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Queen's University

Academic Regulations and Procedures

School Location Requirements

Because of the importance of a comprehensive community of learning, the M.Div./B.Th. degrees cannot be viewed simply as an accumulation of course credits or of individual independent work.  In order to ensure an appropriate educational community, at least one year of full-time academic study or its equivalent shall be completed at the School. These regulations are in accordance with the standards of the Association of Theological Schools.

Time Allowed for Completion of Programs

The course work for M.Div., MTS and B.Th. degree programs must normally be completed within ten years.  Free standing course credits (i.e., those not applied to a degree) become stale dated after ten years.

Transfer Credits

In keeping with the policy of Queen’s University, students must do half plus one of the total number of courses required for a degree at Queen’s.

Queen’s University subscribes to the following General Policy on the Transfer of Course Credits, as adopted by the Council of Ontario Universities.

Acceptance of transfer credits among Ontario universities shall be based on the recognition that, while learning experience may differ in a variety of ways, their substance may be essentially equivalent in terms of their content and rigour.  Insofar as possible, acceptance of transfer should allow for the maximum recognition of previous learning experiences in university-level courses.

Subject to:  1) admission, and 2) degree, grade and program requirements, any courses offered for credit by one Ontario university shall be accepted for credit by another Ontario university when there is an essential equivalency in course content.

From Theological Schools

Students transferring from institutions recognized by Queen’s University and/or The Association of Theological Schools will normally receive transfer course credit for graduate-level theological courses completed which are comparable to those required at the School of Religion.  All transferring students should seek an evaluation from the Chair of Theology. 

From other Faculties

Increasingly students enter Theology programs with previous work in Religious Studies. If any Arts course is judged by the Chair of Theology to be equivalent to a course at School of Religion, Queen’s University, an equivalency will be granted.  This equivalency does not shorten course requirements for Theology, but rather permits the student to substitute an elective for a prescribed course.

Reading Course Policy

Directed reading courses generally are not approved for areas of study already covered by regular courses.  The availability of faculty members to supervise reading courses is limited and cannot be presumed.  Faculty supervision for a reading course must be negotiated with the Chair of Theology, and approved by the Principal.  Students may not exceed two reading courses in the course of their program.

Language Policy

English Language Competency

Applicants whose first language is not English are required to achieve a score of at least 580 (paper-based test) or 237 (computer-based test) on the Test of English as a Foreign Language (TOEFL).

Normally examinations and assignments are to be submitted in English, except where Committee on Theological Studies has approved an alternative practice or where a special agreement has been entered into between an instructor and a student, with the approval of the Chair of Theology, for submission of work in a language other than English.

Course Load

The normal course load per year is four courses (16.00 units) per semester or equivalent.  Those who wish to be registered as "full-time" must take at least three courses (12.00 units) per semester or equivalent in the regular session.  Permission from one’s faculty advisor is required to take more than a normal course load.  Students appointed to pastoral charges normally have a course load restriction of three courses (12.00 units) per semester or equivalent in the regular session.  To exceed this, a formal request must be forwarded to the Committee on Theological Studies.

Change of Course Procedure

Students wishing to make changes after registration are required to make the change on SOLUS – Student On-Line University System.  SOLUS can be accessed via the MyQueensU portal from all computing sites on campus, and via the internet.  Where permission of the instructor is required, students should apply to the individual instructor.  Students should be aware of the dates by which changes can be made to avoid academic or financial penalties – please refer to the sessional dates for each academic year. 

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Grading System

Queen's University changed to a GPA marking system as of May 2011.  Grade distribution will be as follows:

Letter Grade Grade Point Percentages
A+ 4.3 90-100
A 4.0 85-89.9
A- 3.7 80-84.9
B+ 3.3 77-79.9
B 3.0 73-76.9
B- 2.7 70-72.9
C+ 2.3 67-69.9
C 2.0 63-66.9
C- 1.7 60-62.9
D+ 1.3 57-59.9
D 1.0 53-56.9
D- 0.7 50-52.9
F 0 0-49.9

Note:  Percentage grades are for instructor use only and will not show on student transcript.

Other academic entries that may be assigned by an instructor are:

  • IN  =  Incomplete.  Only used if a failing grade will be assigned if course work is not completed. Students must request an incomplete grade from the instructor before final grades are due.  This grade is not automatically assigned if the course work is not completed – see below 3.10.
  • PA  =  Pass.  Only used for certain courses.  In the case of language courses, students must request Pass/Fail evaluation from the instructor.
  • AU  =  Audit
  • GD   =  Grade Deferred.  Used only in exceptional circumstances, cannot be assigned by individual faculty
  • CR  =  Credit.  Used only in cases of appeal, cannot be assigned by individual faculty
  • AG  =  Aegrotat Standing.  Used only in cases of appeal, cannot be assigned by individual faculty

Further explanation of these entries can be provided by the Academic Director/Chair of Theology or by consulting the Academic Regulations for the Faculty of Arts and Science, Queen's University.

Submitting Assignments

Unless previously arranged with the instructor, all assignments must be submitted to your professor on the date assigned.  Some instructors allow students to submit their term papers by mail as long as the package is post-marked with sufficient time to arrive by the due date.  If you hope to submit an assignment by mail, make sure that you speak to your instructor to ensure he or she will accept assignments in this manner. 

You must receive permission from your instructor to submit an assignment by email.

The School of Religion does not allow students to submit assignments by fax or by Express Post (couriers that will deliver directly to the School’s Main Office can only be used). 

Incomplete Courses

Students who are unable to complete course work by the assigned course due date because of illness or extenuating personal circumstances beyond their control may petition the instructor for an incomplete mark (IN).  It is the student’s responsibility to request an incomplete, using the appropriate form,available on our website at  This form must be submitted to the instructor before the final deadline for submission of course material.  It is at the instructor’s discretion to assign an interim mark and accept work submitted after the due date.  In other words, the request is not automatically granted.  If the request for an incomplete is granted, the instructor will indicate a date by which the incomplete work is due.  This date will be before the end of the next term.  The final grade submitted will depend on whether or not an assessment of the work submitted thus far results in a passing grade or a failing grade.  If a passing grade, the actual grade (A+ to D-) will be submitted; if a failing grade, a grade of IN will be submitted.  If the work is completed by the agreed upon date, the grade submitted will be changed accordingly.  If the work is not completed by the agreed upon date, the passing grade submitted will be retained or the IN representing a failing grade will be changed to an F.  All IN grades will automatically be changed to an F grade at the end of the next term.

Academic Integrity Policy

Academic integrity provides a foundation for the “freedom of inquiry and exchange of ideas” fundamental to the educational environment at the School of Religion, Queen’s University and Queen’s University.  As a member of the Centre for Academic Integrity (CAI), Queen’s subscribes to the definition of academic integrity “as a commitment, even in the face of adversity, to five fundamental values: honesty, trust, fairness, respect, and responsibility” (see

The School of Religion, Queen’s University is dedicated to creating a scholarly community free to explore a range of ideas, to build and advance knowledge and to share the ideas and knowledge that emerges from a range of intellectual pursuits. Each value gives rise to and supports the next.

Honesty appears in presenting one's own work, whether in the context of an examination, written assignment, laboratory or seminar presentation. It is in researching one's own work for course assignments. It is also present in faithfully reporting laboratory results even when they do not conform to an original hypothesis. Further, honesty is present in acknowledging dependence on the ideas or words of another and in distinguishing one's own ideas and thoughts from other sources.

Trust exists in an environment where one's own ideas can be expressed without fear of ridicule or fear that someone else will take credit for them.

Fairness appears in the proper and full acknowledgement of contributions of collaborators in group projects and in the full participation of partners in collaborative projects.

Respect, in a general sense, is part of an intellectual community that "recognizes the participatory nature of the learning process and honours and respects a wide range of opinions and ideas." However, "respect" appears in a very particular sense when students attend class, pay attention, contribute to discussion and turn papers in on time; instructors "show respect by taking students' ideas seriously, providing full and honest feedback on their work" ("The Fundamental Values of Academic Integrity,", p. 8).

Ultimately, responsibility is both personal and collective and draws students, faculty administrators and staff into creating and maintaining a learning environment supported by and supporting academic integrity.

Any departure from the values defined above compromises the "free enquiry and the free expression of ideas, both of which are basic to the University's central purpose". The following list defines the domain of relevant acts without providing an exhaustive list:

  1. Plagiarism(presenting another's ideas or phrasings as one's own without proper acknowledgement)
    Examples: copying and pasting from the internet, a printed source, or other resource without proper acknowledgement; copying from another student; using direct quotations or large sections of paraphrased material in an assignment without appropriate acknowledgement; submitting the same piece of work in more than one course without the permission of the instructor(s).
  2. Use of unauthorized materials
    Examples: possessing or using unauthorized study materials or aids during a test; copying from another's test paper; using unauthorized calculator or other aids during a test; unauthorized removal of materials from the library, or deliberate concealment of library materials.
  3. Facilitation(enabling another's breach of academic integrity)
    Examples: making information available to another student; knowingly allowing one's essay or assignment to be copied by someone else; buying or selling of term papers or assignments and submitting them as one's own for the purpose of plagiarism.
  4. Forgery (submitting counterfeit documents or statements)
    Example: creating a transcript or other official document.
  5. Falsification (misrepresentation of one's self, one's work or one's relation to the University)
    Examples: altering transcripts or other official documents relating to student records; impersonating someone in an examination or test; submitting a take-home examination written, in whole or in part, by someone else; fabricating or falsifying laboratory or research data.

Please see the full Policy on Academic Integrity , which includes further definitions and procedures. It is the responsibility of the student to be aware of the content of this policy.

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Senate Policy on Student Access to Final Examination Papers


Final examination paper means the final examination question paper in a course and the graded answer paper written by the student which, by Senate policy, must be retained for a period of 12 months.

Appeal refers to the procedure by which any student may formally contest a final grade in accordance with the established appeal procedure of the Faculty or School offering the course.

Informal Access

Instructors may informally review the final examination paper with a student who requests it and are encouraged to do so. However access may not be granted before the final marks are released.

Formal Access

As a part of the process of appeal, and on request, the student will obtain access by a method determined by the Department or School. This may be either supervised access to, or a copy of, the final examination paper as well as all other material submitted by, but not returned to, the student and for which a mark has been assigned.

Academic Probation and Requirement to Withdraw

Automatic Withdrawal

A student who has failed the equivalent of 24 units over any two consecutive terms or the equivalent of a total of 32 units during his/her M.Div./B.Th. program will automatically be required to withdraw.  A student who has failed the equivalent of 24 units in any two consecutive terms, or the equivalent of a total of 24 credit hours during his/her M.T.S. program will automatically be required to withdraw.

Requirement to Withdraw

A student who has attempted the equivalent of 32 units and whose cumulative average on those courses is less than a GPA of 2.0/C will be placed on probation for a specific number of course registrations as determined by the Committee on Theological Studies.  By the end of the probationary period the student’s overall average must have been raised to at least a GPA of 2.0/C, or the student will be required to withdraw permanently. Under exceptional circumstances, as determined by the Committee on Theological Studies, a student who at the end of the period has not raised his/her average to a GPA of 2.0/C may be permitted to take a further reduced load for an additional probationary period in order to try to raise his/her average to a GPA of 2.0/C.  By the end of this additional probationary period the student's overall average must have been raised to at least a GPA of 2.0/C, or the student will be required to withdraw permanently. A student on probation may also be required to seek remedial help in some area related to his/her academic work.

Voluntary Withdrawal

Students may withdraw voluntarily, without academic penalty, prior to deadlines listed in Sessional Dates.  Students wishing to return after having withdrawn completely should notify the Chair of Theology no later than 1 month in advance of the term in which they intend to return.  Students who withdraw prior to achieving academic credits must apply for re-admission.

Academic Grievances

While we hope that your time at the School of Religion goes smoothly, the reality is that sometimes there are conflicts between students and faculty.  The first step, as in any conflict, is to try and discuss the situation with the faculty member involved.  If this is unsuccessful or if you are uncomfortable speaking directly with the faculty member, you should bring your concern(s) to the attention of the Chair of Theology.  If your conflict is with the Chair of Theology, then you should bring your concern to the Director.

Appeal of Requirement to Withdraw

Students may appeal to the Committee on Theological Studies to have the requirement to withdraw waived or rescinded. Appeals must be in writing, and must be received by the Chair of Theology not later than two months after the requirement to withdraw has been imposed. Further appeals to the Committee on Theological Studies of the requirement to withdraw permanently will not be entertained until a period of three years has elapsed.

Review and Appeal of Grades

A student who wishes to question an interim or final grade must request an informal review with the instructor concerned. The instructor will give a reconsidered decision, normally within two weeks.

If the student is not satisfied with the decision, a written appeal for reconsideration may be submitted to the Chair of Theology.

The written appeal request must reach the Chair of Theology within two months of the end of the term concerned and must be accompanied by a fee of $25. This fee will be refunded to the student if, as a result, a failing mark is raised to a pass or if a pass is raised to a higher letter grade.

The reconsideration shall be conducted by two examiners appointed by the Chair of Theology; one examiner shall be the original examiner, if possible. It shall involve a rereading of some or all graded material for the course. It shall be the responsibility of the student to preserve all such graded material and to submit a file of these documents with the application.

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Attendance and Course Work

Students are expected to be present at all classes, field experiences, required workshops, tutorials, tests and examinations in their courses and to submit the required course work at the prescribed times. For purposes of evaluation, assignments must be submitted in legible form. In some courses attendance will be part of the means of assessment of the course.

Illness and Prolonged Absence

Students who claim illness or have other reasons for missing classes, field experiences, tutorials, tests or examinations are responsible for making suitable arrangements with the instructors concerned as soon as they are able. If there is a significant effect on attendance or academic performance, students are responsible for providing appropriate documentation to the Chair of Theology as soon as possible.


Students should discuss and confirm their course selection with their faculty advisors before registering for courses.

Registration is completed online using SOLUS, the Student Online University System, available via the My.QueensU portal on the Queen’s University homepage at  Students are required to select their courses and pay their tuition fees before the beginning of each term (January 1 – Winter term; May 1 – Summer term; September 1 – Fall Term).  Further information on REGISTRATION can also be found on our website at and on the Registrar’s Office website at

Student Cards

First year students will receive their student cards upon completion of registration during the first three weeks of a term.  They will need to go in person to the Registrar's Office to get them.

Returning students upon completion of the registration process must have their student card validated for the current year. Please see the Registrar's Office website at for validation locations and dates/times.

Replacement Photo I.D. Cards may be obtained at a cost of $20. Locations and dates for this are listed on the Registrar's Office website.

Senate Policy for Accepting and Maintaining Student Names

As the University is committed to the integrity of its student records, each student is required to provide either on the application for admission or during the initial registration process, their complete, legal name. Any requests to change a name, by means of alteration, deletion, substitution or addition, must be accompanied by appropriate supporting documentation.

Criminal Records Check

Students registering in any one of THEO 403, 651, 652, 653, 654, 655, 656, 657, 685, 703, 704, 855, 856, 857, 858 or 859 are required to obtain a Criminal Records Check.  You will need a “Release/Consent form” available on our website on the Forms page in Student Resources.  The form and the original criminal records check must be shown to the Field Education Director or CPE Supervisor (whoever is the appropriate person) prior to registration in the course.

Research Ethics Review Board Policy

Research involving human subjects must be approved by the Departmental Research Ethics Review Board. For information on the policy on research involving human subjects, see the website which is found at

Guidelines for Research Essays

The Research Essay Guidelines can be found on our website.


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