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Registrarial Services

The Office of the Registrar (RO) provides a range of academic support services at Ryerson, including recruiting, admitting and enrolling students. Registrarial offices are also responsible for course and exam scheduling, the production of the undergraduate calendars and the student guide and provide consultation on curriculum development as well as policies and procedures.

In light of these many important activities, it’s strongly advised that representatives of a new program contact the University Registrar very early in the program development process - even before submitting a Letter of Intent (LOI) - in order to secure input from various expert resources.

When to contact: Approximately 24 months before a traditional September program launch.
Contact: Charmaine Hack, University Registrar, chack@ryerson.ca, ext. 7253

 

Note: some areas (e.g. University Scheduling) only commence activity after a new program receives official approval from Academic Standards Committee/Senate. As such, those areas are not listed as primary contacts here.

Curriculum Management: Academic Advising, University Publications and Transfer Credit

Key Responsibilities:

  • Provides guidance to program departments making changes to existing curriculum, creating new courses, new programs, etc.
  • Interprets the curriculum (as presented to Academic Standards Committee [ASC]) as a program change, or in the development of a new program) into undergraduate calendar format
  • Reviews new course submissions requests, as well as all course changes, and enters details into the SAS
  • Determines the need for and creates new programs/plans in the SAS
  • Builds and maintains, program curriculum in the SAS to create the Academic Advising Report
  • Each year publishes the next edition of the official university calendar with all new program and curricular changes 
  • Provides ongoing support to program department academic advisors with respect to interpretation and administration of curriculum, academic policy and evaluation of transfer credit


Key Dates:

  • May – prior to expected fall launch date of next academic year:  request for submission of all information needed for program publication in next academic year undergraduate course calendar sent out Complete Undergraduate Calendar submission guidelines for new /changes to curriculum  (including course information, phasing – in/phasing out curriculum when new programs/plans are launched, forms, reports and templates) can be found here: www.ryerson.ca/undergradpublications/undergraduate-calendar.html
  • October 1 – prior to expected fall launch date of next academic year submission deadline for curricular changes to be published in the next academic year Undergraduate Calendar.
  • October/November Senate– prior to expected fall launch date of next academic year – ASC/Senate approval deadline for curricular changes to be published in the next academic year Undergraduate Calendar (e.g. launch of a new program/plan)


Contact: Sarena Knapik, Assistant Registrar, Curriculum Management, sknapik@ryerson.ca, ext. 7967

Enrolment Services and Student Fees

Enrolment Services and Student Fees receives fee information through the Budget Priorities and Expenditures document that is approved by the Board of Governors at the end of each April for the following academic year.  Between May and June, all fee schedules are assessed, set up and posted to Ryerson’s website.  Between July and August, all of this information is imputed into the SAS and tested to ensure that when student schedules are posted in August, the associated fees are calculated at the appropriate rates.

Fees at Ryerson are charged based on the number of billing units in which a student is enrolled for all undergraduate programs and some graduate programs. The tuition fees that are submitted to the Board of Governors for approval represent the fee for students who take a full course load (5.0 - 7.0 billing units) in fall and winter term. Most graduate programs are charged flat-rate fees based on registration in the program.

Tuition fees are charged based on the number of billing units in which a student is enrolled. Billing units depend upon the number of course hours as specified in the submission of documents submitted to the Academic Standards Committee. Units are determined on a per course basis, not a cumulative total of all course hours added together.

  • Between 0.1 and 6.0 course hours weekly (in a regular term) = 1.0 billing unit
  • Between 6.1 and 12.0 course hours weekly (in a regular term) = 2.0 billing units
  • Between 12.1 and 99.0 course hours weekly (in a regular term) = 3.0 billing units


Any associated course or program fees over and above the tuition charges must also be approved through the Board of Governors. Therefore, it’s important to remember that all fees you would like to charge must be submitted through the appropriate channels in time for the April approval.


Contact: Robyn Parr, Assistant Registrar, Enrolment Services and Student Fees, robyn.parr@ryerson.ca, ext. 6033

Student Financial Assistance

Student Financial Assistance completes an annual update of cost information for each academic program, degree, diploma and certificate. The information is collected and used to calculate a student’s Ontario Student Assistance Program (OSAP) funding.

Program directors and their administration will be asked in early January to update program costs for the upcoming academic year and to add any new programs. The deadline to submit this information to Student Financial Assistance is typically the beginning of March.  To ensure new programs are eligible for OSAP funding in time for the start of studies, Student Financial Assistance recommends departments submit new program approval forms no later than the March deadline.        


Contacts:   

Undergraduate Admissions and Recruitment - Admissions, Systems and Data Analysis

NOTE: Final admission, communications and recruitment plans may be conditional pending final approval (i.e. Academic Standards Committee/Senate, Board of Governors, Curriculum Quality Assurance) of the new program.


Key Responsibilities:

  • Ensures Curriculum Advising sets up new program in the Student Administrative System (SAS) and plans the communications table for communications and graduation
  • Ensures Applications Processing sets up new Ontario Universities’ Application Centre (OUAC) code and program in the SAS
  • Ensures OUAC sets up the new OUAC code and program for various types of student applications
  • Ensures admission requirements and grade cut-offs are set up in the SAS
  • Ensures the new program is integrated into scholarships and is added to English proficiency tables
  • Assigns an admissions officer to the new program. This individual facilitates the admissions process and strategies in consultation with program representatives. Additionally, the director of admissions meets with program representatives to review intake targets, cut-off grades/averages and admissions strategies.


What is needed before contacting managers in Admissions, Systems and Data Analysis:

  • Name of program, degree earned, admission requirements, curriculum, official approvals from university’s governing bodies


When to contact:

  • Provide at least one year of advance notice before the program’s application process will begin. All Admission-related activities must be completed by the September before the application is published and available for applicants to use.


Contacts:

Undergraduate Admissions and Recruitment - Communications

NOTE: Final admission, communications and recruitment plans may be conditional pending final approval (i.e. Academic Standards Committee/Senate, Board of Governors, Curriculum Quality Assurance) of the new program.

By early January one year before the program’s launch, the Letter of Intent (LOI) or a copy of the proposed program documentation that was sent to the Academic Standards Committee (ACS)/Senate should be forwarded to Samantha Read, Manager, Communications. Provided by program representatives or department contacts, this information will be integrated into the overall recruitment and communication strategies.


Key Activities:

  • By early January one year before the program’s launch: program representatives must provide UAR with content about the program for inclusion in the annual Admissions Handbook. A joint project between UAR and Ryerson’s Marketing and Creative Services, the Admissions Handbook is printed in June and is distributed to prospective students who plan to enrol in September of the following year.
    • Academic Standards Committee/Senate approval is required to guarantee inclusion in the Admissions Handbook.
    • Board of Governors approval is required to remove “Subject to Board of Governors approval” disclaimer from Admissions Handbook and web copy.
  • By August 1 one year before the program’s launch: program representatives must provide UAR staff with the URL for the program’s website. A link to the site will be posted on a UAR web page that contains specific admission/recruitment content related to the new program.
  • By August 1 one year before the program’s launch:
    • Program representatives are urged to work closely with UAR staff to develop appropriate social media content (e.g., for Facebook, Twitter) that will appear throughout the Ontario Universities’ Fair and fall months.
    • The chair of the new program is encouraged to write a guest blog post.


Contact: Samantha Read, Manager, Communications, s2read@ryerson.ca, ext. 7776

Undergraduate Admissions and Recruitment - Student Recruitment

NOTE: Final admission, communications and recruitment plans may be conditional pending final approval (i.e. Academic Standards Committee/Senate, Board of Governors, Curriculum Quality Assurance) of the new program.

By late May one year before program launch, initial contact should be made with Marisa Modeski, Assistant Director, Student Recruitment. This advance notice will enable UAR staff to prepare for upcoming recruitment activities. To that end, program representative(s) should be prepared to participate in the following recruitment activities:

  • By August 1 one year before the program's launch: liaison officers meet with program representative(s) to share information. These meetings prepare the liaison officers to offer presentations to prospective students across Canada and internationally. School visits begin the following month.
  • By September 1, one year before the program’s launch: program representative(s) participate in the Ontario Universities' Fair (OUF), held at the Metro Toronto Convention Centre.
  • October and February before the program’s launch: program representative(s) participate in on-campus breakfasts with secondary school guidance counsellors
  • November and March before program launch: program representative(s) participate in on-campus Discover Ryerson events.
  • By early May one year before the program’s launch: program representatives are urged to rely on the expertise of, and work closely with, UAR staff to develop targeted, program-specific recruitment initiatives for use at the OUF and other special events. 


Contact: Marisa Modeski, Assistant Director, Student Recruitment, modeski@ryerson.ca, ext. 5030