Last updated: July 24, 2001 @ 03:42PM

General Regulations

I.  Student Status

Generally, all graduate programs offered at Brock may be taken on a full-time or part-time basis.

Normally, students choose either full-time or part-time status at the time of admission and this status can only be changed for appropriate reasons. Appropriate reasons are changes in family circumstances, work situation or geographic location. A desire to minimize fees paid is not an appropriate reason.

1.  Full-time students
·   Must be pursuing their studies as a full-time occupation and identify themselves as full-time graduate students in all documentation.
·   Must be considered by the University to be in full-time study.
·   Must be geographically available and visit the campus regularly.
·   May be employed outside the University only with the permission of their Graduate Supervisor.
·   Must limit employment to an average of no more than ten hours a week of University paid work in a given term exclusive of research, assistantship in the student's area of work. If the student is employed as a graduate assistant, the ten hours per week should represent the total time spent by the student in connection with this appointment; that is, preparative work, making examinations and the like. Exemptions require the approval of the supervisor and Department Chair.
If an academic program requires an absence from the University, a student must apply for permission to be off-campus through their graduate departments. Approval must be given both by the Graduate Chair and Graduate Officer.

2.  Part-time students
Any graduate student who does not meet the requirements of a full-time graduate student as defined above is considered to be a part-time student. There is no restriction with respect to time spent on gainful employment.

Part-time students may register for a maximum of two half credit courses (or equivalent) in each academic term. The equivalent of two half credit courses is the thesis or major essay course.

II.  Residency Requirements

The residency requirements of a graduate degree program is the minimum number of terms in which the student must be registered on a full-time basis. The requirements for MAcc students is 2 terms (Winter and Fall) of full-time registration, for other graduate programs it is 3 terms (one year) of full-time registration. For part-time students 6 terms (two years) of study is required to fulfil the residency requirements.

III.  Degree Completion Time Limits

There are maximum time limits for the completion of graduate programs. Candidates may also be subject to time constraints prescribed by individual departments.

Master's Programs

1. Full-time
Full-time candidates must complete all degree requirements within three years from the date of first registration.

The Master of Accountancy program is designed to be completed in two academic terms. In any case, candidates must complete all degree requirements within three years from the date of first registration.

Full-time MSc programs will normally be completed in two years. All experimental work for the thesis shall normally stop by the end of the fifth term after initial registration and in any event, not later than the end of the second year (sixth term) after the commencement of study. Six months shall normally be allowed for analysis of data and thesis writing.

Doctoral Programs

Full time candidates must complete the thesis and course requirements must be met within six years of registration as a full-time student.

2. Part-time Master's Programs
Part-time candidates must complete all degree requirements within five years from the date of first registration.

Part-time Doctoral Programs
Doctoral candidates must complete all degree requirements within eight years from the date of first registration.

3. Changing status
Where a student is permitted to change status from full-time to part-time or vice versa, the fraction of time remaining under the previous status will apply to the new status. Permission to change status must be approved by the Chair of the graduate department and forwarded to the Graduate Studies Office.

Students who do not complete the program requirements within the time allotted, will be withdrawn from the program.

4. Extension of time limits
In exceptional circumstances, an extension of time permitting further registration for one or two terms may be granted on the recommendation of the department. Extension requests, detailing the exceptional circumstances, must be received by the Graduate Studies Office within the first month of the term in which the completion date expires. An extension will only be granted if approved by the department concerned.

IV.  Registration Policies and Procedures

Master of Accountancy

All students are required to register for both the Winter (January - April) and Fall (September - December) terms, unless they have received approval from the Accounting and Finance department for interruption of their program. Failure to register will be interpreted as withdrawal from the program.

Master of Arts and Master of Science and Doctoral programs

All MA, MSc and PhD students must complete registration for each of the academic sessions of their program unless they have received approval from the department for interruption of their program. Failure to register will be interpreted as withdrawal from the program.

1.  Registration Procedures
·   Newly admitted graduate students (except for the MEd program) will register in person and will be advised of the registration deadline dates. Continuing and part-time students will receive registration materials by mail at their current mailing address. If a student has not received registration materials one week before the beginning of term, the Graduate Studies Office should be notified. All courses must be approved by the Chair or Graduate Officer of the department for MA, MSc and PhD students, the Director of the MAcc for Accounting students.
·   Registration forms, including a cheque for tuition, must be returned to the Graduate Studies Office by the due date indicated on the form. A registration form will not be processed unless it is accompanied by the appropriate tuition fee or the appropriate form to defer payment through payroll deduction.
·   It is the responsibility of students to ensure that they are registered by the appropriate deadline date as designated in the registration materials. Students who fail to register by the due date will be charged a $35.00 late registration fee. Students will not be allowed to register after the official registration count dates of November 1, February 1 and June 30.
·   Students intending to audit a course rather than take it for credit, must declare this intention at the initial registration for the term. The consent of the instructor to audit the course is required. Auditing permits attendance at classes only. No work will be evaluated.
·   Credit will be given only for those courses for which the candidate is formally registered. A student will receive no credit for any work completed during a term in which the student was not properly registered.

2.  Master of Education

MEd students are required to register in each of the academic terms, Summer (July-August), Fall (September-December) and Winter (January-April). Registration for all MEd students is via the World Wide Web. A MEd registration guide, which includes the current academic timetable and course schedules, is mailed to all MEd students as soon as the registration system opens in April.

3.  Change of registration

Masters and Doctoral programs
Students wishing to change their course registrations, must submit a Graduate Course Enrolment Form to the Graduate Studies Office within the deadline date as published in the academic calendar. All changes to a student's registration requires the approval of the department.

Master of Education
Students wishing to change their course registrations may do so through the Web system until BIRT closes for the session. After BIRT closes, changes to course registrations must be submitted to the Graduate Studies Office by the deadline date as published in the Master of Education registration guide and the graduate calendar.

4.  Failure to register

Students who fail to register for any term, and who have not applied for inactive status or been granted a leave of absence, are considered to have withdrawn from their program of study. The student will be required to apply for reinstatement into the program. The application for reinstatement must be approved by the department and the reinstatement fee of $50.00 will be applied. If enrolment is allowed to lapse a second time, the student will not be readmitted. The department may also make recommendations regarding the retention of previous course credits.

V.  Student Identification Cards

Identification cards for graduate students are issued to all new students by the Graduate Studies Office at the time of registration. Returning students will have their cards updated once a year by the Graduate Studies Office.

VI.  Registration Status

All graduate students must maintain continuous registration, either through course registration or inactive registration in each successive term from the time of initial admission until degree requirements are complete. Students are responsible for ensuring that they register at the appropriate time for each term, as indicated in the academic calendar.

Students must remain continuously registered to the end of the term in which they complete the degree requirements.

a. Course registration
Full-time students: Students are registered by paying full-time fee tuition for the first academic year and thereafter on a term-by-term basis until all course work has been completed and the first draft of the thesis or major essay has been approved by their advisor and department chair. Thereafter, a continuing fee must be paid until degree requirements are fulfilled or the time allotted for completion of the degree has elapsed. MEd students register and pay fees per course.

Part-time students register for each academic term by paying the part-time tuition fees until the first draft has been approved at which time the continuing fee must be paid until the thesis or major essay is completed.

b. Inactive registration
Students who have a valid reason for not registering for a term may apply for inactive status. Permission of the Graduate Chair or Graduate Officer must be obtained before the start of the academic term for which the student is seeking inactive status. During an inactive term, the student pays the inactive fee and retains library privileges. Inactive terms do not extend the final completion date by which degree requirements must be completed. Inactive status is not applicable once a student has registered for the thesis or major essay.

c. Continuous registration in project, major essay or thesis
Following initial registration in the major essay, thesis or project, graduate students (both full and part-time) must maintain continuous registration in each successive term, including the term during which the thesis defence is scheduled, until degree requirements are completed. Completion means that all corrections have been made to the thesis, project or essay and the final approved copy has been submitted to the department and the Graduate Record form has been submitted to the Graduate Studies Office. Should the Graduate Record form not be received by the last day for late registration in a given term, the student will be required to register for that term. If registration is allowed to lapse, the student will be withdrawn from the program.

VII.  Leave of Absence

A leave of absence from a graduate program will be granted only in exceptional circumstances which will include parental and maternity leave, medical leave, work leave which requires the student to leave the geographic area or on compassionate grounds. Cases will be considered on an individual basis and must have the approval of the Supervisor and the Department Chair before they are submitted to the Graduate Studies Office. A graduate student granted a leave of absence will not be registered and will not be required to pay fees for the duration of the leave. Students on leave will not be eligible to receive University fellowship support or other financial support from the University. In the case of funding by an external agency, the regulations of the granting agency will apply. The length of time for completion of the degree will be extended by the duration of the leave. While on leave students may not be entitled to use University facilities and resources or receive supervision.

Leave of absence forms are available from the Graduate Studies Office.

VIII.  Course Withdrawal

A student may withdraw in good standing from a course within the period established each term as published in the academic calendar. While it is a courtesy to inform the instructor of withdrawal from a course, this does not constitute official withdrawal from either a course or the University. Grades will be recorded on students' transcripts for all courses in which they have registered and from which they have not withdrawn.

1. Master of Accountancy, Master of Arts, Master of Science and Doctoral programs
Students wishing to withdraw from a course, must inform the Graduate Studies Office by submitting a Graduate Course Enrolment Form by the deadline date indicated in the academic calendar. Withdrawals are effective from the date that notification is received by the Graduate Studies Office.

2. Master of Education
MEd students may withdraw from a course using the Web system while BIRT is available. After this date, written notification to the Graduate Studies Office is required.

IX.  Program Withdrawal

Graduate students intending to withdraw from a graduate program, must consult with the department concerned and submit written notification to the Graduate Studies Office. A rebate of fees, if appropriate, will be determined by the date written notification of withdrawal is received. A student who withdraws without providing such notice will not be eligible for any refund of fees. The student is responsible for payment of any outstanding fees owing at the time of withdrawal from the program.

X.  Ontario Visiting Student Plan

The Ontario Visiting Student Plan allows graduate students of an Ontario university to take graduate courses at another Ontario university while remaining registered at their own university. The plan allows students to bypass the usual application for admissions procedures. Admission is not complete until prior approval has been received from both the host and the home universities. A student who is classed as an Ontario Visiting Student will register and pay fees to the home university but will pay no fees to the host university. Ontario Visiting Student forms are available from the Graduate Studies Office. A description of the course must be attached to the form. No more than one credit (two half credit courses) will be allowed as transfer credit.

XI.  Letter of Permission

Students wishing to take a graduate course at another approved university outside of Ontario, must apply to the Graduate Studies Office, for a letter of permission to attend another university. Approval from both the home and host universities is required before a student will be allowed to take a course on a letter of permission. The student must register at the other university and pay the fees required by that university. It is the student's responsibility to have a transcript of the final grade sent to the Graduate Studies Office. No more than one credit (two half credit courses) will be allowed as transfer credit.

XII.  Address Information

It is the responsibility of each student to ensure that the University has at all times, complete and accurate address information. Any change in mailing address and telephone number must be reported in writing to the Graduate Studies Office.