Registration

Background Information

Before you complete the registration process, you must meet with your advisor. It is your responsibility to schedule a meeting with your advisor and to initiate email communications in connection with registration.

For any given term there are three distinct phases of registration:

  • Early registration (aka pre-registration) – which occurs during the prior term
  • General registration – which occurs the two weeks preceding a term
  • Late registration – which occurs the first two weeks of a term. This is also referred to as the drop/add period (aka change of enrollment).

There are four registration cycles throughout the year:

  • Fall
  • January Intersession
  • Spring
  • Summer

No initial registrations will be accepted after the second week of the term except by petition to the Dean of the Faculty.

Web registration for each term is only available through WebAdvisor at colleague.gtu.edu during the dates for Early, General or Late Registration.

Consult the Course Schedule, either in paper form or online to determine which courses you wish to take. Please note that the paper form changes as soon as it is printed and so it is wise to double check the Searchable Course Schedule at http://colleague.gtu.edu to verify the classes you wish to take are still available at the times you think they are.

As you investigate the available classes, you will notice some classes indicate a limit on the number of participants within a class. These classes are referred to as ―limited classes.‖ Faculty sometimes place other restrictions on registrations of their class. For example, Professor Smith may require an interview with students interested in taking her ethics class. Added restrictions are listed in the course schedule. If a class is limited it will either be filled based on a “first come, first served” basis or you will need to obtain a pin number from the teacher in order to register for the class. If a pin is required it will be stated in the course schedule.

 

Reminder: Students participating in the Student Health Insurance Program (SHIP) must be registered for minimum of 6 credits in the Fall term and at least 6 credits in Spring term.

Students receiving full time benefits of Federal Loans must be registered for at least 9 credits in the Fall and 9 in the Spring term. Those receiving part time benefits must be registered for at least 6 credits in the Fall and 6 credits in the Spring/Intersession. In order to be eligible for Summer aid, students must be registered for at least 6 credits.

 

Faculty Consent

To receive Faculty Consent, e-mail the faculty member during the beginning of one of the phases of registration (early, general or late).  We encourage you to keep e-mail messages complete and brief. This will improve your chances of getting into a class. Include the following:

  • Type “Limited Class Request” in the subject line.
  • In the body of your email include: your name, your student ID#, cell or home phone, email address, your school, degree program, and year in the program.
  • Include the course number, course title and whether you wish to take the course for credit, as an auditor (not permitted at SKSM – see policies), or pass/fail.
  • Include your reasons for wanting to take the course. Briefly include relevant previous coursework, experience, special interests and/or needs for taking the course. Finally be sure to show how you have met any registration restrictions indicated by the instructor.
  • The emails of SKSM Faculty are listed at www.sksm.edu under faculty and staff.
  • Faculty at other GTU schools are listed in the searchable course schedule at www.gtu.edu. Or contact the member school for contact information.
  • UC Berkeley faculty contact information can be found at calnet.berkeley.edu/directory/.

Faculty Consent should be requested during the first week of early or general registration in order to allow instructors to receive all requests before making decisions. Instructors are expected to notify students by the second Tuesday at 5 p.m. This allows students time to register (or add) limited classes in the second week.

Advisor Input

All degree and Certificate seeking students are expected to be advised prior to registering (Certificate students are expected to be advised by the Director of their Certificate Program). If a student registers without being advised, they may find themselves “un-registered” by request of the advisor and the Dean of the Faculty.

Registration Procedures

  1. Log In to WebAdvisor at http://colleague.gtu.edu using your User Name and Password
    1. The user name and password were distributed to you at your orientation. IF YOU HAVE LOST YOUR USERNAME AND PASSWORD, e-mail techsupport@psr.edu for assistance.
    2. Logging in will take you back to the Selection screen.
    3. Under the header, “REGISTRATION”, select “Studen Planning”. This will take you to the Student Self-Service Module where you can begin the registration process.
  2. Now that you are in Student Planning, in the upper right hand corner, check under “Notifications” to see if you have any blocks that would prevent you from registering.
    1. Examples of blocks: Advisor block; Health insurance block; Academic blocks; or blocks by the Business office, Housing office or Library for money in arrear These blocks must be removed before the system will process your registration.
    2. All blocks but Health Insurance are cleared by contacting the office that placed the block.c. Please note: entering into a SHIP (aka HIPS) contract is a year-long commitment unless your status changes or you move to an area that Kaiser does not service.
  3. To add a class
    1. Check to see if it requires Faculty Consent.
    2. If it does require Faculty Consent, follow the instructions previously outlined under “Faculty Consent”. If it is not a requirement, simply proceed to registering for your courses.
  4. Register for courses (for the purposes of registration, all educational modes are categorized as a “course”, including fieldwork assignments, internships, Clinical Pastoral Education, and Special Reading Courses.)
    1. Under Academic Profile, click on Student Planning
    2. Select “Plan and Schedule”.

Using the Student Planning Module

First, Login to WebAdvisor, select the Students tab, and then click Student Planning. If any of your courses requires a Faculty Consent, please email the faculty member to request consent to take the course. Please be sure to include your Student ID in the email.

Among the many features of this new product are the ability to:

  • Choose your future courses as required by your specific program.
  • Add course sections to your schedule as they become available.
  • Consult with and receive approval from your academic advisor.
  • Simple, one click registration after you have chosen your courses in a given term.

For the GTU Student Planning Guide, go here: https://docs.google.com/a/gtulink.edu/viewer?a=v&pid=sites&srcid=Z3R1bGluay5lZHV8d3d3fGd4OjMwMGEyMzA2YmM4MzIyODg

How Degree Students Register Using the Special Reading Course (SRC) Form

Perform the exact same steps you would by first logging into Web Advisor, which then leads you to the Student Self-Service (Student Planning) module. Register yourself by entering the generic course number, ‘SRC-9999-01.’ Please note: ‘9999’ is a standalone SRC; a course that otherwise doesn’t exist. While ‘8888’ is an SRC upgrade for a pre-existing class; e.g. upgrading a 2000 level course to a 4000 level course.

  1. If you are a M.Div. student, use the SRC form with the header that specifies, “form for students not enrolled in the GTU Common MA program.” If you are a MA student, use the SRC form that specifies, “Common MA Special Reading Course.”
  2. Once you have the form, here is what not to do when using the form
    1. Do not fill in the course area
    2. Do not fill in the section number
    3. Do not provide your signature at the bottom, on the Student Services space; all of these sections are reserved for the Registrar
    4. Do not turn in your SRC(s) prior to acquiring the signature of the faculty, and/or your Advisor
  3. If you are taking more than one (1) SRC during the semester, be aware that Student Planning only allows students to register themselves for one (1) SRC. If in that same semester you are doing two or more, after you have registered the first SRC in Student Planning and completed the form for it, simply complete forms for each SRC thereafter. Leave each form in the Registrars mailbox near the Front Desk area of the school, or send it to the registrar as an email attachment(s).

Even when forwarding to the Registrar as attachments, you will have had to acquire noted signatures via e-signatures – to the Registrar. The Registrar will complete your registration for all of your SRC’s. If your SRC forms do not include signatures, the Registrar will send them back to you, unregistered.

GTU Policies for Registration

The schools of the GTU function with a single registration system, governed by a set of common policies and procedures. Within these policies, each school retains some flexibility to meet the various needs of their own academic programs. The policies common among the schools are presented below. Any variation from the common policy is listed by school under the particular policy. Questions about these policies should be directed to the Registrar of the student’s school of enrollment.

Late Registration

The deadline for late registration is the end of the second week of instruction, and is subject to a penalty fee set by the student’s school. No registrations will be accepted after the second week except upon petition by the student to their dean.

ABSW: Fee: $100  FST: Fee: $75 PLTS: No Fee SKSM: No Fee

CDSP: Fee: $110 GTU: No Fee PSR: Fee: $100

DSPT: Fee: $100 JST: Fee: $100 SFTS: Fee: $100

GTU Common MA students will be assessed the fee of their school of affiliation.

Changes of Enrollment

Changes of enrollment (adding a class, dropping a class, or changing the grading option or units) from General Registration through Late Registration are done using WebAdvisor. After Late Registration (the end of the second week of instruction) all changes of enrollment require the use of the paper Change of Enrollment forms. On the form students must obtain the signatures of the instructor offering the course, their Dean, and their Business Office (For SKSM, please see Student Accounts Manager), and will be assessed a fee, if required, set by each school for each change. Only after ALL signatures are acquired, is this form then placed in the Registrar’s mailbox. No change of enrollment will be permitted after the tenth week of the term, except under circumstances approved by the Dean or an appropriate committee of the student’s school.

ABSW: See current ABSW fee schedule and Policy and Procedures manual.

CDSP: Dean and Business office signatures not required. Students, however, must get their advisor’s permission for the enrollment change. After the tenth week Petition to C&E committee required, including approval of the student’s advisor. Fee of $55 is charged for each change in enrollment.

DSPT: Fee of $50 is charged for each change in enrollment.

FST: Fee of $20 is charged for each change in enrollment.

GTU: Business Office signature not required. No Fee. Common MA students follow the policies of their school of affiliation. (IBS is $50 and PAOI is $25).

JST: Fee of $50 is charged for each change in enrollment.

PLTS: No Fee.

PSR: Assistant Dean’s signature (in lieu of Dean’s signature) not required until after the 10th week of classes. Fee of $50 is charged for each change in enrollment. Changes to SRC 8888 or SRC 9999 may be subject to $100 charge.

SFTS: Substantive changes require the approval of the Dean. Fee of $50 is charged for each change in enrollment.

SKSM: No Fee.

 

Incompletes

Students are responsible for finishing their work within the term. In order to take an incomplete, they must submit a completed petition for an incomplete to their registrar before the last day of the term. Incomplete work is due to the instructor by the 3rd Friday after the term. The instructor is required to submit a new grade by the 6th Friday after the end of the term. The incomplete grade becomes an “F” if no new grade is received by the end of the 6th week.

ABSW: See ABSW Satisfactory Academic Progress statement.

CDSP: Incompletes not finished within the specified three weeks will automatically become the grade of “F”. An extension beyond these deadlines requires the approval of the Instructor, and subsequently, a petition to the Dean of Academic Affairs. These regulations apply to all CDSP students in their courses both at CDSP and at other GTU schools.

DSPT: If the work is not made up by the 3rd Friday after the term, the faculty may: (1) assign a letter grade based upon the work that has been completed; (2) assign a letter grade of “F”; or (3) allow the “I” notation to remain on the transcript.

GTU Common MA: Submit form to and follow policy of school of affiliation. Extension of incomplete beyond the 3rd week after the end of the term requires the approval of the Dean; otherwise “I” becomes “F”.

PLTS: The incomplete remains on transcript and is followed by the grade of “F” if not completed.

PSR: Each program manual stipulates a maximum number of incompletes a student can take before each incomplete (I) thereafter becomes an “I/F”. MDIV students are allowed a total of 5 incompletes during their academic program. All other PSR programs are allowed a total of 3 incompletes during their academic program. After the maximum number has been reached, a “fail” is recorded for all courses where work is not completed on time.

SFTS: Extension of incomplete beyond the 3 rd week after the end of the term requires the approval of the Dean; otherwise “I” becomes “F”.

SKSM: Incompletes are an important option for students dealing with extraordinary circumstances; however, it should not be an option that is to be encouraged. Students are responsible for finishing their work within the terms. In order to take incomplete, students must submit a completed petition for an incomplete to their registrar before the last day of the term – no exceptions. Incomplete work is due to the instructor three weeks after the term. The instructor is required to submit a new grade to the Registrar by the 6th Friday after the end of the term. If, however, no new grade is received by the end of the 6th week, the incomplete grade becomes an “F”. Given exceptional circumstances, Instructors may, at their discretion, agree to a time frame beyond the six weeks with approval from the Dean of Faculty. Time frames must be documented as part of the original petition. It is the responsibility of the student to make sure the “Request for An Incomplete” form is completed with all necessary signatures acquired PRIOR to sending/giving to the Registrar to update the grade by the end of the semester in which the incomplete work is due, or it will automatically be converted to an “F” by the Registrar.

 

F/Fail

Grades of F/Fail remain on the student’s transcript.

ABSW: Course must be retaken if it is a required course.

CDSP: If a course is required for the degree, student may fulfill the requirement by other means. If repeated, course and grade are recorded as new course, and original listing remains.

DSPT: If the course is required for a degree program, the student may repeat the course; however, both the failed course and “F” grade and the repeated course and its grade are listed on the transcript. For serious reasons, students who receive an “F” grade may petition the Instructor to have that grade changed. If the Instructor agrees, then the student must also petition the Executive Committee of the school for final approval. Such petitions are considered extraordinary to grading policy.

GTU Common MA: Follow common policy, not the policy of the School of Affiliation. PLTS: If course is required, student may meet the requirement by suitable means with permission of the instructor. The appropriate grade is then recorded separately.

PSR: A course may be repeated once to improve a poor or failing grade (“D”, “F”, or “fail”).A repeated course is treated as part of a student’s load, but when a course is repeated, the previous credits (though not the grade) are erased from the transcript. The new grade and credit hours appear on the transcript during the semester in which the course is repeated. Only the grade in the repeated course, however, is computed in the Grade Point Average.

 

Withdrawal

A student may withdraw from a degree program by submitting a withdrawal form to the Dean of Students. The form should be discussed with the advisor and requires the advisor’s signature. Only after the student has acquired ALL signatures indicated on the form should they then send/give the form to the Registrar.

The Veteran’s Administration will be advised within 30 days of the date of withdrawal, which will be the date the Dean of the Faculty signs this form. The Dean of the Faculty will forward the form to the Registrar’s Office to update the student’s record. When a student is withdrawn, veteran’s benefits will be discontinued and any further certification of benefits terminated.

The GTU Financial Aid Office will perform a Title IV Return of Funds Calculation and have students with federal loans undergo a Loan Exit interview. A student who is withdrawn may ask to re-apply.  Should a student re-apply, they should be prepared to explain what has changed to make them ready to move forward.

Audits

Audits are posted to the student’s transcript.

ASBW: Permission of the instructor is required. See current ABSW fee schedule and auditor policy.

CDSP: Audited courses included on transcript if student registers for course.

DSPT: Permission of the instructor is required. Fee is full tuition per course unless the audit is taken along with 12 units of credit for a given term.

FST: Fee is full tuition per course.

GTU: Audited courses included on transcript if student registers for course.

JST: Permission of the instructor is required. Students must register for an audit. Fee is full tuition per course.

SKSM: No audits permitted.

 

Cross Registration Procedures for UCB, Mills College and Holy Names

UC BERKELEY:

Students must be in a DEGREE program to cross-register for a UCB course. For further information, see the GTU/UCB Cross Registration agreement.

Instructions for cross-registration procedures are available on the GTU Website and from the Consortial Registrar. If these instructions are followed, cross-registration will go smoothly most of the time. If you encounter problems or questions in the process, please contact John Seal, GTU Consortial Registrar at once. Do not go to the UC Berkeley Registrar’s Office, or to the Graduate Division, or to the UC Berkeley Department secretaries to settle problems. Liaison lines have been established and contacting the appropriate person to clarify a particular situation is essential when working with an institution as large as UC Berkeley.

  • When registering online for classes, list the UCB course as “UCB 9000 Section 01.” (Also use this course number if you cross-register at Holy Names or Mills). Enter the total number of units for all cross-registration courses which you are taking.
  • Obtain the Application and Certification for Cross Registration form in the forms box by the student mailboxes prior to the first day of the UCB c Read the form’s instructions carefully. The form must be filled in completely. No form will be accepted without the signature of the Dean of your school and the UCB instructor actually teaching the course. E-mail approval is NOT acceptable at UCB; you must have an actual signature from the instructor on the form.
  • Submit the Application and Certification for Cross Registration form to the GTU Registrar’s Office by the deadlines listed below and in the calendar.
  • Your schedule will show the course “UCB 9000 – Taking UCB course/s” until you submit the Application for Cross-Registration form.

Notes

  • Your name may not appear on the initial class list received by the UCB instructor. Should it not appear on succeeding class lists, please notify John Seal, GTU Consortial Registrar [(510) 649-2462, jseal@gtu.edu. The Consortial Registrar’s Office will replace “UCB 9000” with the actual course number(s), which will appear on your WebAdvisor schedule and your transcript.
  • If you decide not to take the UCB course for which you registered in WebAdvisor, you must drop “UCB 9000” in WebAdvisor before the end of Late Registration.
  • If you change or drop a UCB class after submitting the form, you must complete the proper UCB form (obtained from the GTU registrar’s office) and submit it to UCB, as well as completing the appropriate drop procedures at your host school. Failure to do so may result in an “F” for the class on your transcript.

DEADLINES: There will be no exceptions to these deadlines for filing the Cross Registration form in the GTU Consortial Registrar’s Office. These are the only deadlines:

Fall 2014: Friday, September 5, at 12 noon

Spring 2015: Friday, February 6, at 12 noon

UCB FALL INSTRUCTION BEGINS ON AUGUST 21, 2014

UCB SPRING INSTRUCTION BEGINS ON JANUARY 13, 2015

HOLY NAMES UNIVERSITY:

Students may take a course at Holy Names University (including the HNU affiliate, the Sophia Center). The HNU and Sophia Center Flyer Schedule of Courses is available at the Holy Names Student Resource Center.

  1. When registering online for Starr King classes, list the course as xxx-xxxx Section 1, and the number of units. If multiple courses are taken, list the total number of units.
  2. Students may cross-register for no more than one course (usually three semester units) in any academic term. Holy Names University students may not cross-register in GTU courses that are also offered for credit at HNU.
  3. Cross-registered students must follow the academic procedures and deadlines of the host institution.
  4. Obtain the Holy Names University form from the forms box by the student mailboxes. Read the form’s instructions carefully.
  5. Complete the top part of the firm completely and clearly. You may not audit an HNU class. Get the signature of SK’s Academic Dean and the GTU Consortial Registrar.
  6. Take the signed paperwork to the Holy Names Registrar’s Office at Holy Names University, 3500 Mountain Boulevard, Oakland. The HNU Registrar will sign the form after it is turned in. For Sophia Center courses, the required signature needs to be obtained from the Director of the Center instead of the HNU Division Chair.
  7. Upon completion of the course, credit will be transferred between schools by transcript.

Any change in enrollment status (drop a class, change a letter grade to pass/fail or change from pass/fail to a letter grade) for a cross registration course requires paperwork for both institutions. Failure to follow this procedure could result in a failing grade on your record.

Please check the HNU website for registration dates and class start and end dates. The dates are sometimes different than those for the GTU.

MILLS COLLEGE:

Students may take a course at Mills College. The Mills Schedule is available here.

  1. When registering online for Starr King classes, list the course as UCB-9000 Section 1, and the number of unit If multiple courses are taken, list the total number of units.
  2. Obtain the Mills College form from the forms box by the student mailboxe Read the form’s instructions carefully.
  3. Complete the top part of the form completely and clearly. Get the signature of SK’s Academic Dean and the GTU Consortial Registrar.
  4. Ask the Consortial Registrar for the procedure to register for a Mills College class.

Cross Registration for Dominican University of California (DU)

The following is the agreement between Dominican University of California (DU) and the Graduate Theological Union (GTU) as of December 2014 (going into effect beginning Fall 2015):

  1. Graduate Theological Union students may take upper-division or graduate courses at Dominican University with the approval of the DU Division Chairperson (undergraduate courses) or Program Director (graduate courses) and the DU Registrar. All courses taken by Graduate Theological Union students on a cross-registration basis must also be approved by the Dean of their school of affiliation and the GTU Consortial Registrar.
  2. Dominican University degree-seeking seniors and graduate students may take a course at the Graduate Theological Union with the approval of the GTU faculty member offering the course and the GTU Consortial Registrar. Dominican University students must also obtain the approval from their academic advisor and the DU transfer credit evaluator.
  3. Students may cross-register for no more than one course (usually three semester units) in any academic term. Dominican University students may not cross-register in GTU courses that are also offered for credit at DU.
  4. To cross-register, students should file the GTU/DU cross-registration form by the registration deadline at their host institution. Forms and instructions are available from the DU Registrar, the GTU Consortial Registrar and the Registrars of GTU schools of affiliation. Dominican students must also file an Authorization to Take Courses Off-Campus with the Dominican Registrar’s Office.
  5. Cross-registered students must follow the academic procedures and deadlines of the host institution.
  6. Upon completion of the course, credit will be transferred between schools by transcript.
  7. Tuition and fees are paid to the home institution only, not to the host institution

Cross Registration Procedures for CDSP:

Beginning in Fall 2014, there are new procedures for registering for classes offered by CDSP.

CDSP’s course schedule will be available at the CDSP website (www.cdsp.edu).

  • During Early or General Registration, enter the CDSP course units for the course “CDSP 9000 01”.
  • Complete the form available online at https://cdsp1-public.sharepoint.com/.
  • Your Schedule will show the course “CDSP 9000 – Taking CDSP course/s” until after you submit the online Cross-Registration form.

NOTE:

It will be a few days before your name appears on the class roster. Please check with the GTU Consortial Registrar if you have any questions about cross registration.

The Consortial Registrar’s Office will replace “CDSP 9000” with the actual course number which will then appear on your WebAdvisor schedule.

If you decide not to take the CDSP course which you included in your WebAdvisor schedule you must drop “CDSP 9000” in WebAdvisor before the end of Late Registration.

If you change or drop a CDSP class after Late Registration has ended, you must complete a Change of Enrollment form (available here http://gtu.edu/sites/default/files/docs/gtu-old/Change%20Slip%20PDF.pdf) and submit a copy to both the Consortial Registrar AND the CDSP Registrar.

Alumni and Partner Registration

Starr King offers alumni a discounted rate for one academic course per year (first credit is free – $705 value).

Partners of alumni or partners of currently enrolled students will be charged a flat fee of $500 per course, per academic term.

To register for a course, an alumni or partner of an alumni or current student must go to the Starr King website and complete an Online Registration Form designed for Special Students and Certificate students (http://www.sksm.edu/special-student-certificate-student-registration-form/)