Enrolment and Academic Advisement

The following information will allow you to be successful throughout your program of study.

Terms and Definitions

uOttawa email

If this is your first year at the University of Ottawa, you will receive an email explaining how to set up your @uOttawa.ca email account within 48 hours of your enrolment.

Note that we will always use your @uOttawa.ca email account to communicate with you; therefore, it is very important that you check it regularly.

For security reasons, always use your @uOttawa.ca account to contact us by email.

If you are experience technical problems with your uOttawa email, please contact 613-562-6555 or fill out a Service Desk request.


uoZone

This secure student portal gives you access to everything you need as a uOttawa student: information that applies specifically to you, the enrolment tool, your email account, class schedule, messages from the University, your Faculty, and your professors, your statement of account, information on scholarships and financial aid, as well as other details on the full range of services available to you.


Regular student

A regular student is a person who has been admitted into a program leading to a degree, diploma or certificate at the University of Ottawa, and who has enrolled in one or more courses of that program


Newly admitted student

A newly admitted student is a regular student who has been admitted into a program that begins in the upcoming term.


Special student

A special student is a student who wishes to take certain graduate courses, either for credit or as an auditor, but who is not seeking to obtain a degree and is not subject to the requirements of a particular program. Special students must follow the same general and Faculty rules as regular students.


Continuing activity

A continuing activity corresponds to the researching or writing of a research paper, a research proposal or thesis, or preparation for a comprehensive exam or a thesis. Students admitted into research programs must enrol in a continuing activity during their studies.


Course code and course number

  • Course code: is made up of three letters that stand for the discipline (ex. EDU for Education) following by four digits (ex. 5190) that stand for, in part, the course level and language of instruction. The course section identify the course format such as distance course (audio-conference HC), online course (WB00 or W100) and in class (C00, F100, F200, S100, S200, T, T100 or T200).

    Course code example: EDU 5190 WB
  • Course number: is made up of four digits assigned by the course schedule software that have no particular meaning. If you know it, you can use it to search for courses. You can also search by subject using the course search engine in your Student Center. Searching by subject is simpler and more intuitive.

    Course number example: 2664
Prepare your enrolment

1) Check the requirements for your program.

Check the University of Ottawa programs and courses website: it contains information on the basic structure of each program, the number of credits needed to graduate, which courses are compulsory and which are optional, and even course descriptions and prerequisites.


2) Check your course sequence and the list of selected topics

Course sequences show you which courses to take for your particular program and in which term you should take them, helping you plan your schedule for the current year and future years of study. Keep in mind that these sequences are suggestions intended for full-time students; several course sequences are possible for any given program.


3) Check the schedule, how the course will be delivered, and the important deadlines

Using the course timetable tool, you can search a database containing all the courses offered at the University, read course descriptions and see the various times and places these courses are given. You can also view distance-learning courses under the Basic course search tab.

Important: Please note that the course schedule may change without notice.

Programs offer courses in different delivery formats to meet the unique needs of students who are off-campus (distance learning students); be sure to review them thoroughly.

You are responsible for meeting all important academic dates and deadlines published in the University calendar.

Difference between course code and course number
Information
  • Course code: is made up of three letters that stand for the discipline (ex. EDU for Education) following by four digits (ex. 5190) that stand for, in part, the course level and language of instruction. The course section identify the course format such as distance course (audio-conference HC), online course (WB00 or W100) and in class (C00, F100, F200, S100, S200, T, T100 or T200).

    Course code example: EDU 5190 WB
  • Course number: is made up of four digits assigned by the course schedule software that have no particular meaning. If you know it, you can use it to search for courses. You can also search by subject using the course search engine in your Student Center. Searching by subject is simpler and more intuitive.

    Course number example: 2664

4) Draft your course schedule

Use the tools mentioned above to plan your course schedule before your enrolment period begins. This will give you a better idea of which courses to add to your schedule when you begin signing up for courses in uoZone.

Important: Please note that the course schedule may change without notice.

Enrolment

1) Who must enrol

  • If you are a student newly admitted into a graduate diploma, master’s or doctoral program, you must enrol and take at least one course in your first term.
  • If you are a regular student in a graduate diploma, master’s or doctoral program, you must enrol in each term in which you take at least one course or conduct research. Students may not skip more than two consecutive terms without permission, which you can obtain by filling out a Request for Leave of Absence. If you fail to enroll for three consecutive terms without prior approval, we will consider you as having withdrawn from your program and your file will be closed without further notification. Once your file is closed, you will need to submit a new application for admission to pursue your studies.
  • If you have begun a continuing activity, such as researching or writing a research proposal, research paper or thesis, or preparing for a comprehensive exam or a thesis defence, you must enrol in this activity each term up until you have met all the activity’s requirements. If you wish to not enrol in this activity for a term, you must submit a Request for Leave of Absence, failing which you will be considered as having withdrawn from your program and your academic file will be closed without further notice. Once your file is closed, you will need to submit a new application for admission to pursue your studies.
  • You must also be enrolled in the term during which you officially submit/defend your research paper or thesis.

2) Enrolling online

Newly admitted students

Be sure to accept your offer of admission and meet the conditions for admission stated in your offer before you enrol. Review the steps to follow for newly admitted students.

Regular students

Once the enrolment period has begun, go to the Applications menu in uoZone and click on Enrol. For step-by-step instructions, watch the How to enrol in a class tutorial in the Student Enrolment Guide in the Enrol application in uoZone.

Be sure to enrol in all your courses before the enrolment deadline. If you are not enrolled, you will not be permitted to attend classes or receive a grade for the course.

A number of resources are available to help you better understand how enrolment works, including the Enrolment webpage and the Enrolment Help Centre. Feel free to visit these sites if need be.

If you encounter technical problems related to uoZone or another account, send in Service Desk request. To do so, you’ll need your student number.

Credit transfer

For graduate courses done in another recognized university or as a special student in the Faculty of Education, the program director may grant a maximum of two courses (six credits).

To receive equivalencies for courses, you must take the following steps:

  • Submit your request by e-mail at educplus@uOttawa.ca before your first registration.
  • Submit an official transcripts with an average of B and a course description.

*Please note that no credits will be given for courses completed eight years or more before the date of the request for admission.

Special students

Check the enrolment instructions for special students.


3) Changing your courses* or student status** (part-time or full-time)

  • Changes: If for some reason you need to change the courses you’ve selected, you can return to the Enrol application in uoZone and make changes up until the deadline stated in the important academic dates and deadlines. For detailed instructions, refer to the Student Enrolment Guide.
  • Withdrawal: If you no longer want to take a course that you’ve enrolled in, you need to officially withdraw from the course. Withdrawal from a course may affect your ability to meet the requirements of your program, or your eligibility for certain services such as scholarships or financial aid. Be sure to fully consider all the implications of withdrawing from a course. In the important dates and academic deadlines, two official deadlines are specified: the last day to withdraw from a course or activity (including two-term courses) and receive a financial credit, for which you will receive a reimbursement minus an administration fees and the last day to withdraw from a course or activity (including two-term courses) without receiving a financial credit, for which you will not be reimbursed. Be sure to check these deadline before proceeding.
  • Student status: You can change your student status (full-time or part-time) by submitting a service request. Your request must be submitted before the last day to withdraw from a course or an activity and receive a financial credit (less administrative fees) as stated in important academic dates and deadlines. To do so, go to the Applications menu in uoZone and click Service Requests. For more detailed instructions, check the Service Requests tutorial under the Service Requests application in uoZone. You will need to attach a duly completed Modification/Cancellation of Registration (Graduate Studies) form. If your student status has changed from full-time to part-time, you may no longer be eligible for financial aid for the following term. For more information, contact Financial Aid and Awards. In addition, any such change could affect your employee benefits. We recommend that you contact the Graduate Students Association of the University of Ottawa (GSAED).

*The term “courses” also includes related activities, such as work on a research paper or thesis.

** As of September 2017, changes in student status are not allowed for students enrolled in a research program, such as the Master in Education (MEd) with thesis, the Master of Arts in Education (MA[Ed]), or the Doctorate in Education (PhD).


4) Evaluate your courses (S-Report)

Evaluation takes place on specific dates, over a two-week period, as the end of term draws near. Students evaluate their courses online using the Blue platform at any time during the evaluation period. A 20-minute period of class time is also allocated for this evaluation.

You will be asked to complete an Evaluation of Teaching and Courses form for every course of at least nine hours with the same professor. The University compiles these results and publishes a summary as the S-Report; this provides information on certain aspects of the professors’ teaching, which may help you in selecting your courses. You can find the S-Report – Evaluation of Teaching and Courses under the Applications tab in uoZone.

Take a course in another Faculty or University

To take a course offered by another faculty or an institution other than the University of Ottawa, you must take the following steps at least one month before the beginning of the Univeristy of Ottawa term.

All courses taken outside the Faculty of Education must be pre-approved by the program director.

To obtain this approval, send an email to educplus@uottawa.ca that includes the following information:

  • the name of the faculty or institution (university) where you wish to take the course;
  • the title, code and a detailed description of the course;
  • the university’s web address;
  • your student number.

Once your request is approved, you will need to complete other forms, which will be specified in the email you will receive that confirms receipt of your request.

A maximum of two courses can be taken at another faculty or University.

Change your program of study and/or concentration

Because degree requirements vary from one program to another, changing your program or concentration may affect the number of credits you need to complete your program. To assess the consequences of any such changes, use the What if report in uoZone to check whether the courses you’ve taken, or have received advanced standing for, can be applied to your new program and whether the courses you plan to take will meet the requirements of other programs.

How to submit a request

To change program or concentration, you must submit a request by:

  • 1st of July (Fall)
  • 1st of November (Winter)
  • 1st of March (Spring/Summer)

To do so, log into uoZone and click Service Requests under the Applications menu. For detailed instructions, watch the Service Requests tutorial under the Service Requests application.

With your request, you must provide:

Important
InformationThe Faculty will not take into account your average upon admission, and simply meeting all the eligibility criteria does not guarantee approval.

Once you’ve submitted your request, you will receive an email from the Faculty confirming receipt of your request and of the information it contains. Generally, we send out decisions to students by email within 10 business days of receiving the request.
Request for leave of absence

Leave is only approved for significant reasons, such as serious illness, financial difficulties, professional, family or compassionate reasons. It is understood that you will not take part in any activities related to your studies during the leave period. In general, leave is limited to three terms for the duration of the program and will only be granted if you have not reached the time limit to complete your program. Moreover, the leave period is included in the maximum time allowed to complete the requirements of the program.

The request for leave must clearly state the reasons for, and the length of, the intended interruption of studies, and must be accompanied by relevant supporting documentation (e.g., in the case of illness, a medical certificate issued by a physician).

You will be required to re-enrol in your courses after the leave period; this process is not automatic.

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application. Check the important academic dates and deadlines to find the deadline to submit your request. The decision will be sent to you by email as soon as possible.

You must attach the following documents with your request:

Request for extension of studies

Requests to extend graduate program time limits are only granted in exceptional circumstances. Each request must include a detailed report of the student’s progress and the supervising professor’s recommendations. Extensions are granted only to students whose progress has been otherwise fully satisfactory. The maximum extension period is for one year.

Requests for extensions must be submitted at least one month before the deadline to complete the program requirements. If you request an extension of more than three terms, your request will also require the approval of the Vice-Dean, Programs once you’ve received the approval of your program director.

The decision will be indicated in the comments box of your service request. No email will be sent to confirm the decision. You can proceed with enrolment as soon as your extension request is approved.

How to submit your request

To submit a request, attach the documents listed below to a Service Request, which you create by selecting Service Requests from the Applications menu in uoZone. For detailed instructions, review the Service Requests tutorial under the Service Requests application.

You must include the following documents with your request:

Annual research progress report

The Faculty uses the annual progress report to monitor your academic progress, assess the progress made over the past year, and to define your goals for the coming year. The information provided in the report demonstrates that you are making systematic and consistent progress in your research.

This is also an opportunity for you and your thesis supervisor to consider the research conducted, make any adjustments required, review your goals and agree on the tasks to be conducted in the months to come.

For further details, review the information on the progress report.

How to submit a progress report

To submit an Annual Research Progress Report, go to the Applications menu in uoZone and click Service Requests. For detailed instructions, review the Service Requests tutorial under the Service Requests application.

Follow these steps before submitting your progress report

  1. Meet with your professor to review your goals and fill out the report together. Be sure to complete ALL sections of the annual progress report form; otherwise, it will be sent back to you.
  2. You must submit your report at the start of the spring/summer term to ensure that it is processed before enrolment begins in June.
  3. Submit the form through uoZone. Paper forms will not be accepted; contact us if you encounter technical difficulties.

The program director’s office will review all reports and approve them as soon as possible. Problematic reports will be sent to the Vice-Dean, Programs for review and a decision.

A few important points to consider

  1. If you are starting the MEd with thesis option, the MA or the PhD, you must also indicate which courses you have taken.
  2. If you plan on defending your thesis at the end of the winter term, do not submit a progress report.
Request for a deferred mark

In cases of illness or exceptional life circumstances, you may request a deferred mark.

How to submit a request

Submit your request, and attach the documents below, by logging into uoZone and selecting Service Requests under the Applications tab. For detailed instructions, check the Service Requests Tutorial in the Service Requests application. Also check the important academic dates and deadlines to find out the deadline to submit your request.

With this request, you must attach the following documents:

  • a Request for a Deferred Mark form duly completed by both you and your professor;
  • any documents that substantiate your request (e.g., medical certificate signed by a health professional in the case of illness).
Important
InformationThe decision will appear in the comments box of your service request. No email will be sent to confirm the decision.
Request academic documents

Contact InfoService if you need a letter stating that you have completed the requirements of your degree but have not yet received your diploma. You can go online to request academic documents, such as transcripts, proof of enrollment or a copy of your diploma.

Contact the Faculty of Education if you require a letter stating more than the fact that you meet the requirements of your program. There is a fee of $20 (cash only) for this service. You must send an email to educplus@uottawa.ca specifying which details need to be included in the letter. The Faculty will process your request within two-to-five business days of receiving the request.

Request for exception

Certain unforeseen circumstances may justify an exception to the general regulations for graduate and postdoctoral studies; even so, such cases required the submission of an exception request. For example, exceptional circumstances may result in your withdrawal from a course AFTER the deadline to do so, which might prompt you to submit an exception request.

Exceptional life circumstances

Exceptional life circumstances are serious problems that prevent you from functioning normally and meeting deadlines related to your courses. They include such circumstances as a physical or mental illness or the death of a family member.

There are other situations that may affect your course attendance that you may wish to bring to our attention, such as harassment, or concerns relating to the language of instruction or the quality of teaching.

  • Physical or mental illness
    We require a medical certificate from your health care professional. This document must include your name, period of absence and expected date of return to study, the date of the appointment pertaining to the condition, and the signature of the health care professional.
  • Death of a family member
    We require a death certificate.

We reserve the right to request a letter from your professor confirming that you did not attend class during the period during which you stated you were absent.

When to submit your request

You must submit your exception request as soon as possible after learning about the exceptional circumstances in question.

How to submit a request

Send your request by email to educplus@uottawa.ca.

Be sure to attach the following documents, failing which your request will not be considered:

1) A letter explaining:

  • The exception you request;
  • The important facts that lend weight to your request (see Point 2); and
  • The reasons why the Faculty should approve your request; these reasons should be related to the important facts stated above.

2) Supporting documents that justify your exception request, such as:

  • medical certificates,
  • death certificate or notification or proof of death, if the circumstances are related to a death;
  • any documents or proof if the exceptional circumstances are the result of one or more of the following problems: a) technical issues with the system b) unfair teaching practices c) incorrect information from administrative staff about a policy or procedure d) an administrative error.

Do not submit your request or documents directly to the offices of the dean or vice-dean: administrators must first analyse and prepare your request for presentation to an internal board.

Depending on the nature of your request, the process may take between seven and ten business days. The decision will be sent to you by email as soon as possible.

Check the exception request procedures for further details.

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