Registration | Regulations | Current Students | Students | Faculty of Graduate Studies (FGS)

Registration Policies

All newly admitted and continuing graduate students at York University are responsible for being familiar with and registering and paying fees in accordance with Faculty of Graduate Studies and University policies, deadlines and procedures. By the act of registration, each student becomes bound by the policies and regulations of York University, including the Faculty in which the student is registered.

*Full- time York University employees who are accepted into graduate programs at York are ineligible to hold graduate funding packages.*

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Students admitted to a graduate diploma, master’s degree program or doctoral degree program must maintain continuous registration, including payment of applicable fees, in every fall, winter and summer term up to and including the term in which all requirements for their program of study are successfully completed, in accordance with Faculty and program regulations and as confirmed by the program director.

Students who fail to maintain continuous registration, including payment of applicable fees, will lose their status as full-time or part-time graduate students and will be withdrawn from their program of study. Students who have been withdrawn as a result of failure to observe registration requirements may petition for reinstatement.

Master’s students must register and pay fees for a minimum of the equivalent of three terms of full-time registration, except in programs where a longer program length is specified.

Doctor of Philosophy students must register and pay fees for a minimum of the equivalent of six terms of full-time registration, except in programs where a longer program minimum is specified.

Simultaneous registration in two full-time programs is not permitted. With the consent of both graduate units concerned, or of the graduate unit and another faculty or school, and written notification to the Faculty of Graduate Studies, simultaneous registration in a full-time program and a part-time program may be permitted. Two part-time registrations in different programs may also be permitted. Students are responsible for the fees charged for both programs.

Registration in individual courses, certificates and/or micro-credential certifications not pursued in fulfillment of a degree or diploma at an institution may be taken simultaneously as a full- or part-time graduate student in the Faculty of Graduate Studies.

Registration Status

A graduate student is designated by the University as full-time if they:

are pursuing their studies as a full-time occupation;
identify themselves as a full-time graduate student;
are able to progress on all program requirements requiring geographical availability on campus;
are considered by their supervisor and program director to be progressing, in relation to program requirements and expectations, at a satisfactory rate; and
have not normally completed more than six terms of full-time study at the master’s level or not more than 18 terms of full-time study at the Doctoral level.

All registered graduate students pursuing a degree or stand-alone graduate diploma who do not meet the requirements of full-time status as defined above are part-time graduate students. For the calculation of the balance of degree fees, one full-time term is equivalent to two part-time terms, and vice versa.

Degree and diploma students are expected to remain in the registration status (full-time or part-time) to which they were admitted unless a change of status is approved by the program director and the Dean.

Transfers Across Program Levels

On the recommendation of the Graduate Program Director and approval by the Faculty of Graduate Studies, a master’s student may transfer from the master’s degree to the doctoral degree within the same program through the following pathways:

A student convocating with a master’s degree advances to the doctoral degree just prior to, or in the subsequent term following, convocation;
A student advances to the doctoral degree prior to completing their master’s degree on the condition that the master’s degree requirements are completed by the end of the first term in the doctoral degree;
A student advances to the doctoral degree unconditionally i.e., without being awarded the master’s degree.

The Graduate Program Director must outline a detailed rationale to support the transfer, including an evaluation of the student’s ability to pursue the advanced degree as well as suitability for the proposed timeline in relation to the student’s previous academic work and planned research project. For students advancing to the doctoral degree unconditionally, any requests for transfer credits (advanced standing) must be outlined.

This regulation does not preclude programs from enacting specific requirements to support transfer requests to the Graduate Program Director for recommendation to the Faculty of Graduate Studies.

Students must be in good standing and may not seek a transfer to a different graduate program, which would require a separate formal application for admission.

Depending on the specifics of the transfer requested, fees and graduate funding may be impacted in line with program-level standards in research-based programs. Students should also be aware of any adjustments to scholarships and awards that may occur due to transferring to the doctoral degree.

Transfers will not be approved retroactively. If a transfer is approved by the Faculty of Graduate Studies, a student is not eligible to return to the original degree of study. This does not preclude students from seeking admission to a different graduate program requiring a separate formal application for admission.

On the recommendation of the Graduate Program Director and approval by the Faculty of Graduate Studies, a doctoral student may transfer from the doctoral degree to the master’s degree within the same program only if the program’s requirements in the Academic Calendar permit such transfers, as approved by the relevant anchor Faculty Council and by Senate.

The Graduate Program Director must outline a detailed rationale to support the transfer, including an evaluation of the student’s ability to pursue the degree as well as suitability for the proposed timeline in relation to the student’s previous academic work and recommended program completion plan. Any requests for transfer credits (advanced standing) must be outlined.

Students may not seek a transfer to a different graduate program, which would require a separate formal application for admission.

In exceptional circumstances, on the recommendation of the Graduate Program Director and approval by the Faculty of Graduate Studies, a doctoral student may transfer from the doctoral degree to the master’s degree within the same program in situations where the program’s requirements in the Academic Calendar do not permit such transfers. In addition to the standard recommendation requirements, the rationale must demonstrate a robust academic plan to achieve the learning outcomes of the master’s degree. The academic plan must be achieved within 2 terms of the transfer, with the option to petition for a maximum of one additional term to account for extraordinary circumstances.

A second equivalent York University master’s degree within the same program may not be awarded to a student as part of a transfer across program levels.

Categories of Students

A degree or diploma student is registered in full-time or part-time status in a graduate degree program (master’s or PhD) and/or Graduate Diploma in the Faculty of Graduate Studies.

Students who intend to take one or more graduate courses and/or conduct research under the supervision of a member of the Faculty of Graduate Studies but who are not proceeding to a graduate degree or graduate diploma at York University should apply for non-degree admission. Non-degree students must apply to and be deemed admissible by a graduate program at York University. There are two types of non-degree students: Visiting Students and Exchange Students.

With the permission of the graduate program director concerned and the approval of the Dean of Graduate Studies, applicants who meet the following criteria may be admitted to the status of Visiting Students (Faculty of Graduate Studies):

enrolled in programs leading to the award of a master’s or Doctoral degree by universities other than York, and who wish to and are authorized to enrol in one or more graduate courses at York University and/or to conduct research under the supervision of a member of the Faculty of Graduate Studies.
otherwise qualified for admission as candidates for York master’s or Doctoral degrees, but who wish to enrol in one or more graduate courses without credit towards a York degree.

The Visiting Student category is reserved for students who are registered in part-time status but who are not enrolled in a graduate diploma or degree programs at York University. Visiting Students may enrol in and complete up to 12 credits in coursework at York University.

Visiting Students whose admission to the Faculty and enrolment in a graduate diploma or degree program is subsequently recommended by a graduate program director may petition for courses successfully completed as a Visiting Student to be accepted for credit toward the graduate diploma or degree program. Courses completed as a Visiting Student may count for up to 50% of the coursework requirements for the York graduate diploma or degree program, provided that they have not already been credited towards another degree, diploma, certificate, or any other qualification. It should be noted that petitions are reviewed on a case-by-case basis and that credit is not automatically applied.

With the recommendation of the graduate program director concerned, students who meet the following criteria may be admitted to the status of Exchange Students (Faculty of Graduate Studies):

are enrolled in programs leading to the award of a master’s or Doctoral degree at universities with whom York University has an exchange agreement, and who wish to and are authorized to enrol in one or more graduate courses at York University and/or to conduct research under the supervision of a member of the Faculty of Graduate Studies;
submit a Graduate Level Exchange Application to York International, vetted and approved by their home institution, which includes transcripts or grade reports provided by the home institution and an assessment of facility in the English language; and,
normally maintain at least a B (second class) standing, or have qualifications accepted as equivalent.

Students admitted under the Exchange Students category are not considered otherwise admissible to York University. If subsequent to being an exchange student, an individual wishes to apply to York University as a candidate for a master’s or Doctoral degree, they will be required to submit a new application to the Office of Graduate Admissions along with official documents as outlined in the application procedures.

Former exchange students who are subsequently admitted to the Faculty of Graduate Studies may petition to have courses that were successfully completed while they were on exchange be considered for credit toward a master’s or Doctoral degree. Courses completed as an Exchange Student may count for up to 50% of the coursework requirements for the York graduate diploma or degree program, provided that they have not already been credited towards another degree, diploma, certificate, or any other qualification. It should be noted that petitions are reviewed on a case-by-case basis and that credit is not automatically applied.

Ontario Visiting Graduate Student (OVGS) Plan

The Ontario Visiting Graduate Student (OVGS) Plan allows a registered graduate student of an Ontario university (home university) to take graduate-level courses at another Ontario university (host university) while remaining registered at the home university. This plan allows students to bypass the usual application for admission procedure and relevant transfer of credit difficulties. Students register at, pay fees to, and continue to receive awards from their home university and are classified as “visiting graduate students” at the host university where they pay no fees.

York University graduate students interested in taking a graduate course at another Ontario University under the OVGS plan should complete the OVGS application form.

York University graduate students may complete up to 6 credits in coursework under the OVGS Plan towards any one degree program.

Withdrawal

To withdraw in good standing from the Faculty of Graduate Studies, a student must notify their graduate program office in writing. The effective date of withdrawal is the date the program was notified in writing by the student. Withdrawing from a course does not constitute official withdrawal from the program.

To be eligible to withdraw in good standing, a student’s academic record may not include any coursework Incompletes and may not include any combination of C grades or combination of C and F grades that would normally result in withdrawal for failure to maintain academic standards. Students who are beyond the applicable maximum time limits or who have not maintained continuous registration are normally not eligible to withdraw in good standing.

Reinstatement/Reinstatement to Defend

Students who have withdrawn in good standing may petition for reinstatement anytime within three terms (12 months) following their withdrawal. Students who do not petition for reinstatement within three terms (12 months) following the withdrawal must normally apply for readmission.

Students who have withdrawn in good standing may petition for reinstatement to defend a thesis/dissertation at any time following their withdrawal, on the condition that the thesis/dissertation is ready to proceed to defence. Such petitions must include the support of the supervisory committee and graduate program director, including confirmation that the thesis/dissertation is ready to proceed to defence.