Academic accommodation for graduate students with disabilities
Graduate students with disabilities may request to be considered for formal academic accommodation in accordance with the Ontario Human Rights Code. Graduate students seeking accommodation can find more information about Student Accessibility Services at ontariotechu.ca.
The accessibility policy and procedures for academic accommodations for students with disabilities can be found in the university’s policy library.
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. Students should refer to the registration and course selection policy for more information on degree requirements.
Prerequisites/corequisites
Some courses have prerequisites or corequisites. Students should consult the Graduate Academic Calendar for information on course-specific prerequisites or corequisites. A student may request a waiver in accordance with the registration and course selection policy.
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 and Postdoctoral 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 the registration and course selection policy.
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 semester 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. Course selection is governed by the registration and course selection policy.
Registration
Students must be registered in each semester commencing with the semester 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. Students should refer to the registration and course selection policy for more information on registration.
Inactivity and reinstatement
A student that does not maintain continuous registration will have their status changed to inactive. An inactive student may apply for reinstatement within a one-year period.
If the request is approved, students are required to pay all fees owing as well as any required administrative fees. For information on inactivity and reinstatement, see the registration and course selection policy.
Inactivity and involuntary withdrawal
A student that is inactive for three consecutive semesters, will have their file closed and will be administratively withdrawn from the program. A student that has been administratively withdrawn due to inactivity and would like to continue their graduate studies, must apply for readmission. Readmission to the university and/or the student’s original program is not guaranteed. For information on inactivity and involuntary withdrawal, see the registration and course selection policy.
Concurrent registration
Graduate students may not be enrolled concurrently in two programs unless the programs are formally structured and approved for concurrent registration. For information on concurrent registration, see the registration and course selection policy.
Auditing courses
Graduate students interested in auditing a course should refer to the policy on auditing an undergraduate and graduate 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. Students should refer to the registration and course selection policy for more information.
Cotutelle
The purpose of the cotutelle policy is to enrich the research experience of doctoral candidates and encourage increased international research collaboration, thus enhancing the university’s international profile and reputation.
Any full-time student registered in a PhD program at the university is eligible for a cotutelle agreement.
The cotutelle policy and cotutelle procedure can be found in the university’s policy library.
Course changes and voluntary withdrawal
Students may add courses or withdraw from a course or program within the dates specified in the academic schedule in accordance with the registration and course selection policy.
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 in accordance with the registration and course selection policy.
Second degrees
A student holding a graduate degree from the university may pursue a second degree in another discipline, in accordance with the graduation and conferral of degree policy.
Residency requirements
Graduate students are required to meet the university’s course completion and on-campus residency requirements. Course completion and residency requirements can be found in the university’s graduation and conferral of degree policy.
Time limits
Graduate students must complete all their program requirements within a defined period of time based on full-time and/or part-time studies. Leaves of absence are not included in these time limits. The minimum and maximum number of years of registration applicable is determined by the type of degree and time-status, as outlined in the graduation and conferral of degree policy.
Extensions
Graduate students exceeding the time limits 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 and Postdoctoral Studies.
Additional information on extensions can be found in the graduation and conferral of degree policy.
Absences from studies
The university recognizes that under certain circumstances students may need to request a leave of absence from their studies. To request a Leave of Absence, contact the School of Graduate and Postdoctoral Studies.
The request must fall under the university’s acceptable circumstances and supporting documentation may be required. All leaves of absence must be approved by the Dean of Graduate and Postdoctoral Studies.
For information on acceptable circumstances and conditions of absence, see the registration and course selection policy.
Repeating courses
Students who fail one course are required to repeat the course or an approved alternative. For information on repeating courses, see the registration and course selection policy.
Any course failure, including the repeated course, will impact the student’s academic standing. For more information refer to the university’s graduate grading system, research progress and academic standing policy.
Examinations
For information on course examinations and supplemental examinations, please see the university’s examination and grading policy.
For information on PhD Candidacy and thesis oral examinations view the relevant policies in the Graduate Academic Calendar .
Grading, research progress and academic standing
Grading and grading scheme
The university uses a letter grade scale. At the graduate level, credit is granted only for those courses completed with a grade of B-minus or better. The grading scheme outlines the quality of work associated with each letter grade. Percentage-to-grade equivalencies are included as a guideline for conversion. The university’s transcript legend for EDI can be found on the Student Records website.
The university’s graduate grading system, research progress and academic standing policy outlines important information on grading and the university’s graduate-level grading scheme.
Undergraduate students taking a graduate course will be graded in accordance with the university’s policy on graduate grading system, research progress and academic standing.
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 their 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.
The Research Progress Report form can be found on the School of Graduate and Postdoctoral Studies research progress reports website.
For more information on research progress evaluations, see the university’s policy on graduate grading system, research progress and academic standing.
Academic standing
Academic standing is determined by the semester. The categories of academic standing include: clear standing, probation and dismissal. For more information on academic standing, see the university’s graduate grading system, research progress and academic standing policy
Grade changes
After grades have been officially approved and released, any grade changes must be submitted in writing to the Office of the Registrar. 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.
For more information on grade changes, see the university’s policy on graduate grading system, research progress and academic standing.
Coursework and final grade reappraisals
Graduate students may request a coursework reappraisal for a specific piece of tangible work in their course, or may request a final grade reappraisal. Students are encouraged to resolve any issues informally with the course instructor prior to requesting a formal final grade reappraisal. Final grade reappraisal requests must be submitted by the university’s deadline.
The coursework reappraisals and final grade reappraisals are governed by the university’s policy on graduate grading system, research progress and academic standing.
In the event the student wishes to request a reappraisal, the student should follow the graduate grade reappraisal and review of research progress evaluation procedures.
Review of unsatisfactory research progress evaluation
Students may, with sufficient academic grounds, request a review of unsatisfactory research progress evaluation. Students are normally expected to contact their research supervisor to discuss their evaluation and seek an informal resolution. If the concern is not resolved, they may request a review of research progress evaluation. All requests for review must be submitted by the university’s deadline.
The review of unsatisfactory research progress evaluation is governed by the university’s policy on graduate grading system, research progress and academic standing.
In the event the student wishes to request a review, the student should follow the graduate grade reappraisal and review of research progress evaluation procedures.
Academic appeals
Students wishing to appeal the outcome of a reappraisal, based on procedural irregularity, should refer to the university’s policy on graduate academic appeals.
Students wishing to appeal the outcome of a review, based on procedural irregularity, should refer to the university’s policy on graduate academic appeals.
Documents and student files
Documents submitted to the Office of the Registrar and the School of Graduate and Postdoctoral Studies become the property of the university and are protected under provincial privacy legislation.
For information on privacy, see the university’s access to information and protection of privacy policy.
All student records are retained in accordance with the university’s records management policy. Additional information can be found on the records management website.
Conferral of degrees
Students expecting to graduate in any given semester are required to contact the Office of the Registrar for application to graduate deadlines and information about the necessary forms and processes.
Degrees are conferred per the university’s graduation and conferral of degree policy.
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.
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