203
Regulations of the Faculty of Graduate Studies and Research
203.3
Registration
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Students who fail to keep the program active as described above will be considered to have withdrawn from their program.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
Thesis-Based Master's Programs: Over the duration of their program, students in thesis-based master's programs must register in and be assessed fees for a minimum of 24, which may consist of a combination of courses and thesis research. 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 Calendar.
Course-Based Master's Program: Over the duration of their program, students in course-based master's programs must register in and be assessed fees for a minimum of 24. This is minimum requirement; students are required to fulfil the department's program requirements that for most departments are higher than the minimum 24.
Doctoral Programs: Over the duration of their program, students in a doctoral program must register in and be assessed fees for a minimum of 36, which may consist of a combination of coursework (where required) and thesis research. 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 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 §203.13 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.registrar.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 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 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:
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).
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Courses Extra to Degree: To designate a course as Extra, students must
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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
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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. | |||||||||||
Registration as an off-campus student:
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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 confirmation 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.registrar.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.
