7.1 Registration Policies and Procedures
7.1.1 Registration Procedures
Graduate students are required to register at the beginning of each session they wish to attend. New graduate students will receive registration instructions prior to the registration dates listed in the Sessional Dates www.sgs.utoronto.ca/informationfor/students/inform/deadlines.htm. Students may access registration instructions on the Web at www.sgs.utoronto.ca/informationfor/students/start/reg_enrol.htm.
Students registering in programs offered by the Ontario Institute for Studies in Education of the University of Toronto (OISE) should consult OISE for information.
For the fall and winter sessions, registration material is posted online and students should consult the SGS website or their graduate unit’s website for detailed registration information. Students are asked to check their ROSI account to view their invoice online. Every effort is made to ensure that only students who are eligible to register receive registration material. However, receiving it does not override any other notification students receive about academic status and eligibility. New students who have received a conditional offer of admission should make arrangements with their graduate unit to clear conditions as soon as possible. The first step to registration is the payment of fees or arrangements to pay such fees. New students can access the School of Graduate Studies calendar online www.sgs.utoronto.ca/calendar.htm.
A student is considered to be registered once any conditions of admission have been satisfied and academic and incidental fees are paid or a fees arrangement has been made.
7.1.2 Full-Time Studies
Students registered as full-time students in the School of Graduate Studies must be engaged in their studies on a full-time basis, as required by government regulations for full-time graduate studies.
Full-time graduate students are defined according to government regulations as follows:
- They must be pursuing their studies as a full-time occupation and identify themselves as full-time graduate students.
- They must be designated by the university as full-time students.
- They must be geographically available and visit the campus regularly.
- They must be considered to be full-time students by their supervisors.
- If an academic program requires an absence from the university, students must apply through their graduate unit for permission to be off campus.
A full-time student may be absent from the university for an extended period or may participate in a program offered by another university if, and only if, the student has received written permission from the graduate unit in which he or she is registered. A graduate student who, in a given session, is absent from the university without receiving prior approval may lose good academic standing. In exceptional cases, a graduate unit may recommend to the School of Graduate Studies the termination of the student’s registration and eligibility.
7.1.3 Part-Time Studies
From first registration, part-time studies are permitted in those master’s degree programs offering a part-time program.
Students wishing to take 0.5 or 1.0 full-course equivalent (FCE) not for degree credit are admitted as part-time special students, in any session. A switch from full-time to part-time status is not permitted once the minimum period of registration for a program has been completed.
7.1.4 Flexible-Time Studies
Some PhD programs offer a flexible-time PhD program option in which students are registered full-time for four years and may transfer to part-time registration later in the program. See Degree Regulations, Admission Requirements, section 1.1.1.3 Flexible-Time PhD Program Option and Program Requirements, section 1.1.3.8 Flexible-Time PhD Program Option for further information.
7.1.5 Summer Session Courses
All students, whether attending formal courses or engaging in research or project work, must register for the summer session. Students may view summer session registration instructions on the SGS website. Doctoral, MSc, and MASc students register for the September–August or January–August period when they first register in September or January and, therefore, are already registered for the summer session.
In addition to a large program of research supervision and independent study, the School of Graduate Studies offers a limited number of graduate courses for credit towards higher degrees during the summer. Summer courses are equivalent to those offered during the fall and winter sessions but vary in duration and thus in frequency of meeting. Some courses will last 12–14 weeks while others will meet for only 7 weeks.
For students attending the May–August session, the maximum possible load is 2.0 full-course equivalents (FCEs). The maximum load in the May–June or July–August period is 1.0 FCE.
7.1.6 First Registration
Students beginning their degree programs normally register for the first time in September. In some cases graduate units may give permission for new students to start their programs either in January, May, or July.
7.1.7 Continuity of Registration
Students in a thesis program (doctoral or master’s) or in coursework-only master’s programs with other requirements to complete, such as a project, major research paper, or recital, must be continuously registered.
7.1.7.1 Master’s Students: Continuous Registration
Once they have first registered, full-time and part-time master’s students in programs that require continuous registration must register annually until all degree requirements have been completed. Full-time master’s students who have completed the minimum period of registration may not register as part-time students.
7.1.7.2 Master’s Students: Coursework-Only
Full-time master’s students in coursework-only programs must register initially for the minimum registration period and thereafter for each session in which they are completing requirements for the degree. Master’s students in coursework-only programs proceeding to their degree on a part-time basis register in those sessions in which they are completing course requirements for the degree. When all course requirements have been completed, part-time master’s students must register annually until all other requirements have been completed. A switch from full-time to part-time status is not permitted once the minimum period of registration for a program has been completed.
Prior to completing all courses in a coursework-only program, and with the permission of their graduate unit, master’s students admitted to a full-time or part-time program may “stop out” between sessions for up to 12 months. However, no change is made to the time limit for completing the degree.
Master’s students are advised to consult their graduate units for further information on continuity of registration requirements, particularly with regard to the summer session; many graduate units expect their students to be registered for all three sessions.
Students are reminded that there are time limits for all degree programs.
For further details, see General Regulations, section 7.1.10 Extension of Time for Completion of Degree Requirements.
7.1.7.3 Doctoral Students
All doctoral students must register annually until all degree requirements have been fulfilled. See General Regulations section 7.1.10 Extension of Time for Completion of Degree Requirements for further details.
7.1.8 Late Registration Fee
Since it is the student’s responsibility to ensure that proper registration is completed on time, late registration will be subject to an additional fee as specified in the Fees and Financial Support section of this calendar.
7.1.9 Failure to Register
Students will not receive credit for work completed during a session in which they have not registered.
Students who fail to register during a program requiring continuity of registration and who do not have an approved leave may only apply to re-register if at the time of application they are still within the maximum allowable time for the degree program (normal time limit plus maximum extension years). A student wishing to re-register must apply to the relevant graduate unit. Reinstatement requires approval from both the graduate unit and SGS. The program’s normal requirements and time limits will apply to reinstated students as if they had been continuously registered, and reinstated students must pay fees owing for any session(s) in which they did not register. Non-registered students forfeit any funding that would have been available had they been registered.
7.1.10 Extension of Time for Completion of Degree Requirements
7.1.10.1 Master’s Students
In exceptional circumstances, a master’s student who did not complete all the requirements for the degree within the period specified in the degree regulations may be considered for a maximum of three one-year extensions provided that the graduate unit concerned so approves. The first two extension requests require departmental approvals; the third requires departmental and School of Graduate Studies approvals. To apply for an extension, the student must complete the Program Extension Form (www.sgs.utoronto.ca/informationfor/students/inform/stuforms.htm) and present to the graduate unit concerned the causes for the delay and evidence that the remaining degree requirements may be completed within the period of the extension request. No registration beyond the extension period will be permitted.
For information on tuition fees, see Fees for Students on Extension, in the Fees and Financial Support section of this calendar.
7.1.10.2 Doctoral Students
In exceptional circumstances, a doctoral student who has not completed all the requirements for the degree within the time limit for doctoral degree is eligible to apply for four one-year extensions. The first two extension requests require graduate unit approvals; the second two require graduate unit and School of Graduate Studies approvals. To qualify for an extension, the student must complete the Program Extension Form (www.sgs.utoronto.ca/informationfor/students/inform/stuforms.htm) and present to the graduate unit concerned the causes for the delay and evidence that the remaining degree requirements may be completed within the period of the extension request. No registration beyond the four-year extension period will be permitted.
For information on tuition fees, see Fees for Students on Extension in the Fees and Financial Support section of this calendar.
7.1.11 Concurrent Registration Option
Note: Available at the master’s-degree level only.
The concurrent registration option is available only in degree programs with approved partner degree programs at the University of Toronto. Students who are accepted into each partner degree program separately may enrol in the concurrent program option in each degree program, subject to the approval of both programs. Graduate master’s programs may partner with other graduate programs or with undergraduate degree programs (e.g., JD).
7.1.12 Dual Registration
A student in a master’s program at this university who has been offered admission to a PhD program conditional on completion of the master’s program may be a dual registrant for only one session in both programs under the following conditions:
- A minimal amount of work remains to complete the requirements for the master’s degree. A student may enrol in a maximum of 0.5 full-course equivalent (FCE; one half course) for the master’s program in the one session of dual registration with the approval of the graduate unit.
- Permission has been granted by the graduate unit.
- The student will be engaged in full-time PhD studies and will be registered full-time in the PhD and part-time in the master’s program. Only the appropriate PhD fees will be charged.
- The period of dual registration will be either September 1–January 31 or January 1–April 30.
In order to receive credit for the PhD for the period as a dual registrant, the student must be recommended for the award of the master’s degree by January 27 for September dual registrants, or by April 20 for January dual registrants. Otherwise, the PhD registration will be cancelled, no credit for the PhD will be allowed, and the student will continue to be registered as a master’s student only. An appropriate fees adjustment will be made so that the student will be charged fees only as a master’s student. PhD course credit will be retained for courses completed in the period of dual registration provided the graduate unit has informed the School of Graduate Studies.
Students who are not recommended for the master’s degree by the deadline and whose enrolment in the PhD is thereby cancelled may not apply for dual registration a second time. They must successfully complete the requirements for the master’s degree before registering in the PhD program.
7.1.13 Simultaneous Registration
Simultaneous registration in two full-time programs is not permitted. With the consent of both graduate units concerned, or of the graduate unit and another faculty or school, and written notification to the School of Graduate Studies, simultaneous registration in a full-time program and a part-time program may be permitted. Two part-time registrations in different programs also may be permitted. Students are responsible for the fees charged for both programs.
7.1.14 Leave Policy
Graduate students whose programs require continuous registration may apply to their Graduate Coordinator for a one-session to three-session leave during their program of study for:
- serious health or personal problems which temporarily make it impossible to continue in the program; or
- parental leave by either parent at the time of pregnancy, birth or adoption, and/or to provide full-time care during the child’s first year. Parental leave must be completed within 12 months of the date of birth or custody. Where both parents are graduate students taking leave, the combined total number of sessions may not exceed four.
Once on leave, students will neither be registered nor will they be required to pay fees for this period. In general, students on leave may not make demands upon the resources of the university, attend courses, or expect advice from their supervisor. As an exception, students on leave for parental or serious health reasons who wish to consult with their supervisor or other faculty are advised to make special arrangements through their department. Students on leave will not be eligible to receive University of Toronto financial assistance. In the case of other graduate student awards, the regulations of the particular granting agency apply.
Students may make application for a leave by completing the Leave of Absence Form (www.sgs.utoronto.ca/informationfor/students/inform/stuforms.htm) and submitting it to their Graduate Coordinator for approval. The form is then sent to the School of Graduate Studies for processing. The termination date of the degree program will be extended by the duration of the leave taken, i.e., one, two, or three sessions as appropriate. Except for parental leave or in exceptional circumstances, it is not expected that a student will be granted more than one leave under the terms of this policy. Normally the start and finish of the leave would coincide with the start and end of a session. When students require a leave to begin in mid-session, they are advised to contact the Director of Student Services at the School of Graduate Studies to make special arrangements.
Leave requests that do not fall under the terms of this policy will require final approval from the School of Graduate Studies.
7.1.15 Withdrawal from a Graduate Program
In order to withdraw from a program, students must submit a Program Withdrawal Form (www.sgs.utoronto.ca/informationfor/students/inform/stuforms.htm) to the School of Graduate Studies and return student cards to SGS. Withdrawal from a graduate program should be reported immediately to SGS. A rebate of fees, if any, will be determined by the date on which written notification of withdrawal is received by SGS. Any application for re-admission by a student who has withdrawn must be made in competition with all other applicants.
Students enrolled in coursework-only degree programs who withdraw from all courses in which they are currently enrolled must withdraw from their programs. The School of Graduate Studies will approve recommendations from the graduate units that such students be eligible to re-register at any time within 12 months following withdrawal.
7.1.16 Policy on Graduate Courses and Other Academic Activities
See also SGS Guidelines on Graduate Courses and Other Academic Activities (www.sgs.utoronto.ca/governance/policies.htm).
7.1.16.1 Graduate Courses
All graduate programs are composed of a number of academic requirements that include graduate courses and other academic activities. A graduate course is a discrete, time-delimited unit of instructional/learning activity identified by a course code, in which students enrol. Graduate courses must be approved according to the relevant SGS policies and procedures. All graduate courses must have an instructor in charge who has a graduate faculty membership in the graduate unit(s) responsible for the course. A full graduate course (course weight of 1.0 full-course equivalent [FCE]) should involve a minimum of 48–72 hours of organized activity (e.g., two lectures or three hours of laboratory work a week over two sessions); a half course (0.5 FCE) should require approximately half this time commitment. Normally the beginning and end dates for courses should coincide with the beginning and end dates of university sessions.
Graduate courses may take many forms and their timing may not always coincide with the normal beginning and end of classes in each session.
If a course is not offered for more than five years, it becomes inactive and SGS will archive the course in the Repository of Student Information (ROSI). Download the SGS Guidelines for De-activating/Archiving and Re-activating Graduate Courses (PDF).
7.1.16.2 Course Codes
All graduate courses have course codes consisting of:
- a prefix associated with the academic unit or program (three letters);
- a four-digit course number; and
- a suffix associated with the course weight (alpha character).
Normally, course weight is measured in full-course equivalencies (FCEs) and is indicated via a Y or H suffix:
Y (full course): 1.0 FCE, normally taken over two sessions
H (half course): 0.5 FCE, normally taken over one session
Course weight variations occur in some graduate programs. These variations often take the form of modular courses. A modular course is a course that has a non-standard weight, may have non-standard start and end dates within a session, and is usually combined with other course components so that the total equals 0.5 or 1.0 FCE. The minimum contact hour requirement applies to modular courses, equivalent to course weight.
7.1.16.3 Other Academic Activities
Graduate programs may have a variety of requirements that are not courses but constitute other academic activities that have been approved according to SGS policies and procedures. Some common non-course academic activities are major research papers, comprehensive examinations, practica, and internships.
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