Santa Clara University

Jesuit School of Theology of Santa Clara University in Berkeley

JST Academic Policies & Procedures

Leaves of Absence

Students may request a leave of absence, in writing, from the JST Associate Dean, stating fully the reasons for the request. A leave of absence indicates a break in a student's program. While on leave a student may not use the resources of the GTU Library, JST Dean's Offices, student services, or of the faculty. A leave is granted for either one term or one year. Note that a student may not graduate during a leave period, and must return to active status in the semester he or she wishes to graduate.

There is a leave fee each semester for a leave of absence from all JST degree programs. See the 2014-2015 Tuition and Fees schedule for further information.

Cannot Graduation While on Leave

Students cannot graduate while on leave of absence. They must be registered in the semester in which they graduate unless they have paid tuition in the previous semester and successfully defended the thesis or dissertation by the end of the late registration deadline of the next semester and filed the thesis or dissertation by the filing deadline in the semester they intend to graduate.

Extension of Program

Each degree program has a time limit within which the program must be completed. If the student exceeds that time limit, she or he must petition in writing for a program extension. The petition should be made to the JST Associate Dean, and should state the reason for requesting the extension and include a realistic and detailed schedule of completion of the program, which has been checked with the student's advisor. An extension is granted for one year only, although under certain cir­cumstan­ces a second extension may be petitioned.


Time Limit


4 calendar years from the date of initial registration in the program


6 calendar years from the date of initial registration in the program


4 calendar years from the date of initial registration in the program


2 calendar years from the date of initial registration in the program


4 calendar years from the date of initial registration in the program


5 calendar years from the date of initial registration in the program

Withdrawal from Program

Withdrawal severs the relationship between the student and the Jesuit School of Theology. It is intended to be an irreversible decision.

Reinstatement Requests

If a student has withdrawn, he or she may petition the Associate Academic Dean for reinstatement within two years of withdrawal. Such petitions are extraordinary; there is no presumption of a right to re-enter.

Two years after having withdrawn, students requesting re-admission have to re-apply through the normal admissions process. They would normally be required to redo or recertify all work.

Termination of Program

Students who do not respond to the letter requesting registration or petition for leave will be removed from active rolls, and their programs will be terminated.

A student whose program has been terminated may petition for reinstatement within two years. This process will be the same as for withdrawn students.

Please keep JST informed of your current address at all times so that we can send you information you will need to keep your status active.

Continuing Registration

All JST students in programs that culminate in a final thesis or project (Th.M. and S.T.L.) are considered to be in continuing registration once they have completed their course work, plus the required registra­tion for the thesis, project or synthesis paper, but have not yet finished the final paper. 

S.T.D. students enter continuing registration status after four semesters of full-time registration in the S.T.D. program. Students in continuing registration status will register for and pay for 6 thesis or dissertation units, yet will be considered to be full-time students.

Students in the M.A. programs should follow the policies and procedures regarding continuing registration status as spelled out in the GTU M.A. Handbook.


Grading is either according to the traditional letter-grade scheme or on a pass-fail basis, at the student's option in each course. A grade once recorded cannot be changed on the transcript through any subsequent work of the student. Students in all degree programs must maintain a 3.0 Cumulative Grade Point Average (CGPA) to graduate. A grade of B- or better is necessary in all courses used to satisfy a requirement for all Jesuit School of Theology degree programs.

Letter Grades
A (excellent), B (good), C (fair), D (poor), F (failure). The grades B, C, and D may be modified by a plus (+), and grades A, B, C, and D can be modified by a minus (-).

Grade Points
Grade points per unit are assigned as follows: A=4, B=3, C=2, D=1, and F=0. When attached to the grades B, C, or D, plus (+) grades carry three-tenths of a grade point more per unit than the unsuffixed grade (e.g., B+ = 3.3). When attached to the grades A, B, C, or D, minus (-) grades carry three-tenths of a grade point less per unit than the unsuffixed grade (e.g., A- = 3.7). The maximum number of points for any course is a 4.0. A grade of Pass carries no grade points and is excluded from all grade point computations.


At the Jesuit School of Theology, a Pass is equivalent to "B" or better work.

GTU M.A. students may not apply courses taken for pass/fail toward the M.A. degree.

Jesuit School of Theology Master of Theology (Th.M.), Licentiate in Sacred Theology (S.T.L.), and Doctor of Sacred Theology (S.T.D.) students are expected to take courses on a letter grade basis; however, students may petition the Associate Dean for permission to take some courses pass/fail.


Students may choose to audit a course or courses. Auditors are required to register and pay the regular tuition charge. While students receive no academic credit for audited courses, class attendance is required, and such courses are recorded on the student's transcript record with "Audit" written in the grade column.

Students auditing Jesuit School of Theology classes must formally register ("Audit") for those classes, and students' names should appear on class lists.

Students must attend class in order to successfully receive an "Audit" on their transcript. The instructor decides whether or not auditors will be allowed in a course and what class requirements must be met.


An "Incomplete" earned by a student can be changed to pass-fail or letter grade only if the teacher, on request of the student, is willing to assume this additional burden of work beyond the course. The GTU common policy is as follows: "Students are responsible for finishing a term's work within the term. In order to take an Incomplete the student must fill out a petition for an Incomplete before the last day of the term. Incomplete work is due to the teacher three weeks after the end of the term in which the course is taught. Instructors are required to remove the Incomplete by the sixth Friday after the end of the term."

The Incomplete grade becomes an "F" if no new grade is received by the end of the sixth week. Petition forms to request an Incomplete are available in the office of the Assistant Academic Dean, and must be completed and filed with that office no later than the last day of the term.

N.B. In courses taken by cross-registration from UCB, the student will, without exception, be required to follow the policy of UCB with respect to: 1) the possibility of removal of an Incomplete and 2) the time intervals within which removal must be effected.

Policies and Procedures on Student Appeals of Grades

I. Policy Guidelines

Grades are not negotiable. There should be no questioning of a faculty member's academic judgment on a grade. In registering for a class, students implicitly agree to allow the faculty member to make a qualitative judgment of their command of the subject matter, which will be expressed as a letter grade. Any questioning or appeal of a grade should therefore be limited to procedure, e.g., to computational efforts of failures to follow grading policies set forth in the syllabi.

Any system of grade-appeal should protect the rights of faculty members as well as the rights of students.

The results of any system of grade-appeal should not be binding upon the faculty member. Any decision to initiate a change of grade should remain the faculty member's.

Any procedural complaint regarding a change of grade must be initiated within four weeks of the beginning of the next scheduled term, not including the summer session.

II. Procedure Guidelines

A student with a complaint must first discuss the matter with the faculty member.

If the matter is not resolved at this level, the student may then take the matter to the chairperson of the department involved. The chairperson will discuss the case with the faculty member and may recommend that the faculty member review the grade. Upon request of the student, the dean will proceed in similar fashion. Should the student request it, the dean will pass the matter on to the Provost.

This process of review gives the chairperson, dean, and Provost the right to discuss the matter with the faculty member, and if they think it appropriate, request that the faculty member review the grade. Any recommendations made will not be binding upon the faculty member against whom the complaint is lodged. The decision to change a grade remains with the faculty member.

Academic Probation Policy

Students in degree programs must maintain a 3.0 Cumulative Grade Point Average (CGPA) to graduate. Students whose Grade Point Average (GPA) falls below 3.0 in two successive semesters, or who fail to address outstanding incomplete grades, are subject to academic probation. Students failing to show improvement are subject to dismissal. More information about academic probation is available from the Associate Academic Dean. The Jesuit School reserves the right to dismiss students whose academic progress is unsatisfactory. Students who are dismissed for academic reasons normally cannot be readmitted to a degree program.

Inclusive Language Policy

The academic community of the Jesuit School recognizes that the language and images used in daily communication both form and reflect the way persons perceive, regard, and treat one another. The school affirms the usage of unbiased and inclusive language in written, oral, and visual communication.

Sexual Harassment Policy

The Jesuit School strives to be a place of work and study that embodies the journey of faith and the promotion of justice that is the mission of the Society of Jesus and the School. The Jesuit School is therefore committed to creating and maintaining a community in which all persons who participate in School programs and activities can work together in an atmosphere free of all forms of harassment, exploitation, or intimidation, including sexual. Every member of the School community should be aware that the Jesuit School is strongly opposed to sexual harassment and that such behavior is prohibited both by law and by School policy. It is the intention of the School to take whatever action may be needed to prevent, correct, and, if necessary, discipline behavior that violates this policy. The full text of the School's Sexual Harassment Policy is contained in both the Student Handbook and the Faculty Handbook, which are distributed annually to the members of the JST community. Copies of the Handbooks are available in the Office of the Associate Academic Dean.

Family Educational Rights and Privacy Act

Annually, the Jesuit School informs students of the Family Educational Rights and Privacy Act (FERPA) of 1974, as amended. This Act, with which the institution intends to comply fully, was designated to protect the privacy of education records, to establish the right of students to inspect and review their education records, and to provide guidelines for the correction of inaccurate or misleading data through informal and formal hearings. Students also have the right to file complaints with The Family Educational Rights and Privacy Act Office (FERPA) concerning alleged failures by the institution to comply with the Act. A link to the policy can be found online here as well as in the JST Student Handbook. A copy may also be requested from the JST Registrar.

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