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St. Mary's Seminary & University

Policies & Procedures

Academic Policies

Attendance Policy

Graduate theological education requires a high degree of involvement in the classroom and initiative outside the classroom. Regular attendance and informed participation are expected and evaluated in all classes. A necessary absence should be cleared in advance with the professor. One absence from a course is permitted but supplementary work may be required at the discretion of the professor. More than three absences may result in administrative withdrawal.

A detailed policy on attendance and related matters may be found in the Student Handbook.

Credit Unit Description

St. Mary’s Seminary and University operates on a 15-week semester system. In the Ecumenical Institute, the fifteenth week is given to summative work (typically completion of a final capstone assignment). The number of credit units assigned to a course is indicative of the total work load which the course should demand. One semester unit is considered to entail 45 hours of effort including class time, reading, preparation, assignments and examinations. A full-time student must carry a minimum of 9 units per semester.

Privacy of Student Records

In addition to biographical information (name, address, state or federally mandated demographic data), St. Mary’s keeps the following information on all students and it becomes part of a student’s permanent academic record:
a) admissions and other test scores
b) diocese information (for seminarians)
c) recommendations (when required for admission)
d) dates of application, acceptance, registration, matriculation, withdrawal
e) academic program(s) information at St. Mary’s
f) all coursework, with grades, status, dates and grade point averages
g) official transcripts from other institutions
h) courses transferred for credit
i) photograph of student if needed for admission process
j) information about other language(s) studied
k) correspondence with St. Mary’s faculty and administrators relating to student’s program
l) all information on theses
m) comprehensive examinations and examination scores
n) information on degree(s) conferred
o) other pertinent documents and information (withdrawal, transfer, leave of absence, financial documents that pertain to academic status, pastoral year, dismissal etc.)

Restrictions are placed on student records in compliance with the Family Educational Rights and Privacy Act (FERPA) and to protect the privacy rights of individuals. These documents may be inspected only by those faculty members or administrators at St. Mary’s who have a legitimate educational interest in seeing them. Others may inspect these files or obtain copies of information in a student’s record only after the Registrar’s Office has received a signed written request or permission form from the student and the student has paid a nominal fee, or as otherwise permitted or required by law. No e-mail requests are accepted. Transcripts will not be issued to any student who has not fulfilled his or her financial and/or library obligation to the institution.

St. Mary’s does not designate any student information as “directory information” under FERPA and therefore does not release personally identifiable information from educational records without written authorization or as otherwise permitted or required by law.

Students are at liberty to inspect their own academic files by making an appointment with the Office of the University Registrar. By submitting a letter of application to the University Registrar, a student may 1) inspect and review his or her records, 2) petition to seek amendment of records that the student believes are inaccurate, misleading or otherwise in violation of the student’s privacy rights. No part of any record may be inspected by the student without the express written consent of the University Registrar. Permission will be granted within a reasonable time and in no case more than forty‑five (45) days from the date of the receipt of a written request for inspection. Any suspected inaccuracies in any of St. Mary’s records should be reported at once to the Office of the University Registrar. Since each institution is responsible for the accuracy of its own files and for correcting them when necessary, St. Mary’s will not amend academic documents from other parties which may be in its possession nor forward such records to third parties. This includes documents such as transcripts from other institutions sent to St. Mary’s as part of the admissions process.

Only those St. Mary’s staff members who are directly responsible for students’ accounts or billing matters may examine financial documents that relate to a student’s stay at St. Mary’s.

Directory Information Policy

The Family Education Rights and Privacy Act (FERPA) of 1974 provides St. Mary’s with the right to make public at the University’s discretion, without prior authorization from the individual student, any of the following: Name of Student; Class Term/Year; Local and Permanent addresses and telephone numbers; Email addresses; Enrollment status; Date and place of birth; Dates of attendance at St. Mary’s; Dates of degrees, honors and awards received. St. Mary’s does not intend to give out this information to third party vendors, solicitors, or individuals unrelated to the school. In general, this information is shared only within the learning community of St. Mary’s Ecumenical Institute. A student may prevent the release of the above information by contacting the Registrar, which would mean that external requests for information pertaining to attendance at St. Mary’s will be withheld until written notification is given by student.

Facilities and Services for Students with Disabilities

St. Mary’s is committed to providing reasonable accommodations to students with disabilities. It is St. Mary’s policy that all such requests be made to the office of the Registrar. St. Mary’s requires supporting documentation for these requests.

The Registrar and Dean will review the request and the documentation, consult with the student and make a decision about the request. The Registrar will provide written notice of the approved accommodation to any faculty or staff member who may be directly involved in implementing the accommodation.