Policies and Regulations

4. Registration

4.1 Credit-free Option
4.2 Cancellations - TRU-OL
4.3 Cancellations - SFU, UVic
4.4 Withdrawals - TRU-OL
4.5 Withdrawals - SFU, UVic
4.6 Returning Course Materials - TRU-OL
4.7 Returning Course Materials - SFU, UVic
4.8 Extensions - TRU-OL
4.9 Extensions - SFU, UVic
4.10 Repeat Registrations - TRU-OL
4.11 Repeat Registrations - SFU, UVic

4.1 Credit-free Option

1. Students who plan to pursue the credit-free option must declare their intention at the time of course registration.
2. An "M" grade and 0 (zero) credits appear on a student's transcript, indicating that the student successfully completed all course assignments but did not write the final examination or complete the project.
3. Students who do not complete course requirements receive a final grade as per 6.2.
4. Students who register for the credit option or the credit-free option and then want to change options must cancel their registration or withdraw from the course (4.2 and 4.4).

4.2 Cancellations - TRU-OL

1. Students may cancel their registration in most TRU-OL-delivered self-paced, independent-study courses by notifying TRU-OL Student Records in writing within five (5) weeks from their registration date, subject to clauses C and D below. The course does not appear on their transcript.
2. Students may cancel their registration in a science lab course by the first day of the month in which the lab begins.
3. A course registration cannot be cancelled if an assignment has been submitted, labs or clinicals have started, or examinations have been written.
4. Registration cancellation deadlines for clinical courses and courses in the Home Support Attendant Certificate program and Management Studies programs are available from program coordinators.
5. Details of registration cancellation for paced courses vary by the program and are available on request. When registering for paced courses, students are provided with registration cancellation deadlines.

Procedures

6. Students may request to cancel their course registration by accessing the form online, by regular mail, email, or fax. Students may also request to cancel their course registration by phone and confirm their request in writing within ten (10) calendar days by sending a letter or fax to TRU-OL Student Records.

Tuition Refunds

7. Students who submit their request to cancel their registration within five (5) weeks (for most courses) from their registration date receive a seventy-five (75) per cent refund of tuition fees. The course administration and technology fees are non-refundable. Refer to 4.6 for materials refunds eligibility.
8. Students who cancel their registration in a lab course as per 4.2.B. receive a seventy-five (75) per cent refund of their tuition fee and a seventy-five (75) per cent refund of their lab fees. The course administration and technology fees are non-refundable. Refer to 4.6 for materials refunds eligibility.
9. Tuition refunds are not processed until the written request to cancel a course registration is received by Student Records.

4.3 Cancellations - SFU, UVic

Students may request to cancel their registration in a TRU-OL course delivered by SFU or UVic by accessing the form online, by regular mail, email, or fax. Students must notify TRU-OL Student Records within five (5) weeks from the first day of the month in which the course starts and receive a 75 per cent refund of tuition. The course administration and technology fees are non-refundable.

4.4 Withdrawals - TRU-OL

1. Students may formally withdraw from most self-paced, independent-study courses up to the end of the thirteenth (13) week of the course and receive a "W" (Withdrawal) grade.
2. Students who do not formally withdraw within thirteen (13) weeks of their course start date and who do not complete all mandatory coursework by the course completion date receive a final grade of “I” (Incomplete) as per 6.2.B.
3. Courses that are less than two months in duration, labs or clinical courses, and courses in which students have written an examination do not qualify for a "W" (Withdrawal) grade. Students receive an "I" (Incomplete) grade if they do not complete the course requirements by the course completion date.
4. Students may apply to the Office of the Registrar for a late withdrawal on medical or compassionate grounds provided they do so before their course completion date and include supporting documentation.
5. Withdrawal deadlines for clinical courses and courses in the Home Support Attendant Certificate program and Management Studies programs are available from program coordinators.
6. Details of withdrawal for paced courses vary by the program and are available on request. When registering for paced courses, students are provided with withdrawal deadlines.

Procedures

7. Students may request to a withdrawal by accessing the form online, by regular mail, email, or fax. Students may also request a withdrawal by phone and confirm their request in writing within ten (10) calendar days by sending a letter or fax to TRU-OL Student Records.

Tuition Refunds

8. Students who withdraw from a course do not receive a tuition refund.
9. The course administration, technology, and course materials fees are non-refundable.

4.5 Withdrawals - SFU, UVic

Students may withdraw without refund up to the end of week thirteen (13) from the first day of the month in which the course begins. A "W" (Withdrawal) grade is entered on their transcript. After that, students who do not complete the course by the course completion date receive an "I" (Incomplete) grade.

Procedures

Students registered in TRU-OL courses delivered by SFU or UVic follow TRU-OL procedures to request a withdrawal.

4.6 Returning Course Materials - TRU-OL

Materials Refund Eligibility

1. Students are entitled to receive a refund for course materials purchased from TRU-OL that meet the conditions stated below.

TRU-OL course material items must:

1. Be returned and received by TRU-OL no later than five (5) weeks after the course registration date using the acceptable method (4.6.B.)
2. Be in resale condition (like new)
3. Be completely unmarked (no markings, including highlighting, names, erasures, grime, bent pages, covers, and spines)
4. Have shrink wrap intact (e.g., software and printed course materials) if shipped (received) shrink-wrapped

Materials Return Method

2. Course materials must be returned using the following method:
Be postmarked prepaid within five (5) weeks of the course registration date to TRU-OL, PO Box 3010, Kamloops, BC, V2C 5N3.

Other return methods are not accepted for course materials refunds.

Materials Refunds

3. The materials refund is calculated as the amount paid for each eligible item in the return (4.6.A.) less the restocking fee.
4. Each instance of a materials return is subject to the restocking fee.
5. A refund is processed within four to six (4-6) weeks of receipt of materials. If the payment was made by credit card, the refund is remitted to the same credit card of the original purchase.
6. No refund is given for items that do not meet all conditions in 4.6.A. Students should not return course materials to TRU-OL unless items meet all conditions. Items that are not eligible for refund are not returned to students.
7. Returned course materials become the property of TRU-OL, regardless of whether a refund is issued.
8. It is not necessary to return course materials to receive a tuition refund for a course. Students may keep any course materials they have purchased.
9. Students are required to return rental and loan items (e.g., videos and equipment). The restocking fee does not apply to returns of rental and loan items.

4.7 Returning Course Materials - SFU, UVic

Textbook fees that were paid to SFU or UVic are refundable, subject to the deadlines and conditions as determined by those institutions. Students are responsible for knowing about the conditions governing textbook refunds at the time of their purchase.

4.8 Extensions - TRU-OL

1. Students are entitled to the normal course completion time. For most self-paced, independent-study 3-credit courses, students have an option to extend their course period. A course designed to be completed in four (4) months has a maximum course completion time of thirty (30) weeks from the date of registration, and a six (6)-month course has a maximum completion time of forty-seven (47) weeks from the date of registration.
2. Students registered in a self-paced, independent-study course are permitted one eighteen (18)-week course extension for a fee. Full tutorial support is provided throughout the extension.
3. Students are not entitled to additional time to compensate for postal or other delays. If additional time beyond the normal course completion is required, the student must apply for an extension and pay all related fees.
4. Normally, extensions are not permitted for paced courses. Paced courses include those courses that start on a specific date and bring students together in a variety of ways. The courses may, for example, include teleconferences, classroom instruction, clinicals, labs, and computer mediation.
5. Students who have received a Canada student loan or BC student loan are eligible for a course extension as per 4.8.A. but may jeopardize their awards status.

Procedures for Paid Extensions

6. For a paid course extension, students submit their request and the required fee to TRU-OL Student Records by accessing the form online, by regular mail, email, or fax. TRU-OL must receive the request and payment before the course completion date. Students receive a letter outlining their extended completion date and examination options (if applicable).

   Students who have submitted a request for a course extension may not cancel the request in order to receive a refund.

7. Students who receive an extension and have not already written the final examination for the course are required to submit an examination application form to schedule their examination.
8. Students who have written the examination before receiving an extension may not write the examination again and must complete all assignments before their course completion date.
9. Students who receive an extension have the grade of "XT" (Extension) recorded on their transcript.

   If course requirements are not met before the expiration of the extension, students receive a final grade of "I" (Incomplete) as per 6.2.B.

10. Students who do not request an extension before their course completion date receive a final grade of "I" (Incomplete) as per 6.2.B. Students who subsequently want to complete the course are required to register again and pay the full course tuition fee and course administration and technology fees (4.10).

Procedures for Fee-Waived Extensions

11. Students with exceptional extenuating circumstances (such as a long illness) that prevent them from working on the course for longer than eight (8) weeks may apply in writing to TRU-OL for a course extension with fee waiver. Requests must be supported with documentation (such as a physician's statement) stating dates and the duration of the illness and prognosis.

    All applications should be directed to the Office of the Registrar.

    Refer to policy 4.4.D. for course withdrawal on medical or compassionate grounds.

12. For a fee-waived extension request to be considered, the extension request must be in received by TRU-OL no later than the course completion date stated in the student's welcome letter.
13. In all cases where a fee-waived extension has been requested, students are required to establish an action plan, outlining a time schedule and support services to enhance their chances of successful completion, prior to approval.
14. Fee-waived extensions are based on the following criteria:

1. Nature of the student's extenuating circumstances
2. Length of time the student may be affected by the stated circumstances
3. Additional supporting information about the stated circumstances
4. Medical diagnosis and prognosis if applicable
5. Progress in the course(s)
6. Other relevant information

15. The Office of the Registrar informs the student in writing that the extension has been approved, and a letter is sent under separate cover indicating the new completion time for the course(s) and available examination sessions.

4.9 Extensions - SFU, UVic

1. Normally, extensions are not granted to students registered in TRU-OL courses delivered by SFU.
2. Extension policies for TRU-OL courses delivered by UVic vary by program. Students must contact the specific program area for policy details.

4.10 Repeat Registrations - TRU-OL

1. Students who fail to complete a course or who have received a low grade in a course and want to improve their grade may repeat the course if the course is offered.
2. Students must pay the full fees, including the course administration fee.
3. Assignment marks may be brought forward to the new registration if the repeat registration is within twelve (12) months of the original registration date and the course has not been revised. Otherwise, students are required to obtain approval from the course tutor or program coordinator for assignments to be brought forward.
4. Students are required to do whatever work the course tutor requires and, if applicable, write the final examination or project.
5. Final examination marks cannot be brought forward to the new registration.
6. If the course has been revised, students are required to register in the new version of the course and purchase any additional course materials required.
7. Normally, a student may repeat a course only once. Applications for a third registration are referred to the program area for approval. All attempts at a course are included on the student's permanent record, but credit is granted only once.

4.11 Repeat Registrations - SFU, UVic

Students who repeat TRU-OL courses delivered by SFU or UVic must pay the full fees and complete all required coursework.