Student Enrollment


·         Restricting certain core courses to students who are in the program is one way to prevent students from enrolling in one program, fulfilling the requirements of another program and receiving the credential for a program they were not admitted to.

·         Concerns about students retaking a course too many times to achieve better grades would need to be addressed by including limits on course attempts in program descriptions.  Any existing continuation requirements, such as limits on course attempts, must be approved by GFC and, if they are not, they will be removed.

·         The Register and AVP Enrollment Management have started to work on allowing people to take one or two senior level courses as required to maintain their designations etc. without being registered in the program and without having to be admitted to open studies. There will, likely, be a resolution to this in time for next fall’s registration.

·         If departments want to run spring courses but do not have the budget for it they could be run through Credit Extension arm of Continuing Education. Prerequisites can be used to restrict these courses to program students if they are not being run out of department budgets.


Notes from Meetings


Q: There are Business students registered as Arts or Science students. We have at least two in Policy Studies. I am the advisor and, in scanning the list of our students, didn’t recognize their names. I investigated and found that they are taking business courses and have never taken a policy studies course.

A: Students shadowing business programs have been an issue for many years. It was discussed at GFC some years ago and such students can graduate if they meet all the requirements even though they were never admitted to the program.

During discussion, we heard that there are also many students who have not been admitted to the Psychology major trying to major in Psychology. The department has tried to deal with this by restricting certain core courses to Psychology majors. We also heard that typically about 5 of the 50 students admitted to Computer Science do not take computer science courses and there are people on the wait list who want to take computer science.

Q: We need to limit the number of times a student can take a course. We have one student who has 40 or 50 courses that he cannot use because he failed or the grade was too low. Should we wait for an institutional policy or try to do something ourselves?

A: Students in the computer science programs have only been allowed to retake a course once for many years, although a withdrawal may be permitted in some circumstances. There is discussion of an institutional policy with a limit of two attempts. You might consider initiating a program change. That might move the university process along more quickly.

The Registrar, David Wood, attended a Science and Technology DAG meeting a few weeks ago and said that any existing continuation requirements such as limits on course attempts must be approved by GFC and, if they are not, they will be removed (the same thing that happened to admission requirements a few years ago). Later he sent them a draft policy on this matter.]

Q: Our accounting courses can be used for the professional designations and we are losing students because they have to admitted to Open Studies in order to register and Open Studies is full when they try. Can we expect creation of something like the old unclassified student category which would allow a PT student to take a course without being admitted to a program?

A: The Register and AVP Enrollment Management have already started to work on this. There will be a resolution to this in time for next fall’s registration. Gerry will propose at the Budget Advisory Committee meeting n that these students not be counted under our enrollment cap and that, therefore, the tuition count as revenue generation. Routing professional registrations through Continuing Education and not even counting them as credit students might be a possibility as well.

Issue: We would like to run courses for our majors in the spring, but don’t have money for it in our budget.

A: The spring semester courses are managed by the Credit Extension arm of Continuing Education. They are still credit courses but Credit Extension has the budget for them, based on part-time instructional costs. It is also possible for a department to run spring courses from its instructional budget, but Credit Extension provides a means offering additional courses.

On the question of whether a spring course could be reserved for their degree students. Interior Design does this but the courses were probably in their budget. Perhaps prerequisites would produce the same result. However, a course would be cancelled if there were insufficient enrollment and so you have to be prepared for the course to not run.

It was suggested that the department might be able to move two courses to the spring and thus free up funds to use for honours supervision.

Issue: Interviews are part of our intake process. It was very difficult last year because Enrollment Services slowed down the process. They only look at our applications once a month because they rotate though programs. All they need to do is check the high school grades and direct those who are above the threshold to us. We interviewed 90 to 100 applicants for 36 positions and were not finished until the end of May. The main purpose of the interviews is to improve the applicants’ understanding of the Information Design program [which would reduce attrition].

The U of A and U of C were admitting students months before MRU and so we lose students because they apply to more than one university [but they probably don’t do interviews]. The department has communicated its concerns to Enrollment Services, but the situation seems to be getting worse. In May, when we were already full, we were interviewing applicants who had applied early and we wondered if we should have received their applications earlier [perhaps Enrollment Services was waiting for high school grades].

A: We will raise the issue with the senior administration.

Q: Why can’t we get the students’ GPA? We could make better admission decisions if we had the academic records.

A: Enrollment Services cites privacy as the reason, even though the grades are provided to be used in the admission decision. Interior Design has a process in which they combine grades, an assessment of a portfolio, and the conclusions from an interview. I assumed they had the grades to do this, but perhaps the components are combined in Enrollment Services.



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