Policies And Procedures


General Admissions Policies

The seminary has a non-discriminatory (race, sex, handicap) admissions policy. The school’s policy is to admit students to all the rights, privileges, programs, and activities at the school and to make no discrimination on the basis of race, sex, or handicap in the administration of educational policies, applications for admission, scholarship or loan programs, and extracurricular programs. (There are a few restrictions for preaching labs. See M.Div. Design of the Curriculum.)

Applications for admission are reviewed for, and admission is granted into, specific programs of study offered by the seminary. Admission to one program of study does not imply admission is being granted to another program of the seminary.

Admission Requirements and Procedures

Applicants to programs of the seminary are evaluated on the basis of academic preparation and potential for ministry. Application for admission should be made at least three months prior to the date of enrollment. New students may enroll in the fall, winter, spring, or summer terms. The following materials should be addressed to the Director of Admissions:

  1. A completed application form.
  2. References from three individuals, including the applicant’s pastor.
  3. The application fee.
  4. A statement of Christian faith.
  5. A statement of reasons for wishing to pursue a particular degree.
  6. Official transcripts from all previous academic work (a baccalaureate degree or its foreign equivalent with a 2.6 cumulative GPA is ordinarily required).
  7. A recent photograph.

Admission may be granted on the basis of these credentials alone, or the seminary may require a personal interview with the applicant, an entrance exam, the Graduate Record Examination, or a psychological or aptitude test.

Any admitted student who defers enrollment more than one year beyond the initial entrance date must submit another completed application form, the application fee, and other material that may be requested by the Director of Admissions.

Upon acceptance to RTS, a non-refundable deposit is required, which will be credited toward the student’s first-semester tuition.

Additional Requirements for International Students

All international students must establish English language proficiency. RTS provides no testing to meet admission requirements in English language. All international students applying for admission to the M.A., M.Div., or D.Min. programs must submit at the time of application a score of not less than 550 on the paper-based Test of English as a Foreign Language (TOEFL), or not less than 213 on the computer-based TOEFL.

The test must include the writing section (TWE), which is included in the September, October, March, and May administrations.

  1. To register for the TOEFL/TWE test, applicants may contact TOEFL/TWE SERVICES, P. O. Box 6151, Princeton, NJ 08541-6151, USA; telephone: 609-771-7100; E-mail: toefl@ets.org; Web site: http://etsweb.ets.org.
     
  2. Applicants who score between 550 and 600 on the paper-based TOEFL, or between 213 and 250 on the computer-based TOEFL, may be required to take additional work in ESL or be limited in the number of hours they may take during any one term.

Obtaining a Student Visa

The Certificate of Eligibility (I-20) needed for obtaining a student visa for entry into the United States requires certification that the admitted student is proficient in English and has sufficient financial resources to provide for tuition and living expenses. This certification must be on the form I-20 at the time the student appears at the Embassy for a visa. The Admissions Office at the seminary will make certification of English language proficiency based on the scores reported for the TOEFL/TWE.

To demonstrate that the international student has sufficient financial resources, the admitted student must send the completed “Statement of Financial Resources” with attached documentation to the Admissions Office. This should be done as soon as possible after the applicant has been notified that his/her application for admission has been approved. The Admissions Office will make financial certification on the I-20 based on funds on deposit in the student’s account and on pledges of support by individuals, churches, foundations, etc.

Special Students

An applicant may apply as a special student rather than applying to a degree program. Special student status allows a maximum of 18 semester hours of master’s-level courses.

All hours earned as a special student may be applied toward a degree. Therefore, it is important to consider carefully the possibility of entering a degree program during your course of study as a special student.

To apply as a special student, the following items should be sent to the Office of Admissions:

  1. A completed application form.
  2. The application fee.
  3. A completed Pastoral Reference form.
  4. A statement of Christian faith.
  5. An official transcript indicating a baccalaureate degree or its foreign equivalent.
  6. A recent photograph.

To upgrade from special student status to a master’s degree program, students must apply to a specific master’s degree and submit the remaining application requirements outlined above.

Accredited Schools and Transfer Credits

Degree Requirements for Admissions:  For American baccalaureate degrees, RTS recognizes all schools accredited by “regional” accreditors (e.g., Southern Association of Colleges and Schools).  For North American master’s level degrees, RTS recognizes all schools accredited by the Association of Theological Schools. Concerning foreign equivalency and other “unaccredited” American schools, all degrees are considered on a case-by-case basis.  In these cases, the primary criterion is general compatibility with the standards of the Southern Association of Colleges and Schools and the Association of Theological Schools. 

Transfer Credits:  For master’s level and doctoral level transfer of coursework, RTS recognizes all North American schools accredited by the Association of Theological Schools.  Concerning foreign equivalency and other “unaccredited” American schools, all coursework is considered on a case-by-case basis.  In these cases, the primary criterion is general compatibility with the standards of the Southern Association of Colleges and Schools and the Association of Theological Schools.  In all transfer of credit situations, RTS reserves the right to accept or decline credits in particular cases. 

Students who desire to transfer credit from other graduate institutions should submit a transcript of their coursework and a catalog containing the course description.  If courses apply to the RTS curriculum, credit may be granted for work completed.  No credit will be given for work that received a grade below C (2.0).  Normally, no credit will be given for work completed more than seven years prior to matriculation.

Gradepoint averages on RTS transcripts will be determined on the basis of work done only at Reformed Theological Seminary.

Maximum Transfer Credits

  1. An M.Div. student must take at least 36 credits at one RTS M.Div.-degree-granting campus and a total of 54 somewhere in the RTS System.
  2. An MAR student must take at least 31 credits at one RTS MAR-degree-granting campus, and an MABS/MATS/MA student must take at least 34 credits at one RTS MABS/MATS/MA-degree-granting campus.
  3. An M.Div. student may normally only transfer a maximum of 36 RTS Virtual credits. However in exceptional circumstances, the academic dean may approve a maximum of 52 RTS Virtual credits for an M.Div. student. An MAR student may only transfer a maximum of 29 RTS Virtual credits and an MABS/MATS/MA student may only transfer a maximum of 32 RTS Virtual credits.

Grading System

Grade point averages on RTS transcripts will be determined on the basis of work done only at Reformed Theological Seminary.

A(97-100)4.00 quality points
A-(94-96)3.66
B+(91-93)3.33
B(88-90)3.00
B-(86-87)2.66
C+(83-85)2.33
C(80-82)2.00
C-(78-79)1.66
D+(75-77)1.33
D(72-74)1.00
D-(70-71)0.66
F(below 70)0.00
I(incomplete) -
W(withdraw) -
S(satisfactory) -
P(passing) -

The grade “I” indicates that the work required for the course was not completed. It is given only when special, extenuating circumstances (such as illness) prevent the student from completing the work or taking the examination. A written request for an extension must be submitted prior to the due date of the work concerned. If the request is granted, it remains the responsibility of the student to complete all work for the course as soon as possible. In any case, an “I” grade must be removed within the extension time granted; otherwise it will be changed to “F.”

The grade “W” indicates that a student has withdrawn from a course after the drop deadline. This grade is granted by the academic dean only in extenuating circumstances.

A grade of C or better is required to continue in the sequence of language courses (does not apply to RTS-Charlotte).

Normal Course Load

A normal course load is 12 to 18 semester hours for the fall and spring semesters and two to five semester hours for the winter session. The permission of the Academic Dean must be obtained prior to registering for 19 or more semester hours.

Master’s students who take fewer than 12 semester hours of academic work in a regular semester are classified as part-time students.

D.Min. students who take six semester hours of academic work in a calendar year are classified as full-time students.

Course Add and Drop Dates

Students are permitted to add courses after the first day of class if done so by the add date listed in the Academic calendar of the respective campus. An add fee will be charged after the first day of class. Courses may be dropped without academic penalty if done so by the drop date listed in the academic calendar of the respective campus. A drop fee will be charged after the first day of class. No courses may be added or dropped after the deadlines. For refunds related to courses dropped, see the refund policy.

English Bible and Catechism Requirements

Successful completion of a comprehensive examination in biblical content is required prior to graduation for the M.Div., M.A., M.A.B.S., M.A.T.S. degrees. This examination may be repeated until it is passed. A grade of C is considered a passing grade.

All M.Div. students are required to memorize the Westminster Shorter Catechism.

Directed Study Courses

Students may request permission to take an independent, directed study course under the supervision of a professor. For master’s courses, a directed study requires the equivalent of 1,000 pages of reading per semester hour in lieu of class attendance, plus a project approved by the professor. The character of the work and the way of reporting it will be left to the professor, but all directed study courses must be approved by the Academic Dean. These courses must be completed within the semester in which they are started. The normal tuition rate is charged for all directed study courses.

Directed study courses usually are offered to cover subjects that are not included in the published curriculum. Regularly scheduled elective and required courses may be taken by directed study upon the discretion of the professor and Academic Dean only when a course is required for graduation and cannot be worked into a student’s schedule.

Class Attendance

Classroom attendance is for the glory of God and preparation for the gospel ministry. Students therefore are expected to attend class sessions. No student should absent himself from classes in order to fulfill requirements or responsibilities of other classes. Those with absences may be penalized at the discretion of the professor. If students miss class persistently throughout the regular semester, they may be dismissed for academic reasons. In certain exceptional cases, such as extended illness or family crisis, in which it is impossible for students to complete a semester’s work, they may present a written request for permission to withdraw from all courses.

Student Conduct

Students are expected to conduct themselves at all times as mature believers. Exemplary Christian conduct should control our words and our actions, both public and private. In today’s technological environment our words can include texting, emails, social networking and blogging, in addition to our speech. Godly behavior, expected of all Christians, is especially required of those who are preparing themselves to become ministers of the Word or servants in the church. Classroom manners should also reflect this maturity. Students should be respectful of professors, attend all class periods, and hand in assignments on time. Classroom etiquette also includes leaving cell phones turned off, refraining from surfing the Internet and laptop computer games and communicating to your neighbor during lectures.

Student conduct is under the supervision of the Dean of Students. The seminary reserves the right to dismiss any student whose conduct is found to be unsatisfactory on the basis of spiritual or moral principles found in the Scriptures. If desired, the student can appeal the dismissal according to the student appeals policy.

Sexual Harassment

The seminary expects all members of its community to apply sanctified common sense and biblical principles to their relationships. It will not tolerate offensive or inappropriate sexual behavior and requires all faculty, staff and students to refrain from any action or conduct which could be viewed as sexual harassment. Any such harassment is contrary to and prohibited by seminary policy and will be considered grounds for disciplinary action. It should be noted that for academic purposes, some appropriate teaching and discussion of sexual information may occur, particularly in a counseling program; however, these discussions are necessary for the formation of a competent counselor or pastor and therefore does not constitute sexual harassment.

Unwelcome sexual advances, requests for sexual favors, and other offensive verbal or physical conduct of a sexual nature is expressly prohibited. Examples of prohibited conduct include but are not limited to lewd or sexually suggestive comments; off-color language or jokes of a sexual nature; verbal, graphic or physical conduct inappropriately relating to an individual’s gender; or any display of sexually explicit pictures, greeting cards, articles, books, magazines, photos, computer images or cartoons.

The seminary must have the cooperation of all faculty, staff and students in order to implement its sexual harassment policy. It is the individual’s responsibility to report immediately any incident which they believe to constitute sexual harassment. Even if they believe the act is isolated or infrequent, they should report it to the campus Dean of Students or President. The seminary will promptly investigate the situation and take whatever corrective action is necessary and appropriate. The seminary prohibits any retaliatory action against persons reporting conduct which is believed by the reporting individual to be in violation of this policy.

Degree Time Limits

Students enrolled in the master’s degree programs have seven years to complete the degree requirements. Th.M. students have five years to complete degree requirements; D.Min. students have six years to complete degree requirements; Ph.D. students have seven years to complete degree requirements. After the maximum time limit has been reached for a degree program, RTS may require the student to apply for an extension. For doctoral students, extension fees will apply.

Students are considered inactive after a one-year absence from coursework and are normally required to submit re-application materials before re-enrollment. This inactive period may be included in the degree time limits.

Plagiarism

Research papers require borrowing other people’s ideas and words. However, the source of such borrowing must be acknowledged properly so that your ideas are clearly distinguished from ideas that you borrowed. If the source is not acknowledged properly, your work is plagiarism. For an excellent summary on what constitutes plagiarism, see Kate L. Turabian, A Manual for Writers of Research Papers, Theses, and Dissertations (rev. by Wayne C. Booth, etc.; 7th ed.; Chicago: University of Chicago Press, 2007), pp. 77-80 (section 7.9).

Plagiarism includes word-for-word copying, lifting terms, restatement of someone’s argument or line of thought, etc.–all without acknowledgment of source. Plagiarism also includes giving a source partial credit when more is taken from that source than indicated. Plagiarism, whether intentional or unintentional, is very serious. All plagiarism cases are referred to the Academic Dean for resolution. Consequences may include some of the following:

  • repeat the assignment and receive a maximum of a D on the assignment
  • receive an F on the assignment
  • receive an F in the course
  • expulsion from the seminary

Term Papers and Examinations

Unless required earlier by the professor, all course assignments, term papers, and reports must be submitted by the deadline listed in the academic calendar for each campus. Upon approval of the Academic Dean, exceptions to this rule may be made by the professor. Extensions will be granted only for causes deemed adequate, and a written request is required.

All examinations must be taken when scheduled. Exceptions to this rule may be made only upon prior request showing adequate cause to the professor concerned, but the rescheduled examination should be taken during the examination period.

Withdrawal/Readmission/Dismissal

A student planning to withdraw from the seminary should report this in writing to the Registrar. For re-admission, the student is required to submit re-application materials before re-enrollment. This inactive period may be included in the degree time limits.

A student whose GPA falls below C (2.0) after completing 18 hours of coursework is permitted to continue studies for the equivalent of one full-time semester. If the average remains below 2.0, the student is dismissed. After a period of one year, those dismissed for academic reasons may apply for re-admission.

The Marriage and Family Therapy curriculum includes clinical and ethical requirements. If the program directors judge that personal or ethical issues impair a student’s ability to function as a therapist, the student may be required to participate in psychological assessment or remedial therapy and/or may be dismissed from the program.

Transcripts

Transcripts are released only upon receipt of a signed transcript request from the student. Upon graduation, the student receives a copy of the final transcript free of charge provided all accounts at the seminary have been settled. Additional copies are available for a fee. Copies of transcripts may take up to six business days to process.

Advanced Standing

Advanced standing refers to decisions about students’ competence when no transcripts of graduate credit or transcripting agreements are presented.

Students may be exempted out of Greek I (3 hours), Greek 2 (3 hours), Hebrew 1 (3 hours), and Hebrew 2 (3 hours) by taking exemption exams for any one or all of these courses.  The maximum advanced standing with credit that a student may receive is six hours for language exemptions.  If the student was exempted out of more than six hours, the remainder of hours would be advanced standing without credit (up to four hours for an M.A. student and up to six hours for an M.Div. student).

Students may be exempted for subjects other than language.  Requests for advanced standing for subjects other than language should be directed through the Registrar’s Office or Admissions Office for consideration by the Academic Dean.

Privacy of Student Records

RTS maintains the security and confidentiality of student educational records.

All student records are kept in locked rooms and in locked file cabinets. In addition, all transcripted information for current degree-seeking students is digitally “backed-up” at an off-site location.

Since RTS does not accept Title IV student loan monies, RTS is not bound by the Family Educational Rights and Privacy Act (FERPA). However, RTS’ confidentiality policies are generally consistent with FERPA. RTS policies are as follows:

A student may inspect and review his/her academic file and transcript after a written request has been made to the Registrar’s office. The Registrar will make arrangements for access and notify the student of the time and place where the records may be inspected. The Registrar will be present during this inspection and review.

If a student believes his/her academic file and/or transcript are inaccurate or misleading, the student may request to amend the file and/or transcript. The student should write the Registrar, clearly identifying the portion of the record that the student wishes to change and specifying what is inaccurate or misleading. If RTS decides not to amend, the student may use the student appeal process.

RTS will not disclose, without the student’s consent, personally identifiable information found in the student’s academic file or transcript, excepting legitimate educational interests and directory information.

Directory information includes, but is not limited to, name, address, telephone number, email, date and place of birth, spouse’s name, home state, previous schools attended, denomination and presbytery affiliation, grade level, dates of attendance, photo and photo of spouse, degree program, enrollment type (full-time, part-time), and degrees with date of graduation.

Student Complaints and Appeals Process

An appeals process exists to resolve any behavioral or academic problem that cannot otherwise be settled in a biblical manner and assures fairness to all parties concerned. This process is rarely needed and should only be used after all other means have been exhausted. For example, in academic matters that pertain to a class or a grade, the student should first work directly with the professor and/or Registrar. Concerning behavioral or community issues, the student should first consult with the Dean of Students.

If the matter cannot be resolved by the above means, the following appeals process exists:

  1. The student should submit a written appeal to the Academic Dean regarding the issue. Depending on the issue, the Academic Dean may request input from the Faculty. The Academic Dean will render a written decision.
     
  2. If the student is not satisfied with the decision of the Academic Dean, then the student may submit a subsequent written appeal to the campus President requesting a hearing. The campus President may or may not grant the request. If granted, the campus President will appoint an ad hoc committee that may consist of trustees, faculty, staff, and/or institutional officers to hear the case. This committee is authorized to meet with any or all concerned parties to resolve the issue and will render a written decision concerning the case.
     
  3. The decision of the President or the ad hoc committee is considered final, subject only to review by the Executive Committee of the Board to affirm the appeals process was properly observed.
     

 
Katie Roelofs