Policies and Procedures

For a complete listing and description of all Candler academic policies and procedures, refer to pages 80-106 of the Candler catalog.

Auditing (AU)
Common Course Sequence Grade Average Requirement (Master of Divinity Students only)
Complaints
Concentration Course Policies (Master of Divinity students only)
Course Load
Directed Study
Grading System
Graduate Division of Religion Seminars
Inclement Weather Policy
Incomplete Work
Interrupted Program
Leave of Absence
Readmission
Refunds
Release of Student Information
Retaking Courses
Satisfactory/Unsatisfactory (S/U)
Transfer of Credit
Undergraduate Coursework
Waiting Lists
Withdrawing from Courses

 Auditing (AU)

Persons who wish to audit a course must be admitted to a degree program or to special student status. Students must have permission of the instructor to audit the course and may not be allowed to audit if the class is full or if there is a waiting list of students who wish to enroll for credit. Permission must be obtained via email from the course instructor and sent to the Candler registrar for processing. Attendance at classes is required. A grade of AU (audit) is recorded on the student’s transcript.  Students pay for audited courses at the same rate as courses taken for credit and those students already carrying a course load of fifteen or more hours will not be permitted to audit a course. An officially audited course is not counted in determining full-time or part-time status by the University nor is it counted toward federal loan eligibility.

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Common Course Sequence Grade Average Requirement (Master of Divinity Students only)

Students making a C-, D+, or D in the first semester of one of the Common Course sequences (OT501, NT501, or HT501) may enroll in the second semester of the sequence (OT502, NT502, or HT503) and will have fulfilled the sequence requirement, provided the grade in the second part of the sequence brings the average for the two-course sequence to at least a grade of C. Students with a sequence average (OT501/502, NT501/502, or HT501/503) of less than C will normally repeat the course or sequence; they also may satisfy sequence requirements with alternate courses upon the advice and consent of the Academic Review Board and sequence instructors.

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Complaints

Situations may arise in which a student believes that he or she has not received fair treatment by a representative of Candler or has a complaint about the performance, action, or inaction of a member of the staff or faculty, affecting the student. A student who wishes to register a complaint with the School related to issues of discriminatory harassment, grades, or compliance with the accreditation standards of the School’s accrediting bodies should follow the Complaint Procedure below. Students are encouraged to seek assistance from the Associate Dean of Faculty and Academic Affairs for any other complaints involving classes or faculty members; and from the Associate Dean of Admissions for other matters.

Accreditation

Association of Theological Schools (ATS)

The Commission on Accrediting of the Association of Theological Schools has a policy regarding complaints against member schools regarding noncompliance with ATS accreditation standards, policies, and procedures. Student complaints relating to the accrediting standards of the Commission may be communicated in writing to the Associate Dean of Faculty and Academic Affairs, who will investigate the complaint and provide a written response to the complainant within 30 days of the receipt of the complaint. A record of all such complaints will be maintained in the office of the Associate Dean of Faculty and Academic Affairs for review by the Board of Commissioners upon request.

Complaints may also be made directly to the ATS, in which case they must be filed in writing (to The Association of Theological Schools in the United States and Canada, The Commission on Accrediting, 10 Summit Park Drive, Pittsburgh PA 15275-1110) and must provide evidence that the member school is in violation of a stated policy or accrediting standard or a membership criterion. (To access the Commission’s complaint policy, please see section XII of the Commission Procedures, p. F-14).

Southern Association of Colleges and Schools Commission on Colleges (SACSCOC)

Complaints regarding noncompliance with SACS accreditation standards, policies, and procedures may be made to SACSCOC, 1866 Southern Lane, Decatur, GA 30033-4097. (Access the Commission’s complaint policy, procedures, and the Complaint Form here.)

Allegations of Discriminatory Harassment

Any student or employee with a complaint of discriminatory harassment should contact the vice president for equal opportunity programs to obtain information on the procedure for handling such complaints. Any questions regarding either this policy statement or a specific fact situation should be addressed to the Emory University Office of Equal Opportunity Programs at 404-727-9867. For more information about the Office of Equal Opportunity Programs, visit www.eop.emory.edu (see also p. 84 of the Candler Catalog and Handbook 2013/2014).

Grade Appeals

Each student has the right to appeal a grade after every attempt has been made to resolve such grievances directly among the persons involved. If those parties cannot achieve a satisfactory resolution, an appeal may be submitted in writing to the academic dean within six months of the assignment of the grade. See p. 85 of the Candler Catalog and Handbook 2013/2014 for a complete account of the grade appeal process.

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Concentration Course Policies (Master of Divinity students only)

All concentrations have the option for directed studies, internships, and the Master of Divinity (MDiv) thesis. These cannot be substituted for the capstone courses (where applicable), but can be substituted for other requirements with the approval of the concentration coordinator(s).  Within each concentration, a maximum of one concentration course may be taken S/U, in accordance with Candler’s policy regarding S/U courses. Capstone courses cannot be taken S/U. All other concentration courses must receive a grade of C or above in order to fulfill concentration requirements. With permission of the instructor, capstone courses are open to nonconcentrators in all Candler degree programs as a general elective during the student’s final year.

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Course Load

During the academic year, enrollment of twelve hours per semester is considered full time for Master of Divinity (MDiv), Master of Theological Studies (MTS) and Master of Theology (ThM) students. Enrollment of nine hours per semester is considered full time for ThD students (12 hours of enrollment may be required for a student to be considered full-enrolled for scholarship and billing purposes). Students in the first semester of the MDiv program may enroll in a maximum of fifteen hours. The maximum course load in the school of theology for all other students (i.e., MTS, ThD, ThM, and MDiv students from their second semester onward) is sixteen hours per semester. The only exception to the sixteen hour credit limit is during spring semester for those students who enroll in a January course. Students enrolling in January courses who are also enrolled in Con Ed may take a maximum of 17 credit hours during the spring term, including the January course.  During the summer term, the maximum course load for MTS, MDiv, and special students is twelve credit hours.  Generally, MTS or MDiv students may not register for more than one three-hour course per term for the summer semester.  Credit hour overloads may be granted only to final semester students who need additional credits in order to graduate.  All requests for credit hour overload should be made via email to candlerregistrar@emory.edu.  Students with extensive outside employment, students on academic probation, students who repeatedly withdraw from classes, and students with incomplete course work from previous semesters may be required to reduce their course loads.

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Directed Study

Directed studies may not be offered on courses regularly taught and may not be used to fulfill area requirements. Prior to registering for directed study work, students must complete a request for directed study form and obtain the signatures of the instructor and faculty adviser. Directed studies may be taken on either an S/U or a letter grade basis.  Master of Divinity (MDiv) and Masater of Theological Studies (MTS) students who have completed at least two semesters of academic work with a current grade point average of at least 3.0 on a 4.0 scale may request permission to register for directed studies. No more than three credit hours may be taken in one semester, and no more than six credit hours may be applied to the MDiv degree.   MTS students may take up to twelve hours of directed study, provided that at least six are extensions of regular offerings.  In consultation with the director of advanced studies, ThM students may elect units of individual directed study to be used toward the completion of their degrees. Doctor of Theology (ThD) students may register for directed studies with members of the ATA faculty for a maximum of nine hours.  Students on academic probation, regardless of grade point average, are not eligible to enroll for directed studies.

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Grading System

Grades are based on the student’s actual performance in a course judged against the criteria for grading stated in the course syllabus. The following letter grades and the accompanying descriptions are used:

A:  Reserved for outstanding work of exceptionally high quality that reflects a creative appropriation of course materials and practices.
B:  Work that meets all of the stated course requirements and reflects a firm grasp of course materials and practices.
C:  Work that shows a basic grasp of the course materials and practices.
D:  Work that shows serious deficiencies but meets the minimal requirements of the course.
F:  Work that fails to meet the minimal requirements of the course. No credit is given.

The letter grades A, B, and C can receive a “minus” designation to indicate work that falls just short of their stated descriptions. The letter grades B, C, and D can receive a “plus” designation to indicate work that slightly exceeds their stated descriptions.  For each semester hour of credit, each grade is worth the following quality points:

Grade Quality Points
A 4.0
A– 3.7
B+ 3.3
B 3.0
B– 2.7
C+ 2.3
C 2.0
C– 1.7
D+ 1.3
D 1.0


All courses taken to meet Master of Divinity (MDiv) and Master of Theological Studies (MTS) Common Course requirements must earn a letter grade of at least C (i.e. 2.0 on a scale of 4.0). The grade of P (in-progress) is assigned at the end of the first semester for courses that continue beyond one semester.  Students may enroll in courses on S/U  (satisfactory/unsatisfactory) basis with prior permission of the professor in courses not being taken to satisfy Common Course requirements. MDiv students may apply up to fifteen hours of electives on a S/U basis toward the degree. MTS students may apply up to ten hours of electives on a S/U basis toward the degree. Master of Theology (ThM) students may apply up to four hours of electives (not including post-MDiv electives) on a S/U basis toward the degree.  Grading preferences of letter grade, satisfactory/unsatisfactory (S/U), or audit (AU) must be indicated at the time of course registration. Changes to grading status must be requested prior to the deadline for each semester as noted in the academic calendar. Students do not
receive quality points for AU, S, U, P, or F grades.

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Graduate Division of Religion Seminars

Students whose aptitude in a given field of study qualifies them for advanced work may register for graduate seminars in the Graduate Division of Religion with the approval of the instructor.  Permission must be obtained via email and forwarded to candlerregistrar@emory.edu for processing.

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Inclement Weather Policy

In the event of life-threatening weather conditions, the University provost may deem it necessary to close the University officially or delay the opening time.  Any schedule changes or delays will be announced via the inclement weather phone system, 404.727.1234. The information on the phone system is the official announcement. An update will also be posted on the Emory website (www.emory.edu) as soon as possible after any decision on schedule changes or closings is made.

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Incomplete Work

In clearly exceptional cases, such as illness or family emergency, a student may request an incomplete grade from an instructor. If approved, the instructor sends approval via email to the Candler registrar. Student requests for incompletes must be made by the last day of classes each semester. Any student request for an incomplete that comes after the last class day but before the end of the final exam period can only be approved by the Senior Associate Dean.  Course work for an approved incomplete must be completed and submitted no later than thirty days after the last day of class for Master of Divinity (MDiv), Master of Theological Studies (MTS), Master of Theology (ThM), and special students. Doctor of Theology (ThD) students have sixty days to submit incomplete course work.  The student is responsible for submitting the remaining work to the instructor by the deadline via email and copying the email to the Candler registrar. Students who fail to submit required course work by the deadline will receive a permanent incomplete failing (IF) or incomplete unsatisfactory (IU) grade for the course.  The instructor is required to submit the grade change by the following midsemester advising period.   Incomplete grades can jeopardize a student’s scholarship status. Students with at least one incomplete are placed on probation until the incomplete is resolved. Students on academic probation cannot request incompletes for courses.

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Interrupted Program

A student must resume the program of study within three years of the last term in which work was done in residence.   After this three-year period, a new admissions application is required, including a new application form, updated letters of recommendation, and a letter describing plans and a schedule for completing the program of study. If the withdrawal was for health reasons, the student must obtain permission from a University physician before registering and resuming the program of study. In readmission of former students to Candler, only course work done within five years that has earned a letter grade of C or better or an S grade will be considered for degree credit.

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Leave of Absence

A student in good standing may be granted up to two one-year leaves of absence upon review and approval of the associate dean of faculty and academic affaris and registrar.  The student should be aware that the university will not certify to loan officers or government agencies that a student on leave of absence is in residence or actively pursuing a course of study.  For the purpose of determining eligibility for a leave of absence, a degree student must be in good standing and have resolved all incomplete work. Leaves of absence are not to be used to resolve academic difficulties. Time spent in a leave of absence does not count toward the six-year limit for Master of Divinity (MDiv) and Master of Theological Studies (MTS) students or the two-year limit for Master of Theology (ThM) students. Students beyond these limits are not eligible for leave but may apply for an extension of the time allowed to complete degree requirements in accord with the rules governing such extensions MDiv, MTS and ThM students who withdraw or take a leave of absence from Candler must complete an exit interview with the Candler registrar. If the student begins a leave of absence during the semester and does not complete an exit interview, an F will be recorded for all of his or her current courses, and the student will be responsible for all charges.  Doctor of Theology (ThD) students must notify both the Candler registrar and the director of the ATA ThD program. Requests from ThD students must be received by April 1 for the fall semester or November 1 for the spring semester.  If the student begins a leave of absence within the first five weeks of a semester, then he/she is subject to an adjustment in tuition, fees, and if applicable, Candler scholarship. Adjustments will be made according to the Emory University refund schedule established by the Office of Student Financial Services in 100 Boisfeuillet Jones Center, 404.727.6095, www.emory.edu/studentfinancials/.  A refund will be issued for any credit remaining after appropriate adjustments. Refunds for students who are federal (Title IV) financial aid recipients will be prorated in accordance with the Higher Education Amendments of 1992 and any related regulations.  University policy stipulates that if a student drops any or all of his or her work after the last day indicated in the academic calendar, tuition, fees, scholarship, and loans are not adjusted and no refund is granted.  A student returning to Candler after a leave of absence should request a return from a leave of absence at least 90 days prior to the beginning of the term in which he or she wishes to return. The request to return from a leave of absence must be made in writing to candlerregistrar@emory.edu.  Readmission is required of degree students who have been discontinued or who have an expired leave of absence.  Requests for readmission ordinarily are not accepted after a period of three academic years. Students who have not been enrolled after a period of three academic years are required to complete the entire
application process including submitting letters of recommendation, completing required written statements, securing official transcripts, and all other items required for admission to the degree program

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Readmission

A student who is not enrolled in consecutive fall/spring or spring/fall semesters must request readmission before registering for a subsequent term. The request for readmission form and supporting statement must be received and approved by July 1 for enrollment in the fall semester, November 1 for the spring semester, and May 1 for the summer term. Written notification of a readmission decision for Master of Divinity (MDiv), Master of Theological Studies (MTS), Master of Theology (ThM) and special students typically is sent out within two weeks of the request becoming complete.  For Doctor of Theology (ThD) students, the written request for readmission must be received by April 1 for the fall semester and November 1 for the spring semester. ThD readmission may be granted by the Office of Admissions and Financial Aid with the recommendation of both the ATA ThD Committee and the primary adviser.  Students with unpaid balances or incomplete course work will not be considered for readmission. Readmission after withdrawal for medical reasons requires medical clearance by appropriate University health officials. Students requesting readmission should inquire about financial aid as far in advance as possible, preferably during the preceding semester.

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Refunds

No refund is provided ot students who drop courses (but do not withdraw fully) after the last day for approved schedule changes noted in the academic calendar.  Students who withdraw from their total schedule within the first five weeks of a semester are subject to an adjustment in tuition, fees, and if applicable, Candler scholarship.  Adjustments will be made according to the Emory University refund schedule established by the Office of Student Financial Services in 100 Boisfeuillet Jones Center, 404.727.6095.

A refund will be issued for any credit remaining after appropriate adjustments.

Refunds for students who are federal (Title IV) financial aid recipients will be prorated in accordance with the Higher Education Amendments of 1992 and any related regulations.

Candler scholarships are prorated on the basis of the number of hours for which a student is enrolled.  University policy stipulates that if a student drops a portion of his or her work after the last day indicated in the academic calendar, tuition, fees, scholarship, and loans are not adjusted and no refund is granted.  No refunds are granted to those who withdraw completely after the first five weeks  and tuition, fees, and scholarships are not subject to adjustment; federal loans will be adjusted according to appropriate laws and regulations.

No refund is granted when a student is dismissed.

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Release of Student Information

The University registrar is the official custodian of academic records and therefore is the only official who may issue an official transcript of an academic record.  Under no circumstances will Candler issue a copy of a student’s transcript.  Under no circumstances will copies of any transcript from any institution in a student file be made for any reason. 

General Guidelines
The general rule is that no information, applications, forms, letters, records, transcripts, etc. may be released, whether in writing or orally, without prior written consent, dated and signed by the student, specifying the records to be released, the reasons for such release and to whom the records are to be released. Information, defined by the University as “directory information”, may be released without prior written consent from the student provided the student has not filed a “release no information” request with the University. Directory information for a given student includes:

Any information released must be done in compliance with the University’s Policy on the Confidentiality and Release of Information About Students.  The Candler registrar’s office will attempt to handle questions or procedures concerning this policy as need arises. Contact candlerregistrar@emory.edu for additional information.

Disclosure in Response to Telephone Inquiries:
Only those items determined by the University to be “directory information” may be released in response to telephone inquiries. Such items include:

Disclosure of Records to the Students
The student has the right, on request to the proper official (i.e., dean, associate dean or registrar), to know of the existence and content of all materials that are in his/her official records as kept by the University and/or School of the University.  A student is entitled to an official transcript of his/her academic record.  A transcript issued to a student will be stamped “Issued to Student.” Transcripts are issued only through the University registrar’s office and require a processing fee. Currently enrolled students may request a transcript online. Using your OPUS student ID and Password, click on “My Academics”, select “Request Emory Transcript”, and select “Create New Order”. All alumni requests for transcripts must be made in writing or in person and must include the student’s name at the time of attendance, ID# or social security number and signature. Email requests are not accepted. Pre-payment is required. Normal processing time is two working days. For additional information, refer to http://www.registrar.emory.edu/students/FAQs/FAQS_transcripts.html or contact 404.727.6042.

A student has the right to inspect and review his/her permanent academic record and all official records, files and data directly related to him/her including all material that is incorporated into each student’s cumulative record folder and intended for school use or to be available to parties outside the school or University. The student is entitled to an explanation of any information recorded in these files. When the original is shown, examination should be permitted only under conditions which will prevent its alteration or mutilation (these documents will only be shown in the presence of a proper official—i.e., dean, senior associate dean or registrar).  The request for the specific record to be examined or reviewed by the student shall be in writing and the University shall comply with this request within a reasonable period of time, but in no case more than 45 days after the request has been made. The right to inspect and review educational records includes the right to obtain copies of the records when failure to provide copies would effectively prevent a student from exercising the right to inspect and review the educational records.  When copies are provided a fee to cover cost is charged. A  schedule of such fees is available from the office charged with keeping the record in question.  Documents submitted by or for the student in support of her/his application for admission or for transfer credit will not be returned to the student, nor sent elsewhere at her/his request. For example, a transcript from another college or from a high school will not be sent to a third institution. (This includes a different division of Emory.) 

Disclosure of Records to Faculty and Administrative Staff
Faculty and administrative staff members who have a legitimate interest in the material and  demonstrate a need to know for purposes reasonably related to the performance of their duties will be permitted to look over the records of any student. The contents of the student file should never leave the Office of the Registrar.

Records Maintenance
Student records are maintained as inhouse, working documents in the administrative offices of Candler School of Theology as noted:

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Registration

Each semester, students consult with their advisers and register for courses during the preregistration period listed on the academic calendar. First-year students register for courses in the months before enrollment in consultation with the staff of the registrar’s office. Master of Divinity (MDiv) and Master of Theological Studies (MTS) students who do not have an advising conversation prior to preregistration will have a hold placed on their OPUS account and will be prevented from registering until advising is completed and the faculty adviser notifies the Candler registrar’s office. Failure to register by the proper date results in a $50 penalty.  Continuous registration is required for the fall and spring semesters throughout the degree program, either for academic credit or through payment of the noncredit administrative fee. For doctoral students, failure to maintain continuous registration will result in termination from the doctoral program.  Students may cancel their full registration with a full refund through the end of the Drop/Add period. After the Drop/ Add period, students who withdraw voluntarily receive a prorated refund according to the schedule published in the University’s Schedule of Classes each semester. With both voluntary withdrawal or dismissal, the student must fulfill all financial obligations incurred by enrollment in the school of theology.

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Retaking Courses

Some courses are acceptable for repeat  and are designated as such by the letter R following the course number. Most courses are not acceptable for repeat.  Specifically, students who earn lower than a C in a class intended to meet an area requirement may retake the course.  However, the same course cannot be counted more than once towards the total credit hours for graduation.

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Satisfactory/Unsatisfactory (S/U)

Instructor permission is required in order to take a class S/U. Permission must be obtained via email from the course instructor and sent to the Candler registrar for processing. Master of Divinity (MDiv) students are allowed to apply up to fifteen hours of electives on a satisfactory/unsatisfactory (S/U) basis toward a degree. Master of Theological Studies (MTS) students are allowed to apply up to ten hours of electives on a satisfactory/unsatisfactory (S/U) basis toward a degree. Master of Theology (ThM) students are allowed to take up to four hours of electives (not post-MDiv electives) on an S/U basis. Contextual Education courses, internships, Chapel Choir, and Teaching Parish are available only on the S/U grading basis. Directed studies may be taken on an S/U basis. Courses taken to meet MDiv and MTS Common Course requirements may not be taken for an S/U grade, nor may ThM501a/b, ThM post-MDiv electives, MTS502, or MTS503. Students on academic probation are not eligible to register for courses on an S/U basis. Course work that would receive a grade of A, B, or C under the regular letter-grade system receives an S (satisfactory). Work that would regularly receive a grade of C– or below receives an U (unsatisfactory).  After the grading change period, it is not permissible to change the grading basis of a course.

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Transfer of Credit – General Guidelines

To receive transfer credit for any Candler program, eligible coursework must meet the guidelines below in addition to any program-specific guidelines.

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Undergraduate Course Work

With the exception of modern language study, Master of Divinity (MDiv), Master of Theological Studies (MTS) and Master of Theology (ThM) students who take a course at the undergraduate level through Emory College require additional work agreed upon by the student and instructor to meet graduate level  course requirements. Instructor permission is required for enrollment in the course.  Permission must be obtained via email and forwarded to candlerregistrar@emory.edu for processing.

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Waiting Lists

When a class reaches maximum enrollment, a waiting list will be generated and maintained by the Candler registrar.   The instructor of a closed course will forward all student enrollment requests to the Candler registrar. The Candler registrar will add the students to the waiting list, maintain the list, and provide necessary follow-up communication to students if an opening in the course becomes available.

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Withdrawing from Courses

Courses may be dropped during the drop/add period stated in the academic calendar without appearing on the student’s transcript. Dropping a course after the drop/add period results in the course appearing on the transcript and is considered a course withdrawal. To withdraw from a course, the student must contact the Candler registrar. In such cases, a grade of W (withdrawal passing), WF (withdrawal failing), or WU (withdrawal unsatisfactorily) will be assigned by the instructor and appear on the student’s transcript as the course grade. A grade of WF is counted as an F in calculating the grade point average. A grade of WU is not counted in calculating the grade point average. Students may not withdraw from a course after the last day of classes for the semester in which the course is offered.

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