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 Course Repeaters - TRU-OL, SFU and 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 Final Grades policy Grading Systems - ED 3-5.
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. All other course 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 online form, by regular mail, email or fax within the first 5 days of the course. Students who submit their request within eligible deadlines receive a 100% refund of tuition fees. The course administration 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 Final Grades policy Grading Systems - ED 3-5.
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 canceling 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. Students may return course materials for refund consideration within five 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. Defective or Incorrectly Shipped Items:
   1. Students that identify defective or incorrectly shipped items may return items for replacement by contacting Student Services at 1.800.663.9711 or by email at student@tru.ca.

Materials Return Method

1. Course materials must be returned using the following method:
   1. Prepaid to:
      • TRU, Open Learning
      • Materials Distribution Centre
      • 900 McGill Road, Kamloops, BC, V2C 0C8
   2. Other return methods are not accepted for course materials refunds.
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. The refund will be remitted by cheque.
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 Policy

• In order to ensure maximum student success and responsible use of resources, the Open Learning Division of Thompson Rivers University (TRU) may allow students to extend the duration of their course. Refer to the full policy at:

• Course Extensions (for Open Learning Courses Only) - ED 3-12
  

4.9 Course Repeaters - TRU-OL, SFU and UVic

• In order to ensure maximum student success and responsible use of resources, the Open Learning Division of Thompson Rivers University (TRU) may allow students to extend the duration of their course. Refer to the full policy at:

• Course and Program Repeaters - ED 3-3