Registration policies and regulations

Session dates

Graduate students normally register for three academic semesters per year: fall (September to December), winter (January to April) and summer (May to August).

Degree requirements

All candidates pursuing a graduate degree or diploma shall enrol in an advanced course of study approved by the graduate program director of the program in which the student is registered.

Prerequisites/corequisites

Some courses have prerequisites or corequisites. Where a prerequisite is specified, the prerequisite must be taken prior to the course in question. Where a corequisite is specified, the corequisite must be taken at the same time or prior to the course in question. Prerequisites and corequisites may be waived with the permission of the graduate program director. Any student who requests such a waiver is responsible to ensure that he/she is adequately prepared to proceed with the level of study required in the course. Inadequate preparation is not a basis for appeal of a final grade in a course for which a student has requested a waiver of prerequisite or corequisite.

Full-time/part-time status

Students are required to register as full-time or part-time students at the time of admission and registration. With permission from the graduate program director, students may change their status from full-time to part-time, or vice versa, by completing a Change in Full-time or Part-time Status form and submitting it to the School of Graduate and Postdoctoral Studies for approval by the Dean of Graduate Studies.

A change in status may have an impact on student aid and awards eligibility, fees, income tax credits and other areas.

For definitions of full-time and part-time students, see classification of graduate students .

Selecting courses

Requirements for programs of study are listed in the program sections of this calendar. Students should become familiar with the degree requirements and plan their programs accordingly. Not all courses are offered in any one term or academic year. Elective offerings may vary from semester to semester. Students are advised to consult with their graduate program director, faculty advisor or research supervisor as part of the planning process. All courses in the student’s program must be approved by the graduate program director.

Students cannot take courses for credit in addition to the course requirements for their graduate program.

Registration

Students must be registered in each term commencing with the term specified in their letter of offer and continuing until graduation.

Students are automatically registered in a graduate continuance course until graduation, withdrawal or program termination. Students must actively register for all other program courses. Students who do not formally register in a course cannot attend classes, access course materials on the learning management system, submit assignments for evaluation or be assigned a grade in that course.

Inactivity and reinstatement

If a student fails to maintain continuous registration in a program or to register after the expiry of an approved leave of absence, the student’s status is changed to inactive for up to one year. Students who wish to re-register within the one year period may apply for reinstatement. If reinstatement is approved, students are required to pay all fees owing as well as any reinstatement fees that are in effect at the time of reinstatement.

Inactivity and involuntary withdrawal

If the student fails to register for three consecutive terms, his/her file is closed and the student is withdrawn from the program. Should a student who has been withdrawn wish to continue their graduate studies, the student must apply for readmission. Readmission to the university and/or the student’s original program is not guaranteed.

Concurrent registration

Graduate students may not be enrolled concurrently in two programs unless the programs are formally structured and approved for concurrent registration.

Auditing courses

Graduate students are permitted to audit courses provided they have the approval of their supervisor (if applicable), graduate program director and the course instructor. Students who are auditing courses cannot submit assignments for evaluation or receive a grade for the course.

Taking graduate courses outside the program

Graduate students may take graduate courses outside their program with permission from the student’s supervisor (if applicable), graduate program director for the program and the graduate program director for the course. Students may be charged fees in addition to their regular program fee for such courses.

Course changes and voluntary withdrawal

Students may add courses with the approval of the graduate program director within the first two weeks of lectures in any given semester. Students may drop courses without academic penalty within the first 75 per cent of the semester. Withdrawal from courses within this time frame will be noted on the student’s record with W. The W will not affect the GPA. However, a large number of W grades may affect the way a transcript is viewed by other post-secondary institutions or potential employers. Students should see the academic schedule  for specific add and drop deadlines. Financial deadlines may differ from these dates.

Withdrawal from a course can have implications for the student’s academic program. Students are advised to consider all course changes carefully. Students are reminded that non-attendance in a course is not equivalent to withdrawal.

Students who cease to attend a course, but do not formally withdraw, are academically and financially responsible for that course.

Program changes

Any changes to a graduate student’s program must be approved by the graduate program director.

Second degrees

A student holding a UOIT graduate degree may pursue a second degree in another discipline as long as the admission requirements of the program to which the student is applying are met.

Residency requirements

At least half of a graduate student’s courses must be from the UOIT course offerings in order to meet the residency requirements for graduation. Some master’s programs may also have an on-campus residency requirement of up to 12 months. Some PhD programs may also have an on-campus residency requirement of up to 24 months. On-campus residency requirements, if any, are specified in the regulations for the particular program.

Time limits

Master’s students

The minimum time allowed for full-time students to complete all requirements for a master’s program is one year, and the maximum time is three years from the time of initial registration as a full-time student. Students registering on a part-time basis have a maximum of six years to complete the degree.

Doctoral students

The minimum time allowed for full-time students to complete all requirements for a doctoral program is two years, and the maximum time is six years from the time of initial registration as a full-time student. Students registering on a part-time basis have a maximum of eight years to complete the degree.

Graduate diploma students

The minimum time allowed for full-time students to complete all requirements for a graduate diploma is one term, and the maximum time is one year from the time of initial registration as a full-time student. Students registering on a part-time basis have a maximum of three years to complete the graduate diploma.

Terms for which a student is granted a leave of absence shall not be included in these time limits.

Extensions

Students needing to exceed the normal allotted time for completion of their program must formally request an extension to their program. Extension requests are to be made after the normal program length to the Dean of Graduate Studies.

Students who do not complete degree requirements within the allotted time and have not been granted an extension will be withdrawn from the program. Under exceptional circumstances and on the recommendation of the graduate program director, a student who did not complete the degree requirements within the allotted time and has been withdrawn may be readmitted for one semester only to complete those requirements. Final approval for readmission must be granted by the Dean of Graduate Studies.

Absences from studies

Graduate students are expected to be uninterruptedly registered in their designated program of study in order to support the timely completion of their degree. However, the university recognizes that under certain circumstances students may need to absent themselves from regular study while maintaining their relationship with UOIT.

Such circumstances must have sufficient cause and an official leave of absence must be requested through the School of Graduate and Postdoctoral Studies and approved by the Dean of Graduate Studies.

Acceptable circumstances include the following:

• Exceptional circumstances, including medical, extraordinary demands of employment and compassionate circumstances.
• Maternity leave, which is available to students during or following a pregnancy.
• Parental leave, which is available to students who face extraordinary demands in parental responsibilities or whose duties require that they be absent from their studies for a period of time.

A leave normally begins on the first day of term for a period of one, two or three academic terms. Normally, retroactive leaves of absences will not be granted.

During the period of leave, the following conditions apply:

• Students are not registered or required to pay fees.
• Students may not undertake any academic or research work, or use any of the university’s facilities.
• Students are not eligible to receive UOIT scholarships or assistantships. In the case of other graduate student awards, the regulations of the particular granting agency apply.
• 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. The time limits for completing the degree program will be extended by the duration of the leave taken (i.e., one, two or three terms, as appropriate).
• Leave of absence forms will not be processed for students who have outstanding fees.
• Students must inform the university immediately upon return.

Repeating courses

Students who fail one course are required to repeat the course or an approved alternative. If the failed course is designated as a mandatory course in the program, students must retake the same course. If the failed course is an elective course, students may be able to take an alternative elective course approved by the graduate program director. The approved alternative course or the second attempt of the failed course must be completed within 12 months of receiving the failing grade. Students who have a second failure are dismissed from the university.

All instances of a course appear on the academic transcript. The highest grade earned for the same course, or an approved alternative course, is used to calculate the student’s GPA.

Students who fail one course are assigned probationary status and remain on probation until such time as they successfully complete the required course (within a maximum period of 12 months). They are required to maintain good standing (minimum B-minus grade) in all course work and satisfactory performance in all project/thesis work undertaken during this probationary period. The graduate program director or designate provides progress reports to the School of Graduate and Postdoctoral Studies each term for the duration of the probation. Once the course in question has been completed successfully, the probationary status is removed.

Students who fail two courses, whether in the same term or in different terms, students who do not repeat their failed course, or approved alternative, within 12 months, and/or students who do not receive a satisfactory performance in all projects/thesis work during their probation status are dismissed from the university.

Examinations

Deferral of course examinations

Students whose religious obligations conflict with a scheduled final examination are permitted to write a deferred examination. Such students are required to give three weeks’ notice to their graduate program director and to document the religious obligations involved.

Graduate program directors may grant deferred examinations on medical or compassionate grounds where sufficient documentation exists. A request for deferral on medical or compassionate grounds, along with supporting documentation, must be provided to the graduate program director within four days after the scheduled writing of the examination.

A graduate program director may also grant a deferred examination to a student who is scheduled to write three examinations in a 24-hour period. In this case, the exam in the middle of the three is normally the one that will be considered for deferral. Scheduling is conducted in such a way as to minimize the instance of consecutive examinations for students.

If a technical difficulty prevents the writing of a computer-based examination, the graduate program director may arrange for a deferred examination for all students in the class. Such an examination will be scheduled no later than the end of the first week of classes in the following semester.

Supplemental examinations

In some circumstances, students may be allowed to write one supplemental examination. The mark from a supplemental examination may replace or otherwise augment a mark previously obtained in an examination in the same course. Students should contact their graduate program director for regulations concerning supplemental examinations.

Grading, research progress and academic standing

Grading

Final grades for all courses are submitted to the Registrar’s office on a letter grade scale. Credit is granted only for those courses completed with a grade of B-minus or better. Faculties may require higher grades in some courses to meet degree requirements. The grading scheme outlines the quality of work associated with each letter grade. Percentage-to-grade equivalencies are included as a guideline for conversion. A failing grade of WF may be assigned if a student is administratively withdrawn for non-attendance. Courses designated for pass/fail grading will be assigned a grade of PAS or FAL. For such courses, only failing grades are included in the calculation of the GPA. The grade of FAL has a weighting of 0.0 grade points.

Graduate continuance courses are assigned a grade of CO (continuance) and are not included in GPA calculations.

If a student’s grade is not available when final grades are approved at the end of a term, special designation is temporarily added to his/her record. If a deferred examination has been granted, a grade of DEF is assigned. If a portion of the work required for the course is incomplete, a grade of INC may be recorded. These grades may satisfy prerequisites for further courses on a temporary basis, but not beyond the end of the subsequent term after which these grades revert to F.

Grading scheme

For graduate students taking a standard undergraduate course, the minimum grade required for a pass is B-minus.

For undergraduate students taking a course at a graduate level, the student’s work should be graded according to the existing undergraduate grading scheme.

Exceptional undergraduates who enrol in a graduate-level course should have a minimum 3.7 GPA in their last two years of undergraduate studies. Undergraduate students must be enrolled in their fourth year of undergraduate studies in order to be eligible for consideration to enrol in a graduate-level course.

Research progress

Student research progress is evaluated at the end of each semester for every student in programs with a thesis, project or major paper, starting when the student is engaged in their research.

The student’s research supervisory committee is responsible for evaluating his/her research progress in relation to the student’s overall research plan. Students may receive an evaluation of Satisfactory Research Progress, Difficulties with Research Progress or Unsatisfactory Research Progress.

Satisfactory Research Progress means that the student is developing their research adequately relative to the stage in their research program. There may be minor problems with progress in an overall evaluation of satisfactory progress.

Difficulties with Research Progress indicates that a student has some important issue or issues that need to be addressed in order for the student to attain reasonable progress relative to the stage in the student’s research program.

Unsatisfactory Research Progress indicates that a student has some fundamental problem or problems with their research progress relative to the stage in the student’s research program.

Normally, students who are not progressing well will be given an evaluation of Difficulties with Research Progress as their first indication of serious lack of progress. Students with an evaluation of Difficulties with Research Progress must subsequently receive a satisfactory evaluation on their next research progress report in order to remain in clear standing.

Students with an evaluation of Difficulties with Research Progress who do not achieve a satisfactory evaluation on their next research progress report will receive an Unsatisfactory Research Progress evaluation. Clear and significant cases of lack of research progress may result in an Unsatisfactory Research Progress evaluation without first receiving an evaluation of Difficulties with Research Progress.

Students who receive an Unsatisfactory Research Progress evaluation will be assigned probationary status and remain on probation until such time as they successfully achieve a satisfactory evaluation on their research progress report. A student who receives a second Unsatisfactory Research Progress evaluation shall be dismissed. Student research progress reports are submitted to the School of Graduate and Postdoctoral Studies to determine academic standing.

Academic standing

Academic standing is determined by the semester. The minimum cumulative GPA required for graduation is 2.7 and satisfactory completion of thesis, project or major paper, where applicable.

Graduate students who have been dismissed from UOIT are not eligible to apply for readmission.

Grade changes

After grades have been officially approved and released, any grade changes must be submitted in writing to the School of Graduate and Postdoctoral Studies. Grade changes may result from the submission of course work, the writing of a deferred examination, clerical errors or an approved examination reread. All grade changes must be approved by the course instructor and the graduate program director or designate.

Grade reappraisals and appeals

Matters concerning term work normally fall within the authority of the instructor. If a student has a concern regarding course work, the student should make an appointment as soon as possible to meet with the instructor so that any issues can be resolved quickly and informally. Students unable to comply with given deadlines must contact their instructor prior to the deadline if an extension to the deadline is requested. All term work must be submitted by the last day of classes, unless an earlier date has been specified. Instructors may grant extensions beyond their own deadlines or beyond the last day of classes up to the last day of the examination period provided that a student presents valid reasons of illness, etc., with appropriate documentation.

Requesting a grade reappraisal

In the event that a student wishes a grade on a piece of tangible work to be reappraised, he or she should, in the first instance, bring the disputed piece of work directly to the course instructor to seek informal resolution. If this course of action does not satisfy the student, he or she may seek a final grade appeal.

Grade appeals

Students may, with sufficient academic grounds, request that a final grade in a course be appealed. This will comprise only the review of specific pieces of tangible, but not oral, work. Grounds not related to academic merit are not relevant for grade appeals.

Students are normally expected to contact the course instructor first to discuss the grade received and to request that their tangible work be reviewed. Students should be aware that a request for a grade appeal may result in the original grade being raised, lowered or confirmed. The deadline for submitting grade appeals is three weeks after the release of final grade reports in any term.

If the student wishes to formally appeal the grade, the student shall lodge a request with the School of Graduate and Postdoctoral Studies, who will contact the graduate program director and collect fees from the student for the appeal. Students must specify the rationale for their appeal by making clear the component of the final grade upon which they seek appeal. The graduate program director is responsible for ensuring that the work is reappraised by an appropriate faculty member, ensuring anonymity of both the student and the reappraiser, and communicating the result of the appeal (including the reappraiser’s comments) and the route of appeal to both the student and the course instructor. The reappraiser is given the nature of the assignment and the rationale for the original grade. It is expected that every effort will be made to render the decision within 30 days of the reappraiser’s receipt of the work.

In the event that a student feels that the appeal procedures have not been followed appropriately, the student may submit, in writing, a formal request for a grade appeal to the Graduate Studies Committee. Such appeals can only be considered on the grounds of procedural irregularity.

Appeals must be submitted within 15 working days of notification of the decision. Appeals shall be heard by a panel of a minimum of three committee members, as determined by the Dean of Graduate Studies, including at least one student and at least two faculty members. The appeal hearing shall be chaired by the Dean of Graduate Studies or designate, who shall be counted as a panel member.

At the discretion of the relevant appeals panel, the student and/or the faculty member may be invited to meet with the panel to present their case(s) orally. The panel’s decision is taken in camera and it is expected that parties will be informed of the decision in writing within 20 working days of the filing of the appeal.

Appeal of unsatisfactory research progress evaluation

Students may, with sufficient academic grounds, request that an unsatisfactory research progress evaluation be appealed. Students are normally expected to contact their research supervisor to discuss their evaluation and seek an informal resolution. If the concern is not resolved, he or she may request a research progress evaluation appeal. The student shall lodge the appeal with the supervisor’s dean(s), specifying the rationale for the request and making clear the components to be re-evaluated. The deadline for appealing a research progress evaluation is the last day of the final examination period or three weeks after receiving the evaluation, whichever is later.

The appeal will be reviewed by a research progress appeal committee. This committee will be established by the supervisor’s dean(s) and the program dean(s), should these be different. Should there be more than one dean involved, the deans will establish which dean(s) shall be responsible for managing the appeal. The research progress appeal committee will be comprised of the dean(s) delegate as chair and two graduate faculty members. In reviewing the appeal, the committee shall meet with the student, who is entitled to be accompanied by a campus advisor at this meeting, provided 48 hours’ notice is given as to the identity of the advisor. The committee may also meet with the research supervisor and the supervisory committee involved in the assessment. The committee will then conduct a thorough review of the matter and recommend a resolution to the dean. The dean will notify the student of the decision in writing. It is expected that every effort will be made to render the decision within 30 days of the committee having received the request.

In the event that a student feels that the procedures have not been followed appropriately, the student may submit, in writing, a formal request for an appeal to the Graduate Studies Committee. Such appeals can only be considered on the grounds of procedural irregularity. Appeals must be submitted within 15 working days of notification of the decision. Appeals shall be heard by a panel of a minimum of three committee members, as determined by the Dean of Graduate Studies, including at least one student and at least two faculty members. The appeal hearing shall be chaired by the Dean of Graduate Studies or designate, who shall be counted as a panel member. At the discretion of the relevant appeals panel, the student and/or the faculty member may be invited to meet with the panel to present their case(s) orally. The panel’s decision is taken in camera, and it is expected that the parties will be informed of the decision in writing within 20 working days of the filing of the appeal.

Documents and student files

Documents submitted to the Registrar’s office and the School of Graduate and Postdoctoral Studies become the property of the university and are protected under provincial privacy legislation. Original copies of documents are kept on file at the Registrar’s office and the School of Graduate and Postdoctoral Studies and may not be returned to the student. Official student academic records deemed to have archival value and preserved in the university archives shall be made available to researchers authorized by the university for 75 years after the student ceases to be registered.

Conferral of degrees

Students expecting to graduate in any given term are required to contact the Registrar’s office for application to graduate deadlines and information about the necessary forms and processes.

Degrees are deemed conferred at the time of Academic Council approval, and notation of the degrees awarded are entered on the students’ records. All students who are awarded a degree are eligible to attend the session of convocation that immediately follows the date of conferral.

Provision for waiver of regulations

Waivers of course prerequisites/corequisites may be granted by the graduate program director. Waivers of faculty, degree or general regulations may be granted by the Dean of Graduate Studies.