8. Continuous Registration 8.1 Loss of Status Any candidate who remains unregistered in his/her degree program for three terms (twelve months) will lose his/her graduate status. 8.2 Continuous Registration in Thesis, Research Essay, or Independent Research Project Any candidate (full time or part time), after initial registration in a thesis, research essay, or independent research project, must maintain this registration in all successive terms (including the term in which the student is examined), until his/her thesis, research essay, or independent research project is completed. Completion means modifications, any retyping involved, etc. Students should note that faculty approval to register in the thesis, etc., is given on the understanding that the student will be in regular contact with his/her supervisor, and that thesis research will be actively pursued in each term of registration. 8.3 Deposit of Thesis Copies In the case of a thesis, registration must be maintained until five final copies are deposited in the office of the Faculty of Graduate Studies and Research. Should the final copies not be deposited in the office of the Faculty of Graduate Studies and Research by the last day for late registration in a given term, the student will be required to register for that term. A microfilming charge of $35 will be assessed at the time of deposit in the office of the Faculty of Graduate Studies and Research. 8.4 Reinstatement Students whose files have been closed as a result of failure to observe continuous registration requirements must apply for reinstatement if they wish to continue their studies. If reinstated, students must pay a reinstatement charge which consists of $25 plus the equivalent of two half-credit course tuition fees for each term in which they failed to register. The reinstatement charge is a tuition fee and therefore, is defined as eligible for income tax deduction. 8.5 Exemption from Registration Students who have valid reasons for not registering for a term may apply for permission to remain unregistered by: (a) writing to the Dean of the Faculty of Graduate Studies and Research stating the reasons for seeking exemption from registration (b) requesting a statement from the departmental supervisor of graduate studies (and from their thesis supervisor, if there is one) in support of their request, confirming that they will not be on campus for the term, will not use any university facilities (that is, library, laboratories, computer centre, etc.), or receive any supervision, including supervision through correspondence (c) graduate students may apply to the Dean of the Faculty of Graduate Studies and Research through their graduate department for a one- to three-term maternity leave from the Faculty of Graduate Studies, during their program of study. While on leave students will not be registered with the faculty, nor will they be required to pay fees for this period. They will not be eligible to receive awards administered by Carleton University during the leave. In the case of other awards, the regulations of the particular granting agency will apply. The time limit for completion of program will be extended by the duration of the leave taken. Where possible, the start and finish of the leave should coincide with the start and end of a term. It is understood that such an exemption from registration will be granted only in exceptional cases (for example, medical or other special reasons). Exemptions are normally granted for one term, but in extraordinary circumstances an exemption may be granted for a longer period. When exemption from registration for a term or terms has been approved by the Dean of the Faculty of Graduate Studies and Research, this period will be exempt from the overall time limit allowed for completion of the program. 8.6 Off-Campus Registration Students who have been permitted to study off campus, while registered full-time at Carleton, may register using Touchtone Telephone Registration or by mail. 8.7 Course Changes A course change is the addition or deletion of one or more individual courses by a registered graduate student. This is the only acceptable procedure for revising or correcting a graduate student's registration. All course changes must be approved by the department. Note: The deadline dates for course changes are stipulated in the academic schedule of this calendar. 8.8 Withdrawal A graduate student wishing to terminate his/her registration in a graduate program (that is, drop all courses) must consult with the department prior to withdrawal. (a) Withdrawal Credit When a student officially withdraws, a withdrawal credit will be calculated on a pro rata basis as of the date of withdrawal or receipt of letter. Credit for fees or refunds will depend on the date of withdrawal and the amount of fees originally paid. Students are encouraged to examine the financial implications of withdrawal. A refund schedule is available at the Business Office (see Withdrawal and Fee Credit, page 35). (b) Mid-Term Transfer of Program Graduate students are cautioned that there is no procedure at Carleton University for direct "mid-term" transfer from one graduate program to another. Similarly, there can be no direct transfer to or from undergraduate or special student status. Any candidate who elects to change programs after registration (before the last day of late registration) will be required to withdraw from the first program and then register in the second. The pro rata refund of fees calculated as a result of withdrawal from the first program can be applied against the new fee assessment for the second program. (c) Degree Completion A registered candidate who completes his/her degree requirements by depositing the thesis/research essay prior to the last day for withdrawal in any term (as specified in the academic schedule) is required to withdraw formally if he/she anticipates any refund of fees. Note: This only applies to thesis or research essay registration.