OST Policies

It is the prerogative of the School to accept courses in transfer or for equivalency. Normally, graduate credits earned more than 10 years prior to admission will not be transferred. The director(s) of the program, with the student, initiate the process for a course transfer and submit transcripts to the Registrar’s Office. The student’s program director(s) reviews the documentation and makes the necessary decision regarding credit and course equivalencies. Individual professors are consulted in the process where appropriate. The School stipulates the maximum hours acceptable in transfer according to ATS Standards. The student is normally responsible for submitting catalogs, syllabi, and course descriptions related to documentation for equivalencies and transfer of credit. Normally, grades of “C” or better are accepted for undergraduate credit. Grades of “B” or better are normally accepted for graduate credit. Transferred grades do not count toward the OST GPA.

Transferring from one OST Master’s Program to Another Master’s Program

Students transferring from one Master’s Program to another Master’s Program must apply to be admitted. The transfer application is available in the Registrar’s office. All transfer applicants must provide the following documentation:

1. Updated statement of Goals and Objectives.

2. Three recommendations, on forms provided by the School, attesting to the candidate’s religious, moral and intellectual qualifications for ministry:

   • one from someone in authority within the applicant’s denominational structures verifying their good standing;

   • one from someone who is qualified to attest to the applicant’s academic ability;

   • one from any person of the applicant’s choosing

Transfer from MDiv to MA in Pastoral Ministry or MA degree:

• the recommendation from someone in the denominational structure must be from the former Formation Director, if applicable.

Transfer from MA to MA in Pastoral Ministry or MDiv:

• the recommendation from someone in the denominational structure must verify suitability for studies oriented toward professional ministry. (See also the section on Continuation Outside Priestly Formation.)

• Interview with the director of the program for which admission is being sought. The Admissions Committee, after consultation with the faculty, will decide on the application.

United Colleges of San Antonio The Oblate School of Theology, University of the Incarnate Word, Our Lady of the Lake University, and St. Mary’s University enjoy a program of interinstitutional cooperation through a consortium for the exchange of course offerings and of faculty members. There is a common commitment to the objective of placing at the service of every student the resources of all four institutions. Courses taken at one University, as long as they are approved as part of a student’s degree plan, are transferable to any other University in the consortium, and a student’s credits in these courses are accepted as if they were taken at his/her own University. Credit is granted by the institution in which the student has been formally admitted/ enrolled. For more information on regulations concerning interinstitutional enrollment, contact the Registrar’s Office.

These are not considered transfer courses and are listed on the OST transcript. The academic advisor and Program Director must approve the course selection.

Transcripts will be issued only for current and former students who are free of financial and other obligations to the School. The registrar will issue one official copy of the transcript without charges. Fees are charged for additional copies of transcripts, or expedited same-day service. The fee for transcripts is found online under Tuition and Fees. Requests for transcripts must be made in writing with a signature.

Student records at Oblate School of Theology are subject to provisions of the Family Education Rights and Privacy Act of 1974 (PL 93-380). Prescribed educational records of students are open to their inspection upon request. Every effort is made to safeguard the student records.

A written Release of Information Form is signed by the students in a collaborating Formation Program to release their grades to the Formation Director of their Community.

No transcripts are issued during registration week or the first week of classes.

Students may withdraw from or change status (audit to/from credit, letter grade to/from Pass-Fail) in courses prior to the eighth week of the semester. Withdrawal from a course must be in writing on the Add/Drop Form with the signature of the academic advisor and Program Director. A withdrawal from a course(s) within the first week of a regular semester will not be noted on the permanent record. After the first week, however, the transcript will indicate withdrawal from the course. After that period there is a fee per course change; withdrawals are indicated on the transcript.

A withdrawal from courses after the mid-semester break will be indicated on the transcript by either a WP or WF, determined by the student’s grade in the course at the time of withdrawal. A passing grade receives a WP. A failing grade (below a B-) receives a WF. (For an explanation of WP and WF see the Catalog section on Grades.) The academic dean can override the policy in hardship or exceptional cases. Refunds for courses dropped are pro-rated according to the policy for tuition refunds. For the withdrawal policy of the DMin program, see the Catalog section for the Doctor of Ministry.

To cancel a registration or to withdraw from the School at any time other than the close of a semester, a student is required to complete the necessary form(s). Discontinuance of class attendance does not constitute an official withdrawal and refunds will not be made on the basis of such action. In such instances, the student will remain responsible for the full amount of the account.

Fall/Spring Semesters Refund Policy:

• Withdrawal during the 1st week of the course.......................100% refund

• Withdrawal during the 2nd week of the course. ....................75% refund

• Withdrawal during the 3rd week of the course. .....................50% refund

• Withdrawal after the 3rd week of the course. ........................no refund

Summer Session/Winter Intersession Refund Policy:

• Withdrawal during 1st and 2nd class of the course. ..............100% refund

• Withdrawal during 3rd and 4th class of the course................75% refund

• Withdrawal during 5th and 6th class of the course. ...............50% refund

• Withdrawal after the 6th class of the course. .........................no refund

Doctor of Ministry Summer/Winter Refund Policy:

• Withdrawal during 1st and 2nd class of the course. ..............100% refund

• Withdrawal during 3rd and 4th class of the course................75% refund

• Withdrawal during 5th and 6th class of the course. ...............50% refund

• Withdrawal after the 6th class of the course. .........................no refund

Note: DMin. Students taking courses during the fall/spring semesters will follow the refund policy for those semesters.

All accounts must be paid in full 30 days after invoicing from the Business Office. Invoicing is done the second week of each semester, after the add/drop date. If alternate financial arrangements are needed they must be made with the Vice President for Finance at the time of registration. Payment may be made by check, cash, Visa, MasterCard, or Discover. All checks should be made payable to Oblate School of Theology. Payments made by mail should be sent to the attention of the Business Office. Returned checks are subject to a $30.00 processing fee.

Auditor’s tuition and fees are payable in full at the time of registration or no later than the first scheduled class meeting.
Students will not be considered registered for courses unless financial arrangements have been made. Failure to comply with 1 and 2 above could result in being dropped from class(es). Two alternative methods of meeting financial obligations are available to the student. However, pre-arrangements must be made with the Vice President for Finance prior to invoicing.

• During the Fall and Spring semester, tuition and fees can be divided into 3 equal payments over the course of each semester. The total amount must be paid in full prior to the end of the respective semester.

• During the summer session, 50% is due upon registration with the balance due within 15 days.

Veterans should contact the Veteran’s Coordinator in the Registrar’s Office for information and assistance in completing necessary paperwork. Veterans and active duty personnel are subject to the same payment conditions as other students.

Students who fail to adhere to the OST policy for payment may be institutionally withdrawn from class(es) and will not be permitted to register for another semester or session until the account has been cleared. Report cards, transcripts, and diplomas are not issued to students who have not met all financial obligations to OST.

Students must clear all financial obligations each semester. Students cannot register for a new semester until payment is made and balances cleared. All outstanding balances are subject to a one and one-half percent (1.5%) finance charge on all unpaid balances.