The Undergraduate Bachelor of Arts Program is an all-required, four-year program. All students in the same year read the same books at the same time. The Office of the Registrar arranges/designs the class schedules, which follow the specific dates and requirements as outlined in the current year’s Academic Calendar and Statement of the Program. Students receive their schedule upon signing the Registration Form.
It is the college’s policy that formal address be used in all classes.
All students are expected to attend all regularly-scheduled seminars, tutorials, preceptorials, and laboratories to which they are assigned. They are also expected to attend formal lectures and question periods, as well as musical performances, town hall meetings, and orientation meetings. Instruction by discussion requires regular attendance in a way that other modes of instruction may not. There are no books one can read that take the place of a missed discussion, as there might be in the case of a missed lecture class. Instruction by discussion implies that all students share in the processes of teaching as well as learning, and thus, regular uninterrupted participation is essential for the good of all class members. Attendance at Friday night lectures and concerts allows a piece of music or the content of a lecture to be the subject of conversation either in class or wherever members of the community gather.
Because of the importance of class attendance and participation at St. John’s, tutors are asked to report student absences in their classes on a weekly basis. Records of absences are kept in the Office of the Assistant Dean, and students and tutors are free to consult these records at any time.
Any absence brings academic consequences; therefore, absences are to be avoided whenever possible. Illness or other circumstances (including inclement weather for students who live off campus) may cause a student to miss class occasionally. All absences are recorded, regardless of reason, though students are encouraged to contact the Assistant Dean to discuss any circumstances contributing to repeated absences. However, students are expected not to exceed a specified maximum number of absences in each class during the course of a semester. Students who exceed the maximum in a single class will be required to repeat the class to receive credit, and an “F” will appear on their transcript. This “F” is considered an academic failure, not an administrative consequence. A written appeal to the Dean is possible if there are mitigating circumstances. A student who exceeds the maximum in a second class during the semester will be dismissed from the college without refund of fees.
The maximum number of absences per semester is four for classes that meet twice a week (seminars and freshman laboratories) and five for classes that meet three times a week. Preceptorials are considered a continuation of a seminar in counting absences. Students who attend a preceptorial during the fall term (juniors and seniors) are permitted a maximum of two absences during the eight weeks of the seminar and two absences during the eight weeks of the preceptorial. The maximum number of absences is reduced by one for second semester seniors and by two for January freshmen during the summer session. The number is set at one for freshman music.
Warnings will be sent to students’ college email addresses when the maximum number has been reached. Parents of dependent students may also be notified when the maximum number of absences has been reached.
Attendance is the student’s responsibility, and students are advised to keep a record of their own attendance. They should avoid approaching the maximum in case an emergency should arise when missing a class is unavoidable.
The maximum number of absences may be reduced at the request of a tutor or student or at the discretion of the Dean or Assistant Dean for those students who are in academic difficulty or whose absences approach the maximum number habitually. Absence probation lasts either for a semester or for one year from the date it is imposed.
In cases of extended illness or other extraordinary circumstances, a student may ask the Assistant Dean to extend the maximum number of absences in a class. The request should be made in writing, include any supporting documentation, and be submitted only after the maximum number of absences has been approached or reached. The Assistant Dean will consult with tutors or other relevant parties before reaching a decision. In cases of a negative decision, the student may appeal to the Dean to review the request for extension. Confidentiality will be maintained with respect to medical conditions or other circumstances related to a request.
No recording of any form is allowed in any classes or oral examinations, even if the person who is recording asks permission of the tutor and students. Recording adversely affects the candor, tentative character, and spontaneity of the process being recorded. It raises privacy issues and places people in the awkward position of having to say no if they might not want to be recorded but are under pressure, however tacit, from others who wish strongly to do so or see no reason not to.
At St. John’s College, our time in class is organized typically around the study of an assigned text. For a variety of reasons and causes, many of us do ever more of our reading on digital devices of one sort or another. However, there are serious concerns about these devices’ influence on our common work in the classroom. Given those concerns and our longstanding practice, the general expectation remains that students will use an acceptable printed edition of the assigned text in class. If students have questions about what is acceptable, they should speak with their tutors. Direct responsibility for carrying out the Program of Instruction in a given class rests with that class’s tutor, who, consistent with the Program, has discretion to clarify what is required in the class. Our library and bookstore staff can offer students good counsel on the way to meet these requirements practically and affordably.
The Registrar, in consultation with the Dean and Assistant Dean, strives to arrange classes and student schedules such that:
The Registrar will attempt to accommodate schedule requests for such reasons as childcare, an existing off-campus job schedule, and long-distance commuting. Special requests must be submitted by June 1. Off-campus residence does not in itself constitute grounds for special scheduling. Special requests for extenuating circumstances will be considered on a case-by-case basis.
Class changes required to correct scheduling conflicts or incomplete registration are handled by the Office of the Registrar during the first week of the fall semester. All other types of class change requests must be directed to the Assistant Dean. Class changes at St. John’s College can interfere with the spirit of cooperative learning and with the continuing conversation in both the original and subsequent class. Most classes experience considerable variation in class morale, and discussing problems with tutors and fellow students usually improves the situation. Such discussion normally takes place outside of class. If necessary, the Assistant Dean is consulted once the above has been explored.
When there appears to be a compelling reason for a class change after the fall semester has begun, the student should present the request to the Assistant Dean both in person and in writing within two weeks of the beginning of the fall term. For the reasons above and others, even in such cases, class changes will be rare and only occur under extraordinary circumstances. No student is excused from attending the original class before the Assistant Dean has formally granted the change request. The student should expect to discuss the reason for the request not only with the Assistant Dean, but also with the original class’s tutor. It is unlikely that the Assistant Dean will approve a class change without close consultation with the tutors of the exiting and entering classes, although strict confidentiality is occasionally required. As a rule, no class change will be finalized until the end of the third week of classes, and exceptional cases are left to the Assistant Dean’s discretion. Note that a class change may require a complete schedule change. Students who wish to make a class change at the beginning of the spring semester should make the request to the Assistant Dean in writing by the preceding December 1. If students have questions or circumstances that are not addressed clearly above, they should bring them to the Assistant Dean or the Vice President for Student Engagement, depending on the nature of the inquiry.
A student who is unprepared frequently or whose conduct is detrimental to the class may be dismissed from that class. In such cases, the tutor informs the student and Assistant Dean in writing of the conditions that the student must meet to avoid suspension from a class. A student who fails to meet these conditions may be withdrawn from the class without refund of fees or academic credit for the semester.
Because no class at St. John’s is elective, withdrawing from a class is seldom possible, although the Dean may permit a student to withdraw from a class for compelling reasons. See the “Withdrawal from, and Readmission to the College” and “Refund Policy” sections of the Handbook.
Ordinarily, students are not permitted to register for a part of the program in which they have registered previously unless they have either withdrawn before completing the semester or have completed the semester with a failing grade. The quality of the student’s work until their point of withdrawal will be reported, and after the seventh week, a letter grade for this work will be assigned whenever possible. This not-for-credit grade will not appear on the student’s transcript, but like the narrative don rag report (see “The Don Rag” section for more information), it will become part of the student’s academic file.
Freshmen who withdraw from classes for academic reasons, or whose work is unsatisfactory in one or more classes in the fall semester, are, as a general rule, not permitted to repeat work with the next semester’s January freshman class.
Discussion in a class at St. John’s College presumes familiarity both with previous studies at the college and with concurrent studies in other classes. Therefore, part-time students may find themselves at a disadvantage in the classwork and in the contributions they can make to the class discussion. Nevertheless, the Dean may permit students to enroll part-time under exceptional circumstances.
Academic honesty is expected of all students. Plagiarism, falsification of documents, and other cases of academic fraud carry a range of penalties, up to and including expulsion, and may be disclosed in the student’s academic record. Plagiarism is the failure to give appropriate acknowledgment when drawing on others’ written works. Plagiarism does not refer merely to submitting the written work of another in its entirety. It could include adopting only parts of sentences directly without acknowledging the source, or taking ideas or the structure of an argument without doing so, even when no phrases or sentences are incorporated directly. Students should be particularly careful not to use material found on the internet without citing the source properly, regardless of how slight the appropriations. The college encourages students to use papers to raise their own questions, expand upon them, pursue plausible answers, and develop a persuasive argument; reference to, or use of, secondary sources is not required typically and is inappropriate generally. Finally, plagiarism prevents the student from achieving the goals of writing at the college.
The most important form of evaluation within the college is the don rag. Once a semester during the freshman and sophomore years, students meet with their tutors for the don rag. The tutors report to one of the seminar leaders on the student’s work during the semester and endeavor to present their overall progress. Students are then invited to respond to the tutors’ reports. Advice may be requested and given, difficulties may be aired, but grades are not reported. Students may review their don rag reports at any time convenient to the Registrar.
Juniors have don rags at the end of the first semester, but they have conferences rather than don rags at the end of the second semester. At the conference, students initiate the conversation by giving an account of how they have been faring in all of their classes. By senior year, it is assumed that students can evaluate their own work and there is no don rag unless a tutor or student believes that there is a special need for one.
When a student’s work is unsatisfactory or when their presence is detrimental to the work of other students, the don rag committee may recommend to the Dean that the student be dismissed from the college, and the Dean decides whether to accept the committee’s recommendation. Any tutor, the Dean, or the Assistant Dean, may request a special don rag at any time for a student whose work is thought to be in serious decline.
A student whose work is unsatisfactory in all respects at the end of a semester, but who is permitted to continue at the college with the hope that the work will improve, may be placed on academic probation for the following semester. A special don rag will be scheduled in approximately the middle of the semester for every student who has been placed on academic probation. If the student’s work is not found to be satisfactory in all respects at the time of the special don rag, they may be dismissed from the college without refund of fees or academic credit for the semester. If the work is satisfactory at the time of the special don rag, but not satisfactory in all respects by the time of the regular don rag at the end of the semester, the don rag committee may recommend to the Dean that the student be dismissed from the college.
Sometimes students are permitted to enter a new semester with the requirement that they meet special conditions during the course of that semester or the summer. In these cases, a student is not repeating work and is deemed to be making satisfactory progress until the Dean determines that the conditions have not been met. If the conditions are not met, the Dean, in consultation with the instruction committee, decides what further determination is to be made.
Sophomore enabling is a review of students’ learning during the first two years at the college that occurs near the end of the sophomore year. The sophomore seminar essay is particularly important in the enabling process, as it is an indication of students’ ability to write a satisfactory final essay in the senior year. No student who has not written a satisfactory sophomore seminar essay may enter the junior year. Sophomores are required to earn at least a “C” in all of their classes during their second semester.
At the end of the sophomore year, the don rag committee may recommend to the Dean that a student be enabled. In that case, the student is usually enabled without further review. However, in certain cases, the Dean may refer the recommendation to the instruction committee for further consideration and decision.
When any member of the student’s don rag committee has doubts that the student is ready for the junior year, no recommendation is made and the matter is referred to the Dean and instruction committee. The instruction committee may re-evaluate the status of any sophomore who receives a grade below “C” during the second semester.
The Dean and instruction committee meet with the student’s current tutors and as many former tutors as possible to receive advice on the student’s prospects for future success at the college. The Dean then makes the enabling decision with the advice of the instruction committee, and students are informed of the decision as soon as possible.
It is assumed that each student admitted has the ability to pursue the college’s course of study. However, the college reserves the right to dismiss a student if it determines that, in its judgment, learning has stopped, or that the student’s skills are insufficient for the work forthcoming, or that a student lacks sufficient maturity or insight to continue to profit from the program of studies at St. John’s. A student who has been dismissed from the college for academic reasons may be permitted to return at a later date. Appropriate conditions are determined through individual discussion and arrangements with the Dean.
In accordance with federal regulations, St. John’s College is required to have a policy and procedure to measure students’ academic progress to maintain eligibility for federal financial aid. Student academic progress is reviewed at the end of each academic year. See the “Satisfactory Academic Progress for Financial Aid” section of the Handbook.
St. John’s College recognizes that grades often do not give a complete picture of student achievement. Emphasis on grades may also encourage thoughtless competitiveness among students, suggest an unexamined sense of success or failure, or imply wrongly that the teacher is in control of the student’s learning. Therefore, the primary assessment of student achievement is made in the don rag and in less formal communications between the tutor and student during the course of the semester.
Nevertheless, in conformity with the common practice of American colleges and universities, the college requires a tutor to award letter grades to students at the end of each semester. Each tutor decides what elements to consider, and in what proportion, in assigning grades. The following are point values that correspond to letter grades:
*See the “Withdrawal from, and Readmission to, the College” section for withdrawal information.
Other colleges, graduate and professional schools, grantors of scholarships, and employers expect to see undergraduates and graduates’ grade records. Students are not informed of their grades routinely and are not encouraged to be concerned about them. However, students have the right to see their grades at any time convenient to the Registrar. The Assistant Dean also welcomes the opportunity to talk with students about their grade records.
A student who believes a tutor has given an undeserved grade should speak with the tutor about it. In unusual cases, the matter may be discussed with the Dean, who may then consult the tutor. The tutor always has the right and obligation to make the final decision.
Incomplete grades may be given only in the case of emergencies and at the tutor’s discretion. Note that tutors may choose not to accept late work at all. The tutor sets due date deadlines for late work; if a due date is not stipulated, then the deadlines noted at the end of this section hold for the academic year.
Should an undergraduate earn a grade of incomplete, the missing work must be submitted sufficiently early in the following semester to allow the tutor to evaluate the late work and deliver a final grade to the Registrar. The reversion of incomplete grades to their accompanying default grades, the entry of remediated incomplete grades attributable to the submission of missing work, and changing grades for any reason occurs five administrative work days after the submission dates noted in the Academic Calendar.
The specific deadlines for a specific academic year will be found online in the Academic Calendar. More generally, the deadlines are as follows:
*No senior may have an incomplete grade in the spring semester. Any earlier date the tutor specifies supersedes the delivery schedule noted above. Please note again that individual tutors may decide not to accept late work at all. Any grade of incomplete recorded for a student must be accompanied by the following information:
The grade-changing deadlines listed above apply to all grades, whether or not submitted originally as incomplete grades. No grades may be changed after a degree has been awarded.
Because the curriculum is prescribed fully, students with Incompletes will not be allowed to advance to the next term until those courses are completed. Course withdrawals will need to be repeated in a subsequent term before a student is allowed to continue the academic program.
Students who find they are having academic difficulties should speak with their tutors as early as possible so problems can be addressed before they become acute. Extra help and advice are usually also available from classmates and students in other classes. Students are also encouraged to contact the Assistant Dean to discuss academic strategies and consider how best to use our support resources.
The Office of the Assistant Dean employs student tutors to help their peers in mathematics, laboratories, Greek, and French. These assistants post office hours and locations in the weekly “Ephemera”, and may be contacted for individual appointments.
Ken Baumann, the Presidential Fellow for Academic Support, helps students manage their time, schedule their coursework, improve their writing, build healthy relationships with peers and tutors, access the college's resources, and care for themselves in our uniquely demanding environment.
Assistance with writing is also available. Each year, one tutor is given release from normal teaching duties to serve as a writing archon. Several students are also employed as writing assistants. Students who are having difficulty with written assignments should seek the help of the archon or the writing assistants. Their contact information and office hours are listed in the Ephemera. It is not unusual for tutors to refer students to the archon for help. Ms. Marsaura Shukla is currently appointed writing archon. She may be contacted via Campus Mail or at her office, SFH 101, or at marsaura.shukla(at)sjc.edu.
Ms. Rachel Moran, M.A., ESL Specialist provides English as a Foreign Language (EFL) assistance in writing, reading, speaking, and presentation skills. Her hours and location may be found in the Ephemera.
Students who would like to request accommodations under the Americans with Disabilities Act or Section 504 of the Rehabilitation Act may contact the Vice President of Student Engagement or visit sjc.edu/students-with-disabilities for additional information and forms. If an ADA accommodation results in a change in Housing or Meal plans after the 7th day of the semester, no billing adjustments will be made until the beginning of the following semester.
Each semester, all freshmen, sophomores, and juniors submit essays to their seminar leaders; seniors do so only in their fall semester. The essays are based usually on seminar readings of the current year. The seminar leaders must approve a student’s choice of topic. The second-semester essay is the annual essay and should be approximately 3,000 words in length. It receives a separate final grade. Students are given time off from classes to write their annual essays. The first semester essay is usually shorter and developed less fully than is the annual essay and it does not receive a final grade separate from the seminar grade. Students are encouraged to seek advice on writing their essays from their tutors. Although language tutors often serve as essay advisors, students are encouraged to seek advice from any tutor and attend meetings the writing archon holds well in advance of the due date.
Toward the end of each semester in the first three years, seminar leaders conduct oral examinations of their students. Seniors also have seminar oral examinations in their fall semester. Students are questioned freely and informally about the books they have been reading or the essay they have written, and on their critical and interpretive opinions. Students are invited to consider the different parts of their study in relation to each other and relevant topics that may not have been addressed directly in any of their classes.
Knowledge of algebra is required for many of the studies undertaken at the college, particularly in the last two years. Students who have an insufficient grasp of basic algebraic operations are not in a position to understand and profit from much of the work, and impede the progress of classes unnecessarily. Therefore, the college requires all students to pass an algebra proficiency test or complete an alternative algebra learning program (e.g., a summer class at a community college or an approved course of online study) specified by the Assistant Dean as a condition for entry into the junior year.
The test is designed to cover basic requirements, rational operations with polynomials, factoring, exponents, and simultaneous and quadratic equations. Help preparing for the test is available in the form of sample tests and student Algebra assistants. The test is given several times each year, and, as with all academic work, is subject to the academic honesty policy. Please consult the academic calendar for the dates and times this test is offered. Freshmen are expected to attempt the test in their first year. Students seeking alternative testing arrangements should contact the Assistant Dean.
The Assistant Dean will inform all sophomore mathematics tutors of those sophomores in their classes who have not passed the exam, and these students’ progress with this requirement may be considered in the enabling deliberation.
During the spring semester of the senior year, each senior presents an essay to the faculty that attempts to come to terms with some issue or suite of issues addressed in one or more of the books read at St. John’s. The essay, which is written under the direction of a faculty advisor and normally contains 5,000 to 15,000 words (20-60 pages), will be judged on both form and content. The essay is to be written in straightforward critical prose. It must be a sufficiently interesting exercise in the liberal arts to provide the basis of a one-hour public oral examination by a committee of three tutors.
There are strict deadlines in the senior essay process. The Dean will need to clear the failure to meet any of the deadlines, which may jeopardize the senior’s ability to graduate. In the fall, a senior essay proposal is solicited from all seniors in two steps: first, they are asked to state the topic and the text upon which it will be based briefly, and then, are required to write a 200-300 word expansion of the topic. In each case, an advisor’s signature is required on the proposal, which then needs the instruction committee’s approval. This proposal is used when forming the senior essay committee that will both evaluate the essay and conduct the oral examination. On the second Wednesday of the essay writing period, each senior must submit one copy of a rough draft of the essay (2,500-3000 words) to the Dean’s Office for the Instruction Committee to review. The purpose of the expanded proposal and rough draft is to encourage early and regular writing and consultation with the student’s advisor.
The due date to submit the senior essay is firm (by nine o’clock on the Saturday night at the end of the second full week in February). Exceptions will be made only in the most extraordinary of circumstances.
Seniors are required to earn a grade of at least “C-” in every class during both semesters of the senior year. No senior may have an incomplete grade for the second semester. Occasionally, the faculty recommends to the Board of Visitors and Governors that the B.A. degree be awarded to students who have not met this requirement. Such a recommendation may involve the completion of supplementary requirements the tutor of the class in which the work has been unsatisfactory suggests.
All current students must have a St. John’s College student ID card. The card issued to first-year students at their first registration is carried through graduation. Students who transfer from the Annapolis campus need to obtain a new ID card. At registration, readmitted and transfer students have a new picture taken and a new ID is issued. There is no charge for first-time, readmit, and transfer student IDs.
If a student loses their ID card, they must email the Finance Office at sfstudentaccounts(at)sjc.edu or stop by their office in Weigle Hall. Once they have paid the $25 card replacement fee, the Information Technology Services Office will print them a new card. Students are responsible for carrying their student ID cards while on campus or participating in any college activity. Students are also responsible for maintaining their ID cards in a condition such that the entire front face of the card is legible and the electronic strip on the back of the card is functional. Students may not punch holes in their ID card as it deactivates the card and renders it unusable. Cards that are not legible or functional must be replaced. When requested, students are expected to present their ID card to verify identification.
Use of the students’ college email accounts is considered an official means of communication with students at St. John’s College. Email allows the college to send notices quickly and conserve paper. Email ensures as well that students receive important information about time-sensitive matters, such as student accounts, financial aid, registration, and graduation. Because some notices will be sent to students exclusively through email, it is necessary for students to check their college email accounts frequently and consistently to remain abreast of college communications. Students should check their college email at least twice a week and respond promptly to requests from administrative offices. Be sure to check the junk mail and clutter folders. Student Engagement can send emails out on behalf of chartered and registered student clubs and organizations only.
The U.S. Student Exchange and Visitor Program’s Principal Designated School Official (PDSO) is the point of contact for all F-1 visa students with respect to visa requirements, maintenance of legal status, off-campus training (optional practical training, curricular practical training) as well as related matters. A detailed summary of the guidelines that describes international students’ responsibilities is available from SJC’s PDSO upon email request (see contact information at the end of this section). International students are expected to address any matter of concern or interest in a timely and responsible fashion by emailing the PDSO. It is of upmost importance for an F1 student not to rely on rumor or second-hand information, but contact the PDSO instead. The U.S. government holds the student responsible for being informed of the regulations related to their legal status. On the I-20 document, page three, the section entitled “Instruction to Students” provides a brief overview.
The PDSO’s responsibility is to provide guidance to students with respect to their legal status and oversee the federally-mandated record-keeping of F-1 students in the SEVIS system, the data- collection branch of the Department of Homeland Security. The PDSO also conducts orientation group meetings for new students; this type of meeting addresses: Protection of documents, travel within and outside the U.S., maintaining good academic standing, employment on and off campus, change of enrollment status, and transfer to Annapolis or another college or university. Periodic information sessions throughout the fall and spring semesters offer interested students the opportunity to focus on specific needs or topics. Special attention is given to the legal considerations that must be observed with respect to off-campus employment.
For support with social, cultural, and academic concerns, and help navigating everyday life in the U.S., contact the Student Support Coordinator in the Assistant Dean's Office. For help obtaining a social security card or on-campus employment, contact the Financial Aid Office. Students must see the PDSO prior to travelling outside of the U.S. for an updated signature on their I-20.
The PDSO for the Santa Fe campus is Ms. Christine Guevara, x6128 or christine.guevara(at)sjc.edu. Emailing your question or concern is more effective than phoning. Private appointments are available upon request.
Students should feel free to speak with their tutors at any time about their own work, the progress of the class as a whole, or problems they may be having. A conversation over lunch may provide a particularly good opportunity for discussion. If a student invites a tutor to lunch in the Dining Hall or the converse, the college will cover the cost for the tutor and for students who are not on the meal plan.
Students who are considering withdrawing from the college should weigh the decision carefully. Family, friends, resident advisors, tutors, or members of the administrative staff should be consulted before making a final decision. If a student withdraws before three-quarters into any class session, the withdrawal will result in no academic credit for the class, and a “W” will appear on the transcript. If a student withdraws after the three-quarters point, a grade of “F” will be assigned and will appear on the student’s transcript. An appeal to the Assistant Dean, who normally reviews these requests for the Dean, to receive a “W” is possible if there are mitigating circumstances. Like the assignment of an “F” attributable to violation of the absence policy, this “F” is considered an academic failure, not an administrative consequence.
For 2023-24, “F” grades appear for withdrawals later than:
The quality of work on the part of a student who withdraws after the seventh week of the academic year will be reported.
Withdrawals may have financial repercussions. Please see the “Refund Policy” section of the Handbook for information on refunds for tuition and room and board. Consequences regarding financial aid awards, both current and future, should be discussed with the Director of Financial Aid. Please refer to the “Financial Policies and Practices” and “Tuition Insurance” sections of the Handbook.
A student who is withdrawing from the college obtains an official withdrawal form from the Registrar. The student then confers with the Assistant Dean, who approves and signs this special form. The student also obtains the signatures of other college officials as stipulated on the form, and returns the completed form to the Registrar. This finalizes the student’s withdrawal; the Registrar notifies the pertinent administrative and academic offices, as well as the student’s tutors, of the official withdrawal date. Not completing the official withdrawal form can lead to substantial delays in refunds and the fulfillment of future transcript or enrollment requests.
A student who leaves the college without withdrawing formally may have difficulty obtaining a transcript or collecting refundable fees and the balance of the caution fee.
When a dependent student withdraws or is dismissed from the college or, under special circumstances, drops to part-time status, the parents or guardians may be notified.
Students who withdraw from the college when school is not in session are asked to contact the Office of the Registrar as soon as they decide not to return. An abbreviated official withdrawal form will be sent to the student, and it is important to return this form for refunds due the student and transcript or enrollment requests to be released in a timely manner.
For specific details regarding official and unofficial withdrawal dates, see the “Refund Policy” section of the Handbook.
A leave of absence releases the student from their studies for a period of up to one year. Upon the conclusion of a leave of absence, the student is entitled to resume their studies according to the regular policies and procedures of the college provided that the student remains in good standing. The leave of absence policy is intended to provide a short-term, temporary break from a student’s studies when circumstances make it difficult or impossible for a student to maintain continuous enrollment. Examples of cases where a leave of absence may be warranted include military service*, family emergencies, medical necessity, specialized study at another institution, etc.
Students who wish to take a leave of absence must seek permission to do so from the Assistant Dean and specify the beginning of the leave requested and their anticipated return. Leave of absence requests should be submitted no later than the 11th week of classes to meet the deadline for grades to default to a W rather than an F. The Assistant Dean will determine whether a leave of absence is warranted and may make this decision in collaboration with the Dean. If leave is granted, the student will not be considered to have withdrawn from the college, and the student is not required to apply for readmission. To resume their studies, the student must only pay the advance deposit for the semester in which they return by that semester’s deposit due date. Failure to pay the deposit by the due date may result in the student being required to complete an application for readmission before being permitted to resume their studies. A leave of absence may be renewed once, upon approval by the Assistant Dean or Dean. In the case of a student leaving for medical reasons, the Assistant Dean may require a medical or mental health provider’s evaluation and recommendation before the student’s return.
If granted, a one-year leave of absence begins at the conclusion of the final semester completed by the student and ends at the beginning of the next semester not yet completed by the student, even if the student withdraws during a semester they have not completed. To be eligible for a leave of absence, a student must have completed at least one semester of studies. In exceptional cases, a leave of absence may be granted retroactively upon the recommendation of the Vice President of Student Engagement with the agreement of the Dean. A student who wishes to request a retroactive leave of absence should apply according to the usual process and note the effective date that they are requesting as well as the reason for requesting a retroactive leave.
Please note that there are potential financial ramifications for taking a leave of absence that each student should consider before making a decision. Any refund of tuition, fees, room, board, etc. will be subject to the College's normal refund calendar. In most cases, applying for a leave of absence during the semester does not entitle a student to a refund except insofar as outlined in the Refund Policy. Students should meet with the Student Accounts, Financial Aid, and Registrar’s offices to discuss the impacts of taking leave. Potential impacts include the following:
* In accord with federal regulation, a student who is called to active duty in the United States armed forces during a semester in which they are enrolled may withdraw from that semester and receive a full refund on all tuition and mandatory fees as well as a prorated refund on room and board (if applicable) based on their last date of attendance. This notification may be given retroactively if the giving of such notice is precluded by military necessity. For further details on this policy applying to these circumstances, please consult the Financial Aid Office
The Safety Intervention Policy* is designed to ensure the safety of the St. John’s College community and to outline the process and procedures should a student pose a credible, substantial risk of harm or otherwise substantially impede the activities of the college or other members of the college community.
This policy is designed to establish an investigatory process for assessing and intervening, if necessary, when student members of the college community:
The SOC Team assists in evaluating whether students meet the criteria for a safety intervention plan and/or involuntary withdrawal. The composition of the team for each particular case will depend upon the specific circumstances; however, an appropriate health professional, Vice President for Student Engagement, Assistant Dean, and representative from the Office of Public Safety will ordinarily participate in every review. Beyond the standing participants, the SOC Team may include representatives from the Associate Dean’s Office, Assistant Dean’s Office, Communications’ Office, College Counsel, and other college officials, health care providers, or other participants as deemed appropriate in a particular case by the standing members of the SOC Team.
In addition to evaluating whether students meet the criteria for a safety intervention plan and/or involuntary withdrawal, the SOC Team may also act as a resource, consultant, or advisor to the college in determining whether an individual is qualified to perform the essential functions of an academic program, and/or to provide other guidance regarding an individual student’s access to the college’s educational opportunities.
If safety is an immediate concern, the college is permitted and has the authority to take interim action to protect the well-being of all members of the community. By interim involuntary removal, the college may remove a student from any or all college premises when, in the professional judgment of the SOC Team and considering all reasonably available information, a credible substantial threat of immediate harm to an individual or the college community is perceived to exist. Interim involuntary removal is a preliminary action taken to protect the health and safety of the college community and is not a penalty. Decisions to remove a student from college residences will be made by the Vice President for Student Engagement in conjunction with the Associate Director of Residential Life and the SOC Team.
A student involuntarily removed on an interim basis shall be given an opportunity to personally appear before the Vice President for Student Engagement, or designee, within two (2) business days from the effective date of the interim involuntary removal, in order to discuss the reliability of the information concerning the student’s behavior and the decision to require an interim involuntary removal. Following this meeting, the Vice President for Student Engagement, or designee, may either continue or cancel the interim involuntary removal.
If the interim involuntary removal is cancelled, the procedures described in this policy regarding a safety intervention plan and involuntary withdrawal may still proceed.
An interim involuntary removal may remain in effect until a final decision is made pursuant to the procedures outlined in this policy.
Any member of the college community who has reason to believe that a student poses a violent threat or a threat to public safety should contact the Office of Public Safety who may then contact the local police department. For imminent threats, 911 should be called immediately.
Any member of the college community who has reason to believe that a student poses a credible substantial risk of harm and thus may meet the criteria for a safety intervention plan and/or involuntary withdrawal should contact the Office of Public Safety, who, in conjunction with the Director of Public Safety, will assemble the SOC Team. The SOC Team will conduct an informal review of the information presented to determine whether further review under this policy is appropriate. If the SOC Team determines that further review under this policy is not appropriate, the SOC Team will document the basis for that determination and any recommended follow up steps for the community member or college. All reports made pursuant to this policy will be handled in a confidential manner, with information released only on a need-to-know basis in accordance with applicable federal and state laws and regulations.
If the SOC Team has determined that review under this policy is appropriate, the SOC Team may designate a representative of the SOC Team to meet with the student to discuss voluntary withdrawal options. Students who elect to voluntarily withdraw while a review under this policy is pending will not have the option of an appeal. Additionally, the College may impose conditions that the student must meet before re-enrolling. Should a student voluntarily withdraw while a review under this policy is pending, the process outlined in the section titled, “Request for Clearance to Reapply for Admission and Reconsideration of a Safety Intervention Plan” will be followed to return to the college.
Assuming the SOC Team has determined that review under this policy is appropriate, the SOC Team will determine whether a student should be subject to a safety intervention plan or involuntary withdrawal. In determining whether the student presents a credible substantial risk of harm as outlined in this policy, the SOC Team will make an individualized assessment based on a reasonable judgment that relies upon current medical or other specialized knowledge or the best available evidence to ascertain:
As part of this individualized assessment, the student may be required to undergo an evaluation, such as a medical or psychological evaluation, by an independent and objective health professional, which could include members of the college’s therapy or health center team, as designated by the college. The student may also be required to execute necessary releases so that the report from the evaluation may be provided to the SOC Team and other administrators, if appropriate, for the purposes of determining whether the student should be subject to a safety intervention plan or involuntary withdrawal.
In addition, any medical or other relevant information submitted by the student, including but not limited to a medical or psychological evaluation by a health professional of the student’s choice, will be considered.
Inherent to this decision-making process is the college’s commitment to consider an individual’s past and ongoing condition, which may have contributed to the risk of harm that is in question. The SOC Team may seek the assistance of other resources, as needed, to determine if the student is a qualified individual with a disability and whether a reasonable accommodation will allow that student to meet essential academic and college community responsibilities, while abating the risk of harm and maintaining a safe college environment. This determination shall also evaluate whether such accommodation(s) can be provided without fundamentally altering the essential functions of the educational program provided by the college, lowering academic standards, and/or creating undue hardship to the college.
Moreover, whether or not the student is a qualified individual with a disability, the SOC Team will generally attempt to engage in an interactive dialogue with the student to discuss how the student might abate the risk of harm presented. As part of this interactive process, the student and/or medical provider are encouraged to suggest possible methods to abate the risk of harm. The SOC Team may also choose to engage professionals in making determinations.
If a student is subject to a safety intervention plan or is involuntarily withdrawn pursuant to this policy, to the extent appropriate and practicable, conditions for readmission, if applicable, will be specified in writing.
A student who is subject to a safety intervention plan or involuntarily withdrawn pursuant to this policy may make a written request to the Dean, or designee, for an informal appeal proceeding to review the determination. To be timely, any such appeal must be RECEIVED by the Dean, or designee within three (3) business days of the determination by the SOC Team that a safety intervention plan is warranted or of the determination to involuntarily withdraw the student. Information about the appeal process, including specific dates, will be provided to the student at the time a decision is communicated.
The Dean, or designee, shall conduct the informal appeal proceeding within seven (7) business days of receipt of the written appeal. The informal appeal hearing is generally limited to sixty to ninety (60-90) minutes in duration, unless the person conducting the hearing determines that additional time is necessary.
The student will be provided with all of the following information, as available and as appropriate, prior to the informal proceeding:
At the informal appeal proceeding, the student may choose to be assisted by appropriate counsel, which may include a parent or guardian and/or a health professional of the student’s choice. The student may also have legal counsel present for consultation purposes only during the informal proceeding. In addition, subject to an informal determination regarding relevancy, the student will be permitted to be heard, and to present witnesses and information to dispute the reasons for the safety intervention plan or involuntary withdrawal, or the information relied upon by the SOC Team in making the determination.
The student shall provide to the Dean, or designee, and be responsible for identifying in writing, those witnesses and the subject matter of their expected testimony four (4) business days in advance of the informal appeal proceeding. The Dean, or designee, and the student will review that information three (3) business days before the informal proceeding and will agree upon a means of securing attendance of all persons that the Dean, or designee, deem relevant and necessary. If it is agreed that the student will secure attendance of any witnesses, the student may contact such witnesses and invite them to attend the informal appeal proceeding, but all such contact and requests for appearance must be done civilly and in keeping with all applicable college policies. Witnesses are not required to participate in the informal appeal proceeding.
As to an involuntary withdrawal, following the informal appeal proceeding, the Dean, or designee, shall determine whether to (a) uphold the withdrawal; (b) reinstate the student; or (c) reinstate the student subject to specified conditions. In considering reinstatement of the student subject to specified conditions, the Dean, or designee, will consult with the SOC Team and other college administrators, as appropriate. Specified conditions may include without limitation compliance with the recommendations of the student’s treating providers, acceptance of and compliance with a behavioral contract, a housing relocation, reduced course load, or any combination thereof. These conditions may be modified by the Dean, or designee, in consultation with the SOC Team at any time.
The decision of the Dean, or designee, shall be final and not subject to any additional review.
A student who has been subject to a safety intervention plan or involuntarily withdrawal pursuant to this policy who wishes for the safety intervention plan to be reconsidered or who would like to request a clearance to reapply for admission shall contact the Vice President for Student Engagement, as the representative of the SOC Team. The request should include, at minimum, the following CURRENT information and documentation:
Once this information is received, the SOC Team will evaluate the request. The SOC Team will, in its sole discretion, make determinations about the relevance of all information submitted and may independently seek additional information, as necessary, to make a decision.
In cases where the SOC Team grants a clearance to reapply for admission, a readmission application must be received by the college within one calendar year of the clearance.
In cases where the request is denied by the SOC Team, a written appeal will be reviewed by the Dean, or designee. Only written appeals will be considered and should be sent to the Vice President for Student Engagement, who shall forward the appeal to the Dean, or designee.
Please note, all timeframes provided within this Policy may be extended if necessary to ensure a fair and equitable process.
*These procedures draw extensively from similar procedures created by the following institutions: University of Michigan, Indiana State University, University of Connecticut, Rutgers University, and University of Illinois at Urbana-Champaign.
Withdrawals may have financial repercussions. Please review the “Refund Policy” section for information on refunds for tuition and room and board. Consequences regarding financial aid awards, both current and future, should be discussed with the Director of Financial Aid.
Information about financial aid, federal student loans, and tuition refund policy in the case of a voluntary or involuntary withdrawal may be found in the “Refund Policy” section of the Handbook, and by contacting the Director of Financial Aid. If a student registers for a class in which they were enrolled previously for more than three weeks, the class may be considered repeated work, and the student may be ineligible for financial assistance. The Dean may make exceptions to this policy in cases of voluntary or involuntary withdrawal for medical or psychological reasons or other severe mitigating circumstances. In addition, a student on financial aid may owe a refund to the federal aid programs. If the amount owed to federal aid programs exceeds the amount that remains owing to the College, the student is responsible for that balance, even if the student has withdrawn. Students who have elected to enroll in the Tuition Refund Plan through the A.W.G. Dewar insurance company may receive up to a 60% tuition refund in the case of a medical or mental health withdrawal. See the “Refund Policy” section for further details. Information about the insurance plan is also available in the Student Accounts Office.
A former student who seeks readmission to the college for any semester submits an Application for Readmission to the Registrar on the campus attended last. The form can be obtained by phoning (505-984-6075), emailing (santafe.registrar(at)sjc.edu), or online at sjc.edu/santa-fe/offices- services/registrar/readmission-and-withdrawal. The student must comply with any conditions of re-enrollment set forth in the Student Handbook or as required by the college at the time of separation or at the time of proposed re-enrollment. Specifically, in the case of a student withdrawn involuntarily or voluntarily for medical or psychological reasons, the Assistant Dean may require a medical or mental health provider’s evaluation and recommendation before re-enrollment. A deposit, the amount of which is noted on the application, must accompany the readmission form together with other documents listed on the application. Students who are seeking readmission and fail to meet the deadlines and FAFSA filing dates stated below are considered for readmission, but may be unable to enroll if space in the class or financial aid is unavailable.
The deadlines to submit the readmission application are:
The deadlines for filing the FAFSA, if financial assistance is needed, are:
After the Registrar has received a readmission application, deposit, and accompanying documents, the Dean and Assistant Dean review the student’s file. The Registrar informs the student of the decision for or against readmission and, if the application is approved, what conditions, if any, must be satisfied. If the application is denied, the deposit will be returned. Once a student has been readmitted, the deposit is nonrefundable and a deposit cannot be applied to a future year. The student must be in good financial standing with the college and with educational lending institutions before they are allowed to re-enroll.
Application for financial aid is made separately. Students should seek the Director of Financial Aid’s advice as soon as they consider readmission. Readmission to the college does not guarantee an offer of financial aid, although a student must have been readmitted before an award is finalized. Applying for readmission early and submitting aid forms within the filing deadlines ensure timely processing.
An auditor of undergraduate classes can be a former student who is seeking readmission, a current Graduate Institute student, or an undergraduate or Graduate Institute alumnus. Auditing is a privilege, not a right, and some tutors allow it, while others do not. An auditor may audit classes with the Dean or the Associate Dean of Graduate Programs and the tutor’s permission. Tutors often base their decision to admit an auditor to their class on the number of students enrolled already and on the auditor’s commitment to read all assignments and attend all classes. The auditor does not receive the benefits of a regular student; therefore, auditors cannot live on campus or purchase a meal plan. The student may sign a “Borrower Agreement” at the library to borrow books. The fee to audit a class is $750 for classes required for re-admission, and free for classes not required for re-admission. Students who choose not to complete the class will not receive a prorated refund. The audited class(es) will not be reflected on any documents or transcripts and the student will not receive credit for the class(es).
Alumni may audit preceptorials under the following policy: Requests must be made through the Office of the Dean. Only those classes with sufficiently small numbers, as determined by the Dean, will be eligible to be audited. After consulting with the tutors whose classes are eligible, the Dean will notify the prospective auditor of the classes that may be audited. There will be no charge for first-time alumni auditors; thereafter, an $1100 auditing fee will be required that helps fund community scholarships. Auditing on the part of graduate students (current or alumni) is described in the “Graduate Institute Auditing” section of the Handbook.
St. John’s College is a single college that exists on two campuses, Santa Fe and Annapolis. A principal feature of this structure is the opportunity for students to study the program and experience life on both campuses. Any student in good standing may apply within the time frame stated below to transfer to the alternate campus for the upcoming academic year. Because an imbalance in the transfer numbers can disrupt enrollment, staffing, and housing on one campus or the other, the number of transfer students is limited and not guaranteed. Students who wish to transfer between the campuses must adhere to the following protocol:
Application forms are available on the web (after January 1) and from the Registrar on each campus. The deadline on both campuses to submit the Application for Inter-Campus Transfer is March 1; this deadline applies to readmitted students as well. No late applications will be accepted. The application is submitted to the Registrar of the campus attended currently, and the application is subject to approval by the Dean and the Assistant Dean on both campuses. A $600 deposit is required before the application can be forwarded to the deans for review. After the application deadline, the advance deposit is neither refundable nor transferable unless the application is not approved. In that case, the advance deposit is transferred to continue in the upcoming academic year on the home campus.
An advance deposit will not be applied to a future year. Once both campuses have approved a transfer application, if a student decides not to transfer, the student should advise the home campus of the decision to remain enrolled at that campus; a space on the home campus cannot be guaranteed, availability for financial aid may be limited, and the student may be required to pay an additional advance deposit to the home campus.
Transfer applicants who require financial aid must complete and file all paperwork for the FAFSA by February 15. The FAFSA must be sent to both campuses, and the Profile to the campus attended currently. Approved transfer applicants receive only one award from the campus to which they wish to transfer. If a transfer applicant fails to complete all financial aid paperwork by the March 1 deadline and in accordance with the instructions above, the transfer application will be invalidated.
The school code for St. John’s College-Santa Fe is 002093 (FAFSA). The school code for St. John’s College-Annapolis is 002092 (FAFSA). fafsa.ed.gov
The college seeks parity in the total number of transfer students. After the transfer application deadline, a lottery is held on the campus with a surplus of applicants, and each applicant is assigned a lottery number within his/her class. This lottery number is applied to the following ranked categories:
Normally, applications are approved in the order of their rank up to the limits the Deans and Presidents of the college set.
A student applies to the campus attended last (the home campus) for readmission and transfer. The readmission application is considered first and, if approved, the transfer application is reviewed. The home campus advises the applicant of the readmission and transfer decision. Readmission and transfer applicants for the fall term will be advised of the transfer decision by mid-April before the fall in which they wish to enroll. Students should seek the advice of the Director of Financial Aid on the home campus as soon as they are considering readmission and transfer.
A student who seeks readmission as well as transfer must meet all of the deadlines and guidelines applicable for both. Readmission paperwork must arrive before the transfer application is delivered. The deadline pertinent to transfer is March 1 for receipt of the transfer application and for the FAFSA, except under extenuating circumstances approved by the Dean and may be placed on a wait list. The advance deposit for readmission also serves as the transfer deposit. Transfer applicants who apply after the deadlines noted above will be considered for readmission only.
Transcripts for students currently enrolled are ordered from the Office of the Registrar. All requests must include a signature. Academic records requests are usually processed every Friday and in strict order of receipt; no email or phone order can be fulfilled without the signed request form. No portion of any academic record, including transcripts, can be faxed or discussed over the telephone or by email because of FERPA regulations. Parental requests for transcripts are addressed in the “Parents’ Access to Student Education Records” section of the Handbook.
A valid request for an academic record, statement, or Official or Unofficial transcript requires a form completed and signed properly; the form is available through the MySJC platform or from the website at the following address: sjc.edu/santa-fe/offices-services/registrar/record-requests (current students only).
Official transcripts for current students can be mailed or emailed directly to a third party or to students themselves. The Office of the Registrar cannot transmit an Official transcript by Fax or PDF. The online National Student Clearinghouse manages the electronic transmission of an Official transcript, and there is a charge for this service. More information is available on the college website at sjc.edu/santa-fe/offices-services/registrar/record-requests.
Unofficial transcripts (a plain vanilla-grade printout) can be mailed, faxed, picked up by the student, or sent via email as a PDF document attachment only after the request form has been completed fully and signed. The formal supplemental program documentation that the Official transcript carries does not accompany an Unofficial transcript. This documentation is available at sjc.edu/santa-fe/offices-services/registrar/record-requests. Additionally, you can request unofficial transcripts through your mySJC portal.
A “rush” service places a request at the top of the daily transcript request queue. A valid signed request and a $10 service fee must be remitted with such a request. Charges in addition to the $10 rush fee apply for special expedited services such as Fed Ex. Both can be paid by credit card.
The college reserves the right to place a hold on the production of transcripts of students who have outstanding obligations of any kind to the Financial Aid or Treasurer’s Offices. In addition, the college reserves the right to hold the transcripts of students who have outstanding loan obligations at other institutions that participate in federal financial aid programs. Transcript holds are released only when the Student Accounts Office and Financial Aid Director inform the Registrar that outstanding obligations have been fulfilled.
Because of the non-secure nature of electronic transmissions by fax, email, or PDF, the Office of the Registrar requires a signed release of liability from the student in those cases where the student wishes to assume the risk of electronic delivery. The release text appears on the Academic Records/Transcript Request form available at: sjc.edu/santa-fe/offices-services/registrar/record-requests. An Unofficial transcript, don rag/conference report, grade point average, or academic correspondence from the student’s academic file can be sent by PDF as long as the student has completed and signed the release of liability.
Notification of Rights under the Family Educational Rights and Privacy Act (FERPA) for Students Attending St. John’s College, Santa Fe. The Family Educational Rights and Privacy Act of 1974 (as amended), “FERPA,” affords students certain rights with respect to their education records, and it
is extremely important for students to know the details of these rights. The College Compliance Policy regarding FERPA is found in the “FERPA” appendix of the Handbook. The college website at sjc.edu/santa-fe/registrar/ferpa also leads to links on FERPA and the college’s compliance policy.
St. John’s College does not normally release directory information about any student to anyone outside the college community.
If a student wishes to withhold directory information from release officially, as defined in the “FERPA” appendix, the student may visit the Office of the Registrar within two weeks of registration to complete and sign a non-disclosure form.
St. John’s College assembles for-internal-use-only directories that contain student information. The Offices of the Registrar, Residential Life, and Information Technology prepare documents that contain key personal and emergency contact information, such as photo IDs, local/campus addresses and telephone numbers, electronic addresses, and contact information for parents or emergency contacts. In general, these directories are distributed to select academic and administrative offices, including Public Safety, and senior residents.
Student academic information is considered confidential, and, with certain exceptions, will not be released without the student’s written permission. A student’s don rag and conference reports, grades, grade point average, and transcript are considered confidential information, as are gender, race, social security number, etc. Therefore, if a student wishes to have grades or any part of an academic record sent to any person, institution, or to parents, the student needs to authorize the college to do so through the Office of the Registrar, where authorization forms are available.
The Family Educational Rights and Privacy Act of 1974 (as amended)—FERPA—and long-standing college policy—determine parents’ access to their children’s education records. Per FERPA, at the post-secondary level, parents have no inherent rights to inspect a student’s education records, and that right is limited solely to the student. Records may be released to parents only if one of the following conditions has been met:
Parents of dependent students may be notified when the student withdraws from the college, changes enrollment status—such as dropping from full- to part-time—receives an unsatisfactory grade or don rag report, is subject to an academic or conduct-related disciplinary decision, or has a health-related emergency, as well as other special cases at the Dean or other college official’s sole discretion. Parents of independent students are not notified routinely about any of the above cases, except in the case of a health or safety emergency. Dependent students can sign a request to the Dean asking that academically-related information on the student’s academic progress or status not be transmitted to the parent(s). This form is available in the Office of the Registrar.
