Student Affairs Info Session
for GPA’s
Agenda
• Admissions
• Enrolment and Registration
• Petitions & Program Approvals
• Program Withdrawls
• Thesis and Dissertation Processes
• Relevant Reports
Admissions
• Non-standard admits
o NSA files are any students who do not meet stated admissions requirements
o In order to admit NSA student, GASP form must be printed, grad program must give rationale, GPD signature, send to FGS
o Internal promotions –
• download “Internal Promotions” form,
• attach GASP with GPD signature, send to FGS
• Reinstatement vs. Readmission
o If a student has been away from program 1-3 terms = reinstatement via petition
Admissions
• Extension of program deadlines
o Should be done at least 2 weeks before the deadline o GPA notifies admissions cc to FGS
• Deferring acceptance
o In rare circumstances
o Can only be for up to 2 sessions – (ie – admitted FA14, can defer to WI15 or SU15), otherwise re-apply
o Only granted if program has entry for deferred session o Granted with permission of graduate program
o Program must notify their assessor
• Advanced Standing (Transfer Credit)
o Must be applied for via petition before the end of the first term of study
Enrolment & Registration
• Registration deadlines earlier for 2014-15
− Reminders will go out by FGS and RO
Fall 2014 Winter 2014
Registration deadline
Wed Sept 3 Wed Dec 16
Petitions
2009 2010 2011 2012 2013 2014 # of petitions 94 141 145 407 881 546 0 100 200 300 400 500 600 700 800 900 1000 A x is T it le Graduate Studies - 2009 to 2014 # of petitionsPetitions – Processing a petition
•
Processing time 4-6 weeks
Student
completes and submits to programProgram
Reviews for completeness Provides recommendation, Forwards to FGSFGS
Processes petition, makes decision, sends letter to student, forwards to RO for codingRO
Codes petition
Petitions
• Decision process
Administrative processing Sub committee Full committee (once/month)Petitions
• Status Change deadlines
• Impacts of petitions
o Enrolment reporting (university funding)
o Workload of other areas of university (eg.Registrar’s Office)
• Updates to process
o New petitions form (Fall 2014)
Term Deadline
Summer March 15
Fall July 15
Petitions
• Petitions at the program level – what can be done
− Review petition for completeness
• Personal statement
• Documentation
• Signatures
Petitions – Leaves of Absence
Type of Leave How to ApplyMaximum Number Allowable (Per Degree)
Exceptional
Circumstances Leave Academic Petition 3 terms
External Student Status Academic Petition 3 terms
No Course Available Academic Petition N/A
Maternity Leave Program Approval Form 3 terms per pregnancy
Parental Leave Program Approval Form 1 term per child
Petitions – Extension of Program Time Limits
• Extensions are granted in part-time status
Exception is CUPE 1 and 3 extensions
o Disability, Injury, Illness o CUPE Service
• All extension requests should include:
Clear plan for completion (with dates)
Letter of support from supervisor
Program Approvals
• Program approvals follow same status change deadlines
that apply to petitions
• Program level approvals
o One term leave of absence (elective) o Maternity leave
o Paternity leave
Program Withdrawl
•
Can be initiated by Student, Program, or FGS
•
Student initiated
can use form; must be in good academic standing
cannot have any blank or incomplete grades, or combination of C/F grades
•
Program initiated
Academic
o Failure to maintain academic standards o Combination of C and F grades
•
FGS initiated
Failure to maintain continuous registration
Once per term, usually after 3rd month of term; done in bulk
Thesis and Dissertation Processes
• Supervisory Committee
− First milestone
− Program level checks
o Check that committee members have FGS appointments
o Ensure signatures on form, if no signature, please attach email
confirmation
• Ethics and Proposal
− Length of proposal
− Program level checks
• Ensure that proposal is a reasonable length (ie. Less than 1 page is not acceptable)
• Ensure faculty appointments
• Review checklist for all required documents • Signatures
Recommendation for Oral exams
• Recommendation for Oral Exams
o MA – minimum 3 weeks prior to exam o PHD – minimum 4 weeks prior to exam
• These processing times, provide for:
o Verifying faculty appointments
o Sending out and receiving external examiner report o Sending out memo to student
o Sending out memo to committee with process for exam o Sending out memo to chair of committee with “Oral Exam
Report” for return to FGS upon completion of exam o Getting approval for external examiner expenses o Any required follow up
Recommendation for Oral exams
• Program level checks:
− Committee
o Double checking spelling of names o should be reviewed for appointments
− Signatures
Oral Exam Reports
• Sent by FGS to Chair of exam
• Exam decision inputted on form
• Committee members sign form
• Recommendation for Thesis and Dissertation prize is on
form
Electronic Thesis & Dissertation (ETD)
• Oral report
If no revisions – ETD access opened
If minor revisions – ETD access opened when “Revisions
approved” memo is received at FGS
• Student required to submit
Library & Archives Canada form
• ETD file is only accepted as “complete” once student has
met all formatting requirements and submitted all required
forms (listed above)
Relevant Reports
• Approaching time limits
• Blank & F grades
Other Fall 2014 Updates
• Orientation Events
− August 27
th, 2014 - Lassonde building, Lecture hall A
o Session 1: 1:30pm -3:30pm
o Session 2: 5:30pm – 7:30pm
− September 10
th, 2014 – Vari Hall C
o 5:30pm – 7:30pm
• Library Open House
, Collaboratory, Scott Library
− August 27
th, 2014 – 3:45pm – 4:45pm
− Open to new and continuing students
• International Students Welcome Session
− September 25
th, 2014, Location tbc
Other Fall 2014 Updates
• Payroll deduction – Fall/Winter 2014-15
− For this year, online will be for domestic only
− International students who would like payroll deduction
need to fill out a manual form at the FGS office
There are too many tiers of funding for international students,
which will likely cause confusion and errors.
Other Fall 2014 updates
• Payroll deduction – Fall/Winter 2014-15
− The online form and manual process will be available as of
Monday August 18
th.
− Please note: Students must be enrolled to do payroll