Policies and Protocols Regarding Oversight of Graduate and Complementary Studies

[1] Study is the principal work of a full-time graduate student. A friar in full-time study will not seek, accept, or be assigned to any ministry that requires a significant amount of time or energy from study without prior consultation of the Regent of Studies.

[2] In cases where complementary studies are combined with another assignment the Regent of Studies will take care to consult the relevant superior in order to reach a clear and workable prior agreement about the program of study in relation to the friar’s other ministries.

[3] The Regent of Studies will not agree to any course of studies for a friar in institutional studies without prior consultation of the President of the Pontifical Faculty.

[4] Proposals of courses of study for graduate students will not be presented for serious consideration without prior consultation of the Regent of Studies.

[5] A program of mentors, developed by the Intellectual Life Commission, will be implemented for assisting, supporting and encouraging friars in graduate and complementary studies (1993 Acts 75c). Adopted unanimously by the Intellectual Life Commission for presentation to the Provincial Council December 4, 1993 Approved unanimously by the Provincial Council March, 19, 1994 Application Procedures for Graduate Studies The Acts of the 1993 Chapter of the Province of Saint Joseph commissioned the Intellectual Life Commission “to establish application procedures for graduate studies” (Acts 75a). The Intellectual Life Commission fulfills this commission with the following procedures and guidelines unanimously approved at its March 22, 1997 meeting. These procedures were approved and established by the Provincial Council on May 3, 1997. Study is a part of the life, heritage, and vocation of every Dominican friar. Advanced graduate studies is not part of the common life of Dominicans but a particular opportunity afforded to friars by assignment of the Prior Provincial based on the needs of the Province in service to the Church and the abilities of those friars considered for advanced academic training (for the early history of this Dominican practice, see Leonard Boyle, O.P., “The Dominican Order and Theological Studies,” Providence 2 [1994]: 244-245).

Consequently a friar applies for graduate studies and undertakes them with the understanding that these studies constitute a special ministry by him for the good of the Province in service of the Church with particular obligations to the Province and special support from it.

Because of the special character of graduate studies in the Order, the application procedures for advanced study are fairly thorough. The Intellectual Life Commission is grateful to all those who apply for graduate studies and pledges to consider each application with great care and attention. Agreements about Making Application for Graduate Studies The Prior Provincial of the Province of Saint Joseph assigns members of the Province to graduate studies upon the recommendation of the Intellectual Life Commission. A friar of the Province of Saint Joseph making application for graduate studies to the Intellectual Life Commission by that application agrees to the following: a) to complete the formal application outlined below in its entirety and to submit it to the Intellectual Life Commission in a timely manner; b) to recognize that making application for graduate studies to the Intellectual Life Commission does not presume approval for studies; the Intellectual Life Commission welcomes applications for graduate studies from any member of the Province and judges each application on its individual merits in accord with the mission and needs of the Province; c) to be willing to execute an Agreement regarding the funding of such graduate study by the Province which Agreement outlines a payback plan should the member leave the Dominican Order and the Province through and by virtue of resignation, exclaustration, secularization, laicization or dismissal – either during pursuit of said graduate degree or within six (6) years after completion of said degree; d) to be accountable to the Province, following the policies and guidelines for graduate studies approved by the Intellectual Life Commission and the Province and cooperating readily and fully with the Intellectual Life Commission throughout the course of graduate studies; e) to be willing after ongoing consultation to complete the course of studies within the time determined by the Intellectual Life Commission (Acts 75f); f) to be willing to apply the benefits of the advanced study to an actual or possible Dominican ministry approved by the Prior Provincial.

Application Procedures for Graduate Studies A formal application for graduate studies consists of the following items gathered together and submitted to the Regent of Studies at least one (1) month before the meeting of the Intellectual Life Commission when the application is to be considered:

a) a brief educational biography of the applicant noting all degrees earned, and with transcripts from all relevant institutions of higher education attached;

b) a statement of the field of study for which application is being made and the degree to be sought;

c) an essay about the applicant’s goals and objectives in pursuing the advanced degree in the field in question; this essay is to include explicit reference to the applicant’s personal aptitude and readiness for the proposed study (educational background, health status, etc.); [ii] the actual and potential ministries of the Province of Saint Joseph to be served by the study in question; [iii] the ministries of the Order and the Church as a whole to be served by the study; and [iv] anything else about the educational goals, objectives, and abilities of the applicant that would help the Intellectual Life Commission in its consideration of the application;

d) a presentation of actual programs at particular institutions of advanced studies where the proposed study can be carried out; this presentation is to include at least three (3) distinct programs and to provide for each program full particulars about the course of study, professors, degree requirements, length of program, costs, housing possibilities, especially in Dominican communities, and an assessment by the applicant of that program’s particular strengths and weaknesses for the applicant’s educational objectives; photo-copied portions of the bulletin or catalogue of the three or more institutions presented describing the actual academic programs under consideration are to be attached;

e) submission of recent scores from the Graduate Record Examination or other relevant professional school examination, as in law or medicine; this is a requirement for all applications to the Intellectual Life Commission, regardless of the requirements of the graduate schools under consideration;

f) a final statement, if needed, of anything else which the applicant thinks the Intellectual Life Commission should know in order to make an informed recommendation to the Prior Provincial. Elements in Evaluation of Applications for Graduate Studies In its consideration of each application and in the preparation of its recommendation to the Provincial, the Intellectual Life Commission will take special account of the following:

a) evidence of the applicant’s work discipline; b) evidence of the applicant’s sense of accountability to the Province; c) evidence of the applicant’s preparedness for the proposed field of study; d) evidence of the applicant’s long-term interest in the proposed field of study; e) evidence of the applicant’s teaching ability, where applicable; f) the prospective usefulness of the proposed study to the Province. Program of Mentors for Friars in Graduate Studies

1. The Acts of the 1993 chapter of the province of Saint Joseph charged the intellectual life commission of the province “to investigate the use of mentors to act as liaisons between the office of the regent and individual graduate students and to support these students” (75c). The intellectual life commission acted on this commission in its 1993-94 deliberations and after investigation and discussion established the following mentor program, to be phased in gradually beginning in 1994 as new friars enter graduate studies.

2. The mentor program designates Dominican friars experienced in the academic life to act as mentors for their brothers in graduate studies. The primary function of the mentor is to provide attention, support, and counsel for a graduate student. The mentor maintains regular contact with the student and through his personal acquaintance with the student, the student’s program of studies, and the nature and demands of graduate student life for a Dominican priest, the mentor assists the graduate student by his fraternal interest, consistent encouragement, timely advice, constructive criticism, and good counsel. The mentor is not a monitor, overseer, or surrogate for the regent of studies. The regent is to maintain his own frequent and direct communication with each graduate student.

3. The relationship between a graduate student and his mentor is to be characterized by trust and mutual discretion appropriate to the counsel and support a mentor attempts to provide. It is inappropriate for the mentor to discuss the student’s situation or his progress with others besides the student himself or the regent of studies. The regent of studies with the intellectual life commission normally and properly provides assessments of graduate students to the province and its officers.

4. The regent of studies chooses mentors in consultation with the intellectual life commission and the students in question. The mentor should have an earned doctorate or other terminal degree, preferably in the same academic field of the student whom he assists. Whenever possible the mentor and graduate student should live close enough to allow meetings, but in any case contact by telephone, mail, electronic mail, and so on, is expected.

5. The frequency of meetings between mentor and graduate student depends upon the needs of the student and the quality of the relationship that develops between them. At a minimum, the mentor and student are to be in contact twice each semester, at the beginning and mid-way through the semester. The student should be prepared to share with his mentor appropriate details of his academic and personal situation: program requirements; prevailing conditions in courses, in professional relationships with teachers and colleagues, and in living circumstances; and so on. In this way the student and mentor together can identify specific goals for each semester that are both realistic and challenging.

6. The budget of the regent of studies covers expenses of the mentor program, such as lunches, telephone calls, and so on.

7. The regent of studies consults the mentor and the graduate student periodically to evaluate the success of the mentor program.