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RECORDS TRANSFER CREDITS, LETTERS OF PERMISSION ACADEMIC ADVISING OFFICE OF THE REGISTRAR FINANCIAL AID ADVISING OSAP, GRANTS AND BURSARIES, SCHOLARSHIPS ENROLMENT AND REGISTRATION COURSE TIMETABLE, CONFIRMATION LETTERS, RESP VERIFICATION FORMS GRADUATION DEGREE REQUIREMENTS ADMISSIONS AND RECRUITMENT TCARDS PETITIONS AND APPEALS EXAMS SCHEDULE, REPRODUCTION, RE-READS CONFLICTS, RELIGIOUS ACCOMMODATION EXTERNAL EXAM INVIGILATION FACULTY & STAFF GUIDE TO THE OFFICE OF THE REGISTRAR 2013-14

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Page 1: ACADEMIC ADVISING OFFICE OF REGISTRAR · PDF fileACADEMIC ADVISING OFFICE OF THE ... EXTERNAL EXAM INVIGILATION ... Course Information Submission System . Course Scheduling

RECORDSTRANSFER CREDITS, LETTERS OF PERMISSION

ACADEMIC ADVISINGOFFICE OF THEREGISTRAR

FINANCIAL AID ADVISINGOSAP, GRANTS AND BURSARIES, SCHOLARSHIPS

ENROLMENT AND REGISTRATIONCOURSE TIMETABLE, CONFIRMATION LETTERS, RESP VERIFICATION FORMS

GRAD

UATI

ONDE

GREE

REQ

UIRE

MEN

TS ADMISSIONS AND RECRUITMENT

TCAR

DS

PETITIONS AND APPEALS

EXAMSSCHEDULE, REPRODUCTION, RE-READS

CONFLICTS, RELIGIOUS ACCOMMODATIONEXTERNAL EXAM INVIGILATION

Faculty & StaFF Guide to the oFFice oF the ReGiStRaR 2013-14

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Table of Contents

Overview ..........................................................................................................................................................3

Management Team .........................................................................................................................................5

New Student Recruitment .............................................................................................................................7 Ontario Universities’ Fair Fall Campus Day March Break Events Campus Tours Admissions Transfer Credit on Admission It’s All About Enrolment Management .......................................................................................................9

What is Enrolment Management? Understanding Course Enrolment: Pre-enrolled Courses for Newly-admitted Students Understanding Course Enrolment: Enrolment Controls Prerequisite Checking Tool Auditing of Courses Waiting Lists What is FINCA and how does it affect your course enrolment? What does FINCA mean to you as an Instructor? Monitor Your Enrolment in Courses Repeat One Course, One Time Only as an Extra Course and Exam Scheduling .................................................................................................................... 14 Course Information Submission System Course Scheduling Exam Scheduling ORBS – Online Room Booking System Examinations ................................................................................................................................................ 16 Exam Scheduling Instructor-administered Final Exams Exam Requirements Exam Script and Deadlines Exam Attendance Absence Declaration Petitions ......................................................................................................................................................... 19 Committee on Standing Departmental Consultation Deferred Exams Restriction to Registration Non-Petitionable Issues Late Withdrawal after the Drop Date (LWD) Credit/No Credit Option (CR/NCR) Petition Issues

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Student Success ............................................................................................................................................ 22 Transition Programming: OR101 Academic Advising Restriction to Registration Financial Aid, Scholarships & Counseling Nominations for Scholarships – Departmental Involvement Student Records, Class Lists and Grades ................................................................................................. 24 Class Lists Photo Class Lists What to do if a student is not on your class list — the Consequences Graded Work Deadline Last Day of Classes Marks Reporting Graduation .................................................................................................................................................... 27 Program Assessment SAMI - Student Assessment Module & Information Degree Requirements Checklist The TCard ..................................................................................................................................................... 29

Critical Dates ................................................................................................................................................ 30

Office of the Registrar Quick Links .......................................................................................................... 32

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OVERVIEW

THE OFFICE OF THE REGISTRAR Room 2122, Davis Building www.utm.utoronto.ca/reg

Tel: 905-828-5399 - Fax: 905-569-4301 Open to the public: Mon., Tues., Thurs., Fri. – 9 a.m. to 4 p.m. Wed. – 10 a.m. to 4 p.m.

When students approach you with difficulties including medical, personal, financial and/or family problems that interfere with their course work, and you believe the difficulties go beyond the confines of your course or your role as the student’s instructor, UofT Mississauga has other resources available to you and the student. A reliable first stop where students can get help or a direct referral is the Office of the Registrar.

The Office of the Registrar is a great resource for Faculty and Staff. Our services to you include:

• Interpretation of UofT Mississauga policies and procedures • Guidelines for petitions and examinations • Scheduling and production of final, deferred and special examinations • Scheduling classes

Online Services for Faculty & Staff include:

• Online Course Calendar ADMIN Tool • SAMI • Type 2&3 Program Entry Assessment (TPEA) • Current Course Enrolments • Current Course Enrolments on a specific date • Class List (Class list information and tenure reports) • ORBS (Online room booking system) • eMarks - The NEW Electronic Mark Submission System • Online ROSI queries • Course Information Submission System (CISS) • TimeTable Collection Tool (TCT) • Prerequisite/co-requisite/exclusion s checking application • Enrollment Exceptions (Request that a student be added to a course that is either full or for

which the student does not meet the existing enrolment controls) • CGPA for Advisors • AccessAbility Information Management System (AIMS) for Instructors (NEW) • AIMS Help Document • Departmental Award Nominations • ROP admin application

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Useful ROSI links on the Faculty & Staff Applications page:

• New ROSI Access Form • SecurID Card Renewal form • Printing from ROSI • ROSI Direct Commands Cheat Sheet • ROSI - Excel Templates for Common Downloads • ROSI - Instructions for Download/Upload of Information • ROSI Express

Resources found on Faculty & Staff Applications page: • Important dates • Future Session Dates • Timetable • Exam Schedules • Faculty Guide to the Office of the Registrar

Statistics and Reports on the Faculty & Staff Applications page: • Office of the Registrar Annual Reports • Faculty and Staff Guide to the Office of the Registrar • ROSI Course Information for Calendar Preparation • Grade Distribution • Subject POSt listing • 20119 Enrolment Demographics • UTM SEM Group meetings

Important Policies and Procedures

• ROSI Access Form • Office of the Vice President and Principal Policies and Guidelines • FIPPA - General and Administrative Access and Privacy Practices • Guidelines Concerning Access to Official Student Academic Records • Security Reminder for Working Offsite

We are also concerned with:

• Final examination procedures • Degree requirements (HBA, HBSc, BCom, BBA, BA, BSc) • Graduation requirements • Fee discrepancies • OSAP, Financial Aid, Scholarships & Awards

The Office of the Registrar does not address issues concerning term work, the behavior of instructors, course delivery, or requirements for programs. These are all academic matters and students are referred to the appropriate academic department for clarification, resolution and/or appeals.

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MANAGEMENT TEAM

Roles & Responsibilities Diane Crocker Registrar and Director of Enrolment Management [email protected] Enrolment Management – from

recruitment to graduation Chair, Committee on Standing All registrarial policies and procedures Contact with Chairs, Faculty, Senior

Management and other Divisions of the University of Toronto

Student Success and Customer Service Isabela Simon Director of Operations [email protected] Office Administration Budget and financial control Human resource management,

development & staff relations Occupational health and safety and

security Resource management, facilities planning,

utilization and maintenance. The Director of Operations serves as the

Acting Registrar during the Registrar’s absence.

Lorretta Neebar Associate Registrar, Admissions and Recruitment [email protected] Student recruitment and Admissions Fall school visits On-campus tours Special Events – Fall Campus Day, March

Break, OUF Communications

Stuart Watson Manager of Communications & Webmaster [email protected] Marketing & Communication Strategies Public Relations for OR Academic Calendar (online, print) Registration Guides Web Strategy & Design Social Media Recruitment Communication (online,

print) Cesar Mejia Associate Registrar, Enrolment, Scheduling and Systems Management [email protected] Web Tools support Online Services – applications, payments,

Data downloads etc. Administrative Tools Support Digital Document Management Registrar’s Office Technical Support Neil Neebar Assistant Registrar, Student Records, Registration and Graduation [email protected] Registration and Records ROSI Graduation Assessment and Convocation

– SAMI Marks Reporting and Academic Audit Departmental support for ROSI Transfer Credit and LOP assessment Gerry Karlovic Assistant Registrar, Campus Scheduling & Examinations [email protected] Exam and Course Scheduling

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Room Bookings, ORBS Final Examinations Deferred Examinations Outside Centre Examinations

Sandra Speller Associate Registrar, Student Success [email protected] Academic Advising Student Success Student Retention Issues First Year Transition Programming,

OR101- Navigating Your First Year Group Session Advising Financial Aid & Scholarships Registration and Enrolment Services TCard Services Melanie Peters Assistant Registrar, Financial Aid and Scholarships [email protected] OSAP UTAPS Bursaries and Awards Scholarships Financial Advising Fees issues

Lynne Cho Assistant Registrar, Front Line Services [email protected] Front Line Services Telephones Enquiries TCard Services Registration Assistance and Guides Administrative User Fees Michelle Daley Assistant Registrar, Academic Standards & Petitions [email protected] Petitions and Appeals Processing Committee on Standing Academic offence issues

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NEW STUDENT RECRUITMENT The Office of the Registrar is responsible for coordinating all on- and off-campus recruitment activities for potential students. During Fall Campus Day and March Break Open House events, participation by faculty is crucial to recruiting new students for the coming year. We encourage you to volunteer for these events when invited to participate by your Department Chair. Normally, a department representative works with the recruitment team to pull together others from his/her department to speak at major events or to answer questions at a departmental booth. These contacts also help to identify great students in their respective departments who can help promote their program and the campus to prospective students and their families. Ontario Universities’ Fair Location: Metro Toronto Convention Centre – www.ouf.ca Dates and Times

• Friday, September 27: 10:00 a.m. – 5:00 p.m. • Saturday, September 28: 10:00 a.m. – 5:00 p.m. • Sunday, September 29: 10:00 a.m. – 5:00 p.m.

The first major event of each recruitment season is the annual Ontario Universities’ Fair (OUF). The UofT Mississauga section occupies a section of the UofT booth and staff members from the Office of the Registrar are there for the entire three-day event. It is important to have faculty in attendance throughout the fair. It is hoped that every department will have at least one representative there each day. In some instances, departments may choose to send their best student(s). Fall Campus Day and events held over the March Break give prospective students an opportunity to visit the campus and receive detailed information about UofT Mississauga as well as their academic programs of interest. Faculty and departmental staff are needed to represent their departments for a few hours to speak with prospective students and their parents. Fall Campus Day Date: Sunday, October 27, 2013 Time: 11 a.m. to 4 p.m. Location: UofT Mississauga campus March Break Events Date: March 10 to 14, 2014 Various activities (TBA) Location: UofT Mississauga campus

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Campus Tours Held on a regular basis throughout the year. Check the website for current schedule and

registration: www.utm.utoronto.ca/tours Admissions Prospective students apply to Ontario universities online via the Ontario Universities’ Application Centre website – www.ouac.on.ca. Ontario high school students use the “101” application form; all other applicants use the “105” application form. For more details and deadline dates visit our website at www.utm.utoronto.ca/prospective. Transfer Credit on Admission Transfer credit assessment is an important part of the recruitment, admission and enrolment management process. The more quickly and effectively we are able to process transfer credit files, the more likely a student will enrol in the correct courses at our campus and be successful. Efficient transfer credit processing also assists the academic departments. If a student’s transfer credit assessment is completed in a timely fashion, staff in academic departments can easily check students’ prerequisites and verify if the students meet the requirements for entry into Subject POSts and upper year courses. There are a number of ways faculty members involved in assessing transfer credit and their respective academic departments can assist us in this process: Return transfer credit assessments within one week of receipt. If we have not sent the courses to be assessed to the right department, please let the transfer

credit officer know immediately so the file can be redirected. If you need more detailed course descriptions in order to properly assess the file, please let

the transfer credit officer know as quickly as possible so the student can be contacted for this documentation.

In many instances, the student cannot obtain detailed course descriptions. In these cases, it

would be helpful if you could meet with the student to discuss the content of the courses they took at their original universities/colleges.

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IT’S ALL ABOUT ENROLMENT MANAGEMENT

What is Enrolment Management? Enrolment management involves:

• Recruiting the best and the brightest applicants, retaining them as successful students, and graduating them in a timely fashion;

• Assisting them with the transition to university and from their first to second years; • Promoting their involvement on campus and their opportunities to meet others during their

time at the university; and • Identifying when they are at risk of failing and directing them to appropriate assistance in a

timely manner. We do all of this so that our students are successful, and when they leave us they will be able to say that some of the best years of their lives were spent at the University of Toronto Mississauga. The Office of Registrar, UofT Mississauga, does not work alone on enrolment management – there are many partners, including up to three representatives from each academic department who attend regular strategic enrolment management meetings. We ensure that every part of our business process keeps enrolment management and student success in mind. Every existing program, every move we make, every new initiative, every change in procedure first considers the impact it will have upon our students. At the same time, it is important that we develop tools to help our partners spend more time — quality time — working in the best interests of students. To this end, we will continue to develop tools to assist faculty and staff with the business of teaching.

Understanding Course Enrolment Pre-enrolled Courses for Newly-admitted Students Core course loading was implemented in 2004 to make the enrolment process easier for newly-admitted students. It guarantees they will be enrolled into the first-year courses associated with the program to which they were admitted. Students are normally pre-enrolled into their required courses before their course registration even begins. Pre-enrolment for September 2013 was as follows: CCIT – CCT109H5F, CCT110H5S CTEP – French: CTE100H5Y CTEP – Chemistry: CHM110H5F, CHM120H5S, CTE100H5Y, MAT135Y5Y CTEP – Mathematics: MAT102H5F, MAT135Y5Y, MAT223H5S, CTE100H5Y CTEP – Psychology: PSY100Y5Y, CTE100H5Y, BIO152H5F, BIO153H5S Chemical & Physical Sciences – CHM110H5F, CHM120H5S, MAT135Y5Y Commerce – MGM101H5F, ECO100Y5Y, MAT133Y5Y, MGT120H5S Computer Science, Mathematics & Statistics – MAT102H5F, MAT135Y5Y Forensic Science – FSC239Y5Y, BIO152H5F, BIO153H5S

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Life Sciences – CHM110H5F, CHM120H5S, MAT134Y5Y, BIO152H5F, BIO153H5S Management/Business – MGM101H5F, MGM102H5S, ECO100Y5Y, MAT133Y5 Psychology – PSY100Y5Y Theatre & Drama – DRE121H5F, DRE122H5S, DRS121H5F, DRS122H5S Visual Studies – VST100H5F, VST101H5S, FAH202H5F

Students admitted to Humanities and Social Sciences are not core loaded into specified courses. A distribution pattern for core course loading is used to ensure that groups of students in common subject areas will be together in class frequently during their first year — thus initiating a bond between these students that can carry forward throughout their academic careers. Students have the option to drop or change the scheduled time for any of their core-loaded courses. This most often happens because of elective class conflicts or because they are trying to accommodate work schedules as well. Strong evidence indicates success is more likely if bonds amongst peer students are established early in the university experience, so we encourage you to support students staying in their pre-enrolled schedule. Enrolment Controls Enrolment in courses for the Fall and Winter terms begins in the Spring. Fourth-year students receive first right-of-access, followed by third-year, then second-year, and finally – in July – first-year UTM students. There are two “rounds” of registration. The first registration period allows graduating students to access the courses they need to graduate and allows other UTM students to get into courses that meet their program needs. 100-level courses are restricted to first-year UTM students until they have all had a chance to enrol, usually by the end of July. Later in August, the second registration period begins and courses open up further, giving students from other UofT campuses access if there is still room. This is described in more detail below. While most courses are open to any students who have met the prerequisite requirements, in any program of study and in any year, some courses have enrolment conditions which control how students enrol and/or which categories of students are permitted to enrol. Some departments place enrolment conditions on their courses during the first registration period and open up the courses during second registration. These controls may include: Admissions category (e.g. first-year students in Life Sciences); Subject POSt specialist, major or minor (students must be actively enrolled in the Subject POSt before they are permitted to enrol); or Degree POSt Year of Study (based on total credits passed towards a degree plus any that are currently in progress or received through transfer credit). During the first round of registration, all UofT Mississauga courses are restricted to UofT Mississauga students. If no other enrolment controls exist, then any remaining spaces in courses will open up to all UofT students during the second registration period in August. Course enrolment controls for 2013-14 are coded in the student information system (ROSI) and listed on our timetable as follows: R: Course is restricted at all times to the students in the Subject POSt listed in the timetable. P: Priority is given to certain groups of students until July 25, 2013. Beginning July 26, all UofT

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Mississauga degree students may enrol. UofT Mississauga non-degree (Special) and visiting students may enrol beginning August 2 and students from other divisions may enrol beginning August 15. The students in Subject POSts listed in the timetable are given priority. A: Departmental approval is required. The course will appear on student’s ROSI record with a status of INTerim until the department has had an opportunity to review students’ requests and APProve or REFuse the course.

AP: Departmental approval is required and priority is given to certain groups of students until July 25, 2013. Beginning July 26, all UofT Mississauga degree students may enrol. UofT Mississauga non-degree (Special) and visiting students may enrol beginning August 2 and students from other divisions may enrol beginning August 15. The students in the Subject POSt listed in the timetable are given priority. E: Enrolment through ROSI is not available. Students must enrol through the department. Departmental approval is required. Prerequisite Checking Tool The IT Team in the Office of the Registrar has developed a course prerequisite checking software application. This application can help the department determine quickly and efficiently whether each student in a course has the required prerequisite(s) or corequisite(s) and the required minimum grade, where specified. Even though this application will reduce the time needed to check your course requisites, it is extremely important that you be very careful when “refusing” students. The online manual outlines a number of questions which must be asked before refusing a student and removing them from the list. If you have many courses to check, it can be challenging to monitor and review changes. The data is updated from ROSI once a day so changes to class lists are to be expected. To aid in this process, the course listing is colour-coded to help you easily identify a student who has been added to the list. Students should be notified by e-mail that they do not have the prerequisites or adequate grade in their prerequisite when they are pulled from a course (i.e. a 70% minimum grade in certain Grade 12 courses is listed as the admission requirement for first-year Biology, Math and Physics courses). The prerequisite checking application provides a general e-mail/telephone message which you may customize to send the e-mail notifications. Before removing students from the list, it is important to allow them a few days grace to contact the department in case an error was made. Note that grades for Ontario high school students are found in ROSI. Grades for all other incoming students (105s) can be obtained by contacting the Office of the Registrar. Auditing Courses The University of Toronto does not recognize the auditing of courses. The exception to this rule is when the Committee on Standing recommends that a current student audit a course when that student has received permission to write a deferred exam and where the instructor and/or course content could be different from when the student originally took the course. The student may ask to be added to the course on Blackboard as a guest in order to access the course information and notes.

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Waiting Lists Waiting lists enable a student to queue for a space that might become available in a lecture section that is full. Students on the waiting list are ranked based on the date/time that they requested enrolment into a course/section. If the course has priority/restricted enrolment access (i.e. enrolment controls) the student is only added to the waitlist if at least one enrolment control is met. Enrolment controls are determined by the department offering the course. If space becomes available, the next student is automatically enrolled in the course. This removes the arbitrariness of how students get a place in a course once it fills initially. Students are automatically notified by e-mail when they move from the waiting list in to the course. Waiting lists are used for lecture sections only: students are responsible for adding tutorial or practical sections once they have been enrolled in the course. Waiting lists remain active until the last day to add a course. After that date, there is no further enrolment except by petition due to extraordinary circumstances. For the 2013-14 academic year, the last day to add a course is Sept. 22 for F & Y courses and Jan. 19 for S courses. Wait-listed courses count toward a student’s maximum allowable course load (5.0 during first registration period with the ability to add an additional 1.0 courses (for a total of 6.0) during second registration period). Being on a waiting list does not guarantee a student a space in the course. One of the main advantages of wait lists is the information they will provide to departments and instructors concerning demand for courses. This is an excellent enrolment management tool. What is “FINCA” and how does it affect your course enrolment? Registration involves two steps: 1) enrolling in courses 2) paying fees An incomplete registration occurs when a student has enrolled in courses but has neither made a fee payment nor requested a fee deferral through ROSI. The deadline for the minimum payment of fees usually falls in the middle of August. In early September, the university runs an automatic process that removes courses from student records that still have an incomplete registration status. This process will cancel the courses of any student who has not paid fees – hence “FINCA,” or financially cancelled. The Office of the Registrar does everything possible to avoid financially cancelling students. E-mail notices are sent as needed during August to warn them that they are at risk of being removed from their courses for non-payment of fees. (E-mail is the official method of communication between the university and students.) Additional e-mails are sent in subsequent days to the dwindling list of students who still have not paid. The day after FINCA, an e-mail is sent to all students who have been removed from courses for non-payment of fees to inform them that their registration has been cancelled and they must stop attending courses.

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What does FINCA mean to you as an Instructor? Students on waiting lists will automatically be slotted into spaces vacated by students who have been FINCA’d. This means that students who have been removed may not have the opportunity to re-enrol in your course if the course fills to capacity. (With waitlists, a course can fill up quickly.) Students who are FINCA’d are no longer eligible to be in your class until they have officially re-enrolled. These students have until September 20 to re-register. To do this they must come to the Office of the Registrar to be re-invited to attend UofT Mississauga, pay a late registration fee and go on ROSI to add the course. They can add F and Y courses until Sept. 22. Run your official class list on September 23. Any student not on your list as of this date is not enrolled in your course. Please do not mark and/or hand back any of their work after this date. Refer them to the Office of the Registrar where they may be advised to petition for late enrolment if there are extenuating circumstances. Monitor Enrolment in Courses An initiative created by our IT team is the ability to monitor your course enrolment online. By accessing “Faculty & Staff Applications” from the “Office of the Registrar” website (www.utm.utoronto.ca/reg), and using your UTORid, you can track your course enrolment on a daily basis. You will also be able to see how many students are on a waiting list once the course fills. This information is also available in the timetable. Repeat One Course, One Time Only as an Extra Some students face unusual circumstances where they need to demonstrate a level of performance in a course or subject for external reasons. Examples of this might be where a student requires a specific mark beyond passing to qualify for an external credential, or where a student whose circumstances have negatively impacted performance in a core course essential for future graduate study. A student may repeat a course in which he/she has received a passing mark for reasons other than to gain a required mark in a course required for a prerequisite or to qualify for entry into a Subject POSt. Such a repeated course will be designated an extra course. It will appear on the academic record, but will be marked “EXTra” and will not be included in GPA calculations or in the degree credit count. Students requesting to repeat a course in this way must do so at the Office of the Registrar, where they will receive appropriate advising and will be enrolled, provided there is space available, only after other degree students have had an opportunity to enrol.

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COURSE AND EXAM SCHEDULING The driving philosophy behind course and exam scheduling at UofT Mississauga is focused on student success. In the context of course scheduling, this means we aim to produce a course timetable that not only ensures that students can take the courses they need to fulfill their degree and program requirements without timetable conflicts, but also that their academic activity is spread evenly throughout the day and week, ensuring that they have the opportunity to participate fully in campus life (particularly with respect to first-year students) and have time between classes to meet up with peers and speak to professors. Student success in exam scheduling necessitates the production of a final exam schedule that is free of conflicts (for example, any student having two exams scheduled simultaneously), minimizes the number of exams each student has during any 24-hour period, and, based on information about core course loading, spreads first-year student exams over the entire period of the exam schedule – allowing more time to prepare between exams. Course Information Submission System This is an online, interactive form accessible through Faculty and Staff Applications at the website of the Office of the Registrar. Step-by-step instructions are available as soon as you log on to the site using your UTORid. The form contains considerable detail about your course and how you intend to assess student performance. One week prior to the start of classes each term, instructors are required to submit a course marking scheme and course syllabus for each course they are teaching in that term. Once completed, the information is automatically sent to the department chair for approval. Once approved, it is available to students and to the Office of the Registrar. The course syllabus and examination information aids students in selecting their courses and should therefore be available to students by the first day of classes. Students access the information via the online timetable and academic calendar. The Grading Practices Policy of the University of Toronto requires that evaluation information is available as early as possible, and no later than the last date for course enrolment. Course Scheduling In addition to our focus on student success, other key considerations involved in course scheduling include: the availability and suitability of instructional space, whether that means classrooms, seminar rooms, lecture theatres or labs. Given the limited number of rooms available, it is critical that we use our space efficiently and that we take into consideration overall campus facility availability, such as parking and food services. In order to do this, we work closely with all departmental administrators to ensure that we are informed of instructors’ scheduling constraints and instructional space needs. Exam Scheduling While the primary constraint governing the exam schedule is to produce a conflict-free schedule for all students, we also take into account suitability of rooms (i.e. if there are A/V requirements). Again, close liaison between our office and departmental administrators and faculty will ensure that

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we have all the information available to produce an optimal exam schedule. The information in the Course Information Submission System will provide the scheduling and examinations team with the information needed to prepare the December final examination schedule by the end of September, and the April exam schedule by the end of January. This will be a significant aid to students and faculty alike when trying to plan their academic year. ORBS – Online Room Booking System ORBS allows you to check the use/availability of any on-campus classroom or meeting room at any time. It also allows you to view photos and descriptions of rooms. This is especially useful when reviewing your room assignments during the course timetabling process. To use this application to review classroom space, please visit our Faculty & Staff Applications website: https://registrar.utm.utoronto.ca/adminPro/Staff/ and click on “ORBS” in the Applications menu. In order to book a room and AV equipment contact your undergraduate assistant who will, in turn, order it for you using the Online Room Booking System (ORBS).

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EXAMINATIONS Final Examination Procedures Examination Scheduling Final examinations are scheduled by the Office of the Registrar as soon as possible after the last day to enrol in courses. A tentative schedule is sent to all departments approximately one week before it is posted publicly. Rules around the scheduling of final exams are very strict. Once the final examination schedule is made available to students, changes to the schedule cannot be accommodated (i.e. the length of the exam cannot be changed from a two-hour exam to a three-hour exam, or vice versa). Examinations may be held in the morning (9 a.m.), the afternoon (1 p.m.), or the early evening (5 p.m.), Monday through Saturday, inclusive. Daytime classes may have evening examinations and evening classes may have daytime examinations. Every attempt is made to prevent exam conflicts for students by eliminating overlapping final exams and three final exams in three consecutive time slots. The Office of the Registrar accommodates the few students who have these conflicts in our exam conflict room during the examination period. We also accommodate students with religious conflicts in our exam conflict room. The Office of the Registrar appoints at least one Chief Presiding Officer (CPO) per exam room to bear the primary responsibility for the conduct of the final examination. The CPO is responsible for picking up the examination package from the Exam Office (located in the Office of the Registrar), setting up the exam room, making announcements, distributing exam materials, collecting student attendance, acting as a witness to any academic offence, dealing with emergencies, and returning materials to the Office of the Registrar. Instructors and TAs are responsible for invigilating their course examinations. Please ensure that you have enough invigilators for the number of students in your course (we recommend one per 25-30 students). The Office of the Registrar does not supply invigilators, except for conflict exams held in our office during the official examination period. If you cannot proctor the exam on the date assigned, it is your responsibility to find a colleague to substitute and to inform your department undergraduate assistant and the exams co-ordinator. Instructor-administered Final Exams As the Office of the Registrar endeavours to give students and professors the best possible environment for writing and conducting final examinations and maximizing use of classroom space, we are now offering a PILOT project for Instructor-administered Final Examinations. This option is currently only available to classes that have 75 students or fewer. Please visit https://registrar.utm.utoronto.ca/adminPro/Staff/ ‘Instructor-administered Exams’ for detailed information. Exam Requirements The course information page will supply the exam scheduling team with your needs for final examinations. Knowing the type of exam, duration, and aids required in a timely fashion will allow

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us to produce an exam schedule by the end of September for fall exams and the end of January for spring exams. It is your responsibility, as the Instructor and Presiding Officer, to order any A/V equipment required for your examination. Exam Script and Deadlines The course information page provides the required format and text of your exam script header with a click of a button. Once your exam script has been completed, have it approved by your Chair or department designate (for formatting purposes) before sending it to the Office of the Registrar. We appreciate your cooperation in meeting our deadlines for exam script submission. We run over 600 regular examinations per year, which translates into almost 63,000 individual examination scripts to be copied, counted and packaged for our exam rooms, AccessAbility and conflict room students. Important Dates:

Study Break Dec. 3-6, 2013

December Exams December 9-20, 2013

Script Deadline November 25, 2013

Deferred Exams February 18-21, 2014

Script Deadline November 25, 2013

Study Break April 7-9, 2014

April Exams April 10-26, 2014

Script Deadline March 24, 2014

Deferred Exams April 28-May 3, 2014

Script Deadline March 24, 2014

Exam Attendance The CPO at the exam will track exam attendance by scanning student ID cards using a PC tablet. Please remind all students to bring their student ID card (TCard) to their exam. Once the student ID card is scanned and cross-checked with the system, it will update the database to indicate the student is writing the current exam. The tablet is able to access a report showing the number of students and a list of names for a specific course. This will aid instructors in reconciling the number of exams collected to the number of students that wrote the exam. Office of the Registrar exam team staff are able to search to see whether a student has written a particular exam. This is extremely useful to the petition team as they are required to know whether a student has written the final exam to determine if the student is eligible for an exam deferral or late withdrawal. Absence Declaration Students taking UofT Mississauga courses are required to declare any absence, for any reason, via ROSI in order to receive academic accommodation for any course work such as missed tests, late assignments and final examinations. Once they have declared their absence on ROSI, they are linked directly to the specific department/course policies governing academic accommodation. To support this system, we have developed a new field on the Course Information Submission System where instructors need to state their policy for missed tests, late assignments, or missed lectures, tutorials

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or laboratories, including:

• The student’s deadline for requesting special consideration • The method by which a student must request consideration (e.g. e-mail, phone, letter, online

form, etc.) • Any supporting documentation required in addition to the ROSI absence declaration (e.g.

UofT medical certificate, death certificate, etc.) If your department chooses, this field can be populated with an overall department policy, with room for additional individual instructor notes.

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PETITIONS A petition is a request from a student for an exemption from the regulations of the university when he or she encounters unforeseen or uncontrollable situations that can severely interfere with their capacity to fulfill their academic obligations. UofT Mississauga students must petition through the Office of the Registrar’s online service to make requests to: defer final examinations; extend deadlines to complete term work beyond the end of the term; enrol late in a course; course overload; withdraw late without academic penalty; and lift or return early from suspension. Petitions arising from failure to prioritize academic responsibilities or from inattention or carelessness will not be granted. Committee on Standing The Committee on Standing is comprised of: seven faculty members from across the disciplines; the Dean of Student Affairs; the Registrar and Director of Enrolment Management (who sits as chair and holds the deciding vote in case of a tie); the Secretary to the Committee (non-voting); and an Academic Advisor (non-voting). Students must convince the Committee on Standing that they have acted responsibly and with good judgment in observing the rules and regulations when requesting that an exemption to the rule be made. Departmental Consultation Most petitions do not require consultation with departments and the Petitions Office is authorized to proceed with certain types of requests without reference to the departments (i.e., requests for deferred examinations that have the requisite medical certificate or other appropriate documentation). However, petitions requiring information about student performance, or a recommendation or statement of support from the department, are referred to the department, usually by e-mail to the Undergraduate Assistant who will forward it to the instructor of the course for his/her response. We work closely with departments/instructors when a student petitions for an extension of time to complete term work beyond the end of the term. Instructors have the authority to grant extensions for term work up until the end of the final examination period. If the student requires an extension beyond the end of the exam period to complete term work, they must petition online through the Office of the Registrar by the last day of the exam period. When we receive a petition for an extension of time and have evaluated the petition and the supporting documentation, we will consult the instructor (often through the Undergraduate Assistant) regarding the deadline for the outstanding term work. Appeals to refused petitions and petitions that are particularly complex or potentially precedent setting are presented to the Committee on Standing for a decision. Deferred Exams Deferred examinations are held the week following the regular exam period, with one exception: December’s deferred exams are held during Reading Week in February. Departments are copied on petitions concerning successful deferred final examination, extension of

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time and late enrolment. This petition e-mail is sent to the department’s Undergraduate Assistant who will forward it to the instructor of the course for his/her information. We administer over 2,000 special examinations (involving more than 500 different courses) in each academic year. We appreciate the prompt delivery of special exam scripts to our office by the deadlines set (see table, pg. 17). Many instructors use the same exam script as their regular examination. Therefore, the Exams Office does not release any copies of the regular exams until the deferred exam period is over. Instructors who have final examinations in April, must submit their April/May deferred exam script at the same time as their April final exam script as our deferred exam period begins immediately following the regular exam period. Students receive the result of their petition by e-mail to their UTOR (utoronto) e-mail address. Non-petitionable Issues Issues arising within a course that concern the pedagogical relationship between the instructor and the student, such as the organization of the course, grading practices or the conduct of instructors are matters that fall within the authority of the department sponsoring the course. Students should discuss these issues with the course instructor. If necessary, the levels of appeal are: (1) the Instructor; (2) the Program Director or Chair of the Department; and (3) the UofT Mississauga Dean and Vice-Principal, Academic.

Late Withdrawal after the Drop Date (LWD) Once the academic deadline has passed, the only way to drop a course without petition is through the online late withdrawal process. Students may request to withdraw without petition from a total of no more than 3.0 credits in the 20.0 credits required for their degree, provided such a request is made by the last day of classes in the relevant course and the student has not completed the course. Withdrawals approved under this procedure will be noted on a student's academic record by the course status LWD (Late Withdrawal after the Drop Date), but it will not have an effect on a student's GPA or other elements of the academic record. Credit/No Credit Option (CR/NCR) Degree students at University of Toronto Mississauga may select up to a total of 2.0 credits to be assessed on a Credit/No Credit basis. To achieve a status of CR (Credit), a student must achieve a final mark of at least 50%. Marks below that will be assessed as NCR (No Credit). Courses with a final status of CR will count as degree credits but will have no effect on the student’s GPA. They will count as Distribution Requirements and degree credits, but cannot be used to satisfy subject POSt requirements. Courses with a final status of NCR will not count as degree credits but will not count as failures, and will also not be included in the GPA calculation. Students may exercise this option for a total of 2.0 full-course equivalents within the total number of credits required for a degree. The choice is not restricted as to year or level of course. This option is not available to non-degree students.

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The Credit/No Credit option must be chosen no later than the academic drop deadline in the relevant course. Once the deadline has passed, students may not under any circumstances reverse this decision. Students declare which courses they wish to be assessed as CR/NCR on ROSI. Instructors are not provided with a list of students who have chosen this option and should not make any special concessions for students who self-identify that they are taking the course as CR/NCR. Such students still need to complete all aspects of the regular marking scheme for a given course and receive a numeric final grade calculated in the normal fashion. Only after final grades have been submitted and approved at all levels, the transformation to CR/NCR occurs in the Office of the Registrar just before the grade is recorded on ROSI. Petition Issues Please do not mark the work of students who are NOT registered in your course. These may be:

• students in academic jeopardy who are attempting to see how well they do before they officially enrol in the course;

• students who did not pay their fees on time and were removed from the course; or • students who could not enrol in the course because there was no room available.

If you mark this student’s work and they petition at the end of the course to get the credit, you have allowed the student to have an unfair advantage over all of the other students who followed the correct procedure and stopped attending when it was clear that there was no room available in the course. It is important to ensure that all UofT Mississauga students follow the rules and regulations of the university, especially those regarding petitions and examinations. Often, students will approach instructors to try and make special arrangements regarding their term work or final examinations. In order to be fair and equitable to all of our 12,500 students, it is important that students follow the proper procedures. The Office of the Registrar has access to information about a student’s academic and petition history that instructors do not. In addition, we require standardized supporting documentation that is scrutinized carefully.

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STUDENT SUCCESS Transition Programming: OR101 There are a number of fundamental rules and procedures that all U of T Mississauga students need to know and understand in order to transition to university. The Office of the Registrar offers a series of workshops and seminars (known as OR101) to acquaint first-year students with some of these key principles. These sessions are proven to help students succeed. In fact, students who take part in first-year transition programming have higher grades, complete their degrees faster, and have a more engaging student experience that those who do not. Other sessions focus on budgeting and financial aid, OSAP, program selection, the Summer Session and scholarships and awards. See www.utm.utoronto.ca/or101 for further information. Academic Advising Learning the rules and regulations that essentially get a student through to graduation can be a huge undertaking – and many students get caught up along the way. Academic advisors in the Office of Registrar are here to guide them, direct them to resources and warn them of some of the risks they may encounter. Group workshops are offered throughout the year and are generally open to all students. These are advertised through our monthly Hotlink e-newsletter, in e-mailed bulletins and on campus posters and websites. Among other things, students are taught how to calculate their own GPA, plan for program selection, prepare for professional programs or graduate school. In one-on-one sessions, they are assisted in selecting courses, particularly if the pickings are getting slim, and they are helped to understand their degree requirements. We also attempt to reach out to every student who is either recently on probation or returning from suspension. Our goal is to help them succeed. What we do not do in these sessions is talk to them about program requirements, specific courses, course instructors or course content – these items are the domain of the department, the faculty advisor and the classroom instructor. Restriction to Registration (enforcement of an existing policy) SDF and CGPA less than 1.50: Students who finish the Fall-Winter session or the Summer session with a cumulative GPA of less than 1.50 and who have been granted deferred standing in a course, are advised to enrol in a maximum of 5.0 further courses (Fall/Winter) minus the weight of the course in which they have been granted a further deferral. Students on academic probation (less than 1.50 CGPA) are advised NOT to enroll in summer session courses. Students who must write a deferred examination in a course that serves as a prerequisite for subsequent courses may enrol in those courses at the discretion of the department, provided that the term mark in the prerequisite (deferred) course is at least 60%. Failure to pass the prerequisite course or to meet other departmental grade standards may result in cancellation of enrolment in the subsequent courses.

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Financial Aid, Scholarships and Advising Student success is predicated on their financial stability. Our data suggests that students who work more than 12 hours per week are at risk of failing academically if they are carrying a full course load. Yet many of our students support families and are expected to pay the full cost of their education as well. We administer the Ontario Student Assistance Program, but we also manage applications for bursaries and scholarships and identify those students who will win entrance awards. We also work closely with departments to determine eligibility for in-course scholarships and awards. As part of this process we have established a new online awards database which we encourage departments to use when reviewing candidates for awards. The database contains the award record guidelines for each departmental award and will help departments with managing nominee information and recording awards decisions. Each year in the fall the president of the university co-hosts (with the UTM vice-president and principal) a new student scholar event on our campus and all first-year instructors are invited to attend. This year’s event will be held Thursday, Oct. 10, 3:30 to 5 p.m. in the Instructional Centre Atrium. In addition to year-round individual financial aid advising, we offer a number of group sessions throughout the year to students, including sessions about budgeting, OSAP and scholarships and awards. Nominations for Scholarships – Departmental Involvement Many of the 200 scholarship and awards files that are maintained and administered by the Office of the Registrar are department-specific. This means the criteria that dictate how the award can be administered have conditions that are specific to departmental courses, programs or other like criteria. This also means that it is a department’s responsibility to forward nominations for each of its awards to the Assistant Registrar, Financial Aid and Scholarships, so that an appropriate congratulatory letter can be sent to the student, payment can be arranged, and the donors of the awards sent a notification of who the recipients of their respective awards are (with permission from the recipients). Award Records are the official set of rules/criteria that outline the parameters of how award funds can be spent. Award Records may include some, or all, of the following:

1. academic achievement in a specific course/program of study 2. registration in the following academic year 3. financial need 4. application

Award nominations should be received by the Office of the Registrar within the first few months immediately following the completion of the Fall/Winter Session (May to early August). This gives the Financial Aid & Scholarships office sufficient processing time and ensures that students are aware of any award funds they may receive prior to the start of their subsequent academic year. This helps students plan ahead, especially where financial matters are concerned. Please contact your departmental Administrative Assistant for the list of the awards which are specific to your department.

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STUDENT RECORDS, CLASS LISTS & GRADES To protect student privacy, details from official student records other than a student’s academic divisions, program of study, and sessions registered, are considered private and are not available to teaching and administrative staff. Class Lists You can now get your class list by logging on to “Faculty & Staff Applications” from the Office of the Registrar website. (Please note that this application is only available to faculty for the courses they teach.) Class lists should be generated twice for accuracy. First class lists should be available to you on your first day of class. The last official class list should be run after the last day to enrol in a course: run them on Sept. 23 for F and Y courses; January 20 for S courses. Any student not on your list after that day is not officially enrolled in your course. Do not mark and/or hand back any of their work after this date. Refer them to the Office of the Registrar. Photo Class Lists In addition to their TCard photo, we ask students if we may take another photo to help with administration, security and classroom identification. This optional photo is taken only with the consent of the student and is kept encrypted on the Office of the Registrar server until the student graduates or after five years of record inactivity. This photo allows us to provide Instructors with secure access to a photo list of their students to help them more quickly recognize students and better track classroom participation and involvement. It also allows identification during term tests and exams in the conjunction with — or in absence of — a student TCard. The photo is optional and cannot be used to affect a student’s academic or other official university outcome. The photo class list can only be accessed from the Faculty & Staff Applications page. An Instructor can only access the photo class list for their own courses. You must log in with your UTORid and password and you must agree to protect the students’ identification in accordance with the Freedom of Information and Protection of Privacy Act before being allowed access to this photo system. The list cannot be saved or forwarded to anyone else. What to do if a Student is not on your class list – The Consequences Enrolment in a course is determined by the room capacity or the limit placed on the course by the Department Chair. Faculty members do not have the authority to override this limit to allow individually selected students to enrol in their course. If your course is not at its maximum registration capacity (as determined by your Department Chair) do not allow unregistered students to sit in: send them to the Office of the Registrar. If your course is at its maximum registration capacity (as determined by your Department Chair) you should contact your departmental undergrad administrator to discuss options, including: increasing the course capacity; the possibility of changing rooms; or simply refusing unregistered students from attending.

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Students who do not pay their fees on time are removed from the course on Sept. 4, 2013. These students are no longer officially registered and must re-enrol for their courses and pay their fees. Graded Work Deadline Instructors are required to return by the deadline one or more marked assignments and/or term tests worth a combined total of at least 15% of the total course mark for H courses, and 25% for Y courses. The deadline for returning such marked work shall be the last regular class meeting prior to the Drop Date, with one exception: for courses that run the entire Fall/Winter Session (Y5Y or H5Y courses), the deadline shall be the last regular class meeting of the first week of classes in January. Graded Work Deadlines for 2013-14 last class during the week of Oct. 28 for “H5F” and “Y5F” courses last class during the week of Jan. 6 “Y5Y and H5Y” courses last class during the week of March 3 for “H5S” and “Y5S” courses Last Day of Classes The last day to hold a class meeting for an academic activity in the 2013 Fall term is December 2. Fall term Study Break is from December 3-6, 2013. Exams are held December 9-20. The last day of classes in the 2014 Spring term is April 4. Spring term Study Break is from April 7-9, 2014. Exams are held April 10-26. During the Study Break, instructors may offer optional review sessions, extended office hours or make-up tests. Study Break may not be used for the scheduling of regular term tests/exams. When scheduling optional review sessions, we recommend that you advertise the session early in the term and where possible schedule them at the same time and location as one of your regular class meetings. Instructors who want a room in which to hold reviews will need to book them separately, even if the room is the one that was used to hold the regular class during the term. You may set your deadline to hand in term work/essays to the last day of the Study Break. Only in assessing individual cases where a student appeals to you (with supporting documentation) that they require additional time to complete their term work, may you grant an extension of time to the student to submit their term work by the end of the exam period. For such students, you will still be expected to remit their final grade (calculated normally with a 0 for the outstanding work) with your regular final marks submission. Marks Reporting Final course marks are submitted to the Office of the Registrar at the end of the term. They are due five business days following the final examination or, for courses without a final exam, five days following the end of the Study Break. All final marks are reviewed within the Department and must be approved by the Chair or designate. The electronic grades collection system allows Instructors to enter and submit their final marks and

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amended marks via the Internet. Once submitted and approved by the Department Chair, the marks are ready to be uploaded into the student record system. To support this process, we have designed a tier support system where the academic department undergraduate counsellors have been trained to provide basic support for their faculty. They are able to train faculty on the marks submission and approval process, and they can also assist an instructor in the data entry or electronic upload of the grades, as well as track the progress of marks submission. Beyond basic support, issues can be addressed by the Office of the Registrar. With this electronic system, instructors are able to: Manually enter and edit final grades online Provide comments to the Chair about any anomalies of unusual marks distribution Upload grades prepared in a standard csv text file Upload grades in a csv data file exported from Blackboard or CCNet Review and submit the grades to the Department Chair for approval On the same electronic system, the Department Chairs can approve or deny the final grades submitted by their teaching faculty. Great lengths have been taken to ensure that electronic marks submission is a fast, secure and convenient method of reporting final marks which is simple to use. More importantly, it saves time, reduces errors and is critical in supporting our business processes with tight deadlines. Ultimately, it serves to better our students’ experience at UofT Mississauga. Absence Declaration See “Absence Declaration” on page 17 regarding the methods students use to advise departments of their absence in order to receive academic accommodation for any course work such as missed tests, late assignments and final examinations.

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GRADUATION Graduation – Program Assessment Graduation takes place twice a year — in early June and again in early November. Please plan on attending. Graduation assessment is a collaborative process that involves all departments and the Office of the Registrar. The departments have the responsibility of assessing the completion of a student’s program of study while the Office of the Registrar is responsible for reviewing the program of study assessment (POSA) and assessing the completion of the student’s degree bid. SAMI – Student Assessment Module & Information SAMI is an online application designed to help both the Office of the Registrar and departments with assessing the completion of Subject POSt and Degree POSt requirements of potential graduates. SAMI is also used for displaying program and degree completion status to students. With SAMI, student records can be reviewed quickly and efficiently. Program Assessment Departments are responsible for assessing and approving the Subject POSt completion of their programs. SAMI is opened to departments in late March following the deadline to withdraw from S courses without academic penalty for June graduation, and in early September following receipt of all summer grades for November graduation. Degree Assessment Once the Program Assessment has been completed by the Department, the student record is viewed by the Records Assessors in the Office of the Registrar who review Subject POSt completion and determine Degree POSt completion. Students Students are notified when their Subject POSt assessment has been completed and again when their overall degree assessment has been completed. They can go online to view their POSA for program completion and also the status of degree completion. You can find a copy of our Degree Checklist on the next page.

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THE TCARD Faculty, staff and students are issued a TCard (www.utoronto.ca/tcard), which serves as the official identification card on campus. In order for the TCard Office to issue you a TCard you will require the following: Establish yourself as a UofT employee: If you are paid directly from UofT you will require the “Getting online at U of T” document

issued by your Divisional Business Officer Present one of the following original pieces of identification to the TCard Office: A passport A provincial driver’s license A provincial health card with your photograph A citizenship card Please note: photocopies of documents are not accepted unless notarized. TCards are issued at the TCard Office, in the Davis Building beside the Office of the Registrar (Room 2122). Your permanent University of Toronto TCard is a photo ID smartcard which provides identification for academic purposes, services, facility access and use at the Library. The TCard also provides users the option to carry cash value in the computer chip for to purchase photocopies, computer printing and vending services.

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CRITICAL DATES – FALL-WINTER 2013-14

Sept. 3 Course information page and course syllabus for ‘F’ and ‘Y’ courses are due for Chair’s approval.

Sept. 3 Departmental access to online curriculum/Academic Calendar database opens. Sept. 4 FINCA date (student are removed from courses for non-payment of fees. Students on

waiting list automatically move into empty spaces.) Sept. 9 Classes begin in ‘F’ and ‘Y’ courses. Make sure your class list is up-to-date. Photo class lists

are available from the OR. Sept. 9 Course information page and course syllabus must be accessible to students via the web

timetable and web calendar by this date. Sept. 22 Course waiting lists close. Run your class list. Do not mark work for those students who do

not appear on this list after this date until they are officially re-enrolled in the course. Send them to OR.

Sept. 22 Last day to add or change a section in ‘F’ and ‘Y’ courses on ROSI Sept. 23 Run a final class list. Students who are not listed on this class list are not officially enrolled

in your course. Photo class lists are available through the Office of the Registrar. Please do not mark their work. Send them to the OR for attention.

Sept. 27, 28, 29 Ontario Universities’ Fair – Metro Toronto Convention Centre Oct. 11 Office of the Registrar is closed Oct. 14 Thanksgiving Day holiday — University closed Oct. 27 FALL CAMPUS DAY – on-campus new student recruitment event Oct. 28 Departmental access to online curriculum/Academic Calendar database closes. Oct. 28-Nov. 1 Important Note: Instructors are required to return one or more marked assignments and/or

term tests worth a combined total of 15% of the total mark for “H5F” courses at the last regular class meeting during the week of October 28-Nov. 1.

Nov. 4 Last day to withdraw without academic penalty in F courses or to cancel or select Credit/No-credit option

Nov. 12 Fall Convocation Nov. 22 Exam scripts due in OR for December exams. Use the course information page tool to

generate the first page of your exam. Dec. 2 Classes end in UofT Mississauga ‘F’ and ‘Y’ courses Dec. 2 Course information page and course syllabus for ‘S’ courses are due for Chair’s approval. Dec. 3 – 6 Study Break Dec. 13 Final marks are due in the OR for courses that do not hold final examinations Dec. 9-20 UofT Mississauga Examination Period. Final marks are due in the OR within 5 business

days after the final exam is written Dec. 16 FINCA date (student are removed from S courses for non-payment of fees) Dec. 23 – Jan. 5 December Holidays (inclusive) Jan. 6 ‘S’ courses start, ‘Y’ courses resume. Run your first class list.

Jan. 6 Course information page and course syllabus must be accessible to students via the web timetable and web calendar by this date.

Jan. 6-10 Important Note: Instructors are required to return one or more marked assignments and/or term tests worth a combined total of 25% of the total mark for “Y5Y” & “H5Y” courses at the last regular class meeting during the week of Jan. 6 - 10.

Jan. 10 Final day to submit ‘F’ term grades (if exam is held on Dec .20)

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Jan. 13 ‘F’ term GPA run. Jan. 19 Waiting lists closed. Jan. 19 Last day to add a course or change a section in ‘S’ courses. Jan. 20 Run an updated class list. Students who are not listed on this class list are not officially

enrolled in your course. Please do not mark their work. Send them to the OR for attention. Feb. 10 Exam scripts due for Special Deferred Exams from December 2013 Feb. 17 Last day to withdraw from ‘Y’ courses without academic penalty or to cancel or select

Credit/No-credit option Feb. 17 University closed – Family Day Feb. 18-21 Reading Week – ALL Campuses Feb. 18-21 Special deferred examination period from December 2013 March 3 to 7 Important Note: Instructors are required to return one or more marked assignments and/or

term tests worth a combined total of 15% of the total mark for “H5S”courses at the last regular class meeting during the week of March 3 to 7.

March 9 Last day to withdraw from ‘S’ courses without academic penalty or to cancel or select Credit/No-credit option

March 10-14 March Break events for prospective students March 21 Exam scripts due in the OR for April final and deferred exams April 4 Classes End (Y & S) Apr. 7-9 Study Break April 10-26 Examinations: ‘Y’ & ‘S’ courses. Final marks are due in the OR 5 business days after the

final exam is written April 16 Final marks are due in the OR for courses that do not hold final examinations April 18 Good Friday. University closed. Apr. 28-May 3 Deferred April Exams May 3 Final day to submit ‘S’ or ‘Y’ term final marks (if exam on April 26) May 5 ‘S’ term GPAs run

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Page 34: ACADEMIC ADVISING OFFICE OF REGISTRAR · PDF fileACADEMIC ADVISING OFFICE OF THE ... EXTERNAL EXAM INVIGILATION ... Course Information Submission System . Course Scheduling

OFFICE OF THE REGISTRAR QUICK LINKS www.utm.utoronto.ca/reg Office of the Registrar website www.utm.utoronto.ca/awards Financial Aid/Scholarships www.utm.utoronto.ca/transfer Transfer Student Information www.utm.utoronto.ca/advising Academic Advising www.utm.utoronto.ca/regcal Online Academic Calendar www.utm.utoronto.ca/new Newly Admitted Students webpage www.utm.utoronto.ca/tcard TCard information www.utm.utoronto.ca/or101 OR 101 www.utm.utoronto.ca/hotlink Hotlink newsletter www.utm.utoronto.ca/cgpa CGPA Calculator www.utm.utoronto.ca/exams Exams schedule www.utm.utoronto.ca/guides Registration guides www.utm.utoronto.ca/prospective Prospective students www.utm.utoronto.ca/tours Sign-up for campus tours

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