Standards & Procedures
- Academic Advising
- Academic Grievance Procedure
- Academic Integrity
- Academic Standing
- Communication from the Institute of Pastoral Studies
- Coursework Requirements
- Degree Conferral and Graduation Ceremony
- English-Language Requirement
- Enrollment in Courses
- Final Integration Papers and M.A., M.Div. Projects
- Leaves of Absence
- Military Service
- Protection of Human and Animal Subjects in Research
- Students with Disabilities
- Time Limit for Completion of Degree Requirements
- Transcripts of Graduate Work
- Transfer Credit and Advanced Standing
- Withdrawal from the University
Each degree-seeking student is to have a faculty academic advisor throughout the period of graduate study. Students accepted and enrolled in IPS will be assigned a faculty advisor by their graduate program director. The faculty academic advisor plays a major role in working with the student to ensure a planned, disciplined and well-supervised approach to graduate study. The relationship between advisor and advisee is reciprocal and requires mutual effort in the planning and execution of all aspects of the student's progress. The faculty academic advisor, as a mentor, is to be diligent in providing guidance by being available for regular consultation. The student is likewise responsible for actively seeking the guidance of the faculty advisor and other IPS faculty members for all matters pertaining to the student's progression through the program including degree completion.
Academic Grievance Procedure
Students, faculty members and administrators are strongly encouraged to attempt to resolve informally problems arising from academic matters. The Institute of Pastoral Studies hopes that open communication between all parties and mutual confidence in one another's goodwill will lead to the resolution of problems in this manner. When informal attempts at resolution fail, the management of academic grievances involving students of the Institute of Pastoral Studies is to proceed according to the formal procedures set forth below.
Students, faculty members or administrators may invoke the following procedures when academic grievances arise. Academic grievances include those that arise from matters involving scholarly competence and ethical scholarly behavior; thus, questions regarding evaluation of students, cheating on examinations, falsification or misrepresentation of research data and plagiarism are included within the meaning of "academic." Allegations of misconduct in the design, conduct or reporting of research supported by federal funds shall be handled through the procedures described in the university's policy concerning misconduct in scholarship (published by the Office of University Research Services. Problems arising from clearly non-academic matters fall within the jurisdiction of the university's Division of Student Development, Office of Student Conduct & Conflict Resolution. In cases in which the jurisdiction is unclear or mixed, the Director of the Institute of Pastoral Studies and the vice president for student development will determine the appropriate jurisdiction.
Regarding evaluation of students, the academic grievance procedure applies only to those cases in which the evaluation of the student is alleged to be capricious, in significant violation of clearly established written school policies or a result of improper procedures. An evaluation of a student is capricious if the evaluation is: 1) based partially or entirely on criteria other than the student's performance; 2) based on standards different from those standards of evaluation applied to other students; or 3) based on a substantial departure from announced standards of evaluation. In cases other than those noted above, an evaluation of a student is not a basis for an academic grievance.
The Institute of Pastoral Studies retains copies of all documentation related to the management of grievances under its jurisdiction.
Request for a Hearing: The grievant is to make a written request for a hearing to the Director of the Institute of Pastoral Studies. The request must specify the nature of the grievance and prior attempts to resolve the matter. The request must be made within thirty days after the beginning of the term following the event leading to the grievance (excluding summer sessions).
The Director of the Institute of Pastoral Studies will appoint a hearing board consisting of at least three members, including one student; in addition, alternate members will be available should a member of the standing board be involved in the grievance or otherwise unable to participate. Only members of the IPS faculty or IPS students are eligible to serve on the hearing board. The hearing board is to have a chairperson, appointed by the Director, who is responsible for managing all procedures related to the hearing.
The purpose of the hearing is to ensure that all parties have full opportunity to present their views to the hearing board, and to allow the hearing board to assure itself that it fully understands the parties' views. The conduct of the hearing is informal; it is not bound by rules of evidence or court procedures. All matters of procedure are to be decided by the chairperson of the hearing board in accordance with the following guidelines.
The chairperson of the hearing board is to set the date, time and location of the hearing. The hearing is to take place within 30 days of the request for a hearing, if practicable. All involved parties are to receive timely written notice of the hearing and the matters to be considered. All supporting documentation relating to the matter is to be submitted to the hearing board at least one week prior to the hearing; the hearing board will distribute it in a timely manner to all involved parties prior to the hearing.
The hearing and material submitted to the hearing board are private, and all parties involved in the grievance are to consider their contents confidential; however, if a party disseminates their contents, the party's interest in confidentiality is deemed waived. Electronic recording of the hearing is prohibited.
A party may obtain the assistance of members of the university community in preparing written documentation or in presenting information to the hearing board, provided that the assistants are not attorneys; individuals from outside the university, including attorneys, are not permitted to serve as assistants. The party must notify the chairperson of the hearing board of the names of the assistants at least one day prior to the hearing.
Each party may present information, both orally and in writing, to the hearing board. All parties are to be present throughout the hearing. Each party may call witnesses at the hearing (the party is to submit to the chairperson of the hearing board the witnesses' names at least one week prior to the hearing; the hearing board will notify all parties of the names of witnesses in a timely manner prior to the hearing). The board may direct questions to any party or witness. All individuals presenting information to the hearing board have the responsibility of presenting truthful information.
After the hearing board has gathered all information necessary to understand fully the parties' views, the board will deliberate in private. In reaching its decision, the board will examine all documents and other exhibits and consider fully statements of all parties and witnesses. The decision of the board will be determined by a majority vote of participating board members.
The chairperson of the hearing board will notify the parties in writing of the board's decision within two weeks of the hearing.
A party may appeal the decision of the hearing board to the Director of the Institute of Pastoral Studies. The party is to request an appeal in writing within 30 days of notification of the hearing board's decision; the request must include an explanation of the basis for the appeal. The Director will notify all parties of the request for an appeal and will provide an opportunity for a response. The Director will obtain from the parties and the hearing board information necessary to consider fully the parties' views and the hearing board's decision.
The Director may affirm, modify or reverse the hearing board's decision. The Director will notify the parties of the disposition of the appeal within 30 days of receiving the appeal, if practicable. The Director's decision is final in all cases, except those involving possible expulsion from the university (i.e., a permanent prohibition of enrollment at the university); the penalty of expulsion may be imposed only by the university's provost or senior vice president for health sciences.
Academic honesty is an expression of an ethic of interpersonal justice, responsibility and care, applicable to Loyola University Chicago faculty, students and staff, which demands that the pursuit of knowledge in the university community be carried out with integrity.
Academic dishonesty is characterized by the failure to apply this ethic; i.e., any action whereby faculty, student or staff misrepresents the ownership of academic work submitted in her or his name. A student's failure to practice academic honesty, depending upon the seriousness of the misconduct, will result in a sanction ranging from the grade of F for the assignment to expulsion from the university.
Boundaries of Academic Honesty and Dishonesty
The following sections discuss specific expressions of academic honesty and dishonesty.
Examinations: Obtaining or distributing materials prior to the scheduled examination without the intention of the teacher; providing information to or obtaining information from another student during the examination; or attempting to change answers after the examination has been submitted are violations of the examination process.
Papers: Plagiarism is the use of ideas, language, or work of another without sufficient public acknowledgement that the material is not one's own. The following acts are regarded as such violations:
· Submitting another person's work as one's own
· Submitting a rewritten or paraphrased version of another person's work without attribution
· Allowing another or paying another to write a paper for one's own benefit
Research Procedures: Data misrepresentation or fabrications are clearly unethical. Ownership of data and programs and privileged information and confidentiality of data need to be clarified and respected by all those involved in the research process.
Authorship: In all cases of joint authorship, individuals working together should establish ahead of time the criteria for their co-authorship. Final determination of authorship should reflect effort and contribution, not rank or status. Final program papers and projects may not be co-authored.
Copyright: Laws of the United States and the university need to be respected. Faculty and students are responsible for knowledge and implementation of university policy in this area.
Teaching: Intellectual honesty characterizes the teaching endeavor. Teachers have the responsibility of clearly stating at the beginning of a course, any and all responsibilities of the course and specifying in percentages how the final grade is to be calculated. Furthermore, teachers will inform themselves of appropriate guidelines for the composition of course syllabi and ground rules.
Failure to Practice Academic Honesty
A student's failure to practice academic honesty, depending upon the seriousness of the misconduct, will result in a sanction ranging from the grade of F for the assignment to expulsion from the university. Channels for resolution of matters regarding academic honesty will originate with the relevant faculty members and student and will extend to the program and Institute of Pastoral Studies levels as necessary. All instances of academic dishonesty must be reported to the director of the graduate program.
A degree-seeking student is in good academic standing if he or she: 1) meets the standards of quality of his or her academic program and the Institute of Pastoral Studies; 2) makes satisfactory progress toward completion of degree requirements within the established time limit; 3) fulfills the Institute of Pastoral Studies' requirement regarding continuous registration; and 4) fulfills the Institute of Pastoral Studies' requirement regarding grade-point average. Students who are not in good academic standing are not eligible to receive a degree.
All students, including those who have completed all coursework, are required to maintain continuous registration during the regular academic year (not including summer sessions) until all degree requirements are met, unless they have received a leave of absence. Continuous registration means registration during both semesters of the academic year (unless the student receives a leave of absence). In cases where a student elects to pursue their degree in a summer only basis, continuous registration means registration in continuous summers unless a student receives a leave of absence. (Summer-only student status does not change if they take an on-line course during the regular academic school year.)
Registration in Master's Study is limited to two consecutive semesters:
Graduate students who have not completed their degree are required to be continuously enrolled in a course until their degree is completed. This 0 credit hour course fulfills that requirement for those who are finished with their coursework but not their final projects.
This is a 0 credit hour course. Fee: $500 (on tuition bill).
Students who do not meet the requirement of continuous registration are considered inactive and not in good academic standing. To request reinstatement to active status, the inactive student should discuss the matter with the graduate program director (GPD) and send the GPD a written request for reinstatement, which mustinclude the following information: 1) the academic semester/term for which the student is requesting reinstatement; 2) information as to why the student discontinued her/his studies and information on the nature of any academic or professional work undertaken since the discontinuation of her/his studies; and 3) a proposed time line for completion of outstanding degree requirements.
Reinstatements are not automatic, and students whose requests are denied will not be permitted to continue in their programs. Repeated failure to maintain continuous registration is itself grounds for denying a request for reinstatement.
The program may require additional information from the student as it reviews her/his request. The program may recommend completion of additional requirements (e.g., coursework) as a condition of reinstatement because of the time that has elapsed since discontinuation of studies at Loyola.
Grade Point Average
Students must maintain a grade-point average of not less than 3.00 (B) for all graduate-level courses and undergraduate-level courses taken for graduate credit. If a student, with the authorization of the Director and Graduate Program Director, retakes a course, the most recent grade earned for the course will be used when calculating the student's grade-point average. As indicated above, no student will be graduated with less than a 3.00 grade point average.
Probation and Dismissal
Students who fail to maintain a grade-point average of at least a 3.00 may be placed on academic probation. In such cases, if the student does not raise the grade-point average to at least 3.00 during the next two consecutive terms in which the student registers, the student will be dismissed for poor scholarship.
Students who are near the end of their programs must raise their cumulative GPAs to 3.00 in order to receive a degree. Students will not be permitted to continue taking courses after they have completed all of their program hours in the hope of raising their cumulative GPAs.
A student who earns multiple grades of C or lower, or who otherwise fails to maintain good academic standing, is subject to review and possible dismissal from the program.
No more than two courses for which a student receives a final grade of C+ (2.33) or C (2.00), and no course for which a student receives a final grade of less than a C (2.00), may be applied toward the fulfillment degree or certificate requirements. Such grades, however, will be used in the calculation of a student's grade point average.
Communication from the Institute of Pastoral Studies
Official notices are presented to students through the Institute of Pastoral Studies website or via Loyola e-mail. Students are individually responsible for this information and should check their email and the Institute of Pastoral Studies website regularly. For reasons of confidentiality, as well as efficiency, communications to students will be sent to students’ Loyola email accounts and not to any other email address. Students are responsible for checking this account and/or setting up a forwarding system. The Institute of Pastoral Studies may refuse to provide confidential information using a non-Loyola email account.
IPS students taking courses within Loyola University but outside of IPS may receive credit toward a degree or certificate from: 1) courses at the 400-level and above, and 2) certain 300-level courses.
Regarding 300-level courses (i.e., undergraduate courses), approval of the student's GPD is required for the application of such courses toward a graduate degree. No more than two 300-level courses may apply toward a master's degree.
Other undergraduate courses, including all 100- and 200-level courses, do not apply toward fulfillment of graduate coursework requirements; such courses may, however, be used to fulfill prerequisites These courses do not count in a student’s cumulative graduate GPA.
Integration/M.Div/M.A. Papers and Projects
Upon completion of or during the last semester of coursework, students in most degrees are required to do a capstone project.
M.A. Religious Education
For detailed information about the Integration Project required for the completion of Master of Arts in Religious Education, please click here.
M.A. Pastoral Studies
This program requires an Integration Project at the conclusion of study. The Integration Project typically takes the form of approximately 30 pages in length. Participants may use an appropriate course as the setting for developing the Integration Project. To do this, the student would approach a member of the IPS faculty and indicate a desire to use that faculty member's course which the student plans to take in her or his last semester for this purpose. The Integration Project then becomes the final paper both for the specific course and for the degree. The suggested format is found online at here.
Participants also may approach a member of the IPS faculty and ask her or him to review the Integration Project apart from any course experience.When participants secure a faculty reader for their Integration Project (either as part of a course or independent from any course), they must fill out an Integration Project Registration form, (Integration Project Registration) have the faculty member sign it, and submit the completed form to the IPS Office.
not only demonstrates the foundation out of which the student's work now grows, but also analyzes a project relevant to the future of the student's ministry. The M.Div. project exhibits integration, shows the capacity to reflect upon experience, demonstrates one's ability to research major issues of life and faith, and exercises the skill to link contemporary needs with the tradition. This paper is to be 25 to 40 pages in length. The completed and approved M.Div. Project is due approximately two working weeks before graduation.
Students register for M.DIV. PROJECT for the semester they undertake the project.
A student-chosen faculty reader works with each student on the M.Div. Project. As a first step, the faculty reader approves the student’s case study and questions at which time the case study, questions and reader signature are forwarded to the MDiv. Graduate Program Director for approval. October 1 is the deadline for fall semester registration; February 1 is the deadline for spring semester registration and June 1 is the deadline for summer semester registration.
M.A. Pastoral Counseling
There are two options for fulfilling the graduation requirements. These include the MA Integration Project, and the Applied Ministry Project.
The MA Project provides the student with the opportunity to synthesize his/her didactic and clinical learning of the past two years. This includes the psychological, theological, personal and professional dimensions of the student’s overall experience. Believing that learning has transpired and that personal synthesis has accompanied the student’s journey into the professional pastoral counseling community, the project should give written expression to the steps taken along the way.
The Applied Ministry Project is intended to have a specific, applied focus that will be useful to the student in the future. The project addresses a specific need e.g., trauma in Sri Lanka following the tsunami, or emotional awareness/expression in our Eastern European cultures, spiritual resources for displaced persons in Columbia. The projects include considerable library research which is the integrated into a practical end project.
M.A. Social Justice
The final project is intended as a demonstration of a case study method for social justice issues. The case study for the final project emerges from the student’s own justice ministry experiences (e.g., Internship courses and/or work experience). Students are then challenged to examine those experiences in light of 1) social analysis (e.g. IPS 532), 2) social sciences (your courses in social work, economics, and community organizing), 3) systematic and critical engagement with the Christian traditions (e.g., your courses in Foundations and electives). This reflective critical understanding equips the students to address that problem and develop particular strategies to respond to it (e.g. Leadership). Thus, the MASJ Project entails a concrete social justice case study, resources from the Christian traditions and social and human sciences, and a concrete justice response which can be implemented. Students are to register for the Social Justice Final Project Seminarin the last semester of their final year.
The M.A in Spirituality: Spiritual Direction requires completion of two semesters of the Practicum in Spiritual Direction as its capstone project.
The M.A. in Spirituality: Contemporary Spirituality requires the completion of an Integration Paper.
Student Enrollment Status
Fall and Spring Semesters
Students are considered full time if they are 1) enrolled in at least eight credit hours of coursework, or; 2) enrolled in Master's Study (#605), or a full-time internship or practicum course, or CPE. Students are considered half-time if they are enrolled in at least four but less than eight credit hours of coursework. Students are considered part-time if they are enrolled in one three or less credit hours of coursework.
Students are considered full-time if they are either: 1) enrolled in at least six credit hours of coursework; 2) enrolled in Master's Study (#605), or a full-time internship or practicum course or CPE. Students are considered half-time students if they are enrolled in at least three but less than six credit hours of coursework.
Full- and part-time status are reported to loan companies and to the U.S. government, including the INS. Full- and part-time status are not necessarily related to eligibility for health insurance, or to Loyola’s fees.
Degree Conferral and Annual Graduation Ceremony
Please read the following steps first and then complete them by initiating the Apply for Graduation process in LOCUS:
1. Enter your expected graduation term and verify your degree. If your degree is not correctly identified, please contact the IPS Office immediately.
2. Verify your Premanent Address as recorded in LOCUS. Your diploma will be mailed to yourPermanent Address in LOCUS. Please verify that your Permanent Address in LOCUS is accurate. If you wish to have your diploma mailed to another address, please complete the Temporary Diploma Mailing Address form (PDF) and email if to firstname.lastname@example.org.
3. Verify your Diploma Name. The name that will appear on your diploma will be your Primary Name recorded in LOCUS. If any changes are required, you are asked to enter those changes inLOCUS. If your Diploma Name differs significantly from your Primary Name, a notarized Name Change Request must be filed in the Office of Registration and Records. (For example, if you are adding or changing a Name - First, Middle, Last - or if you are adding a suffix such as Jr., Sr., I, II, III, etc., A Name Change Request must be completed.)
4. Check LOCUS for any Holds that would delay the conferral of your diploma.
Remember: In preparation for the Final Degree Audit, go to LOCUS to verify that all transfer credits and Advanced Standing have been posted to your academic record.
IPS Students are asked to enter the following information in the Apply for Graduation process in LOCUS:
Prior Education, including degree(s), date degree(s) confered, institution(s) from which the degree was awarded
You will be charged a $100 matriculation fee in your first semester of studies at IPS. This covers your graduation fee.
Degrees are conferred in May, August and December. However, there is only one commencement eremony at the end of the spring semester.
Visit Commencement for ceremony dates/times/locations.
(for Degree-Seeking Students who have not received a bachelor's degree from an institution where English is the language of instruction)
The Institute of Pastoral Studies’ English language requirement is intended to further students' academic success and allow them to attain a level of proficiency expected of students completing a graduate program at a U.S. university. As stated in the application form, the requirement applies to degree-seeking students who have not received a bachelor's degree from an institution where English is the language of instruction. The requirement includes assessment of students' English skills and, depending on the results of the assessment, coursework. Students must complete the requirement in their first term in order to be eligible for continued enrollment in IPS.
IPS may grant a student an exemption from the English-language requirement if the student has written and orally defended a thesis or dissertation as part of completing a graduate program at an institution where English is the language of instruction. All requests for exemption must be in writing and include appropriate supporting documentation. Requests must be sent first to the student's graduate program director, who then sends it to the IPS Director with a written recommendation regarding the request. The Director will not grant an exemption without receiving a positive recommendation from the Graduate Program Director. Requests for exemption must be received by the Graduate Program Director at least one week before the placement test preceding the student’s first semester as a degree-seeking student. The Graduate Program Director in consultation with the Director will determine whether the student qualifies for an exemption and will notify the student of its decision.
Either a TOEFL or IELST score report is required for international applicants whose native language is not English. For the TOEFL, a score of at least 213 on the computer-based test or 550 on the written test is required. The minimum score for the new TOEFL iBT (internet-based test) is 79. For the IELTS, a minimum score of 6.5 is required. This requirement is waived for those who have completed a four year U.S. bachelor's degree program, as well as for those who are citizens of the following countries, or have completed a bachelor's degree at a recognized institution at which the language of instruction is English in these countries -Canada, the United Kingdom, Ireland, Australia, or New Zealand.
Note: copies and faxes are not accepted as official documents; we must receive test scores directly from the testing service.
As noted above, students whose score on the placement test indicates they are in need of additional English instruction will be required to complete coursework in Loyola's ESL department to improve their English reading, writing and speaking skills. This coursework will be in addition to the courses required in the student's IPS program and must be taken immediately following the placement test.
Students are expected to attend all classes and complete all assignments. Students must receive a grade of CR (credit) for each required course; courses for which students receive a grade of NC (no credit) will not apply toward fulfillment of the English language requirement.
If extraordinary circumstances prevent one from taking required coursework in the first semester, the student may request to defer coursework for one semester. Requests for deferrals must be in writing and sent first to the student's graduate program director, who sends it to the Graduate and Professional Enrollment Management with the Graduate Program Director’s written permission to process the deferral. Requests for deferrals must be received by the Institute of Pastoral Studies within one week of notification of placement test results. The Graduate Program Director will notify the student of her/his decision and note this in their file.
Students with questions regarding English-language policies should contact their graduate program director. Students with questions regarding the nature of the placement test or coursework should visit the ESL department's Website at www.luc.edu/esl.
Enrollment in Courses
While academic advising is available from the student’s program, each student is responsible for developing an accurate and appropriate schedule of classes each term. Students are allowed to change their registrations in conformity with the guidelines established by the Office of Registration and Records and the Bursar's office. Students are responsible for maintaining the accuracy of their enrollment and understanding the academic and financial consequences of adding or withdrawing courses.
The grades (and associated grade-point values) in the Institute of Pastoral Studies are as follows:
WF Withdrawal, Failure
NP No Credit
The Institute of Pastoral Studies expects students to complete all coursework by the end of the term during which the courses were taken. However, if a student and the instructor make arrangements in advance, a student may receive a grade of I (Incomplete) at the end of the term. The student is to complete the outstanding work and submit it to the instructor according to a schedule approved by the instructor, subject to the following Institute of Pastoral Studies policies.
For Incompletes assigned in Fall, 2006 and later, the student must complete and submit all outstanding work to the instructor by the last day of the semester following the term in which the I grade was assigned. (For purposes of incomplete grades, the various Loyola University summer sessions are counted together as one semester.) If the student does not turn in the work by the deadline, the Incomplete will automatically become an F. The Institute of Pastoral Studies will not approve a change of grade if the student does not complete and submit the work to the instructor within one term of the assignment of an Incomplete grade.
For Incompletes assigned before Fall, 2006, the student must complete and submit all outstanding work to the instructor within two calendar years of the assignment of the I grade. The Institute of Pastoral Studies will not approve a change of grade if the student does not complete and submit the work to the instructor within two years of the assignment of an Incomplete grade.
For all Incomplete grades, if the student completes and submits all outstanding work to the instructor within one term of the assignment of the Incomplete grade, the Incomplete grade will be erased from the student's record and the evaluative grade entered in its place (for purposes of incomplete grades, the various Loyola University summer sessions are counted together as one semester).
Master's Study (#605), and certain other graduate courses (i.e.: Pastoral Counseling sessions, Spiritual Direction sessions, Identity-Integration, Crisis Management, M.Div. Project, MDiv, MARE and MASJ internships/practica) are graded on a credit/no credit basis. A grade of P (pass) indicates that the student made satisfactory progress toward completion of course or degree requirements. A grade of NP (no pass) indicates that the student did not make satisfactory progress toward completion of course or degree requirements.
The Pass/Fail option is not available for courses taken for graduate credit, with the occasional exception of designated internship courses. The Pass/Fail option is available for other courses (e.g., foreign-language courses taken to fulfill a research-tool requirement).
Leaves of Absence
Official leaves of absence are intended for students who wish to discontinue temporarily their graduate studies due to special circumstances (e.g., medical, personal or professional reasons). Students who are on a leave of absence may not use University resources. A leave of absence postpones all deadlines concerning completion of degree requirements for the duration of the leave of absence. A student requesting a leave of absence is to complete a Leave of Absence form and contact the program's graduate program director. The graduate program director is to then make a recommendation on the student's behalf to the IPS Director. Decisions regarding the approval of leaves of absence rest with the Graduate Program Director in consultation with the Director; when reviewing requests for a leave of absence, additional information or documentation from the student may be required. In cases where the graduate program director recommends that the leave of absence not be granted, the student may petition the Director to consider her/his request. International students admitted to the United States on temporary visas must also receive approval from the university's Office of International Programs for information regarding eligibility for a leave of absence.
Leaves of absence are limited to a period of one full academic year. If a student is not prepared to return to active status after one year, the student may request a renewal of the leave of absence for a period of up to one year; in such cases, the graduate program director and the IPS Director will review the student's record and future plans to determine whether an additional leave is in the best interests of the student and the IPS program.
In order to be reinstated to active status, the student must notify the Graduate Program Director in writing upon returning from a leave of absence. Unless the student is granted a renewal of a leave of absence, the student must return to active status in the semester following the expiration of a leave of absence; failure to do so may result in dismissal from the program. If a student does not return from a leave of absence after two consecutive years, s/he must complete an Application for Re-Admission to the program.
Students who have been called into the armed services of the United States and who are consequently withdrawing from the university before the end of the withdrawal period will receive a refund of all tuition and fees paid for the period in question but no academic credit. If they withdraw after the end of the withdrawal period, they will receive full academic credit for the semester with grades as of the date of withdrawal but no refund of tuition.
Protection of Human and Animal Subjects in Research
A graduate student preparing to conduct research involving the use of human or vertebrate animal subjects, whether or not such research is pursued in connection with a final project, must secure approval of the university's Institutional Review Board for Protection of Human Subjects (IRB) or the Institutional Animal Care and Use Committee (IACUC) prior to undertaking the research. Please consult LUC.edu/ors/compliance.shtml for complete information.
In order to be certified as active students and to have access to university resources, both new and continuing students are to register before each term in which they are taking courses, working on a thesis or dissertation, completing a practicum or internship or otherwise engaged in graduate study. Applicants must be officially admitted to the Institute of Pastoral Studies before they will be permitted to register. Students are responsible for registering for courses in a timely manner through the university's registration system.
No one is permitted to attend any class without first officially registering for that class. A fee is charged for late registration. Students may not register for classes after the late registration period.
Registration at Loyola University Chicago is done through the LOCUS on-line registration system. For specific information on registration, please refer to http://www.luc.edu/regrec.
Registration for Directed Study, Directed Readings, Independent Study and Practica
Individual programs may require students to receive approval prior to registering for these types of courses. A Guided Study form must be completed by the student and faculty person overseeing this study.
Cross-Registration within Loyola University
Students intending to take a course outside the academic unit that includes their program must obtain approval from the course instructor and the "host" unit. Fill out the Inter-Program Course Enrollment Form. Students should contact the host unit for information about registration procedures. They should also consult with their home program to see if these courses will count toward the degree.
External Cross Registration
IPS maintains cross registration agreements with a number of Chicago area theological schools during the fall and spring semesters. Students are able to register through IPS for designated classes offered at the following schools: Chicago Theological Seminary, Garrett Evangelical Seminary, McCormick School of Theology, and Meadville-Lombard Theological School. In order to review courses available to IPS students at these schools, go to http://ww.northpark.edu noting listings for the above 4 schools only.
Post Graduate Tuition Remission Registration
To encourage continuing education, IPS has developed the postgraduate tuition reduction program. This program allows students holding a master's degree from the Institute of Pastoral Studies or theological and ministerial degrees from other institutions of higher learning in specified areas to register for additional study in the same area, as an auditor at a 50% tuition reduction.
Registration for specific classes is for audit only and not for credit. Nonetheless, participants using the tuition reduction program are not required to complete all the assignments of the courses for which they register. Audited courses may not be used for credit toward any additional degree at Loyola. Registration in a particular course is governed by the ordinary approval applicable to any graduate course and is further limited by the availability of space in the desired class. A participant may not take courses for credit and audit simultaneously.
Post Graduate Tuition Remission Recipients are not required to complete course assignments, including examinations and term papers, since there is no credit attached. Class attendance is required, and these students have a right to participate in class discussions. A grade of AU indicates satisfactory attendance; students who do not meet the attendance requirement will receive a grade of W. Post Graduate Tuition Remission recipients are assessed one-half tuition.
Individuals wishing to take advantage of the postgraduate tuition reduction program should apply to IPS through the Graduate and Professional Enrollment Management Office as a non-degree seeking student. After the student has been admitted into IPS, the student must contact the IPS Office and request Post Graduate Tuition Auditor status. (This should be done at least two weeks prior to the beginning of each semester.)
Withdrawal from a Course
After the official late and change of registration period ends, official withdrawals from class are made only with the permission of the Graduate Program Director and according to the procedure for change in registration.
Students who stop attending a class but have not officially withdrawn will receive the final grade of "WF," which is a penalty grade and equivalent to a grade of "F". Students will incur full financial obligation to the university. Voluntary and repeated unofficial withdrawals from class may result in the student being barred from further attendance in the university. Students may withdraw from class with the final grade of "W" through the first ten weeks of the semester or first four weeks of a summer term.
Students contemplating official withdrawal from a class and receiving or expecting to receive financial assistance should consult with the Office of Student Financial Assistance.
Adding a Course
Students who would like to add a course after the regular registration period must complete a Change of Registration form and obtain the approval of their graduate program director. The form is then submitted to the IPS Office for approval. Such requests are approved only in extraordinary circumstances.
Number of Courses Allowed
Registration for nine credit hours per semester is considered the normal full-time course load. The maximum course load for Institute of Pastoral Studies students is 12 credit hours per semester and six credit hours per summer session.
Registration of Undergraduate Students in Graduate Course
Undergraduates who are judged capable of pursuing graduate studies may be admitted to IPS courses with the approval of the course instructor and the Graduate Program Director of the IPS program offering the course. Such courses are ordinarily applicable only toward the student's undergraduate degree; however, under certain circumstances such courses may be applied towards a IPS graduate degree (see the policy on transfer credit below).
Repetition of Course
Students may repeat a course in which they previously received a passing grade only with the specific authorization of the Graduate Program Director. Authorization to repeat courses merely to improve the grade will rarely be given.
In an authorized repetition of a course the student will not receive credit hours toward graduation for both courses. The student will only receive credit hours toward graduation for the most recent attempt, and only the last grade received will be counted in the student’s GPA.
A student who repeats a course without permission of the Graduate Program Director earns neither credit hours nor quality points for the repeated course.
Students with Disabilities
At times, students with disabilities may wish to avail themselves of the university's ancillary services. Students who would like accommodations at the university need to contact the Coordinator of Services for Students with Disabilities. Contact information is available at LUC.edu/sswd.
Time Limit for Completion of Degree Requirements
Students must complete all master of art's degree requirements within five years of beginning the first course at Loyola University Chicago taken as a degree-seeking student. Students must complete the Master of Divinity degree requirements within seven years of beginning their first course at Loyola University Chicago taken in that degree program.
Extensions of Time Limits
A student may request an extension of the time limit for completion of degree requirements due to special circumstances (e.g., medical, personal, professional, or research related reasons). A student requesting an extension shall complete an Extension of Time Limit for Completion of Degree Requirements form ( ), attach required information, and contact the Graduate Program Director.
Extensions are ordinarily limited in duration to one full academic year. If a student has not completed all degree requirements by the extended deadline, the student may request an additional extension for a period of up to one year; in such cases, the Graduate Program Director will review the student's record and future plans to determine whether an additional extension is in the best interests of the student and the program Students who do not complete all degree requirements within the required time limit are subject to dismissal from the program. If a student receives such an extension, she/he must either take a Leave of Absence or be enrolled in Master’s Study (IPS 605).
Transcripts of Graduate Work
All courses taken by the student and other relevant academic information are included on the student's official academic transcripts, which are maintained by the university's Office of Registration and Records. Students can access their unofficial transcripts (and grades) through LOCUS.
Transfer Credit and Advanced Standing
Persons applying to IPS degree programs who have previous education for ministry experience, either in accredited graduate-level programs or in venues where academic credits are not granted (such as diocesan diaconal training or lay ministry education programs), may apply for "advanced standing" or "transfer of credit" in any of the master's degree programs.
For the M.A. degrees, the upper limit for the number of hours granted in either advanced standing or transfer of credit is one-third of the total number of hours required by the degree, e.g., 12 hours in pastoral studies, spirituality, religious education and social justice; 16 hours in pastoral counseling. For the M.Div. degree, advanced standing/transfer of credit follows the same pattern as Loyola doctoral programs. Up to one-half the total number of hours (36 credit hours) can be transferred from an approved M.A. and/or M.Div. program.
Requests for advanced standing or transfer of credit must be made in writing to the Graduate Program Director responsible for the student's particular degree being applied to, accompanied by an official transcript of those credits; or, in the case of substantive educational programs not granting academic credit, by a complete written description of specific learning experiences as proof of competence. The Graduate Program Director will make a judgment regarding the quality and quantity of the previous learning and its relevance to the specific degree requirements. In each case, IPS seeks to be fair in recognizing ministry competencies already achieved and in maintaining the integrity and focus of its own degree programs.
Withdrawal from the University
An enrolled student who wishes to withdraw from the university during any semester must notify the Director of IPS and his or her graduate program director in writing (email is sufficient). A student is considered to be in attendance until such notice has been received. All financial refunds or obligations are dated from the date of the formal notice of withdrawal and not from the date of the last class attended (see Schedule of Classes for tuition refund policy). It is the student's obligation to inform the Graduate Program Director promptly of the intention to withdraw. Telephone messages or non-attendance in class are not official notification.
A student may be required to withdraw from the university because of academic deficiency, lack of sufficient progress toward completion of degree requirements, failure to adhere to university requirements, degree requirements and/or regulations for conduct or failure to meet financial obligations to the university.