Undergraduate Registration Steps

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Step 1 - New students only: pay your $200 Acceptance Deposit
Step 2 - Organize Your Registration Material
Step 3 - Select your Courses
Step 4 - Obtain Permission if Selected Section is Restricted
Step 5 - Build Your Conflict Free Timetable
Step 6 - Register via uSource
Step 7 - Review Course Changes/Adds & Drops Deadlines
Step 8 - Assign a proxy (designate) if necessary and students with a disability
Step 9 - Student Withdrawal

STEP 1

New Students only: Pay Your $200 Acceptance Deposit at least two weeks in advance of your assigned registration date
To confirm acceptance of an offer of admission, all undergraduate students who are admitted for the first time to take credit courses must submit an acceptance deposit of $200. This must be processed by Accounting Services 24 hours before attempting to gain access to registration.

This $200 deposit is required from all new undergraduate students only, regardless of any loan, scholarship or sponsorship arrangements. It will be applied to your fee account, but is forfeited if you withdraw or do not register. If the deposit payment is returned NSF, registration is cancelled.

You may pay your deposit through Internet or Telephone Banking through your bank. Set up the payee as the University of Victoria tuition fees and your student number is the account number. If you prefer to make your deposit payment by mail, print your student number, academic year and term (e.g. 200909 for September-December 2009, 201001 for January-April 2010) clearly on the face of the cheque or money order and mail it to:

Accounting Services
University of Victoria
PO Box 3040 STN CSC
Victoria BC V8W 3N7

Students may also pay in person by cheque, cash or debit card at Accounting Services, 2nd Floor of the University Centre. Accounting Services’ hours are Monday- Friday, 8:30am-4:00pm.

For more information, see http://www.finance.uvic.ca/tuition/faq.shtml or call (250) 721-7033 (local calls) or 1-800-663-5260 (toll-free long distance calls) between 8:30am and 4:00pm (Pacific Time) Monday to Friday. The University of Victoria does not accept credit cards for the payment of tuition fees or acceptance deposit.

Tuition Fee Refunds
Tuition fee refunds are subject to forfeiture of the $200 non-refundable acceptance deposit, except if the University cancels the only course(s) for which you are registered or if your only course registration is waitlisted and you do not gain access to the course. You must write to the Associate Administrative Registrar to appeal for a refund or transfer of the acceptance deposit before the end of the current term.

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STEP 2

Organize Your Registration Material

You will need the following to register:

• Your registration date and time
• NetLink ID and Password.*
• Your selection of courses (See Step 3)
• Internet Access to uSource

* If you have forgotten your Netlink Password, click here to reset your password.

STEP 3

Select Your Courses
Choose your courses according to your degree and/or program requirements.

Class Search
To display all of the timetable details (CRNs, dates and times, instructors) of the classes you are planning to take, perform a “Class Search”.

• Go to http://usource.uvic.ca. 
• Enter your NetLink ID and Password.
• Select the ‘Students’ tab.
• Select the ‘Student’ link from the "What would you like to do?" box.
• Select ‘Class Registration’.
• Select ‘Look up Classes’.
• Select the term of desired classes.
• Enter your search criteria in the boxes provided.  Note: You can search by subject, course number/level, instructor, dates, times and more.

From the search results page, you can also click on the CRN to see more detailed section information e.g. enrolment restrictions. Note: enrolment restrictions must be met prior to registration.

WINTER SESSION

SUMMER SESSION

A section may show with a blank part of term if it has non-standard start and stop dates.

Click here to view a tutorial on Class Searches / PDF Version

Undergraduate Degree Requirements
New first year students should consult Academic Advising and the First Year Courses and Program Information. Other students may refer to their degree audit report if they have declared their program, or the current UVic UVic Calendar. Students who wish to discuss their course selection should contact their Advising Centre or Faculty.

Linked Sections
Some courses at UVic require registration in more than one type of section (e.g. lecture and lab, lecture and tutorial). You must register (or waitlist) in one of each associated sections (lectures, labs, tutorials or seminars) for your registration to be complete.

Click here to view a tutorial on Linked Sections / PDF Version

Duplicate/Mutually Exclusive Course Registration
Students are solely responsible* for checking calendar descriptions, including those for assigned transfer credit, prior to and after registration, for any reference to duplicate, mutually-exclusive or cross-listed relationships (e.g. “formerly,” “not open to...”). Courses that are similar in content are identified in the course title with the notation “formerly” or “formerly part of...” or contain a note within the course description such as, “credit will be granted for only one of…XXX and XXX.” Credit will not be assigned more than once for these courses. You may only receive credit for the same course more than once if the Calendar states that a course may be taken more than once for credit.**

Alert: For Canada Student Loan purposes, courses identified as Duplicate/Mutually Exclusive will not be included in your confirmed registration unit total and if your registration drops below 4.5 units of confirmed courses per term (excluding waitlist courses) you will not qualify for a Canada Student Loan. If you have questions regarding your Canada Student Loan status, contact Student Awards and Financial Aid, University Centre at 250-721-8423.

*See General Information for all students and student responsibilities at: http://www.uvic.ca/calendar/GI/index.html

** See Accumulation of Credit and Duplicate and Mutually Exclusive courses at: http://www.uvic.ca/calendar/FACS/UnIn/UARe/CoCr.html

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STEP 4

Obtain Permission if Selected Section is Restricted
Registration Restrictions

Not all sections are open to all students. Some sections are subject to registration restrictions as described in the Class Schedule listing for the specific section. Registration restrictions apply when registration in a section is limited to students based on one or more of the following: program of study, major, faculty, level, campus, year attained or type of degree.

Department Permission
Some sections require permission of the department in order to register. In the Class Schedule Listing for the specific section, you will see a comment that says “Permission of department required for registration in this section”.

How do I get Permission?
It is recommended you contact the department (see Directory) offering the section prior to your registration date. If you are given permission to register in a restricted section, the department offering the section will apply the permit/override to your record. You will then be able to register in the section.

Undergraduate Maximum Unit Registration
Undergraduate students can register in a maximum of 9.0 units for Summer Session (May-August). To request permission to register in more than the maximum in the Faculties of Education, Humanities, Science or Social Sciences you must contact the Director of the appropriate Faculty Advising Centre. In other Faculties you must contact the Dean or the Director of the School. Please allow at least two weeks for your request to be processed before adding the course through registration. Permission is only given in exceptional circumstances.

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STEP 5

Build Your Conflict Free Timetable

Organizing your timetable will be easier if you schedule courses in this order:

1. Courses with only one section.

2. Courses that have linked sections.

3. Courses that offer a choice of sections.

4. Write down the CRN, along with the subject, course number and section number.

List your courses in order of priority. Make sure you have an entry for each section type required for the course (e.g. LAB, TUT). Check the UVic Calendar description (http://www.uvic.ca/calendar) for duplicate, mutually exclusive or cross-listed references for all courses in which you plan to register or for which you have been assigned transfer credit. See Duplicate/Mutually Exclusive Course Registration at: http://www.uvic.ca/calendar/FACS/UnIn/UARe/CoCr.html.

Timetable Notes:

Organize your timetable so that none of your class times conflict. A registration error will occur if you try to register for any courses that conflict with each other. If you can’t work out a timetable without a conflict, choose alternate courses/sections.

• Register as soon as possible on or after your assigned registration date and time.
• If you are in your final year and are unable to schedule courses required for graduation, please consult your Academic Advising Centre/Faculty/School/Department (link).

If you have any questions concerning the instructions/information, please contact Undergraduate Admissions and Records at (250) 721-8142 or 721-8143 during office hours Monday to Friday, 8:30am to 4:00pm (Pacific Time).

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STEP 6

Register via uSource

Click here to view a tutorial on how to register for courses / PDF Version

Click here to view a tutorial on how to register for year long courses / PDF Version

Click here to view a tutorial on how to view/change your personal information / PDF Version

1. Log into uSource using your NetLink ID and Password*.

* If you have forgotten your Netlink Password click here to reset your password.

2. From the uSource home page select the ‘Students’ tab.

3. From the "What would you like to do?" box select 'Student'.

4. From the ‘Student’ menu select ‘Class Registration’.

5. Specify your term of registration. This is in the format of the year and start month of the term (200905 for May-August 2009, 200909 for September-December 2009, 201001 for January-April 2010). Registration must be completed according to the term (rather than the session).

Prerequisite checking:
If the prerequisite(s) to your chosen section(s) have NOT been met you will receive a registration error message, and you will not be permitted to register. If you believe that you meet the prerequisites please contact the associated department.

6. If you already know the CRN for your section, you can enter it directly into the Add Classes Worksheet at the bottom of the Add or Drop Classes page. You can add up to 10 CRNs at one time. Click “Submit Changes”.

Click here to view a tutorial on how to add classes to a worksheet / PDF Version

If you do not know the CRN for your course, access the Class Search link. If you locate your desired course, check the box associated with the class and click “Register”. The following codes may also appear in place of the checkbox used to select courses for registration:

C - Class is full and cannot be added from this page. If the course has an active waitlist, you may waitlist for the course by copying the CRN and entering it in the Add Class table on the bottom of the Add or Drop Courses page. Click “Submit Changes” then choose ‘Waitlisted’ as your action and click “Submit Changes” again.

NR Course - is not available for registration at this time

SR Student Restricted - Generally associated with registration restrictions on the student and term, such as:

• Time tickets (registration access date and time)
• Student status (Visiting, Qualifying students)
• Academic standing
• Holds (Fees outstanding)
• Readmit term

Go to "Check Registration Status" to see any restrictions.

Click here to view a tutorial on Class Searches / PDF Version

Click here to view a tutorial on how to waitlist for courses / PDF Version

Waitlisting Courses Info

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7. Your registered classes will be displayed under 'View Active Registration'. Check your schedule to ensure that you have registered in the correct classes.

Click here to view a tutorial on how to view your detailed timetable / PDF Version

If you are unable to register in certain classes, you will see Registration Add Errors above your Add Classes Worksheet. The following list contains an explanation of the error messages you might see.

Campus Restriction This error indicates a course is restricted to students who attend a particular campus (e.g. Langara). Please contact the department if you wish to get permission to be registered in this specific section.

Closed Section This error indicates a course is full and has reached its set limit of students. At this time, no further registration is allowed. You may wish to check back at a later time as a space may become available if someone drops the class. Some courses maintain waitlists. See information on waitlists below.

Degree Restriction This error indicates that registration is restricted to students pursuing a particular degree (e.g. Bachelor of Engineering). Please refer further inquires to the department offering the course.

Duplicate CRN This error indicates that you have already registered for this course section. You can verify your current registration for the term by viewing the classes in the Current Schedule section.

Duplicate Course with Section This error indicates that you have already registered in a different section of the same course. If you wish to add the new section, you must drop the existing section in your Current Schedule before adding the new section.

Faculty Restriction In some cases, registration in a course is restricted to students of a particular faculty (e.g. Faculty of Education or Faculty of Science). Further inquiries should be referred to the department offering the course.

Level Restriction In this case, registration is restricted to students in a certain level of study. (e.g. Undergraduate students may not register in Graduate level courses). Contact the department for further assistance.

You are missing either a LEC/LAB/TUT component for this course. Check Class Search. Some courses require that students register in an additional course component, such as a lab (LAB) or tutorial group (TUT), as a required element of the course. In this case, you must simultaneously select the lecture (LEC) and corresponding lab (LAB) when adding that course - e.g. BIOL 190A A01 (LEC) and BIOL 190A B01 (LAB).

Major Restriction This error indicates that this course is only available to students enrolled in a particular major (e.g. English, Biology). For further information, please contact the department.

Maximum Exceeded The addition of this course will exceed the maximum number of units in which you are allowed to register. Please see Undergraduate Maximum Unit Registration in Step 4, above.

Pro Forma This error indicates that you are attempting to register in a pro forma (directed studies) course. Pro forma courses are not open for direct registration. Please contact your department to request permission to be registered in the section. If so, you will be required to fill out a Pro Forma Course Registration form.

Program Restriction This error indicates that this course is only available to students enrolled within a particular program of study (e.g. Nursing). Please refer further inquiries to the department. Certain courses restrict registration to students who have successfully completed related courses or received a sufficient grade in those courses.

Prerequisite Error This error indicates that you do not have the necessary prerequisite to register in this class. For more assistance, please contact the department. Prerequisites are listed under the course description in the Calendar (http://www.uvic.ca/calendar/CoIn/index.html)

Permission This error indicates that a student must first obtain the permission of the department to register in the course. Please contact the department in order to gain the necessary approvals. Once the department has given permission, you will be able to register in the course. See Step 4.

Time Conflict with XXXXX This error indicates that you are attempting to register in a section that has the same days and times as a section for which you are already registered. The ‘XXXXX’ is the CRN of the section with the time conflict. You are not permitted to register in two sections with the same days and times. To resolve the error, you can either drop the section that you are already registered for or choose a different section of the course you are attempting to add.

Year Long Course - Add First Term Section before Second Term Section This error indicates that you are attempting to add the second term section of a year long course without being registered in the first term section. To register in a year long course, you must register in the first term section before you are able to register in the second term section. To resolve the error, click on ‘Change Selected Term’ from the Add or Drop Classes page. Choose First Term (Sep-Dec). Register in the first term section of the year long course. Choose ‘Change Selected Term’ from the Add or Drop Classes page. Choose Second Term (Jan-Apr), then register in the second term section of the year long course.

Click here to view a tutorial on how to register for year long courses / PDF Version

Year Restriction This error indicates that the course you attempted to add is restricted to a particular year of study (e.g. 3rd year Undergraduate). For more assistance please contact the academic department offering the course.

Registrations can be confirmed by accessing View Active Registrations (uSource > Students > Student > Class Registration > View Active Registrations)

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STEP 7

Review Course Changes/Adds & Drops Deadlines

View add/drop and fee reduction deadlines for summer session here.

Non standard course deadlines can also be viewed here.

Course change forms are available at Undergraduate Admissions and Records and at Advising Centres. A failing grade will be assigned to any course that is not formally dropped by the date specified and a standing of Required to Withdraw will be assigned if the sessional GPA falls below the minimum.

STEP 8

Assign a proxy (designate) if necessary and students with a disability

Requirements for a Letter of Proxy
You may designate a proxy for the admission process, such as a parent. This is a short-term agreement that permits another person to enquire about your admission status. It can be established by completing the relevant area on the application for admission. It is valid for the length of the admissions process only.

It is also possible to designate a proxy to allow another person full access to your academic record. This must be done through written instructions stating the name of your designate and their relationship to you. You must sign the instructions and, if possible, provide a photocopy of your student card with your signature beside it. This information can also be faxed to (250) 721-6225.

Students with a disability
Students with a disability are encouraged to contact the Resource Centre for Students with a Disability (RCSD) at (250) 472-4947 prior to registration to discuss any specialized service arrangements or academic accommodations.

The University will provide reasonable accommodation as described in the Policy on Providing Accommodation for Students with a Disability (Policy 2340). Students should be prepared to document their disability to the University. If academic accommodations are needed, students should discuss their requests with the RCSD and their instructor as soon as possible following registration in a course.

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STEP 9

Student Withdrawal

In the event that you decide not to attend UVic after you register in courses, you must choose one of the following options to inform us of your decision.

1. Drop all classes from your schedule by selecting the “Web Drop” option in the Action field on the “Add and Drop Classes” page and click on “Submit”. The classes will be removed from your current schedule.
2. To withdraw from a registered session at the University complete an Undergraduate Withdrawal Form (in person or online via: registrar.uvic.ca) or write directly to
   Undergraduate Admissions and Records,
   Box 3025 STN CSC,
   Victoria BC V8W 3P2
   Attn: Registration Clerk,
   or Email reghelp@uvic.ca or
   FAX (250) 721-6225 Attn: Registration Clerk.

Students must withdraw by the deadlines specified for dropping courses, otherwise, a failing grade will be recorded for each course not completed and fees assessed for all courses in registered status. Please note that academic standing and the sessional GPA are based on grades assigned (including N grades) prior to withdrawing. Note: A sessional Grade Point Average and academic standing are assigned at the end of the session and are based on final grades awarded (including N grades) in the session or term attended. Please see the calendar entry Sessional Grade Point Average and Academic Probation for information regarding minimum GPA standards.

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