Academic Regulation II-3 - Graduate enrolment

3.1. Enrolment requirements

3.1.1 General requirements

(a) Students must enrol in, or withdraw from, a program prior to the applicable dates published in the online Important Academic Dates and Deadlines calendar.

b) Unless otherwise specified in a program’s own regulations, students must enrol in each term until they complete their program.

c) Students who fail to enrol for two consecutive terms without being granted a leave of absence in accordance with this regulation will be presumed to have withdrawn from their program and their files will be closed without further notice. Students whose files have been closed as a result of failure to observe enrolment requirements must apply for readmission if they wish to continue their studies. Re-admitted students will be required to pay a reinstatement fee as well as the minimum tuition fee for each term for which they failed to enrol.

d) Students admitted to joint programs with Carleton University may take courses at either university, in accordance with the requirements of their joint program.

3.1.2. Enrolment limit

Unless otherwise stated in all relevant programs’ own regulations, students may not be enrolled in more than one program at the same time.

3.2. Leaves of absence

3.2.1 Grounds for leave

Students may apply for temporary leave from their program only on medical, compassionate or parental grounds.

3.2.2 Medical or compassionate leave

A student may apply for temporary leave from his or her studies on medical or compassionate grounds. The request for leave must clearly state the reasons for, and the length of, the intended interruption of studies, and must be accompanied by relevant supporting documentation (e.g., in the case of illness, a medical certificate issued by a physician). Requests for leave are subject to approval by the student’s research supervisor, the director of graduate studies (or equivalent) for the program in question, the vice-dean of graduate studies (or equivalent) of the faculty offering the program, and the Vice-Provost, Graduate and Postdoctoral Studies. 

Students who are granted medical or compassionate leave will continue to have access to computer and library facilities.
Students who are granted medical or compassionate leave will be granted a corresponding extension, not exceeding one year, within which to complete their program.

3.2.3 Parental leave

A student may apply for temporary leave for each birth or adoption of a child occurring prior to completion of the student’s program. The request for leave must be accompanied by proof of the birth or adoption.

Students who are granted parental leave continue to have access to computer and library facilities.

Students who are granted parental leave will be granted a corresponding extension, not exceeding one year per birth or adoption, within which to complete their program. While all University of Ottawa graduate students may qualify for parental leave, the total leave or extension (per birth or adoption) may not exceed one year for all parents combined.

3.2.4 Enrolment at end of leave of absence

Students are required to enrol for the term immediately following the end of their approved leave of absence. 

 

3.3. Enrolment requirements applicable to particular categories of students

3.3.1 Full-time students

3.3.1.1 General requirements for full-time students

Full-time students must:
a.    have been admitted to a graduate program as full-time students;
b.    be pursuing their studies on a full-time basis;
c.    be designated by the University as full-time graduate students;
d.    be considered full-time graduate students by their program and their thesis supervisor (if applicable);
e.    be registered and pay full-time fees; and
f.    be geographically proximate to and regularly present on campus.

Without forfeiting their full-time status, graduate students under the supervision of a research supervisor may be absent from the University (e.g. visiting libraries, doing field work, attending a graduate course at another institution, etc.) provided they are absent for less than four weeks in any one term or the absence has been approved by the director of graduate studies for their program. 

3.3.1.2 Full-time status and paid employment

The University requires that full-time students devote the majority of their time to their studies. Full-time students shall not engage in paid employment that is not directly related to their studies for more than an average of ten hours per week, or a maximum of 170 hours per term. These numbers include the total time spent in connection with such employment (e.g., in the case of students employed as research or teaching assistants, correctors, demonstrators or part-time professors, hours worked include all time spent on class preparation, grading, meeting students, or other related activities).

Thesis-related research work for which students receive a soft-funded research bursary is not included in calculations of paid employment.

3.3.1.3 Transition from full-time to part-time status

Requests to transfer from full-time to part-time status must be submitted for approval to the Vice-Provost, Graduate and Postdoctoral Studies, whose decision on such requests shall be final.

3.3.2 Part-time students

Part-time students must:

a.    have been admitted to a graduate program as part-time students;
b.    be enrolled and pay fees for part-time students; and
c.    be enrolled in six course units or less per term, unless otherwise specified in specific program regulations.

3.3.3 Special students

Special students are students who may take certain graduate courses without being admitted to a graduate program or intending to complete a graduate degree. Special students may enrol in a graduate course provided they obtain the prior approval of the academic unit offering the course. They must meet the requirements that apply to the courses in which they enrol, such as prerequisites, attendance requirements, assignments, examinations and passing grades.

Special students may enrol in no more than six course units per term, and will be enrolled part time.

3.3.4 Auditors

Students may enrol in individual courses as auditors with prior permission of the academic unit offering the course. Auditors attend courses without completing assignments or writing examinations but are subject to the course’s participation and attendance requirements.

 

 

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