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Registration

Graduate students must maintain continuous registration in the School of Graduate and Postdoctoral Studies in each successive term from initial registration until all requirements for the degree are completed.

Categories of Registration

To be registered as a full-time student, a student must meet the following criteria:

  • make satisfactory progress toward degree completion in alignment with full-time program expectations and requirements. Failure to meet progression requirements may result in being required to withdraw from the program.
  • be present on campus as required by their program.
  • have paid, or make arrangements to pay, full-time tuition fees.

Students may be admitted as part-time students in approved part-time programs as stipulated in the program's regulations. During the course of study, and with the approval of the program and SGPS, such a part-time registrant may be approved to register as a full-time student; they may then register as a part-time student at a later date by meeting the requirements as stipulated in the category listed below (Part-Time Students in Full-Time Programs). Likewise, students who begin as full-time students in programs that have an approved part-time course of study may only change to part-time registration as stipulated in the Part-Time Students in Full-Time Programs category below.

Students registered in part-time status may take no more than two courses in a term. Undergraduate courses taken as extra courses or as degree requirements are to be included in the totals above.

A list of established part-time programs may be found via the Degree Explorer: https://grad.uwo.ca/admissions/programs/index.cfm.

Part-time registration in full-time programs may be granted in exceptional circumstances and only with the approval of both the Graduate Program and the Vice-Provost (Graduate and Postdoctoral Studies). Examples of such circumstances are: admission to another full-time university program or medical or compassionate circumstances that make it impossible for the student to continue to devote full-time attention to their program of study. Supporting documentation must be submitted with the request for part-time status.

Part-time status is not to be used as a means for reducing or avoiding tuition fees. Being beyond the funding eligibility period will not, by itself, constitute grounds for a change from full-time to part-time status. Part-time status may be granted for up to a cumulative total of three terms.

Students registered in part-time status may take no more than two courses in a term. Undergraduate courses taken as extra courses or as degree requirements are to be included in the totals above.

The purpose of this status is to allow a student who: a) has completed all program requirements (including thesis submission), but b) has not been able to defend their thesis before the end of term, to register at the University in the subsequent term without paying tuition fees. Thesis Defense Only registration (TDO) can be held for only one term.

  • This registration category will not require payment of tuition fees; however, students will be required to pay part-time ancillary fees.
  • TDO status will be granted to those students who have submitted a thesis by the final official day of term but have not been able to secure an examination board and/or examination date that falls before the end of the term.
  • The thesis examination must be successfully completed, all required revisions done, and the final thesis submitted to SGPS prior to the end of the TDO term. A student who does not meet these conditions will be required to pay part-time tuition for the TDO term and will continue to be registered until the final thesis is submitted.
  • TDO applies only to students in programs that have a thesis requirement.
Non-degree part-time students are individuals who wish to take graduate-level courses but are not seeking a degree. They must meet normal admission requirements. If a student in this category is subsequently admitted to a degree program, no more than 20% of the course requirements for the degree may be credited from courses taken while registered as a non-degree student. Non-degree part-time students are not required to maintain continuous registration. For each term in which they are registered, however, they must inform their Graduate Chair before the start of the next term whether they plan to take courses during that term or whether they plan to withdraw. Without withdrawal, they will receive a tuition bill for the following term, as if they were in a degree program. Once withdrawn, they must apply for readmission to resume their non-degree part-time studies.

Students in the following programs will be registered in both programs and are eligible to receive degrees in each:

  • MD-PhD
  • JD-MBA in Law and Business

Doctoral students enrolled in flex-time studies pay full-time tuition fees for the first four years of their registration, and part-time fees until they complete their program. Students must select flex-time registration prior to commencing their program of study and cannot alter their registration status once selected.* As the flex-time option is intended for working professionals, Western’s doctoral funding guarantee does not apply to students in flex-time studies. Flex-time enrolment will normally require two additional years of study for students to complete the program, in comparison to students in a regular full-time enrolment status. Completion within six to eight years while in flex-time enrolment is expected.

*Please note that the flex-time registration option is available only for doctoral programs with an approved flex-time option.

A Western Interdisciplinary Combined PhD entails the completion of the combined degree requirements of two Western doctoral programs simultaneously under the supervision of a faculty member from each program. One thesis is to be completed; the thesis must meet the expectations of both programs, and the content of the thesis should represent a blending of the disciplines. Upon successful completion of the combined degree requirements, the student will be awarded one PhD degree listing both graduate programs.

Requesting a Change to Your Registration

Your academic journey as a graduate student is a dynamic process. Western's School of Graduate and Postdoctoral Studies (SGPS) understands that circumstances may arise that require you to modify your registration status. Whether you are considering a leave of absence, transitioning between part-time and full-time studies, or pursuing a different academic path such as a Master's to Doctoral transfer, we are here to help you navigate the process.

All changes to your registration status require a formal request and must proceed through established channels of approval. To ensure a smooth transition, it is important to understand the procedures and implications associated with each type of change.

For detailed information, including eligibility requirements, necessary forms, and submission deadlines, please select the relevant option from the list below:

Reference

Senate Academic Policy, Graduate and Postdoctoral Studies, Registration: