Academic Policies  

Registration

Seminarians who are eligible to enroll in an academic program of studies are assigned to an academic advisor at the start of their pre-theologate and theologate programs. The academic advisor, in cooperation with the seminarian's formator, works closely with each student to plan his academic program.

There is one registration procedure for all seminarians. Official registration prior to the start of each term is required and students may not attend classes without completing the formal registration process. Once an Official Registration Form has been approved and submitted to the Office of the Registrar, no registration changes may be initiated without the written approval of the Academic Dean, the formation mentor, and the academic advisor.  The last day to add or drop a class during an academic term is published in the academic calendar.

Transfer Credits and Advanced Class Standing

If a candidate has earned academic credit at an accredited college, university or seminary, he may apply to the Academic Dean for advanced class standing in his seminary program. In order for transfer credits to be evaluated and credit awarded, a student must have an "official transcript" sent directly from the previous institution to the Office of the Registrar at the Seminary. To be considered "official," a transcript must be sent in a sealed envelope, signed, and mailed by the granting institution.  No photocopies will be accepted.

In order to be considered for transfer credit, the course must be similar in scope and content to a course offered at SJV.   Coursework must have been taken at a comparable level to the course for which it would substitute and, preferably, have been earned at an institution accredited by a recognized accrediting body.  A grade of  "C" or higher must have been earned in an undergraduate course to be considered for undergraduate transfer credit.   A grade of  "B" or higher must have been earned in a graduate level course in order to be considered for graduate transfer credit.   Credits earned at the undergraduate level may not be applied toward courses offered at the graduate level.   A transfer course of a lesser credit our value will not satisfy for one of a higher credit hour value.  However, courses of similar scope and content but of a lesser credit hour value may be applied toward the partial fulfillment of a course of a higher credit hour value at SJV.   In such cases the content and/or credit hour deficiency must be made-up elsewhere in the curriculum.   If a transfer course carries a credit value different from the credit value of a similar course at SJV, the credit value of the SJV course will determine the credits required for the fulfillment of SJV degrees.   A course syllabus or college/seminary catalogue course description may be required to assess the transferability of credit.   The Academic Dean will determine the applicability of credits earned at other institutions toward a degree at the Seminary.

No more than fifty percent of required coursework may be transferred into a degree program at SJV.   Coursework considered for transfer credit must have been earned no more than 10 years prior to the date the credits are presented for review at SJV.   Official transcripts received by the Office of the Registrar are the property of the Registrar's Office.

Student Classifications

The Seminary Statutes recognize three distinct categories of students:

• An "Ordinary" student holds an earned baccalaureate (or its equivalent) from an accredited college or university and follows a complete program of study to earn a degree.
• An "Extraordinary" student has not obtained a college degree or its equivalent from his country of origin, and is thus not qualified for the reception of the Baccalaureate in Sacred Theology granted by the Pontifical Lateran University.  Nor is an extraordinary student eligible for the M.Div. Degree program. Upon the completion of three full years of theological studies in the Program of Studies, the Administrative Council may accept an extraordinary student as an ordinary student upon the demonstration of capacity by the student for intensive theological studies.
• "Audit" is a registration status that allows a student to attend a course without receiving academic credit for the course. Audit implies no academic achievement on the part of the student and courses taken by audit do not count toward meeting degree requirements. Audited courses do not count toward full-time status. However, it is the professor's option to require full academic participation in the class by requiring the auditing student to write research papers, to participate in class discussions, or to sit for exams. Grades for written papers and examinations are "advisory only" since no credit is given for audited classes.

The instructor may administratively remove an auditing student from class for nonattendance or for behavior that is in any way disruptive to the class.   The permanent academic record will reflect the grade status of  "AU"  for students who successfully complete a course taken for audit.

A course may not be changed from "audit status" to "credit status," and students are required to process a  "Change of Schedule"  form to withdraw from an audited class.   An audit course is charged at the same rate as a credit course.   An "Auditor" may attend classes upon the written permission of the Academic Dean and the instructor of record for a given course.

In addition to these three kinds of students, provision is also made for E.S.L. students to take a limited number of theology or pre-theology courses until sufficient mastery of the English language is demonstrated.   Permission is conditionally granted by the Academic Dean on the basis of grade point average, full-time student course load requirements, and demonstrated student commitment to completing pre-theology requirements.

Program Requirements

Full Time Course Load

To be considered full-time, a student must carry at least 12 and no more than 16 semester hours of credit during a regular term.  In exceptional cases a student may petition the Academic Dean to Register for more than 18 semester hours of credit during a regular term.   Only with the written permission of his formation director may a student register for less than 12 credit hours in a semester.

Contact Hours and Class Preparation

The seminary operates on a semester hour system.  One semester hour of credit is equal to 13 hours of classroom instruction during the term; two semester hours of cretis require 26 hours of classroom instruction; three semester hours equate to 39 hours of class room instruction, etc.   In addition to this, the semester includes study days and final examination days.  Intellectual formations is rigorous as are the other areas of formation.  Although students are expected to spend an appropriate amount of time preparing for each class, they should speak to their academic and formation advisors if their academic workload outside of class exceeds two hours for each hour of instruction.  

Courses designated as  "seminars"  tend to be more demanding than courses offered in traditional academic settings.   The intensive nature of graduate level  "seminars"  and the requisite amount of outside reading and research required to prepare for each class increase the credit hour/ preparation ratio; it is slightly higher for seminars than for regular academic courses.

Required Reading

Seminary classes are taught at the advanced undergraduate and graduate level. Reading re­quirements are identified in the course syllabus. There is no absolute norm regarding the quantity of reading required for an academic course. Stu­dents are required to have in their possession for personal use, both in and outside regularly sched­uled classes, the required texts for each class.

Examinations

Depending on the nature of the course and the discretion of the instructor, both a mid-term and a final examination, either written or oral, may be required.   Final examinations will be scheduled outside of the regular course schedule at the end of each semester, and must be administered on the date and at the time scheduled by the Registrar of the Seminary.

Seminars

The intense nature of the academic requirements of a seminar accords the instructor considerable latitude in assessing student performance. The instructor may elect to give regular examinations or to grade students on the basis of papers, assignments, research projects, class participation, etc.  If the instructor in a seminar chooses to give a final examination, the final examination must be administered on the date and at the time sched­uled by the Registrar of the Seminary.

Papers and Written Reports

General Norms:   Term papers, research or reaction papers, and theses are to be written in accordance with accepted academic form and style. All papers are to be typed.   St. John Vianney Theological Seminary follows the Chicago Manual of Style, 15th ed.  The most recent editions of The Bedford Handbook  by Diana Hacker and Kate L Turabian's  A Manual for Writers of Term Papers, Theses and Dissertations are also recommended as they include Chicago Manual of Style in concise format.
 
Written Assignments:  An instructor may require written assignments. These papers may involve research.  Papers demonstrate the student's ability to examine a topic, compile an appropriate bibliography, and carry out an acceptable investigation of the question at hand.  All written assignments should meet the standards for composition and grammar in accordance with the General Norms provided above.

Assistance with Writing Skills:  The seminary offers assistance for students who need help in developing their writing skills. A faculty member may require that a student work with the writing tutor or students may sign up for tutoring, themselves. In addition, students may work on writing skills, independently, in the seminary's Language Lab using computer software available for this purpose.

Syllabus

The instructor will provide a syllabus to each seminarian on the first day of class. A current copy of all course syllabi is kept on file in the Office of the Academic Dean. The syllabus will contain the following information: (1) A brief description of the course and an outline of topics to be covered;   (2) A list of required texts for the course; (3) A list of required reading and written assignments for the course, including a list of dates on which assignments are due; (4) A schedule of examinations; (5) A statement of the grading procedure to be used in the course, indicating what percentage of the final grade is based on papers, assignments, examinations, classroom participation, etc., and (6) A schedule of office hours during which the instructor is available for consultation and the process for making appointments should meetings outside of the instructor's normal office hours be necessary.

Grading System

A standard 4.00 grading system is used to measure academic performance. A 4.00 grade point average marks the highest level of attainable scholarship at the seminary. Grade point average is calculated by dividing the number of honor points earned by the number of credit hours attempted.  Honor points are assigned to grades as follows:

Important Notes Regarding Grading Policies

(1) A cumulative grade point average of 2.00 ("C") is required for graduation in all degree programs.

(2) "D-" is the lowest acceptable grade for both the pre-theology and the theology cycle.

(3) A grade of "F" indicates failure to meet the minimum objectives of the course. An "F" may be removed by re-examination or other suitable means, as determined by the instructor and the Chairperson of the Department.  Re-examination must be completed by the fourteenth calendar day of the next semester.  Otherwise, a failed course must be repeated.

(4) A student is expected to complete all work within the term. The grade of "I" (Incomplete) may be issued only when a student has completed a substantial amount of the required work for the course (normally 80%), and the student's academic studies are interrupted for a medical emergency or some other just cause beyond the control of the student.    An "Incomplete" may not be given simply for the reason of permitting additional time to complete assigned course work. The work needed to complete the course, as directed by the instructor, must be submitted on or before the fourteenth calendar day of the next semester.  Failure to complete the required work as scheduled will result in a grade of "F" for the course, unless a just cause requires that a "W" be entered as a permanent record on the transcript.

(5) A "W" designates an honorable withdrawal from a course after the end of the second week of class through the end of the tenth week of class. See the Academic Calendar for specific dates.

(6) A grade of "Pass" indicates a student has met the requirements for the course and is not included in the student's grade point average.

(7) The designation "TR" shows that credit for a given course was earned at another college, university, or seminary and accepted as "transfer" credit at St. John Vianney.   While approved transfer credits count toward a degree at the seminary, grades earned elsewhere are not transferable and are not included in the calculation of grade point average at St. John Vianney.

(8) With the approval of the Academic Dean, a student may choose to "Audit" a course. A student receives no grade or credit for an audited course. After the first two weeks of class, a student's status may not be changed from audit to credit, or vice versa.

(9) The designation "R" shows that a student has repeated a course. Only the more recent grade is calculated in the student's grade point average; the previous grade is replaced with the "R" designation and is not calculated into the cumulative grade point average.

Academic Honors

Each year academic honors are awarded upon graduation to students who have demonstrated high academic achievement, measured by their cumulative grade point average. The Academic Dean, upon recommendation of the Academic Council, sets the cumulative grade point average requirements for graduation summa cum laude, magna cum laude, and cum laude. The cumulative grade point average for each of the honor designa­tions is as follows:

• 3.95 for summa cum laude
• 3.80 for magna cum laude
• 3.65 for cum laude

A student must earn a minimum of 60 credit hours at St. John Vianney Theological Seminary to be eligible to graduate with academic honors.   Grades are not transferred from other institutions and are not included when calculating the cumulative grade point average.

Academic Probation

The seminary requires all students to perform at or above the 2.00 grade point level in all academic work. Students who perform below a 2.00 grade point average for the semester are placed on academic probation and informed of their status. A student who is placed on probation is interviewed by his academic advisor and the Aca­demic Dean in order to determine the factors that may be contributing to his academic difficulties. The Academic Dean will consult with the student, the student's formation advisor, the Director of Formation, and the Rector to design a plan to improve performance.  The diocesan bishop or religious superior of that student will be notifed of the student's academic probation status and the plan for improvement. The student's progress will be monitored closely throughout the subsequent term.  If a student is on academic probation for two consecutive semesters, the Academic Dean, after consultation with others, may reduce a student's academic load and require the student to participate in appropriate tutorials and study skills training. If the student continues to perform below the 2.00 grade point requirement, he may be advised to withdraw from the academic degree program.  A student who has earned a grade point average of 1.00 or less at the end of an academic year may be dismissed from the academic degree program.

Family Educational Rights and Privacy Act (FERPA)

St. John Vianney Theological Seminary complies fully with the provisions of the Family Educational Rights and Privacy Act of 1974 (also known as the Buckley Amendment). The seminary accords all the rights under the Family Educational Rights and Privacy Act (FERPA) to students who are enrolled in a program of studies. No one shall have access to, nor does the seminary disclose any information from, students' education records without the written consent of students except to personnel within the institution with direct educational interest, to accrediting agencies carrying out their accreditation function, to persons in compliance with a judicial order, and to persons in an emergency in order to protect the health or safety of students or other persons. All these exceptions are permitted under the Act.

Within the seminary community, only those members, individually or collectively, acting in the students' direct educational interest are allowed access to student educational records. These members include formation personnel and academic personnel within the limitation of their "need to know" as determined by the Registrar.  Non-directory information, notably grade records, are released to third parties only on written request of the student, or otherwise required by law (e.g., subpoena).

Examination of Student Records

The Family Educational Rights and Privacy Act of 1974 provides students the right to inspect and review information contained in their education records, to challenge the contents of their education records, to have a hearing if the outcome of the challenge is unsatisfactory, and to submit explanatory statements for inclusion in their files if they feel the hearing panel's decisions are unacceptable. The Registrar's Office at St. John Vianney Theological Seminary has been designated by the Rector to coordinate the inspection and review of procedures for student education records, which include academic files.  Students wishing to re­view their education records must give a written request to the Registrar listing the item or items of interest. Only records covered in the Act are made available within 45 days of the request. Education records do not include student health records, employment records, alumni records, or records of instructional, administrative and educational personnel that are the sole possession of the maker. 

Students may not inspect and review the following as outlined by the Act: confidential letters and recommendations associated with admissions, employment or job placement, or honors to which they have waived their rights of inspection and review; or education records containing information about more than one student, in which case the seminary permits access only to that part of the record which pertains to the inquiring student. (Adapted from: A Guide to Postsecondary Institutions  for Implementation of the Family Educational Rights and Privacy Act of 1974, American Association of Collegiate Registrars and Admissions Officers, 1990.)

Student Discipline

Attendance

Attendance and participation in class are vital to academic success, and students are expected to attend all classes required if they hope to receive academic credit for the course. Inevitably, extraordinary circumstances arise that make class attendance impossible.  However, unexcused absences are not acceptable and may impact the final grade in the course. Unexcused absence for more than 20% of the total number of classes invalidates a course, and the student may not take the final examination in the course.

Punctuality

Prompt class attendance is the norm. Students are expected to arrive at class and be seated prior to the established starting time for the class. Excessive tardiness may affect the final grade in the course.

Academic Integrity

Seminary students are expected to follow a strict honor code in taking examinations and in preparing papers, reports, and class assignments. All work submitted by students in fulfillment of the requirements of a class or seminar must represent their original endeavors. Seminarians are expected to respect academic scholarship by giving proper credit to other people's work, while at the same time preparing themselves well for assigned materials and examinations, so that their academic integrity will never be questioned. Violation of the honor code is a serious offense, which can result in the loss of academic credit or dismissal from the seminary.

Seminary Tuition and Student Fees

Tuition and Student Fees

Tuition, room, and board for seminarians from outside the Archdiocese of Denver are $24,675.00 per annum.  Students admitted under special circumstances for a particular course are charged $475.00 per credit hour.  (Tuition and fees are subject to change without prior notice.)

Housing

Housing and meals are provided for seminarians of the Archdiocese of Denver and those assigned to the Seminary by their local Ordinary.

Insurance Coverage

Health care insurance is provided for seminarians of the Archdiocese of Denver.  Seminarians from other dioceses must make arrangements for health insurance coverage through their local Ordinary.  Students are expected to assume responsibility for auto, fire, theft, and personal property insurance.

Withdrawal from the Seminary

A student in good standing may withdraw from the Seminary during a semester by submitting a completed "Request for Withdrawal" to the Academic Dean. Each student is responsible for settling all outstanding bills and returning all books to the library prior to leaving the seminary.

Refunds

Students who withdraw from the seminary before the end of an academic semester will be charged for tuition, room, and board on a pro rata basis, according to the date of withdrawal.