ACADEMIC CALENDAR
2023-2024
 
4.0 Program/Course Registration And Deregistration Procedures
 
4.1 General Information

 

The following regulations apply to students admitted to advanced diploma, diploma, and certificate programs.

 

Students who have been admitted to undergraduate degree programs of the Fisheries and Marine Institute of Memorial University of Newfoundland & Labrador should consult Section 6.5 of the MUN Calendar, while students admitted to graduate degree programs should consult Section 4.3 of the MUN Calendar.

 

 
4.2 Classification Of Students
 
4.2.1 Full-Time Students

 

Students who have been admitted to an advanced diploma, diploma, or certificate program are deemed full‐time students under the following conditions:

 

a.   The student is registered for four or more courses in a Fall or Winter semester. These courses may be a combination of Marine Institute and Memorial University courses in the case of students registered in both diploma and degree programs.

 

b.   The student is registered for a workterm.

 

c.   The student is registered in a Technical Session and:

 

  • is registered for two or more courses in a program for which the normal course load in the Technical Session is three or more courses.
  • is registered for one or more courses in a program for which the normal course load in the Technical Session is less than three courses

 

 
4.2.2 Part-Time Students

 

Students who have been admitted to an advanced diploma, diploma, or certificate program are deemed to be part‐time students under the following conditions:

 

a.   The student is registered for three or fewer courses in a Fall or Winter semester.

 

b.   The student is registered for one course in programs for which the normal course load in the Technical Session is three or more courses.

 

 
4.2.3 Sponsored Students

 

Sponsored students are funded through external sponsoring agencies such as Human Resources Skills Development Canada and Canada Student Aid and may be subject to the following conditions:

 

a.   Satisfy attendance criteria for a minimum number of hours per week AND/OR

 

b.   Be registered for a minimum number of weeks while sponsored.

 

Students are responsible for ensuring that they are familiar with the sponsor’s requirements before they register and that they meet the minimum standards of attendance of the sponsoring agency.

 

 
4.3 Program/Course Registration

 

1.   The registration schedule is set by the Registrar. In general, the registration period commences:


a.   Mid‐July for the Fall semester
b.   Late November for the Winter semester
c.   two weeks preceding the first day of classes for Technical Sessions

 

and for Fall and Winter semesters, the registration period ends two weeks from the start of classes. In the case of courses offered outside the normal time frame of a semester or session the registration period will be prorated with respect to all associated deadlines.

 

2.   The registration period for each semester, technical session, and start of classes are published each year in the Marine Institute Academic Diary.

 

3.   Students must register using Student Self Service.

 

4.   No student may register after the end of the registration period. 

 

5.   The Marine Institute reserves the right to require a student to withdraw without academic prejudice from a course, courses, or program in which the student is improperly registered.

 

 
4.4 Course Changes
 
4.4.1 General Information

 

 1.   A student who wishes to drop or add a course prior to end of the registration period must do so online through student self-service.

 

2.   For students in Transport Canada regulated programs, minimum attendance requirements apply which may reduce the length of time available to students to add applicable courses. Students who have not registered for courses by the first day of classes should consult with their program chair.

 

3.   Before the end of the registration period a student may change the course(s) for which they were originally registered by adding and/or dropping a course(s) through the student self-service.

 

 
4.4.2 Adding Courses

 

1.   Specific deadlines for adding courses in any semester or session are stated in the Academic Diary. In the case of sessions and courses offered outside the normal time frame of a semester or session, deadlines for adding courses will be prorated accordingly.

 

2.   The official deadline for adding courses in a semester is two weeks from the first day of classes.

 

3.   The official deadline to add courses in Technical Sessions is the end of the first day of classes.

 

4.   Courses added after the first day of classes in any semester or session are subject to a late registration fee.

 

5.   The normal course load in a semester is determined by the program of study for each academic semester or session. Students should note that they may not add courses beyond the normal course load without the permission of their academic unit. Students must complete an official Course Change Form, which must be approved by their Program Chair and Head of School.

 

6.   Students registering for work term should refer to Section 11Guidelines for Workterms of this calendar for regulations regarding work terms.

 

7.   Only under special circumstances may a course(s) be added after the end of the registration period. In such cases a student must complete an official Course Change Form, which must be approved by their Program Chair and Head of School.

 

8.   No course will be considered to have been added until the Registrar has received official notification from Self-Service and certified the add. Students are strongly encouraged to confirm the course has been added by checking with Student Self-Service within 24 hours of adding the course.

 

9.   Attending classes or informing an instructor of the intent to add a course does not constitute an official adding of a course.

 

 
4.4.3 Dropping Courses

 

1.   Specific deadlines for dropping courses in any semester or session are stated in the Marine Institute Diary. The official deadline for dropping courses without academic prejudice is eight weeks from the first day of classes in a semester. Over this period, students must drop courses through student self-service.

 

2.   No course will be considered to have been dropped until the Registrar has received official notification from Self-Service and certified the drop. Students are strongly encouraged to confirm the course has been dropped by checking with Student Self-Service within 24 hours of dropping the course.

 

3.   Ceasing to attend classes or informing an instructor of the intent to drop a course, does not constitute an official dropping of a course.

 

4.   In the case of Technical Sessions and courses offered outside the normal time frame of a semester or session, deadlines for dropping courses without academic prejudice will be prorated accordingly as shown in the table below: 

 

Length of Course

Deadline for Dropping Course(s)

1 to 5 days

End of Second day of Classes

6 to 10 days

End of Fourth day of Classes

11 to 15 days

End of Sixth day of Classes

16 to 20 days

End of Eighth day of Classes

21 or more days

End of the Tenth day of Classes

 

5.   Students registered for work terms should refer to Section 11Guidelines for Workterms of this calendar for regulations governing withdrawing from work terms.

 

6.   If a co-requisite course is dropped the student will be required to drop the course for which that course is a co-requisite.

 

 
4.4.3.1 Dropping Courses Without Academic Prejudice

 

1.   Courses dropped prior to the end of the eighth week of classes in a semester are considered to be dropped without academic prejudice. See the Marine Institute Academic Diary for specific dates. Courses dropped in this period will not be considered in calculating term averages.

 

2.   The following table outlines the period for dropping courses in a semester without academic prejudice and the procedure for doing so:

 

Period

Method

Notation on Transcript

Approval

Up to the end of the 2ndweek of classes

Student self-service

No entry

None

From beginning of 3rd week to end of 8th week of classes

Student self-service

Grade of DR

None

From beginning of the 9th week of classes to the last day to add courses in the following semester

Course Change Form

Grade of DR

Program Chair and School Head. See note below regarding supporting documents.

 

3.   A student who is prevented from completing the requirements of a course by illness, bereavement, or other acceptable cause, duly authenticated in writing to MIRegistrar@mi.mun.ca , may drop a course without academic prejudice. This may occur only with the approval of both the program chair and the head of the academic unit of the student’s program. A grade of DR will be assigned in these circumstances and will be entered on the student’s record. Normally, once the final exam is written the course will be considered to be completed and no drop will be possible.

 

 
4.4.3.2 Tuition Fee Implications

 

1.   A student who drops a course within two weeks following the first day of lecture in any semester will receive a 100% refund on tuition fees. Note however that students are liable for other fees.

 

2.   Refer to the Marine Institute Academic Diary for dates to drop courses and receive 50% or 25% refund of tuition fees.

 

3.   In the case of technical sessions, accelerated courses, and courses offered outside the normal time frame of a semester or session, deadlines for dropping courses without financial liability will be prorated accordingly. See Fee Payment and Refund Policy section of this calendar.

 

 
4.4.3.3 Dropping Courses Retroactively

 

An academic transcript is a complete and accurate reflection of a student’s academic record. On rare occasions, however, a student may request to drop a course beyond the last day to add courses in the semester following the one in which the course was taken. Courses dropped in this time frame are considered to be dropped retroactively and requests will only be considered for illness, bereavement, or other acceptable cause, duly authenticated. These would be unusual circumstances beyond the student’s control in cases where the course(s) was not completed.

 

Normally, once the final exam is written the course will be considered to be completed and no retroactive drop will be possible. A poor grade is not, in and of itself, acceptable as a reason for dropping a course retroactively. A grade of DEX (Drop due to Exceptional Circumstances) will be assigned in these circumstances and will be entered on the student’s record. Requests shall be submitted to the Marine Institute’s Registrar’s Office at MIRegistrar@mi.mun.ca no later than five years following the last day of examinations for the semester in which the course was taken. Requests should include the following information:

 

  • Name,
  • Current address and telephone number,
  • Email address,
  • Student ID number,
  • Course(s) requesting to drop retroactively,
  • Explanation of why course(s) could not be dropped during regular time frame,
  • Grounds for the request,
  • Supporting Documentation,
  • Documentation from the course instructor regarding grading scheme and final grade

 

 
4.5 Withdrawing From The Marine Institute
 
4.5.1 General Information

 

A student who drops all courses in any given semester will be considered to have withdrawn from the Institute for that semester. A student who has withdrawn from the Institute, before the end of the first two weeks of classes in any semester, is deemed to be not registered for that semester. Courses dropped under these circumstances will not be entered on the student’s record and all fees will be refunded.   For information regarding applying for readmission to the Marine Institute refer to Section 1.2 – Admission/Re-Admission Requirements of the Calendar.

 

1.   A withdrawal is not official until the Marine Institute Registrar’s Office has received official notification from Student Self-Service and certified the changes. Students are strongly encouraged to confirm that courses have been dropped by checking with Student Self-Service within 24 hours of dropping courses.

 

2.   Ceasing to attend classes or informing an instructor of the intent to drop courses, does not constitute an official withdrawal.

 

 
4.5.2 Withdrawing From The Marine Institute Without Academic Prejudice

 

1.   The following table outlines the period for withdrawing from the Marine institute in a semester without academic prejudice and the procedure for doing so:

 

Period

Method

Notation on Transcript

Approval

Up to the end of the 2nd  week of classes

Student self-service

No entry

None

From beginning of 3rd week to end of 8th week of classes

Student self-service

Grade of DR

None

From beginning of the 9th week of classes to the last day to add courses in the following semester

Course Change Form

Grade of DR

School Head or AVP of Academic and Student Affairs. See note below regarding supporting documents.

 

2.   From the beginning of the ninth week following the first day of lectures in any semester to the last day to add courses in the following semester as stated in the Marine Institute diary, a student who is prevented from completing the semester by illness, bereavement, or other acceptable cause, duly authenticated in writing to MIRegistrar@mi.mun.ca , may withdraw from the Institute without academic prejudice. This may occur only with the approval of the student’s School Head, or the Associate Vice-President of Academic and Student Affairs and upon formal notification to the Marine Institute Registrar’s Office. The letter grade DR will be assigned to all courses in these circumstances.

 

3.   In the case of technical sessions and courses offered outside the normal time frame of a semester or session, deadlines for withdrawing from the Institute will be prorated accordingly.

 

4.   Students who withdraw from the Marine Institute for medical reasons for one or more semesters may not be permitted to re-enter unless they can provide medical evidence, satisfactory to the Registrar in consultation with the student’s School Head, of fitness to pursue studies. This should normally be in the form of the Student Health Certificate

 

 
4.5.3 Withdrawing from the Marine Institute Retroactively

 

An academic transcript is a complete and accurate reflection of a student’s academic record. Normally, once the final exam is written the course will be considered to be completed and no retroactive withdrawal will be possible. Poor grades are not, in and of themselves, acceptable as a reason for withdrawing retroactively.

On rare occasions, however, a student may request to withdraw from a semester beyond the last day to add courses in the semester following the one in which the course was taken. Requests should be forwarded to MIRegistrar@mi.mun.ca.  A withdrawal in this time frame is considered to be a retroactive withdrawal and requests will only be considered for illness, bereavement, or other acceptable cause, duly authenticated. These would be unusual circumstances beyond the student’s control in case where the course(s) was not completed.

 

A grade of DEX (Drop due to Exceptional Circumstances) will be assigned in these circumstances and will be entered on the student’s record. Requests shall be submitted to the Marine Institute Registrar’s Office no later than five years following the last day of examinations for the semester in which the course was taken. Requests should be made to MIRegistrar@mi.mun.ca and include the following information:

 

  • Name,
  • Current address and telephone number,
  • Email address,
  • Student ID number,
  • Semester(s) requesting to withdraw retroactively,
  • Explanation of why course(s) could not be dropped during regular time frame,
  • Grounds for the request,
  • Supporting Documentation,
  • Documentation from the course instructor regarding grading scheme and final grade

 

 
4.6 Completing A Course

 

1.   A student will be considered to have completed a course if the student attends and/or attempts the final examination (or a similarly cumulative or capstone form of evaluation, in the case of a course with no final examination), regardless of the grade achieved in the course.

 

a.   A student who has not completed a course, but who has neither dropped the course (as described under Section 4.4.3 – Dropping Courses) nor withdrawn from the semester in which the student was registered for the course (as described under Section 4.5 - Withdrawing from the Marine Institute), will be assigned a grade in the course following the prescribed method of evaluation.

 

b.   Once a student has completed a course, neither a retroactive drop of the course nor a retroactive withdrawal from the semester in which the student was registered for the course will normally be possible.

 

2.   A student will be considered to have successfully completed a course if the student has received a passing grade in the course based upon the method of evaluation for the course in which the student was registered, as modified by any approved changes and/or exemptions to the method of evaluation, and in accordance with any relevant program regulations.

 

 
4.7 Auditing Of Courses

 

1.    Individuals auditing courses must have met the Marine Institute's admission or readmission requirements as stated in Section 1 – Application and Admission Requirements of this calendar.

 

2.   To audit any course, an individual must receive permission from the instructor in that course and the head of the school in which the course is offered. Students must complete the MI_Audit Course Form. Permission cannot be given until the number of registrations is known. Factors to be considered shall include class size, impact on students registered for credit, and other matters judged relevant by the academic unit.

 

3.   Individuals auditing courses shall limit their participation to that deemed appropriate by the instructor.

 

4.   Auditors are not permitted to write formal examinations or have their work formally assessed.

 

5.   Audited courses will not be considered as meeting prerequisites, admission, or course requirements for any program, nor will audited courses be listed on the individual's transcript.

 

6.   Normally, a student who has registered to audit a course, may not change their status to earn credit. Nor will a student who has registered for credit in a course be permitted to change their status to audit.

 

7.   The regulation in point 6 above does not apply to students who have been approved to write a supplementary or deferred examination that is a pre-requisite to a course in the following semester. In such cases the student may be added, as an auditor, to the course shell in the following semester. This allows the student to keep up with course work, and access course material until the examination for the pre-requisite course is written. If the student successfully completes the pre-requisite course through a supplementary or deferred examination, they may register for the audited course through student self-service and will be charged the appropriate tuition fee. If they do not successfully complete the pre-requisite course, their auditor status will be cancelled, and they will no longer have access to the course shell.

 

8.   A student may, in succeeding semesters, take any course for credit that was previously audited.