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Student Forms

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Student Forms

The Registrar's Office & Student Experience (ROSE) is transitioning to fully online electronic forms, most powered by DocuSign.

For DocuSign forms, you will be prompted at the start of the process to provide your name and your U of T email address, and those of others who must sign the form. Tips on finding this information for the appropriate signers are below. Please enter this information carefully, as incorrect information may cause your request to be delayed. If you encounter difficulties, please do not start another copy of the form; instead, contact the master's or doctoral registration specialists for assistance.

When your form is complete, DocuSign will automatically email you a copy; the ROSE also receives a copy for follow-up; there is no need for you to send our office a copy.

Instructor names and email addresses can be found on the OISE course schedule web page (if the information is not there, please check with the department offering the course).

If prompted for a Department Administrator, use the appropriate name and email address from this list only. These individuals will redirect your form to the appropriate signer within the department:

(Until available in the online format, forms are provided in a fillable and printable PDF format.)

Students normally use  to add or drop courses. In situations where ACORN cannot be used, two different forms are available:

  • The OISE form - used for requests that do not require final approval from the School of Graduate Studies (SGS).
  • The SGS form - used for requests that do require final approval from SGS (e.g., outside the sessional deadlines or for non-OISE courses).

OISE Course Add/Drop form (to be used within the sessional deadlines and only for OISE students and courses; otherwise, use the SGS form below):

  • Permission of the instructor is required. Please contact the instructor before starting this form.
  • OISE students adding an OISE course within the deadline: () ()
  • OISE students dropping a course** within the deadline: please use  (after the deadline use the SGS form).

** EXCEPTION: To drop an OISE Individual Reading & Research (IRR) course within the deadline, email your registration specialist using your U of T email address.


SGS Course Add/Drop form (to be used only after the sessional deadlines or for non-OISE students/courses):

  • OISE students adding an OISE course after the deadline (note: you must have been participating in the course from the start; the instructor will be asked to confirm this. SGS will not approve the request otherwise):

    •  
  • OISE students adding a non-OISE course (you can find Host Department Administrator info on the department's website or  listing):

    •  
  • Non-OISE students adding an OISE course: please use the form available on the 
     
  • OISE students dropping a course (to be used only after the sessional deadline; until then please use ):

If you did not participate in the course at all (e.g. you added a course in error), you can ask the instructor to email the appropriate registration specialist to certify this; SGS may permit the course to be removed entirely from your record. Otherwise, if you are permitted to drop a course after the deadline, it will remain on your record with a "WDR" notation (indicating that you were permitted to withdraw from it without academic penalty).

You will be required to attach supporting documentation. If requesting consideration due to illness or injury, you may attach a  (this form does not require disclosing medical details).

Individual Reading and Research (IRR) Course form (for OISE students; non-OISE students adding an OISE IRR course must use the form available on the )

OISE students adding an IRR course offered by faculty within their home department:

OISE students adding an IRR course offered by faculty outside their home department (the course code will still belong to your home department):

Please note the following:

  • There are special sessional deadlines for receipt of fully completed IRR courses:
    • Fall & full-year courses: the Friday before Labour Day
    • Winter courses: December 15
    • Summer F (May-June) and Y (May-Aug.) courses: April 15
    • Summer S (July-Aug.) courses: June 15
       
  • OISE graduate programs restrict the maximum number of IRR courses that a student can take based on the total required number of courses within the program, as follows:
    • 6 or 7 half-courses required: maximum 2 IRR courses (0.5 credit each for a max of 1.0 credit)
    • 8 to 11 half-course required: maximum 3 IRR courses (0.5 credits each for a max of 1.5 credits)
    • 12 or more half-courses required: maximum 4 IRR courses (0.5 credits each for a max of 2.0 credits)
       
  • The minimum number of student-instructor contact hours per week should be as follows; please specify an appropriate frequency and length of meetings on the form:
    • H courses in Fall or Winter, and Y courses across Fall and Winter: 1 hour per week.
    • H courses across Fall and Winter: 0.5 hours per week.
    • H courses in the first or second term of Summer, and Y courses across Summer: 2.5 hours per week.
    • H courses across Summer: 1.75 hours per week.
       
  • You will be required to attach a bibliography for the course when completing the form.


 (to extend the deadline to submit work for a specific course; for program extension forms, see the "Registration" section on this page) - During an approved , you must be registered and will continue to pay tuition fees according to your program status (i.e., full-time or part-time, domestic, or international).


 (if requesting special academic consideration based on illness or injury; this form does not require disclosing medical details)

Leave of Absence form 

Please visit our Registration page for detailed information about leaves of absence:

  • Standard leaves are personal or medical leaves (for a maximum of one year cumulatively) or parental leaves (no cumulative maximum), that are requested within the sessional deadlines. Up to one year of leave at a time may be requested:
  • Non-standard leaves are personal or medical leaves for more than one year (cumulatively), and any retroactive leaves (i.e., requested after the sessional deadlines; if you are unsure whether your request is retroactive, contact the appropriate registration specialist for assistance before completing this form):

Full-time Off-campus Study Form.pdf


Degree and:or Program Transfer Form.pdf


Change of Name or Gender Request form

To change your gender as recorded by the University, or to change your name as it appears on and your transcripts, log in with your UTORid to the and use the Change of Name or Gender Request Form there (the form will ask you to provide identification documents).

Important: ROSE recommends that your name on ACORN matches your legal name; otherwise you may encounter difficulties (e.g., applying for jobs, degree programs, etc.).

Are you graduating? Please review the additional information about name changes on our Graduation & Convocation webpage.


Request to Re-register.pdf

For full-time (not flexible-time) PhD students who started their program on 1, September 2010 or later, and students in all other master's and doctoral programs who started their program on 1, September 2011 or later.


Request for Reinstatement After Time Limit Form.pdf

Only for students who have not opted-in to the current degree regulations, and who either are full-time (not flexible-time) PhD students who started before 1 September 2010, or are students in any other master's or doctoral program who started before 1 September 2011.


Program Extension (Current Regulations) form (see information on our registration page about program length and time limit)

  • The time limit for a degree is the maximum number of years permitted for the completion of the program. If you do not complete your degree program within the time limit, you will not be permitted further registration without an approved program extension. You can find both the program length and the time limit in entry for your program.
  • Use the if:
    • You are a full-time (not flexible-time) PhD student who started 1 September 2010 or later;
    • You are a student in any other master's or doctoral program who started 1 September 2011 or later; or,
    • You started your program before the above deadlines, and you wish to opt-in to the current degree regulations (if you have questions about this, please contact the appropriate registration specialist).
  • Please start the Docusign form and fill in the details for your supervisor and program coordinator/ department administrator (if in doubt please see above for their contact emails).
  • For students whose current time limit has not yet expired: you can request up to 1 year (3 sessions) at a time; the ROSE recommends that you request the full year even if you anticipate completing your program sooner:
    • All students can request a 1st or 2nd program extension (i.e. to extend the time limit up to 2 years later than the original time limit), subject to department approval.

      Please note that Third or fourth (FINAL) program extension requests for doctoral students, and third (FINAL) program extension requests for a master’s students, require additional SGS approval.
    • Master's students can request a non-standard 3rd (and final) program extension (i.e. to extend the time limit more than 2 and up to 3 years later than the original time limit), subject to SGS approval*.
    • Doctoral students can request a non-standard 3rd or 4th (and final) program extension (i.e. to extend the time limit more than 2 and up to 4 years later than the original time limit), subject to SGS approval*.

*To obtain this approval, the student, supervisor, and graduate coordinator/chair must provide additional information in a separate letter of support to SGS. This can be a single letter co-signed by all parties, or separate letters, outlining the following: a reflection on the progress to date, including progress in the previous extension periods, detailed plan/timeline for completion, a confirmation that the degree requirements can be met within one year of the final program extension, and a confirmation that the student has been made aware of support services that are available to help the student complete their thesis.


Only for students who have not opted-in to the current degree regulations, and who are full-time (not flexible-time) PhD students who started before 1 September 2010, or are students in any other master's or doctoral program who started before 1 September 2011.


Program Withdrawal Form.pdf

Use this form to withdraw permanently from a degree program. Please read the information on our Registration page about withdrawals, and discuss the implications and your options with the program assistants within your department before submitting this form.


 (if requesting special academic consideration based on illness or injury; this form does not require disclosing medical details.)


Registration with Tuition Exemption on Basis of Progress Delays Due To COVID-19 form (Information about eligibility and the application process is available on our COVID-19 Support To Students page.)

Please review information about academic appeals, including deadlines to initiate them, from the .

Major Research Project MRP Supervision Approval Form.pdf


Thesis Supervision Approval Form.pdf


Master's Research Project, paper or comprehensive requirement completion confirmation form.pdf


Comprehensive Requirement (Doctoral) completion form.pdf

(Information about doctoral candidacy and deadlines is available from your department and the . Other than recording a completed comprehensive examination on your academic record, ROSE is not involved in doctoral candidacy matters.)

Recommendation for Master's Degree Form_0.pdf

This form is required for all OISE masters programs that have a thesis component.  After your thesis supervisor has approved your thesis, follow the instructions at to submit your Electronic Thesis / Dissertation (ETD) documents to the . 


Intent to Graduate (Only for master's students; doctoral students do not need to submit this form.)

Please submit the online form within the appropriate dates below; forms submitted outside these dates will be declined. If you have missed the deadline, please contact ROSE (oise.registration@utoronto.ca) for instructions.

  • For Masters students finishing in Summer (for November convocation), submit from June 15 to July 15
  • For Masters students finishing in Fall (for either March or June convocation), submit from September 15 to October 15
  • For Masters students finishing in Winter (for June convocation), submit from February 15 to March 15

OISE Intent to Graduate form ► (Form is open February 15 to March 15 for Masters students finishing in Winter term. ensure that your instructors are aware of the early grade submission deadline of April 12th for all students intending to graduate in June

Note: The form above is hosted on Microsoft Forms. To use it, you must be logged in to Microsoft using your . If you see a message that you are not authorized to use the form, you may be logged in to Microsoft using other credentials. In this case, one solution is to open a private window in your web browser, use it to log in to your , and then open the form in the same private window. Most current browsers support private windows (for example, , , , and ).


Doctoral Final Oral Examination (FOE) Nomination

All doctoral theses at U of T must be defended at a final oral examination (FOE); detailed information about FOE guidelines, procedures, and deadlines is available online. One of the preliminary steps is for the student to start a FOE Nomination form. The supervisor will also be expected to complete sections on the form including the proposed date and the composition of the FOE Committee. (Alternatively, the supervisor may start the form; in that case, they should enter the student's name and email address where DocuSign requests it, complete the student's section of the form, and click "Finish"; DocuSign will then email the supervisor a link to complete the rest of the form).

Please submit the form at least 8 weeks before the proposed date of the FOE (for January and February FOEs, please submit it at least 10 weeks before, to account for the holiday closure): ()

Because all FOEs are temporarily being held remotely, students must also complete an  (PDF) to confirm they have access to a private and controlled space and will be using it for the FOE. The completed form should be emailed to the Registrar's office (oise.doctorate@utoronto.ca) and SGS (sgs.doctoral@utoronto.ca).

 


Restrict Thesis Release

A student's thesis is normally published about five to six weeks after graduation. In exceptional circumstances, in consultation with the student's supervisor, and subject to approval of the Department Chair, students may request to embargo publication of the thesis. Students are still responsible for submitting the final approved thesis within the applicable deadlines. The initial embargo may be for a maximum of two years after the date of graduation: 

If the initial embargo is expiring and another one would be appropriate, contact the appropriate registration specialist for instructions. Further embargoes are also subject to final approval from the School of Graduate Studies.


The Bachelor of Education degree can be awarded to holders of the OISE/UT Diploma in Technological Education who, subsequent to receiving this Diploma, submit to the Registrar of OISE proof of having been granted an approved degree from a university whose accreditation is acceptable to the University of Toronto, and the below form and applicable fees. Only those who received the OISE/UT Diploma in Technological Education after 1975 are eligible for the Bachelor of Education degree

OISE Technological Education Diploma to Degree Conversion Application.pdf

Transcript request (for Current and Former Students)

Information about requesting official degree transcripts (including fees) is available from the . (Note that transcripts will not show conferral of a degree until after the convocation period in which a student graduates; students who have completed all program requirements but have not yet graduated can instead request a letter confirming this, as described in the next section).

Scroll down for AQ (non-degree) transcript information.


Student Letter Requests

*Please note: Effective Monday, February 5, 2024, OISE will no longer produce Confirmation of Registration and Confirmation of Degree Requirements letters. Students should submit these letter requests to the School of Graduate Studies using the  forms available on their website. 


Certification of Degree (for Alumni)

For a fee, alumni can request a certification of degree from the . (Former students who are still awaiting graduation are not yet considered alumni and should instead request a letter confirming completion of degree requirements, as described in the previous section.)


Degree Verification Service (for Third Parties)

For a fee, third parties can request verification that an individual has received a University of Toronto degree. Please visit the . Note: in accordance with University policy, this is the only piece of student information that a third party can receive without explicit written approval from the student/former student.


Course Descriptions

Occasionally, teacher certification bodies and other institutions require official descriptions of courses from previous years. These can be found in the OISE Graduate Studies Bulletin. Course outlines and syllabi are not available.

Electronic copies of the Bulletin from the 2004-2005 academic year to the present are available online at no cost.

Copies of pages from the Bulletin prior to 2004-2005 are available for a fee. To request these, please complete the online . Note that completing the form requires online payment of $17.00 CAD (effective May 1, 2023, the fee will increase to $18.00); your request will not be processed without payment. 


Documentation in Support of Legal Proceedings

A copy of appropriate documents from the student file can be provided to lawyers upon receipt of a written request. This must include explicit authorization duly executed by the student/former student. Our file retention schedule depends on the program of study. The fee is $50.00 CAD, payable by cheque to the University of Toronto. (effective May 1, 2023 this fee is increasing to $51.00) For more information, please contact the appropriate registration specialist.

*PLEASE NOTE: student files can now be a combination of electronic and paper; delays to this service are to be expected as hard copy files in storage are checked. Please note that records are kept per our official retention policy.


Additional Qualification (AQ) Transcripts 

An official record of additional qualification courses is available for $18.00 CAD.

  • For AQ courses completed in Winter 2017 or later, contact the OISE Continuing and Professional Learning Office at 416-978-2474 or oise.cpl@utoronto.ca.
  • For AQ courses completed in Fall 2016 or earlier: complete and return the fillable AQ Transcript Inquiry form to transcripts.oise@utoronto.ca, once we verify your information, we will send you a link to a secure order and payment website.
    AQ Transcript Inquiry Form.pdf

NOTE: Degree Transcripts (i.e. BED, MED, MT PHD) must be ordered through:  


Other Documentation Requests

For all documentation requests not listed above, please contact the appropriate registration specialist. Fees may apply as appropriate. The ROSE may not be in a position to fulfill all requests.

Practicum Reports/Summative Evaluations from the BED program are no longer available.  To inquire about obtaining a replacement of a report for a teacher education program completed within the past 7 years (7 year retention policy), contact MT Practicum <mtpracticum@utoronto.ca