Registration Workshop

Wednesday, June 18, 2014

Grad Room

2:00 pm – 4:00 pm

Agenda

– SGS Student Services– Enrolment and Registration– Tuition Fee Deferral and Student Loans– Enrolment and Reporting– Reinstatements and Program Extensions

– NEW – Brazilian Science without Borders students

2

SGS Student Services

Location:

63 St. George Street

www.sgs.utoronto.ca

New Hours - Effective now!

Monday to Friday,

9:30 am – 4:30 pm

Hours for September 8-12, 2014:

Monday, September 8 – 9:30 am – 4:30 pm

Tuesday, September 9 – 9:30 am – 4:30 pm

Wednesday, September 10 – 9:30 am – 6:00 pm

Thursday, September 11 – 9:30 am – 4:30 pm

Friday, September 12 – 9:30 am – 4:30 pm

3

What we offer to students

– Advice and guidance about SGS policy and procedures – Gradschool E-news– Essential Grad Guide for new students– Workshops– SGS Calendar – Forms and information via the SGS website– Graduate supervision guidelines– Letters confirming enrolment or registration ($7.00)– Name/Gender changes– ROSI PIN number reactivation– Legal status changes (from international to domestic fees)

4

What we offer to graduate administrators

– Training and support:• One-on-one training• Meetings and workshops • Referrals to campus-wide resources

– Guidelines and manuals:• Memos and reports• Detailed forms• Foreign credentials evaluation assistance• Student Services and ROSI Manual – 2014 update to

be posted at the start of July!

5

Enrolment and Registration

What is the difference between enrolment and registration?

Enrolment:– Occurs when courses are added to student

records (by the student or the grad unit)

Registration – Occurs when students pay or defer their tuition

fees (INVIT status changes to REG)6

Course Enrolment

Student Web Service (ROSI):• Students may enrol in courses online; however, grad

admins can control whether or not students may do so

Controlling Course Enrolment on ROSI:• For detailed instructions, ask Sofia Kirschner,

Student and Administrative Systems Support Representative, to send you her recent SGS Brown Bag Lunch presentation: sofia.kirschner@sgs.utoronto.ca

7

Course Enrolment

SGS Add/Drop Courses form: • Students may submit the Add/Drop Courses

form to graduate units for processing • If submitted after SGS course enrolment

deadlines, the request must be processed by SGS

• The form is available on the SGS website

8

Registration – when/where can students view their tuition fees?

Fees assessment for the fall/winter will take place July 14 Following fees assessment, tuition fee amounts can be

viewed by students on the landing page and in the Financial Account section of the Student Web Service (ROSI) at www.rosi.utoronto.ca

The Financial Account indicates the UHIP fee and minimum first payment

Instructions on paying fees, refund schedules, financial arrangement types are available at www.fees.utoronto.ca

Instructions on making a payment from outside Canada are available on the Student Accounts website.

9

Registration Deadlines

August 29:• Last date for payment of tuition fees to meet registration

deadline

September 12:• Deadline for fall session registration• Consequences of late registration:

– FINCA and loss of course enrolment– Students must show proof of payment to SGS Student Services– Late fee paid to SGS ($44.00 plus $5.00 per additional day to a

maximum of $94.00)– Students are placed in course waitlist if there are no spaces left

10

Legal Status Change (International to Domestic fees)

• Changing legal status from international to domestic (or international exempt) on ROSI changes tuition charges

• Students must bring original documents (e.g. Record of Landing, permanent resident card) to SGS

Deadlines: The date of landing must be on or before Nov 1 or

Feb 1 or July 1 for government reporting and fees adjustment

SGS should have documents ASAP to ensure accurate records and fees adjustments

11

Conditional Registration

Non-Severe Condition:• Must be cleared by end of December• Allows student to register conditionally

Severe Condition:• Must be cleared by last day to register (Sept. 12)• Most have a “to be satisfied date” of Aug. 31

12

Consequences of not clearing conditions

Non-Severe Condition:– Student will not be allowed to register beyond their second

session of registration. – Students who are enrolled in an eight-month program will

not be allowed to graduate till all conditions have been cleared.

Severe Condition– INVIT status will not be changed to REG– Students will be FINCA’d by SGS in September if not

satisfied by the last day to register (even if they have paid or deferred tuition fees)

13

How to clear conditions

View students with outstanding conditions by printing lists from ROSI (see Sections 4.6 and 4.94 of the Student Services and ROSI Manual)

ROSI Procedure:• Enter “the satisfied date” on  4 A E C• Select B and type in student ID #• Press enter• Select condition (place cursor on cond) press enter• Select M, tab down to satisfied date, type current date• Press enter• Change the candidacy status to OOF on 3 D A

14

Dual Registration

Units may allow master’s students who are close to completing their degree to register in both the Master’s and Doctoral program for one session only

Degree recommendation must be submitted for dual registrants in the fall session by Jan. 23, and those in the winter session by Apr. 17

15

Termination of Registration

New on the SGS website:

Guidelines for Administrators:– Regulatory background– Overall procedures and steps– References (including recommendation for termination template letter)– SGS contact info

Info for Students:– Definition of termination – Explanation of the process– FAQs– SGS contact info

16

Tuition Fee Deferral and Student Loans

To request on the Student Web Service (ROSI), students must be receiving:

• OSAP and other provincial loans • US Loans • A funding package under the unit’s graduate funding

commitment

Students with unpaid fees from a previous session may NOT defer current session fees

17

How to defer fees based on loans• Students apply for deferral by clicking on the OSAP/Govt Deferral button on

the 'Financial Accounts' section on the Student Web Service (ROSI):

18

More info for students

• www.fees.utoronto.ca

• Enrolment Services website

• Enrolment Services Financial Aid email: osap.staff@utoronto.ca

19

Identifying students who may defer fees through the Student Web Service (ROSI)

• Students with a funding package as part of a unit’s funding commitment are identified by the “Funding Indicator” on the individual student’s registration screen (4 A A B/4 A C B)

• This is set by the student’s year of study and the “Max Year of Funding” on the POSt settings (1 A A B, second screen)

20

SGS Request to Register Without Payment Form

• Used when a student is receiving a major award, research stipend or teaching assistantship that covers at least the minimum first payment (not part of a graduate unit’s funding commitment)

• Will be available on the SGS website when fall registration begins (mid-July)

21

Service Charges

September Starters– begin November 15th

January Starters– begin February15th

May Starters– begin June 15th

Occur on the 15th of every month thereafter until fees are paid in full.

22

Service Charges for Students who Request to Register without Payment

OSAP or other provincial loans, service charges begin to accrue as follows:• September Starters

• first assessed as of November 15th

• January Starters • first assessed as of February 15th

• May Starters • first assessed as of June 15th

Major award, research stipend or teaching assistantship covering at least the minimum first payment :

• September Starters – first assessed as of May 15th

• January Starters – first assessed as of May 15th

• May Starters – first assessed as of September 15th

23

September Batch FINCA

• SGS will FINCA all students who have not paid fees or have not completed a request to register without payment on Sept. 15

• Enrolment in and access to courses by the Student Web Service (ROSI) will be cancelled

• Students requiring registration after this date MUST be directed to SGS to show payment receipt

• Late registration fee is required for registration• Can be identified in advance by using 4 B B E

24

Enrolment Preparation

25

Enrolment Preparation

• Update course scheduling info in ROSI– 1 B A A: Activity Sections– 1 B A C: Activity Meeting Sections– 1 B A D: Activity Section Enrolment Limits

• Inform students

26

Key Dates in Monitoring Enrolment & Registration

• September 12 – deadline to register

• September 15 – non-registered students FINCA

• September 22 – last day to enrol in courses

• November 1 – Fall enrolment and Registration count

27

Emergency & Next of Kin Contact Information

• Remind students to add this information to ROSI:

28

Importance of Accurate and Complete Student Records

• Students– Fees– Blackboard access and class lists– Grades– Transcripts– Tax credits

• Institution– Government reporting and BIU income– Academic and budget planning– Performance indicators (e.g., unit & program reviews)

29

Checking Records - Tools

• Registration lists (downloads – ROSI & ROSI Express)

• Individual student look-ups (e.g. outstanding conditions – 4AEC)

• SGS diagnostics (e.g. Duals)

• ROSI diagnostics– Reg’d students without courses (4BBA)– Invited students with courses (4BBE)– Anomalous records (4BBG)– Outstanding conditions (4FJG)

30

Blackboard and Instructor Info

• Instructor information in ROSI: 1 B A B A

• Accuracy and timing are important! 

• CTSI provides Blackboard training and support:

• Tuesday, June 24, 2014 - 1pm to 3pm

• http://www.portalinfo.utoronto.ca/content/training

• ctsi.teaching@utoronto.ca

31

Reinstatements

Graduate students who fail to register may reinstate if they are still within the maximum allowable time for the degree program (program length plus maximum extension years).

Reinstatement forms are approved and processed by SGS.

32

Program Extension Rules

• Phd, flexible-time option PhD professional doctoral students: 4 one year program extensions after time limit

• Master’s students: three one-year program extensions after time limit

• First two approved by graduate unit, further extensions approved by SGS

33

Program Extension Fees

• All FT graduate students on new program extension pay 50% of the relevant domestic fee plus sessional incidental & ancillary fees (domestic fee also applies to international students)

• Part-time students on extension will continue to be

charged part-time fees

34

Pro-rated Final Year Fees

• Only doctoral students (PhD, Flexible-time Option PhD, professional doctorates) are eligible for pro-rated final year fees.– Doctoral students whose final year is not an extension

year will be assessed pro-rated fees based upon 100% of program fee.

– Doctoral students whose final year is an extension year will be assessed pro-rated fees based upon 50% of program fee.

35

Ciência sem Frontei ras (Science without Borders - Brazil)

The University of Toronto is very pleased to receive applications from excellent Brazilian doctoral students who will be applying for Ciência sem Fronteiras (CsF) scholarships.

– Instructions for applicants/students– Instructions for administrators (coming soon)

For information and assistance, contact

Victoria Hurlihey at SGS at victoria.hurlihey@utoronto.ca

36

Thank you for attending!For clarification on any topics discussed, please contact your divisional SSO or SSA. This presentation will be posted in the Workshops section of the SGS website.

37

Don MacMillan - DirectorTel: 416-978-4350don.macmillan@sgs.utoronto.ca

Josie Lalonde - Associate Director, Student Systems and RecordsTel: 416-978-2780josie.lalonde@utoronto.ca

Michael Godwin - Student Services Officer, Division 1 - Humanities and CERES, FI, LAW, MGT, MMPATel: 416-978-6390michael.godwin@sgs.utoronto.ca

Scott Moore - Acting Student Services Officer, Division 2 - Social SciencesTel: 416-946-3381 scott.moore@sgs.utoronto.ca 

Steve Rutchinski - Student Services Officer, Division 3 - Physical SciencesTel: 416-978-2657s.rutchinski@utoronto.ca

Victoria Hurlihey - Student Services Officer, Division 4 - Life SciencesTel: 416-978-4592 victoria.hurlihey@utoronto.ca

Sofia Kirschner - Student and Administrative Systems Support RepresentativeTel: 416-946-5611          sofia.kirschner@sgs.utoronto.ca