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change start term or defer admission

Term Changes and Deferrals can occur throughout the admission process. Applicants may request to defer their admission term for up to a maximum of one year.

The earlier you know about and can act on a term change/deferral the more simple the process.

Pay close attention to the timing and instructions on this page.

  • The later a deferral occurs, the greater the data, financial and registration implications.
  • If a start date is changed to a later term and the student changes their mind we cannot reverse back to the original admission term. 

Access to goGRAD/Slate

Graduate Studies staff ensures admission applications meet university standards, and that Graduate General Regulations are equitable and complied with. 

Refer to GGR 1.3.1 (Admission)

Option 1: Start Term Change (Application stage)

Use this option when: an application is in any bin in the Application Column (Awaiting Submission, Awaiting Payment, Awaiting Materials) AND the desired start term was set up as an option in the admission application. 

Do not use when: it is a possible start term change. In this case, add a note that a deferral may occur in the Recommendation Form instead.

Click here for option 1 instructions

From the Administrative side of Slate:

  1. Find the Application tab.
  2. Click Impersonate > Application (right hand side menu).
  3. Click Program of Application and change the start term.

Note

We strongly recommend getting any change requests in writing from the applicant.

Option 2: Start Term Change (Review Stage)

Use this option when: the application is in any bin in the Review Column (eg., First Pass, Committee Review, GPC Review). 

If it is a possible deferral (eg., student is waiting for a study permit), do not change the start term. Add a comment in the Recommendation Form that a deferral may occur.  If a deferral is processed and the student changes their mind, we cannot reverse the deferral to the original admission term. 

Click here for Option 2 instructions

Use when the application deadline has passed and the application is in any bin in the Review Column. 

From within The Reader:

  1. Add a sticky note or annotion to the application, if desired.
  2. When the application is in the GPC Review Bin, click Review Form/Send to Bin to open the Admission Recommendation Form.
  3. Click the box for recommending a different program or term and enter the desired start term.

 

Option 3: Deferral (GS Review or Admit stage)

Use this option when: the application is in the GS Review bin or the Admit bin. 

Click here for option 3 instructions

If the application is in the Graduate Studies Review (GS Review Bin) or Admit bin do NOT access it, move it or make changes.

Send an email marked urgent to gradap@sfu.ca 

Option 4: Deferral before 2nd week of start term

Use this option when: all of the following are true: 

  • It is BEFORE the 2nd week of the start term,
  • The applicant acccepted admission themselves AND the application is in the Accepted bin,
  • The admission deposit has been paid, 
  • The student has de-registered from classes (if not, they will be responsible for outstanding charges),

Do not use when: the applicant has not paid the admission deposit; they are blocked from enrollment and will most likely be discontinued. In this case send an email to gradap@sfu.ca

If it is a possible deferral (eg., student is waiting for a study permit), follow the instructions BUT add a comment in the deferral form that it is tentative. We won’t process the deferral until the decision is confirmed – this saves back and forth communication on your behalf. If a deferral is processed and the student changes their mind, we cannot reverse the deferral to the original admission term.

 

Click here for option 4 instructions

Step 1: From inside the Reader, the GPC or GPA needs to: 

  1. Click Browse, click the Accepted (Deferral Form) bin and use Search to find the application. 
  2. Click the application row (highlights in blue)
  3. Click Add to Queue (top right)
  4. Inside the application, click the Review Form/Send to Bin button (bottom right)
  5. Complete the Deferral Form and:
    1. For Next Bin select GPC Review.
    2. For Next Reader enter the GPCs name. 
    3. Click Send.

These steps only work if it is before the 2nd week of term of the start term and the application is in the Accepted bin.

Step 2: From inside The Reader, the GPC needs to: 

  1. Click Queue and open the application.
  2. Click Review Form/Send to Bin button (bottom right) to access the Deferral Form.
  3. After checking/editing the form content, select Next Bin as GS Review. Click Send.
  4. The application will move to Grad Studies. Grad Studies staff will re-issue the admission letter and defer the start date. The application will be moved into the Deferred bin.

Note: the new admit term will be reflected in the goGRAD record, however, the new admission letter won’t be sent until the new admission term is available in goSFU. For example, a fall admit deferring to next fall may not receive their new letter until late October/November after the new admission cycle is open.

Option 5: Deferral after 2nd week of start term

Use this option when: all of the following are true: 

  • It is AFTER the 2nd week of the start term,
  • The applicant acccepted admission themselves AND the application is in the Accepted bin,
  • The admission deposit has been paid, 
  • The student has de-registered (ie.,dropped) classes. If not, they will be responsible for outstanding charges.

Click here for option 5 instructions

Exceptions only: after the 2nd week of start term deferral requests are considered exceptions and will be reviewed on a case-by-case basis.

Before contacting Graduate Studies units must:

  1. Ensure the student has de-registered from classes before submitting a deferral request (if not, the student will be responsible for outstanding charges),
  2. Contact gradawards@sfu.ca to cancel or hold any award payments (if not, awards may be paid and reversals may not be possible),
  3. The GPC must write a strong rationale and send to gradap@sfu.ca; otherwise, the request will not be processed,
  4. Late deferrals may or may not occur in Slate; there may be processing delays and system inconsistencies.

Option 6: Defer again (beyond first deferral)

Use this option when: an applicant needs another deferral. 

Click here for option 6 instructions

From inside The Reader:

  1. Click Browse, click the Deferred bin and use search to find the application
  2. From inside the application, click the Student ID and Name (top left) to open the Quick Reference Card 
  3. On the Quick Reference card, click Edit Bin/Queue and: 
    1. Change bin to Post-Decision Accepted (Deferral Form)
    2. In Queue add your name
    3. Click Save
  4. Click Queue, open the application and click Review Form/Send to Bin
  5. At the end of the form, move the application to the GPC Review Bin and assign your GPC as a reader. 
  6. The GPC will need to complete the Deferral form and move the application to the GS Review Bin.  

Step 1 above: find the application in the Deferred bin:

Steps 4-5 above: after completing the deferral form, move it to the GPC Bin and assign your GPC as reader.

Steps 2-3 above: open the Quick Reference to move and assign the application:

 

 

 

Step 6: the Chair will complete the Deferral form and move the application to GS Review

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