SUMMER SCHOOL SESSION 2014/2015 May 18-July 24, 2015

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1 THE UNIVERSITY OF THE WEST INDIES ST. AUGUSTINE CAMPUS Summer School Calendar 2015 SUMMER SCHOOL SESSION 2014/2015 May 18-July 24, 2015 Date Activity May 11 June 06 Online REGISTRATION Period May 18 ALL Classes BEGIN June 01 - June 06 Late Registration Fee/Late Payment Penalty of TT$150 is applied PLUS Registration fee TT$100 Registration/Adjustments beyond this date must be submitted to Academic Board; application should be made through Summer Programme Office. There is NO guarantee that late requests will be granted. July 11 July August 09 August ALL CLASSES END Summer School Examinations Deadline Date for submission of marks/grades in grade book Campus Examiners Meetings The registration period is May 11 June ; Late Registration from June TIME: 6.00 a.m. to p.m. 1. For the 2014/2015 Summer School session all registration will be conducted online using The University of the West Indies St. Augustine Campus website at: 2. Students will be required to register using any PC with internet access [at home, at an internet cafe or elsewhere] or at an on-campus venue. Online registration hours: 6:00 a.m. to 11:00 p.m. during the registration period. 3. Faculty Registration Forms - Non-UWI students, UWI Students (Other Campuses, including Open Campus students), former UWI students, and students who were required to withdraw and are seeking to register in the summer school session would be required to complete and submit the Faculty s Summer Programme Registration form, together with supporting documentation, to the faculty office for approval. 1

2 4. Banner resource(s) stationed in Faculty Offices would be able to do a Quick Admit and to update student information for students at 3 above to proceed to do online registration. These students will be registered as Undeclared for the summer session. 4a. To ensure students are efficiently registered, the Examinations Section will allow the Dean s Offices to remove RTWs for students seeking to register in the summer session. Faculties are required to adhere to the following procedure: Faculties must submit to the SAS Unit a listing of all RTW students whose status was changed (waived) to permit enrolment in Summer courses. The SAS Unit is to ensure that the academic standing status in Banner is accurate for these students. The Examiners meeting at the end of the Summer Session will confirm whether the student should maintain the RTW status or whether the student will be allowed to continue in the current programme. 4b. Generation of Summer ID for 2014/2015 Applicants Procedure to ensure students IDs are linked prior to the start of 2015/2016 Semester I registration cycle. 1. Campus IT Services (CITS) to generate a block of 814 ID numbers 2. SAS Unit to request from CITS a duplicate ID audit report 3. Admissions to verify accuracy of duplicate ID audit report 4. Admissions to submit verified report to CITS 5. CITS runs process to link students records (both financial and academic history) with the Summer ID assigned as the primary ID in Banner 4c. Evening (E01 section) students registering for SUMMER (SUM section) courses Procedure for Student 1. Submit written request to the Office of the Dean of the respective Faculty to register for the course(s). 2. Await phone/ notification from faculty [3-5 working days] of approval to register and make payment for course. 3. Pay your fees at any Branch of Republic Bank Ltd. using the bank deposit slip provided. 4. Present payment slip (copy) to Dean s office 5. Register online for course Procedure for Faculty 1. Approve/deny student request to register for course(s) ensuring that student meets all enrolment requirements and does not exceed maximum credit hours allowed. 2. If course is approved, faculty informs student to make payment for the course. Once payment slip is presented to the faculty office, override is entered in INB. 3. Faculty notifies student via /phone to register for course 2

3 4. Each faculty to prepare listing of Evening students approved for SUM courses and forward to Evening University Co-ordinator, Ms. Kristy Smith who will in turn compile a complete listing for the Student Accounts Section, The Bursary. 5. Students from the other UWI campuses would be required to provide a copy of their student transcripts. Unofficial transcripts which are downloaded via the web would be accepted for the purposes of registration in the 2014/2015 summer school session. NB. UWI students from other campuses MUST retain their Home Campus UWI ID Number. 6. Designated faculty personnel will also be trained to - Perform Quick Admits; Link Banner IDs (815 IDs with 814 IDs) once detected; Prepare and submit data to SAS Unit on RTW students whose status was changed; Faculties should contact the SAS Unit to schedule training sessions (where required). 7. Students would be permitted to register for three courses (usually 9 credits) in the Summer School. 8. Registration Fee [Non-Refundable] of TT$100 is per Faculty registration. 9. The Late Registration Fee/Late Payment Penalty [Non-Refundable] is TT$250 i.e. Late Registration fee of $ plus Registration fee of TT$ Students may be permitted to register up to the end of the 3 rd week of the Summer School Session [June 06, p.m.] on payment of a late registration fee of TT$150 PLUS the non-refundable registration fee of TT$ Students awaiting results of the Semester II Examinations, which may be declared after June 01, 2015, will only be allowed to register for any courses failed in these examinations. No late registration fee will be charged. NB. Course load will apply 12. Students will be able to make changes to their registration (Add/Drop) on the web (online) up to June 06, p.m. 13. In exceptional circumstances, requests for withdrawal after June must be submitted with Faculty s approval to Admissions for processing. 14. Only students pursuing Summer Certificate/Diploma Programmes or programmes in the Evening University/B.Ed are eligible for GATE funding. 3

4 15. Evening University students who wish to register for an out-of-faculty elective summer course(s) would be required to pay the registration fee and tuition fee for the relevant Faculty. 16. Students in the Evening University or students registered in the BED programme who were previously registered for Semester I/II 2014/2015 academic year will be required to submit a Student copy of the E-GATE application form for registration in the 2014/2015 summer session. 17. Where a student is granted permission to register for a 4 th course or a 5 th course, in the case of a final year student, on approval by the Dean or his nominee, the Banner representative in the Faculty Office would update the student s account in order to permit the override for the student to register online. 18a. All Faculties must provide the SAS Unit with a listing of courses (inclusive of remedial) which are expected to be offered in the Summer School Session 2014/2015 by 7 th April b. Faculties to provide to SAS Unit a list of courses to be offered in the summer school session - with pre-requisites, quota restrictions, instructors, course weighting/course components(s). 18c. List of Examiners for the Summer School Session 2014/2015 to be provided to the Examinations Section by MAY 15, The examinations timetable for Summer will be published on JULY 01, The Faculties of Engineering, Food & Agriculture and Science & Technology to provide the SAS Unit with a listing of remedial courses to be offered in the summer school session. 20. The Dean, Faculty of Engineering will consider written applications for first-time registrants in the Summer programme on a case-by-case basis. The Dean s Office will develop a Summer Registration form to facilitate these students registration. 21. The Faculties of Engineering, Food & Agriculture and Science & Technology, will maintain the use of level override to allow students to register for remedial course(s). 22. The Faculty of Science and Technology would be offering courses in the summer school session which would be available to the general public. 23. Overrides: Same procedure as the Semester override procedure will apply for existing UWI students. No overrides are to be given to students who do not satisfy the prerequisites EXCEPT for Faculty of Humanities & Education (FHE) Foundation English courses and LING courses. The Electronic Faculty Override System will close on 3 rd June, 2015 at 4:00 p.m. for students, and 6 th June 2015 for Faculties at 4:00 p.m. 4

5 24. Financial Clearance: Boxes will be provided on the Ground Floor, The Lloyd Braithwaite Student Administration Building for drop-off of Bank slips and Registration Form printouts. The Student Accounts Section will provide Summer payment slips to all Faculty Offices. Fee Schedule ALL STUDENTS Registration Fee per Faculty [Non-Refundable] Late Registration Fee/Late Payment Penalty [Non-Refundable] TT$100 TT$150 Examinations ONLY fee- Examinations Only students registering in the summer session are required to pay the TT$100 registration fee, in addition to normal faculty per credit fee, in accordance with published Undergraduate Financial Information NOTE: This fee category applies for students who have been granted official approval by Academic Board. FEES UWI STUDENTS (ALL CAMPUSES) TT$ Table 1 NON-UWI STUDENTS FROM CONTRIBUTING COUNTRIES TT$ FACULTY OF SOCIAL SCIENCES NON-UWI STUDENTS FROM NON-CONTRIBUTING COUNTRIES US$ 1, , FACULTY OF FOOD & AGRICULTURE 1, , FACULTY OF SCIENCE & TECHNOLOGY 1, , FACULTY OF HUMANITIES & EDUCATION 1, , FACULTY OF ENGINEERING (REMEDIAL ONLY) 1, FACULTY OF MEDICAL SCIENCES 1, ,

6 Compulsory Fees applicable to Non-UWI, UWI Students-Other Campuses (TT$) Caution Fee (refundable) ID Card Guild Fee Accident Insurance Replacement I.D./Smart card Payment of Fees I. Part payment of fees is NOT allowed. All fees must be paid upon registration for course(s). II. III. IV. Fees must be paid at any Branch of Republic Bank Ltd. using the bank deposit slip provided. Registration in the summer session will carry a non refundable registration fee of TT$ per Faculty. Late registration fee/late payment penalty MUST include the non-refundable registration fee of TT$100 PLUS the late registration fee/late payment penalty of TT$150. NB. All fees (including any applicable late charges) must be paid by the last working day of June I.D. CARDS: Monday-Friday: Except weekends and Public Holidays Monday-Friday: May : 9.00 am. to 6.00 p.m. VENUE: DAAGA LECTURE ROOM (Ground Floor) 6

7 REGISTRATION PROCEDURE The period of registration will be from May 11 June 06, 2015 The period for late registration will be from June 01 - June 06, NOTE: Late registration and late payment attracts an additional fee of TT$150. Students who register in the Summer School Programme are subject to all University and Faculty Regulations. Non-UWI Students & UWI Students Other Campuses STEP 1: OBTAIN FACULTY APPROVAL 1. Collect and complete the Summer Programme Application/Registration Form available from the respective Faculty Summer Programme Office. 2. Submit the completed form with all necessary documents, including a photocopy of each document to the Faculty Summer Programme Office. 3. Have the form signed by the Dean or his representative(s). The YELLOW copy of the Application/Registration form would be returned to you with your UWI Student ID number indicated. NB. UWI STUDENTS FROM OTHER CAMPUSES MUST RETAIN THEIR HOME CAMPUS UWI ID NUMBER STEP 2: SELECT COURSES ONLINE To access the online registration go to the Student Portal at my.uwi.edu Your user ID is your 8-digit or 9-digit student registration ID number and your initial password i.e. Date of birth yyyymmdd 1. Proceed with the YELLOW copy of the approved Registration Form to SELECT COURSES OLINE and do your own data entry. 2. You may do your own online selection of courses using any PC with internet access [at home, at an internet café or elsewhere] OR Proceed to any on- campus Computer Lab to do your own data entry 3. FOLLOW INSTRUCTIONS FROM STEP 3 BELOW 7

8 UWI STUDENTS [St. Augustine Campus ONLY] [Currently enrolled students] STEP 1: SELECT COURSES ONLINE (i) Check the Course offerings webpage or Faculty notice boards and timetables for a list of courses being offered in the Summer School before seeking to register. To access the online registration go to the Student Portal at my.uwi.edu. Your user ID is your 8-digit or 9-digit student registration ID number and your initial password i.e. Date of birth yyyymmdd b. You may do your own online selection of courses using any PC with internet access [at home, at an Internet café or Elsewhere] OR Proceed to any on-campus computer lab to do your own data entry STEP 2: Print your completed Registration Fee Assessment/Invoice to be used to complete Financial Clearance. Your Registration Fee Assessment/Invoice printout will also indicate the fees payable based on your course load and must be used to complete financial clearance. STEP 3: OBTAIN FINANCIAL CLEARANCE NB. All fees (including any applicable late charges) must be paid by the last working day of June 2015 (i) Pay your fees at any Branch of Republic Bank Ltd. using the bank deposit slip provided. Ensure that the bank teller returns 2 copies of the deposit slip to you. (ii) Staple the following documents together:- Official UWI Registration Fee Assessment/Invoice printout Evidence/receipt of payment of fees Evidence of payment of any outstanding balance(s) Copies of letters showing evidence of funding e.g. scholarships, student copy of the E-GATE application form (iii) NB. Deposit the stapled documents in your faculty s box located on the Ground Floor, The Lloyd Braithwaite Student Administration Building. Your Registration Fee Assessment will then be processed by the Bursary 8

9 (iv) Check on-line for FINANCIAL CLEARANCE Three (3) to five (5) working days after submitting the documents above by logging on to the secure area of the UWI website at Select Registration Map and Guide and select Check Financial Clearance. NOTES: 1. Citizens of Trinidad & Tobago who are pursuing a Summer Certificate/Diploma Programme, Evening University programme OR the Bachelor of Education (BEd) must REGISTER FOR GATE (i) (ii) Firstly, you must register for the GATE e-service at the GATE Registration Centre (GRC).[ Visit e-gate website - or call 800-GATE for information]. In order to successfully register, you must present original copies of your birth certificate, and one other form of identification (National ID or passport ONLY), and a valid address for receiving notifications. After registering at the Gate Registration Centre, you will receive an informing you that a GATE e- Service account has been created for you, along with an activation code, GATE e-service ID, and password. After activation, the ID and password will be used to log in to your account on the GATE e-service website (www.e-gate.gov.tt), and apply for GATE online. To complete your online GATE application form, you must have soft (scanned) copies of the following: UWI acceptance letter (for new students only) Electronic birth certificate and one other form of identification (National ID or passport ONLY) Payment slip (postgraduate students only) Marriage/divorce certificate (for married/divorced students) Latest results slip Deed poll (for name change) Complete, edit or re-submit your application as necessary On completion, print and sign a Student Copy of the electronic application form and attach it to your UWI fee sheet. 2. Citizens of Trinidad & Tobago who are pursuing a degree programme in the Evening University OR the Bachelor of Education (BEd) (i) Who have registered for courses in 2014/2015 Semester I & II courses Or (ii) Who are registering for the first time for academic year 2014/2015 must complete and submit the following documents: a. Student copy of the E-GATE application form b. Registration Fee Assessment Invoice c. Receipt for payment of Compulsory Fees 9

10 STEP 4: GET YOUR UWI STUDENT ID CARD/SMART CARD (i) NEW STUDENT - if you have obtained financial clearance proceed to the Daaga Lecture Room I to have your ID photo taken. Monday-Friday : May 18-29, 2015 Except weekends And Public Holidays : 9:00 am. to 6:00 p.m. New ID cards/smart Cards are only issued to NEW/Re-Entry Students/Students from other UWI campuses. NOTE: (a) (b) You must obtain financial clearance in order to obtain a UWI Student ID Card/Smart Card. You must produce picture identification (i.e. valid passport or National ID card) to obtain your UWI Student ID Card/Smart card. CONTINUING STUDENTS: If you received financial clearance your UWI Student ID Card/Smart Card is automatically revalidated If your previous UWI ID card has not been replaced with the new Smartcard ID card, you must obtain a new UWI Smart Card. Please produce the old ID card to the ID Card Office for immediate replacement. If your UWI ID Card has expired you would be required to have your photograph taken to obtain a new UWI Smart Card. If you have not received financial clearance after five (5) working days, visit Student Accounts, Bursary Representatives, Ground Floor, The Lloyd Braithwaite Student Administration Building for clarification. Online Registration Instruction Guide A detailed instruction guide for online registration is available on the Web at About Electronic Faculty Overrides Detailed information about Electronic Faculty Overrides is available at 10

11 Getting Help Registration Assistance 1. Computer Kiosks located in lobby area of the Lloyd Brathwaite Student Administration Building. 2. Helpdesk BANNER-Related Queries - via telephone and during the hours 8:30AM 4.30 PM from May 11 to June 06, 2015 Monday to Friday a. Telephone Number (868) extensions , 83970, and OR b. 3. Financial Clearance Queries: Tel. (868) Ext , 83382, 83379, Assistance with Student Portal and/or PIN Reset: a. Call (868) / EXT HELP (84357) OR b. Students requiring assistance from Student Affairs (Admissions) can call TEL 1 (868) Ext /82157/ Library Services: Opening hours for the Alma Jordan Library during Summer School Session 2014/ Mondays Thursdays Fridays Saturdays Sundays 8.30am 10.00pm 8.30am 5.00pm 8.30am 5.00pm CLOSED Students pursuing summer courses with valid UWI IDs will be granted Library access from 19 May to 24 July

12 Faculty Summer Programme Offices Engineering : Engineering Institute, 2 nd Floor, Block 1, Faculty of Engineering Tel: Direct line: 1 (868) ; (868) EXTS: & 82175; OR Food & Agriculture : Room 230, Student s Reception Area, Dean s Office, Faculty of Food & Agriculture, Frank Stockdale Building Tel: (868) EXTS , 83903; Humanities & Education : Post Graduate Computer Laboratory, Third Floor, School of Humanities Building, Tel: (868) , EXTS 82399; Office of the Dean, Faculty of Humanities & Education, School of Humanities Building Tel: (868) EXTS 82288, Science & Technology : Dean s Office, Faculty of Science and Technology, Chemistry Building #2 Tel: (868) EXTS , 84481, 84483, Social Sciences : Dean s Office, Faculty of Social Science Summer Programme Office, Direct line: 1 (868) ; 1 (868) , ext , 82408, Fax: 1 (868) ; Banner Availability for Registration 1. 6:00 a.m. 11:00 p.m.- Sunday to Saturday during registration period 12

13 Registration Labs 1. There will be no designated on-campus registration lab. 2. Students are advised to use any faculty computer laboratory during the registration period once they are available. Registration Assistance Provided 1. Computer Kiosks located in lobby area of Student Administration Building. 2. Helpdesk - BANNER-Related Queries- via telephone and during the hours of 8:30 a.m p.m. Monday to Friday from May 11 to June 05, a. Telephone Number (868) extensions 83969, 83970, and b. 3. Financial Clearance Queries - Call (868) Exts ; 83382; Assistance with Student Portal and/or PIN Reset: a. Call (868) / EXT HELP (84357) OR b. - The Registry UWI St. Augustine April 30, 2015 (updated) 13

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