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Note: This is the 2012–2013 edition of the eCalendar. Update the year in your browser's URL bar for the most recent version of this page, or click here to jump to the newest eCalendar.
Note: This is the 2012–2013 edition of the eCalendar. Update the year in your browser's URL bar for the most recent version of this page, or click here to jump to the newest eCalendar.
Students must inform themselves of University rules and regulations and keep abreast of any changes that may occur. The Categories of Students section of this publication contains important details required by students during their studies at ƻԺ and should be periodically consulted, along with other sections and related publications.
In some departments, students are permitted to proceed toward a degree on a half-time basis, i.e., students are permitted to register half-time instead of full-time during sessions of residence.
It is expected that half-time students will spend 50% of their time in the department participating in coursework, seminars, discussions, etc., with staff and full-time students. Half-time students are reminded that they must complete the degree within the time limitation imposed by Graduate and Postdoctoral Studies, and that if they choose to be half-time they must: a) be so for an even number of half-time terms (i.e., two half-time terms equal one full-time term) and b) fulfil the minimum residence requirement in their program.
Certain degree programs can be followed on a part-time basis (e.g., M.Ed., M.Eng. Non-Thesis option, M.B.A., M.S.W. Non-Thesis option, and S.T.M.). Students in non-thesis programs (including the C.A. program) as well as Special, Visiting and Qualifying, Certificate and Diploma students, not taking at least 12 credits per term, are considered to be part-time. Students may, in some departments, proceed toward the degree on a part-time basis.
Part-time students are reminded that they must complete the degree within the time limitation imposed by Graduate and Postdoctoral Studies.
Part-time students who do not take any courses or drop all courses, during any semester, automatically become non-resident students and are charged fees accordingly.
In cases of part-time and transfer students, all coursework might not be completed during the residency. It must therefore be completed during one or more additional terms (Non-Thesis Extension). Fees are charged accordingly.
Students in Additional Session or Non-Thesis Extension are students with a registration status of Additional Session (thesis programs) or Non-Thesis Extension (non-thesis programs) and paying fees accordingly. The following are such students:
In the doctoral program, students must be registered on a full-time basis for one more year after completion of the residency (i.e., Ph.D. 4 year) before continuing as Additional Session students until completion of the program. It is expected that, at this stage, all the coursework and comprehensive examinations will have been completed and the student will be engaged in thesis preparation.
Graduate students in non-thesis programs, graduate diplomas and certificates who have registered for all required courses but have not completed the work and/or have completed the residency requirements must register as Non-Thesis Extension students and pay fees accordingly. For example, a student who has registered for a last course such as a project but has not completed it, must register as Non-Thesis Extension status until graduation. Students in a Non-Thesis Extension session who are not registered for at least 12 credits per term, are not considered engaged in full-time studies.
Revision, December 2012. Start of revision.
Students who have completed the residency requirements for their graduate thesis program and who have submitted their initial thesis to Graduate and Postdoctoral Studies by the April 15, August 15, or December 15 initial thesis submission deadlines will automatically be registered in "Thesis Evaluation" once they have registered on Minerva. All students are required to stay registered up until the term of graduation. The registration status will be updated to "Thesis Evaluation" for all subsequent terms until the term of the final e-thesis submission. Students in thesis programs whose initial thesis and final e-thesis submissions are in the same term will not require a "Thesis Evaluation" status.
"Thesis Evaluation" students are considered:
If you are in "Thesis Evaluation" status, you are not permitted to register for courses.
Revision, December 2012. End of revision.
Revision, December 2012. Start of revision.
Students admitted to a Qualifying program are known as Qualifying Students for a Master’s.They must meet the application and admission requirements indicated by the chosen graduate department and the Graduate ƻԺ Unit of Enrolment Services. The courses taken during a Qualifying year will not be credited toward a degree program. Students are registered in graduate studies but have not yet been admitted to a degree program. These students take a full load (12 credits minimum) per semester of undergraduate courses as specified by the department. Only one Qualifying year is permitted.
Revision, December 2012. End of revision.
Students who meet the minimum entrance requirements of Graduate and Postdoctoral Studies and wish to take one, or at most two, graduate-level courses per term (6 credits) without intention of proceeding to a degree or diploma are termed Special Students. After completion of a maximum of 12 credits, an applicant may not continue as a Special Student.
If graduate Special Students subsequently become candidates for higher degrees, they may receive academic credit for relevant graduate courses taken as Special Students. They must apply every year.
Students who wish to take undergraduate courses only must apply as Special Students in the undergraduate faculty concerned, even if they already hold degrees.
Visiting Students are those students who are registered in a degree program at another university and who have obtained written permission from both universities to take a course(s) for credit toward that degree program. Students studying in the province of Quebec who are in this category are eligible for a transfer of credit if the required permission is obtained on Quebec Inter-University Transfer forms. These forms are available online at www.mcgill.ca/students/transfercredit/current/iut. ƻԺ students registering for courses required for their degree program at other Quebec universities are required to pay for the course(s) at the home university. ƻԺ and Université de Montréal participate in an exchange (graduate) with the University of British Columbia and the University of Toronto.
As a rule, graduate students should not register for courses through Inter-University Transfers (IUT) during the last semester before graduation. There are considerable delays in receiving official transcripts which delay the degree audit process and graduation. If special departmental permission is given for such a course to be taken in the last semester, there will be no extension given for the grade submission deadline.
Revision, December 2012. Start of revision.
Eligibility
If you are enrolled in a graduate program at another university and would like to attend ƻԺ for a limited period of time (up to 12 months*) to conduct research only, you must apply as a Graduate Research Trainee. Research trainees are not permitted to register for courses. This category of registration is for students registered in graduate programs in other universities to conduct PART of their thesis research at ƻԺ under the supervision of a ƻԺ professor. The purpose of the training period at ƻԺ must be described. Acceptable reasons include: the student is engaged in collaborative projects between professor(s) at ƻԺ and the student's sponsoring institution; the student wishes to take advantage of specific expertise, academic resources, or technical capabilities at ƻԺ to enhance the thesis research being conducted at the sponsoring institution; the student is spending a stage at ƻԺ under a specific Memorandum of Understanding between ƻԺ and the sponsoring institution; the student's thesis supervisor has relocated to ƻԺ, but the student remains registered at the former institution to complete his/her graduate degree. The category of Graduate Research Trainee cannot be used to conduct the majority of thesis research at ƻԺ under the supervision of a ƻԺ professor.
* Extensions may be granted under exceptional cases with prior consultation and approval by Management of Academic Records, Enrolment Services.
Conditions
Students applying to be a graduate research trainee:
To submit an application refer to: www.mcgill.ca/gps/students/graduate-research-trainee.
Revision, December 2012. End of revision.
(may be granted to students in residence terms only)
Departments, with the approval of Graduate and Postdoctoral Studies, may permit or require candidates to spend one session at another institution; it is understood that this session must be one of full-time work, and that the institution selected must be able to provide expert supervision and facilities for research appropriate to the candidate, in the field selected.
Permission to spend a required year of residence at another university must be obtained before the beginning of the session in which the student will be absent. A program of the work projected and particulars of the institution selected must be sent, accompanied by a letter from the Chair of the department, to GPS for approval. Permission is only granted to students who have already completed one full session at ƻԺ.
The student will be required to register and pay the normal full-time ƻԺ tuition fee less any tuition fee payable to the host institution. Other student-related fees are not levied and the ID card is not validated.
Students participating in a formal exchange program must register and pay full-time tuition including other student-related fees. The ID card is not validated.
Students who wish to take a leave (such as for work purposes) from the University for a maximum period of one year before returning to complete their residence requirements must first obtain permission to do so both from their department and GPS.
The student must register as a non-resident student, and pay the non-resident fee. Student Services fees are not levied and the ID card is not validated. Students can only be non-residents for a maximum of one year. The non-resident fee is $100 per term.
A leave of absence may be granted by Graduate and Postdoctoral Studies for maternity or parenting reasons or for health reasons (see Health and Parental/Familial Leave of Absence Policy). Such a leave must be requested on a term by term basis and may be granted for a period of up to 52 weeks. Students and Postdocs must make a request for such a leave in writing to their department and submit a medical certificate justifying the leave. The department shall forward the request to GPS. See procedure in Health and Parental/Familial Leave of Absence Policy.
Students and Postdocs who have been granted such a leave will have to register for the term(s) in question and their registration will show as “leave of absence” on their record. No tuition fees will be charged for the duration of the authorized leave. Research supervisors are not obligated to remunerate students and Postdocs on leave. A student on leave of absence during the Fall term must register for an active term of study in the Winter term (at least) in order to apply for graduation. A student on leave of absence during the Winter and/or Summer terms must register for an active term of study in the Fall term (at least) in order to apply for graduation. GPS has prepared a summary table of various leave policies (paid or unpaid) for students and postdocs paid from the Federal and Quebec Councils through fellowships or research grants. The document is available at www.mcgill.ca/gps/students/milestones/leave under “Information on the Funding Council Leave Policies for Graduate Students and Postdoctoral Fellows.”
Revision, December 2012. Start of revision.
Members of the teaching staff of the University up to and including the rank of lecturer may enrol as candidates for a degree, diploma or certificate. If their teaching duties are designated as full-time, they may only enrol as half-time students.
Professorial members of the academic staff may not enrol in graduate degree and diploma programs. This rule shall apply also to any persons who have been on the professorial staff within the previous 12 months, unless they resign completely from their positions at ƻԺ.
Should persons registered in graduate studies be promoted to professorial rank, they may no longer remain graduate students, unless they resign or are granted a leave of absence from their professorial appointments.
In certain exceptional cases, professorial members of the academic staff may apply toa graduate program in academic units other than their own. Enrolment Services may grant permission if it is satisfied that the applicant's teaching unit and proposed unit for graduate study are sufficiently remote that conflict of interest situations will not arise. Permission must be granted before any courses are taken toward the proposed degree.
Revision, December 2012. End of revision.
Revision, January 2013. Start of revision.
The Quebec Inter-University Transfer (IUT) agreement permits concurrent registration at ƻԺ and another Quebec institution.
If you are a regular ƻԺ undergraduate or graduate degree, diploma, or certificate student, you may register, with your faculty's permission, at any Quebec university for three, or in some cases six, credits per term in addition to your registration at ƻԺ. You may also obtain permission to complete a full term (i.e., 12 to 15 credits) at another Quebec university. These courses, subject to faculty regulations, will be recognized by ƻԺ for the degree that you are registered for, up to the limit imposed by the residency requirements of the program. Normally, you must complete a minimum residency requirement of 60 credits at ƻԺ in order to qualify for a ƻԺ degree (you should check with your faculty). This privilege will be granted if there are valid academic reasons.
If you want to take advantage of this agreement, consult your Student Affairs Office for details. Note that this agreement is subject to the following conditions:
If you are a scholarship holder, you should consult with your Student Affairs Office and the scholarships coordinator concerning eligibility for continuation or renewal of your award(s).
You must initiate an online Quebec Inter-University Transfer (IUT) application to request the required authorizations at www.mcgill.ca/students/transfercredit/current/iut. You may find additional information posted on your faculty website.
The host institution will automatically submit your grades to ƻԺ for any completed courses.
Revision, January 2013. End of revision.
The Quebec Inter-University Transfer (IUT) agreement permits concurrent registration at ƻԺ and another Quebec institution.
If you are a student at another Quebec university and you want to take courses at ƻԺ using the Quebec Inter-University Transfer (IUT) agreement, you must initiate an online application to request the required authorizations at www.mcgill.ca/students/transfercredit/current/iut. You should also refer to your home university website for regulations on the number of credits allowed, as well as the policies for transferring the credits.
ƻԺ will automatically submit your grades for any completed courses to your home university.