Leaves Withdrawals
This page provides a guide to students who wish to interrupt their graduate studies and to students who wish to withdraw from a course part way through a term. It also provides a guide to how we will deal with requests for retroactive change of status.
Please note that graduate students at SFU are divided into two groups for the purposes of tuition fee calculation (Graduate regulation 1.4.3). In most graduate programs, students pay fees on a per-term basis. These students are expected to register and pay fees every term. In a limited number of programs students pay fees on a per-credit basis (see list in the “Graduate Fees” section of the Calendar).
Somewhat different rules apply to each category of student.
Leaves of absence (see graduate regulation 1.8.4)
This applies only to students in per-term programs. Normally, students in these programs register every term. A student may decide to register on leave under two circumstances:
(a) medical/family factors that will prevent work in the graduate program, or
(b) other factors (e.g. need to work full-time at a job; decide to travel overseas) that will prevent work in the graduate program.
In both cases the student submits an “application to go on leave” form to the chair of the graduate program committee in his/her department well before the beginning of the term for which the on-leave status is requested.
For (a) the student must provide documentation of the nature of the medical or family situation in order for the on-leave fee to be waived, and to ensure that this on-leave term is not counted towards a student’s length of time in program.
For (b) the student is not required to provide documentation, the student is charged an on-leave fee, and the on-leave term counts towards the maximum time in program.
“On leave” is a registration status. The student must apply for on leave status at the time of registration. Requests for on-leave registration will not be considered at other times. Students will not be placed on-leave retroactively.
Per-credit students who wish to take a term off
Students in per-credit programs must register at least once every three terms (graduate regulation 1.4.3). Therefore, a student in a per-credit program who wishes to take a term off is not required to register on leave. However, students are advised to discuss this decision with the chair of their graduate program committee, because taking a term off may affect overall progress towards degree completion.
If a student in a per-credit program is forced to take a term off by medical/family circumstances, documented evidence of this should be submitted to the chair of the graduate program committee and placed in the student’s file, to ensure that the term is not counted towards total length of time in program.
Withdrawal from courses
Students in per term and per-credit programs may find that they have to withdraw from a course. Withdrawals may be implemented after the registration period has ended. Students who wish to withdraw from one or more courses must do so within time limits specified in the academic calendar of events at the front of the Calendar.
Graduate students can withdraw from courses for any reason up to the ninth week of the semester (exact dates vary from year to year). There is no academic penalty for this, but departmental permission is required (see graduate regulation 1.8.3). No tuition refunds will be made if a student withdraws from a course, except as mandated by tuition fee rules. The notation WD will be entered on the student’s transcript.
Graduate students who withdraw from their courses for medical or family reasons may provide documentation of these events up to the twelfth week of the term. With suitable documentation, the student will be permitted to withdraw from one or more courses. Upon petition and documentation from the student, the Dean of Graduate Studies may grant a full or partial tuition fee refund. The notation WE will be entered on the student’s transcript.
Erasing student records and retroactive change of status
There is no provision for erasing student records. Once a student has registered for a course, that will remain on the student’s record, with a WD or WE grade on the transcript if the student withdraws.
As noted above, there is no provision for retroactively granting on-leave status. Very rarely, students are diagnosed with serious medical conditions that have affected their performance during previous terms. Requests for retroactive withdrawals may be considered on a case by case basis. Medical documentation and consultation with the Centre for Students with Disabilities and the graduate program are always required.
Summary
This table provides a brief summary of options available to students who do not wish to register in a normal way for a term, or who wish to withdraw from a course or a program.
Students Wish | Per-term Students | Per-credit Students | Graduate Regulation | Notes |
Not enroll in any courses; not work on research | Enroll on-leave and pay on leave fee. Must enroll prior to start of semester. May affect total tuition paid for program. | Do not enroll, provided that this is not the 3rd consecutive semester without registration | 1.4.2 1.8.4 | Counts toward total time in program |
As above, for medical or parental reasons | As above, but provide documentation and pay no fee | As above, but provide documentation to your department. | 1.4.2 1.8.4 | Does not count toward total time in program |
Withdraw from 1 or more courses | Submit request to grad program chair before end 9th wk. No refund | Submit request to grad program chair before end 9th wk. If remaining in at least one course, refund 75% in 1st month, 50% in 2nd month | 1.8.3 | WD grade notation. WE after 9th week, or if for medical reasons |
Withdraw completely for semester or permanently from program | (a) failure to enroll by deadline will automatically result in program withdrawal (b) within semester, must write Director, Graduate Admissions. Refund 75% in 1st month, 50% in 2nd month. For any other refund, documentation and letter of appeal must go to Dean before end of semester. | (a) failure to enroll for 3 consecutive terms will automatically result in program withdrawal (b) within semester, refund will be the same as for course withdrawals. For any other refund, documentation and letter of appeal must go to Dean before end of semester. | 1.8.3 | WD will be recorded on all courses for a complete semester withdrawal. Date of notification of Director, Graduate Admissions, will be date recorded on transcript for a complete withdrawal from program. |