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Graduate Registration

On-line Registration

Programs register their graduate students using the Student Information System (SIMS), within the dates scheduled for registration. A limited number of programs offer web registration. Students should contact their program to verify if web registration is available to them. Students in programs that offer web registration are responsible for registering and withdrawing from their courses. All students should verify on their portal that their registration has been processed and that the course registration appears on their student record.

Students are responsible to ensure that they are properly registered for each term. Any errors or omissions must be addressed prior to the registration deadlines. If not officially registered in a course, students are not entitled to attend the course or to receive grades for any completed work.

Students who could not register by the registration deadlines may submit a Student Request for Late Registration. They may attend classes until they receive a decision from the School of Graduate Studies. If the decision is negative, the student must stop attending classes. Please note that Late Registration is granted only in exceptional circumstances when the late registration is determined to have been no fault of the student.

Student Portal (www.MyConcordia.ca)

Students can access information concerning their personal class schedule, current course grades, account balance, tuition and enrolment receipts for educational tax credit, loans and bursaries, personal book list, permanent code status and registration dates on their student portal (www.MyConcordia.ca). Mailing addresses and e-mail addresses can also be updated on the student portal; students are responsible for ensuring that the contact details listed are current.

Tuition and other fees are automatically assessed and charged to the student’s account once a student has registered in a course(s) or has a Continuing in Program (CIP) academic notation on their student record. The student’s account balance is available on the student portal. For detailed information regarding tuition and other fees, please refer to the Financial Regulations section of this calendar.

Continuing In Program Registrations
(for students in master’s or doctoral programs)

After a student’s first registration has been processed, the registration system will consider master and doctoral students to be continuing in their program when they are not otherwise registered in academic courses. Students who are still within their program time limit but are not registered in course credits, will be identified as “Continuing in Program” on their student record (CIP 001/1, 001/2 or 001/4). This notation is an academic notation and not a registration for academic credit. Students with a CIP notation will be charged either tuition or a Continuance fee (see Financial Regulations for detailed information on the fee structure).

Students who are not registered for courses in the first term of admission must get approval from the School of Graduate Studies for a CIP notation. A request must be submitted using the Student Request system (see Student Requests in Graduate Admissions section).

The notation on the student record will show Continuing in Program (CIP) or Time Limit Extension (TLE), respectively. This automatic process will commence approximately one month prior to the start of each term. Should a student subsequently register for courses, the automatic CIP will be removed.

Automatic CIPs will occur for returning students only if there are no restrictions on record (i.e., academic, financial, expired time limits, etc.). Students will be withdrawn from their program if the automatic CIPs cannot be processed each term. See withdrawal deadlines under the section, Withdrawal from Program.

Any outstanding admission, immigration documents or unpaid accounts or poor academic standing will result in a block on future term registrations, and ultimately the student will be withdrawn from the program. Please refer to the section on Re-Admission of Withdrawn Students.

Time Limit Extension Registrations

Students who have exceeded their time limit and have been granted a limit extension will automatically be registered in “Time Limit Extension” (TLE) by the system until they have reached their program time limit extension.

Inter-University Agreement

Québec universities have agreed to permit the transfer of academic credits between them using the CREPUQ/INTU Registration system. Using this system, Concordia students may take courses at another Québec University (the host university) and the credits will be transferred back to Concordia to be used to meet the requirements of their degree.

Up to a maximum of 6 credits may be transferred in any one year. In exceptional cases, a student may be authorized to take up to 12 credits at another university.

The host university has the right to accept or refuse a request for registration from a student in another university, in any of the courses or programs which it offers. Students are subject to the rules and regulations of the host university.

Eligible students

Only students enrolled in a degree program are eligible to register under the Inter-University Agreement. Authorization for a Concordia graduate student to register at another university must be given by the student’s Graduate Program Director, the Dean of Graduate Studies, and the Office of the Registrar. Only students in good academic standing will be approved to register under the Inter-University Agreement (see the program section on good academic standing). In addition, in order for students to be approved, their admission file must be complete and finalized. Concordia students wishing to take a course at another university cannot have an outstanding account balance.

Eligible Courses

The agreement normally covers only graduate degree students and graduate-level courses, and is intended to include only those courses not given at the home university which fit a student’s program requirements. In exceptional cases, graduate students may be authorized to take undergraduate courses to meet the requirements of a concurrent qualifying program.

Transfer of Grades

The grades achieved at other institutions for courses taken under the Inter-University Agreement will be recorded on Concordia records and transcripts using a conversion table that can be accessed at the Registrar’s website. These grades will be included in the calculation of grade point averages in the same manner as any grade achieved in a course taken at Concordia and subsequently transferred into the student’s program.

Payment of Courses

Payment for the courses is due at the student’s home university. Please refer to the Financial Regulation section in the Calendar. Any additional costs (i.e. lab materials) are payable to the host university.

Registration/Cancellation of Courses

All requests for registration and/or cancellation of courses are done through the CREPUQ website. Students are responsible for accessing the CREPUQ website to check the status of their request on a regular basis. Requests go though several stages of processing and e-mails will not necessarily be sent to update the student on the status at each stage.

Deadlines

Requests for registration or cancellation of courses at other universities must be submitted by the deadline of the host university. Students are advised to inform themselves of the host university’s deadlines, since they may be different from Concordia’s.

Students should refer to the CREPUQ website for detailed information.

Withdrawal from Courses

Students who wish to withdraw from a course must contact their Graduate Program Director in writing (i.e. e-mail, fax, letter, etc). Withdrawing from a course leads to either a Did Not Enter (DNE) or a Discontinued (DISC) notation.

Did Not Enter (DNE)

A DNE means that the student has officially withdrawn from the course. The DNE notation is temporary and will be removed from the student transcript.

Discontinued (DISC)

A DISC is an academic withdrawal from a course. This means that the student is still registered in the course, but no longer has to attend classes or complete the course work. The student will not be academically penalized (i.e. receive a failed grade). A DISC notation is permanent and appears on the student transcript next to the relevant course.

Deadline Dates

The deadline dates to DNE and DISC courses can be found in the Academic Calendar section of the Graduate Calendar. These deadlines shall apply for all courses taken by graduate students in their graduate program or as independent graduate students. Failure to comply with the DISC withdrawal deadline results in the courses in question being graded Fail, F, or Fail/Absent (F/ABS).

Financial Implications

Students should refer to the section on Withdrawals and Refunds in the Financial Regulations section of the Calendar.

Withdrawal from Program

Students who withdraw from their program or from the University by the DNE deadline are required to notify the Office of the Registrar, and to give reasons for withdrawing. Forms are available for this purpose from the student’s Graduate Program Director. After the DNE deadline, withdrawal is processed at the end of the current term and courses on record will be discontinued if submitted prior to the academic withdrawal deadline. Students should refer to the section on Program Withdrawals and Refunds in the Financial Regulations.

Graduate students in Master’s and Doctoral programs will be withdrawn from their program if course registration or academic course notation cannot be processed. See the Academic Calendar for registration deadlines.

Graduate students in Diploma and Graduate Certificate programs will be withdrawn from their program once their time limit has expired.

Re-Admission of Withdrawn Students

Students who have been withdrawn from a graduate program may wish to be considered for re-admission into the program. Normally, students must have been withdrawn from the program for a minimum of five terms in order to be reconsidered. If recommended by the program, these students will then be considered as a new admission, i.e., new application, transcripts etc.

Reinstatement of Withdrawn Students

Students who have been withdrawn from a graduate program may wish to submit a Student Request form requesting reinstatement to the program. This request is to be submitted for consideration during the same term in which the student was withdrawn.

Lapsed Student Status

Independent graduate students and graduate visiting students who have not registered for courses for three consecutive terms or more will have their student status lapsed and must submit a new application for permission to register as an independent or visiting student.

Late Registration

Students incur a late registration fee of $25.00 when they register on or after the date that classes officially begin across the University. After the last day to add courses, late registration is allowed only in special circumstances, with the approval of the Graduate Program Director and the Dean of Graduate Studies. Student Request Forms for late registrations must be supported by appropriate documentation.

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