Student Forms

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Student Forms

The Registrar's Office & Student Experience (ROSE) is transitioning to fully online electronic forms, most powered by DocuSign.

For DocuSign forms, you will be prompted at the start of the process to provide your name and your U of T email address, and those of others who must sign the form. Tips on finding this information for the appropriate signers are below. Please enter this information carefully, as incorrect information may cause your request to be delayed. If you encounter difficulties, please do not start another copy of the form; instead, contact the master's or doctoral registration specialists for assistance.

When your form is complete, DocuSign will automatically email you a copy; the ROSE also receives a copy for follow-up; there is no need for you to send our office a copy.

Instructor names and email addresses can be found on the OISE course schedule web page (if the information is not there, please check with the department offering the course).

If prompted for a Department Administrator, use the appropriate name and email address from this list only. These individuals will redirect your form to the appropriate signer within the department:

(Until available in the online format, forms are provided in a fillable and printable PDF format.)

Students normally use ACORN to add or drop courses. In situations where ACORN cannot be used, two different forms are available:

  • The OISE form - used for requests that do not require final approval from the School of Graduate Studies (SGS).
  • The SGS form - used for requests that do require final approval from SGS (e.g., outside the sessional deadlines or for non-OISE courses).
     

 

OISE Course Add/Drop form (to be used within the sessional deadlines and only for OISE students and courses; otherwise, use the SGS form below):

  • Permission of the instructor is required. Please contact the instructor before starting this form.

  • OISE students adding an OISE course within the deadline: (masters students ►) (doctoral students ►)

  • OISE students dropping a course** within the deadline: please use ACORN (after the deadline use the SGS form).

** EXCEPTION: To drop an OISE Individual Reading & Research (IRR) course within the deadline, email your registration specialist using your U of T email address.

 


 

SGS Course Add/Drop form (to be used only after the sessional deadlines or for non-OISE students/courses):

If you did not participate in the course at all (e.g. you added a course in error), you can ask the instructor to email the appropriate registration specialist to certify this; SGS may permit the course to be removed entirely from your record. Otherwise, if you are permitted to drop a course after the deadline, it will remain on your record with a "WDR" notation (indicating that you were permitted to withdraw from it without academic penalty).

You will be required to attach supporting documentation. If requesting consideration due to illness or injury, you may attach a Verification of Illness or Injury form (this form does not require disclosing medical details).

Individual Reading and Research (IRR) Course form (for OISE students; non-OISE students adding an OISE IRR course must use the form available on the SGS website)

OISE students adding an IRR course offered by faculty within their home department:

OISE students adding an IRR course offered by faculty outside their home department (the course code will still belong to your home department):

Please note the following:

  • There are special sessional deadlines for receipt of fully completed IRR courses:

    • Fall & full-year courses: the Friday before Labour Day
    • Winter courses: December 15
    • Summer F (May-June) and Y (May-Aug.) courses: April 15
    • Summer S (July-Aug.) courses: June 15
       
  • OISE graduate programs restrict the maximum number of IRR courses that a student can take based on the total required number of courses within the program, as follows:

    • 6 or 7 half-courses required: maximum 2 IRR courses (0.5 credit each for a max of 1.0 credit)
    • 8 to 11 half-course required: maximum 3 IRR courses (0.5 credits each for a max of 1.5 credits)
    • 12 or more half-courses required: maximum 4 IRR courses (0.5 credits each for a max of 2.0 credits)
       
  • The minimum number of student-instructor contact hours per week should be as follows; please specify an appropriate frequency and length of meetings on the form:

    • H courses in Fall or Winter, and Y courses across Fall and Winter: 1 hour per week.
    • H courses across Fall and Winter: 0.5 hours per week.
    • H courses in the first or second term of Summer, and Y courses across Summer: 2.5 hours per week.
    • H courses across Summer: 1.75 hours per week.
       
  • You will be required to attach a bibliography for the course when completing the form.


 

Transfer credit and/or course exemption

 


 

Extension to complete coursework form (to extend the deadline to submit work for a specific course; for program extension forms, see the "Registration" section on this page) - During an approved coursework extension, you must be registered and will continue to pay tuition fees according to your program status (i.e., full-time or part-time, domestic, or international).

 


 

Verification of Illness or Injury form (if requesting special academic consideration based on illness or injury; this form does not require disclosing medical details)

 

Leave of Absence form 

Please visit our Registration page for detailed information about leaves of absence:

 


 

 


 

 


 

Name or gender change form

Use this form to make changes to your name as it will appear on ACORN, official transcripts, your degree parchment, and other locations. (Due to technical restrictions in ACORN, you cannot add accents to your name; see below for adding accents to your name on the degree parchment.) 

* Due to temporary restrictions as a result of COVID-19, students should request name or gender changes through the SGS Portal (log in using your UTORid). Find and complete the name/gender change form in the Form Library. The form will require you to upload electronic copies of supporting documentation (e.g., government-issued photo ID). If you need help, please contact the appropriate registration specialist.

If you are graduating and want to add accents or remove period characters from your name on your degree parchment, please note the deadlines and follow the instructions provided by the Office of Convocation. (Unless you specify otherwise, on your degree parchment a period character will appear after any initial in your name.)

 


 

For full-time (not flexible-time) PhD students who started their program on 1, September 2010 or later, and students in all other master's and doctoral programs who started their program on 1, September 2011 or later.

 


 

Only for students who have not opted-in to the current degree regulations, and who either are full-time (not flexible-time) PhD students who started before 1 September 2010, or are students in any other master's or doctoral program who started before 1 September 2011.

 


 

Program Extension (Current Regulations) form (see information on our registration page about program length and time limit)

  • Use this form if any of the following apply, otherwise use the Program Extension (Prior Regulations) form:

    • You are a full-time (not flexible-time) PhD student who started 1 September 2010 or later;
    • You are a student in any other master's or doctoral program who started 1 September 2011 or later; or,
    • You started your program before the above deadlines, and you wish to opt-in to the current degree regulations (if you have questions about this, please contact the appropriate registration specialist).
       
  • Your most recent 2 Supervisory Reports will be required; when prompted, follow the instructions to upload the file(s) as appropriate. Some departments use another name for these reports, such as Annual Report or Mentoring form; contact your department if you are unsure or need a copy (the ROSE cannot provide you with copies).

  • For students whose current time limit has not yet expired: you can request up to 1 year (3 sessions) at a time; the ROSE recommends that you request the full year even if you anticipate completing your program sooner:

    • All students can request a 1st or 2nd program extension (i.e. to extend the time limit up to 2 years later than the original time limit), subject to department approval:

    • Master's students can request a non-standard 3rd (and final) program extension (i.e. to extend the time limit more than 2 and up to 3 years later than the original time limit), subject to SGS approval:

    • Doctoral students can request a non-standard 3rd or 4th (and final) program extension (i.e. to extend the time limit more than 2 and up to 4 years later than the original time limit), subject to SGS approval:

  • All other requests are non-standard (for example, if your current time limit has already expired so your request is retroactive), and subject to SGS approval. You will be prompted to also submit a rationale; your department will also be prompted to provide a letter of support (note that if your request is retroactive, you may request more than 1 year at a time):

 


 

Program Extension (Prior Regulations) form 

Only for students who have not opted-in to the current degree regulations, and who are full-time (not flexible-time) PhD students who started before 1 September 2010, or are students in any other master's or doctoral program who started before 1 September 2011.

 


 

Use this form to withdraw permanently from a degree program. Please read the information on our Registration page about withdrawals, and discuss the implications and your options with the program assistants within your department before submitting this form.

 


 

Verification of Illness or Injury form (if requesting special academic consideration based on illness or injury; this form does not require disclosing medical details.)

 


 

Registration with Tuition Exemption on Basis of Progress Delays Due To COVID-19 form (Information about eligibility and the application process is available on our COVID-19 Support To Students page.)

 

Please review information about academic appeals, including deadlines to initiate them, from the School of Graduate Studies.

 


 

 

 

 


 

 

 

 


 

 (Information about doctoral candidacy and deadlines is available from your department and the School of Graduate Studies. Other than recording a completed comprehensive examination on your academic record, the ORSS is not involved in doctoral candidacy matters.)

This form is required for all OISE masters programs that have a thesis component.

 


 

Application to Graduate (Only for master's students; doctoral students do not need to apply to graduate.)

Please submit the online form within the appropriate dates below; forms submitted outside these dates may be declined.

  • For Masters students finishing in Summer (for November convocation), submit by July 15

  • For Masters students finishing in Fall (for either March or June convocation), submit by October 15

  • For Masters students finishing in Winter (for June convocation), submit by March 15

OISE Application to Graduate Form 

 


 

Doctoral Final Oral Examination (FOE) Nomination

All doctoral theses at U of T must be defended at a final oral examination (FOE); detailed information about FOE guidelines, procedures, and deadlines is available online. One of the preliminary steps is for the student to start a FOE Nomination form. The supervisor will also be expected to complete sections on the form including the proposed date and the composition of the FOE Committee. (Alternatively, the supervisor may start the form; in that case, they should enter the student's name and email address where DocuSign requests it, complete the student's section of the form, and click "Finish"; DocuSign will then email the supervisor a link to complete the rest of the form).

Please submit the form at least 8 weeks before the proposed date of the FOE (for January and February FOEs, please submit it at least 10 weeks before, to account for the holiday closure): (doctoral students )

Because all FOEs are temporarily being held remotely, students must also complete an Attestation of Remote Participation form (PDF) to confirm they have access to a private and controlled space and will be using it for the FOE. The completed form should be emailed to the Registrar's office (oise.doctorate@utoronto.ca) and SGS (sgs.doctoral@utoronto.ca).

 


 

Restrict Thesis Release

A student's thesis is normally published about five to six weeks after graduation. In exceptional circumstances, in consultation with the student's supervisor, and subject to approval of the Department Chair, students may request to embargo publication of the thesis. Students are still responsible for submitting the final approved thesis within the applicable deadlines. The initial embargo may be for a maximum of two years after the date of graduation: 

If the initial embargo is expiring and another one would be appropriate, contact the appropriate registration specialist for instructions. Further embargoes are also subject to final approval from the School of Graduate Studies.

 


 

The Bachelor of Education degree can be awarded to holders of the OISE/UT Diploma in Technological Education who, subsequent to receiving this Diploma, submit to the Registrar of OISE proof of having been granted an approved degree from a university whose accreditation is acceptable to the University of Toronto, and the below form and applicable fees. Only those who received the OISE/UT Diploma in Technological Education after 1975 are eligible for the Bachelor of Education degree

Transcript request (for Current and Former Students)

Information about requesting official degree transcripts (including fees) is available from the University of Toronto - University Registrar's Office. (Note that transcripts will not show conferral of a degree until after the convocation period in which a student graduates; students who have completed all program requirements but have not yet graduated can instead request a letter confirming this, as described in the next section).

Scroll down for AQ (non-degree) transcript information.

 


 

Letter request (for Current Students)

If you are requesting an official letter certifying completion of your degree requirements, your registration status, or your legal status in Canada, please complete the online Ancillary Fees Form below. Note that submission of the form requires online payment ($8.00 CAD); your request will not be processed without payment.

Note: the ROSE can only certify information which it manages; some information is instead managed within a student's department. Examples include: good academic standing, progress towards program completion, internships, comprehensive examinations, supervisory committee composition, and other details about a student's program. For documentation of this type of information, students should instead contact the department.

*Please note: Due to COVID-19, only electronic letters are available at this time.

  • Proceed to: Ancillary Fees Form

  • For assistance with letter requests prior to submitting payment, email us:
    Masters inquiries:  oise.masters@utoronto.ca
    Doctoral inquiries: oise.doctorate@utoronto.ca

 


 

Certification of Degree (for Alumni)

For a fee, alumni can request a certification of degree from the Office of Convocation. (Former students who are still awaiting graduation are not yet considered alumni and should instead request a letter confirming completion of degree requirements, as described in the previous section.)

 


 

Degree Verification Service (for Third Parties)

For a fee, third parties can request verification that an individual has received a University of Toronto degree. Please visit the University of Toronto Verification of Degree website. Note: in accordance with University policy, this is the only piece of student information that a third party can receive without explicit written approval from the student/former student.

 


 

Course Descriptions

Occasionally, teacher certification bodies and other institutions require official descriptions of courses from previous years. These can be found in the OISE Graduate Studies Bulletin. Course outlines and syllabi are not available.

Electronic copies of the Bulletin from the 2004-2005 academic year to the present are available online at no cost.

Copies of pages from the Bulletin prior to 2004-2005 are available for a fee. To request these, please complete the online Ancillary Fees Form. Note that completing the form requires online payment of $17.00 CAD; your request will not be processed without payment. Note also that this requires a physical search within our office; due to COVID-19 restrictions, delays to this service are to be expected.

 


 

Documentation in Support of Legal Proceedings

A copy of appropriate documents from the student file can be provided to lawyers upon receipt of a written request. This must include explicit authorization duly executed by the student/former student. Our file retention schedule depends on the program of study. The fee is $50.00 CAD, payable by cheque to the University of Toronto. For more information, please contact the appropriate registration specialist.

*PLEASE NOTE: student files are paper; due to COVID-19 restrictions, delays to this service are to be expected.

 


 

Additional Qualification (AQ) Transcripts 

An official record of additional qualification courses is available for $12.00 CAD. 

  • For AQ courses completed in Winter 2017 or later, contact the OISE Continuing and Professional Learning Office at 416-978-2474 or oise.cpl@utoronto.ca.

  • For AQ courses completed in Fall 2016 or earlier: complete and return the fillable AQ Transcript Inquiry form to transcripts.oise@utoronto.ca, once we verify your information, we will send you a link to a secure order and payment website.

  • *PLEASE NOTE: Requests for paper-based AQ transcripts (for courses completed in Fall 2016 or earlier) cannot be fulfilled at this time due to COVID-19 restrictions. Temporarily, only electronic AQ transcripts are available.

 


 

Other Documentation Requests

For all documentation requests not listed above, please contact the appropriate registration specialist. Fees may apply as appropriate. The ROSE may not be in a position to fulfill all requests.