Guidelines, Policies and Forms

The regulations of the Faculty of Graduate Studies generally apply to all students enrolled in graduate programs at York University. In a number of instances individual graduate programs have additional requirements; these are set out at Faculty of Graduate Studies - Program Requirements.

General Information

  • Students are advised to be on campus the week before classes start to meet faculty, fellow students, and the Director.
  • Students are advised to observe the registration dates and program deadlines.
  • University courses begin on September 10, 2015 for the Fall/Winter 2015/2016 academic year. Students are responsible for verifying the precise date of the first class meeting for courses in which they are enrolled, please verify at Current Students - Courses.
  • Students should make a point of discussing with the Graduate Program Director their academic plans: course selection, thesis topics, potential supervisors and committees, and leaves of absence. In every case, the most effective way of establishing an agreement and avoiding misunderstandings is to put things in writing.
  • Students should keep the Graduate Program Assistant informed of any changes in plans, courses, G.A.s and so on. A brief note letting her know of a new development can often save endless bureaucratic hassles at a later stage.
  • Computers are available for student use in the Philosophy Computer Lab. Printing access is via the latest and best Hewlett Packard printer in the lab. Additional printing is also available via the OAK server through CNS. Students have access to e-mail accounts which can be arranged through the CNS Helpdesk (416-736-5800). Accounts to access the Philosophy Lab computers are available through the Administrative Assistant.
  • Students should check their mailboxes in the Philosophy Computer Lab of the Philosophy Department for notices and information concerning the program. Except for part-time students, mail received in the program office will not be forwarded.
  • There are five York University libraries: the Scott Library, the Steacie Science Library, the Government Documents/Administrative Studies Library, the Law Library, and the Frost Library on the Glendon College campus. The Scott Library, located just west of the Ross Building, is the social science and humanities library. Information about library services can be obtained from the library’s information desk just inside the main entrance. All graduate students may apply for extended loan privileges at the circulation desk, Scott Library, by submitting a signed letter from the Program Director. With extended loan privileges two-week books at Scott, Steacie, Law and Frost are automatically charged out for 100 days.
  • TA Day, a one-day teaching seminar designed for Teaching Assistants, is held in the Fall by the Teaching Commons. The seminar provides invaluable information and workshops that can help you prepare for your role as a Teaching Assistant. In addition, the Centre for the Support of Teaching offers an accredited University Teaching Practicum. Its purpose is to furnish opportunities for candidates to develop their teaching skills. Successful candidates receive a letter of authenticity from FGS signed by the Dean. For more information, please visit Teaching Commons.
  • All students and faculty members have the right to pursue their studies and research in an atmosphere free from sexual harassment of any kind. The Sexual Harassment Education and Complaint Centre (108 Central Square) is for use by all members of the York University community (students, staff, faculty).
  • The Counselling and Development Centre offers an assortment of diverse programs to help students achieve their personal and academic potential. The Centre’s reception area (145 Behavioral Science Building) is open from 9:00-5:00 p.m., Monday to Friday 416-736-5297).
  • Other support groups that might be useful: Centre for Women and Trans People, 322 Student Centre, 416-736-2100 ext. 33484; Human Rights Centre, 416-736-5682; Student Conduct and Dispute Resolution, 416-736-5231. For more information on any of these groups, contact Student Community & Leadership Development, 416-736-5144.

Program Regulations

The Graduate Faculty divides the year into three terms: Fall, Winter and Summer. For as long as you are in the Program you must maintain continuous registration in all three terms. Failure to do so will result in your withdrawal from the Program. Re-registration is permitted only by special petition to the graduate study committee. If you have not completed requirements for the degree by May, you must register for the following Summer term whether or not you are using university services.

Student Status - Full-Time/Part-Time

Students may be registered as full-time for one year at the M.A. level, and six years at the Ph.D level. Funding is not guaranteed in the second year of the M.A. level.

Time Limits

Full-time Master’s Candidates are expected to complete the degree requirements within twelve months and must complete in twenty-four months. Master’s Students will automatically be switched to part-time status after 3 sessions have been completed. The requirements for the Doctor of Philosophy degree should be completed within six years. In order to remain in good standing, students must complete the course requirements by the end of PhD 2 and defend their dissertation proposal by the end of PhD 3.

Restrictions Related to Full-Time/Part-Time Status

Students must be registered as Full-time status in order to apply for Research or Teaching Assistantships, scholarships, and/or to reside in the York apartments.  Students registered full-time may not work more than ten hours per week.

Leave of Absence/Withdrawal From The Programme

Students may petition to the Dean of Graduate Studies for Leaves of Absence up to a maximum of three terms, which may be taken consecutively if approved.  Leaves of Absence are usually requested for personal or compassionate reasons.   The petition must be approved and signed by the Program Director and, in the case of students writing theses and dissertations, by the Supervisor. Students may not petition for a Leave of Absence if they owe fees, or in the term prior to completion of the degree. A L.O.A. student is considered to be a non-student during this period and should not be receiving any academic guidance from the University.

In addition, no Leaves of Absence will be granted to students who are carrying Incomplete grades, unless there are exceptional circumstances. In these special cases, the Program Director will be required to submit the student’s schedule of completion of the work for the unfinished course. This also applies to students whose programs have not yet assigned Incomplete grades for courses recently taken.

Students on Leave of Absence are required to maintain continuous registration and pay the appropriate L.O.A. fee. Leaves of Absence do not count towards the Master’s and Doctoral time limits.

Note: Approval of all Leaves of Absence is solely at the discretion of the Dean or the Dean’s designate.

A Withdrawal in Good Standing may be requested if the period of absence from the Program is likely to be longer than a year and if the student’s work has been satisfactory to that point. A letter with reasons supporting the request for withdrawal in good standing should be submitted to the Director.

Note: Withdrawal in Good Standing is not permitted if a student is holding a grade of Incomplete.

Fees

Fees are comprised of academic fees, ancillary fees and non tuition-related fees approved by student referendum. Normally all fees are subject to change starting with the summer term of each year. Academic fees are determined with reference to the formula fee schedule set by the Province of Ontario. Accordingly, any adjustments to the formula fee schedule by the Province of Ontario will result in adjustment to the University’s academic fees. The University will endeavour to inform the student community immediately upon any such adjustment. However, the University does not undertake or accept responsibility to so notify all recipients of this Calendar. The Board of Governors reserves the right to make changes in the published schedule of fees without notice.

For current fees information, please visit Faculty of Graduate Studies - Fees and Tuition.

Students who wish to pay for tuition by payroll deductions, are advised to go to the Faculty of Graduate Studies in 230 York Lanes to set up their tuition payroll deductions, this will need to be set up each new session. (eg.: Fall, Winter, Summer). Tuition Fee Receipts for income tax purposes are provided for the Academic Fee portion only.

Please note that fees are payable each term, three times per year. Due dates are:

  • Summer Term: First week of May
  • Fall Term: First week of September
  • Winter Term: First week of January

Methods of Payment

  • Pay at the bank with the pay-at-the-bank stub included in your first student accounts statement. Remember to have the stub stamped and dated by the teller if paying in person, or to retain your transaction record if paying at an automated banking machine.
  • By cheque or money order made payable to York University, in person or by mail. Cash payments are no longer accepted.
  • Payroll deduction to be arranged in person through the Faculty of Graduate Studies Office, 230 York Lanes.
  • York Scholarship (fees are automatically deducted from York Scholarships prior to any cheques being issued). If your scholarship is insufficient to cover your fees, please be prepared to pay the balance.
  • Sponsorship agency. If you are in Canada on an exchange agreement or sponsored by an agency such as CIDA or Commonwealth, which exempts you from the International Student Fees, you must provide copies of the necessary documentation at registration.
  • Deferments may be granted in extenuating circumstances. Please contact Heather Moore of the Faculty of Graduate Studies, 416-736-5521, 230 York Lanes.

Note: It is not possible to pay fees by payroll deduction for the Summer Term. A $200.00 penalty is automatically assessed for late registration, after September 2, January  2, or May 2.

Students who have not yet completed their course work may register as No Course Available  if no suitable course is offered in any given term.  This provision does not apply if a student is registered as working on a thesis/dissertation or a major research paper, or who have a grade of I (Incomplete) recorded for a course. Students registered as No Course Available pay administration fees, but not tuition.

For further information about registration, maternity leaves, leaves of absences, compassionate leaves, please visit Faculty of Graduate Studies.

Program Forms

FGS Regulations

Office of the Registrar