5.2 Registrar's Office
5.2.1 Students' Privacy
Rights
5.2.2 Registrar I
5.2.3 Registrar II

5.2.3 Registrar II


 Auditing 5.2.3.f     Changing Program or Emphasis 5.2.3.a     Leave of Absence 5.2.3.b

Special Students 5.2.3.d     Transfer of Credit 5.2.3.e     Transcript Requests 5.2.3.g

Withdrawal/Resinstatement 5.2.3.c

 

5.2.3.a Changing Program or Emphasis

Changing Program

A student enrolled in an M.Div., M.A.R., M.A.B.C., M.A.U.M., or Certificate program who is interested in changing to another program must submit to the Registrar’s Office a Change of Program form. As stated on the form, certain changes will require reapplication through the Admissions Office. In addition, a student who is interested in changing from the M.Div. to the M.A.R. or M.A.B.C./M.A.U.M. program is required to speak with the Dean of Students.

A student enrolled in a Th.M., Ph.D., or D.Min. program who is interested in changing to another program must apply through the Admissions Office.

Changing Emphasis within a program

An emphasis within an M.Div., M.A.R. ,M.A. B.C., or M.A.U.M.  program may be changed by the Registrar. Changes become effective at the beginning of the following semester (September 1 or February 1). Please see section 8.1.c for the processing fee.

5.2.3.b Leave of Absence

Any student who encounters unusual career or family circumstances that cause interruption in participation in his or her program may submit to the Registrar’s Office a request for one leave of absence, for a period of up to three years. The letter should specify the reasons for the request and the amount of extra time desired. Deadling to receive the request is two months before the student’s next registration. If the leave of absence is approved, the student will be notified by the Registrar’s Office. While on a leave, the student is considered a current Westminster student.However, since during a leave the student is not working on his or her program and is exempt from fees, it is expected that the student will not be using Westminster facilities or personnel.

A student who is a member of a military reserve unit and whose studies are interrupted by a call to active duty must inform the Registrar of his or her call to active duty and the duration of the call. The student shall then be granted a leave of absence from his or her academic program. A student who returns to his or her academic program within one year of his or her release from active duty shall be reinstated and allowed to repeat, without charge, those courses in which he or she was enrolled when called to active duty, provided he or she enrolls in those courses the first time the courses are offered after his or her return. A student who fails to return within one year of his or her release from active duty shall be administratively withdrawn.

The student will notify the Registrar of any change of address while on leave and will confirm by letter to the Registrar, one month before the expiration date of the leave, that he or she will resume the program.

Students receiving Title IV financial aid assistance who wish to take a leave of absence should contact the Financial Aid Office for possible restrictions. Please see section 8.3.12 for more information.

5.2.3.c Withdrawal/Reinstatement

5.2.3.c1 Personal Withdrawal

A student planning to withdraw from the Seminary, whether during the academic semester/term or at its close, should report that fact to the Registrar in writing. If the “Personal Withdrawal” notification is received during a semester/term, the date of withdrawal will be the date of notification. If the notification is received between semesters/terms, the date of withdrawal will be the day after the last day of exams of the previous semester. A student who withdraws from the Seminary following the final date to withdraw from a course (see the Academic Calendar), will receive a grade of F for each course not completed.

Personal withdrawal by default: A student is withdrawn by default if a) he or she does not enroll in a given semester (Fall or Spring) of the academic year or b) if he or she drops or withdraws from all of his or her courses during the progress of any semester. Exceptions to this policy: 1) if a student in the Certificate program has already completed at least one course, that student is considered enrolled for two consecutive semesters in which he or she is not registered for any courses or withdraws from all of his or her courses during the progress of the semester. In the semester following the two consecutive semesters, if the certificate student does not register and complete at least one course, that student is withdrawn by default.  2) A Th.M. or Ph.D. student may request approval to remain enrolled as a current student for a given semester by submitting a petition to the Registrar’s Office, which will seek approval from the appropriate faculty field committee. If granted, the student’s current enrollment status for that semester would be considered “less than half time”.

5.2.3.c2 Administrative Withdrawal

A student is administratively withdrawn if he or she has 1) a grade point average too low to continue, (see Academic Withdrawal and Academic Probation sections), 2) a bill outstanding, or 3) violated the honor system. (For the seminary’s Honor System, please see section 2.6.)

5.2.3.c3 Reinstatement

Should a withdrawn student desire to return to the Seminary, he or she should submit a Reinstatement Request Form to the Registrar stating the desired date of entrance, desired program, along with enclosed fee (see section 8.1.c). The student will be notified by the Registrar’s Office if he or she is approved for reinstatement. If the student had been enrolled in the Th.M., Ph.D., or D.Min. program, a re-entry fee (see section 8.1.c) will apply at the first registration after reinstatement unless the student had been out of the program such a short time that only the current semester’s or year’s continuation fee (Th.M. and Ph.D.) or current year’s continuation fee (D.Min.) is owed.

Approval for reinstatement is at the discretion of the Seminary.

If a student has been withdrawn for longer than two years, has not been in a degree program, or wishes to change to a program other than the one of his or her previous enrollment, he or she should send a new application form and fee to the Director of Admissions.

A readmitted or reinstated student will be subject to all program requirements, as well as all financial and academic policies current at the time of return, and will pay the same tuition as new students entering that program at the same time.

5.2.3.d Special Students

A student not seeking to earn a degree from Westminster may register for courses as a Special Student. Students from other seminaries or graduate schools may also take courses as special students for transfer back to their institutions. To be classified as a Special Student, the following items must be forwarded to the Office of Admissions:

  1. A completed Special Student application form
  2. Application fee (see section 8.1.c)
  3. A completed Church Reference form 
  4. Evidence of having earned a baccalaureate degree (copy of transcript or diploma) 
  5. Students whose native language is not English need to meet the same TOEFL and TWE requirements listed in section 5.1.1.

Deadlines and late fees for Special Student applications are the same as for applications to regular programs. Applicants will be notified promptly as to their admission by letter from the Director of Admissions.
Special Student status permits the student to register for courses during one academic year. To continue studies beyond this period, admission to a regular degree program of the Seminary is required.
Financial Aid is not available to Special Students, and in most cases international students cannot be granted visas as Special Students.

5.2.3.e Transfer of Credit

An official determination of transfer credit will be considered after acceptance into a degree program at Westminster.

Steps to seeking transfer of credit

Anticipated students (those who have been accepted for admission to the Seminary) should:

Step 1.    Review the transfer credit policy.
Step 2.    Review the catalog’s description of programs and courses to compare work done at the
              other institution with Westminster’s requirements.
Step 3.    Consult with the Admissions office regarding any questions related to Steps 1 and 2
              above.
Step 4.    Submit the Transfer of Credit Request form to the Registrar’s office.

Current students (those who have matriculated) should:

Step 1.    Review the transfer credit policy.
Step 2.    Review the catalog’s description of programs and courses to compare work done at the other
              institution with Westminster’s requirements.
Step 3.    Consult with the Registrar’s office regarding questions related to Steps 1 and 2 above.
Step 4.    Submit the Transfer of Credit Request form to the Registrar’s office.


Approval for transfer credits must be secured from faculty department heads for M.Div. level students and from the appropriate faculty field committee for advanced degrees (Th.M., Ph.D., and D.Min.) students. The transfer credit granted will reduce accordingly the number of hours required at Westminster.

Transfer of credit from accredited graduate theological schools
  1. Credits normally must have been earned in an accredited graduate theological school and be reported on an official transcript. (Please see “Transfer of Credit from Unaccredited Institutions” section below.)
  2. Transfer Credit (from another institution from which the student has not received a Master’s degree): An M.Div. student must take on Westminster’s campus at least 46 credit hours of study, excluding Greek, Hebrew, English Bible Survey and Advanced Theological Writing courses. An M.A.R. student must take on Westminster’s campus, at least 28 credit hours of study, excluding the above mentioned courses. An M.A.B.C. or M.A.U.M. student must take, on Westminster’s campus at least 28 credit hours of study, excluding the above mentioned courses. In all of these cases cited above, the credits required on Westminster’s campus will normally include the final 24 hours of study.
  3. Shared Credit (transfer of credit from a completed Master’s degree): Ordinarily, the Seminary may accept up to one-half of the credits earned for a first theological master's degree toward a degree at Westminster, not to exceed one-half of the credits required for the degree at Westminster. In the case of the M.Div. program, at least 46 credit hours of study will be required on Westminster’s campus and at least 28 credit hours for the M.A.R., M.A.B.C., or M.A.U.M. program will be required on campus. In all of the cases cited above, the credits required at Westminster will normally include the final 24 hours of study.
  4. Only courses in which a grade of C- or above was received will be considered for transfer credit to an M.A.B.C., M.A.U.M, M.A.R., or M.Div. degree program. Only courses in which a grade of B or above was received will be considered for transfer credit to a Th.M., Ph.D., or D.Min. degree program.
  5. Credits on a quarter system are figured as a two-thirds equivalent of our semester system.
  6. Courses may be transferred as required or elective credit.  It is more likely that, if approved, course credit will be applied to elective hours rather than to required courses (in which content may not be the same).
  7. The emphasis chosen in the M.A.R. or M.Div. program could make a difference in the number of credits that are transferred. For example, the M.A.R. and M.Div.- General emphasis allows more elective hours.
  8. A special restriction applies to courses at other institutions in the areas of Old Testament, New Testament, and Systematic Theology, when the courses do not use the original languages. Such courses can normally be transferred for M.A.R. or M.Div. credit only as electives. But the Coordinator of the department (Old Testament, New Testament, or Systematic Theology, as the case may require) may at his discretion allow up to a maximum of three hours to be transferred toward required credit for the M.A.R. or the M.Div. (for a total of nine hours in Old Testament, New Testament, and Systematic Theology combined).
  9. Courses completed at Westminster or elsewhere that are more than ten years old will not be considered for transfer credit or be applicable to a present Westminster M.Div., M.A.R.,  M.A.B.C., or M.A.U.M program. Course work between five and ten years old will be accepted only with the approval of the appropriate department.
  10. Study completed more than five years prior to registration for the Ph.D.,Th.M., or D.Min program cannot be credited to the student’s work in this program.
  11. A maximum of 2 modular courses may be accepted for transfer credit for the D.Min. program.
  12. No transfer credit is granted for the Certificate program.
  13. Grades are transferred only from courses taken at Jerusalem University College (JUC) or from a Westminster program in which no degree was earned.


Transfer of credit from an equivalent degree program at an unaccredited institution
  1.  Students in the M.Div., M.A.R., M.A.B.C., or M.A.U.M. program who seek transfer credit of courses from an equivalent degree program completed at an unaccredited institution must supply the following:
        a.  A copy of the course syllabus stating the instructor’s name and the course requirements for each course
            for which transfer credit is requested.
        b.  At least one sample of coursework submitted in fulfillment of course requirements for each course for
            which transfer credit is requested.
  2. All decisions are made on a course-by-course basis. Acceptance of one course from an unaccredited institution for transfer credit carries no implication regarding the acceptance of other courses from that institution.
  3. Only courses in which a grade of B or above was received will be accepted for transfer credit.
  4. No more than 15 semester credit hours from an unaccredited institution will be accepted for transfer credit toward a student's degree program at WTS.

 

Transfer of credit from The Christian Counseling & Educational Foundation (CCEF)
  1. Upon approval by the Registrar, credit earned for coursework completed at CCEF is transferrable to the M.Div., M.A.R., M.A.B.C., or M.A.U.M. programs.
  2. Only courses in which a grade of B or above was received will be accepted for transfer credit.
  3. New Students matriculating in the 2011-2012 academic year: No more than 15 semester credit hours will be accepted for transfer credit toward a student's degree program at WTS. (New policy implemented in the 2011-2012 academic year.)
  4. Returning and reinstating students who initially matriculated prior to the 2011-2012 academic year: Normally, up to two courses may be transferred without tuition payment. Students may request approval for two additional courses to be transferred. Full Westminster tuition is required for these additional courses. No more than four courses will be accepted for transfer credit. For any coursework to be considered for transfer from CCEF, the courses must be completed (including having been graded) prior to beginning any coursework at Westminster.

5.2.3.f Auditing

A limited number of auditors are permitted in most courses. Auditing privileges include regular class attendance, copies of all printed material distributed to the class, the opportunity to ask occasional questions in class, and full library privileges. Normally, auditors will not be permitted to participate in classroom exercises or recitations or to make seminar presentations, nor will assignments or examinations be reviewed or graded by the instructor. Except as specified in the Special Categories section , the cost to audit is one-half the tuition rate for taking a course for credit.

Restrictions: Course availability for audit is subject to the approval of the instructor. A non-ThM/PhD student must obtain the instructor’s approval in order to audit a ThM/PhD course. An M.A.B.C./M.A.U.M. student must obtain the instructor’s approval in order to audit a non-M.A.B.C./M.A.U.M. course. Auditing of language courses, English Bible Survey, Advanced Theological Writing, Mentoring Ministry Seminar, D.Min. modules, modular, short-term (less than one month) Independent Study courses (section 5.6) and Distance Education courses (section 5.5) is not permitted. 

5.2.3.f1 Registering as an auditor

Persons desiring to audit are required to secure the permission of the Registrar, complete the necessary registration, and pay a non-refundable fee for each course audited (see section 8.1.c).

5.2.3.f2 Special Categories

Full-time students and their spouses, full-time members of the faculty and staff and their spouses and children, and part-time employees may audit courses without charge.

Former Westminster graduates pay one-fourth the tuition they would be charged to take a course for credit unless the course is at or below the level of the degree they received from Westminster, in which case there is no charge to audit. For this purpose, the Ph.D. and Th.M. degrees are considered as on an equal level. An M.A.B.C./M.A.U.M degree is considered as a lower degree than the M.Div. and M.A.R. degrees. A Certificate is not considered a degree program. Spouses of full-time students are permitted to audit only up to the number of credit hours for which the spouse is currently enrolled.

Occasional visitors must seek permission of the instructor for each class they wish to attend and will not have the privilege of participation in class discussion. All persons desiring to audit should complete the necessary registration forms with the Registrar’s Office.

5.2.3.f 3 Church Leader Audit

The Church Leader Audit offers an opportunity for people in positions of church leadership to audit courses. Westminster offers one free course audit per semester for those in official ministry positions in the church. This is available for four people per church per semester. An Application Form from the auditor and a Letter of Recommendation from the sending church is required. Eligible courses are from the M.A.B.C., M.A.U.M., M.A.R. and M.Div. degree programs of study only. Restrictions mentioned above apply. Please be sure to submit application as early as possible so that classes may be planned for space availability; some courses may be closed due to high enrollment. See the Admissions office webpages or contact the Admissions Office for further information and application forms.

5.2.3.g Transcript Requests

Requests for a transcript should be in writing from the student to the Registrar’s Office, accompanied by the appropriate fee (see section 8.1.c). Transcript Request Forms are available from the Machen receptionist or on the Registrar's office web pages. Altering a record is an act of fraud.