Academic Policies

APPLICATIONS | ADMISSION | ENGLISH LANGUAGE PROFICIENCY
REPEATING A COURSE | GRADE APPEAL PROCESS | OBTAINING FINAL GRADE
TRANSCRIPTS | ACADEMIC WRITING COURSE | TRANSFER CREDITS
ADVANCED STANDING | ON HOLD STATUS | REAPPLICATION TO A PROGRAM
ACADEMIC STANDING | RESEARCH ETHICS POLICY
MASTERS PROGRAMS THESIS AND INTEGRATIVE STUDY DEADLINES
MASTERS AND UNDERGRADUATE PROGRAMS GRADUATION DEADLINE
DOCTOR OF MINISTRY PROGRAM PROJECT DISSERTATION DEADLINES
DOCTOR OF MINISTRY PROGRAM GRADUATION DEADLINE
THESIS AND DISSERTATION BINDING | STUDENT RECORD ARCHIVING

APPLICATIONS

Inquiries about programs from prospective students should be addressed to the Registrar's Office. Completed applications to degree programs or registration for courses, together with applicable fees (in Canadian funds), should be returned to the Office of the Registrar for processing. Payment is acceptable by cheque, cash, Interac (onsite), Visa and Mastercard. Students must comply with deadlines for registration in courses and programs. Incomplete applications, where the process is not completed (documents not all received, or application fee not received) will be kept on file for one year.

Prospective program students must arrange to have official transcripts of their education at other institutions sent to the Registrar. Fax copies are not acceptable. If time is of essence, unofficial copies may be submitted for preliminary consideration; however, official transcripts must follow. Applicants whose transcripts are in a language other than English must submit certified translations of all transcripts being submitted as part of the application.

International applicants should begin the application process for degree programs well in advance of their anticipated entry date to Canada, and are advised to purchase medical/hospital insurance coverage.

ADMISSION

Admissions policies are regulated by St Stephen’s College Academic Senate. Applicants may be admitted provided they satisfy the requirements for admission and the application procedures of the program for which they are registering. The decision of the Program Committee in an admissions matter is final. There is no formal appeal from this Committee to any other body or person within St Stephen’s College. Applicants who wish to improve their qualifications for admission in a subsequent year may seek advice from the Program Chair.

Students seeking admission to the bachelor degree programs must have successfully completed either matriculation requirements or 30 units of course weight transferable from a recognized university. In the case of mature students (over 24 years of age), applicants may be considered on the basis of their academic merit and interview results.

Students seeking admission to Graduate and Doctoral Programs at St Stephen’s College must have obtained a baccalaureate degree or graduate degree or its academic equivalent from a recognized academic institution. Degree programs can vary greatly from institution to institution. Consequently, the College is obliged to examine in detail the content of courses completed elsewhere by students seeking to enroll in a graduate program in order to establish equivalencies between these courses and those offered at St Stephen’s College. This examination has as its goal the establishment of curricular equivalencies, and can entail, among other things, a comparative assessment of syllabuses, consultation with departments, and discussions with other institutions. St Stephen’s College strives to optimize the opportunity for students to succeed academically, while maintaining a high standard in its graduate programs.

Minimum academic requirements from Canada and the USA: The grade point average (GPA) obtained during the last 60 credits of course weight of undergraduate or graduate study must be at least 72%, a B, or a 3 on most 4-point grading systems, or an equivalent standing from another recognized institution. When it is not possible to evaluate a grade point average or equivalent, the evaluation will be based on the overall coursework completed for the degree(s). Failing marks and re-examination marks are included in the GPA calculation.

Minimum academic requirements from other countries: St Stephen’s College follows, as a general guideline, the minimum requirements as listed in the publication “Guide to Educational Systems Around the World”, published by the National Association for Foreign Student Affairs: Association of International Educators, 2008. Transcripts and mark sheets may provide additional information on grading systems.

ENGLISH LANGUAGE PROFICIENCY

English is the primary language of instruction and communication and all applicants must be proficient in English prior to admission. Proficiency is demonstrated by:
1.         Possession of a degree or its academic equivalent from an institution recognized by St Stephen’s College where the language of instruction is English. Proof that the instruction for the degree was in English will be required; or
2.         A satisfactory score on one of the following approved English language examinations:
a) Test of English as a Foreign Language (TOEFL): minimum score 600 (paper-based), or a total score of 88 with no less than 21 on each band (internet-based)
b) International English Language Testing System (IELTS): minimum overall score of 6.5, with no band less than 5
c) Canadian Academic English Language Assessment (CAEL): minimum overall score of 70
If you need to complete one of these English language examinations, you should do so as soon as possible and arrange for the results to be sent to the Registrar’s Office at St Stephen’s College. Scores more than two years old cannot be verified; therefore the applicant normally would be required to re-take the test.

REPEATING A COURSE

Students may repeat courses that they have failed or passed. The course and the grade will be recorded on the transcript each time; however only the higher grade will be included in students’ cumulative Grade Point Average (GPA). If a passing grade is obtained more than once, only the course with the higher grade will be used as credit toward the degree program requirement.

GRADE APPEAL PROCESS

Students who believe their mark for an assignment or final grade for a course is not right, should speak to the course instructor within 30 days of receiving the grade or mark in question, and indicate what seems wrong. Instructors keep course records and written comments on students’ academic work on file for one year. Should the decision of the instructor remain as a matter in dispute, students should put their concern in writing, citing grounds, evidence and other relevant details, and forward it to the Dean, St Stephen’s College. The Dean shall consider this concern and respond in writing to the student within 30 calendar days. The decision of the Dean shall be final.

OBTAINING FINAL GRADE

Instructors are expected to submit final course grades to the Office of the Registrar, in the form of a percentage, one month after the final assignment due date. Also at this time, instructors will give students an Assignment Form indicating their final grade.

TRANSCRIPTS

Official transcripts of a student's academic record are issued by the Office of the Registrar upon written request of the student, using the Transcript Request Form (no fee). The transcript is a record of all graded courses taken by an individual student. Transcripts are issued to the student personally, or to whomever the student designates. An official transcript bears the signature of the Registrar or designate and the official seal of the College. Students should allow at least one week from the time of their request to the time they require their transcript.

ACADEMIC WRITING COURSE

The non-credit graduate course ‘Academic Writing SS071V’ is a requirement for some degree programs at St Stephen’s College. In order to receive an exemption for the academic writing course, a scholarly paper of at least 20 pages is required for review. The paper should clearly convey the student’s ability to both critically review and synthesize literature in a specific area, and to develop the student's own thinking in that area.  The paper should also demonstrate a clear grasp of the formatting and referencing style appropriate to their program (i.e. APA or Turabian). This writing sample should be accompanied by an application for exemption letter outlining the basis for which the exemption is being requested. The submission will be examined at Faculty Council and decisions will be conveyed to the student by the Program Chair.

TRANSFER CREDITS

Transfer credit may be granted to applicants who have completed a minimum of 30 hours of graduate level work at a recognized institution. The amount of transfer credit granted will depend on how applicable the previous course work is to the particular degree program applied for, and in no case is a student permitted to transfer more than half of the total course or other credits required for their degree program from another institution. Courses used for transfer credit should  be  no  older  than  three  years  in  the area of specialization or five years outside the area of specialization; however, acceptance of individual transfer credit will be at the discretion of the Degree Program Chair. Students should submit the transfer credit request to the appropriate Program Chair for evaluation after formal application to the degree program has been made, using the transfer credit request form, and arranging for official transcripts to be sent directly to the College. Evaluation of transcripts and other application documents will be conducted prior to the admission interview, and a list of courses approved for transfer credit will be provided to the applicant.

Students currently enrolled in a St Stephen’s College program and who wish to transfer credit to their program for course work at another institution, should request permission from their Program Chair prior to enrolling in the course in question. In order to receive credit, upon completion of the course an official transcript must be forwarded from the institution directly to St Stephen’s Registrar’s Office.

Students wishing to transfer from one graduate St Stephen’s degree program to another graduate St Stephen’s degree program must go through the application and interview process and start at Year One of the new degree program and pay the fees in effect for that degree program. Students transferring from St Stephen’s Doctor of Ministry degree program to St Stephen’s Master of Theology degree program with 30 approved transfer credits will not pay the administrative fees for the Master of Theology program. The Program Chair of the degree program being applied for will evaluate completed academic work, and the student will be advised of approved transfer credits.

St Stephen’s College and the Centre for Christian Studies (CCS) collaborate to offer a program of study in diaconal ministry leading to either a MTS or BTS Degree from St Stephen’s College. Students who have graduated in former years from CCS, or who are currently studying at the Centre, may transfer their credits to St Stephen’s College towards their work on these degrees.

A number of other theological colleges throughout Canada also accept transfer credits from St Stephen’s College. Students planning to transfer to other institutions should be aware of the specific program requirements at the institution to which they plan to transfer. Students taking courses at other post-secondary institutions for transfer credit may be eligible for classification as Visiting Students at these other institutions. Letters of Permission will be provided by the Registrar's Office on request.

ADVANCED STANDING

Advanced Standing refers to decisions about students’ competence when no transcripts of graduate credit are presented. Advanced standing may be granted to degree program students who have taken the equivalent of College courses in some other manner. This exempts students from taking the corresponding College courses, but other courses must be taken instead. Advanced standing is granted without credit, and does not reduce the total number of academic credits required for the degree.

ON HOLD STATUS

‘On Hold’ status is intended to support students who find that their circumstances during a given academic year make it impossible for them to contribute to their studies in any way. While ‘On Hold’, students are relieved both from making progress towards completing the requirements of their program and from paying their annual Program Fee. Requests to be placed On Hold may be made at any point during the year: however, On Hold status applies only to the current academic and financial year of the student’s program; it cannot be applied retroactively to previous academic year(s), and students will be considered for On Hold status only if their program fees for the previous academic year(s) have been paid in full. If annual program fee has already been paid in the academic year in which On Hold status has been granted, a pro-rated refund will be issued based on the number of months remaining in the year after the On Hold status was granted. If annual program fee has not yet been paid, the fee must be paid, on a pro-rated basis, based on the number of months in the year before the On Hold status was granted.

Students wishing to be placed On Hold must apply in writing to their Degree Program Chair. A second request for On Hold status will be referred to the relevant Program Committee, and will be considered only in exceptional circumstances. On Hold status will be revoked should attempts be made to circumvent regulations and fees regarding normal timelines and extensions.

REAPPLICATION TO A PROGRAM

An application for admission to a degree or certificate program is valid only for the intake year for which it is submitted and will not be carried over to a future date. An admission or readmission decision to any program is valid only for the academic year for which it is approved and will not be carried over to future academic years. In cases where students reapply for admission to a program, having withdrawn or been dismissed from a program, or having deferred acceptance to a program, they will be required to:
1.         Submit a new application for admission; paying the application fee currently in effect. Application materials from the first application may be used in subsequent application(s) if documents are less than one year old.
2.         Participate in the Orientation Day and a readmission interview. If reapplication is within one year of initial application or within one year of withdrawal from the program, only the readmission interview is mandatory.

Students reapplying to programs who hold previously earned credits may be able to use them, in accordance with Transfer Credit Policy. Upon readmission to the program the student will receive a financial credit, in the amount of program fees already paid, toward current total program fees. If any program fees were outstanding at the time of withdrawal from the degree program, those fees must be paid in full before reapplying.

ACADEMIC STANDING

St Stephen’s College attempts to be understanding about the life circumstances of its students and flexible in dealing with them. However it is necessary to maintain certain academic standards while providing mechanisms for exceptional circumstances. Degree and Post Graduate Certificate Program Students: Students must maintain a Grade Point Average (GPA) of 60% in the MTS/BTS and MAPPC programs and a 70% in the Art Therapy Certificate, MTh and DMin programs. Students who have exhausted all other means of maintaining their academic standing and whose life circumstances continue to impede them from carrying out their academic responsibilities will be subject to the following implications. Any student who drops below the required GPA will be placed on probation - meaning  that  they  may  continue  their  studies  but  under  closer supervision by their Program Chair (who will be informed by the Registrar of any student with a GPA below standard). One Failure (F or INF) will also require the student to be put on academic probation under their Degree Program Chair (who will be informed by the Registrar of the grade). Students in degree programs must either repeat courses that they have failed, or replace them with other approved courses, as a priority. The course and the grade will be recorded on the transcript each time; however only the higher grade will be included in the students’ cumulative Grade Point Average (GPA) and used as credit toward the program requirement.

Two Failures will put the student on a one year suspension meaning they will not be able to continue their studies. Such students will have their program fees prorated for the current academic year and the balance refunded to them. After a one year suspension, the student may reapply to the program (see Reapplication to a Program policy). If a student is readmitted to a program, all failing grades must be replaced with compensatory marks from repeats or other approved equivalent courses as a priority. Failure of the student to comply with this policy will result in the student’s dismissal from the degree program and any further credit work at the College. In rare circumstances, a student may appeal to the Dean whose decision is considered final.

Open Studies students (students not enrolled in a St Stephen’s College degree, certificate or diploma program) are expected to maintain a minimum GPA of 60%. Academic standing is based on a student’s performance in a minimum of nine credits. If the student’s GPA falls below 60% at any time, having completed at least nine credits, the student will be ineligible to proceed with further coursework for one year. After a one-year suspension, the student may again register for courses as an Open Studies student. Subsequent assessments of academic standing will be made once a further nine credits have been attempted as an Open Studies student and academic standing will be determined based upon only the courses (nine credits) attempted since the previous assessment. If the student does not reapply after one year, their file will be archived.

RESEARCH ETHICS POLICY

Contributing to the generation of knowledge is a significant value in all degree programs at St Stephen’s College, as is care for those members of the community who help inform that research. This being the case, all research that involves human participants must receive research ethics review and approval before research commences. The process of review and approval is conducted under the authority of the St Stephen’s College Research Ethics Committee (REC), a Standing Committee of the College Senate whose mandate is to approve, propose revisions to, or deny any proposed or ongoing research on the part of students or faculty that is subject to REC review pursuant to St Stephen’s standards.

Ethics review and approval of research proposals may be accomplished in either of two ways:

1)  By submitting the research proposal for review by the St Stephen’s College Research Ethics Committee, following the procedure outlined in the relevant Degree Program Manual, or,
2) If the institution or agency within which the research is to be undertaken (eg an educational, health care, or service agency) has a research ethics review process in place, by acquiring research ethics approval through the REC of that agency. In this case, the student must submit proof of the final research ethics approval received from that institution before commencing research at St Stephen’s College. This proof should be directed to the College’s REC through the Office of the Dean. This copy will be kept in the student’s file. Please note:  the St Stephen’s College REC works in collaboration with other such ethics review agencies and processes, but reserves the right to review all research proposals, whether or not approved by an outside institution.

Research involving human subjects that has not been approved by the College’s REC as noted above may not be undertaken. Failure to comply with this provision on the part of students or faculty may constitute academic misconduct. The “Tri-Council Policy Statement on Ethical Conduct for Research Involving Humans” and the University of Alberta “Policy Regarding Human Research”, both as adapted by St Stephen’s College, form the basis of decision-making by REC Panels.

MASTERS PROGRAMS THESIS AND INTEGRATIVE STUDY DEADLINES

Students planning to graduate from a degree program where a Thesis or Integrative Study is a requirement must meet the following deadlines:

  1. Thesis/Integrative Study Proposal: Supervisor forwards proposal to Program Chair at any point during the year, but prior to April 1 of year prior to intended year of graduation.
  2. Submission of Final Draft of Thesis/Integrative Study, approved by supervisor, must be submitted to Program Chair for examination by April 1 of the year of graduation.
  3. Revisions/Submission of Final Thesis/ Integrative Study, incorporating any revisions required by examiners, must be submitted to the Program Chair by August 1 for final approval. Final approval of the Thesis/Integrative Study will be given only if all other academic work has been completed and grades have been entered in student record.

MASTERS AND UNDERGRADUATE PROGRAMS GRADUATION DEADLINE

Students planning to graduate from a Master degree program, an undergraduate degree program, or a certificate program must meet specific academic deadlines. Approvals for Fall Convocation for Master, Bachelor and Certificate students will only be given if all academic work used toward the degree or certificate is complete by June 15. Any academic work received after these academic deadlines cannot be considered for Fall Convocation, and the awarding of the degree or certificate will be deferred.

DOCTOR OF MINISTRY PROGRAM PROJECT DISSERTATION DEADLINES

Students planning to graduate from the Doctor of Ministry program must meet the following deadlines:

  1. Submission of Final Draft of Project–Dissertation (P/D) by February 15: A final draft, approved by the student’s P/D Committee, must be submitted to the DMin Program Chair who will send the Dissertation for external examination by February 15 of the year of graduation. The student can expect the External Examiner’s report by March 31.

  2. Discussion of External Examiner’s Report with P/D Committee by April 30: All revisions, in light of the External Examiner’s report, must be discussed with the student’s P/D Committee by April 30.

  3. Approval of Final Dissertation by May 15: Final approval of the completed dissertation must be granted by the student’s P/D Committee by May 15.

  4. Submission of approved Dissertation by May 31: The final, approved, binding-ready, unbound copy and an electronic copy on CD of the dissertation must be submitted to the DMin Chair by May 31.

DOCTOR OF MINISTRY PROGRAM GRADUATION DEADLINE

Students planning to graduate from the Doctor of Ministry program must meet specific academic deadlines. DMin candidates are required to have all of their program requirements except the P/D completed by December 31 of the year prior to convocation. Any academic work received after these academic deadlines cannot be considered for Fall Convocation, and the awarding of the degree will be deferred.

THESIS AND DISSERTATION BINDING

Students must forward to St Stephen’s College by September 1, one binding-ready original Thesis/Dissertation, an electronic copy (CD, DVD, or USB flash drive), and, for graduate and doctoral theses/dissertations, documentation for registration with the National Library in Ottawa. The National Library microfilms the thesis. One copy of the thesis is bound for St Stephen’s College, and one for the student. Arrangements must be made and fees paid prior to September 1. Students can expect to receive their bound copy 3-5 months after Convocation.

STUDENT RECORD ARCHIVING

Upon graduation or withdrawal from a program, the College will retain the following information in students' files: academic record/transcript, program application form; thesis evaluations; practicum evaluations; transcripts used to support admission to program, or transfer credit; and where applicable, CD, disc or USB flash drive copies of theses or project/dissertations.