Adjudication

What is Adjudication?

Adjudication is the process of deciding whether or not students are eligible for their Intent to Register (ITR) choices.  Adjudication decisions are based on (i) the courses completed by the end of the Fall/Winter session and (ii) the courses in which students are registered (if any) during the upcoming summer. Review the general and year-specific information about Intent to Register, including the many FAQs such as "what if you are not eligible for both your First and Second Choices".

When does adjudication occur?

The Adjudication Period occurs in May once final marks are available for Fall/Winter courses. Students taking courses in the summer undergo another adjudication when marks for summer courses are available.

How and when do students find out their adjudication results?

After students have been adjudicated, their Grade Reports will be posted in Student Center (see "Find your final marks and Grade Report" below"). The Remarks section of your Grade Report indicates if you are eligible for the program/module you requested during ITR. Grade Reports for students who have applied to graduate at Spring Convocation should be posted by the end of May. Grade reports for all other students should be posted by mid-June. Students not eligibile for their either their First or Second Choice will find the degree/module(s) to which they have been assigned in Student Center (My Academics > My Program) after they have been term-activated. See below for more details.

Is it possible to change modules after the adjudication results are made by submitting a request for a "Change of Status"?

See "Can I change my degree and/or module(s) for the upcoming Fall/Winter" under After Adjudication for information.

General Information

Adjudication Process for students requesting Medical Sciences 2

Requirements to progress to Medical Sciences 2:
are first reviewed by the Office of the Registrar and many students are
"auto-adjudicated" (quickly adjudicated).
Adjudication forms are sent to the BMSUE Office for any student who cannot be auto-adjudicated (e.g. students with transfer credits or summer courses).

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Adjudication decisions are made and students who are ELIGIBLE for Medical Sciences 2 are admitted to Medical Sciences 2.

Adjudication decisions are made and the adjudication forms of students who are
NOT ELIGIBLE for Medical Sciences 2 are forwarded to the appropriate Academic Counselling Office for final adjudication.

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Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report). The Grade Report includes final marks and adjudication decisions (Remarks).

Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report. The Grade Report includes final marks and adjudication decisions (Remarks).

Adjudication Process for students requesting Year 3 BMSc

 Adjudication form arrives from the Office of the Registrar in mid-May

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Eligibility for admission to Year 3 BMSc
and
eligibility for module(s) requested during ITR are assessed by the BMSUE Office.

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Adjudication decisions are made and students who are
ELIGIBLE for Year 3 BMSc
are admitted to Year 3 BMSc and assigned to module(s) based on ITR choices
and space available in modules
(spaces in Honors Specialization modules are limited).

Adjudication decisions are made and the adjudication forms for students who are
NOT ELIGIBLE for Year 3 BMSc
are forwarded to the appropriate Academic Counselling Office for final adjudication.
Students who are not eligible for Year 3 BMSc may not re-apply to the BMSc program in the future unless an
Appeal for Admission to Year 4 is granted immediately after second year.
See BMSc Information on the website of the Academic Counselling Office in NCB 280.

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Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report). The Grade Report includes final marks and adjudication decisions (Remarks).

Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report). The Grade Report includes final marks and adjudication decisions (Remarks).

See the consequences of not submitting an ITR by the deadline on admission to Year 3 BMSc.

Adjudication Process for students requesting Year 4 BMSc

 Adjudication form arrives from the Office of the Registrar in mid-May

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Eligibility for module(s) requested during ITR is assessed by the department
(only if requesting an Honors Specialization module)
and the BMSUE Office
(if requesting Double Majors and Specialization modules).

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Adjudication decisions are made and students who are ELIGIBLE
for the modules requested as their First Choice are assigned to these modules
(spaces in Honors Specialization modules are limited).

Adjudication decisions are made and students who are NOT ELIGIBLE
for the modules requested as their First Choice are considered for the modules requested as their Second Choice. If eligible, then they are assigned to these modules.
If not eligible for their Second Choice, the BMSUE Office determines in which modules these students should be registered for the upcoming year and assigns them to these modules.

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Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report). The Grade Report includes final marks and adjudication decisions (Remarks).

Students find out their adjudication decisions by:

  • Viewing their Grade Report in early-mid June (go to Student Centre > Academics > My Academics > View My Grades > Grade Report). The Grade Report includes final marks and adjudication decisions (Remarks).

After Adjudication

Find your final marks and Grade Report (adjudication decisions)

Final marks and Grades Report are posted in Student Centre after the adjudication decisions have been made and processed.

  • Go to Student Centre > Academics > My Academics > View My Grades > Grade Report
  • Grade Reports should be posted by mid-June

The Grade Report includes final marks and:

  • adjudication decisions, informing students if they are eligible for their First or Second Choices that they submitted during the Intent to Register period
  • other comments, if appropriate, about courses that need to be completed, certain graduation requirements, etc.

BE PATIENT!

  • DO NOT email the BMSUE Office, the Academic Counselling Office and/or the Office of the Registrar to find out why your adjudication form has yet to be processed. There are thousands of adjudication forms that need to be processed and your form is one of many. No one can look specifically for your form to process it before someone else's form!
  • The chart of "Averages required for Admission to Honors Specialization modules in the BMSc Program" will be updated after the adjudication period.

How do I check what I submitted for my Intent to Register?

From early April onward, you can go to Student Center and look under Planning for "View My Intent to Register" to find your First and Second Choices. Each choice is displayed over a few lines, indicating the type of degree selected and a line for each module selected as in this example of a First Choice.

Waiting lists for Year 4 Honors Specialization modules

Your grade report will specify if you have been placed on a waiting list for a Year 4 Honors Specialization module and if you will be registered in your Second Choice or in a different module(s) for the upcoming year. If you will be registered in a module that you did not request during ITR, then you will be able to see this module in My Program in Student Centre but only after you have been term-activated.

  • Departments will not usually let students know where they are situated on a waiting list.
  • If a space becomes available in the Honors Specialization module you requested, then you will be emailed by the department at some point during the summer. You must respond to the department and the department will contact the BMSUE Office to have your module(s) updated, if you accept the spot.

Recommendation for course selection if you are on a waiting list:
register for the courses needed for the module(s) in which you are registered for Year 4 (and perhaps register for additional 4000-level courses needed for the wait-listed module to make the transition easier, if admitted).

The selection of supervisors for fourth-year research projects for Honors Specialization modules:
often occurs in September (with the exception of IMS in which students do not take a research project). You will be informed by the department about the process during the summer.

Concerned that you might not be eligible for what you requested?

If you are not eligible for either of your Intent to Register (ITR) choices, then a decision will be made during the adjudication period by the BMSUE Office (and, sometimes, the Academic Counselling Office) as to what would be the most appropriate program/degree/module(s) for you for next year. This decision will be based on your ITR choices, the courses you have completed, the courses (if any) in which you are registered for the summer, and your marks.

  • if both your First and Second choices were for the BMSc Program and you are eligible to register in the BMSc Program but not the module(s) that you requested, then you will be registered for other modules within the BMSc Program. You will find out in which modules you have been registered once you have been term-activated for the upcoming year by the Office of the Registrar.
  • if you are entering year 3 and are NOT eligible for any module(s) in the BMSc Program, then you will likely be registered in a BSc degree degree (perhaps in Double Majors, one of which is a basic medical science Major.

PLEASE do not contact the BMSUE Office or the Academic Counselling Office before you have been term-activated to find out in which modules(s) you will likely be registered. BE PATIENT and this information will be available by mid-June and you will have time to ask questions, etc. before registration begins.

 

How (and when) to find your program/plan (degree/modules) for the upcoming Fall/Winter

After the Office of the Registrar posts the Grade Reports in Student Centre, they begin to "term-activate" students for the upcoming Fall/Winter session. The process to term-activate students who are adjudicated into either their First or Second Choice is fairly quick. Term-activation takes longer when the degree or module(s) to which students have been assigned requires manual intervention (e.g. when a student is not eligible for either choice and a different module or modules is assigned).

Term activation is the process of creating a "line of registration" which includes:

  • the level (year),
  • the status (either full- or part-time status), and
  • the program/plan (e.g. "Medical Sciences" for second-year students, or "Bachelor of Medical Sciences degree" and the particular module or modules for third- and fourth-year students) for the upcoming Fall/Winter

After you have been term-activated, you can view your program/plan by going to Student Centre > My Academics > My Program (it is displayed over a few lines - degree on one line, module on second line, additional module on third line)

The BMSUE Office will check all students who have been admitted to Medical Sciences 2, Years 2-4 of the Neuroscience program and Years 3-4 of the BMSc Program to make sure that all students are term-active prior to the first day of registration. Students going into Year 4 will be checked first, followed by students going into Year 3, etc.

Can I change my degree and/or module(s) for the upcoming Fall/Winter ("Change of Status")?

After adjudication, you can submit a Change of Status request to the Academic Counselling Office in NCB 280 to request a revision to your program/plan (degree and/or modules) for the upcoming Fall/Winter.

Read further for deadlines, when you will be notified about your request, situations in which your Change of Status may be denied, etc.

If you want to request an Honors Specialization module in the BMSc Program, then only do so if:

  • the chart of "Averages Required for Admission to Honors Specialization modules in the BMSc Program" has been updated and the Honors Specialization module you are requesting is NOT FULL, and
  • you are eligible for this Honors Specialization module, i.e. all of the Admission Requirements have been completed and the minimum average on the 2000-level Admission Requirements has been achieved (see details here).
  • on occasion, a request may be denied for registration in an Honors Specialization that is not full if all spaces in the mandatory courses (lab/lecture) have been reserved for students adjudicated into modules in May.

If you want to request registration in a Major offered by the basic medical science departments, then your request might not be granted since spaces are reserved in 3000-level lecture and laboratory courses based on the number of students adjudicated into the modules in May:

  • Change of Status requests to add students to the following Major modules will not be granted because spaces will have already been reserved in the 3000-level lecture and laboratory courses:
    • Biochemistry
    • Medical Cell Biology (requests for year 4)
    • Medical Biophysics
    • Microbiology and Immunology
    • Pharmacology
    • Physiology
  • there are a few exceptions: e.g., if you were adjudicated eligible for and admitted into an Honors Specialization in Physiology but subsequently submit a Change of Status request to register in a Major in Physiology + a Major in IMS, then your request will likely be granted since a space would have already been reserved for you in Physiology and Pharmacology 3000E.

Please note that a Change of Status to add a Minor module offered by the basic medical science departments may be denied due to spaces having been reserved for students adjudicated into modules during the May adjudication period.

If you were found ineligible for Year 3 BMSc:

  • then do not submit a Change of Status request to register in a module(s) that can only be completed in a BMSc degree.

Submit your Change of Status request by the dates below to ensure that your request is reviewed/processed prior to course registration:

  • Year 4 for next year:  submit on or before June 13, 2019
  • Year 3 for next year:  submit on or before June 21, 2019
  • Year 2 for next year:  submit on or before July 2, 2019

Change of Status requests received on or before the deadline dates above will be reviewed once the deadline has passed and will be processed, if approved, before registration for students in that year begins. For example, if you are going into Year 3 BMSc and submit a Change of Status request on or before June 21st, then the request will be reviewed early in the week of June 24th and you will be notified by email before June 28th about whether the request has been processed or denied.

You will be sent an email message once your Change of Status request has been reviewed, notifying you of the outcome.

Change of Status forms submitted after the dates above will still be considered on an ongoing basis with no assurance that they will be reviewed/processed before registration begins.

Not returning in September

  • Please email the BMSUE Office asap to let us know you're not returning to Western in the fall for any of Medical Sciences 2, Years 3 and 4 BMSc, Years 2-4 Neuroscience
  • We would love to know what you are doing, instead, so let us know (if willing)
  • We will inform you of any steps you need to take, if appropriate

Course selection

Course Registration