Frequently Asked Questions
Getting Started: Course Selection and Program Planning
Click on any question below to see the response.
When do I pick/change my courses (current and new students)?
What are my options for completing my program (Masters)?
What courses are mandatory for my program?
How will I know who my Academic Advisor is and how to reach him/her?
I can't get a hold of my Academic Advisor, what do I do?
What happens if I don't select courses by the deadline date?
How do I get my login and password for the Graduate Portal?
What if I have lost my login and/or password or they don't work?
What is the process for Program Planning once I log into the Graduate Portal?
How many courses do I need to register in/how far ahead to I need to pick my courses?
How can I tell if my course/program choices have been approved?
Do I need to do anything in advance to prepare for my classes?
How do I know which text books to get and where to get them?
Where do I see the courses I've signed up for?
Who do I talk to about making course and/or program changes?
How do I make changes to my courses (i.e. Add/Drop)?
When can I make changes to my courses/program?
I can't log into the Grad Portal, what do I do?
I can't see the Program Planning area in the Grad Portal, what do I do?
I am finished my course work – does Program Planning still apply to me?
I am a Ph.D (Joint Ph.D) student – do I still do Program Planning?
I'm ready to graduate – do I still have to do Program Planning?
I'm planning on taking a Leave of Absence – do I still have to complete Program Planning?
When do I pick/change my courses (current and new students)?
New students select their courses in May or June, depending on when the application process is complete. There is an information night held to orient you to the program and to show you how to access the Graduate Portal (where you select your courses on-line). You will receive information about this via email.
You will choose all of your courses for your entire program at this time, but please note that each year, you review your program planning and make changes if necessary.
Program planning for current students occurs each year in March. This is the only time of year when students can make changes on-line, but they always have access to view their selections. Add/Drop periods for the fall and winter terms, as well as Curriculum on-line summer courses, are the first week of classes. Add/Drop for Summer onsite courses is the first class only (particularly for adds) due to the intensive nature of these sessions (i.e. Intersession and Summer Session).
 |
What are my options for completing my program (Masters)?
Counselling Psychology students complete an Internship (which you enter in program planning – 9549, 2 terms) and have the option of doing a thesis (9590).
Educational Studies students have 2 options:
- six half courses and a Thesis (9590); or five half courses + IPP + thesis (9590) (students who started in 2007 or later)
- eight half courses and a Directed Research Project (9589); or seven half courses + IPP + DRP (9589) (students who started in 2007 or later)
The Comprehensive Exam (course work based program) is being phased out and is not available to M.Ed. Educational Studies students who started their program in 2007 or later.
What courses are mandatory for my program?
Core courses in Counselling Psychology are 9542 (Assessment in Counselling Psychology), 9544 (Theories of Counselling Psychology), 9545 (Practicum in Counselling, 9546 (Research Design in Counselling) and 9549 (Internship in Counselling -full course, two terms).
Core courses in Curriculum Studies (on-site and on-line) are 9580 (An Introduction to Curriculum) and 9678 (Diverse Traditions: Approaches to Educational Research), with 9580 normally completed at the beginning of a program of studies. The course 678 should not be taken until 9580 and at least two other half courses have been completed.
Core courses in Educational Policy Studies are 9500 (Power, Politics and Policy in Education: Historical and Contemporary Perspectives), 9600 (The Management of Educational Policy in Ontario, 1960 to the Present) and 9678 (Diverse Traditions: Approaches to Educational Research) .
Core courses in Educational Policy Studies - Leadership focus, 2006 admits and earlier are 9500 (Power, Politics and Policy in Education: Historical and Contemporary Perspectives), 9501 (Theories of Educational Administration), 9505 (Economic Contexts of Educational Administration), 9507 (Graduate Seminar in Leadership), 9508 (Educators and the Law) and 9678 (Diverse Traditions: Approaches to Educational Research) .
Core courses in Educational Policy Studies - Leadership focus, 2007 admits and later are 9500 (Power, Politics and Policy in Education: Historical and Contemporary Perspectives), 9501 (Theories of Educational Administration), 9507 (Graduate Seminar in Leadership), *9503 (Educational Finance for School Leaders), *9508 (Educators and the Law) and 9678 (Diverse Traditions: Approaches to Educational Research) . *Thesis students register for ONE OF 9503 and 9508; Directed Research Project students register for BOTH 9503 and 9508 (plus one elective).
Core courses in Educational Psychology/Special Education are 9526 (Psychology in Education: Issues, Theories and Practices) , 9622 (Research Design in Education) and 9657 (Problems and Issues in Special Education). 9621 (Introduction to Statistics in Education) is compulsory for thesis students and highly recommended for Directed Research Project students.
Students who started their program in 2007 or later have another compulsory component to their degree; Independent Proposal Preparation (IPP - 9684). This is not a course in the traditional sense, but is the academic mechanism that facilitates the development of the student's proposal and ethical review (where required) in one term.
|
How will I know who my Academic Advisor is and how to reach him/her?
New students are sent an email with the name of their advisor and his/her contact details. Advisors can be reached by phone, by email, or in person at the Faculty of Education.
|
I can't get a hold of my Academic Advisor, what do I do?
There are certain times of year when faculty members are difficult to reach. New students are advised to try to contact their advisors as soon as possible once they have been notified they can do so. Many faculty do research, present papers at academic conferences, and/or take vacation in the summer. Please note that mid-July to mid-August is mandated as faculty vacation time.
|
What happens if I don't select courses by the deadline date?
The deadline dates provided for program planning are important for a number of reasons. Once students select their courses, Academic Advisors go on-line to approve students' courses. Once each term, approximately 4 weeks before the next term begins, the Office of Graduate Programs & Research completes a “course upload” to the Office of the Registrar – this is the process that formally registers students in their courses. At that time, instructors can access class lists. Instructors need access to class lists well in advance to order text books so they will arrive in time. Late additions and changes must be done manually, which is a work-intensive process, and affects the accuracy of class lists that are used to order text books. This is why it is crucial that students (current and new) abide by the deadline dates provided.
|
How do I get my login and password for the Graduate Portal?
New students are sent an email that includes login and password information and detailed instructions when it is time to select courses. Current students should also receive their login and password information via email along with program planning instructions.
Students can access the Graduate Portal at all times to view (if not change) course selections and thus, should keep their login and password information somewhere safe.
If login and password information is lost, students can contact the Office of Graduate Programs & Research for this information.
|
What if I have lost my login and/or password or they don't work?
If you have lost your login or password, please contact the Office of Graduate Programs & Research at graded@uwo.ca or 519 661-2099.
If your login or password does not work please try the following troubleshooting tips:
- if you have an instructor ID for the Graduate Portal, please do not use this; use your student ID in order to access the student menu
- type in your login and password exactly as show as they are case sensitive (make sure your Caps Lock is not on)
- if all else fails, contact the Faculty of Education Help Desk at edu.tech.support@uwo.ca or 519 661-2111 ext. 84839
|
What is the process for Program Planning once I log into the Graduate Portal?
These detailed instructions for Program Planning are sent to you via email and there is an audio/visual tutorial accessible once you log into the Graduate Portal: http://grad.edu.uwo.ca/. Before proceeding, you must discuss your choices with your Academic Advisor as he/she approves your choices and cannot do so if you are unknown to him/her.
Step 1 – Log into the Graduate Portal using the login and password provided. This takes you to your home page.
Step 2 –Click on “Your Grad Student Menu” on the left hand side of the screen.
Step 3 – Enter your student ID number (for security)
Step 4 – Click the radio button for “Program Planning” and click on “proceed.” If nothing happens you need to disable pop-up blockers for this site in order to see the Program Planning area. If you need help with this, please contact the Faculty of Education Help Desk at edu.tech.support@uwo.ca or 519 661-2111 ext. 84839.
Step 5 – Completed and current courses will show at the top for returning students. Returning students may also see “999 Continuous Graduate Enrollment.” This is not a course – it is simply an automatic notation for all Graduate students (you may also see this on your fee statements) but it is being phased out (2008).
Step 6 – You will see a series of term drop boxes. Each future term is listed chronologically. Every possible option (i.e. courses offered in that term plus other options such as thesis, project, Qualifying paper, Leave of Absence etc.) should be available for each term, but if you find something that is missing, please notify the Office of Graduate Programs & Research. If a course is not offered in a particular term it will not be in that term's drop box. Please use the 3-Year Plan of Course Offerings (on the “Course Descriptions and Timetables” page of the web site) to verify which courses are offered in each term. From each applicable term drop down box, select a course and click on “add.” Do this for each course you would like to add in each term; if needed you can add more than one course/selection in any given term. You do not have to do anything to save your choices once you click on the “add” button for each course – your selections are automatically saved.
Please note that there are not separate drop boxes for Intersession and Summer Session – you simply select all courses you will take for the Summer term collectively. Summer Curriculum On-line courses runs the same as the Fall and Winter terms (12 weeks), starting the beginning of May.
Please register for each and every term, as best as you can predict, until you plan to complete your program requirements. This includes program requirements beyond course work such as thesis, project, (Comprehensive Exam), Qualifying Exam (PhD), Comprehensive Portfolio (Joint PhD) or Internship (2 terms, Counselling Psychology).
AT MINIMUM , you must register for the following (Summer - current students only), Fall and Winter terms, as Program Planning is done only once per year in March - not every term. While you are able to make changes if necessary, we need to be able to predict future enrolment for planning purposes.
The selections you make in the grad portal are the choices we register you in each term (otherwise known as the “course upload”). If you leave blanks, or have terms where you are not registered in anything, you will pay tuition regardless (i.e. you will pay for nothing)! All Graduate Students are continually enrolled until they complete their program requirements. It is every student's responsibility to ensure he/she is registered appropriately. This is not the responsibility of the Office of Graduate Programs & Research!
Step 7 – Click on the digital signature at the bottom of the page, (whether or not you made changes - current students). This is the only way the Office of Graduate Programs & Research can verify that you have reviewed your choices; each student is responsible for ensuring his/her course and program choices are accurate. You can go in and out of the Grad Portal to make changes as often as you like during the designated Program Planning period, but please wait until you have finalized your choices to click the digital signature. If necessary, click it again if you have made further changes.
If you have a legitimate reason for not registering for the minimum following 3 terms (current students only), you can indicate that you will complete your program, or enter your reasons in the "other" box. If you are planning a medical or compassionate Leave of Absence you can select "Leave of Absence" from the term drop boxes. Please note that Leaves of Absence must be approved.
Once you are finished you can click on the "save and exit" button to return to your homepage. If you would like to print your program planning page there is a link at the top of the course selection page.
|
How many courses do I need to register in/how far ahead to I need to pick my courses?
New students register for their entire program – all of their course work up to and including at least one term in whatever they will do to complete their program (i.e. Thesis, Project, or Internship).
Current students redo Program Planning every year in March (winter term). These students must verify that no changes or additions are required to what they have already selected for at least the following three terms until the next program planning period – i.e. the following Summer, Fall and Winter. We prefer however, that you register/make changes, as best as you can predict, right up to the point at which you plan to complete your program requirements. For example, if you think it will take you 3 terms to write your thesis, register in thesis for 3 terms following the completion of your course work.
|
How can I tell if my course/program choices have been approved?
You must consult your Academic Advisor about your program goals and plans so he/she can properly guide your choices and then subsequently approve them. Your Academic Advisor may contact you to discuss your choices, and he/she has the right not to approve your choices if you have made no contact. The Office of Graduate Programs & Research also approves all choices, however, we don't always have time to approve all choices at once. Therefore, don't be alarmed if your choices are approved at different times. Once approvals have been made, you will see this in the Graduate Portal. Instead of your choices showing as ‘Request Add' they will show as ‘Approved.'
If changes in your selections are required, you will be contacted via email and provided with instructions as to how to proceed. This may happen for a number of reasons; you did not follow the 3 year plan, you did not follow your program checklist and your courses are out of order or prerequisites or required courses are missing, a course is full, etc.
|
Do I need to do anything in advance to prepare for my classes?
Typically no; however, some instructors will be in touch via email before the first class to provide a copy of the course outline and instructions for the first class (e.g. readings to be completed in advance). Normally you are provided this information in the first class.
Please check the timetable right up until the first class in case of last minute changes.
|
How do I know which text books to get and where to get them?
Unless your instructor contacts you by email before the first class, you will be provided a course outline that includes required texts at your first class for each course. Faculty of Education students can get their books at the Books Plus in the plaza on the corner of Sarnia and Western Roads.
|
Where do I see the courses I've signed up for?
Students always have access to view the courses they have selected in the Graduate Portal: http://grad.edu.uwo.ca/ .
|
Who do I talk to about making course and/or program changes?
Please discuss any course or program changes with your academic advisor . New students are provided with advisor phone numbers and email addresses; current students who no longer have this information can find it in the Western Directory ( http://www.uwo.ca ). Faculty can also be emailed from the research page of the Faculty of Education web site. Your advisor must contact the Office of Graduate Programs & Research (email is fine) to approve any changes.
|
How do I make changes to my courses (i.e. Add/Drop)?
Outside of Program Planning times (upon commencement of your program and every March thereafter) the Add/Drop procedure is to have your Academic Advisor send an email to the Office of Graduate Programs & Research approving any changes you wish to make. You must first discuss your proposed changes with your Advisor, and then send him/her an email detailing the changes. Your Academic Advisor can then add his/her approval and forward your email to the Office of Graduate Programs & Research. ALL program and course changes must be approved by your Academic Advisor.
|
When can I make changes to my courses/program?
Students have access to make changes/additions on-line when they first sign up for courses (as new students) and every March during Program Planning. The official Add-Drop periods are the first week of classes (fall and winter terms and summer on-line courses) and the first class only for onsite summer courses (Intersession and summer sessions) due to the intensive nature of these sessions (adds in particular). With regard to dropping a course, there are 3 dates to note; dropping a course by this date each term results in it not appearing on your record at all, the second date is the deadline for a course to appear as withdrawn (WDN) on a transcript and after this date a drop appears as 'F.' These dates are published each term on the School of Graduate and Postdoctoral Studies web site and the monthly calendars sent out by the Office of Graduate Programs & Research.
|
I can't log into the Grad Portal, what do I do?
If your login or password does not work please try the following troubleshooting tips:
- if you have an instructor ID for the Graduate Portal, please do not use this; use your student I.D. in order to access the student menu
- type in your login and password exactly as show as they are case sensitive (make sure your Caps Lock is not on)
- if all else fails, contact the Faculty of Education Help Desk at edu.tech.support@uwo.ca or 519 661-2111 ext. 84839
|
I can't see the Program Planning area in the Grad Portal, what do I do?
If you can log into the Grad Portal but when you click on the radio button for the Program Planning area nothing happens, this means that you need to disable pop-up blockers. If you need help with this, please contact the Faculty of Education Help Desk at edu.tech.support@uwo.ca or 519 661-2111 ext. 84839.
|
I am finished my course work – does Program Planning still apply to me?
Yes! All current students who are not completing their degree requirements in the winter term (when we do Program Planning) must log into the Graduate Portal and verify that no changes are required.
Graduate students must be continually enrolled until they complete their program requirements, so once you are done your course work, you still need to register in “something;” whatever you are doing to complete your program – i.e. Thesis, Project, or Internship. Ph.D/Joint Ph.D students must register for Qualifying Exam/Comprehensive Portfolio each term until this component is completed followed by thesis.
Please note: It is each student's responsibility to ensure he/she is properly register and because graduate students are continually enrolled, you will receive a fee statement regardless of whether or not you register. To avoid paying tuition for nothing, or encountering problems due to being incorrectly registered, please follow the Program Planning instructions and abide by the deadline dates provided.
Here's an example of how failing to register can negatively affect you: if you did not register for a term and completed your program requirements, you would not be able to finish in that term - you would need to register and pay tuition for an additional term. We have seen this happen with students completing their requirements with a Directed Research Project.
|
I am a Ph.D (Joint Ph.D) student – do I still do Program Planning?
Program Planning is required for ALL continuing students. Ph.D./Joint Ph.D students must register for their core and elective courses, followed by Qualifying Exam/Comprehensive Portfolio and then thesis.
|
If I have completed my course work and am already registered in Thesis/Project/Comprehensive Exam/Internship, what will I see when I login in the program planning area?
Students will see the choices they have made in the Grad Portal including such non-course choices as project, internship, Qualifying Exam and Comprehensive Portfolio. The story is different for those registered in thesis. The course numbers assigned to thesis (Masters 9590, PhD 9790, Joint PhD 9791) are internal designations for record keeping purposes. It is therefore important that you enter these selections as it is the only way the Office of Graduate Programs & Research can track your registration and progress in this component of your degree. Once we do the course upload each term though (the process that formally registers you), these course numbers or internal designations disappear. There is a place where this information is stored locally - like a historical snap shot, but unfortunately students cannot see this. Instead, students see "no current course selection" when they log into the Graduate Portal. Students who register according to Program Planning procedures and deadlines need not be concerned with this as the Office of Graduate Programs & Research will have a record of their thesis registration.
|
I was finished my course work but wish/need to register for additional courses or make a change. What do I do?
Students have required courses and a minimum number of courses they must complete. Any student is welcome, but not required to take extra courses and may be advised to do so in order to prepare for thesis or project research. Simply follow the Program Planning or Add/Drop procedures to add extra courses.
I'm ready to graduate – do I still have to do Program Planning?
This is the one exception/one time when you don't have to complete program planning! Since Program Planning takes place in March (winter term), those who will finish their degree requirements in the winter term do not have to complete program planning. If you will graduate a term or two after Program Planning is completed (i.e. not in the winter term), you must register up to the point you believe you will finish. There is a spot to indicate that you have not registered for at least 3 terms because you will complete your degree requirements before that time.
|
I'm planning on taking a Leave of Absence – do I still have to complete Program Planning?
PLEASE NOTE: Leaves of Absence must be approved by your Supervisor, the Associate Dean, Graduate Programs & Research, and the School of Graduate and Postdoctoral Studies (FGS). They are granted for medical or compassionate reasons only. Please print and submit to the Office of Graduate Programs & Research the “Request for Leave of Absence” form (with any required documentation) available on the SGPS web site: http://www.uwo.ca/grad/current_students/forms.htm .
Since you are still registered as a student when you take a Leave of Absence, you do still need to complete Program Planning if you have not completed your course work – and to indicate “Leave of Absence” for terms you will be away. You can select “Leave of Absence” from each term's drop box just like any other choice. It is the last selection in each term drop box and is designated by “LA” instead of a number. Program Planning occurs once per year in March, so you must registering for at least the following summer, fall and winter terms.
If you are on a Leave of Absence when Program Planning occurs, but will be back before Program Planning occurs again the following March, please ensure that you are registered for Leave in the appropriate terms, as well as the appropriate course/program selections in the terms you will be back for.
When you return from your leave, please log into the grad portal to ensure your registration is complete and accurate.
|
How do I enter non-course work into Program Planning (e.g. Thesis, Project, Comprehensive Portfolio, Leave of Absence etc.)?
These options are entered just like courses are – you simply select the number that represents that option. For example, PhD thesis is 9790, Joint PhD Dissertation is 9791, Masters thesis is 9590, Project is 9589, Internship is 9549, Qualifying Exam is 9789, etc. Every possible option (courses offered in that term plus Thesis, Project, Leave of Absence etc.) should be available for each term, but if you find something that is missing, please notify the Office of Graduate Programs & Research.
*During Program Planning, I checked my previous selections and don't need to make any changes (my selections are fine and I am registered in something for at least the following summer, fall and winter terms) – what do I do?
Simply check the digital signature to indicate that you have reviewed your choices and you're done!
|
*I am enrolled in thesis (Ph.D or Masters), but I can't see this in the program planning area – what do I do?
The course numbers assigned to thesis; 9590 (Masters thesis) and 9790/9791 (Ph.D/Joint Ph.D thesis) are internal designations only for record keeping purposes. Therefore, when you register for these in the grad portal, we are able to capture this information internally. Once we do the course upload each term (process that formally registers you), approximately one month before the start of the following term, these designations disappear as the course numbers are not recognized by the corporate database. This is why you see "no current course enrolment" in the graduate portal. Those who registered according to Program Planning instructions and deadlines have nothing to worry about here since their registration will be noted in the Office of Graduate Programs & Research. Students will still be able to see future terms of thesis registration until we do the course upload each term.
|
