University Registrar

OFFICE OF THE

University Registrar

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Registration Basics

 

Whether you are new to Queen's, or are a returning student, your academic year begins with your registration.

In order to help you better understand and plan your study year, we have provided a step-by-step breakdown of the process, along with other information that you may find helpful along the way.

Coronavirus (COVID-19) outbreak - Current Services and 2020-21 Dates and Deadline Adjustments

The Office of the University Registrar (OUR) is here to provide service to you.
We continue to offer online and remote service delivery to help reduce the global spread of the COVID-19 virus.
Our commitment to provide support to you remains our priority during this time and our core operations will continue.  As many staff within the OUR are working remotely, we would ask that your inquiries be directed as follows:
If you need a completed form (e.g. Verification of Enrolment required by an RESP provider to access funds) or letter (e.g.  degree certificate) from us, go to our Document Request page for easy instructions.
We are regularly updating our website and will be adding “how-to” videos to help you get what you need as quickly as possible.
Please continue to monitor the Queen’s University’s COVID-19 webpage (https://www.queensu.ca/covidinfo/) for the most up to date information.
 

Fall 2020 Process Changes and Deadline Adjustments

In response to operational changes at the university due to the ongoing global pandemic, the university has implemented initiatives and process changes to help smooth out tuition and fee payments, awards disbursement and registration processes for students. These changes include:
  • Extending the Fall 2020 tuition payment date to September 30 from Sept 1, as course registration is happening in August instead of July. This also consolidates due dates for fall term payments  - On September 30, all tuition and fees will be due, including fall residence fees.
  • Extending fall course drop dates, without financial penalty, to week 8 in the fall term, recognizing the need to provide students more time and flexibility to settle into the term and adjust to the impacts of remote course delivery on their academics. http://queensu.ca/registrar/resources/sessional-dates
  • Maintaining all entrance bursaries and in-program awards that take into account living expenses, even if they were awarded with an assumption that students would not be living at home.  See: https://www.queensu.ca/studentawards/covid-19-important-financial-aid-related-information-and-updates-2020-21-prospective-first-entry
  • Distributing all financial awards per term, instead of annually. This aligns with tuition deadlines and OSAP allocations, and will help maximize clarity regarding student accounts on a per-term basis.
  • Raising the maximum ‘outstanding balance’ allowed on a student account from $50 to allow students to register for courses with debt, recognizing that financial circumstances for students are more uncertain.
  • Currently withholding monthly interest fees on unpaid balances.
  • Currently waiving the $150 late fee on overdue accounts
  • Temporarily revising withdrawal and readmission processes to assist graduate students who could not work on degree requirements for Summer 2020 term.
  • Instituting more flexible deadlines for disbursement of all internal funding related to graduate student research.
Step 1: Selecting your Courses
Course Selection:  Enrolment Appointment (August 10 to 26)

During your enrolment appointment some courses will have restrictions to ensure students who need certain courses receive priority.

Your 'Enrolment Appointment' is your specific time to enroll in your courses. Your Enrolment Appointment will appear in your SOLUS Student Centre beginning August 4th.

When your Enrolment Appointment time begins, you can access the SOLUS Student Centre to enrol in your classes. Please note that you will be enrolled in those selected classes IF there is space available.

Your first enrollment appointment will end at 11:30 pm EST on August 26th.

Please be aware that, if you have an outstanding debt, you will NOT be able to participate in the course selection period. All outstanding debts must be paid by August 4th. You can login to your SOLUS profile to view your account and see if you have any outstanding debts.
Students in the following programs and years will have some (or all) of their courses automatically added by their Faculty / School in late June: Students in the following programs and years will choose some (or all) of their courses and will have 'Enrolment Appointments'
Commerce Years 1 and 2 Arts and Science All years
Education All years Commerce Years 2 - 4
Music Year 1 Music All years
Nursing All years Nursing Years 2 - 4
Physical Education / Kinesiology Years 1 and 2 Physical Education / Kinesiology All years
Engineering & Applied Science All years Engineering & Applied Science Years 2 - 5
Law Year 1 Law All years*
Medicine All years

* New incoming upper-year Law students will select courses and be enrolled manually with the assistance of the JD Program Coordinator, Margaret Gordon, at margaret.gordon@queensu.ca

For more information specific to the Faculty of Law, please see "Special Instructions for Faculty of Law Students" listed below.
Course Selection: Open Enrolment

If you chose some or all of your courses, you will have another chance to add, drop, or swap courses during Open Enrolment.

The Open Enrolment period is as follows:

  • Faculty of Law - August 10 to September 21 (3L); August 12 to September 21 (2L)
  • Faculty of Education - September 1st to 18th
  • All others - August 31st to September 21st

If you require assistance, please email us at solus@queensu.ca
Step 2: Paying your Tuition / Student Assistance Levy

Charges associated with your tuition and the Student Assistance Levy (SAL) are applied to your account within twenty-four (24) hours of your courses being selected and/or loaded.
Finding out what you owe...

To see how much you owe, log in to the SOLUS Student Centre via the MyQueen'sU Portal.

The Account Summary gives you an overview of your financial account at Queen's:

SOLUS: Account Summary graphic

For more detailed information on your charges:

  • Under the heading 'FINANCES', locate the drop-down menu labeled 'OTHER FINANCIAL'.
  • Open the menu and click on 'CHARGES DUE'
  • Click on the round arrow icon
Cannot pay your Tuition and Student Assistance Levy (SAL) by the deadline?

The Alternative Payment Arrangement (APA) program assists students who cannot meet the Tuition and Student Assistance Levy (SAL) deadline, but have a proven source of funding.

Examples of support from specific sources include:

  • Government student financial assistance
  • Third Party funding (native bands, embassies, companies)
  • External scholarships and/or awards
  • Other - I can pay most of my fees by the deadline, but not all (e.g. receiving final summer employment paycheque after deadline)

For more information about who is eligible, and how to apply for an APA, please visit the APA Information page.
Step 3: Student Cards for New Students and Validating your Student ID Card for Returning Students

The final step of registration is to ensure you have a validated student card (new students) or your current card validated (returning students).

Students at Queen’s are issued a Photo ID Student Card at the beginning of their studies to be used for the duration of their program.  The card is validated at the beginning of each academic year.  As a result of COVID-19 in-person student card pick up and validation will not take place in the fall of 2020.

Please ensure your current mail address in SOLUS is up-to-date – wherever you are living at the beginning of September.  Providing you are enrolled in courses in the fall term either your validated student card (new students) or a validation sticker (returning students) will be mailed in September to your CURRENT MAIL ADDRESS in SOLUS.

For more information on Student ID Cards, including schedules for distribution, as well as replacement costs for lost cards, please visit our Student ID Card information page here.
Step 4: Withdrawal from Studies

Students wishing to withdraw from their studies at Queen's are advised to follow these steps:

1. You will need to contact your Faculty Office. If you are in Residence or have a Meal Plan, you will need to contact those offices as well.

Residence Withdrawal Policy:

After a resident has either taken occupancy of a residence room or picked up keys, the resident cannot cancel their residence agreement and are financially responsible for the full 8 month term residence fees (or 4 month term fees for fall only or winter only exchange students).

Medical and Academic Withdrawal

A resident may request cancellation of the agreement only if withdrawing from the University for academic or medical reasons. If a resident is withdrawing for one of these 2 reasons, there are three things they must do to receive a prorated refund of their residence fees:  

  1. Withdraw from program courses through the faculty or Registrar’s office (course enrolment cancellation is verified by the Residence Admissions office)
  2. Fill out the Residence Withdraw Form (which can be linked to from this location) and return it to the Residence Admissions office
  3. Vacate their room and return keys to the designated front desk for their building

The withdrawal from residence date will be based on the date that all 3 steps are completed.

2. Your Faculty Office will either drop your classes, or require an Appeal for a Late Drop. You will also need to turn in your Student ID Card to the Faculty Office if you are requesting a refund of activity fees;

3. Your Faculty Office will forward your Academic Change Form (ACF), appeal decision, and your Student ID Card to the Office of the University Registrar in order to process your withdrawal;
Activity Fee Refund Schedule:
Prior to September 30th 100 %
October 1st to January 31st 50 %
February 1st and after 0 %
 
4. The Office of the University Registrar will withdraw you from studies effective the Advisor Approval Date on the ACF. If you have been registered to the University Health Insurance Plan (UHIP), the Queen's University International Centre (QUIC) will be contacted and any applicable refunds will be processed.