form.

1. Application for admission to UST is done online.

2. Only College applicants who are currently enrolled in Grade 12 and Senior High School applicants who are currently enrolled in Grade 10 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. Senior High School applicants are allowed to select only one track/strand.
- Tracks/Strands. These are Senior High School programs that equip students for employment, business, or further education. Select a track/strand that is aligned with your college plans or career goals. 

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. The alternative program is no longer processed once an applicant qualifies for their priority program.

5. Passing the USTET is NOT the sole basis for admission to some academic programs. Some programs may require additional entry assessment in the form of an interview, talent test (e.g. audition, drawing), or other similar activities. 

Programs with Additional Screening Requirements for Freshmen Applicants

6. Application fees are as follows:

Application Fees of the following are waived:
a. Senior High School or College applicants from public schools in the Philippines who were awarded the Highest Honors based on their academic performance in Grade 9 and Grade 11, respectively. 
b. College applicants eligible under the Free College Entrance Examinations Act (Republic Act No. 12006).
c. Children of UST Manila Support Staff

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 schedule of registration to get a Reference Number will be the following:
> College: August 8 to December 31, 2024
> College with LEAPMed: August 8 to October 31, 2024
> Senior High School: August 8, 2024 to January 15, 2025
> Junior and Education High School: October 1, 2024 to January 15, 2025

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 level you are applying for.
>  College
           - UST Manila
          - UST General Santos
>  Senior High School
          - UST Manila
          - UST Angelicum College, Quezon City
> Junior High School
          - UST Junior High School
          - UST Education High School

2. Previous USTET-taker verification.

Select "YES" if you have previously taken the USTET and provide the necessary information for verification.
Click "NO" if this will be your first time taking the USTET.

3. UST Manila Student Verification.

For applicants who are currently enrolled or previously in UST Manila, please select the grade level/s enrolled 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 Senior High School | 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 OFAD to verify your requirements and encoded grades. An email notification will be sent to you once verified.

9. Select a testing center.

10. Proceed with the online payment.

11. Download your Test Permit. For those applying through International Credentials, download the Acknowledgement Slip.

12. Results shall be announced in the Second Quarter of 2025.

Instructions for UST Manila Students who are applying  for admission to Senior High School and College:

Please be advised of the following:

1.  For applicants who are currently enrolled, or previously studied, in UST, please select the grade level/s enrolled in 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 levels taken in UST Manila. 

 1.1. You are only required to manually enter your grades if you completed any of the specified grade levels at a school other than UST Manila.

 1.2.  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.

Note: You are only required to upload the USTET Application Grades Form if any of the following grade levels were completed at a different school:
- Grades 7 to 9 (for Senior High School applicants)
- Grade 11 (for College applicants)

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

What is LEAPMed?

The Learning-Enhanced Accelerated Program for Medicine or LEAPMed is a 6-year academic program that leads to a Medical Degree.  Qualified students will undergo a 2-year BS Basic Human Studies program before proceeding to the 4-year medical program leading to their Medical degree, earning 2 degrees in 6 years.

Who may apply for LEAPMed?

Only Graduating Grade 12 students from the 1) STEM strand (Thomasians or non-Thomasians) with a Grade 11 General Average of 90.00 or higher 2) GAS-Health Allied strand (Thomasians only) with a Grade General Average of 90.00 or higher, and 3) International Baccalaureate Diploma program (IB) with Biology Higher Level Course whose Grade 11 predictive grade is at least 28 points (excluding Extended Essay and Theory of Knowledge).

Graduates of previous school years are not qualified
 

How do I apply for LEAPMed?

In the Program Preference of your application portal, indicate your interest by selecting Yes to the question:  Are you interested in applying for the LEAPMed program of the Faculty of Medicine and Surgery?   You then continue with selecting your Priority Program and Alternative Program.

Who gets into LEAPMed?

The top 220 qualifiers from the USTET and LEAPMed Entrance Test shall undergo an interview process to assess their preparedness for the LEAPMed program.  Finally, only ninety (90) students will be accepted into the program. 

How much is the application fee?

What will happen to my application if I do not qualify in LEAPMed? 

Your application will be processed first to determine if you qualify for LEAPMed.  If you do not qualify for LEAPMed, your Priority and Alternative Programs will be processed.

Can I apply for LEAPMed using International Credentials? 

Only applicants enrolled in International Baccalaureate (IB) Diploma Program with Biology Higher Level Course may apply provided the following criteria is met:

1. The school they belong is not on its first year of administering the IB.
2. Must be a current Grade 12 IB diploma program student. Previous graduates are not eligible to apply.
3. The IB predictive grade during Grade 11 must be at least 28 points (excluding Extended Essay and Theory of Knowledge)
4. Grade 11 General Average of 90.00 or higher

What are the tests included in the LEAPMed?

All LEAPMed applicants including those with IB Diploma program credentials are required to take two tests, one after the other on the same testing date. All LEAPMed applicants will take the USTET in the morning and the LEAPMed Entrance Test in the afternoon. The USTET is composed of Mental Ability, English, Mathematics, and Science while the LEAPMed Entrance Test includes Anatomy, Botany, Chemistry, Physics, Physiology, and Zoology. 

What are the testing dates for LEAPMed?

Testing dates for LEAPMed are the following:

MANILA TESTING CENTER

PROVINCIAL TESTING CENTERS

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, the Grades Form with incomplete information will not be processed. Likewise, any misrepresentation will result in disqualification or forfeiture of your application slot. 

 For College Applicants:  USTET College Application Grades Form
 For Senior High School Applicants: USTET Senior High School Application Grades Form
 For Junior High School Applicants: USTET Junior High School Application Grades Form
 For Education High School Applicants: USTET Education High School Application Grades Form

TO THE SCHOOL REGISTRAR

We kindly request your assistance in filling out the USTET Application Grades Form for your student? Once completed, please return the form to the student for uploading to the USTET application portal. 

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

MANILA TESTING CENTER

Important Reminders:

• The Main Testing Center of the USTET is UST Manila located along Espana Boulevard.
• Schedules and deadlines are strictly enforced, and the application fee paid is non-refundable.
• TESTING DATE IS SYSTEM GENERATED BASED ON WHEN YOU COMPLETED YOUR APPLICATION AND YOUR APPLICATION TYPE. SEE PAYMENT PERIOD BELOW FOR DETAILS.
• TESTING TIME IS ALSO SYSTEM-GENERATED AND CANNOT BE CHANGED.
• If you are a foreigner, ensure you have the documentation to enter and study in the Philippines. UST does not provide visa assistance and the applicant is responsible for securing his/her entry visa.
• There is a dedicated testing date for current UST SHS, JHS, and EHS students.
• Registration Periods (to get a Reference Number):
• College (August 8, 2024 to December 31, 2024)
  • College with LEAPMed (August 8, 2024 to October 31, 2024)
  • Senior High School (August 8, 2024 to January 15, 2025)
  • Junior and Education High School (October 1, 2024 to January 15, 2025)

USTET schedules for all applicants

USTET schedules for UST Senior, Junior, and Education High School students 

SATELLITE TESTING CENTERS (STC)

Important Reminders:

• The Satellite Testing Centers of the USTET are UST Angelicum College in Quezon City and St. Stephen's High School in Manila.
• Schedules and deadlines are strictly enforced, and the application fee paid is NON-REFUNDABLE.
• TESTING DATE IS SYSTEM GENERATED BASED ON WHEN YOU COMPLETED YOUR APPLICATION AND YOUR APPLICATION TYPE. SEE PAYMENT PERIOD BELOW FOR DETAILS.
• TESTING TIME IS ALSO SYSTEM-GENERATED AND CANNOT BE CHANGED.
• If you are a foreigner, ensure you have the documentation to enter and study in the Philippines. 

PROVINCIAL TESTING CENTERS (PTC)

Important Reminders:

• Schedules and deadlines are strictly enforced, and the application fee paid is NON-REFUNDABLE.
• TESTING TIME IS SYSTEM-GENERATED AND CANNOT BE CHANGED.
• Choose your preferred testing center and the type of test that you will take.
• If you are a foreigner, ensure you have the documentation to enter and study in the Philippines. 

INTERNATIONAL TESTING CENTERS (ITC)

Important Reminders:

• Schedules and deadlines are strictly enforced, and the application fee paid is non-refundable.
• TESTING TIME IS SYSTEM GENERATED AND CANNOT BE CHANGED.
• Choose a testing center based on your availability and the type of test that you will take.
• Make sure you are either a resident of the countries where the testing center is located, or you have a valid entry visa. UST does not provide visa assistance, and the applicant is responsible for securing his/her entry visa.
• IF YOU ARE NOT A RESIDENT OF THESE COUNTRIES, contact Dr. Ryan Francis O. Cayubit (rocayubit@ust.edu.ph) before finalizing your travel plans and purchasing airplane tickets.
• Aside from the application fee that you will pay to UST, some International Testing Centers will require additional payment or a testing fee. The International Testing Center will collect the testing fee on the test date, which may vary per International Testing Center.
• Registration Period - August 8, 2024 to December 31, 2024

Note:

* Aside from the application fee, a Testing Fee of QR 135.00 will be collected by the Testing Center.

** Aside from the application fee, a Testing Fee of BD 5.00 will be collected by the Testing Center.

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.

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

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 on the list.  Kindly follow these tips for searching your school:

• Use keywords 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 keyword, 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, Report Card or Registration Form.
• Enter your school’s complete and official address. 
• 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 make a mistake in my entry of data?

The information found in the Basic Information Tab cannot be edited anymore once you receive 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 an email notification regarding your application. Re-upload the correct information/document to complete your application.

8. Is USTET for free?

Application Fees for the following are waived:
a. Senior High School or College applicants from public schools in the Philippines who were awarded the Highest Honors based on their academic performance in Grade 9 and Grade 11, respectively. 
b. College applicants eligible under the Free College Entrance Examinations Act (Republic Act No. 12006).
c. Children of UST Support Staff

9.  How do I pay my USTET application fee?

Payments are 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.

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

You may still apply through the USTET.

11.  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.  

12.  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 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.

13.  Can I choose for my exam schedule?

Kindly refer to the General Guidelines for the deadline for uploading documents and payment of application fees. If you have chosen UST Manila as the testing center, we will be designating the nearest testing date available. Every Provincial and Middle East Testing center has only one exam schedule. Please refer to the list.

14.  Can I choose the time of my USTET?

The schedules of the USTET are system-generated. 

15.  Can I request for a reschedule?

Applicants who missed their scheduled exam may request a new schedule, as listed in the Testing Centers and Schedules tab.

The Request for Reschedule can be done by logging in to your USTET portal. Select your preferred Testing Center and Schedule, then pay the rescheduling fee of PHP 200.00. Wait for the email notification from the Office for Admissions once your test permit has been updated.

16.  My selected program requires an interview. When will the interview be given?

For academic programs with required interviews, the schedules will be posted through an announcement in the Application Portal and on the OFAD website after the release of the USTET results

17.  What is the coverage of the USTET?

The USTET for entry to College covers the three (3) major subject disciplines 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 (Grade 11 for College applicants; Grades 7, 8, and 9 for Senior High School applicants) should be sufficient to prepare you for the USTET.

18.  I graduated from Senior High School in 2024. Will the procedure for admission to College be the same as for those graduating in 2025?

Senior High School graduates of previous years (2024 and earlier) may apply through the College USTET for the Academic Year 2025-2026. 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. 

19. 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 Manila Academic Unit Dean or UST General Santos Academic Unit Dean, whichever is applicable, to inquire. 

20. When do I apply for scholarships?

Kindly inquire with the Office for Student Affairs after the release of the USTET results.

[Updated:  August 7, 2024]