OFFICE
OF REGISTRAR
Welcome
to the Registrar's Office page! On this page I have included
information on a few topics of interest to students. Additional
information can be found in the official Hartford Seminary catalogue.
I am
always happy to answer any question you may have regarding policies and
procedures. The office is open between 8:30 and 4:30. I can
be reached by phone at (860) 509-9511 or through e-mail at krollins@hartsem.edu.
While your advisor should be your first stop when you have questions
about your program, please know that I am here and ready to help
whenever you need me.
Karen
Rollins, Registrar
Course
Registration
Degree
and Graduate Certificate Program Students
Once admission has been granted by Hartford Seminary and accepted by the student, all students must register for at least one course or program component each semester until all degree requirements are completed. Students needing to discontinue course registration for one semester may do so (see Program Continuation Fee). Students who are continuing to work on their final project and have already registered for the component in a prior semester or semesters must pay the program extension fee (see Program Extension Fee). Students who are unable to continue work in their degree program for more than one semester due to serious life difficulties should apply to the Academic Affairs Committee for a leave of absence. The Academic Affairs Committee may terminate the program of any student who has not requested a Leave of Absence or paid the program continuation or extension fees.
Registration Procedure
for Degree and Graduate Certificate Students
Registration for
courses and program components must be completed with the Registrar by
the date specified on the registration form each semester. The Registrar
mails registration forms to students approximately two months prior to
the beginning of each semester.
An academic advising
period is provided each semester during which time faculty advisors and
students are expected to meet regarding the students proposed course of
study for the following semester. All degree program students are
required to meet with their faculty advisor to complete their
registration form. The faculty advisor must sign the registration form.
Unsigned forms will
not be accepted by the Registrar.
Students may
register in person, by mail or via the Internet (as long as a
Registration Form, with the faculty advisor’s signature, is received
by the Registrar by the last day of the registration period.)
Academic advising
periods and registration deadlines for each semester may be found in the
Academic Calendar at the back of the catalogue.
Registration after
the dates specified on the registration form results in a $25
non-refundable late fee.
Special Students/
Auditors
Individuals with a
Bachelor’s degree, or its educational equivalent, who wish to take
courses for credit but are not currently matriculated into a Hartford
Seminary degree program, may apply to take courses as a special student
by completing the Special Student/Auditor Application/Registration form
available online in .pdf format as an individual form or on the back of
the course schedule for each semester.
Special students are
required to complete all coursework and written assignments and are
graded in accordance with the grading policies of Hartford Seminary for
degree program students.
Individuals who do
not wish to take courses for credit may apply to take courses as an
auditor. while auditing students are not graded for the course,
they are expected to complete readings and other coursework as
determined by the faculty member teaching the course.
All special student
and auditor applications will be reviewed for acceptance by Degree
Program staff. Hartford Seminary reserves the right to limit the
number of non-matriculated students in each course. Exclusion of
non-matriculated students from a course due to over-enrollment will be
based on the date of receipt of the course registration form and
payment.
Course
Registration Changes in Audit/Credit Status
Changing from Audit
to Credit: Students may only change a course from Audit to Credit before
the sixth week of the semester and may change only with the permission
of the instructor and payment of course tuition.
Changing from Credit
to Audit: Students may change from Credit to Audit only if their work
has been satisfactory. Students switching from Credit to Audit after the
third week of the semester will not be granted any refund in tuition.
Students may NOT change a course from Credit to Audit after the sixth
week of the semester.
The Registrar should
be consulted and further information obtained by any student seeking to
change from Credit to Audit or Audit to Credit.
Course
Withdrawal
There are two
types of courses at Hartford Seminary:
1) those that meet for three or
fewer hours on a weekly basis and,
2) those that meet four or more
hours on a variable schedule.
The withdrawal policies for these two
types of courses are listed below. Occasionally, courses are held
outside the normal semester schedules. The withdrawal policy for those
courses will be determined on an as needed basis. Please contact the
Registrar for more information.
- Students
registered in courses that meet for three or fewer hours per week
may withdraw from such courses without financial or academic
penalty at any time prior to the third class session, provided the
Registrar is informed. Students withdrawing at any time after this
deadline will be liable for the full tuition cost of the course.
Withdrawal after the third class of weekly classes but before the
sixth class results in a "W" being posted on the
student's transcript. A "W" has no effect on the
student's grade point average; however, the student is liable for
the full tuition cost of the course. After the sixth week of
weekly classes a student may choose to withdraw from the course
before the last class. In this case the faculty member assigns a
grade of either "WF" (Withdraw Fail) or "WP"
(Withdraw Pass). A "WF" is counted in the student's
grade point average as a failure.
2) Students
enrolled in courses that meet for four or more hours per day may
withdraw without financial or academic penalty prior to the second
class session, provided the Registrar is informed. Students
withdrawing at any time after this deadline will be liable for the
full tuition cost of the course. Students who decide to withdraw after
the second class but before the third class will receive a
"W" on their transcript. After the third class, a student
may still choose to withdraw from the course before the last class. In
this case the faculty member assigns a grade of either "WF"
(Withdraw Fail) or "WP" (Withdraw Pass). A "WF" is
counted in the student's grade point average as a failure.
Withdrawal after a
class stops meeting is not possible without a review by the Academic
Affairs Committee. A student who fails to complete requirements of the
class receives an "F." However, a student with a medical
reason can petition the Academic Affairs Committee for a
"WP" if the faculty member agrees that the student was
passing at the end of the semester.
Grading
Reports
Grade reports are
issued three times per year by the Registrar as follows: February 15 for
the fall semester, July 1 for the spring semester, and October 1 for the
summer session.
Grading System
For the Master of
Arts degree program, the Hartford Seminary Grading Guidelines
approved by the faculty in April 1996 stipulate the following:
- A(4.00),
A-(3.66), B+(3.33), B(3.00), B-(2.66), C+(2.33), C(2.00) and
F(0.00).
+/- indicates
strength or weakness within a letter grade. Grades range from A to C
and F; A+'s and C-'s are
not part of the grading system.
- A grade point
average of no less than B- (2.66) is required to maintain good
standing in the Master of Arts program.
- The minimum G.P.A.
required for graduation in the Master of Arts program is 2.75.
- Students who fail
to maintain a 2.66 G.P.A. either with respect to their cumulative
work, or in the work of a given semester, are placed on academic
probation. The program of the student who continues on academic
probation for two consecutive semesters will be terminated.
- A faculty member,
with the approval of the Dean, may determine that a specific course
be graded on a Pass-Fail basis. Courses graded on a Pass-Fail basis
do not figure into the grade average.
Courses
in the Doctor of Ministry degree program are graded as
follows: High Pass, Pass, Low Pass, and Fail. Students who receive two
"Low Pass" grades will be evaluated by the Academic Affairs
Committee to determine their suitability for continuing in the program.
The enrollment of any Doctor of Ministry student receiving two
"Fail" grades shall be terminated.
Incomplete Grade
Policy
An instructor may,
upon request by a student, grant an "Incomplete" (I) for any
course. An Incomplete is not automatic and is at the discretion of the
instructor.
When an
"Incomplete" (I) is granted, the instructor and student must
agree upon a date for completion of all course work. This date must be
recorded on the Incomplete Form, available in the Registrar’s Office.
If the Registrar receives neither a grade nor an Incomplete Form when
grades are due, the student will receive an "F."
All incomplete work
must be finished and the final grade recorded with the Registrar within
six months of the end of the semester in which the course was given.
The instructor shall
determine the penalty for late work. Failure by the student to submit
work to the course instructor within the six-month period will result in
the recording of a "Fail" for the course.
Extension beyond the
six months limit, under exceptional circumstances, may be granted only
by the Academic Affairs Committee. Written requests for extensions
beyond the six months limit must be submitted to the Registrar prior to
the expiration of the six-month period.
A student who has
two or more incomplete courses will NOT be permitted to register for the
next semester.
Transcripts
For the protection
of students and former students, all transcript requests must be
submitted in writing and personally signed. Requests that are sent by
email or fax cannot be honored and transcripts will not be sent by
fax.
Upon written request
and submission of the transcript fee of $10 to the Registrar, students
and alumni may, at any time, request the Registrar to send their
"official" transcript to a school or organization of their
choice. Please allow 10 business days for transcript requests to be
processed by the Registrar.
Additionally,
students may request their own "Grade Report/Course Summary
Sheet" at any time at no cost. Transcripts are issued only when all
financial obligations to the Seminary have been met.
