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Home / Graduate Studies / for New and Current Students / FAQs

Frequently Asked Questions for Graduate Students

REGISTRATION & IN-PROGRAM FAQs:

THESES, DISSERTATIONS AND MAJOR PAPERS FAQs:
 

SCHOLARSHIPS AND AWARDS FAQs:

 HOW DO I REGISTER FOR COURSES?      

  • Graduate students can register for courses on the Web up to the posted registration add/drop deadline for each semester - see also step-by-step web registration instructions.
  • Graduate students who are registered for the term and wish to add a graduate course after the add/drop registration deadline must complete a course change (add/drop) form, obtain signatures from the instructor and the Graduate Coordinator, and submit the form to the Registrar’s office for input on the student’s record. If already registered that term, a $5 late fee per course added will be applied to the student’s account.
  • Graduate students who are NOT registered for the term and wish to register after the posted add/drop deadline must complete a course change (add/drop) form and provide an explanation for the late registration. Signatures are required from the instructor and the Graduate Coordinator and the form is submitted to Graduate Studies for approval. A $30 late fee will be charged for students who have not yet activated the current term. If already registered that term, a $5 late fee will be applied per course added. The fees will be added to the student’ account.
  • Graduate students adding an undergraduate course or a course outside of their program will not be able to register online and must always use course change (add/drop) form.

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HOW CAN I APPLY FOR A LEAVE OF ABSENCE FROM MY PROGRAM?

  • Graduate students can apply for a Leave of Absence up to the posted registration add/drop deadline for each semester.
  • The fee for a leave of absence of $50.00 will be added to the student’s account by the Cashier’s Office upon approval of the leave (or can be paid at the time of submission of the form to Graduate Studies by cheque only).
  • Depending on the type of leave requested, students may be approved for 1-3 terms (see reverse of form for explanation).
  • the student completes a “Leave of Absence” form, including reason for leave of absence, and submits form to their program for a recommendation and signature of graduate coordinator.
  • the form is forwarded to the Associate Dean of Graduate Studies for approval.
  • Once approved, a copy of the form is sent to the department, Cashier's office, and student.  The information is recorded on the Student Information System
  • Scholarship holders: note that the length of your award will not be extended to accommodate a financial leave or certain types of personal leave.

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WHO NEEDS TO SUBMIT AN ANNUAL REPORT?

  • All graduate students are required to submit  an annual report form (due May 31st), which is to be kept in the student’s departmental file unless the student holds a tri-council award.    
  • For each student holding Tri-Council scholarship, the original annual report is sent to Graduate Studies to be available for review by the Tri-Council agencies. A copy is kept in the department.

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 HOW MUCH TIME DO I HAVE TO COMPLETE MY DEGREE? HOW CAN I REQUEST AN EXTENSION OF THE TIME LIMIT?

  • the time limit for full-time students is 3 years for Master’s and 6 years for a PhD.
  • the time limit for part-time students is 5 years (in most programs).
  • A student wishing an extension to a program submits a written request to their department requesting the extension.
  • The request should include an explanation as to why an extension is required, as well as a detailed timeline for completion of all requirements.
  • The request is submitted to Graduate Studies, along with a departmental recommendation. A decision will be made by the Associate Dean.
  • An e-mail informing the student of a decision will be sent and copied to program, and the change will be made to the student’s record on SIS.

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HOW DO I SWITCH FROM FULL-TIME TO PART-TIME, OR FROM PART-TIME TO FULL-TIME STATUS?

  • All changes in status must be approved by the Dean of Graduate Studies. The student submits a written request to the department, indicating the term they wish the status change to take effect and the reason for the change.
  • The request is submitted to Graduate Studies, along with a departmental recommendation. The decision is made by the Associate Dean.
  • The student is informed of the decision by e-mail with a copy sent to the program.

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CAN I TAKE COURSES AT ANOTHER UNIVERSITY AND HAVE THESE COURSES COUNT FOR CREDIT TOWARDS MY UWINDSOR DEGREE?

  • Students who wish to take courses at other institutions outside of Ontario, and have the course count as credit towards their program at Windsor must make a request in writing to their department (prior to the beginning of the course).
  • The Graduate Coordinator makes a recommendation to Graduate Studies.
  • A decision is made in Graduate Studies and the student is advised by e-mail, with a copy to the program and the Registrar’s Office, who will record the substitution on the student’s record.
  • Students completing courses at other institutions are responsible for providing official transcripts to Graduate Studies upon completion of the approved courses.
  • Students who wish to complete an undergraduate course or a graduate course outside of their program and apply it to their graduate program must also follow the above procedure.  This must be done well before the student has completed all program requirements.

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CAN I TAKE GRADUATE COURSES AT ANOTHER UNIVERSITY AS A VISITING STUDENT?

  • The Ontario Visiting Graduate Student program (OVGS) allows a graduate student at an Ontario University to take graduate courses at another Ontario University while remaining registered at his/her Home University.
  • Approval from the Graduate Coordinator and Graduate Dean at the Home University is required first.  The application form is then sent to the Graduate Coordinator and Graduate Dean at the Host University for approval.
  • Final approval of the course is not official until all signatures are received.
  • Upon approval, the student is registered and pays fees to his/her Home University and is classed as a “visiting graduate student” at the Host University where he/she pays no fees.
  • Regular graduate fees apply to University of Windsor students on the OVGS program.
  • The student does not need to obtain a transcript.  The Host institution will send the Graduate Studies office a grade report. A grade of Pass or Fail is recorded on the student’s transcript. 

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IS IT POSSIBLE TO TAKE GRADUATE COURSES WITHOUT BEING ADMITTED TO A GRADUATE PROGRAM?

  • Individuals who are not interested in admission as a degree student may be allowed to register for individual courses on a non-degree basis. The normal maximum of courses taken on this basis is two. The student submits the Non-degree study application form and also signs a letter of understanding (on the reverse of the form) indicating that he/she recognizes that the course(s) cannot be used for credit towards a graduate degree at the University of Windsor.

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HOW DO I APPEAL A GRADE?  

  • All students have the right of appeal under Senate Bylaw 51 (see "section 2: Students registered in the Faculty of Graduate Studies"). If you feel you have been treated unfairly, you may submit an appeal of grade to the Dean of Graduate Studies.
  • A clear statement of the basis of your appeal, along with supporting documents and the fee of $20.00 should be submitted to the Dean of Graduate Studies, who will request that your program chair conduct an investigation into the appeal. The instructor and one other faculty member will be consulted by the program chair who will then submit a report on the finding to the Dean of Graduate Studies. The Graduate Appeals Committee will review the case and make a final decision. If your appeal is successful, your $20.00 fee will be refunded. 

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OTHER THAN GRADES, CAN I APPEAL ACADEMIC DECISIONS OF MY INSTRUCTOR/ADVISOR/THESIS COMMITTEE? 

All students have the right of appeal under Senate Bylaw 51. If you feel you have been treated unfairly, you may submit an appeal to the Dean of Graduate Studies - refer to Section 27.3 and 2.7.4 of Senate Bylaw 51.

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THESES, DISSERTATIONS, MAJOR PAPERS

WHEN AM I REQUIRED TO HAVE A COMMITTEE FORMED FOR MY MASTER’S THESIS OR DOCTORAL DISSERTATION?

  • For students registered in a Master’s thesis or a doctoral dissertation, a thesis committee must be approved prior to the second term of registration in the thesis or dissertation.
  • The Master’s/Doctoral Committee is recommended by the student’s department using the Master's or doctoral committee form and forwarded for approval to Graduate Studies (note: for Major Research Papers the Committee is approved by the department only). 
  • At the same time the student signs a "Non-Exclusive License to the University of Windsor" and submits the license to his department to be appended to the committee form. 
  • The Doctoral committee will consist of a research advisor from the program, who is a member of graduate faculty, two other faculty members in the program, and one from another program at the University of Windsor. Additional members may be added with the approval of the program coordinator and the Executive Committee of the Faculty Council of Graduate Studies.
  • The Master's thesis committee will include as a minimum the chief advisor from the program, who is a member of graduate faculty, and two other University of Windsor faculty members, one of whom shall belong to a program other than the one in which the student is obtaining the degree. Additional members may be added with the approval of the program coordinator and the Executive Committee of the Faculty of Graduate Studies.
  • The Master's Major Paper/Project committee will include a supervisor, who is a member of graduate faculty, and one other program faculty member. Additional members may be added with the approval of the program coordinator.

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I AM READY TO DEFEND MY THESIS – WHAT DO I NEED TO DO?

  • Each program has specific procedures about the interim steps leading to the final oral defense (e.g. thesis proposals, seminars, progress reports, etc.) - your thesis committee will provide guidance about the proper procedure. The graduate calendar specifies requirements for Ph.D. dissertations / Master's theses and major research papers that are common for all departments.
  • when you are ready to defend, contact your department for guidance about scheduling your final oral defense. Your department will prepare a notice for the defense which must be sent to the Graduate Studies office no later than 8 days in advance of the defense.
  • you need to submit a copy of your Master's thesis/major paper to each of your committee memebers at least 2 weeks in advance of the defense date (4 weeks for doctoral dissertations).
  • review the guidelines for major papers, theses and dissertations, and the deposit steps. 
  • doctoral students should review the external examiner procedures for doctoral dissertations. 

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I FINISHED MY DEFENSE AND DEPOSITED MY THESIS - IS THERE ANYTHING ELSE I NEED TO DO?

  • In order to be evaluated for degree completion all students must submit an online Application for Graduation. The deadline for applications is March 1st for June and August 30th for October convocation. The application for graduation fee of $35.00 is charged before the deadline date and a charge of $75.00 is charged after these dates. No applications are accepted within 4 weeks of convocation - see details.
  • Students must apply to graduate even if they do not intend on attending the graduation ceremony.
  • When the application is received the Registrar's office will complete the degree audit and will notify students of any outstanding degree requirements.
  • For questions regarding completion of degree requirements contact the Graduate coordinator/graduate secretary in your program. For questions regarding graduation contact the Registrar’s office.

HOW DO I GET A LETTER CONFIRMING THAT I HAVE FINISHED MY PROGRAM?

  • You will receive your diploma at the Convocation for which you have applied to graduate. If you need an official letter prior to convocation stating that you have completed the degree requirements, contact the Registrar's office to request a degree completion letter. Before such letter can be issued you need to apply to graduate and be evaluated for degree completion. You may also be able to request an early release of your diploma - contact the Registrar's office for more information and/or check their web-site for applicable service fees. 

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I AM DEFENDING CLOSE TO THE BEGINNING OF THE TERM - DO I NEED TO REGISTER?

All graduate students must register and pay appropriate fees until actual completion of their degree requirements. Tuition refunds are available if all degree requirements, including the deposit of the major paper/thesis/dissertation, are completed by the posted Phase I and Phase II deadlines at the beginning of each term.

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WHAT SCHOLARSHIPS AND AWARDS ARE AVAILABLE FOR GRADUATE STUIDENTS?

The following are the main sources of graduate student funding at the University of Windsor:

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I AM GOING TO A CONFERENCE TO PRESENT THE FINDINGS OF MY RESEARCH. ARE THERE ANY FUNDS AVAILABLE TO HELP WITH MY EXPENSES?       

Conference Travel Funds are available to graduate students presenting their research at an academic conference:

  • Master’s students - one reimbursement of up to $500 during the first 2 years of the program.
  • PhD students - up to three reimbursements of $500 during the first 4 years of the program.
  • Application forms are available from the Graduate Studies office or web-site as well as through the departments. 

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HOW CAN I APPLY FOR A GRADUATE ASSISTANTSHIP?

  • Before the beginning of the term each department will post notices of available assistantships - contact your department for an application and deadlines.
  • Only full-time, registered, eligible students can hold a graduate assistantship (GA) - see more information about Graduate Assistantship regulations.
  • Full-time graduate students are not permitted to work more than 10 hours per week on average on campus.
  • Each year in September Graduate Studies holds an orientation workshop for GAs and TAs. ndividual faculties and departments hold their orientation sessions as well. 

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IS NEED-BASED FUNDING AVAILABLE?    

  • Funding is available for students who have a demonstrated financial needs as evidenced by the costs required for their studies and their available resources.  Examples are OSAP loans, work-study and bursaries from various sources. Such funding is administered through the Office of Student Awards and Financial Aid. Work study is also available to graduate students, however, be aware that since full-time graduate students may only work 10 hours per week on campus, if you have a GA for 140 hours per term you will not be eligible for this program in the same term.  

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