Pacific Lutheran Theological Seminary (PLTS)

University Graduate Academic Policies

Please refer to the Graduate Academic Policies in this catalog.

PLTS Academic Policies

All Pacific Lutheran Theological Seminary academic policies and procedures (including but not limited to curricular, registration and enrollment, course learning, and academic performance policies and procedures) are subject to standard California Lutheran University policies and procedures. Any variance in policies and procedures in the PLTS Catalog are superseded by those of California Lutheran University unless determined otherwise.

I. Curricular Policies

A. Four-year Degree Requirement

Normally, a seminarian cannot be awarded the MDiv or MTS without first receiving a four‑year college degree. A seminarian will not be admitted to the second year of full‑time degree work unless all work for the college degree is completed.

B. Transfer of Course Credits

Upon review by the Office of the Dean and evaluation by the Office of the Registrar, up to two-thirds of the degree programs' total credits with a grade of C (or equivalent) or above may be transferred into a PLTS program. Undergraduate level courses are not transferable. In order to qualify for the PLTS MDiv degree, a seminarian presenting credits for transfer must normally be in the degree program with PLTS for at least the final year of course work.

C. Requirement Exemptions

Seminarians may be exempted from required courses by:

1. Examination

This especially applies to language, Bible, and history courses prior to the opening of fall semester. The successful completion of an examination does not carry course credit but permits the seminarian to substitute advanced courses in the subject area. Work in addition to the examination or specific advanced courses may be prescribed.

2. Equivalent Courses

Equivalent courses taken at another graduate‑level school. To establish equivalency, in addition to a transcript record, seminarians should provide a course syllabus to be reviewed by the faculty of a subject area. Equivalency does not necessarily carry course credit.

D. Variance from Prescribed Program Procedure

In all cases of variance from the prescribed program, the seminarian should confer with their academic advisor, who will be in consultation with the Office of the Dean. Consultation with the Office of the Dean will be required before approval is final. The seminarian is responsible to see that a record of permission for the variance is included in their file by the Office of the Dean.

E. Full-Time Descriptions for Programs

A full‑time program is defined as 12 credits per semester. 6 credits per semester is the minimum required to qualify for financial aid.

Note: Assuming a year-long internship, the MDiv seminarian must average 36 credits per year of coursework in order to graduate in three years in the MDiv.

F. Maximum Time Allowed to Complete Programs

MDiv (star: 4 years + internship       

MTS: 4 years                                                        

CTS and CATS:  2 years                                        

Note:  Credit transferred to programs is applied to time allowed in all programs.

Minimum Tuition Requirements

The allowable minimum tuition paid for the MDiv Pathway completed at PLTS must equal full-time tuition for six semesters, plus internship year charges based on charges in effect during the years of enrollment. For the MDiv Intensive Pathway, the minimum tuition paid must equal full-time tuition for four semesters, plus internship year charges based on charges in effect during the years of enrollment. For seminarians transferring from other schools, minimum tuition required for the MDiv and MTS degrees will be adjusted according to a determination of the number of credits transferred to the PLTS degree program.

II. Registration and Enrollment Policies

A. Course Planning

Seminarians are expected to take courses as prescribed in the curricula which apply to their programs and classes upon entrance to PLTS. Seminarians must have prior permission for any variance. This permission is recorded on the Completion, Waiver, Substitution or Delay of Required Course Form available from the Office of the Dean and online. The form must be completed and submitted to the Office of the Dean before a seminarian can register for a substituted class. There is normally a limit of two special reading (independent study) courses during the seminary program. Exceptions to this policy are approved by the academic advisor in consultation with the Office of the Dean.

The seminarian should also be cognizant of the fact that classes are scheduled with the prescribed course sequence in mind. Variance in the program may result in schedule conflicts. In the case of a schedule conflict, the regularly scheduled required course has priority. To view individual progress towards a degree, seminarians can use the Program Evaluation tool under Students in WebAdvisor in their MyCLU.

B. Area and Free Electives

Electives may be taken from among appropriate courses offered by any of the members of the GTU combined faculties. Beyond the courses offered through PLTS and affiliated GTU schools, seminarians may participate in the program offerings of the centers related to the GTU. Courses cross-listed in two areas (for example, STNTxxxx) can only be used to satisfy electives in the area listed first (in this case, ST) unless determined otherwise by the area faculty and approved by the Office of the Dean.

Full-time degree seminarians may also register for one course each term at the University of California at Berkeley or other accredited institutions in the area (i.e., Mills College or Holy Names College). Contact the Office of the Dean or the GTU Common Registrar for cross-registration details.

C. Residential and Online Courses

Students completing a Distance Learning degree program will be required to come to the campus in Berkeley for the first week of courses in their first year of study. Additionally, students in a Distance Learning program will be required to take one course in person on the Berkeley campus each Intersession in January.

D. Summer Session Credit

Seminarians may apply credit received from courses in GTU school summer sessions to elective requirements with permission of the Office of the Dean. Seminarians wishing to apply credit from other continuing education courses must receive prior approval from the Office of the Dean, and credit is subject to transfer credit policies.

E. Registration

Registration for all courses, required and elective, takes place under the direction of the Office of the Registrar at the time and place announced prior to each semester. The one exception is courses offered by UC Berkeley; registration for these courses is usually well in advance of GTU registration. Therefore, seminarians wishing to take such courses should make early inquiry regarding dates. A full‑time degree seminarian may take one course per semester at the UC Berkeley at no charge. Registration instructions from the Office of the Registrar are sent via e-mail to seminarians for each term. Please note: Requests for admission to limited-enrollment classes may be submitted two or more weeks before classes begin.

F. Normal Course Load

A normal course load is considered to be 12-15 credits per semester. A seminarian in good standing may take 18 credits. More than 15 credits requires the permission of the Office of the Dean after approval by the seminarian’s academic advisor, and may results in the payment of additional tuition.

G. Change of Enrollment

Changes made during the first two weeks of a term do not incur any tuition charges. Thereafter, charges may apply. After the deadline for registration, any change in enrollment will require an Enrollment Petition found under Forms. No changes of enrollment (dropping or adding a course, changing credits or grading option) are permitted after the tenth week of the semester. With the permission of the instructor, a seminarian’s academic advisor, and the Office of the Dean, a seminarian may be allowed to withdraw from a course after the deadline. In such a case, the instructor has the option of recording a grade of W that will be placed on the seminarian’s transcript. The instructor also has the option to include an explanatory letter that will be placed in the seminarian’s file.

Satisfactory Academic Progress

Introduction

Financial aid recipients are expected to make reasonable academic progress towards obtaining a degree as a condition to receive federal, state and institutional financial aid. At California Lutheran University (CLU), Satisfactory Academic Progress (SAP) is evaluated annually by the Office of Financial Aid following the conclusion of the spring term (SP, SPA, OM4) for all students in all Title-IV eligible programs. A student’s entire academic history is considered and reviewed, even if the student has not received financial aid in the past, to ensure timely progression toward degree completion.

Cal Lutherans financial aid SAP policy is separate from the Cal Lutheran Academic Standing policy. It is the student’s responsibility to know and understand the differences in these policies and the impact on continued enrollment at the university and eligibility for financial aid. Lack of awareness is not a reasonable excuse for not meeting the minimum requirements.

Satisfactory Academic Progress (SAP) Requirements

To receive financial aid, a student must be enrolled in an eligible program of study that leads to a degree/credential. Federal, state, and institutional regulations and policies require all financial aid recipients meet minimum Satisfactory Academic Progress (SAP) requirements to remain eligible for financial aid.

For the purpose of the SAP policy, financial aid is defined as:

• CLU Scholarships

• CLU Grants/Match Programs

• Tuition Remission/Exchange Scholarships

• Federal Pell Grants

• Federal Supplemental Educational Opportunity Grants (FSEOG)

• Federal TEACH Grant

• Cal Grants/Golden State Teach Grant

• Federal Work-Study (FWS)

• Federal Direct Subsidized and Unsubsidized Loans

• Federal Graduate PLUS Loans

• Parent PLUS Loans

• Alternative Loans certified by Cal Lutheran

Satisfactory Academic Progress Policy (SAP)

Satisfactory Academic Progress (SAP) is comprised of three measurements (qualitative, quantitative, maximum timeframe). At the time of evaluation, all three requirements must be met to remain eligible for financial aid.

Qualitative Requirement - Cumulative Grade Point Average (GPA)

Students must maintain a minimum cumulative GPA at the time of evaluation. If the student fails to meet the minimum GPA requirement eligibility will be suspended. For more information, see section entitled Financial Aid Suspension.

*PLTS strongly encourages seminarians to maintain a 3.0 gpa or higher throughout their tenure at the Seminary. PLTS SAP policy also requires satisfactory completion (P) of Contextual Education and Formation Requirements.

Quantitative Requirement - Percentage of Completion (PACE)

Students must complete a minimum percentage of attempted units in order to maintain SAP. The measurement of Pace is calculated using the total number of units successfully completed (passed) divided by the total number of units attempted: Total units successfully completed ÷ Total units attempted = Pace (%)

A student’s Pace must be at least 67% in order to remain eligible to receive financial aid. Students with a Pace below 67% at the time of evaluation will be placed on Financial Aid Suspension. For more information, see section entitled Financial Aid Suspension.

Maximum Timeframe

The Maximum Timeframe in which a student must complete their educational program is 150% of the published length of the program at Cal Lutheran. 

*Units required to complete graduate degrees vary by program. The units reflected here are examples. Please refer to your program catalog for degree requirements.

Students who reach the Maximum Timeframe at the time of evaluation or who are determined at the time of evaluation to not be able to complete their studies before reaching the Maximum Timeframe will be placed on Financial Aid Suspension. For more information, see section entitled Financial Aid Suspension.

Financial Aid Suspension

Students  who fail to maintain any of the three SAP requirements (Qualitative, Quantitative, and/or Maximum Timeframe) at the time of evaluation, will be placed on Financial Aid Suspension. A student on Financial Aid Suspension is not eligible for any financial aid. Following the evaluation period, any student placed on Financial Aid Suspension will be notified (via MYCLU student email) of the suspension status, the reason(S) for the suspension, and the appeal process. For more information, see the section entitled Financial Aid Suspension Appeal Process.

Financial Aid Suspension Appeal Process

A student placed on Financial Aid Suspension may submit an appeal to the Financial Aid Appeals Committee if there were extenuating circumstances that prevented them from meeting SAP requirements. For more information on extenuating circumstances and acceptable documentation, see the section entitled Extenuating Circumstances.

Students must submit the following to the Office of Financial Aid within sixty (60) calendar days from the date of the suspension notification.

Financial Aid SAP Appeal Form (GPA/Pace and Maximum Timeframe):

• Personal Statement: Student must provide a concise statement explaining why they were unable to maintain SAP, what has changed, and the action to be taken to ensure they will be successful going forward; and

• Provide acceptable documentation of extenuating circumstance(s) that prohibited them from meeting SAP; and

• Maximum Timeframe Appeals must also include a Student Educational Plan or “Program Evaluation”, developed in consultation with a Cal Lutheran Faculty Advisor or Student Success Counselor to outline courses required to complete degree.

Financial Aid SAP Appeals will be processed in the order received. Incomplete documentation or late appeal submission will delay the committees review and final determination. Students are responsible to pay any charges for the term out-of- pocket or enroll in the Monthly Payment Plan while waiting for a decision on an appeal in order to meet Student Account Financial Clearance requirements.

Appeal Committee Decision

Submission of an appeal does NOT guarantee reinstatement of a student’s financial aid eligibility. Students are responsible for all charges pending final appeal decision.

The decision of the Financial Aid Appeals Committee is final and may not be appealed. The outcome of the appeal decision will be sent to the student via MyCLU student email from the Financial Aid Counselor.

Appeal Approved - Financial Aid Probation

If the appeal is approved, the student will be placed on Financial Aid Probation and must meet conditions set by the Academic Plan. The terms of the probationary period will be outlined in the email sent by the Financial Aid Counselor.

While on Financial Aid Probation, students remain eligible for financial aid. Progress will be monitored at the end of each term after grades are posted. If a student fails to meet any of the conditions of their Academic Plan, eligibility for future financial aid will be suspended. If eligibility for financial aid is suspended, the student has the right to appeal.

Appeal Denied – No Longer Eligible

If the appeal is denied by the committee, the student is no longer eligible for financial aid. If the student wants to continue enrollment at Cal Lutheran, they must pay out of pocket and work with Student Accounts.

Financial Aid Termination

If a student has reached Maximum Timeframe or it has been determined that it is not mathematically possible to complete their program within the maximum timeframe, eligibility for financial aid at Cal Lutheran will be terminated.

Return to Good Financial Aid Standing

Students will return to good financial aid standing and their eligibility for financial aid reinstated when:

• During or after the probationary period, the student has improved academically and meets the minimum SAP requirements or

• Student has enrolled and paid out of pocket and has improved academically to where they now meet SAP requirements.

The complete policy is available on the Cal Lutheran website at: Graduate SAP Policy (www.CalLutheran.edu/financial-aid/policies-eligibility/eligibility.html)

SAP Requirements for PLTS Seminary Students

Students must meet the following components of Satisfactory Academic Progress (SAP) in order to retain eligibility for financial aid, though not the minimum requirement necessary to meet progress, PLTS strongly encourages seminarians to maintain a 3.0 or better cumulative GPA throughout their tenure at the Seminary:

1. Qualitative requirement - Grade Point Average (GPA):
Must maintain a cumulative minimum 2.50 GPA. Successful completion of a course requires a grade of “C” or better. Repeated courses are treated per the institution’s standard Repeated Coursework Policy. 

2. Satisfactory Contextual Education and Formation Requirements Completion:

Completion of contextual education and formation requirements of the program with a Pass (P) grade;

3. Quantitative requirement - Percentage of Completion (Pace):
Students must achieve a 67% successful completion rate of their cumulative coursework in order to remain eligible for financial aid. This is measured in terms of total units completed divided by total units attempted. 

4. Maximum Timeframe:
Completion of the certificate or degree in the maximum time allotted to complete the program; 150% of the units required to receive the degree or certificate.

• MDiv: 79.5 x 150% = 119 maximum attempted units;

• MTS: 49.5 x 150% = 74 maximum attempted units; 

• CATS 24 x 150% = 36 maximum attempted units.

The complete policy is available on the Cal Lutheran website on the: PLTS SAP Policy (www.CalLutheran.edu/financial-aid/policies-eligibility/eligibility.html)

Formation Conversation Process

This process is designed to provide a means to assess a seminarian who demonstrates a need for growth in areas of ministry preparation via their behaviors and interactions in learning and/or other seminary settings. This process is also used when a seminarian is not making satisfactory academic progress.

The process is intended to provide the seminarian with honest and constructive feedback about these growth areas and to determine an appropriate course of action for the seminarian to take in order to address these growth areas.

Below are the steps of this process:

1. Review in Executive Session of the Faculty

If a need for growth in areas of ministry preparation are expressed during an executive session of the faculty, and it is deemed necessary, the academic advisor will have the responsibility for arranging a formation conversation meeting with the seminarian. 

2. Meet with the Seminarian

The academic advisor will make an appointment with the seminarian to 1) meet in person to notify the seminarian of the need for a formation conversation, 2) review the formation conversation process with the seminarian, and 3) refer the seminarian to spiritual care for support through this process. [The advisor can request that another faculty member be present if this is desired.]

3. Documenting Details

The academic advisor will follow up with faculty members who have expressed concerns about the seminarian during the review in executive session to document details as appropriate. This documentation serves as the basis for outlining the reasons for calling the formation conversation.

4. Conversation Composition

A conversation consists of the seminarian, the seminarian’s academic advisor, a second faculty member, and a member of the Spiritual Care Team as an observer. If the matter involves Contextual Education matters, a representative from the Contextual Education Office may also be present.

5. Observer Selection and Responsibilities

The seminarian selects an observer from among the Spiritual Care Team members. The seminarian will need to give written release to the observer to hear the details of the conversation. The release form will be provided by the academic advisor. The observer may ask clarifying questions during the process.

6. Schedule a Conversation

The academic advisor will schedule a formation conversation meeting that will work for all parties and notify all parties of the date, time, and location.

7. Outline Growth Areas in Preparation for Ministry

The academic advisor provides the seminarian with an outline of reasons for calling the formation conversation. This outline provides the grounds for the ensuing conversation to give concrete means for the seminarian to address growth areas.

8. Distribute the Outline in Preparation for Conversation

Copies of the outline are distributed by academic advisor in advance of the conversation. All distributed materials are considered “Confidential” and may not be copied or shared. Distributed materials will be returned to the academic advisor following the conversation, and all surplus materials will be destroyed in an appropriate manner by the academic advisor.

9. Formation Conversation

The academic advisor begins by providing reasons for the conversation.[1] Discussion then occurs among the faculty representatives regarding all pertinent information, and questions are prepared for the conversation with the seminarian. The seminarian and observer are then invited into the conversation. In conversation with the seminarian, the conversants will develop appropriate outcomes or conditions to address the growth areas or an agreed upon plan to address program success (Program Success Plan).[2] Outcomes or conditions may include a schedule for completion or regular reporting to the academic advisor as necessary. These outcomes or conditions, or the plan, will be communicated to the faculty at a faculty meeting.

10. Meeting Outcomes to Address Growth Areas or Following a Plan to Address Program Confusion

The determination that the seminarian has fulfilled all outcomes or conditions, or is effectively utilizing the plan developed will be brought to the faculty by the academic advisor following completion or at the end of any specified timeline and a follow-up conversation. Should the seminarian request an extension to fulfill specified outcomes or conditions, the academic advisor will bring this request to the faculty for consideration.

[1] Additional structural clarity to the process is as follows: Prayer, Preparation (the members of the conversation will discuss the seminarian’s circumstances, consider the seminarian’s gifts for ministry, and determine questions to ask or areas of concern to pursue with the seminarian), Invitation (the seminarian and the observer will be invited into the meeting), Prayer, Conversation (the members of the conversation will have conversation with the seminarian, naming gifts, asking questions, pursuing growth areas, and identifying potential ways to grow), Deliberation (the seminarian and observer will leave the meeting to wait for a decision to include conditions, and the members of the conversation will deliberate in order to come to a decision), Decision (a decision with outcomes/conditions will be made during deliberation), Invitation (the seminarian and observer will be invited into the meeting and the decision will be communicated to the seminarian), and Prayer.

[2] The course of action for improvement may include a reduced course load, taking one or more courses as Pass/Fail, other requirements that maximize improvement in the following semester, and/or regularly scheduled meetings with the seminarian’s academic advisor. The course of action for completion must include a schedule with deadlines for completing the outstanding program requirements. 

ADVISEE RESPONSIBILITIES

As a student, you are empowered to plan and are responsible for your program and any licensure process your are in. Your responsibilities include:

NOTING CALENDAR INFORMATION

Knowing and meeting deadlines for all Classroom, Contextual Education, Licensure (Candidacy), and Academic programming, and any other deadline related to your study and vocational preparation.

CHECKING COMMUNICATIONS

Regularly checking you seminary email account and/or having your seminary email account forward to the email account you regularly check.

KNOWING PROGRAM REQUIREMENTS

Reviewing your program evaluation in MyCLU to become familiar with your program requirements and to regularly check on your progress.

Being knowledgeable about your program requirements.

PLANNING AND MAINTAINING YOUR PROGRAM

• Planning your program requirements with advice from your advisor.

• Fulfilling your program requirements.

• Keeping records of your program progress.

• Submitting appropriate Forms for fulfilling course, program, and licensure requirements.

• Contacting the Associate Dean if you notice discrepancies in your program evaluation and/or need your program updated.

SEEKING CONTEXTUAL EDUCATION ADVICE

• Noting information about contextual education requirements sent out by email from the Contextual Education Office.

• Making an appointment with Pr. Katy Grindberg to discuss contextual education requirements of your program, including enrollment; placement; and questions, issues, or concerns that arise while in placement.

• Updating your advisor about what Pr. Grindberg advises regarding contextual education requirements after you have checked in with Dr Veen.

SEEKING ADVISING RECOMMENDATIONS

• Attending any registration information session offered;

• Making an appointment and meeting with your advisor at least once each semester for program review, program planning, and registration.

• Coming prepared for your advising appointment by reviewing information emailed by the Associate Dean's Office and/or distributed during an information session, reviewing your program evaluation, reviewing your program recommended sequence, reviewing course offerings for the upcoming sessions/semesters for which registration is opening, and locating suitable courses to fulfill program requirements in the recommended sequence.

• Consulting your advisor before making registration or program changes.

SEEKING LICENSURE (CANDIDACY) RECOMMENDATIONS

• Checking with the Associate Dean regarding licensure (candidacy) timing, scheduling, and questions.

• Updating your advisor about recommendations from the Associate Dean.

• Attending licensure (candidacy) workshops offered by the Associate Dean.

• Submitting forms and paperwork to seminary and synod offices to schedule and complete licensure (candidacy) requirements and interviews.

REGISTERING FOR COURSES

• Registering for courses during each registration period.

• Verifying your registration by reviewing your class schedule.

• Notifying the Associate Dean and Registrar’s Office if there is a discrepancy in your registration.

SEEKING ACADEMIC SUPPORTS

• Being in conversation with your instructors in advance about absences, assignment questions, and difficulties with assignments.

• Making arrangements with support services, including Disability Support Services if you require accommodations, the Writing Center if you require writing assistance, and the GTU Library Reference Desk if you require research assistance.

CHECKING IN WITH FINANCIAL AID AND/OR VETERANS RESOURCES

• Consulting with the Financial Aid Office and/or Veterans Resources before making registration or program changes, including changes recommended by your advisor, the Associate Dean, and/or Registrar’s Office. You are responsible for checking with Financial Aid and/or Veterans Resources about how a recommended change might affect your financial aid, financial aid status, and/or veterans benefits. You are responsible for adjusting your program accordingly to meet your financial aid needs and requirements, and notifying your advisor, the Associate Dean, and/or the Registrar’s Office of these changes and why.

TAKING CARE OF HOLDS AND PAYING FEES

• Checking your MyCLU to see if there are holds on your account: Business, Registrar, Program, Library, Veterans, etc.

• Doing what is needed to clear holds.

• Paying any fees related to holds, not registering for courses on time, etc.

CHECKING IN REGARDING PLACEMENT

• Making a plan for post-graduation support, living, and working arrangements.

• Meeting with the Associate Dean regarding ecclesial placement (assignment).

• Consulting with Career Services about interim placement while awaiting call and/or about long-term placement opportunities.

BEING EMPOWERED AND RESPONSIBLE

• Understanding that your advisor, Contextual Education Director, Associate Dean, and Registrar’s Office are here to assist you, and you are ultimately responsible for meeting your course, sequencing, registration, program, and licensure (candidacy) requirements as well as seeking the supports you need.