Registration Regulations and Procedures
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It is the student’s responsibility to be familiar with the registration requirements in order to remain in good standing. Registration must be relevant to the graduate program. Graduate students register in courses, seminars, and thesis/internship/project/practicum research hours until their programs are complete. Students who have completed the credit hour requirements of their programs, but who have not defended or completed their thesis, project, practicum or exhibition, will register as required to maintain candidacy. To be eligible to use University facilities (office space, library, computing services) in a given semester, registration is required.
Faculty regulations require that domestic Master’s students maintain their status by registering in one out of three semesters. No more than two semesters may elapse between registrations. International Master’s students and all PhD students must register in every semester. Registration is done on line or through the FGSR office. Academic advising is recommended and a list of contact names is available on the website. Students are to check the timetable on the web site for the list of courses that are offered. Students are to register only for those courses of the prescribed program as defined in the FGSR Academic Calendar or as specified in the letter of admission. Special permission must be obtained prior to registration for any additional course(s). A student must ensure that registration in maintenance reflects appropriate status (full-time or part-time) in order to comply with regulations regarding student loans, Revenue Canada, Immigration, and scholarship eligibility.
- Formal acceptance by the Faculty of Graduate Studies and Research is required before a student may register in any graduate level course.
- As a special case situation, undergraduate students in their final 15 hours of a 4-year undergraduate degree or a second undergraduate degree may be exempted from this rule by the respective Department Head with the concurrence of the corresponding Dean and the Dean of FGSR. This option should be reserved for academically exceptional students.
- Registration must be online, or through the FGSR office, regardless of the course level (i.e., whether undergraduate or graduate).
- Students will normally register in the first academic session following admission, but are to register within one year of the date of admission. A revised deadline date can be sought by the student through the academic unit.
- Permission to register in courses outside the prescribed program requires a demonstration of relevance to the program of studies and is subject to the approval of the department/faculty head and the Dean of the FGSR. Permission is to be sought prior to registration in the course. For courses where permission is not sought, will be considered as extra to the program.
- Registrations must be in accordance with the student’s approved (or officially amended) degree program and must be for a minimum of 3 credit or billable hours for students who are accessing university resources. Post program students register in GRST 995AA for full time and GRST 995AB for part time, or GRST 996AA (full-time) or AB (part-time) for students on extension. Master’s students not accessing university resources, or not registered in program credit hours, can register in GRST 999 which is billed at the equivalent of 1.5 credit hours.
- Once a registration in any of the maintenance courses (GRST 995AA, GRST 995AB, GRST 996AA, GRST 996AB) has occurred, the student is to have a GRST registration any semester thereafter regardless of whether permission is obtained to do a course outside of the program. Ph.D. students may only register in GRST 995AA.
- Domestic master’s students must register on an annual basis (no more than two consecutive semesters may elapse prior to a required registration).
- Graduate students may not be enrolled in two programs at once or jointly registered at the graduate and undergraduate level.
- A student who wishes to drop or add a course should consult his/her supervisor. A student who discontinues a course without official withdrawal, or who drops a course after the eighth week of a regular semester, is marked as having failed the course.
- No registration is considered to be complete until the student has paid, or arranged to pay, the assessed fees through Financial Services.
- Thesis research (901)
- Students undertaking research for a thesis must register for this course.
- The minimum aggregate number of semester hours of thesis credit varies for different programs. (See specific program)
- The section numbers for research hours are linked to individual supervisors. Students are to register in the appropriate section.
- Students who are funded by FGSR are required to be registered full-time (minimum of 6 credit hours or any existing course identified as full-time status in the corresponding semester).
- A student must be registered in the semester in which the thesis, project, practicum, or exhibition is examined. Students who are program complete will register in GRST 995 or 996 as may apply.
- The University of Regina accepts no responsibility for the continuance of any course of instruction which may not be completed as a result of an act of God, fire, riot, strikes, lock-out or any cause beyond the control of the University.
- Students
who wish another person to register them or make changes
to their registration must provide their proxy with written,
signed permission to act on their behalf. The note of
authorization will be retained by FGSR.
- Registration in Directed Reading/Special Topics courses of variable content and credit requires a special form. These courses need to be catalogued and then timetabled each and every semester, so timely decisions are required. Please see your academic unit.
- Students are not eligible to attend courses for which they are not registered.
Registration Status
A student’s status will be determined as follows:
Full-time:
- registration in 6 credit hours or more in a semester;
- registration in Psychology internship classes (PSYC 876-879, PSYC 880AA, PSYC 880AB);
- registration in any JSGS internship (JSGS 850AA-ZZ);
- registration in any work placement course (GRST 600, GBUS 801, 802, 803, MBA 801, 802, 803);
- registration in any Co-op Work Term course (CS 601, 602, ENGG 601, 602);
- registration in GRST 995AA for post program for students who have completed course and other program credit hour requirements, but have not finished writing or defending the thesis/project/practicum;
- registration in GRST 996AA, for students who have received approval for an extension;
- registration in the last requirements of a graduate program (e.g. just have one course remaining) and who will otherwise be engaged in thesis research/writing. These students register in the required credit hours, but registration must be for a minimum of 3 credit hours. Students in this category must contact FGSR who will notify Financial Services to adjust their Income Tax (T2202) form.
Part-time:
- Registration in less than 6 credit hours in a semester.
- Registration in GRST 995AB for post-program students using university facilities.
- Registration in GRST 996AB, for students who have received approval for an extension.
- Registration in GRST 999 (non-resident maintenance) for students not using university facilities.
Registration must be for a minimum of 3 credit hours for students who have credit hours remaining on their program.
International Students and Registration
All international students on student visas/study permits are required by Canadian Immigration to be students in good standing which is defined by the University of Regina. Doctoral students must be registered full-time in each semester. Master's students must be registered full-time in the fall and winter semesters and part-time (includes GRST999) in the Spring/Summer semester. Three credit hours does not meet the definition of full-time registration unless these credit hours pertain to the last requirements of the program.
Maintenance of Candidacy
Students who have completed the credit hour components of their program of studies, but have not completed all of the formal approved degree requirements (e.g., thesis, project, practicum, internship), are to register in one of the following:
| GRST 995AA | Full-time Maintenance of Candidacy |
| GRST 995AB | Part-time Maintenance of Candidacy |
| GRST 999 | Non-resident Maintenance of Candidacy |
Please note that in order to use University facilities and resources (e.g., computer labs, libraries, faculty, etc.), students must be registered. Registration in full- or part-time Maintenance of Candidacy is on a semester basis and allows for facility use during that time. Course-based students are not permitted to enrol in Maintenance of Candidacy. Registration in Non-resident Maintenance of Candidacy merely establishes that the student is a graduate student and is meant for students who do not require the use of university facilities or resources.
Once a registration in any of the maintenance courses (GRST 995AA, GRST 995AB, GRST 996AA, GRST 996AB) has occurred, the student is to have a GRST registration each semester regardless of whether permission is obtained to do a course outside of the program. Ph.D. students may only register in GRST 995AA.
UR Self Service Online Registration
Please note that online registration does not prevent students from registering in courses that do not apply to a degree program or adding inappropriate courses to their academic record. Should a student register in non-applicable course work, FGSR will not entertain inclusion for degree credit nor become involved in a processes for adjustment. Some academic units require that a student consult prior to registration.
- Student Identification Number
To use web registration you need a personal identification number and a registration access code (or password). Your student identification number is the nine-digit student number that you receive when you are admitted to the University of Regina. Your password is your birth date or an alternative that you have chosen. You must use these to access UR Self-Service.
Please access UR Self-Service and update your current information (i.e. address) before registering for classes each term.
Eligibility to Register
A Graduate Student is eligible to register if:- You have been admitted as a graduate student
- You have not been required to discontinue or have not voluntarily discontinued;
- You do not have a hold on their account (i.e. owe money to the University, have a leave)
Students who have been required to discontinue must apply for re-instatement
http://www.uregina.ca/gradstudies/calendar/policy_fgsr.shtml
- Academic
Advising and choosing courses
Academic advising is recommended for graduate students and is the responsibility of the student’s academic unit. A list of contact names can be found on the web site http://www.uregina.ca/gradstudies/main/programs.shtml
Students should check the timetable on UR Self-Service to see which courses are offered. Students are reminded to register only for courses in the prescribed program as outlined in the Faculty of Graduate Studies and Research Academic Calendar or as specified in the letter of admission. Special permission must be obtained prior to registration for any course that does not fit the program.
Students who take elective courses from other disciplines should ensure that they have the appropriate background. Students who register inappropriately will face withdrawal and associated academic and financial penalties so it is wise to check in advance.
Advance Permission
On occasion, advance permission is needed in order to register for a section where there are pre-requisites, program, faculty or other registration restrictions.
We are anticipating that your academic unit will grant advanced permission and assign that to you for relevant courses in a given semester. Please ensure the course is relevant to your program.
Advance Permission does not guarantee that you will be registered or that space will be available but only allows you to bypass the registration restrictions online.
Hours of Registration or Access to the System
Online registration provides extended hours of service (24 hours a day, seven days a week), closed only for regular system updates and maintenance.
In person registration at the Faculty of Graduate Studies and Research is conducted from 8:00 to noon and 1:00 p.m. to 4:15 p.m., Monday through Friday, unless otherwise posted.
- Late Registration
A late registration fee applies to students who register after the add/change courses date.
- Procedures for online
registration
Select the appropriate term and click submit.
You must know the CRN numbers for classes you want to add/drop or replace. For information on course content, please check the calendar description. For information on schedule and CRN numbers please check the schedule on line in UR Self Service on the web.
Add class is the default registration option, if you would like to drop a class or replace a class, click on the appropriate choice under registration options.
Click submit.
A message will display indicating whether you have added/dropped/replaced the class or an error dialog box will appear indicating the problem.
Click exit
Auditing Courses
Application forms for Audit Registration are available from the Faculty of Graduate Studies and Research or on the web and require the approval of the instructor of the course, which will not normally be given until the last business day before the start of the course. Some courses are not open to auditors and registration for audit cannot be completed online. Auditors may attend lectures, but may otherwise participate in classes only to the extent permitted by the instructor. Once registered, students appear on the class list and the audited courses appear on the transcript. Students who formally withdraw or cease attending receive a grade of AW; those who formally withdraw may be eligible for a refund of tuition.
This form is submitted to the Faculty of Graduate Studies and Research Office for processing.
- Withdrawal from a Course
Within certain time lines, you may withdraw from a course online; otherwise contact FGSR to cancel your registration. There is a schedule of financial and academic consequences as follows:- Prior to (the date is normally two weeks after classes start), you will receive 100% credit or refund of tuition & fees for the course and the course will be removed from your transcript.
- Prior to (the date is four weeks after classes start), you will receive 50% credit or refund of tuition for the dropped course but no refund of supplementary fees. The course appears on your transcript with a grade of W.
- Prior to ten weeks, you will not receive a refund of fees and the course appears on your transcript with a grade of W
- After ten weeks, the course appears on your transcript with a failing grade (WF)
It is to your advantage to take the necessary actions as soon as you have made your decision to withdraw from a course. The system will use the date your withdrawal is effective (the date you complete the withdrawal transaction) as one factor in determining your grade of W or WF.
You may drop courses online up to the deadline for withdrawing without a failing grade. Changes after the specified deadline, must be made in person at FGSR, by mail, fax or email. The latter methods must clearly indicate your full name, id number, program and which courses are to be added or dropped and you must sign any mailed or faxed copies.
Students who do not formally withdraw are liable for the assessed tuition fees and receive failing grades.
- Confirmation of
Registration and Payment of Fees
Once registered you can obtain a confirmation of registration and check for fees owing on UR Self-Service.
The printer-friendly confirmation notice is designed to serve most purposes for which students need to prove that they are currently enrolled.
Once fees are posted, they can be paid by Internet banking, Visa or MasterCard, by mail, by deposit in the Financial Services mail-slot or by payroll deduction for students who are employed or being supported through the University. For the latter category, students must complete a payroll deduction authorization form whicc is available from Financial Services.
Withdrawal from a class
for reasons beyond the student’s
control
If an emergency situation prevents you from taking personal
action to withdraw from courses prior to the dates specified,
please email the Faculty of Graduate Studies and Research
at grad.studies@uregina.ca and
please complete an Application
for Adjustment of Fees and/or grades. Such situations include illness or accident;
compassionate, involuntary job change, university error.
Medical, compassionate or retroactive withdrawals in extenuating
circumstances are available and appropriate documentation
is required to support the request.
Identification
Cards
Each student is required to have and carry a University
photo identification card, which is needed to use the library
and recreation facilities, and may be requested for admission
to examinations and laboratories.
Photo identification cards are obtained from the Registrar's Office. Students must present a valid driver’s license,
passport, other official photo identification, or two pieces
of identification with their signature. Student fees cover
the cost of the initial card. Replacements are $10.
Changes of Name
Graduate students must provide supporting documentation to the
Faculty of Graduate Studies and Research in order to have
their name changed in University student records.
Application for a name change is made using a Change of Name
form. This form may be found on the web at
http://www.uregina.ca/compserv/postcard/forms/name_change.pdf
