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monitor/prevent enrollment issues

Students are required to enroll every term for the length of their program, unless they are on an approved leave.

  • All active students will be eligible to enroll, unless there are one or more negative service indicators blocking their enrollment.
  • Students who are not enrolled or on an approved leave by the end of the 6th week will be discontinued. 
  • There are reporting and financial implications when students do not enroll, some of which cannot be reversed.

This page outlines how to monitor and prevent enrollment issues.

Resources 

Public Facing pages: 

Important Enrollment Dates

The start and end of week do not always fall on a Monday and Friday - it depends on the first day of the term. For example, if the term begins on a Wednesday, then the end of week 1 will be the next Tuesday, and each following week will align accordingly. 

Timeline Action
2.5 months before term Academic calendar and course offerings are published.
2 months before term Online enrollment opens.
End of week 2 Last day for students to enroll, add or change courses online.
End of week 5 Staff access to enrollment in goSFU ends.
End of week 9 Last day for students to drop courses online.
Weeks 6 - 9 Enrollment changes must go through Graduate Studies staff.
Start of week 7  Discontinue process runs; students not enrolled or on approved leave are discontinued.
Start of week 10 Enrollment changes only approved by Graduate Studies staff in extenuating circumstances

How (and when) to monitor student enrollment

Use the Grad Studies Detail Report to monitor student enrollment.

  • GoSFU > Main Menu > Records and Enrollment > Enrollment Reporting > SFU Grad Studies Detail Rpt

The status column will show you who is Active and/or on Leave. Academic Units should follow up with students whose status shows as: blank. 

Students who are discontinued (after week 6) will not show on the Grad Study Detail Report. 

Timing 

Run this report throughout weeks 1 - 6 of each term to monitor enrollment.

How to prevent enrollment issues (before 2nd week of term)

Do not enroll a student without their written consent, as this may indavertently affect their eligibility related to time limits, study permits, residency, financial aid and awards. 

We recommend that academic units: 

  • Review student accounts for negative service indicators that may be blocking enrollment.
  • Proactively reach out to non-enrolled students to assist with resolving any enrollment issues.

Timing 

We encourage you to identify and start resolving enrollment issues within the first two weeks of the term.

Click for template email (edit as needed)

We notice you have not yet enrolled in goSFU for the current (or upcoming term). Students are required to enroll every term unless they are on an approved leave of absence (GGR 1.4) - even if coursework is completed, you must be enrolled in a thesis, project, or similar component. The deadline to self-enroll is the end of week 2 of the term. If PhD students are not enrolled by week 4 they may be missed being offered the PhD Research Scholarship. 

Information about enrollment and leaves can be found here: https://www.sfu.ca/gradstudies/graduate-students/managing-your-program/enrollment.html

Please contact our office to resolve this issue or you will be discontinued from the program and any award offers will be cancelled (these processes occur after week 6). 

How to enroll or drop a student (between weeks 2-5 of term)

Use the Enrollment Request page in goSFU to enroll or drop a student use:

  • GoSFU > Records and Enrollment > Enroll Students > Enrollment Request.

Timing 

Use this feature between weeks 2 - 5 of the term

  1. To ADD a student to course:
    1. Enter Student ID, term and click Add
    2. Enter class number (or use lookup to find the course)
    3. Enter any required overrides and click Submit
    4. Go to View Customer Accounts and verify tuition
  1. To DROP a student from a course: 
    1. Enter student ID, term and click ADD
    2. Select Drop from the action drop down menu and use the lookup to see enrolled courses
    3. Click the checkmark next to the course to drop 
    4. Go to View Customer Accounts and verify tuition

How to enroll or drop a student (after week 6 of term)

You cannot drop courses through goSFU after Week 6. Instead, the student must submit a Course Withdrawal with Extenuating Circumstances (WE) request.

Late enrollment is very rare and only allowed in exceptional cases. There must be a clear academic justification (e.g., the course is essential for program progression and the delay was beyond the student's control). These requests are sent to the Faculty of Graduate Studies office.

If the student cannot enroll because they have been discontinued, follow the How to Resolve a Discontinuation process.

Notes: 
  • For information on any of the above items visit the Enrollment Knowledge Base.
  • Return to the How To Library to learn how to resolve service indicators/enrollment holds and/or resolve a discontinuation.

 

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