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Changing your student status at the university

On this page

  • How to change between full- or part-time studies
  • How to change programs
  • How to change research supervisors
  • How to withdraw from your program
  • How to take a leave of absence

If you have any questions regarding your specific situation, please email gradstudies@ontariotechu.ca.

Considerations before making a change

  • Understand the minimum and maximum time limits for your program, and that a change in status may result in an adjustment to the time limits for program completion. Any term(s) with an approved leave of absence will not be counted toward your completion time.
  • Changes in status require the approval of your supervisor (where applicable), the graduate program director, and SGPS.
  • Consider the relevant deadlines each term.
  • Understand how changes in status may impact your funding.
  • Forms can be found on the MyOntarioTech graduate student hub.

Instructions for changing your status

  • Changing between full- and part-time studies

    If you are an international student, please contact iss@ontariotechu.ca.

    1. The deadline to change full/part-time status is the first day of the semester.
    2. Determine if your program can be taken part-time via your program's page on the Graduate Academic Calendar and note the applicable course load limit.
    3. If you are a research student, meet with your supervisor to discuss any impacts to your research plan.
    4. Complete the Change in Status form available on MyOntarioTech and ask your supervisor (if applicable) to sign.
    5. Provide your signed form to the faculty Graduate Program Office.
    6. Changing your status may impact your funding. For any questions relating to funding, including OSAP implications, please email gradfinance@ontariotechu.ca.
  • Changing your program
    1. The deadline to change programs is the first day of the semester.
    2. If you are considering a change of program, please consult with your faculty supervisor (if applicable) and/or Graduate Program Office.
    3. Requests are subject to the admission requirements of the new program of study and final approval will be given by the host Faculty’s Graduate Program Office.
    4. Program changes will only be permitted when there is available space and all admission requirements are met. A new application for admission may be required.
    5. Complete the Change in Program form available on MyOntarioTech and ask your supervisor (if applicable) to sign.
    6. Provide your signed form to the faculty Graduate Program Office.
  • Changing your research supervisor
    1. If possible, meet with your supervisor to discuss the change. Alternatively, it is recommended that you meet with your Graduate Program Director to discuss your options.
    2. The path for resolution will depend on the reasons for the request and who initiates the request to change supervisor.
  • Withdrawing from your program
    1. Please check the Graduate Academic Calendar and Important Dates page for applicable deadlines and the refund schedule.
    2. If you are a research student, meet with your supervisor to discuss your intent to withdraw.
    3. We suggest making an appointment with the Graduate Academic Affairs Specialist to discuss your options.
    4. Complete the Program Withdrawal form available on MyOntarioTech and ask your supervisor (if applicable) to sign.
    5. Provide your signed form to the faculty Graduate Program Office.

    Note: Students who withdraw are not permitted to continue in the program unless a formal application for readmission is submitted and approved by the faculty and SGPS.

Taking a leave of absence

A leave of absence (LOA) can be requested for 1 to 3 academic terms. Partial term leaves will not be approved. Under normal circumstances, retroactive leaves will not be granted.

LOA requests are normally not permitted after the first 10 days of the effective term. Please consult the Graduate Academic Calendar for current deadlines. After the deadline, any LOA requests must be discussed with the School of Graduate and Postdoctoral Studies.

About leaves of absence

  • When can I take a leave of absence?

    Acceptable circumstances for a leave of absence include:

    • Exceptional circumstances, including medical, extraordinary demands of employment, and compassionate circumstances.
    • Maternity leave, which is available to students during or following a pregnancy.
    • Parental leave, which is available to students who face extraordinary demands in parental responsibilities or whose duties require that they be absent from their studies for a period of time.

    Normally, leave of absence forms will not be processed for students who have outstanding fees.

  • What happens during a leave of absence?

    During a leave of absence, the following conditions apply:

    • Students are not registered or required to pay fees.
    • Students may not undertake any academic or research work, or use any of the university's facilities.
    • Students are not eligible to receive scholarships or assistantships from the university. In the case of other graduate student awards, the regulations of the particular granting agency apply.
    • The time limits for completing the degree program will be extended by the duration of the leave taken (i.e., one, two or three terms, as appropriate).
  • How to request a leave of absence
    1. Review the acceptable circumstances to request a leave of absence (see "When can I take a leave of absence?") and the conditions which apply during a leave (see "What happens during a leave of absence?").
    2. If you are a research student, meet with your supervisor to discuss your intent to take a leave from your program.
    3. If you are considering a leave of absence from your program, we suggest making an appointment with the Graduate Academic Affairs Specialist to discuss your options.
    4. To initiate a LOA request, you must complete the Request for Leave of Absence form available on MyOntarioTech. You will need to attach supporting documentation to complete the submission.
  • Returning from a leave of absence
    When you are ready to return from a leave of absence, email gradsupport@ontariotechu.ca.

Special considerations for taking a leave of absence