Policy for Student Candidacy Files

A candidacy file will be maintained for all CTS M.Div. and EPMC students intending to pursue ordained ministry in the Christian Reformed Church in North America (CRCNA).

Location of candidacy file

Candidacy files are located in locked file cabinets in the office suite of the president and vice president for administration (VPA) and maintained by the VPA’s administrative assistant.

Content of candidacy file

The following materials will be typically included in the student’s file:

  1. student’s psychological evaluation
  2. student’s criminal background check
  3. Mentoring Group leader’s report/recommendations relative to the processing of the student’s psychological evaluation
  4. letters to students written by the candidacy committee and Mentoring Group leader on behalf of the faculty re. the student’s progress toward and prospects for candidacy
Process for placing items in Candidacy File

Items may be placed in the student’s file only with the approval of the candidacy committee. The following procedure will be followed for expressing and following up faculty or staff persons’ serious concern(s) about a candidacy-track student’s conduct:

  1. Faculty or staff should speak directly to the student in expressing their concern and attempt to resolve the matter.
  2. If the matter cannot be resolved with the student, faculty or staff should contact student’s Mentoring Group leader to express their concern(s)s. The Mentoring Group leader will weight the concern and decide:
    • whether it is necessary to meet with the student and faculty or staff member to resolve the matter
    • whether to simply take nore of the concern and observe whether there is a pattern to the student’s behavior OR meet with the student and faculty or staff member to attempt to clarify or resolve the matter
    • whether to suggest or recommend the student undertake some remedial response (e.g. counseling, group counseling, etc.)
  3. If the Mentoring Group leader observes a pattern and the concern is evident in other ways, the Mentoring Group leader should continue to discuss the concern with the student. The Mentoring Group leader may choose to report the concern to the Candidacy Committee directly and by way of the student’s Annual Assessment. In consultation with the Mentoring Group leader, the Candidacy Committee may require that the student engage in remedial activities to address the concern(s).
Access to students’ candidacy files

Access to the students’ candidacy files is limited to the following persons on an as needed basis: student, chair of Candidacy Committee, professor of Pastoral Care, DoMM, Mentoring Group leader. Other persons can gain access to items in the student’s candidacy file only with the student’s written permission.

When requesting access to a student candidacy file which contains these reports, a faculty member should confirm with the administrative assistant of the Vice President for Administration that he or she is the student’s Mentoring Group leader.

(Adopted by faculty December 8, 2006)

Mentoring Group leaders may sign out a candidacy file, but it must be returned to the file cabinet before the end of the day. These files are to be regarded as highly confidential and must be handled accordingly.

Students may review items in their candidacy file, and in particular their psychological evaluation, in the presence of their Mentoring Group leader.

Candidacy file retention policy

All materials in the student’s candidacy file will be retained for ten years.