Registration Information

Students meet with their thesis advisor to discuss course selection. Course registration is done line through the Student Center.

If you are taking a course offered outside of our program, a Special Permission Course Selection form must be obtained from and submitted to Nancy Inchley.

For those in the program but not taking courses, registration is not required. Students will automatically be registered into GS9999 (Ongoing Registration).

Students taking Directed Readings or Independent Study will be required to complete the appropriate form with their supervisor. It is them submitted to the Program Chair for their signature.

INSTRUCTIONS

Please see the Self-Enrolment Instructions provided by the Office of the Registrar.

REGISTRATION AND FEE PAYMENT

To be registered, graduate students must pay or make arrangements to pay all fees by the established deadline each term. Visit the Registrar's Office for more information.

REQUIREMENTS

Continuous Registration

Graduate students must maintain continuous registration in the Faculty of Graduate Studies in each successive term from initial registration until all requirements for the degree are completed.

Maximum Registration Period

The maximum registration period for completing a Masters 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 Masters program to a Doctoral program without completing the Masters program, a maximum of seven calendar years from the initial registration in the Masters program will be given to complete the Doctoral degree. For students admitted part-time to an approved part-time Masters 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The student will be withdrawn at the end of his or her maximum registration time limit unless the Dean of Graduate Studies has approved an extension.

CATEGORIES OF REGISTRATION

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:

• be pursuing graduate studies as a full-time occupation.
• be geographically available and visit the campus regularly. It is understood that a graduate student may be absent from the University while visiting libraries, attending a graduate course at another institution, doing field work and the like. If such periods of absence exceed four weeks in any term, the student must obtain written approval from the program Graduate Chair and the Dean of Graduate Studies.
• must not be employed on or off campus for more than an average of ten hours per week in any term.
• be considered a full-time graduate student by the graduate program.
• must have paid, or made arrangements to pay, full-time tuition fees.
• must identify himself or herself as a full-time graduate student in a degree program.

Part-Time Students in Full-Time Programs

Part-time registration in full-time programs may be granted in exceptional circumstances and with the approval of both the Graduate Program and the Dean of Graduate Studies. Examples of such circumstances are: admission to another full-time university program; and medical or other circumstances that make it impossible for the student to continue to devote full-time attention to his or her program of study. Note: financial circumstances alone are not grounds for a change from full-time to part-time status. Part-time status will not normally be considered before the student has completed two years in a Masters program and four years in a Doctoral program.

Students registered part-time may take no more than two half courses in a term or two full courses over two terms, not including thesis registration. Undergraduate courses taken as extra courses or as degree requirements are to be included in the totals above.

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 School of 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. Once the transfer has taken place, the student may not transfer back to the master's program.

LEAVE OF ABSENCE

The School of Graduate and Postdoctoral Studies may grant a leave of absence on medical or compassionate grounds, normally to a maximum of three terms, on the recommendation of the Graduate Program.

The period of leave is not counted toward the student’s funding period and maximum registration period. During the leave no use can be made of University facilities or resources, including the supervisor and members of the Supervisory Committee. (Note: The student on leave retains Western e-mail and library privileges.)  

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 FGS 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 Faculty of Graduate 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. 

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:

• Payment of all fees owing at the time of withdrawal including all penalty fees incurred as a result of the default
• Prepayment of full fees for the term in which admission is sought
• These payments must be money order, cash, direct debit, or certified cheque

Any student who has withdrawn or has been withdrawn may be required to pay fees for the terms in which registration has lapsed if admitted.

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 Registrar's Office website.

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