Office of the Registrar

203

Regulations of the Faculty of Graduate Studies and Research

203.3 Registration

    Students are responsible for the completeness and accuracy of their registration. They are also responsible for adjustments in registration.

203.3.1 Maintenance of Registration

    Course-based Programs: Students in course-based degree programs must register in a minimum of *3 of coursework or in M REG 800 Maintaining Registration for at least one term in each September to August period to keep their program active. Other registration patterns for students in exceptional circumstances will be considered by the Faculty of Graduate Studies and Research.

    Thesis-based Programs: Students who are admitted to any thesis-based program (excluding cost-recovery programs) and who initially register as full-time students in these programs must register full-time for the remainder of their program. This policy is in effect for students who begin September 2003 and thereafter. In order to keep their program active, students registered in thesis-based master's and doctoral programs must register each year either full-time (equivalent of *9 of coursework and/or thesis) or part-time if eligible (minimum of *3 of coursework and/or Thesis, or in M REG 800 Maintaining Registration) for both terms of Fall/Winter (September to April). At the end of the program, the registration can be as described in §203.3.3. Students who have registered in Fall/Winter and are working only on thesis research during May to August do not need to register separately for that period. See §203.3.5 for registration procedures. Other registration patterns for students in exceptional circumstances will be considered by the Faculty of Graduate Studies and Research.

    Students who fail to keep the program active as described above will be considered to have withdrawn from their program. If they wish to resume work on their program, they must apply for readmission and have their program reassessed in terms of the regulations in force at the time of reapplication. There is no guarantee of readmission. If a student is recommended for readmission, a readmission fee will be charged in addition to the fees assessed in the usual manner.

203.3.2 Minimum Units of Course Weight Registration Requirements

(1)

Thesis-Based Master's Programs:

a.

Admitted before Fall 2011: Over the duration of their program, students in thesis-based master's programs admitted before Fall 2011 must successfully complete a minimum of *24, which may consist of a combination of courses and thesis research. Only approved transfer credits from the University of Alberta may count towards the *24 minimum requirement. Notwithstanding the above, students are required to fulfil the department's thesis-based program requirements as approved by Faculty of Graduate Studies and Research Council and as stated in the department's graduate program requirements §205 of the University Calendar.

b.

Admitted Fall 2011 and thereafter: Over the duration of their program, students in thesis-based master's programs admitted Fall 2011 and thereafter must pay the equivalent of at least one full year of program fees; see section §22.2.2 for information on program fees. Notwithstanding the above, students are required to fulfil the department's thesis-based program requirements as approved by Faculty of Graduate Studies and Research Council and as stated in the department's graduate program requirements §205 of the University Calendar.

(2)

Course-Based Master's Program: Over the duration of their program, students in course-based master's programs must successfully complete a minimum of *24. Only approved transfer credits from the University of Alberta may count towards the *24 minimum requirement. Notwithstanding the above, students are required to fulfil the department's program requirements (often more than the minimum *24) as approved by Faculty of Graduate Studies and Research Council and as stated in the department's graduate program requirements §205 of the University Calendar.

(3)

Doctoral Programs:

a.

Admitted before Fall 2011: Over the duration of their program, students in a doctoral program admitted before Fall 2011 must successfully complete a minimum of *36, which may consist of a combination of coursework (where required) and thesis research. Only approved transfer credits from the University of Alberta may count towards the *36 minimum requirement. Notwithstanding the above, students are required to fulfil the department's doctoral program requirements as approved by the Faculty of Graduate Studies and Research Council and as stated in the department's graduate program requirements §205 of the University Calendar.

b.

Admitted Fall 2011 and thereafter: Over the duration of their program, students in a doctoral program admitted Fall 2011 and thereafter must pay the equivalent of at least three full years of program fees; see section §22.2.2 for information on program fees. Notwithstanding the above, students are required to fulfil the department's doctoral program requirements as approved by the Faculty of Graduate Studies and Research Council and as stated in the department's graduate program requirements §205 of the University Calendar.

203.3.3 Registration at the End of Programs

    Course-Based Programs: When a student in a course-based master's program completes all of the coursework and other required assignments and the department submits a Notice of Final Completion for Course-Based Master's Degree to the Faculty of Graduate Studies and Research, the student's name will be placed onto the list for the next available convocation.

    Thesis-Based Programs: Students in thesis-based master's and doctoral programs must register in Thesis during the registration period in which the thesis and accompanying evidence of program completion is submitted to the Faculty of Graduate Studies and Research. This enables the Faculty of Graduate Studies and Research to award credit for the thesis at that time. If the thesis is submitted to the Faculty of Graduate Studies and Research during September-December, the student must be registered for Fall Term and does not need to register in Winter Term. If the thesis is submitted to the Faculty of Graduate Studies and Research during January-April, the student must be registered for the full Fall/Winter. If the thesis is submitted to the Faculty of Graduate Studies and Research during May-August the student must be registered for the full Fall/Winter immediately preceding. Thesis-based programs are not recorded as complete until the thesis and accompanying documentation have been submitted to the Faculty of Graduate Studies and Research. See §203.10 for information about convocation.

203.3.4 Registration Status

    A student's registration status is determined automatically by the total units of course weight (including a project or a thesis where appropriate) in which the student is registered for credit in a given term. Audited courses are not included in the calculation of registration status.

    Full-Time Registration in Fall/Winter: Students are registered in *9 or more for credit in a term and are working full time on their academic program in that term.

    Part-Time Registration in Fall/Winter: Students are registered in less than *9 for credit in a term.

    Full-Time Registration in Spring/Summer: Students are registered in *6 or more per term.

    Part-Time Registration in Spring/Summer: Students are registered in less than *6 per term.

    M REG 800 Maintaining Registration: Students who are not registered in any courses in a given term, and are not working on thesis or project research, but still wish to maintain their status as graduate students register in M REG 800. This results in a part-time registration status.

203.3.5 Registration Procedure

    Note: Students who are admitted to thesis-based programs effective September 2011 will follow a new program-based registration and tuition model. Refer to the Faculty of Graduate Studies and Research website www.gradstudies.ualberta.ca for more information.

    Newly-admitted and continuing graduate students in degree programs register using the Bear Tracks web registration system at www.registrarsoffice.ualberta.ca. Special and Visiting graduate student registrations will be processed by the Faculty of Graduate Studies and Research.

    In order to register at the University of Alberta, graduate students must:

Step 1. Consult and Receive Counselling

    All graduate students in degree programs in the Faculty of Graduate Studies and Research must consult with their department and discuss their program with their supervisor prior to registering.

    Thesis Registration is restricted to students in thesis-based graduate degree programs. Qualifying, Special, and Visiting graduate students may not register in Thesis. The specific thesis registration selected by the student will depend upon the amount of time during the term(s) that the student will devote to work on their program.

    Thesis sections are scheduled according to units of course weight equivalency. Students should consult with their department to determine which of the Thesis sections is appropriate. The selection will depend on the amount of time that the student will devote to work on the program. By registering in the appropriate Thesis designation (along with any other courses), the registration status of the student is calculated automatically. Refer to the Course Listings of the University Calendar under Thesis for the appropriate Thesis section for the student to register in.

    These Thesis sections are to be used in combination with course registrations in order to achieve the correct units of course weight for registration status (i.e., FT or PT). For example, if a student registers in a *2 course, then the addition of THES 907 would bring the registration status to full-time (i.e., *9).

    To register full-time in a thesis program in Fall/Winter, students must register in a combination of course work and/or thesis research comprising a minimum of *9 each term. Students registered in less than *9 in a Fall/Winter term are considered part-time students. There is a special full-time thesis designation (THES 919) which is assessed at a reduced fee. Registration in this section of Thesis will provide the student with full-time student status but at a substantially lower Instructional Fee than the existing *9 thesis registration (THES 909). Students should consult with their department to determine if they are eligible to register in the reduced-fee thesis.

    Research Project Registration for students in the course-based master's route normally involves registering in the appropriate 900-level course. Registration in this is restricted to students in a course-based graduate degree program. Consult the department course listings in the University Calendar for the appropriate section.

Step 2. Register

    Once newly-admitted and continuing graduate students in degree programs have determined their program requirements in consultation with their departments, they register using the Bear Tracks web registration system. Students are responsible for the completeness and accuracy of their registration.

    Bear Tracks cannot be used for the following:

(1)

Audited Courses: All graduate students (excluding special graduate students) who are registered full-time or part-time may seek permission to audit a course. Since permission to audit cannot officially be granted until the number of students registered for credit is known, students will not be allowed to register for audit until after classes close for registration for credit (after the sixth day of class in Fall/Winter).

    To add a course for audit students must

a.

Complete a Course Audit form available from the department;

b.

Have it signed by

1)

The instructor of the course and

2)

The graduate coordinator or department chair; and

c.

Submit the form to Faculty of Graduate Studies and Research for approval and processing.

    Students who wish to change their status in a course from credit to audit must first consult with their supervisor or program advisor. If permission is granted, a Course Audit form must be signed and submitted to the Faculty of Graduate Studies and Research office. Deadlines for submitting such a change are found in the Academic Schedule.

    Audited courses will not be considered as meeting prerequisite, admission, or course requirements for any University of Alberta degree or diploma program. For further information on auditor status refer to §22.1.10 of the University Calendar.

(2)

Courses Extra to Degree: To designate a course as Extra, students must

a.

Complete an Extra to Degree form available from the department;

b.

Have it signed by the graduate coordinator or department chair; and

c.

Submit the form to the Faculty of Graduate Studies and Research for approval and processing.

(3)

Courses taken toward doctoral program requirements: Students who are still candidates for a master's degree cannot use the Bear Tracks web registration system to register in courses toward their doctoral program requirements. Such doctoral level courses may be taken for one Fall/Winter only by master's degree candidates. Students must

a.

Complete an Extra to Degree form available from the department;

b.

Have it signed by the graduate coordinator or department chair; and

c.

Submit the form to the Faculty of Graduate Studies and Research for approval and processing.

(4)

Registration in more than one degree program: The Bear Tracks web registration system can only be used to register in one degree program. Students who have been approved to register in more than one program (e.g. PGME students also completing a graduate program) must contact the Faculty of Graduate Studies and Research office for approval to register in the graduate degree program. Registration in more than one program requires the knowledge and consent of the department(s) and the Faculty of Graduate Studies and Research.

(5)

Registration as an off-campus student:

a.

See the Glossary of the University Calendar for a definition of an off-campus student.

b.

To register in an off-campus section of a course not available through Bear Tracks, contact the teaching department offering the course.

c.

Graduate students who live more than 80 kilometers from Edmonton can be registered as off-campus students for thesis research and project courses by contacting the Faculty of Graduate Studies and Research at grad.services@ualberta.ca

d.

All students registered in M REG 800 (Maintaining Registration) are off-campus students. To register, contact the Faculty of Graduate Studies and Research at grad.services@ualberta.ca

Step 3. Confirm Registration

    All students who register, including Special and Visiting graduate students; students registered in courses for credit and/or audit; and students registered in thesis, research projects, or M REG 800 only are considered to have confirmed their registration when they register.

    Graduate students are not required to pay a tuition deposit.

203.3.6 Reregistration in Courses

    See §22.1.3

203.3.7 Changes to Registration

    If students wish to make changes to their registration in any of the following cases, they must first consult the department in which they are registered. Students make changes to their registration for all unrestricted courses through the Bear Tracks web registration system during the period that it is available for a particular term. They can drop courses, add courses, or cancel their entire registration.

    Bear Tracks is available for registration until the deadline dates listed in the Academic Schedule in this Calendar. For detailed Bear Tracks registration procedures, see the Registrar's web site www.registrarsoffice.ualberta.ca

    After the close of Bear Tracks in a particular term, any changes to a graduate student's registration require the approval of the student's department and the Faculty of Graduate Studies and Research. A Course Audit or Withdrawal form must be used for the following registration changes: withdrawal from courses; withdrawal from program; changes from credit to audit; or changes of course section.

    Such changes of registration, once approved by the student's department, must be received by the Faculty of Graduate Studies and Research no later than the deadline dates found in the Academic Schedule. No credit will be given for any course unless it is included in the student's registration.

    Students who drop a course and add Thesis to maintain their full-time status, will be assessed fees for the Thesis registration in addition to any fees assessed for the dropped course.

    Faculty of Graduate Studies and Research deadline dates may differ from undergraduate deadline dates (consult the Academic Schedule).

    There may be academic record and fee implications for withdrawing from courses. Refer to §§11, 22.2, and 23.9.3.

203.3.8 Cancellation of Registration

    Students in the Faculty of Graduate Studies and Research who wish to withdraw from courses should follow the procedure described in §22.1.9. Students who wish to withdraw from a term, or from their program should complete a Withdrawal form. This form must then be signed/authorized by their department and submitted to the Faculty of Graduate Studies and Research for approval. Students who do not properly withdraw are not eligible for any refund of fees, nor for exemption from fees that have been assessed.

    Refer to §22.2.9 for fee refund information.

    If after withdrawing from a graduate program students wish to apply again for admission, their application will be considered in the current competition for places with all other applicants. See also §§22.2.9 and 23.9.3.

Search the Calendar:

2014-2015 PDF Calendar2013-2014 CalendarPrevious Calendars

Table of Contents

Calendar Home Page
Notices, Errata, Addendum

Welcome from the President

Inquiries

Academic Schedule
 11Major Deadlines from the 2014-2015 Academic Schedule
 11.1Academic Schedule 2014-2015 (monthly listing of academic events on campus)

Undergraduate Application Deadlines for Admission and Readmission

Undergraduate Admission
 13Admission to Undergraduate Programs
 14General Admission Requirements
 15Admission Requirements by Faculty
 16Admission for International Baccalaureate and Advanced Placement Students
 17Admission from Outside Alberta

University Regulations and Information for Students
 20General University Policies
 21Classification of Students
 22Registration and Fees
 23Academic Regulations
 24Student Services
 25Code of Student Behaviour
 26Code of Applicant Behaviour

Programs
30Faculty of Agricultural, Life and Environmental Sciences
40Faculty of Arts
50Augustana Faculty
60Faculty of Business
70Faculty of Education
80Faculty of Engineering
90Faculty of Extension
100Faculty of Law
110Faculty of Medicine and Dentistry
120Faculty of Native Studies
130Faculty of Nursing
140Faculty of Pharmacy and Pharmaceutical Sciences
150Faculty of Physical Education and Recreation
160School of Public Health
170Faculty of Rehabilitation Medicine
180Faculté Saint-Jean
191Faculty of Science

Faculty of Graduate Studies and Research
 200The Faculty of Graduate Studies and Research
 201Members of the Faculty
 202General Information
 203Regulations of the Faculty of Graduate Studies and Research
 204Graduate Program Regulations
 205Graduate Programs
 206Graduate Financial Support

Open Studies

Course Listings
 230Details of Courses
 231Course Listings

Glossary

General Information
 241University History and Traditions
 242Constitution of the University
 243University Libraries
 244Alumni Association
 245Affiliated Colleges

University Staff
 250Continuing Academic Staff
 251Emeriti
 252Associate and Adjunct Staff
 253Honorary Degree Recipients