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Nairobi Evangelical Graduate School of Theology

ACADEMIC REGULATIONS AND PROCEDURES

Academic Year Structure

The academic year begins in early September, which is therefore the normal time of admission into a programme. The school year consists of three terms of twelve weeks each (including an examination week), and ends in June/July. There are two inter-term sessions in July-August. School vacations are in April, July/August and December.

Academic Standing

A student is in good academic standing if he/she maintains a Cumulative Grade Point Average of 2.0 (for M.A. or M.Div.); 3.0 (for M.Phil. and M.Th.); and 1.7 (at the undergraduate level); conducts his/her personal lifestyle with spiritual and moral integrity and meets all financial obligations to the School.  The administration reserves the right to discontinue any student whose moral and spiritual integrity is unsatisfactory or unacceptable.

Change of Academic Status

A student who wishes to change from full-time to part-time status or vice-versa should apply in writing to the Registrar.  Where the application is granted, the student shall be required, in consultation with the academic Advisor, to submit to the DVCAA a written plan of course work signed by the student and the Advisor.

Academic Probation/termination

The following regulations on probation and termination apply

  1. Academic Probation: Any undergraduate who does not attain a 1.70 cumulative GPA will be placed on probation from the following term. Any M.A. or M.Div. student who does not attain a 2.0 cumulative average will be placed on probation from the following term.  Any M.Th./M.Phil. Student who does not attain a 3.0 average will be placed on probation from the following term. In all these cases the students' grades are below the acceptable for graduation. A grade of "D" in a course carries no credit towards the M.Phil./M.Th. An undergraduate, M.A. or M.Div. student on probation may not take more than 12 hours during the term of probation.  A M.Phil./M.Th. student on probation may not take more than 8 hours during the term of probation.
  2. Academic Termination: Failure to attain 1.70, 2.0 or 3.0 average, as applicable, in the term of academic probation, may result in termination of study at NEGST.  A student remains on probation until the cumulative GPA has reached the minimum required.  If there is no evidence of steady progress while on probation, the student will be asked to withdraw from NEGST.  Students who fall below the required CGPA at the completion of course work will be asked to withdraw from NEGST.

Temporary Reprieve on Health Grounds

A student who, for health reasons duly attested to in writing by a medical officer, is unable to sit for an examination as scheduled or complete any or all other requirements in a course, may be granted temporary reprieve by the office of the DVCAA for the duration specified according to medical advice. In such cases the DVCAA shall make copies of the medical advice available to the HOD and lecturer concerned together with a written signed undertaking by the student stipulating when he/she will be ready to complete the requirements. If, however, the student is unable to complete all requirements by the end of the following term, he/she will be required to repeat the course.

Validation of Courses

A student may, in writing to the HOD with copy to the Registrar, request validation for a prescribed course if he/she feels that it will duplicate an equivalent level course for which she/he has earned credits from an approved institution. If approved by the department, an official transcript from an accredited institution is required by NEGST.  Alternatively, the department may administer an exam to the student. Both the exam and the scripts must be forwarded to the Registrar by the department together with the grade. Validation of a course does not reduce the student's total credits requirement, but allows him/her to substitute hours in the same department. The actual course validated will be replaced on NEGST transcripts by an equivalent level course.

Advisor of Studies (Academic Advisor)

All students are advised on the courses they should take by an Advisor assigned to them. The Advisor-advisee relationship is very important to the curriculum of the School.  The Advisor assists the students in planning and executing the students’ course of study in conformity with the requirements of each programme.  Each student is responsible for completing the requirements of the programme.

Registration

Students are expected to register at the time specified on the School calendar. Failure to do so will necessitate a late registration charge of Ksh 500 in the first week of classes.  Thereafter the fee is Ksh 1000 per week assessed from the start of classes. After the term has been in session for two weeks, the DVCAA's permission is needed for registration. Under certain circumstances, however, this permission shall incur late registration fee.

The student's registration for each term of study is to be planned in consultation with the assigned Advisor. The student is held responsible for seeing that he/she meets all requirements for graduation. Students not strictly following the curriculum, thus taking courses out of sequence, forfeit their right to require the School to offer courses when they need them and may not be eligible for graduation at the expected time.

Change of Registration

All changes made after registration is completed MUST be entered on a change of registration form secured from the Registrar's office. A grade of F is recorded for any course dropped without presenting a change of registration form to the office of the Registrar, or for any course dropped after the date permissible on the School calendar.

A student may drop a class at any time during the first two weeks of term. The letter W  (withdrawal) will be entered on the transcript. After two weeks, the transcript will carry WP (withdrawal passing) or WF (withdrawal failing), depending on the nature of progress report at the time of withdrawal, but neither entry will carry any points. No class may be dropped after the seventh week. Any voluntary withdrawal after this time will carry an F grade.

Cancellation Fee

Pre-registration for the following term is on the first day of reading week.  Final registration must be completed by the first day of term.  A cancellation fee of  KSHS 1600 is charged to students who cancel their pre-registration for the upcoming term without giving 14 days notice prior to the beginning of the new term. At the beginning of the school year, registration of new students takes place during the week of orientation of new students.

Continuation Fee

A continuation fee equivalent to 3 or 4 hours per term (for M.A., M.Div., or M.Th./M.Phil. respectively) is charged to ALL students who have completed course work but are still completing other programme requirements like thesis. The fee is not however applicable to students who have completed all programme requirements and are awaiting graduation.

Change of Programme

A student may change his/her programme by filing a written request to the Registrar, who will process it through the new department of choice.  If approved, the Registrar shall notify the student and both departments concerned in writing. There will be a charge of KSH5000 for every such change granted after the last day of classes in the student’s first term at NEGST.

Class Load

Workload is determined by the number of credit hours for each course, which normally equals the total number of hours of lecture or class periods per week. Thus a class that meets four class hours per week is normally a four‑hour course. A normal class load is about 12 and 16 hours at undergraduate and Master’s levels respectively. The normal M.Th./M.Phil. course load is between 8-12 hours per term.

For every class hour (50 minutes of class work) a student is expected to give a minimum equivalent of two class hours of preparation outside of class.

No student is allowed to take more than the hours allowed by his/her programme in a term unless he/she has ALL three of the following: (1) cumulative 3.3 GPA, (2) permission of the academic Advisor and (3) permission of the Head of Department. No student shall take courses out of sequence.

Absences

Students are expected to attend all classes in each course in which they are enrolled. A student may not miss more than a total of five class days per term. Both the lecturer(s) involved and the HOD of the student’s department must approve absences in advance. In cases of extreme emergency or ill health, the student shall be granted absence from class without advance notification, but must (or somebody acting on his/her behalf) notify his/her department of such absence within twenty-four hours.

Withdrawal from School

On Temporary Basis

For reasons deemed justifiable by the DVCAA (e.g. health, finance, etc.), a student may formally seek in writing to the DVCAA to withdraw from school. Such an application should contain the reason(s) for temporary withdrawal and plans for returning to complete the programme by such a time period as not to exceed the maximum duration of time allowed to complete the programme. A written request to the DVCAA for reinstatement, copied to the Registrar, is required to effect reinstatement.

On Terminal Basis

A student may withdraw permanently or be so asked when it becomes apparent that continuation is practically, morally or academically untenable. A student so discharged may not resume studies at a later date unless by applying afresh. A person who has been discharged on terminal basis is not likely to get re-admitted based on a fresh application, unless there is clear evidence of change in the circumstance that warranted the terminal discharge.

On Transfer Basis

A student may wish to transfer credits from NEGST to another institution provided: the student has not been awarded a terminal credential already based on these same credits; the student submits in writing a request to the DVCAA and copied to the Registrar to withdraw from NEGST and to transfer credits to another school; the student has met all obligations to NEGST, including the cost of sending transcripts to another school. Acceptance of such credits is of course at the discretion of the other school.

Theses, Projects and Long Essays

Every student working for the M.Th./M.Phil. degree is required to do a thesis. Students doing the M.A. in Christian Education, Missions and Church History do a thesis. Those in the Translation Studies programme have the option of a project or thesis, while students in the M.A. Biblical Studies programme write a long essay.

The M.A. Programmes normally require a 4-6 hour thesis, project or long essay. The M.Th./M.Phil. programmes require a 12-24 hour thesis.

The student is responsible for meeting all deadlines posted in this publication (see current NEGST calendar at the end of this publication). The guidelines set forth in the current NEGST Manual for the Writing of Theses, Projects and Research Papers must be followed carefully.

For further information on regulations guiding writing and presentation of theses, projects and long essays, consult the current edition of the NEGST Manual for the Writing of Theses/Projects and Research Papers.

Assessment

Student Assessment Policy

Students are assessed in their academic work from two perspectives, depending on the type of course. One perspective applies to most of the courses, in which the 4.0 grade point system is employed. The other applies to a limited number of courses and comprehensive exams, in which a Pass/Fail system is employed. While the former carries quantitative weights used for determining achievement level, the latter carries qualitative weights, which cannot be quantified.

In the event a student, for reasons deemed justifiable by the subject lecturer, Head of Department (HOD) and in consultation with the DVCAA, is unable to complete an assessment procedure, the student receives an I (incomplete grade). The student shall make a written presentation duly endorsed by the HOD to the Registrar. Other arrangements for completing the assessment shall be made by the student with the Registrar’s office in consultation with the DVCAA. The assessment must be completed not later than three weeks into the next school term. In the event a student is still unable to complete the assessment, a decision to repeat or not repeat the course shall be made by the DVCAA in consultation with the HOD and the student’s academic Advisor.

Students must reach pass marks in all subjects. A Student whose work is not up to pass standard receives a failing grade.

No excuses will be granted for no-show at exams, unless due to health reasons based on medical certification or due to emergencies, in which case the student (or somebody acting on his/her behalf) shall make a written representation to the DVCAA, citing reasons for absence from a scheduled exam, together with any supporting documents. In any case, the student must take the examination not later than three weeks into the next term.

Course Assessment

Continuous assessment: In all courses, continuous assessment is employed, involving a combination of assignments, short tests, papers, class presentations, and so forth, spread out throughout the term. The cumulative weight of the continuous assessment is usually between 40 and 60%.

End of Term Examinations: The Registrar schedules these at the end of the term. They are subject to external moderation. An end of term examination may not be offered under any circumstances before the scheduled date specified by the Registrar’s office.

Practicum: The practicum is required for some practical theology programmes to test the level of integration of classroom work and practice. Students are assigned to either teaching; pastoral work; translation projects or other church work in the course of their study and these are supervised by the department concerned.  The practicum is weighted on credit hour basis. 

Comprehensive Exam: Every student working for the M.Th. /M.Phil. degree must sit for and pass a final comprehensive exam normally taken at the end of the period of residency or at a time determined by the Department and as scheduled by the Registrar.  Grading shall be on a Pass/Fail basis (see Graduation (5) page 49).

Grading Systems

Grades are reported to students in writing from the Registrar's office. Students are not to request oral reports on grades from the Registrar's office or from teachers.

Courses in which a student receives the grade of F must be repeated or replaced by another course (with the approval of the Department).  If the course is replaced, the original grade of F will be figured into the grades average (GPA) along with the grade of the replacement course.  If the course is repeated, the F will be replaced by the new grade, and this grade can be no higher than a C.  Instead of repeating a failed course, the student may retake the exam or course requirements leading to the F grade within a month or no later than three weeks into the following school term, with the permission of the DVCAA and the teacher.  In the event that the student is unsuccessful, he/she is required to repeat the course. Re-sit exams are scheduled and administered by the Registrar.  Whether the course is repeated or replaced, the failed course will be listed in the transcripts regardless of whether or not it is figured into the GPA.

The 4.0 grade point system is used to compute grade points standings. It is a numerical equivalent of the letter grades when fully spread into twelve units as shown below. The grading system is as follows:

A
 4.00
 Excellent
A ‑
 3.70
  
B+
 3.30
  
B
 3.00
 Good
B ‑
 2.70
  
C+
 2.30
  
C
 2.00
 Satisfactory
C‑
 1.70
  
D+
 1.30
  
D
 1.00
 Unsatisfactory
D-
 0.70
  
F
 0
 Failure
I
   Incomplete
W
   Withdrawal

NEGST lets individual teachers convert the raw scores (e.g. percentage scores) into the above letter/numerical scores. This is because of the recognition of the relative qualities of awards of grades across the traditions (e.g. British, American, etc.) represented at NEGST.  However, teachers are required to stipulate in course syllabi how they will arrive at letter grades.

Academic Dishonesty

Any form of academic dishonesty - cheating in an examination, plagiarism, etc. must be reported in writing to the DVCAA by the teacher or invigilator, and shall incur disciplinary action as follows:

See Student Handbook for further details.

Appeals

A student may make appeals in the case of examination referral or disciplinary action as a result of academic dishonesty in writing to the DVCAA. The DVCAA shall then be required to present the appeal before the Academic Board while the student or teacher concerned is given opportunity for personal appearance in his/her own right before this Board. The Senate reserves the final right of decisions on all disciplinary cases, notwithstanding the requirement to forward a report to the Governing Council.

       Provision for Resolving Legitimate Dispute: Final term results are announced solely from the office of the Registrar. Exam scripts are not returned to students but may be availed to students by the DVCAA for scrutiny only where there is a dispute. In the event of proven case of negligence at any stage in the moderation process, the person who has a dispute shall make written representation to the DVCAA, detailing the nature of the dispute and adducing supporting evidences. The DVCAA shall in turn bring the matter before the Academic Board for resolution, following due process.

Residency and Degree Time Limits

The maximum time period allowed in NEGST housing is as follows:

Master of Theology/Master of Philosophy
 16 months
Master of Arts
 2 years
Master of Divinity
 3 years

Duration of Programmes

The normal durations of study for full-time and resident degree students at NEGST are stipulated below:

Undergraduate
 2 years
Master of Theology/Master of Philosophy
 1.4 years
Master of Arts
 2 years
Master of Divinity
 3 years


The maximum durations allowed to complete degree programmes, whether as part time or for any other reasons warranting a delay, are as follows:

Undergraduate
 4 years
Master of Theology/Master of Philosophy
 3 years
Master of Arts
 5 years
Master of Divinity
 7 years

Failure to meet these maximum time durations allowed will result in automatic discharge.

Graduation

Graduation is held during the week following the Term 3 examinations at the end of a student's final year. Upon the recommendation of the Academic Board, the Senate approves students for graduation if all the following conditions are met:
Evidence of consistent Christian life and character during residence at the School and approval accordingly by the Academic Board.
  1. Completion of all required hours of study as outlined in the curriculum in specified programmes. The School will not be held responsible for students who do not follow the laid-down curriculum and so neglect to take specified courses when required. Such students may not be eligible for graduation at the expected time.
  2. Satisfactory completion of prescribed Field Ministries/Guided Practical Experience requirements.
  3. The final 48 hours for the M.Div. and M.A. programmes must be taken at NEGST (that is, in the case of transfer students).
  4. M.Phil./M.Th. students must sit for and pass a final comprehensive examination after the completion of all classroom work. At the beginning of the penultimate term of residency or course work, the Registrar shall notify in writing the HOD and Advisor concerned of the requirement for a candidate to sit for and pass a final comprehensive exam, as determined by the Department. With that notice the Advisor and/or Department shall submit to the DVCAA by the middle of the penultimate term in sealed envelope a comprehensive exam, as determined by the Department. This shall be pre-moderated in the penultimate term and administered in the third week of the following term, as scheduled and administered by the Registrar. This exam score shall be entered in the transcripts as “Passed” (indicating having reached minimum acceptable score at M.Th./M.Phil. level) or “Failed” (indicating failure to reach minimum acceptable score at M.Th./M.Phil. level).  In the event of a failure, the candidate shall be required to do a re-sit in the following term until a pass is achieved.
  5. All financial obligations settled with the Accounts office.
  6. Students doing theses or projects or long essays requiring formal   approval must complete requirements by the date indicated on the   calendar. Failure to do so will postpone graduation by one year.
  7. Graduation fee of USD74 must be paid at the beginning of the last term before graduation.
  8. All students must file with the office of the DVCAA a "Graduation Application Form”, issued by the office, at the beginning of their final term.
  9. All students must complete a "Graduation Approval Form", issued by the DVCAA office at least one week before the date of graduation. This is the final clearance without which a student will not be issued his/her credentials.

Attendance at the graduation ceremony is expected unless written request to graduate in absentia has been granted by the DVCAA.

Classification of Degrees

In the Master’s programmes, the different levels of outstanding performance, as measured by the cumulative grade point average (CGPA) on work done up to the graduation point are recognised.  The recognition levels are:

3.9 – 4.0
 Summa cum laude
 Graduating with highest honour
3.7 – 3.89
 Magna cum laude
 Graduating with high honour
3.5 – 3.69
 Cum laude
 Graduating with honour

In addition, the School recognises at the Master’s and undergraduate levels, three types of distinguished achievements during graduation ceremony:

Award of Academic Excellence— presented to a candidate, each at the post-graduate and undergraduate levels, who has attained the highest academic standard as measured by the CGPA.

Award of Excellence in Christian Character— presented to a candidate, each at the post-graduate and undergraduate levels, who is judged by the School, through peer review, to have embodied NEGST value of excellence in Christian maturity.

Award of Excellence in Ministry Skills— presented to a candidate, each at the post-graduate and undergraduate levels, who is judged by the School, through peer review, to have distinguished him/herself in ministry skills while in residence.