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.
Categories of Students
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.
Leaves of Absence
The requirement of continuous registration supports students toward the timely completion of their studies. However, the university recognizes that from time to time students may need to be absent from their studies or from the university while maintaining an affiliation with York University. Students are expected to be away from activities as a graduate student while on leave (activities such as attending classes or completing incomplete work from previous terms, research work, access to the university’s facilities and resources including library and lab access, etc.). Students should not expect to receive feedback related to academic progress, including communication regarding supervision or course/research work. While on leave, students are not eligible to receive awards or other funding-related payments. Students should also be familiar with leaves of absence policies from applicable award granting agencies to ensure they do not conflict with their planned leave at the university. To take such absences, students must submit a petition to the Faculty of Graduate Studies after having been approved by their Graduate Program Director. A student must begin their first term of study before requesting a leave of absence, and they must complete two full terms before becoming eligible for an elective leave. If the request is granted, students must ensure that they maintain continuous registration.
There are two categories of absences from the program of studies or from the university:
- Absences that are included in the number of terms to completion, which includes external student status; and,
- Absences that are not included in the number of terms to completion, which includes elective leave, exceptional circumstances leave, family care leave, and no course available.
Leaves of absence must normally be requested and approved prior to the start of the term in which the leave will take place. Only in exceptional circumstances will an academic petition for a retroactive leave of absence be granted. Graduate students may also submit a financial petition to Student Financial Services.
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.