Regulations and Policies

4. Registration

Students not intending to complete a program through TRU-OL may register directly for most courses.

Registration policy and related procedures are under review and subject to alteration or amendment without prior notice. Contact Student Services for updates.

4.1 Audit 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 Audit Option

1. Students who plan to pursue the audit option must declare their intention at the time of course registration. 
2. An Audit 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 audit 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 weeks from their registration date, subject to clauses C and D below. The course does not appear on their transcript.
2. Students may normally cancel their registration for paced, shorter-duration courses up to the end of the first week of the course, subject to clauses C and D below. The course does not appear on their transcript.
3. Students may cancel their registration in a science lab course by the first day of the month in which the lab begins.
4. A course registration cannot be cancelled if an assignment has been submitted, labs or clinicals have started, or examinations have been written.
5. Registration cancellation deadlines for clinical courses are available in the course information. Contact Student Services for more information.

• Procedures

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

• Tuition Refunds

7. Students who submit their request within eligible deadlines receive a 100% 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 100% refund of their tuition fee and a 75% 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 web form or print form 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, and via myTRU, by regular mail, email, or fax. Students may cancel their registration in a course delivered by SFU or UVic and receive 75% of their tuition fees as a refund by notifying TRU-OL Student Services by the end of the first week in which the course begins. The course administration and technology fees are non-refundable.

4.4 Withdrawals - TRU-OL

Note: Students enrolled in courses with start dates of May 1, 2009 and onwards will be assigned a grade of "DNC" (Did Not Complete) for courses in which less than 50% of the coursework was completed or in which mandatory course component(s) was(were) not completed, as per Policy ED 3-5. However, students enrolled in courses with start dates on or prior to April 30, 2009, will receive a grade of "I" (Incomplete) for courses in which mandatory course component(s) was(were) not completed.

1. Students may formally withdraw from most self-paced, independent-study courses up to the end of week 13 of the course and by the end of week 7 for paced courses and receive a "W" (Withdrawal) grade.
2. Students who do not formally withdraw within 13 weeks of their self-paced, independent study course start date, and within 7 weeks of their paced course start date and who do not complete all mandatory coursework by the course completion date receive a final grade of "DNC" (Did Not Complete) 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 "DNC" (Did Not Complete) grade if they do not complete the course requirements by the course completion date.
4. Students may apply to the TRU-OL Office of the Registrar for a withdrawal on medical or exceptional grounds provided they do so before their course completion date and include supporting documentation.

• Procedures

7. Students may request to a withdrawal by accessing the form online via myTRU, by regular mail, email, or fax. Students may also request a withdrawal by phone and confirm their request in writing within 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

• Course withdrawals for TRU-OL courses delivered by SFU and UVic are not available, except under extenuating circumstances. Extenuating circumstances are defined as unusual circumstances beyond student control that make it impossible for students to complete a course, up to the end of week five of the course. Approved withdrawals are noted on the TRU student record as a "W" (Withdrawal) grade.

• Procedures

• Students registered in TRU-OL courses delivered by SFU or UVic should complete the TRU-OL Cancellation/Withdrawal form to request consideration of an exceptional withdrawal. Additional, supporting documentation will be required and reviewed to assist with the decision.

4.6 Returning Course Materials - TRU-OL

Students may return course materials purchased from TRU-OL. Returned course materials may be eligible for refund or replacement based upon the following conditions:

• REFUND:

1. Course Cancellations:
   1. Students cancelling their course(s) under TRU-OL Policy 4.2 may return their course materials for a full refund.
      1. In resale condition (like new);
      2. Completely unmarked (no markings including: highlighting; names; erasures; grime; and bent pages, covers, or spines)
      3. Package must be postmarked within one week of the course cancellation period
2. Course Withdrawals:
   1. Students withdrawing from their course(s) and receiving a grade of "W" may return their course materials for refund consideration, providing the course materials are:
      1. Still being used in current TRU-OL course offerings;
      2. In resale condition (like new);
      3. Completely unmarked (no markings including: highlighting; names; erasures; grime; and bent pages, covers, or spines).
3. General Return of Items:
   1. a. Students may return course materials for refund consideration within 5-weeks of their course(s) start date, providing the course materials are:
      1. In resale condition (like new);
      2. Completely unmarked (no markings including: highlighting; names; erasures; grime; and bent pages, covers, or spines).

REPLACEMENT:

4. Course Cancellations:
   1. Students cancelling their course(s) under TRU-OL Policy 4.2 may return their course materials for a full refund.

Materials Return Method

1. Course Cancellations:
   1. Students cancelling their course(s) under TRU-OL Policy 4.2 may return their course materials for a full refund.
2. The materials refund is calculated as the amount paid for each eligible item in the return.
3. A refund is processed normally within four 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.
4. No refund is given for items that do not meet all conditions noted above. Students should not return course materials to TRU-OL unless items meet all conditions. Items that are not eligible for refund will not be returned to students.
5. Returned course materials become the property of TRU-OL and will not be returned to a student, regardless of whether or not a refund is issued.
6. 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.
7. Students are required to return rental and loan items (e.g. DVDs and equipment).
8. The Shipping & Handling Fee charged for the shipping and handling of course packages will not be refunded.

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 months has a maximum course completion time of 30 weeks from the date of registration, and a six-month course has a maximum completion time of 47 weeks from the date of registration.
2. Students registered in a self-paced, independent-study course are permitted one course extension of up to 18 weeks 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 and via myTRU, 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 "DNC" (Did Not Complete) as per 6.2.B.

10. Students who do not request an extension before their course completion date receive a final grade of "DNC" (Did Not Complete) 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 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. The form is available on the TRU-OL website and from Student Services.
    
    All applications should be directed to the TRU-OL 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 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 TRU-OL Office of the Registrar informs the student in writing that the extension has been approved, and a letter is sent under separate cover to the student 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 and technology fees.
3. Assignment marks may be brought forward to the new registration if the repeat registration is within 12 months of the original registration date and the course has not been revised. Otherwise, students are required to obtain approval after registering 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 transcript, 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.