Western Graduate & Postdoctoral  Studies

Registration

4.01 INITIAL REGISTRATION

A candidate whose application for admission has been approved by the School of Graduate and Postdoctoral Studies must register in the term indicated on the "Offer of Admission". In exceptional circumstances, registration may be deferred for one term, with approval of the program and the School of Graduate and Postdoctoral Studies. The candidate should consult the appropriate program for details about registration.

4.02 REGISTRATION AND FEE PAYMENT

To be registered graduate students must pay or make arrangements to pay all fees by the established deadline each term (see Office of the Registrar - Fees & Refunds).

4.03 REGISTRATION REQUIREMENTS

a) Continuous Registration
Graduate students must maintain continuous registration in the School of Graduate and Postdoctoral Studies in each successive term from initial registration until all requirements for the degree are completed.

b) Maximum Registration Period
The maximum registration period for completing a Master's degree is three calendar years from initial registration and, in the case of a Doctoral degree, six calendar years from initial registration. For students who transfer from a Master's program to a Doctoral program without completing the Master's program, a maximum of seven calendar years from the initial registration in the Master's program will be given to complete the Doctoral degree. For students admitted part-time to an approved part-time Master's program, the maximum registration period is four years.

The student will be withdrawn at the end of his or her maximum registration time limit unless the Vice-Provost (Graduate and Postdoctoral Studies) has approved an extension.

4.04 CATEGORIES OF REGISTRATION

a) Full-Time Student

To be registered as a full-time student according to the Ontario Ministry of Training, Colleges and Universities, a student must meet the following criteria:

b) Part-Time Student in Approved Part-Time Program

Students may be admitted as part-time students in approved part-time programs (listed below) as stipulated in the program's regulations.  During the course of study, and with the approval of the program and SGPS, such a part-time registrant may be approved to register as a full-time student; he or she may then register as a part-time student at a later date by meeting the requirements as stipulated in (c) below.  Students who begin as full-time students in programs that have an approved part-time course of study may only change to part-time registration as stipulated in (c) below.

Students registered part-time may take no more than two courses in a term.  Undergraduate courses taken as extra courses or as degree requirements are to be included in the totals above.

Students can enroll part-time in the following established part-time programs:

c) Part-Time Students in Full-Time Programs

Part-time registration in full-time programs may be granted in exceptional circumstances and only with the approval of both the Graduate Program and the Vice-Provost (Graduate and Postdoctoral Studies). Examples of such circumstances are: admission to another full-time university program or medical or compassionate circumstances that make it impossible for the student to continue to devote full-time attention to his or her program of study. Supporting documentation must be submitted with the request for part-time status.

Part-time status is not to be used as a means for reducing or avoiding tuition fees.  Being beyond the funding eligibility period will not, by itself, constitute grounds for a change from full-time to part-time status. Part-time status may be granted for up to a cumulative total of three terms.

Students registered part-time may take no more than two courses in a term.  Undergraduate courses taken as extra courses or as degree requirements are to be included in the totals above.

d) Thesis Defense Only Student

The purpose of this status is to allow a student who: a) has completed all program requirements (including thesis submission), but b) has not been able to defend his/her thesis before the end of term, to register at the University in the subsequent term without paying tuition fees. Thesis Defense Only registration (TDO) can be held for only one term.

e) Non-degree Part-time Student

Non-degree part-time students must meet normal admission requirements. If a student in this category is subsequently admitted to a degree program, no more than 20% of the course requirements for the degree may be credited from courses taken while a non-degree student. Non-degree part-time students are not required to maintain continuous registration. For each term in which they are registered, however, they must inform their Graduate Chair before the start of the next term whether they plan to take courses during that term or whether they plan to withdraw. Without withdrawal, they will receive a tuition bill for the following term, as if they were in a degree program. Once withdrawn, they must apply for readmission to resume their non-degree part-time studies. In such cases, the School of Graduate and Postdoctoral Studies waives the readmission fee.

f) Concurrent Degree Student

Students in the following programs will be registered in both programs and are eligible to receive degrees in each:

4.05 TRANSFER FROM MASTER'S TO DOCTORAL DEGREE STATUS IN A PROGRAM

Programs may allow students to transfer their registration from the Master's to the Doctoral degree within the same program, without completion of the Master's degree. The Vice-Provost (Graduate and Postdoctoral Studies) will consider such requests on the recommendation of the student's program.

Transfers from the Master's to the Doctoral program must take place before the sixth term of Master's registration, unless the program's OCGS-approved provisions state otherwise.

4.06 LEAVE OF ABSENCE

The Vice-Provost (Graduate and Postdoctoral Studies) may grant a leave of absence for pregnancy/parental, medical or compassionate grounds normally to a maximum of three terms or 12 months, on the recommendation of the Graduate Program.

While on leave, students are expected to be away from normal activities as graduate students (e.g. attending classes, conducting research). However, students and supervisors may negotiate ongoing communication during this period.

The start and finish of the leave may begin or end at any point in the term; normally the leave will coincide with the start and end of terms. Students are advised to consult with their graduate program to make special arrangements especially if taking courses during this period.

The date for degree completion and funding of the degree program will be extended by the duration of the time taken on leave, i.e. one, two or three terms as appropriate.

a) Pregnancy and/or Parental Leave

Pregnancy/Parental Leave is intended to recognize the need for leave at the time of pregnancy, birth or adoption, and to permit a pause in studies in order to provide full-time care in the first year of parenting a new child. Either parent may request up to three terms of leave, which must be started within twelve months of the date of birth or custody.

Provided the student has been a registered full-time graduate student for at least one term and is not receiving additional Tri-Council benefits, they are entitled to a $1,500 pregnancy and parental bursary per leave.

b) Medical/Compassionate

Graduate students may apply for a medical or compassionate leave in the following circumstances: (i) serious health or personal problems which temporarily make it impossible to continue in the program, or (ii) care and support of a seriously ill family member. This leave is not intended to cover circumstances related to travel, employment or other financial concerns.

Students may apply for a leave of absence by completing an online request via the Graduate Student Web Services Portal. The request is then reviewed by the graduate program. If approved by the program, it is reviewed by the School of Graduate and Postdoctoral Studies.

Once on leave, students are not registered with the University nor will they be required to pay tuition and ancillary fees for this period; however, they are entitled to receive/maintain certain benefits as described below.

Financial Benefits:

Service Benefits:

4.07 WITHDRAWAL

Withdrawal from a program can occur in two ways. A student can voluntarily withdraw, following formal notification to the program. Alternatively, the program or SGPS can withdraw a student for failure to meet admission conditions, progression requirements, specified deadlines for completion, or failure to pay fees. Once withdrawn from a program (and the School of Graduate and Postdoctoral Studies), the person withdrawn is no longer a student and may not attend classes, receive supervision, or have access to any resources of the University.

4.08 ADMISSION AFTER WITHDRAWAL

Students who have voluntarily withdrawn or who have been withdrawn and wish to complete their program must formally re-apply for admission. Credit for previous work completed must be approved by the program and SGPS.

Students who are withdrawn for non-payment of fees will be considered for admission under the following payment conditions:

4.09 REFUNDS

Fee refunds will be made on a pro rata basis to students who have completed all of their degree requirements, withdraw, or are required to withdraw before the end of a term. Detailed information on graduate tuition refunds is available on the Office of the Registrar's Website.

Scholarships received from the School of Graduate and Postdoctoral Studies are also subject to pro-rating. Contact the School of Graduate and Postdoctoral Studies for details.

4.10 VACATION

Full-time graduate students are expected to be active in the program for all three terms of the university year, as specified in Section 4.03. In addition to statutory holidays (see Sessional Dates) and the week-long closing of the University from late December until early January, normal vacation entitlement is two weeks of vacation during the year, to be scheduled by mutual agreement between graduate student and advisor or supervisor or graduate chair, as appropriate.

4.11 ACADEMIC INTEGRITY MODULE

Effective January 2013, all incoming graduate students are required to complete the SGPS Academic Integrity module in order to progress beyond the first term of their degree.

This short module is designed to provide you with the necessary knowledge and resources to abide by academic principles during your graduate career and to help combat scholastic offenses.  When finished with the course, students are required to complete a 10-question test designed to evaluate their knowledge of academic integrity. Students have an unlimited amount of opportunities to pass the module, and failure to do so will prevent the student from progressing beyond the first term of their degree.

Eligible students can access the module in the Graduate Student Web Services Portal. Instructions regarding access and how to complete the quiz will be emailed to students the first week of their first term.