Program Management

• Incoming and continuing graduate students can register for courses using the BearTracks system. 
• Students can access the system using their CCID and password. 
• Upon consultation with advisors or supervisors, students must build their class schedules and register for the appropriate courses for the upcoming term(s). Students should check their registration prior to the add/delete deadlines each term to ensure that registration is accurate.

• Students may wish to take courses that are not necessary or an integral part of their graduate program. 
• Courses must be designated as extra-to-degree at the time of course registration. 
• Designation as extra-to-degree is subject to approval by the Dean, FGPS. The FGPS does not include these courses when calculating the student’s GPA for continuation in the graduate program or convocation. Courses extra-to-degree are included in the calculation of registration status.

• Before registering, students should review the prerequisite and/or co-requisite requirements for courses.
• Graduate students who think they’ve completed an equivalent course that meets the necessary prerequisites and/or co-requisites for a class they want to register in should either:
  • • submit a completed Course Prerequisite Waiver Form signed by the class instructor, or
    • send an email message to the class instructor providing reasons they think the prerequisite should be waived and requesting approval to be registered. If approved, they must forward the confirmation email from the instructor that the waiver is approved to the appropriate Graduate Program Administrator for manual assistance.

• Graduate students who wish to take an independent study in their program must first discuss their options with their program advisor/supervisor.
• Graduate students must find a Faculty member who is willing to instruct the directed study. 
• Individual Study forms are posted under the Forms section of this website.

• 1. • they need a prerequisite and/or corequisite waived;
     • the class requires the consent of the department or instructor; or
     • the class is closed to web registration.

• Over the duration of their program, course-based Master's students must successfully complete a minimum of 24 units of course weight. Notwithstanding the above, students are required to fulfil their program requirements (often more than the minimum 24 units of course weight). 
• Course-Based MEd programs in the Faculty of Education range from 30 to 36 credits.
  
  

• Admitted Fall 2011 or Later: Over the duration of their program, students must pay the equivalent of at least one full year of program fees. Notwithstanding the above, students are required to fulfil the program requirements. 
• Admitted Before Fall 2011: Refer to the University of Alberta Calendar. 

• Admitted Fall 2011 or Later: Over the duration of their program, students must pay the equivalent of at least three full years of program fees. Notwithstanding the above, students are required to fulfil their doctoral program requirements. 
• Admitted Before Fall 2011: Refer to the University of Alberta Calendar.

Full-time students in thesis-based programs must register in each term (Fall, Winter, Spring and Summer).

Fall/Winter Terms

• To be considered full-time, students must be registered in a minimum of 9 credits

• This will be comprised of coursework and/or thesis registration: 

  • 9 credits of coursework + no thesis registration

  • 6 credits of coursework + THES 903 (★3)

  • 3 credits of coursework + THES 906 (★6)

  • 0 credits of coursework + THES 909 (★9)

Spring/Summer Terms

• To be considered full-time, students must be registered in a minimum of 6 credits

• FGPS will automatically add registration in THES 906 (★6) to each thesis-based student’s BearTracks account

• Courses taken in Spring/Summer, are assessed at an additional cost

• the department agrees that the course in question is applicable to the degree program
• the student achieves a grade acceptable to the department and the FGPS
• the course has not been used to satisfy admission requirements for the program
• the course was not taken during a qualifying period for the program 
• the course was not taken as part of any previously awarded credential
• the course is less than six years old
• the course is a graduate-level course

• Blank grades
• Failing grades
• Grades of IN (Incomplete)
• Grades of INF (Incomplete Fail)
• Sessional GPAs of less than 2.7

• Review the academic record of the student
• Indicate the recommendations on the Academic Progress Report
• Return the signed report to FGPS by the deadline indicated

Student progress in thesis-based programs will be reported at least once annually to the Faculty of Graduate & Postdoctoral Studies using the standardized Progress Report form. Progress reports are due in GPS at minimum once every 12 months of the student’s original program start date. The progress report form should be filled out during the annual meeting required for all PhD students. Master’s thesis-based students also require at least one progress report completed within a full academic year.

Completion of the progress report is required. In instances where the progress report is not submitted at least once within a 12 month period, the student’s registration in subsequent terms will be restricted as a last resort and temporarily so as to determine a plan for completion. In these unlikely instances, GPS will assist the student and supervisor(s) in the completion of the progress report and remove registration restrictions immediately. Note: both the student and supervisor(s) will receive reminders to complete the progress report in advance of any deadlines, allowing for inquiries to assist or to set out an alternate completion deadline.

In instances where more detailed monitoring of a student’s academic standing may be required, a progress report form may be filled more than once annually; however, only one (1) progress report may be submitted every four (4) months.

A student who receives two (2) consecutive evaluations of “in need of improvement” or one (1) “unsatisfactory” rating will normally be required to withdraw from their program and GPS on the recommendation of the Associate Chair (grad) within their academic department and/or the Department Chair to the Dean of GPS.

• Failure to maintain adequate academic standing; failure to meet requirements set out in a conditional admission; candidacy or final oral examination failure; or expiry of the program time limit. Requests to require to withdraw for these reasons must be documented in the academic record or student’s file: for example, grades, exam reports, etc;
• Failure to make satisfactory academic progress in other aspects of the program, such as adequate progress in research. Requests to require to withdraw for these reasons should be supported by evidence that the process of feedback, assessments and warnings has been followed;
• Failure to complete the practicum component of a graduate program, if that practicum component is an integral part of the program;
• Failure of the department to secure alternate supervision for a thesis-based student following the dissolution of a supervisory relationship, as it is an academic requirement that thesis-based students have a supervisor 

• Cannot require to withdraw except for just cause;
• Students shall be given adequate warning, feedback and timelines related to what is the nature of the inadequate progress, what special performance would be required to rectify the inadequacy, and what is the timeline for demonstration of the required improved performance;
• Students should be given an opportunity to respond in writing to any warning given;
• Meetings with appropriate advisors (members of the supervisory committee; Chair’s designate, etc.) may assist the process of providing adequate warning and advice.

• Complete INT D 710: Ethics and Academic Citizenship 

• Complete INT D 710: Ethics and Academic Citizenship 
• Complete INT D 720: Advanced Ethics and Academic Citizenship

• Course-Based and Thesis-Based MEd students automatically fulfill the FGPS Professional Development Requirement through their program. No additional activities are required. 

• 8 Hours of Professional Development Activities (completed within three years)

• Individual Development Plan (completed within 18 months for full-time doctoral students and within 36 months for part-time doctoral students)

Program Duration/Time Limits for Course-Based Master's Students
The program must be completed within six years.

Program Duration/Time Limits for Thesis-Based Master's Students
The program must be completed within four years.

Program Duration/Time Limits for Doctoral Students

• FGPS requires that program requirements (coursework and candidacy examination) be completed at the end of the third year. 

• FGPS requires that all of the doctoral program requirements, including dissertation defense, be met within a six-year period from the first registration.

Occasionally, circumstances arise that mean you need more time to complete your degree. In such cases, your department may support a program extension. Program extensions may be considered for up to one year at a time.

The Faculty of Education has the delegated authority to approve the first program extension. Authority for the approval of a second and subsequent program extensions rests with the Dean, FGPS.

All requests for program extensions will only be considered if there are well-documented reasons specific to a particular type of research that precludes completion within the time limit, or if there are sufficient and substantial unforeseen circumstances beyond the control of the student and/or supervisor which prevent completion of the program within the time limits.

Sometimes, medical issues, parental responsibilities, or other emergencies mean that you may need to take some time off from your studies. As a graduate student, you may apply for an approved leave of absence that keeps your program in good standing without the need for registration and can be awarded for up to one year at a time. An approved leave of absence does not count against your years in the program.

Leaves of absence are approved periods of time away from a student’s program of study. There are four types of leaves: 

• regular

• exceptional

• parental, and 

• professional

Students should consult first with their supervisor and then the Graduate Program Administrator and the Interim Graduate Coordinator regarding a request for a leave of absence.

Course-Based Master's Students
No residence requirement.

Thesis-Based Master's Students
No residence requirement, but a one-year residency is recommended. 

PhD Students

Must be registered as full-time students for a minimum period of two academic years to meet the residence requirement. Registration of 9 credits or more in both the Fall and Winter terms is considered to be full-time study. This can be achieved through registration in 9 credits of coursework, through registration in THES 909, which has a course weight of 9 credits, or through some combination of coursework and thesis registration.

Note: Not all PhD programs in the Faculty of Education require the Residency Requirement. Please consult with your program  

EdD Students
Must be registered as full-time students for 12 consecutive months to meet the residence requirement. The minimum period of residency is twelve consecutive months of full-time registration. During the Fall and Winter terms, students must carry a minimum 9-credit load. For students admitted Fall 2011 and thereafter, automatic registration in THES 906 for both Spring and Summer terms is also required.