Registration Policy – May 12, 2016

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REGISTRATION POLICY

Policy Type:

Academic

Initially

Approved:

January 1, 2014

Policy Sponsor: Vice-President,

Students

Last

Revised:

May 12, 2016

Primary

Contact:

University Registrar Review

Scheduled: April 2025

Approver:

General Faculties Council

PURPOSE

The purpose of this Policy is to govern the registration process, deadlines, limitations, restrictions,

accommodations and prior learning assessment.

SCOPE

This Policy applies to all active Mount Royal students who are eligible to take credit courses at

Mount Royal. Normally, this pertains to those who have been accepted into a baccalaureate

degree, diploma or certificate program as well as students accepted into Open Studies, University

Entrance Option or University Transfer.

POLICY STATEMENT

PRINCIPLES

1.1

All students are expected to manage their Registration and fee payment transactions

within institutional deadlines.

1.2

Exceptions to institutional deadlines are subject to an approval process.

1.3

Registration for any Course is contingent upon available space.

REGISTRATION

2.1

All students have the right to adjust their Registration in Courses without restriction

provided the transaction occurs within institutional deadlines.

2.2

Students must register in all Components of a Course to be considered officially

registered.

2.3

The Office of the Registrar will not accept third-party requests for adjustments to a

student’s Registration status without written permission.

2.4

Under no circumstances will the Office of the Registrar accept a verbal request to

adjust a student’s Registration status.

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2.5

A student is permitted to register for a Course up to the end of the business day of

the Drop/Add deadline specified in the Academic Schedule.

a. A student who has written permission from the Chair is exempted from the

deadline provided that:

Registration takes place before the close of business on the tenth

business day following the first day of classes (including the first day of

classes); and

ii.

Registration does not result in exceeding room capacity as specified by

the Fire Marshal.

2.6

Students are permitted to add their name to a waitlist for a Course subject to the

following restrictions:

a. Students will not be permitted to remain on a waitlist for another section of a

Course in which they are already registered.

b. Students will not be permitted to remain on a waitlist for more than one section

of a Course.

c. Combinations of Registration and waitlist transactions for Components of an

individual Course will not be processed.

2.7

Students are permitted to drop a Course up to the end of the business day of the

Drop/Add deadline specified in the Academic Schedule.

a. A student who does not drop a Course before the Drop/Add deadline will be

considered registered in that Course whether they attend class or not.

2.8

A student is permitted to withdraw from a Course after the Drop/Add deadline and

up to the end of the business day of the Withdrawal deadline specified in the

Academic Schedule.

2.9

A student is permitted to Withdraw with Cause from a Course after the Drop/Add

deadline and up to the end of the business day of the last day of classes specified in

the Academic Schedule.

LIMITATION ON REGISTRATION

3.1

A student’s Course Registration in any given semester cannot exceed nineteen (19)

credits.

3.2

Exceptions to this limitation must have written approval of the Registrar.

RESTRICTIONS ON CHANGES IN REGISTRATION

4.1

Withdrawal

a. Any consideration for withdrawals after the withdrawal deadline must be

supported by medical and/or psychological documentation.

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4.2

Withdrawal with Cause

a. A Withdrawal with Cause will apply under the following conditions:

Serious illness, verified in writing by a physician, or

ii.

Severe emotional distress, verified by a Student Counselling Services

or other registered mental health professional.

b. Students can apply for a Withdrawal with Cause at any time during the semester

up to and including the last day of scheduled classes.

c. Unless there are exceptional circumstances, a student is not eligible for a

Withdrawal with Cause if one of the following criterial is met:

The student has entered into an “I” (Incomplete) contract; or

ii.

Scheduled classes for the semester have ended.

REGISTRATION ADJUSTMENT DEADLINES

5.1

Drop/Add Period

a. The Drop/Add period begins at midnight on the first day a student is permitted to

b. The Drop/Add period ends at the close of business on the seventh business day

following the first day of classes (including the first day of classes).

c. The Drop/Add period for a six-and-a-half week course ends at the close of

business on the fourth business day following the first day of classes (including

first day of classes).

d. The Drop/Add period for non-standard length courses ends at the close of

business on the business day that is approximately ten percent (10%) through

the total number of business days but no earlier than the close of business on

the second business day (including the first day of classes).

e. Refunds, minus administration fees, are automatically processed during the

Drop/Add period.

f. Courses that are dropped during this period do not appear on a student’s

academic record.

5.2

Withdrawal Period

a. The Withdrawal Period begins on the first business day after the end of the

Drop/Add period and continues up until the withdrawal deadline.

b. The withdrawal deadline will fall on the third Friday in November (Fall semester)

and the third Friday in March (Winter semester).

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c. The withdrawal deadline will fall on the twenty-fourth business day of a six-and-

a-half week Spring Course; on the forty-eighth business day of a thirteen week

Spring Course.

d. The withdrawal deadline for non-standard length Courses will fall on the

business day that is approximately seventy-five (75%) through the total number

of business days.

COURSE CANCELLATION

6.1

The appearance of a Course in the Schedule of Classes does not guarantee that it

will be offered.

6.2

If Mount Royal cancels a Course, all students in that Course will be de-registered

and appropriate refunds applied.

FEE PAYMENTS

7.1

Students are responsible for the fees associated with their Registration status at the

close of the business day of the Fee Payment Deadline.

7.2

Students can only pay according to accepted payment methods in effect for the

semester into which they are registered.

7.3

The Courses in which a student is registered at the end of the Drop/Add period

constitute that student’s official Registration for the semester and financial obligation

to Mount Royal.

PREREQUISITES & CO-REQUISITES

8.1

Students are required to meet pre- and co-requisite requirements as stated in the

Mount Royal Calendar at the time of Registration and for the semester in the Course

is offered.

8.2

The Chair has the authority to override a prerequisite requirement before the

Drop/Add deadline stipulated in the Academic Schedule.

8.3

Students who do not meet these requirements within the administrative timelines set

by the Office of the Registrar will be de-registered from the Course.

8.4

Students de-registered from a Course for not meeting pre- and/or co-requisite

requirements are eligible for a credit to their account (minus applicable fees).

8.5

A student who presents a Letter of Permission from another institution is deemed to

have satisfied all prerequisite requirements.

8.6

Limitations on Co-requisite Requirements

a. A student will be permitted to withdraw from a Co-requisite Course consistent

with all other regulations within that process.

b. A student will be required to withdraw from both Co-requisite Courses if one of

the Courses is an experiential learning Course.

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ATTENDANCE

9.1

Professors have the authority to specify attendance requirements for a Course for

which they are responsible. Consistent with other academic requirements, this

information must be available to all students through the Course outline.

9.2

Students are allowed to attend a Course once they have officially registered and paid

for the Course within institutional deadlines.

9.3

A student who attends a class but is not officially registered is not eligible to receive

an official final grade.

10. AUDITING COURSES

10.1

A student’s application to audit a Course will only be considered after the Drop/Add

deadline as specified in the Academic Schedule.

10.2

The decision to allow a student to audit a Course rests solely with the instructor on

the condition that such a decision does not violate institutional restrictions on class

size.

10.3

A student is not permitted to change the status of a Course after the Drop/Add

deadline. That is, it is not permitted to change an audited Course to a Course taken

for credit or vice versa.

11. UNCLASSIFIED STUDENT

11.1

Registration for an unclassified student begins on the first business day of the first

month a semester begins.

11.2

A student who has accepted an offer to or is a Current or Continuing Student in a

degree, diploma or certificate program, Open Studies or University Entrance Option

is not eligible to register as an unclassified student.

11.3

An unclassified student is eligible to attempt three (3) credits per semester.

11.4

An unclassified student must satisfy all prerequisite or co-requisite requirements for

the Course(s) they wish to take.

12. RESTRICTIONS ON DIRECTED READINGS

12.1

A Directed Readings Course is three (3) credits and is subject to all regulations

pertaining to other university Courses.

12.2

A Directed Readings Course cannot replicate an existing Course.

12.3

Arrangements for Directed Readings must be completed by the Drop/Add deadline

as stipulated in the Academic Schedule.

12.4

No more than one Directed Readings Course in a single discipline can be used for

graduation purposes.

12.5

No more than two Directed Readings Courses can be used for graduation purposes.

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12.6

Participation in a Directed Readings Course is subject to the approval of the Chair.

13. ALLOWABLE ABSENCE

13.1

Students are permitted to interrupt their studies for a maximum of six (6) consecutive

semesters (including the Spring and Summer semesters) and return to the same

program of study.

14. LETTER OF PERMISSION

14.1

A student who is registered in a baccalaureate or applied degree, diploma, or

certificate program at Mount Royal University may be granted permission to take a

limited number of Courses at other recognized or accredited post-secondary

institutions.

14.2

A current or continuing Mount Royal student who wishes to take a course at another

post-secondary institution must request a Letter of Permission from the Office of the

Registrar.

14.3

A student is normally not eligible to receive a Letter of Permission if any one of the

following conditions applies:

a. the student is not current or continuing; or

b. the student has not been admitted to a credential program; or

c. the student has completed their program regardless of whether they have

applied to graduate; or

d. the student has been Required to Withdraw from Mount Royal.

14.4

In the absence of any other Registration activity at Mount Royal, a Letter of

Permission does not constitute Registration activity at Mount Royal.

15. PRIOR LEARNING ASSESSMENT AND RECOGNITION (PLAR)

15.1 Principles

a. This Policy and its procedures and limitations are intended to govern the award

of academic credit through the assessment and recognition of demonstrated

learning resulting from prior life, work, educational and other extracurricular

experiences.

b. Recognition of prior learning must be based on demonstrated learning.

c. Recognition of prior learning must be appropriate to the Course or program in

which it is accepted.

d. Recognition of prior learning must be consistent with the achievement levels

required by the undergraduate program in which it is accepted.

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e. Assessment of prior learning should be made by the Chair or content specialists,

with external advice as necessary.

15.2 Assessment

a. Any one of the following evaluation methods or a combination may be used to

assess prior learning:

formal examinations (including challenge examinations and

standardized external examinations);

ii.

course equivalencies involving evaluation of non-credit programs,

courses, certificates and designations; and

iii.

documentation and demonstration of achievement through portfolio

assessment and portfolio-assisted assessment (including product

assessment [work samples], simulation/performance assessment,

interviews and oral examinations, and practical and laboratory

demonstrations).

15.3 Operational Principles

a. In order to obtain recognition of prior learning by Mount Royal, a student must

be registered for the semester when the assessment is conducted.

b. A department must receive a request for assessment by the end of the fourth

week of classes in any semester.

c. The final assessment of prior learning must be completed within four weeks after

Registration in the Course against which the prior learning is being assessed.

d. The assessment of prior learning is limited to either “CR” (credit awarded) or

”NC” (credit not awarded). Under no circumstances will a letter grade be

assigned.

e. The academic department is responsible for notifying a student regarding the

status and outcome of the assessment of prior learning.

f. A student may request a review of a particular assessment or appeal the

decision through the normal grade appeal process.

15.4 Limitations

a. Students may not apply for credit by prior learning assessment in any Course in

which they are currently or have previously been registered at any institution

unless that Course was taken over six (6) years ago.

b. A student cannot submit a request for assessment and recognition of prior

learning if they do not have the prerequisite for that Course.

c. No student may receive credit by prior learning assessment in more than two (2)

Courses within a given subject or discipline area, nor in more than a total of three

(3) Courses at Mount Royal University if registered in a diploma or certificate

program or in more than a total of six (6) Courses if registered in a degree

program.

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16. ACCOMMODATION FOR SERVICE PERSONNEL

16.1 Scope

a. This Policy applies to all regular members of the Canadian military, including

reservists, as well as their spouses (referred to as ‘Service Personnel’ hereafter).

b. This Policy applies to all enrolment transactions (e.g., application, admission,

registration, etc.) in credit or credit-free Courses and/or programs initiated by

service personnel.

c. Within the context of this Policy, requests for ‘special consideration’ may include,

but are not limited to, the following:

short-term leaves of absence;

ii.

rescheduling of exams and/or assignments;

iii.

alleviation of financial and/or academic penalties associated with leaves

of absence;

iv.

consideration of workplace learning for academic credit.

16.2 Principles

a. Mount Royal recognizes that service personnel make significant contributions to

the Canadian public and local community in terms of emergency preparedness

and security.

b. Mount Royal will offer service personnel special consideration in order to

facilitate their participation in degree, diploma and certificate programs.

c. Arrangements for special considerations:

must maintain the academic integrity of Mount Royal program;

ii.

cannot cause any undue disruption of regular administrative operations.

d. Any appeal of a decision for special consideration must follow routine Mount

Royal appeal procedures.

DEFINITIONS

(1)

Audited Course:

is one in which a student has received written permission to

attend class on the understanding that they are neither

required nor permitted to participate in assignments or

examinations

(2)

Co-requisite

Course:

is one for which a student must register concurrently with

another Course. A Co-requisite requirement may also include

a minimum grade threshold.

(3)

Course:

in the context of this Policy, is defined to have a minimum

credit value of three. Courses with a credit value of less than

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three must be aggregated to meet a program requirement for

the number of Courses.

(4)

Course Attempt:

in the context of this Policy, means a notation appears on the

official transcript either as a grade or an administrative

decision against the Course. Withdrawals with Cause do not

constitute a Course Attempt.

(5)

Course Component: in the context of this Policy, refers to the format of a distinct

instructional element of a Course. Examples of Course

Components include, but are not limited to, lecture, lab,

tutorial, etc.

(6)

Current or

Continuing Student:

is one with Registration activity resulting in a transcript

notation of a grade or symbol indicating attendance in at least

one Course at Mount Royal University in that semester

(7)

Dropping a Course: refers to the Registration transaction that takes place before

the Drop/Add deadline specified in the Academic Schedule. A

Dropped Course does not appear on the transcript.

(8)

Full-time Student:

is one who meets the minimum credit threshold outlined

below. A

Full-time Equivalent (FTEQ) Student is one with a

disability who provides the necessary documentation that

supports accommodation for a reduced load.

Fall / Winter Semesters Spring / Summer Semesters

3 courses (minimum 9

credits)

2 courses (minimum 6 credits)

2 courses (minimum 6

credits)

NOTE: Applied only to

FTEQ students

1 course (minimum 3 credits)

NOTE: Applies only to FTEQ

students

450 hours in a work experience course (minimum 12

weeks)

(9)

Prerequisite

Course:

is one which is considered essential to the successful

completion of the Course to which it is assigned. A

Prerequisite requirement may also include a minimum grade

threshold.

(10)

Policy:

means the Registration Policy

(11)

Registration:

refers to the official process by which a student commits to

participate in a particular class or classes. By definition, this

commitment includes the obligation to register in all

components of the Course and pay all fees associated with

the Course(s).

(12)

University:

means Mount Royal University

(13)

Waitlisted Course:

refers to a Course that has reached its maximum capacity but

students are permitted to signal their interest in securing a

seat in the Course by adding their name to a waitlist

Registration Policy – May 12, 2016

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(14)

Withdrawing from a

Course:

refers to the Registration transaction that takes place after the

Drop/Add deadline and before the close of the business day of

the Withdrawal deadline specified in the Academic Schedule.

The symbol ‘W’ appears on the transcript against the Course.

(15)

Withdrawal with

Cause:

when appropriate, third-party documentation accompanies a

request to Withdraw from a Course and meets operational

criteria, a Withdrawal with Cause is awarded against the

Course.

RELATED POLICIES

RELATED LEGISLATION

RELATED DOCUMENTS

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

01/01/2014

05/12/2016

08/15/2017

Editorial –

reformatted; gender

neutral language

Director, University

Secretariat

01/29/2020

Editorial

Template Update

Policy Specialist

University Secretary