University Archives Division

This official archival agency of UP established in 1974 and located in the Main Library, contains University records of permanent value and permanent papers of University administrators, faculty, and alumni. Foremost of these are the official records of the Board of Regents, Executive Committee, University Council, administrative officials of the University, individual records of Diliman colleges and units, official publications such as the UP Gazette, UP Newsletter, Philippine Collegian, reports of committees created by the University President and Board of Regents, memorabilia, plaques, trophies, pins, posters, photographs and theses and dissertations of the colleges.

On display at the Archives are contributions of the UP to the celebration of the Centennial of the Republic of the Philippines in 1989.

The Archives maintains computerized indexes to the Philippine Collegian, UP Gazette, and the Minutes of the Meetings of the Board of Regents for easy retrieval by officials, students and researchers.

A Conservation Laboratory was set up in the Archives in 2000.

Revised Policy on Access to Theses and Dissertations (2017)

Revised Policy on Access to Theses

and Dissertations

  1. Mandate

This policy is rooted in the principles of Republic Act 10055, also known as the Technology Transfer Act of 2009, and the Revised Intellectual Property (IP) Policy of the UP System (2011).


RA 10055 recognizes that “science, technology and innovation are essential for national development and progress”, that it will “give priority to research and development, invention, innovation and their utilization” and shall therefore “establish the means to ensure greater public access to technologies and knowledge generated from government-funded R&D while enabling, where appropriate, the management and protection of related intellectual property.”


Copyright and Intellectual Property of research outputs of the University are further protected under the Revised IP Policy which underscores “the traditional academic practice of treating faculty members [researchers, students, staff and visiting professors] as   owners of inventions, works and other intellectual creations they  produce…”


The University is therefore committed to share knowledge and research for the benefit of the country while protecting the intellectual property of the University’s creators.

2. Scope

This policy covers theses and dissertations submitted to the University Archives and College Libraries of the University classified as F (Free/Open Access) under the FRN Memo 15-038 and not considered I (Invention), P (Publication), or C (Confidential  Information) under the OVCRD Memo BMP 12-011.


3. Copyright Policy

The University subscribes and upholds the governing Intellectual Property laws of the Philippines and existing policies of the University.  Copyright/Intellectual Property remain with the authors, unless otherwise stated.


Permission to quote is freely given with proper citation.  Permission to publish is subject to approval by the copyright owner and/or by the University and must be requested before actual publication.          


Permission is granted for one-time use only.


4. Access and Use

Access and use of theses and dissertations are subject to existing  University Library Policy on Library Users.  


The following members of the UP System may use the library  resources subject to the rules and regulations governing their use:

  • All bona fide students, faculty and employees, members of the Board of Regents and officials of the University
  • Retired faculty members specifically granted off - campus -  reading privileges by the Board of Regents
  • Visiting scholars with university appointments
  • Cross registrants from other colleges and universities, and special students

The following non-members of the University may use the  library  resources within library premises subject to the rules and regulations governing their use:

  • Alumni, former faculty members and students honorably discharged from the University
  • Graduate students from other schools
  • Government and private researchers


5. Duplication Policy

Duplication or replication in any form or format of theses and  dissertations is allowable subject to the limitations of governing codes and legislation such as the Fair Use Doctrine, the Revised UP Intellectual Property Policy (2011), and other similar laws.


Duplication of theses and dissertations must be solely for  academic and research use only; the University does not grant permission to reproduce or quote extensively for publication.  It is the user’s responsibility to secure necessary permissions from the copyright owners, heirs or assigns and is advised to be aware of their responsibilities and applicable restrictions and sanctions for violations of such.


The University disclaims any responsibility for the extensive use, nor any damage incurred, stemming from the use, of the content in any of the theses and dissertations submitted, as is permissible by law.


Related Links:  Public Access to Theses and Dissertations  (OVCRD Website, viewed 2 May 2017)




UARD Policy on Duplication of Materials

Readers are required to fill up a photo-duplication slip before having any materials from the UARD duplicated.  All materials from the UARD may not be taken out of the building.

The following materials can be duplicated only via the photocopying machine located within the University Library.  

  • Published Materials
  • Personal Papers
  • Maps and other cartographic materials
  • Rare Books and Rare Serials
  • Theses and Dissertations - only preliminary pages and bibliography can be duplicated.

Under exceptional circumstances, the UARD allows duplication of theses/dissertations, provided that the researcher secures a letter of consent (addressed to the University Librarian) from the authorof the thesis/dissertation that he/she wishes to be duplicated.  Should the author be deceased, prevailing University Policy on Intellectual Property will apply.

Please note that the UARD may refuse the duplication of such materials if

  1. It is detrimental to the physical condition of the book
  2. It violates the Intellectual Property Code of the University
  3. It violates the restrictions set by the donors
  4. Other reasons that the library deems


Publication and Citation

Researchers must obtain permission to publish copies of materials under copyright from the copyright owner.  If the copyright owner is the University Library, a letter must be sent ot the University Librarian requesting permission to publish.

Researchers must properly cite and acknowledge the copyright owner in the published material; title of the collection, adn the following lines (whichever is applicable)

  • [Title of material], [Name of Collection], University Archives and Records Depository, University of the Philippines Diliman"

E.g. Diary of Guillermo Tolentino, Guillermo Tolentino Papers, University Archives and Records Depository, University of the Philippines Diliman.


Revoking of Privileges

Researchers  must handle all materials properly and follow all library rules and regulations.

Library Privileges of researchers caught violating any of the regulations will be revoked.