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Academic Regulations
- Academic Calendar
- Admission and Registration
- Advanced Standing
- Obligations of the Student
- Supervision of Graduate Students
5.1. Appointment and Responsibilities
of the Thesis Director (Ph.D. or D.Th.)
5.2. Appointment and Responsibilities
of the Research Practica Supervisor (D.Min.)
5.3. Appointment and Responsibilities
of the On-Site Mentor (D.Min.)
- Examinations and Grading
6.1. Passing Grade
6.2. Special Accommodation
6.3. Grading System
6.4. Grade Reports
6.5. Style Sheet
- Residence
- Deferments
- Mandatory Withdrawal
- Time for Correction
- Appeals
- Academic Calendar
Courses are offered during the Fall (September-December)
and Winter (January-April) sessions. Except for the M.R.E.
program, no courses are offered during the Spring-Summer
session (May through August). Students must however register
for the research paper (M.A.), the practicum (M.P.Th. and
D.Min.) or the doctoral seminar for the Spring-Summer session
in order to fulfil the residence requirement.
- Admission and Registration
- All students registering for the first time in the
Faculty of Theology (or registering toward an additional
degree) must submit an application for admission to
the Registrar according to Saint Paul University regulations.
Candidates must indicate, on their application form,
under which status they wish to register: regular student
(seeks to earn a degree), special student (does not seek
to earn a degree but wishes to earn the credits tied to
the courses he will follow). Auditors will be allowed
to register in graduate-level courses only if they can
demonstrate that they have received sufficient formation
to benefit from the courses. Candidates are asked to submit
official transcripts of all previous studies with their
admission forms.
- Candidates must submit their admission application
at least three months (preferably six months) prior
to the date of their first session. Those admitted to
a doctoral program normally begin their program at the
fall session.
The Admissions Committee of the Faculty will consider
applications in the order in which they are received.
The Registrar Office notifies the prospective candidates
of the Faculty’s decisions.
- After gaining admission to the University through
the Office of the Registrar, students must submit their
course selection to the Faculty Administration Office
at the beginning of the academic year. Through their
registration, students acknowledge that they consent
to observe the Statutes of the University and the regulations
governing their program.
- No one will be allowed to follow courses without being
properly admitted and registered according to the regulations
of Saint Paul University and of the Faculty of Theology.
- Requests for admission which are received between
the end of the admission period for a given session
and the end of registration in courses of the same session
will be considered. However, an applicant requesting
regular student status may be refused regular student
status and be admitted as a special student. The student
may request regular student status before the end of
the admission period of the following session.
- Applicants to the master's program may, in some cases,
be recommended for admission to a qualifying program
designed to bring their knowledge to the level required
to pursue a graduate degree in the discipline concerned.
- No person applying for admission will be considered
for an admission scholarship if the Faculty receives
the application and all necessary documents after June
15.
- Advanced Standing
Courses may not be applied towards a graduate degree if
they have been credited towards a previous degree. Where
a graduate course has not been applied towards another degree,
it will be considered for advanced standing provided the
applicant submits a detailed course description, proof that
the Institution is accredited, and an official transcript.
Requests for advanced standing should normally be included
with the candidate's application form.
- Obligations of the Student
Students hold the primary responsibility for their program
of study.
It is their responsibility to:
- properly register in courses before the established
deadlines;
- request in writing the needed authorizations from
the administration office (e.g. deferments, withdrawals);
- remit all documents concerning their program of studies
for placement in their academic file;
- be apprised of the regulations governing their program
of studies.
A graduate studies procedures manual is available in
the administration office.
Students must attend all the course lectures in which
they are registered, partake in all practical exercises
and complete all assignments. A student who is shown to
have been absent from more than 20% of the lectures in
a course will not be allowed to take the final examination.
A student who is shown to have been absent from more than
20% of these academic activities will be given a failing
mark (INC).
- Supervision of Graduate
Students
(Research Programs)
The Director of Graduate Studies is responsible for graduate
programs in the Faculty. In matters concerning the programs
of studies, the director is assisted by the Graduate Studies
Committee. In matters concerning academic direction the
Director is assisted by the thesis Committees, at the Doctoral
level and, according to the needs, by other professors.
5.1. Appointment
and Responsibilities of the Thesis Director (Ph.D. or
D.Th.)
The Thesis Director:
- is appointed upon the student's admission to the
doctoral program;
- is a member of the Faculty of Graduate and Postdoctoral
Studies of the University of Ottawa;
- is consulted (if needed) on each re-registration
of the student;
- reports at least once a year on the student’s
progress;
- creates the committee responsible for the candidate’s
comprehensive examination in consultation with the
Director of Graduate Studies;
- approves the thesis project to be presented by the
candidate at a working meeting attended by professors
and doctoral students. The student will have collaborated
with his Thesis Director in selecting a subject for
the doctoral research;
- supervises the student’s work throughout his
program;
- grants final approval for submission of the thesis.
Thesis directors expecting to be absent from the University
for an extended period of time (that is two months or
more) are responsible either for making suitable arrangements
with the student and the Faculty for the continued supervision
of the student, or for requesting the Faculty appoint
another supervisor.
5.2. Appointment
and Responsibilities of the Research Practica Supervisor
(D.Min.)
The Supervisor:
- facilitate integration of learning in the context
of professional practice through a process which supports
the development of the research project;
- assist students in identifying on-site mentors;
provide information and on-going support to mentors;
- insofar as possible, visit the student in the context
of ministry within the first year of the student’s
program of study;
- provide annual reports to the thesis director
(years I and II of the program).
5.3. Appointment
and Responsibilities of the On-Site Mentor (D.Min.)
The Mentor:
- meet regularly (at least once a month) with the
student in order to offer support in his ongoing work;
- report each semester to the Research Practicum Supervisor.
(In order to avoid a conflict of competing interests,
mentors are not chosen from among the student’s
thesis directors.)
- Examinations and Grading
6.1. Passing
Grade
Graduate students must maintain a minimum grade of 66
per cent (C+) in each course and examination (including
qualifying program and additional courses).
A student who fails in a course at the graduate level
must either repeat it or take another course specified
by the academic unit. A student who has two failures
(equivalent to six credits) on the record of his qualifying,
master's or doctoral program must withdraw. Supplemental
exams are not permitted at the graduate level.
(This regulation does not apply to the comprehensive
examination, which is governed by a separate regulation.)
6.2. Special
Accommodation
Students with special needs requiring help should contact
the Access Service in accordance with established policies
and inform the administration office of the Faculty
of Theology. Those students requiring special accommodations
for exams or tests based on a professional recommendation,
must submit the appropriate form to the Access Service
no later then 10 working days before the scheduled date
of the test or exam.
6.3. Grading
System
Grades are awarded according to the following scale:
Letter
Grade |
% |
Point Value |
A+
A
A- |
90-100
85-89
80-84 |
10
9
8 |
B+
B |
75-79
70-74 |
7
6 |
C+ |
66-69 |
5 |
All grades below “C+” (66%) are failing
grades for graduate students.
Letter
Grade |
% |
Point Value |
C |
60-65 |
4 |
D+
D |
55-59
50-54 |
3
2 |
E |
40-49 |
1 |
| F |
0-39 |
0 |
Comprehensive examinations, theses, doctoral seminar
and some practica are graded: satisfactory (S) or not
satisfactory (NS).
6.4. Grade
Reports
After the end of every session all registered students
are issued a grade report that is posted on the web.
This report lists all courses or other activity for
which the student was registered during the session.
The dates when grades are posted on the Web and considered
official are indicated in the sessional dates on the
Web: http://www.uottawa.ca/academic/info/regist/grades.html.
In addition to alphabetical or numerical grades, the
following symbols may also be used on grade reports.
Those which have a permanent character are also used
on the official record of students:
- DFR (deferred): used when the appropriate
authority considers that for a valid reason a student
has not completed the requirements of a course.
- INC (incomplete): used when at
least one of the elements of evaluation specified
as compulsory has not been provided. This symbol is
equivalent to a failing grade (F).
- ABS (absent, no work submitted):
used when a student has not attended the course and
has not informed the University thereof in writing,
within the time limits. This symbol is equivalent
to a failing grade (F).
- DR (drop): used when students have
informed the administration office within the time
limits specified under sessional dates that they have
dropped a course.
- NNR (mark not received by the Faculty):
used when no mark has been received in time for the
printing of the reports.
- CTN (continuing): used for activities
which continue during the following session.
- AUD (auditor): used when a student
has registered to audit a course.
- S (satisfactory): used to indicate
that a student has passed the comprehensive examinations,
theses, doctoral seminar and some practica.
- NS (not satisfactory): used to
indicate that a student has failed the comprehensive
examinations, theses, doctoral seminar and some practica.
6.5. Style Sheet
- Residence
Residence is defined as the period in which the student
is registered full-time at the Faculty of Theology. This
requirement must be met normally at the beginning of the
program, its duration is of six - normally consecutive -
sessions.
To satisfy residence requirements, students must have
full-time status, meaning that:
- their primary occupation is course work, research,
fieldwork or the writing of a thesis at the University;
- normally, they reside in Ottawa or the vicinity and
are regularly on campus; students registered in the
D.Min. program may reside outside the Ottawa region,
but must participate twice a year in all the on-campus
intensive sessions of the program and participate in
the academic distance education activities.
- they are not, except in the most exceptional circumstances,
regularly employed outside the University. The full-time
employment of those registered in the D.Min. must be
directly related to the student’s research and
is therefore normally compatible with a full-time registration
and the residence requirement. All students must nevertheless
be available for courses, research practica and intensive
seminar sessions, and be able to conduct their research,
meet with their thesis director, their research practicum
supervisor and mentor, and meet the set objectives.
It is incumbent on the students to notify the administration
office as to which sessions they consider appropriate
to satisfy the residence requirements. This notification
must be made before the beginning of the sessions.
-
Deferments
Students are expected to complete their course requirements
on time. Normally, as a condition to writing the final
exam, all papers must have been handed in. Papers and
exams must be completed on time. Unless otherwise stated,
all papers must be handed in on paper and the postal stamp
will attest to the date of remittance.
In exceptional cases, and subject to the approval of
the Director of graduate studies, a deferment may be granted.
Requests for deferred evaluations must be submitted in
writing to the Programs Administrator BEFORE the set deadline
for submission of the course work or exam and be supported
with appropriate documentation (medical note, etc).
Unless reasons beyond the student’s control warrant
it, deferments will not extend beyond six weeks. DFR grades
cannot remain in a file more than one (1) session. If
the requirements have not been fulfilled at the conclusion
of the deferment period, the mark for the course will
be (INC), which is a failure.
A maximum of two deferments are normally granted within
a course per term.
The Faculty reserves the right to limit the number of
courses for which a student admitted in a program may
register if there have been too many absences, deferments,
or if progress is deemed unsatisfactory.
The Faculty reserves the right to deny registration for
new courses while courses for the preceding term remain
incomplete.
Travel arrangements are not considered a valid reason
for requesting an extension nor a change in exam dates.
- Mandatory Withdrawal
Candidates who do not meet the program requirements must
withdraw. They may be asked to leave the program as soon
as the Faculty judges that their progress is unsatisfactory.
The reasons for which a student may be required to withdraw
include:
- a failing mark in courses totalling six (6) or more
credits;
- a failing mark in a repeated course or in a course
which replaced a failed course;
- a failing mark in the preliminary examination;
- missing 20% of activities during a trimester;
- an unsatisfactory performance in research or practical
work components of the program
- a thesis rejected by the examining board;
- an unsatisfactory defence of the thesis.
- Time for Correction
A period of three months must be allowed for the correction
of a thesis (excluding the period of May through August),
and of four weeks for the correction of a seminar paper
(six weeks during the summer months).
- Appeals
Academic appeals will be received by the administration
on condition that the student has undertaken steps to resolve
the conflict with the professor concerned and with the Director
of Graduate Studies. Appeals must be addressed to the Dean
in writing within four weeks of the student’s being
informed of his grade. The letter must clearly expose the
motives for the appeal and describe the steps undertaken.
The request must contain the following:
- the course title, the type of paper, test or exam
concerned, the grade, and the name(s) of the professor(s)
who attributed the grade;
- a statement of the academic reasons justifying the
re-evaluation of the paper, test or exam.
In the practica, only the written component can be used
for appeal.
A copy of the student’s request will be remitted
to the professor concerned, who may send his written comments
to the Dean.
If the Faculty’s decision is unsatisfactory to
the student, he has the right to make an appeal to the
Faculty of Graduate and Postdoctoral Studies (FGPS) of
the University of Ottawa.
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