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Graduate Program in Social Work Faculty of Graduate Studies
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Guidelines, Policies & Forms

Overview

Once you are registered as a graduate student you have entered into a program of study and unlike undergraduate studies, you must register and pay fees every term, including the summer term and the term in which you will complete all degree requirements.

There are 3 basic steps to registering and enrolling in courses:

  1. Familiarize yourself with the registration information, which includes courses available for each term.
  2. Familiarize yourself with the steps to registration and course enrolment on the Office of the Registrar’s website.
  3. Connect by computer to the Registrar’s Office website and enrol in courses for each term.

Although all three actions are related and sequential, they are distinct and separate actions. All graduate students must register for the Fall, Winter, and Summer terms.

When Can I Register?

The Graduate Program Assistant will communicate to students when the access period to register will commence. Registration deadlines are also posted on the Faculty Graduate Studies website. After the posted deadline you can still register, but you will be charged a late registration fee of $200. The absolute deadline to register is always the 30th of the first month of the term. Failure to register by this last deadline can result in a student being withdrawn from their program for failure to maintain continuous registration.

Please note that the access period dates refer to the period during which a graduate student can access the Web registration and enrolment system to register, enrol in courses or drop courses. If the first month of the term has passed, graduate students are advised to check with their graduate program office to verify that courses can still be added or dropped. The system will allow graduate students the maximum flexibility to make changes online, however this does not guarantee that late additions or deletions of courses meet Faculty and/or Program requirements.

When Can I Enroll?

Once you have registered, you may enroll in courses. Unlike registration, enrollment is not a necessary action in every case. Some students may be using the term to prepare for their academic activities like their comprehensive exams. Although this is an academic activity, there is no course number affiliated with this activity.

Continuous Registration

The Faculty of Graduate Studies does not have an option whereby students can “stop out” for a term and then re-enter their program of study (except for the MBA program). Graduate students are required to register in each term until the completion of their degree as either a full-time or part-time student. A student may petition for the following other permissible categories of registration: Leave of Absence, External Leave of Absence, No Course Available, or Maternity/Paternity Leaves of Absence, Elective Leave.

If a student withdraws, or is withdrawn by the Faculty for failure to maintain continuous registration, the student will be required to petition for reinstatement (if eligible) or reapply for admision into the program and may be required to pay fees for the intervening term

Continuing Students

Only graduate students can use the automated system to register in the Faculty of Graduate Studies and enroll in graduate level courses; moreover, graduate courses are tied to specific graduate programs. In other words, only graduate Economics students can enroll in graduate Economics courses. Any other variation to this requires special permission.

Therefore, graduate students wishing to take courses in another graduate program, must first have permission from their home program and receive permission from the host program. Once both parties have given the student permission, as is indicated by the completion of a “Request to take Courses in Another Graduate Program” form, the host graduate program assistant extends permission to the student’s record to allow access to the course. Then, using the registration and enrolment system, the student may add or drop courses accordingly.

The Faculty of Graduate Studies has moved to an online petition system. Both the Graduate Academic Petitions portal and instructions for navigating the portal can be found on the Faculty of Graduate Studies website.

  1. Grade Change
    Removal of an F Grade from a student’s record If a student hasn’t completed course work by the end of a course, a grade of Incomplete is submitted to the Registrar’s office. If this grade is not changed by the 15th day of the beginning of the following term the Incomplete grade converts to an F grade.
    To remove the F grade or replace it with a new grade, a student must fill out a Petition Form, explaining the circumstances that led to the F grade. Students must provide satisfactory supporting documentation.
    Incomplete Grade Extension
    If you feel you will be unable to complete the course work in the time allotted, discuss this with your professor. S/he may give you an extension, which means when grades are submitted you will receive an Incomplete grade on your record. This extends the grade reporting date until the 15th day of the following term.
    • Any further extension requires a petition.
    • Please note: Students who have Incompletes on their record are not normally eligible for a Leave of Absence.
  2. Reinstatement
    Students who withdrew in good standing or were withdrawn for reasons other than academic, may petition for reinstatement within 3 terms of the last term registered.
  3. Time Extensions
    Time extensions are generally approved only on a part-time basis. A letter explaining the circumstances, a medical certificate (if appropriate) and (for PhD students) a supporting letter from the supervisor must be attached. The supervisor’s letter should provide an academic rationale for the extension and the anticipated completion schedule. In requests for extension of full-time status, the academic circumstances that require full-time status should be outlined.
    • Part–time extensions: Candidates who have reached the number of terms in which students are normally expected to have completed their degree.
    • Full–time extensions: Under very exceptional circumstances, students may petition for an extension of their full-time status.

Please note that students cannot combine Leaves of Absence to equal more than 4 terms LOA.

  1. Leave of Absence (Petition required)
    Students may petition for a Leave of Absence on medical (doctor’s note required), personal or compassionate grounds for up to a maximum of three terms.
    • Contact the Graduate Program Director about the request.
    • Write a letter to the Graduate Program Director outlining the reason for the request and the time duration. You should submit this letter at least one month before the start of the term for which you want the leave.
    • Contact the Graduate Program Assistant to complete a Petition form.
  2. Parental Leave
    You can apply for parental leave in addition to the three terms allowed under an ordinary Leave of Absence for birth. A Parental LOA is regarded as an inactive term and is not included in the calculation of time limits for completion of the MSW degree. A one–term Parental Leave is available to students who are providing care to family members.
  3. Elective Leave of Absence
    This leave is for students wishing to take one term off, not due to compassionate or medical reasons. This leave is available under special circumstances only, and not available to full-time students. Please contact the Graduate Program Assistant for information.
    Note: Ordinarily, students who are carrying grades of Incomplete will not be granted leaves. Time limits are frozen during all leaves.

Graduate students must apply to graduate.

The Graduate Program Assistant then performs a degree audit on each candidate and determines his/her eligibility for convocation. If a student is not eligible, s/he will be notified immediately and steps to assist the student to rectify the situation will be taken if applicable.

Students are eligible for convocation when:

  • they have completed and submitted their Practice-based Research Paper (PRP), and the paper has been approved by their supervisor; and
  • all other courses are complete (including Practicum) and students have received marks in all of them.

In the order they are to be included in your PRP:

To be submitted separately with spiral-bound PRP:

Important:
Introductory Tutorial for the Tri–Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS) — All students are required to complete the tutorial, print off the completion certificate, and submit it to the Graduate Program Assistant for inclusion in your student file, prior to completing any ethics forms.

  • Student E-Accounts: Tel: CNS — 416-736-5800
    To activate your York e-mail account go to the York Home page, then click on “Current Students,” then click on “My Mail” on the right side of the screen and then follow the prompts.
  • PRP Library
    There are books, past students’ theses and some PRPs available for two week loan from the Social Work Office. These are here for students’ convenience and we ask you to please sign out the books and papers with an office staff member. The resource centre is located in the main social work office. Please ask a staff member to assist you with the cabinets if the doors are locked. Students can also access an online database of all the resources contained in our Resource Centre.
  • Student Lockers
    Lockers are available to students in Ross South 8th Floor. Indicate in writing to the Graduate Program Assistant the locker you have claimed for use, and put a lock on it. Please remember to remove the lock at the end of the academic year. Locks not removed by May 30th will be cut off.
  • Graduate Student Association
    The Graduate Student Association is a Student Government body, funded by the university. All program level student associations are part of this student government body. Please contact the GSA directly or visit their website for further information. To learn more about their health plan please visit their website.
  • Social Work Graduate Student Association/Social Work Association of Graduate Students (SWAGS)
    The Social Work Graduate Student Association represents the voice of graduate students in the MSW and PhD programs, providing leadership and opportunities for those interested in organizing and participating in student events and activities. This association is an initiative of the students. The Association is comprised of student representatives who meet on a regular basis to address students’ concerns and maximize student participation in the program. The Association has a yearly budget. The Association has standing on the York Graduate Student Association and the Tri-university Committee, comprised of the Toronto Metropolitan University, U of T, and York Schools of Social Work. Over the years, the Association has hosted student events such as Seminar Series and Workshops, has supported social justice events in the city, and has participated on Social Work Faculty committees. The Association has representatives on the following committees: Social Work Practicum Committee, Social Work Graduate Executive Committee, Faculty of Graduate Studies Council, and Graduate Student Association.

Campus Facilities and Services

Scott Library

York University’s main library, Scott Library, is attached to the Ross Building — Central Square.

To obtain a library card: take your sessional student card, which you receive each session you register (F/W and Summer) to the library where they will issue you a library card. Graduate students have the opportunity of getting an “extended 90 day loan” period from the library. However, there is a memo that must be obtained from the Social Work Office and signed by the Graduate Program Director before this privilege can be extended by the library. Contact Kathleen if you would like one of these memos.

If you have any questions about social work library services, please contact Norda Bell, Teaching and Learning Librarian at 416-736-2100 Extension 33392.

Library hours and other information can be obtained by calling 416-736-5150. A telephone book renewal service is available at 416-736-5760 until 9 pm.

Parking

To park at York University, it is advisable, and in the end probably cheaper and more convenient, to purchase a parking pass. Parking passes can be purchased from the Parking Office. Their phone number 416-736-5335.

Career Services

Located in 202 McLaughlin College, Career Services offer a wide variety of opportunities, from learning the basics of job search techniques to conducting computerized occupation/job searches on the Internet. They offer year-round workshops on writing effective resumes, acing interviews and much more. Their phone number is 416-736-5351.

Student Accessibility Services

Student Accessibility Services provides individualized academic accommodation planning to students with learning disabilities/disorders, chronic health and mental health conditions, attention disorders (ADD or ADHD), brain injuries/concussions, physical or mobility disabilities, injuries (e.g. broken arm) and sensory disabilities or impairments (Deaf, deafened, hard of hearing, Blind, low vision, partially sighted), as well as students who are neuroatypical, neurodivergent and on the autism spectrum. This centre is located in room N108 Ross Building and their phone number is 736-5755.

We advise students to register with us well in advance of the start of their studies. You can start the registration process as soon as you accept an offer of admission from the University and set up your Passport York account.

Social Work Resources

York University Resources

Faculty of Graduate Studies Forms

The following forms can be found the Faculty of Graduate Studies website:

  • Academic Affairs
  • Student Affairs
  • Thesis and Dissertation
  • Student Finances
  • Graduate & Postdoctoral Professional Skills (GPPS)
FGS Forms

Quick Links

Learn More

The Graduate Program in Social Work at York is an exciting environment to pursue innovative, socially engaging, career-ready education. Contact our Graduate Program Engagement Coordinator for information.

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