6. Admissions

Recommendations for admission are made to the CGSR, must be complete, and be accompanied by all relevant original documentation. Where applicable, all recommendations for admission shall identify any and all conditions being placed upon the student’s admission including proof of degree, official transcripts and proof of English proficiency.

6.1. Academic Unit Responsibility

It is the responsibility of the academic unit to compile the complete file, to review the application, to judge the suitability/capability of the applicant, and to recommend the acceptance of those applicants they wish to have admitted. It is the responsibility of each unit with authority over admission decisions to ensure that the criteria for admission, application procedure and the process for evaluation of applicants are consistent with the University Policy entitled Discrimination and Harassment Prevention and are stated clearly in the University of Saskatchewan Catalogue. When the criteria for admission includes multiple elements, the weights assigned to these elements shall be specified. If a unit uses media other than the Catalogue to advertise programs, such as brochures or web pages, either the media shall contain this information or the material shall refer the student to the admissions policy in the University of Saskatchewan Catalogue.

Academic units will recommend admission only for students they believe are likely to succeed in the program and for whom they have necessary resources (including supervisory personnel, facilities and financial support, where appropriate). Any submission of fraudulent or plagiarized documents must be reported to the College of Graduate Studies and Research.

Applicants rejected by the academic unit are notified by the unit. University Council policy guarantees an appeal in such instances.  Grounds for an appeal from an admission decision shall be limited to (1) unit procedural errors, or (2) evidence that the information used in the decision was wrong or incomplete. A failure by the candidate to provide accurate and complete information in accordance with the admission policy shall not be grounds for an appeal. Each academic unit should establish an appeal mechanism and process ensuring that the individuals who made the decision to reject an application are not members of the appeal panel. The decision of the individual, committee or board that adjudicates the appeal shall be final.

Academic units should keep the files of rejected applicants for one year.

Applicants accepted by the academic unit should be informed that their application has been forwarded to the CGSR and that the student has been recommended for admission. Academic units must ensure, however, that prospective students understand this is not an official offer of admission.

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6.2. Special Case Admission

Academic units without a regular graduate program may apply for the admission of a graduate thesis student on a special-case basis. No more than four special-case students will be admitted to an academic unit at the same time.

For special case admissions, the entire program of study must be outlined prior to approval, and final approval for the admission shall be by the Graduate Academic Affairs Committee.

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6.3. Independent Interdisciplinary Admission

The CGSR Interdisciplinary Committee serves as equivalent in authority, role and responsibility to an academic unit’s Graduate Affairs Committee, with the Interdisciplinary Committee Chair acting in an equivalent role as a Graduate Chair for all students in independent Interdisciplinary programs.

Prior to making a recommendation to the CGSR to admit an independent interdisciplinary student, the Interdisciplinary Committee shall review and formally recommend the proposed interdisciplinary program of study.

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6.4. Offers of Admission

The CGSR is the final authority on approval of student admissions. Offers of admission shall be valid for a specified period of time as indicated in the offer of admission. The CGSR has delegated the authority for making final decisions on offers of admission to domestic students to the academic unit.  Such admissions must meet minimum admission criteria.

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6.4.1. Conditional Admission

An offer of admission will be conditional, when a student is recommended for admission prior to one, or more of the following:

  1. The undergraduate or graduate degree is not yet complete
  2. They do not have proof of English language proficiency
  3. Official required transcripts are not available

Registration in the program will not be allowed until such documentation is provided

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6.4.2. Probationary Status

Applicants whose academic qualifications are difficult to assess or whose qualifications are marginal for admission to a graduate program may be admitted to a program on a probationary status.  Such applicants may be required to take a certain number of preparatory courses to improve their qualifications. In this case they will be required to pay additional fees. The student’s status shall be reviewed after a specified amount of academic work is completed. If progress is satisfactory the academic unit in which the student is working or the Advisory Committee may recommend to the CGSR that the student proceed as fully-qualified.

Students who do not achieve the probationary conditions may voluntarily withdraw, or they will be required to discontinue.  In certain exceptional situations, the academic unit may extend the probationary period with a new set of conditions, agreed to by the student and by CGSR.

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6.4.3. Admission Deferrals

Academic units are not required to grant deferrals, and may choose not to do so. An applicant may request, in writing to the academic unit, a deferral of admission for up to one year. This request and written approval from the unit shall be submitted to the CGSR for review and approval.

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6.4.4. Negative Decisions by the CGSR

Negative decisions will first be reported to the recommending academic unit. After consultation, the academic unit may file an appeal on the applicant's behalf against the CGSR's negative decision.  Grounds for an appeal from an admission decision shall be limited to (1) unit or College procedural errors, or (2) evidence that the information used in the decision was wrong or incomplete. A failure by the applicant to provide accurate and complete information in accordance with the admission policy shall not be grounds for an appeal.  This appeal will be heard at the earliest possible time by the Graduate Academic Affairs Committee.  The Associate Dean of the CGSR will advise the student and academic unit of the decision.

The decision of the committee shall be final.

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