Add, Drop, Withdrawal Procedures

Table 1. Add, Drop/Withdrawal Procedures - Full Term Courses Only

Period	Allowed to			Appears on Transcript
Period	Add	Drop/Withdraw	Audit/Credit change	Appears on Transcript
before classes commence	yes	drop	no	add - yes drop - no
add/drop	yes	drop	yes	add - yes drop - no audit - yes
withdrawal	no	withdraw	no	withdraw - yes
post withdrawal	no	no (only for extenuating circumstances)	no	yes (if extenuating withdrawal is granted)

Procedure for Summer Term

Same process as above (Add/Drop Period and Withdrawal Period) with the following restrictions:

For Summer courses seven or eight weeks in length:
1. The Add/Drop Period is the first to the fifth day of the session.
2. The Withdrawal Period ends on the 15th day of the session.
For Summer courses 12 to 15 weeks in length the regular Add/Drop/Refund/Withdrawal policies apply.

Procedure for Condensed Courses/Terms

The deadlines will be prorated to the duration of the intensive courses. Please contact the Registrar's Office for add, drop and withdrawal dates.

Adding, Dropping or Changing Courses Before Classes Commence

Course Change Procedure

Students may drop or add courses or change sections following their initial registration. If you registered for your courses via the Student/Faculty Login, you may continue to use this service to drop or add courses or change sections. If you registered for Career, Limited Enrolment, or Foundation courses via paper Registration/Course Change form, you must submit another Registration/ Course Change form to the Registrar’s Office in order to add or drop a course or change sections.

During this period, faculty signatures are only required for changes to Career, Limited Enrolment, and Foundation courses that are submitted via paper Registration/Course Change form. Career, Limited Enrolment, and Foundation students who registered online can continue to use this service to make changes.

Course drops will not be printed on the Official Transcript of Academic Record, but will be maintained in the permanent student record for accounting and statistical purposes.

Add/Drop Period

Full-Term Courses:

for regular, full-term courses in Fall and Spring term: 1st through 10th day.
for Summer courses 12-15 weeks in length: 1st through 10th day.
for Summer courses seven or eight weeks in length: 1st through 5th day of the session.

All Other Courses: Please refer to the Capilano University website www.capilanou.ca/admission/add-drop-withdrawal.html for add and drop dates for courses with start and end dates that differ from the full-term start and end dates.

Add/Change Sections: Students will be able to add courses or change sections online during the first week of the add/drop period provided they have a valid time ticket and the courses are available for web registration. All other course adds or section changes will require that the student submit a signed course registration/change form to the Registrar's Office with the instructor's signature.

Drop: If you registered for your courses online via the Student/Faculty Login you may continue to use this service. If you registered for Career, Limited Enrolment, or Foundation courses via paper Registration/Course Change form, you must submit a Registration/Course Change form to the Registrar's Office in order to drop a course. The instructor’s signature is required on all Registration/Course Change forms.

Course drops will not be printed on the Official Transcript of Academic Record during this period; however, a record for drops will be maintained on the permanent student record for accounting and statistical purposes.

Note

Failure to attend classes does not constitute a course drop. Students who do not formally drop a course(s) will be assessed tuition fees, refunds will not be made, and a grade of Fail (F) will be noted on the Official Transcript of Academic Record. Requests for late adds or late drops will not be granted simply because the student was unaware of, or neglected to comply with, the University policies and procedures.

Audit Status: Only during the Add/Drop Period will you be permitted to register as an audit student, providing space is available and you have the instructor's approval. In order to change from credit to audit or audit to credit during the Add/Drop Period you must submit a Registration/Course Change form to the Registrar's Office. The instructor's signature and the 'must be submitted by' date are required on all Registration/Course Change forms. You may not change from credit to audit or audit to credit online via the Student/Faculty Login. Audit registrants pay regular tuition and all other assessed student fees.

Audit students do not sit examinations, submit work, papers, lab reports, etc., however attendance at lectures, labs and seminars is required. For those students who do not meet the attendance requirement, their permanent student record and transcript will be annotated with the comment 'Audit Denied'. Audit status is not calculated in your GPA, does not have credit and cannot be used toward the completion of a credential.

Withdrawal Period

Full-Term Courses:

for regular, full-term courses in Fall and Spring term: 11th through 30th day
for Summer courses 12-15 weeks in length: 11th through 30th day
for Summer courses seven or eight weeks in length: 6th through 15th day of the session

Withdrawal Procedure

You may withdraw from courses during the withdrawal period. If you wish to withdraw from all courses in which you are enrolled, you are strongly encouraged to contact a counsellor or advisor before withdrawing.

If you registered for your courses via the Student/Faculty Login you may continue to use this service to withdraw from courses.

If you registered for Career, Vocational, or Foundation courses via paper Registration/Course Change form, you must submit a Registration/Course Change form to the Registrar's Office in order to withdraw from a course. The instructor's signature is required on all Registration/Course Change forms.

A withdrawal ("W") will be noted on the Official Transcript of Academic Record.

Post Withdrawal Period

Request for an Application for an Extenuating Withdrawal

Students who have medical or compassionate circumstances may apply for consideration of a late withdrawal and/or a tuition refund. Late withdrawal and refund requests will normally only be approved prior to the beginning of the next term.

The submission of a request does not guarantee that a late withdrawal or refund will be granted. If, in the opinion of the Registrar, the request does not fall under medical or compassionate reasons, or the documentation is insufficient to support the request, the request will be denied. Withdrawal for Medical or Compassionate Reasons will not be granted for lack of academic performance on the part of the student. If a request is granted, the permanent student record will be annotated as Withdrawal for Extenuating Circumstances (WE).

When to Complete an Application for an Extenuating Withdrawal

Before the Official Withdrawal Deadline: Students may submit a request for a tuition refund for medical or compassionate reasons.
After the Official Withdrawal Deadline: Students may submit a request for an Extenuating Withdrawal, with or without a tuition refund, for medical or compassionate reasons.

Note: Registration deposits as well as U-PASS fees are non-refundable.

To Submit a Request:

Print and complete the Application for an Extenuating Withdrawal (PDF).
Attach a letter explaining the reason for your request along with any supporting documentation (e.g. a typed letter from a physician, an official copy of an accident report, or official documentation of a family emergency, death certificate, and so forth).
Submit all documentation to the Registrar.

Ways to Submit Your Request:

In Person: Requests submitted in person should be brought to the Registrar's Office at Capilano University, Birch Building, Room 230, 2055 Purcell Way, North Vancouver. To confirm the hours of operation for the Registrar's Office, please phone 604.984.4900.
By Mail: Requests submitted by mail should be sent to Capilano University, Registrar's Office, 2055 Purcell Way, North Vancouver, B.C., Canada, V7J 3H5.

Incomplete Grade "I"

If the student believes an exceptional circumstance exists which prevents him/her from completing the course during the regular time frame, the student may petition the course instructor for an incomplete ("I") grade.
An incomplete ("I") grade may be given where, in the judgment of the instructor, the student should have reasonable expectation of passing the course, but has not completed the required work.
An incomplete is assigned only when the instructor and student have arranged for the work to be completed by a specified date within four months of the end of term. If the student does not complete the work by the specified date, the instructor will automatically assign a predetermined grade reflecting the work not completed.
If the student completes the work by the specified time, the instructor will assign the final grade.
If this incomplete procedure cannot be applied in the opinion of the instructor, the instructor is directed to contact the Registrar directly for resolution of the issue.