All students are expected to be familiar with the
Information, Regulations and Procedures in the General Prospectus


PG 6.1 Categories of Students

PG 6.1.1 Students at the Institute are classified according to one of four categories:

  • full time in the regular programmes
  • full time but with programmes specifically designed according to the needs of the student
  • part time
  • occasional

PG 6.1.2 Students are usually registered for study at the Institute through their religious superiors, bishops, or other stake holders. Students may, however, also register as private individuals.

PG 6.1.3 The sponsoring body or the individual student is responsible for the payment of the student’s tuition and other fees, stationery, accommodation, and transport to and from the Institute.

PG 6.2 Admission Requirements

PG 6.2.1 At registration, original or certified documentary proof of previous studies must be provided together with the application form/s.

PG 6.2.2 Diploma Programmes
Applicants must have obtained a Matriculation Certificate or its equivalent, with a minimum of 16 points.

PG 6.2.3 Degree Programmes
Applicants must have obtained a Senior Matriculation Exemption or its equivalent, with a minimum of 21 points.

PG 6.2.4 In addition to these basic requirements for admission to the Institute, the following minimum standard will also be considered:

  • Students must have a mark of at least E (40% – 49%) Higher Grade in English. As this is the language of instruction at the Institute, students must be able to comprehend and converse well in English. Applicants may be required to pass a proficiency test.
  • Marks for students from other countries will be converted to a comparable scale.

PG 6.2.5 For those who do not meet the above requirements, an entrance examination may be required.

PG 6.2.6 Exceptions that may arise will be determined on an individual basis by the Exemptions Committee. See sub-sections PG 4.2.2 and PG 6.3

PG 6.2.7 Students who are not supported by the stake holders are considered private students. Their enrolment must first be approved by the Academic Dean
. They should then submit the necessary registration form, related documentation and letters of recommendation.

PG 6.2.8 Students will be notified of their acceptance once their registration forms have been received and assessed. The Institute reserves the right to accept students according to its particular ethos.

PG 6.2.9 New students to the Institute are expected to attend the Orientation Day that is held by the Student Forum in the week just before lectures begin each February. Expectations and procedures are explained on that day.

PG 6.2.10 The final decision for admission to the Institute as a student rests with the President in consultation with the Administrative Executive who will in every instance try to act according to the best interests of the Institute and of the student.

PG 6.3 Recognition of Prior Learning

PG 6.3.1 Recognition of prior learning may be granted by the Exemptions Committee based on objective criteria determined from time to time by SAQA, and also drawn from the Institute’s long tradition and experience.

PG 6.3.2 On recommendation of the Exemptions Committee, the Institute may also turn down a candidate’s application for recognition of learning and/or experience attained prior to the applicant’s admission to the Institute.

PG 6.3.3 Notwithstanding any other conditions that the Exemptions Committee may consider appropriate to make, credit for prior learning shall be granted if such learning was done in a local tertiary institution recognized by the Department of Education, and of a similar or higher standard as the Institute, or in an international institution whose aims are in keeping with the ethos of the Institute, and only if the subject for which credit is being sought was passed with a minimum of 50% or an equivalent grade.

PG 6.3.4 In view of paragraphs PG 6.3.1 and PG 6.3.2, the student shall make available to the Institute an original, signed, and stamped academic transcript on the letterhead of the institute of prior learning, or a certified copy thereof. For local institutions, the said letterhead must carry the registration number of the institution in accordance with section 55(1)(b) of the Higher Education Act, Number 101 of 1997.

PG 6.3.5 In addition to academic learning, the Exemptions Committee may also consider the practical experience already gained by, as well as the age of the student in determining areas of exemption.

PG 6.4 Complementary Studies

PG 6.4.1 Students who choose to follow modules with UNISA or other public or private institutions of higher education do this as a private endeavour.

PG 6.4.2 Before enrolling in such institutions, students must first have the written approval of the Academic Dean
and, in the case of students sponsored by the stake holders or other sponsoring bodies, the written approval of the sponsor or the sponsor’s delegate.

PG 6.4.3 Unless such authorization is granted, students who register at other institutions may be suspended from studies at the Institute.

PG 6.4.4 Generally, the Institute does not recommend such additional studies for full time students as the module work of the Institute should be given priority.

PG 6.5 Before commencing their studies at the Institute, all students shall place their signatures on the official registration form, thereby signifying their acceptance of the regulations of the Institute.

PG 6.6 Students’ Identity Cards

PG 6.6.1 Upon admission to the Institute, all students receive a student’s identification card.

PG 6.6.2 Student cards are not valid unless they carry the following identifying features:

  • a passport size photograph of the student
  • the name of the student
  • a student number consisting of 10 digits and 2 letters of the alphabet
  • the signature of the President of the Institute
  • the logo of the Institute in colour, with the relevant official wording on the reverse side

PG 6.6. Students are asked to look after their students’ identity cards and to keep them on their persons at all times.


PA 3.1 Students are to register before the first day of lectures of each semester for those modules which they will follow.

PA 3.2 Module registration forms are made available by the Academic Dean
before the start of each semester. The student must complete these in triplicate.

PA 3.3 One copy of the registration form is for the Registrar’s office, one copy is given to the student’s Academic Advisor, and one copy is kept by the student.

PA 3.4 Most students follow the course of studies which has been determined for their year group. Students following the Personalized Study Programme (PSP) schedules must complete their module registration forms in consultation with the Academic Dean

PA 3.5 If a student wishes to change or drop a module, the Academic Advisor must be consulted and the Registrar notified as soon as possible.


IS 4.1 The Student Forum exists as a means to facilitate student life at the Institute and to be a link with the Administration.

IS 4.2 The Student Forum has its own constitutions, according to which the Student Forum Executive is elected each year in September.

IS 4.3 The Student Forum Executive has five officials elected by the students at large: President, Vice-President, Secretary, Treasurer, and Community Animator.

IS 4.4 The Student Forum Executive meets regularly with the Administrative Executive of the Institute.

IS 4.5 All students of the Institute are eligible to stand for office in the Student Forum if they so desire.

IS 4.6 All students are encouraged to assist the Forum in its many activities through the year.

IS 4.7 All students are assessed a ‘Student Forum Fee’ at the start of the year in order to help cover the expenses of the Forum.

IS 4.8 Other student interest groups such as the AIDS Action Group, Praise and Worship, CSJP (Catholic Students for Justice and Peace), etc. are open to any student who wishes to attend.


IS 5.1 Each class elects a Class Representative as early as possible at the start of the academic year.

IS 5.2 It is the task of the Academic Advisor to initiate this process, but the Academic Advisor may not be present during the actual election process.

IS 5.3 The Class Representative is a channel through which the class is connected with the Student Forum, the Academic Advisor, the lecturers, and the Administrative Executive.

IS 5.4 From time to time the Class Representative calls a meeting of the whole class to discuss academic and institutional issues and/or concerns as these affect the class.

IS 5.5 The Class Representative presents to the Academic Advisor any issues and/or concerns that the class feels need to be brought to the attention of the relevant authorities of the Institute. The Class Representative works closely with the Academic Advisor and makes the Academic Advisor aware of the needs, concerns, and spirit of the class in general.

IS 5.6 Only in exceptionally sensitive cases may the Class Representative bypass the authority of the Academic Advisor and present the matter directly to the Head of Department and/or the Academic Dean

IS 5.7 The Class Representative sees to the state of the classroom and its equipment, and reports to the Academic Advisor and/or the Financial Administrator of the Institute any necessary repairs and/or replacements.


IS 6.1 All students have a responsibility to create at the Institute a teaching and learning environment for all that will promote their social and personal well-being while encouraging sound ethical practices, fairness and integrity.

IS 6.2 Students are expected in all circumstances to conduct themselves with dignity and appropriate behaviour.

IS 6.3 While in class, students are expected to listen respectfully when others are speaking, express their own views, engage in discussion freely but thoughtfully, and work as required by the lecturer or the group.

IS 6.4 Students should at all times be respectful in all their dealings with members of the staff as well as with other students, in accord with the code of conduct.

IS 6.5 Physical attack of another, personal abuse (relative to race, gender, culture, sexual orientation, physical or mental challenge), theft or malicious destruction of property (including library books or materials), drinking to excess, driving so as to endanger lives are all serious violations of the expected conduct of students.

IS 6.6 Depending on the seriousness of the offence, a warning may be given and/or dismissal from the Institute considered. Such a decision rests with the Administrative Executive.

IS 6.7 Students who break or destroy Institute property should report it immediately to the Academic Advisor so that arrangements for repairs or replacements can be made.

IS 6.8 If damage done to Institute property as a direct action of the student is extensive, the Executive Administration may consider suspension, dismissal, and/or charging the cost of repairs or replacement to the account of the student’s sponsors.

IS 6.9 Smoking is prohibited in any of the Institute’s buildings.

IS 6.10 Alcohol is not permitted on the premises of the Institute, except as it may be provided at Institute functions.

IS 6.11 Students are further referred to sub-section PG 14.2 for regulations relating to student conduct in particular, and to section PG 14 relating to grievance procedures in general.


IS 7.1 The Denis Hurley Library is available for the use of all students, staff, and visitors.

IS 7.2 Library regulations must be observed by all so as to insure that everyone has equal access to the resources that are available. Copies of the regulations are posted in the library or may be requested from the library staff.

IS 7.3 Each student will be issued library pockets to be used in checking out books. Students must use their own pockets and not those of another student. The library staff may require an identification of the student to verify this use.

IS 7.4 Books must be returned on the date due or fines will be charged.

IS 7.5 Reserve books may only be kept overnight.


IS 8.1 Photocopying is possible in the library according to the procedures and costs established.


IS 9.1 All students play a crucial role in assuring the good quality of all modules and programmes offered by the Institute. Students are therefore encouraged to make good use of these evaluations in order to help the Institute improve the standard and quality of the education it offers to all its students.

IS 9.2 The Academic Dean makes module evaluation forms available in each semester so that students may assess the modules they are taking.

IS 9.3 Module evaluation forms are distributed by the Class Representatives at a time determined for their completion by the Academic Dean

IS 9.5 All completed module evaluation forms are returned directly to the Academic Dean
by the Class Representative.

IS 9.6 Students are further referred to sub-section PA 6.2.


IS 10.1 Social events of the Institute are only for members of the Institute and their local communities. Permission to bring visitors should be requested from the President of the Institute or his delegate, as well as from the President of the Student Forum.

IS 10.2 On occasion the Student Forum organizes a special supper at the Institute after the Tuesday Evening Liturgy. The various communities or individual students are asked to make a contribution to the supper by bringing the food requested. Beverages are provided by the Student Forum.

IS 10.3 At the start of every year an Institute picnic is held, so that old and new members of the Institute can renew acquaintances after the long holiday. Food and drinks are provided by the Student Forum.

IS 10.4 At the Feast of St Joseph, a Eucharistic Liturgy is celebrated and an evening social is held with a programme of entertainment by the first year students.

IS 10.5 In April of each year the Institute Olympics are held. All students and staff are encouraged to participate in some sporting event/s. The day concludes with a meal arranged by the Student Forum.

IS 10.6 In the second semester there is a Sports Day organized with the Institute’s strategic partners.

IS 10.7 At the end of the academic year there is a closing liturgy and a meal All members of the Institute are expected to attend. During the liturgy, the Institute bids a formal farewell to those students who are completing their studies.

IS 10.8 Any other social events involving the Institute must be approved by the Student Forum Executive and the Administrative Executive before they can be scheduled.


IS 11.1 All Students may make use of the sport facilities of the Institute and the equipment that is available from the Student Forum.

IS 11.2 Occasionally, sporting events are organized by the Student Forum Sports Co-ordinator.

IS 11.3 Students are highly encouraged to take advantage of these facilities and sporting events.


IS 12.1 A public telephone for the use of students is available in the walkway between the main Institute building and the chapel. A phone card is required.

IS 12.2 Students may not use Institute phones for personal purposes.

IS 12.3 Cell phones should not be on during classes, in the library, in the chapel, or in the Examinations Hall.

IS 12.4 Please refer also to section PG 18 and to paragraph PA


IS 13.1 A student who is a member of a religious community and leaves the community with the intention of becoming a diocesan priest must leave the Institute for a period of at least one year, according to a regulation of the Southern African Catholic Bishops’ Conference.

IS 13.2 Likewise, a student joining another religious community must discontinue studies at the Institute for at least one year.

IS 13.3 If a student leaves their religious community with no further intention to continue preparations for the ministry, their continuation of studies at the Institute will be decided on an individual basis.


IS 14.1 Students of the Institute are asked to respect the privacy of the Oblate community which resides in the adjacent buildings.

IS 14.2 The dining room, common room, small chapel, staff and student residences are not open to Institute students except by personal invitation.