Graduate Studies and Postdoctoral Affairs (GSPA)
Needles Hall, second floor, room 2201
Residence requirements - graduate programs
Enrolment
Continuous enrolment
Co-operative work terms
Full-time off-campus
Leave of Absence from study
Inactive status
Birth leave
Partner leave
Parental leave
Enrolment - international students on Study Permits
Voluntarily withdraw
Required to withdraw
Course drop/add date
Retaking graduate courses
Program time limits
Residence requirements - graduate programs
Residence is related to terms of enrolment and on-campus activity. It is calculated based on a student's enrolment status in their program (part-time or full-time). Additional enrolment information is provided below.
| Master's |
PhD |
|---|---|
|
|
In exceptional cases, and on the recommendation of the Faculty, some or all of the residence requirements may be waived.
Enrolment
At the University of Waterloo the calendar year is divided into three academic terms known as Fall (September-December), Winter (January-April) and Spring (May-August). Graduate students normally enrol for the first time in September at the beginning of the Fall term. In some cases, a department permits new students to enrol in January or May. To enrol, a new student must have been issued a Letter of Acceptance by Graduate Studies and Postdoctoral Affairs (GSPA) which specifies the date for which enrolment is authorized.
Enrolment and residence: On successful completion of each four-month period (Fall, Winter, Spring) students advance as follows:
- full-time students will advance at the rate of one term (1.0);
- part-time students will advance at the rate of one-half term (0.5);
- inactive enrolment has a term value of 0.0.
Term enrolment: Students will not be allowed to enrol after the government reporting date in a term (for relevant dates refer to the Academic deadlines and events page). If they are not enrolled, students will not receive credit for course work completed up to that date and will have to apply for readmission to their program.
Enrolment and time limits (additional Program time limits information is provided below): Students who have enrolled and paid fees, but have reached the the program time limits are required to submit a Request for program extension form to their department by the specified dates prior to the term that the extension is required (i.e., Fall: August 1, Winter: December 1; Spring: April 1; unless an academic unit specifies different deadlines). Students who do not submit their form by the specified deadline will be required to withdraw from their program.
Fees: To avoid late fees, students must pay their fees or become fees arranged by specified dates (see Academic deadlines and events page). Students who are not fees arranged and have enrolled in classes will have their classes dropped at the end of the third week of classes (end of open enrollment; to request re-enrollment, students must submit a Graduate Studies course drop/add form and make a fee payment arrangement). Students who do not arrange fees by the specified last day to arrange tuition and fees (i.e., considered to be non-payment of fees) will be withdrawn from their program. Enrollment may be re-established only if an application for readmission is approved.
Students who are readmitted to a program must enrol for a minimum of one academic term.
Continuous enrolment
A graduate student proceeding to a degree must maintain continuous enrolment, either active or inactive, in each successive term from the time of initial admission until the end of the term during which the requirements for the degree are completed. Students are responsible for ensuring that they enrol and arrange fees by the deadline each term (formal dates are available on the Finance website).
Graduate students must enroll as Active, and pay appropriate fees plus incidentals, in each term in which they are engaged in coursework, research, or thesis preparation including the term in which the completion of degree requirements is anticipated.
Notes:
- Students must remain enrolled and fee arranged until their final degree requirements are completed. For programs with a thesis, completion includes submission and approval from Graduate Studies and Postdoctoral Affairs of the thesis in UWSpace.
- Faculties and/or departments and schools will verify degree completion.
- Graduate students are notified of degree completion approval by Graduate Studies and Postdoctoral Affairs.
- The completion, degree, and convocation dates will appear on student academic records/transcripts.
If a student plans to enroll in courses beyond the degree requirements, they must apply for non-degree admission for the term following the term of degree completion.
Co-operative work terms
Students on a work term must change enrolment status to part-time/work term. Students requesting a status change, must complete a Change of enrolment status form.
Enrolment in a course is allowed with permission from the student's home department. Failure to maintain continuous enrolment will cause their registration in Graduate Studies to lapse (see the Co-Operative Education page for more information).
Full-time off-campus
A student who is undertaking an internship, or other degree requirement where the activity requires the student to be away from campus for more than four weeks in an academic term shall enrol as full-time off-campus.
The student's supervisor/graduate officer/associate dean must advise them on matters regarding intellectual property commitments, e.g., signing an agreement which may restrict a student's ability to publish their thesis or other program-related work.
Students requesting full-time off-campus status must complete a Change of enrolment status form.
Leave of Absence from study
In certain circumstances, students may wish to request a Leave of Absence from their studies. Types of leave are outlined below.
Leaves of absence must normally be requested and approved prior to the start of the term in which the leave will take place. When a student is funded by an external agency or sponsor, the guidelines for such agencies should be consulted prior to planning a leave.
Inactive status
Students may request up to two consecutive terms of Inactive status by completing a Change of enrolment status form, which must be approved by the Associate Dean (Graduate Studies) of their Faculty.
Valid reasons for Canadian citizens or permanent residents to request Inactive status include illness, limited external research or work opportunity which is not related to their University of Waterloo program, personal or family obligations, lack of suitable courses (for students in coursework-only programs), or temporary financial difficulties for which the University cannot provide funds.
Valid reasons for international graduate students to request Inactive status include illness, personal or family obligations, lack of suitable courses (for students in coursework-only programs), or temporary financial difficulties for which the University cannot provide funds.
International students must consider the immigration regulations/conditions (R220.1 (1)) pertaining to their Study Permit and eligibility for the Post Graduation Work Permit Program when requesting Inactive status. Individual circumstances may vary. International students should meet with an Immigration Consultant in the Student Success Office for advice.
Students should not request Inactive status to work on their thesis or any other activity related to their graduate program. Normally, Inactive status is approved for a maximum of two consecutive terms. Students who request more than two consecutive terms of leave because they have other commitments such as a full-time job or travel plans, should voluntarily withdraw from their program and may reapply when they are prepared to resume their studies. Normally, students who have incomplete courses on their record are not eligible for Inactive status.
Students who have been granted Inactive status for a term are not expected to study or conduct research while on leave, and thus should not expect access to their supervisor.
Birth leave
Students who are expecting to give birth may take up to six weeks of leave from study, research and teaching duties starting no later than their due date. In the case of illness or other complications, leaves may start earlier or be extended.
Students are not expected to study, conduct research or teach while on birth leave. A student planning to take birth leave should inform their supervisor (if applicable) and department as soon as possible. The student’s registration status remains Active during birth leave. Students who are Teaching Assistants should refer to Policy 30 regarding absence from these duties.
Partner leave
The partner of a birth mother may take up to two weeks leave from study, research and teaching duties at the time of their child’s birth. In the case of illness or other complications, the duration of the leave may be extended.
A student planning to take partner leave should inform their supervisor (if applicable) and department as soon as possible.
The student’s registration status remains Active during partner leave. Students who are Teaching Assistants should refer to Policy 30 regarding absence from these duties.
Parental leave
Students who become parents through birth or adoption may take up to 5 terms of uninterrupted leave during the first 20 months of birth or adoption. If both parents are University of Waterloo students, the leave can be split between the two. Both University of Waterloo parents cannot be on parental leave at the same time; however, one partner can be on parental leave while the other partner is on birth leave. Parental leaves must coincide with the start and end dates of academic terms.
Students planning on going on parental leave must request a change of their enrolment status to Inactive by completing the Change of enrolment status form.
Students on parental leave are not expected to study or conduct research while on leave, and thus should not expect access to their supervisor.
Students who wish to apply for a University of Waterloo parental leave bursary should complete the Graduate Studies Parental Leave Bursary application.
Enrolment - international students on Study Permits
Students without valid Study Permits will not be allowed to enrol at the University of Waterloo. All international students admitted to graduate studies degree programs at the University of Waterloo must have a valid Study Permit issued by Immigration, Refugees and Citizenship Canada (IRCC). A copy of the Study Permit must be submitted to Graduate Studies and Postdoctoral Affairs (GSPA) upon arrival at the University.
If a Study Permit expires prior to program completion, students must apply to IRCC for renewal and submit a copy of the renewed Study Permit to Graduate Studies and Postdoctoral Affairs (GSPA) (check the 'valid until' date on the Study Permit). Make sure you apply at least 30 days before your current permit expires. If your Study Permit expires and you have made an application to renew it, but have not had a decision yet, you can continue studying until you receive a decision. Proof of application for renewal must be submitted to Graduate Studies and Postdoctoral Affairs (GSPA) to permit continuing enrolment.
Voluntarily withdraw
Students who are unable to continue in their program, or who have been inactive for more than two consecutive terms (outside of parental leave or an approved inactive period beyond the usual limit of two terms for exceptional circumstances), should voluntarily withdraw from the program by completing a change of enrolment status.
If students wish to have the option to reapply to the program from which they are withdrawing, they should discuss with their department any conditions which must be met to be granted readmission. Students who reapply to a program and are approved for readmission, will be required to be enrolled for a minimum of one full term, without tuition refund, to complete their program. Readmission is not guaranteed. Students who voluntarily withdraw will have “voluntary withdrawal” reflected on their transcripts.
Required to withdraw
A Required to Withdraw decision is made by a Faculty and a department/school or program, when a student cannot continue at the University of Waterloo (without subsequent re-application). These reasons may include but are not limited to:
- a failed PhD thesis examination;
- failure to maintain minimum academic standing;
- an unsuccessful comprehensive exam;
- insufficient progress in program;
- failure to submit or a “not approved” program extension;
- the absence of a graduate research supervisor, following the discontinuation with a previous supervisor, as identified in the University responsibilities regarding supervisory relationships; and
- a penalty as outlined in Policy 71.
Prior to arriving at a Required to Withdraw decision, if a student is struggling in their program, support for that student must be provided consistent with the practices outlined in the guidelines for evaluating and providing feedback on graduate student progress:
- Guidelines for evaluating and providing feedback on graduate student progress in PhD and research Masters programs
- Guidelines for evaluating and providing feedback on graduate student progress in coursework programs
When a Required to Withdraw decision is reached, the Graduate Officer (or Faculty Associate Dean, Graduate Studies) shall communicate that decision formally to the student, in writing, specifying the sequence of events that led to the decision. This letter will be reviewed by the Faculty Associate Dean, Graduate Studies prior to distribution to ensure that decisions are consistent with the Faculty’s practices. The Faculty Associate Dean, Graduate Studies and the University’s Associate Vice-President, Graduate Studies and Postdoctoral Affairs must be copied on the final correspondence.
Upon receipt of the letter, the student may elect to Voluntarily Withdraw if they are not being Required to Withdraw under Policy 71. The student’s transcript will reflect whether the student’s withdrawal was voluntary or required.
A student receiving a Required to Withdraw decision may challenge that decision through Policy 70.
Course drop/add date
Students can enroll in courses until the end of the third week of classes. Students who drop a course prior to the completion of the third week of classes will have no record of that course on their transcript.
Students who drop a course in the period between the fourth and tenth week of classes will have a record of the course on their transcript and a grade of withdrawn (WD).
After the tenth week of classes, students may not drop or add a course except by petition using the Graduate Studies course drop/add form, and only under exceptional circumstances with the signature of the instructor, supervisor, Department Graduate Officer, and the Associate Dean (Graduate Studies) of their home Faculty.
Comparable dates will be used for courses with non-traditional meeting schedules.
For courses with enrolment restrictions, students must obtain permission through their Department Graduate Coordinator.
These are Graduate Studies and Postdoctoral Affairs (GSPA) deadlines. Individual Faculties may have earlier deadlines (please check with your Associate Dean's Office).
Undergraduate courses
Graduate students who wish to enrol in an undergraduate course may petition using a Graduate Studies course drop/add form, obtainable through their Department or Graduate Studies and Postdoctoral Affairs (GSPA). Signature of the instructor, supervisor, Department Graduate Officer, and the Associate Dean (Graduate Studies) of their home Faculty are required.
Retaking graduate courses
Course selection by a graduate student is subject to approval from the academic department of the student's program. A graduate course may be retaken only once as a requirement for the degree and requires approval from the department and Faculty. The original course will be retained on the student's academic record and is normally counted for credit in the overall average for the program.
Program time limits
The University Senate has set the following program time limits:
| Program level | Time limits |
|---|---|
| Master's | 6.0 terms |
| PhD from an Honours Bachelor's | 18.0 terms |
| PhD from a Master's | 12.0 terms |
| PhD from an MA (Clinical Psychology) | 15.0 terms |
If a student reaches the time limit for their program, they may request to continue their studies beyond these limits by submitting a Request for program extension form to their academic department. This is an important process that is intended to facilitate a conversation about academic progression and a plan for completion of the degree. For the first 3.0 terms after program limits have been reached, the approval process takes place at the Department/School level. Further extensions must be approved by the Associate Dean (Graduate Studies) of the Faculty. If the Request is not approved, the student will be required to withdraw from their program. Given the importance of this process, if students fail to submit a Request by the specified dates (i.e., for a Fall term extension: August 1; for a Winter term extension: December 1; for a Spring term extension: April 1; unless an academic unit specifies different deadlines), they will be required to withdraw from their program. A student receiving a Required to Withdraw decision (resulting from lack of request approval or failure to submit their form) may challenge that decision through Policy 70.
For the purposes of these time limits a term is counted as 1.0 per term of full-time enrollment, and 0.5 per term of part-time enrollment.