Academic Standing

Enrollment Status

There are six enrollment status categories:

  1. Active: Matriculated and making satisfactory progress in academic program
  2. Non-degree: Attending classes but not seeking a degree
  3. On Leave: On an approved leave of absence for a specific amount of time
  4. Withdrawn: Voluntary and student-initiated removal from the academic program (The individual is eligible for readmission to the department and school.)
  5. Discontinued: Failure to register for a required academic term, to obtain an approved leave of absence, or to return from an approved leave of absence will result in removal from the academic program(s) (The individual is eligible for readmission to department and school.)
  6. Dismissed: Permanent termination of active student status in the Program and school in addition to the loss of all pertinent rights and privileges (The individual is prohibited from readmission to any program or department in the school.)

Full-Time Status Unit Requirement

A full-time student must enroll and satisfactorily complete a minimum of 8 units per academic term (fall, winter, and spring quarters). Students are not required to enroll in the summer session in order to meet program requirements.

Academic Performance Standards

Students are expected to maintain an overall minimum GPA of 3.0 (“B” grade). Those falling below this standard will be placed on academic probation. See the section on academic probation for details.

Students receiving a grade below C- in any one course will be dismissed from the program of study and the school. Dismissed students are not eligible for future admission into any academic program in the school.

Course Load

Students may carry no more than 16 graduate units in a single quarter. Students wishing to exceed this limit must gain permission from the Program Director.

Academic Probation

Students failing to maintain the required grade point average or make satisfactory academic progress will be notified by the Director at the end of the term and the student will be placed on academic probation.

Students on academic probation are required to meet with the Director to discuss the situation and develop a plan for improving their academic performance. A summary of the discussion is to be written and submitted to the Senior Administrative Assistant. This record will be placed in the student’s academic file. This process must be completed by the deadline to add courses for the specific quarter.

Any student failing to make satisfactory academic progress by the end of the following quarter (except summer) will be dismissed from the program of study and the school.

Program Withdrawal

Students must discuss their plans to withdraw with the Director of the GPPM before initiating a withdrawal from the University.  International students holding visas should contact the Global Engagement Office to discuss how a withdrawal will affect their visa status.

When a student initiates a withdrawal from the University, a request must be made in writing to the Graduate Programs in Pastoral Ministries office via email at pastoralministries@scu.edu. This email authorizes the Office to close the student’s degree program and cancel the authorization to register. The request must be received prior to the start of the quarter in which authorization to register is to be cancelled.

Students who want to withdraw for health reasons or emergencies must contact the Program Director. The Director and Dean will work together on an appropriate response to the specific circumstance. For details, refer to the Student Handbook of Santa Clara University.

The student is responsible for dropping courses through Workday separately from withdrawing from the University. Withdrawal from the University is not considered officially completed until all financial obligations are cleared with the Bursar’s Office. Students on deferments or federally funded loans must also clear financial obligations with the Financial Aid Office.

Readmission

A student who has withdrawn or been discontinued from the school and wishes to return must submit a new application for admission. For details, see the website's information.

Readmission decisions are made at the discretion of the Director and are based on several factors including, but not limited to, the following: the applicant’s academic status when last enrolled;  the length of the absence; the perceived potential for successful completion of the program; and any other factors or considerations regarded as relevant by the Director.

Students dismissed from the department and school are not eligible for readmission.

Changing Status within the Academic Program

A student who was admitted as a non-degree student and who originally submitted one letter of recommendation with his/her application must submit an additional letter of recommendation from instructors in the Graduate Programs in Pastoral Ministries to change to degree-seeking status. A signed Petition to Add/Change of Degree Program form must be submitted to the Office of the Graduate Programs in Pastoral Ministries at pastoralministries@scu.edu

Enrolling in a Course Outside One’s Graduate or Professional Program

Graduate and professional school students at Santa Clara University who want to explore fields and disciplines outside their degree programs may apply to enroll as non-degree students in classes offered by another academic program or school of the University.

Each school’s Student Services Office has an Enrolling in a Course Outside of One’s Graduate Program form.

Current Santa Clara students seeking to enroll in a course in a different Santa Clara school need to obtain and submit this form to the school in which they wish to enroll. Since current students have already been admitted to the University, the application fee and requirements for external letters, transcripts, and test scores will be waived.

Non-degree student status does not constitute admission or advanced standing in the target program.

Note the following applicable policies:

  • To enroll in a class in another school, a student must have completed relevant prerequisite courses or their equivalents.
  • Pre-payment is required. Enrollment will be permitted only after the end of the add/drop period in order to ensure that students who are matriculated in the degree program can complete the required curricula in a timely manner. Tuition will be reimbursed if the class is full.
  • Students will pay the per-unit tuition charge of the school or program offering the class.
  • Financial aid is not ordinarily available for enrollment across schools.
  • Santa Clara University students enrolling as non-degree students across schools may enroll in only one course per term.
  • The course will be recorded on the transcript, but credit will ordinarily not be applied toward the degree program in which the student is matriculated. The grade will ordinarily not be included in the GPA.
  • Exceptions to any of the above must be approved by deans (or their designees) from the original and target schools.

Time Limit for Completion of Academic Program

Requirements for the Master of Arts in Pastoral Ministries degree must be completed within ten years of admission. This timetable includes leaves of absences.

Requests for an extension of the time-to-completion requirements must be made in writing and submitted one month before the conclusion of the program’s time limit. The request must include a detailed plan of how and when the requirements will be met. The Office of Student Services and Assessment and department chair must approve the request. The school has no obligation to grant an extension. Typically, the maximum extension is one calendar year. However, a student may seek additional extensions with the approval of the Director of the Program.

Failure to satisfactorily complete the academic requirements (including University, and program requirements such as successful completion of comprehensive exams or Capstone e-Portfolio) within the established time limits may lead to dismissal from the Program.