DOST Scholarship Maintaining Grade: Retention Rules & Probation Explained

Winning a DOST scholarship is one thing; keeping it is another. Every semester, DOST-SEI checks your grades against the DOST scholarship maintaining grade rules, and falling short can put you on probation, cut your allowance or end your scholarship.

This guide explains the required GWA for each year level, the grade rules per semester, what happens if you fail a subject, the grounds for termination, how to appeal and practical tips to keep your scholarship. The rules below follow the DOST-SEI S&T Scholar’s Handbook; your own scholarship agreement is the final reference.

Required GWA to Keep Your DOST Scholarship

The DOST scholarship GWA requirement depends on your year level and on your school’s grading system:

Year level	UP System	Other universities and colleges
First year	GWA of 2.75 or better	GWA of 2.5 or 85% or better
Second year	GWA of 2.75 or better	GWA of 2.5 or 85% or better
Third year	Passing grades in all academic subjects	Passing grades in all academic subjects
Fourth year	Passing grades in all academic subjects	Passing grades in all academic subjects
Fifth year (if applicable)	Passing grades in all academic subjects	Passing grades in all academic subjects

From the third year on, there is no GWA target, but you must pass every subject, carry the regular course load and finish within the prescribed period.

Grade Rules per Semester

Year level	What is checked	Evaluation period
First year	Required GWA	Annually
Second year	Required GWA	Every semester
Third year and up	Passing grades in all subjects	Every semester

• First-year scholars are evaluated on their annual GWA.
• Second-year scholars must meet the required GWA each semester.
• Third-year scholars and above must pass all academic subjects.
• Scholars must submit certified grades at the end of every semester.
• Low grades or failed subjects can lead to probation, partial allowance or termination, depending on the official evaluation.

Probation: What Happens If You Fail a Subject?

A failing grade does not always end your scholarship. The outcome depends on how many subjects you failed, when, and whether you had earlier deficiencies:

Academic situation	Possible scholarship status
One failing grade in the first semester of first year	Continued under probation
Two failing grades in the first semester	Scholarship terminated, with service obligation
One failing grade in second year, with no previous deficiency	Continued under probation
One failing grade in third or fourth year, with no previous deficiency	Continued under probation
Another failing grade after a previous deficiency	Partial allowance may apply
Two failing grades in the same semester	May result in termination, depending on the applicable rule

What the statuses mean

• Probation: you continue as a scholar under specific conditions.
• Partial allowance: you receive reduced benefits until you return to good standing.
• Termination: your scholarship ends when your deficiencies meet the termination criteria.
• Back to good standing: clearing your deficiencies and meeting the next evaluation can restore full benefits.

What to do if you fail a subject

1. Obtain your certified report of grades.
2. Contact your DOST-SEI regional office or scholarship coordinator.
3. Ask how the failed subject affects your scholarship status.
4. Submit any required explanation or appeal documents.
5. Follow the instructions given by DOST-SEI.

Grounds for Termination

• Failure to maintain the required grades or academic performance.
• Failure to submit academic reports for two consecutive semesters.
• Violation of the scholarship agreement or its terms and conditions.
• Failure to comply with scholarship obligations set by DOST-SEI.
• Repeated academic deficiencies that meet the handbook’s termination criteria, such as certain combinations of failing grades.

Shifting to a non-priority course or transferring without approval can also end your scholarship. Even after termination, you may still owe a service obligation or a refund, as explained in our DOST scholarship handbook and agreement guide.

How to Appeal / Reinstatement

1. Contact your DOST-SEI regional office or scholarship coordinator to discuss your academic status.
2. Prepare your certified report of grades and other documents requested by your regional office.
3. Explain the reason for your academic deficiency if an appeal is required, including supporting evidence for serious health or personal circumstances.
4. Submit the appeal or reinstatement request according to the instructions provided by DOST-SEI.
5. Wait for the official decision. The scholarship committee will evaluate your case and determine whether you may continue receiving benefits.
6. Follow the conditions of approval, which may include probation, partial allowance, or other requirements.

Documents you may need:

• Certified true copy of grades
• Current registration or enrollment form
• Letter of appeal, if required
• Medical certificate or supporting documents, if applicable
• Other documents requested by DOST-SEI

Tips to Maintain Your Scholarship

• Maintain the required GWA.
• Pass all academic subjects.
• Attend classes regularly.
• Submit assignments on time.
• Prepare for examinations early.
• Ask for help when needed.
• Monitor your grades regularly.
• Submit required documents before deadlines.
• Follow all scholarship rules.
• Contact your scholarship coordinator when facing academic difficulties.
• Consult your coordinator before dropping a subject.
• Keep copies of academic records and scholarship documents.

DOSTScholarship.com is an independent information website and is not affiliated with DOST or DOST-SEI. Your signed scholarship agreement and the latest DOST-SEI rules take priority.