[SGS] Changes to Regulations on Lapsing

SGS # 011, 2009-2010

TO: Graduate Chairs, Graduate Coordinators and Administrators
FROM: Brian Corman, Dean of Graduate Studies and Vice-Provost, Graduate Education
DATE: June 22, 2010
Cc: Council of Graduate Deans
School of Graduate Studies

RE: Changes to Regulations on Lapsing
_________________________________________________________________________________

At the May 18th, 2010 Graduate Education Council, a proposal was approved to change the General and Degree Regulations of the School of Graduate Studies with respect to the regulations on lapsing for Ph.D. students beyond the time limit for the degree.

Graduate Education Council adopted the proposal to replace lapsed status for PhD students (excluding flexible-time PhD or professional doctoral students) who are beyond the time limit for the degree with a new four-year extension regulation. Students who have not completed the program requirements by the time limit for the PhD degree (6 years PhD; 7 years Direct-Entry PhD) may apply for up to four one-year PhD program extensions. PhD students must be registered in the year prior to the year in which the extension would occur. Registration beyond the four-year extension period is not permitted.

Please refer to the 2010-2011 SGS Calendar excerpt below for more details:

PhD Students (excluding flexible-time PhD students)
“In exceptional circumstances, a PhD student who has not completed all the requirements for the degree within the time limit for PhD, is eligible to apply for four one-year extensions. The first two extension requests require Department approvals; the second two require Department and School of Graduate Studies approvals. To quality for an extension, the student must present to the graduate unit concerned the causes for the delay and evidence that the remaining degree requirements may be completed within the period of the extension request. PhD students on extension are registered fulltime – see information on tuition fees for PhD students on extension in Fees and Financial Support section below. PhD students who do not register after the time limit and who request an extension later, but within the four-year extension period, may be approved for extension; students receiving approved extensions under these circumstances are subject to fee payment for extension years in which they did not register in addition to fees for the approved extension year. No registration beyond the four-year extension period will be permitted.”

Fees for Final Year PhD Students

Final year PhD students on extension (excluding flexible-time PhD and professional doctoral students), both domestic and international, will be charged an academic fee equal to 50% of the annual domestic fee plus full-time incidentals during each year of extension. Academic fees for the final extension year will be prorated, based on 50% of the domestic fee for the 12-month academic year, for the number of months that elapse between September and (including) the month in which the thesis (including corrections required by the final oral examination committee) is submitted to the School of Graduate Studies. Incidental fees will be charged on a sessional (term) basis.

Fees for final year PhD students who complete in years 1-6 (1-7 direct entry) will remain unchanged. These fees will continue to be pro-rated based on the domestic/international fees for the 12-month academic year and incidental fees will be charged on a sessional (term) basis.

“Opt-in” Option for Students Admitted Prior to September 1, 2010

All students who commenced PhD programs prior to September 2010 will be eligible to “opt into” the new extension arrangements, if they are registered in 2010-11 and have not commenced an extension year; students who wish to opt in will be required to sign on to the new arrangements, and the request to do so would require the approval of both the graduate unit and SGS. PhD students on extension in 2010-11 who wish to opt into the new arrangements will be considered by the graduate unit and SGS on a case-by-case basis, in addition to being subject to the same conditions as other PhD students. The proposed changes to regulations may not be applied retroactively.

A communication will be sent to PhD students, alerting them to this change. As well, the Program Extension Forms (see attached) have been updated accordingly.

Lapsed Status and Reinstatement

Lapsed status and reinstatement (before and after time-limit) will continue to be an option for Master’s students as well as flexible-time PhD and professional doctoral students. PhD students who began their programs prior to September 1, 2010 and do not “opt-into” the new extension arrangements may also lapse and seek reinstatement.

Please refer to 2020-2011 SGS Calendar excerpt below:

Lapsed Status and Reinstatement (master’s, professional doctoral and flexible-time PhD students only; lapsed status is not available to full-time PhD students).
“If a master’s or professional doctoral or flexible-time PhD student does not register, or is not permitted to register because the time limit for the degree sought has elapsed, registration in the School of Graduate Studies lapses. Normally, such students whose registration has lapsed may not make demands upon the resources of the University, attend courses, or expect advice from their supervisor. There are two states of lapsed status, as noted below.”

Before the Time Limit for the Degree has Expired“Failure to register as required within the time limit specified for the degree sought will result in lapsed status for master’s, professional doctoral and flexible-time PhD students. An application for reinstatement is required and must be approved both by the graduate unit and the School of Graduate Studies, and payment is made of the prescribed fees for the year(s) in which the student did not register.”

After the Time Limit for the Degree has Expired“After the time limit for the degree has elapsed and further extensions cannot be recommended, a master’s or professional doctoral or flexible-time PhD student may not register further. Registration in the program is considered to have lapsed. In special circumstances, a student may be reinstated once only, for a maximum of 12 months.”

Should you have any questions, please consult the Director of Student Services, Heather Kelly at heather.kelly@utoronto.ca or your Divisional Student Services Officer.