New graduate students @ Memorial

Congratulations! Your admission to Memorial University’s School of Graduate Studies brings you into a community of renowned learners and researchers. Please view a special message to new graduate students from the Dean of Graduate Studies.

Please review the Pre-arrival Orientation for Memorial University Graduate Students presentation, as it will provide you with valuable information regarding Memorial University, preparing for your arrival, and first week activities.

Follow the steps below to ensure you start your graduate program off on the right foot!

If you have been conditionally admitted to a graduate program at Memorial, please note that you will have to fulfil those conditions before taking some of the steps below.

If you receive full or conditional admission to a graduate program but are unable to arrive in time, you may wish to defer your admission to a later semester. You should make this request initially to your academic unit.

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Step 1. Accept the offer of admission and review The Guide for New Graduate Students.

Fully admitted students (or students receiving deferred admissions or transfers) are asked to complete and submit the ACCEPT/DECLINE form to SGS as quickly as possible to hold their space in the graduate program.

All admitted graduate students are strongly encouraged to review both The Guide for New Graduate Students, and the regulations governing graduate students and programs at Memorial and to refer back to them throughout their graduate program.

Step 2. (for international graduate students only) Apply for a study permit.

If you are an international student, upon receipt of the admission letter, immediately apply for a valid study permit and visitor’s visa (refer to the Citizenship and Immigration Canada website, www.cic.gc.ca, or the International Student Advising Office website, www.mun.ca/isa/immigration, for details).

Step 3. Understand your responsibilities as a graduate student.

All graduate students must review and understand the information on the Integrity and Ethics – Scholarly Essentials web page, www.mun.ca/sgs/current/essentials/.

Review the Responsibilities of Supervisors and Graduate Students and Policy on Intellectual Property documents before starting your graduate program. Ensure the IP Environment Review is signed and submitted to the School of Graduate Studies.

Ensure the status noted in your Program of Study form is accurate. Please refer to the University regulations for definitions of full-time and part-time status.

Step 4. Design a budget.

The Minimum Expense Form will outline the costs associated with your graduate program, including estimated cost of living in St. John’s.

If you are an international student and must apply for a study permit, be sure to use this information for your application.

Step 5. Identify the important dates and deadlines.

The University Diary lists important dates and deadlines for Memorial graduate students. Know when these dates are (e.g., when classes start, when graduate registration begins, deadline for fees payment) and check throughout the semester and your graduate program.

Step 6. Late admission/registration.

If you are a full-time student and have been admitted late or are registering late, please consult with the Graduate Students' Union on whether it will be possible to opt into the health and dental insurance plan for your first semester.

Step 7. Look for housing.

If required, the Off-Campus Housing Office can help you find accommodations in St. John's. If you are an international graduate student, the International Student Advising Office has additional resources: www.mun.ca/isa/housing.

Step 8. (for international graduate students only) On arrival, visit the International Student Advising Office, submit your study permit to the School of Graduate Studies, and sign up for the English Placement Test (if required).

After arriving on campus, visit the International Student Advising Office (address in The Guide for New Graduate Students or visit www.mun.ca/isa for details on foreign health insurance, immigration, accommodations, and other important matters).

Submit your valid study permit to the School of Graduate Studies (Room IIC-2012, Burneau Centre for Research and Innovation, or building 13 on campus map: www.mun.ca/campus_map) after arriving on campus in order to be eligible to register.

If you are receiving funding from a graduate assistantship, you will require a Social Insurance Number (S.I.N.). For more information on social insurance numbers, please visit the following website: http://www.servicecanada.gc.ca/eng/sc/sin/index.shtml.

You can apply for a S.I.N. at:**

St. John's Human Resources Centre Canada
223 Churchill Avenue, Pleasantville
St. John's, NL
Phone 772-2982

** You will require a contract of employment from your department, printed on Memorial University letterhead. This form is available on the Service Canada website: www.servicecanada.gc.ca/eng/sin/employers/contract.shtml

The English Placement Test is required for all graduate students who fulfilled the English proficiency requirement by submitting a minimum score in TOEFL, IELTS, CAEL, CanTEST, or the Michigan Test of English Proficiency. If applicable, learn more about the English Language Placement Test by contacting the ESL Program Office after arriving on campus or visit the English Language Placement Test page.

Step 9. Registration.

Students are required to be registered in Graduate Registration (Subject 9000 or MED 9000) for each semester of the three-semester academic year throughout the entire period of the program. This policy applies, whether they are taking courses or not, unless a leave of absence has been approved by the Dean of Graduate Studies.

Students register through Memorial Self-Service. See The Guide for New Graduate Students for details. The courses you are responsible for are listed on the Program of Study form sent with your full admission letter. You may wish to discuss your courses with your supervisor(s) (particularly those labeled 'To Be Determined' or electives).

Registration for all graduate students at Memorial will begin at the same time and date. For more information, please see Graduate Registration Procedures on the Office of the Registrar website. Please ensure you register by the appropriate deadline (as noted in The University Diary). Students can register using the computers located in The Commons, in the University Library.

A student registered in a diploma, master's or PhD program may not concurrently pursue studies leading to any other degree without the prior approval of the Dean of Graduate Studies.

Withdrawal from a program can only be done by notifying the School of Graduate Studies in writing. The deadline date for each semester for fee liability is stated in the University Diary.

Step 10. Tuition and fees.

At the time of first registration, each Master's candidate must select a payment plan, for which s/he is eligible. The program fee payable in the first and subsequent semesters will depend upon the payment plan selected. Once selected, the choice of payment plan will remain in effect for the duration of the student's program and cannot be changed.

Tuition fees at Memorial University are charged on a semester-by-semester basis and reflect the cost of the program and not, for example, the number of required courses, etc. Courses taken over and above those required for the program are charged at the undergraduate per-course rate. Students are liable for any increase in fees during their program.

Please note that if a program takes longer to complete than the number of semester fees payable, a continuance fee is charged for each additional semester required (e.g., Master's Plan A chosen but eight semesters required to complete the program requires payment of six semester fees and two continuance fees). If a program takes less time to complete than the number of semester fees payable, the remaining semester fees must be paid on program completion. e.g.:

Plan A chosen but program completed in four semesters; requires payment of the remaining two semester fees.
Doctoral program completed in ten semesters; requires payment of the remaining two semester fees.

For more information, please see the Minimum Expense Form.

Tuition and all related fees are due when a student registers. This includes the fees for the upcoming semester and any outstanding fees from previous semesters. To avoid a late payment penalty, please ensure that fees are paid by the fee payment deadline as listed in the University Diary.

For a detailed listing of all financial regulations and fees, please see the Fees and Charges section of the current University Calendar. The fees and charges included therein are valid at the date of printing and are subject to change.

Pay tuition and fees by the appropriate deadline (as noted in the The University Diary). You can pay tuition by credit card through Memorial Self-Service or at the Cashier’s Office. Students receiving University graduate funding may visit the School of Graduate Studies or the Cashier's Office to sign up for payroll deductions.

Students receiving financial support from Memorial may apply for payroll deduction to pay for their semester fees. Your semester fees will be allocated over the number of pay periods available within a given semester and will be deducted from your bi-weekly support. Students are required to complete payroll deduction forms once a year, normally in the Fall semester. All students are required to renew their deductions every Fall semester, regardless of when they originally started.

Payroll deductions forms are available at the Cashier’s Office or the School of Graduate Studies.

If eligible, opt out of health or dental insurance plans using opt-out forms available through the Graduate Students’ Union (GSU) by the appropriate deadline (refer to the Graduate Students' Union website for more information). All registered international graduate students are automatically enrolled in an emergency health insurance plan. However, you may meet eligibility requirements to opt out of the mandatory plan. Please see the International Student Advising website for details.

If you are eligible to opt out of the recreation fee, complete and submit the appropriate form.

Step 11. Update your personal information, set up your email, get a campus card, and get a parking permit (if required).

Make changes to your personal information (particularly permanent mailing address) via Memorial Self-Service, and be sure to set up and regularly check your @mun.ca email account through the Computing and Communications website. The University will send written correspondence to your permanent mailing address and @mun.ca email address only.

To get a Campus Card, visit the Answers website (you must be registered before you can obtain a Campus Card).

If you have a car and need a parking permit, please refer to The Guide for New Graduate Students for details on when you can apply for a permit.

Step 12. Check out the student services available to you as Memorial graduate students and attend Graduate Student Orientation.

Memorial University is proud to offer a broad range of professional skills development programs and services for graduate diploma, master's, and doctoral students. The Enhanced Development of the Graduate Experience (EDGE) is a comprehensive viewing tool that identifies opportunities for students to become fully integrated into the Memorial scholarly community and to develop professional skills beyond those gained within the disciplines.

Gradute Orientation 2012 is taking place on Tuesday, September 4, 2012. For information regarding the event please visit the Graduate Orientation website. Be prepared and RSVP early via our Facebook event's page. Academic units often have their own orientation sessions as well; contact your unit for information.

For more information about Memorial's St. John's campus, visit the virtual tour.

Payroll deductions forms are available at the Cashier’s Office or the School of Graduate Studies.”