IV. Minimum Enrolments, Enrolment Monitoring and Cancellation Procedures

It is our hope and has often been our experience that well-designed and well-promoted programs will attract interest from students. We encourage Field School organizers to actively promote their Field School, with appropriate assistance from the Dean’s office, the Study Abroad office, and their home department as soon as their proposal is approved. To help ensure that the HSS minimum enrollment of 10 students per faculty member is met, please see the table below for appropriate targets for student commitments for 6 and 4 months prior to the start date.

In the event that commitments are lower than these targets, the Office of the Dean of Humanities and Social Sciences will work with the Department Head to confirm that the field school program should be cancelled, and information must be carefully communicated to students according to the timeframes in this chart

Minimum Number of Commitments from MUN Students

 

6 months before start of field school semester

(by the registration start date of the semester prior to the field school)

4 months before start of field school semester

(by the start of classes of the prior semester)

1 faculty member offering 2 courses

evidence of 12 firm commitments from MUN students

minimum 10 confirmed enrolments from MUN students*

2 faculty members offering 4 courses

evidence of 24 firm commitments from MUN students

minimum 20 confirmed enrolments from MUN students*

Communication with students (from instructor)

Students who have signed up are advised in writing by the instructor(s), copying the Head and the Associate Dean, that the minimum number of enrolments has not been met. Plans continue for the program to proceed and efforts will increase to encourage student sign-ups. However, if the minimum number of students have not signed up by four months prior, the field school will be cancelled, with the possibility that it will be deferred for delivery in 1 year.

Students who have enrolled are advised in writing by the instructor(s), copying the Head and the Associate Dean, that unfortunately the minimum number of enrolments was not met and the field school will not be offered. Whenever possible a full refund will be available; however, full refunds are not always available due to prepaid expenses that are not reversible. The Department might explore the potential for the program to be offered 1 year later than originally planned, subject to meeting enrolment minimums.

Communication with MUN personnel (from Associate Dean)

The Associate Dean (Curriculum and Programs) forwards the instructor's email to Dean's Office personnel, to the Study Abroad coordinator, and (if applicable) to Harlow

representatives

The Associate Dean (Curriculum and Programs) forwards the instructor's email to Dean's Office personnel, to the Study Abroad coordinator, and (if applicable) to Harlow representatives

Non-MUN students are eligible to enroll; however, they do not count towards the minimum number of commitments/enrollments. 

In the event of cancellation, the Dean will notify the faculty member responsible, the academic unit Head, the applicable Associate Dean of Humanities and Social Sciences, the Faculty of Humanities and Social Sciences’ Senior Administration Officer, the Study Abroad Coordinator, and the Communications Advisor. It is the responsibility of the Head of Department to ensure that the faculty member contacts students individually to inform them of a program’s cancellation and that this is done in a timely and sensitive manner. With approval of the Dean and the Head of the Department, a canceled program may be eligible for deferral to a future year, subject to changes being made to the program in consultation with the Associate Dean. Such changes may include increased emphasis on the delivery of courses that are required for a departmental program and that are also eligible for interdisciplinary programs and/or for diploma or certificate programs.

Last updated November 2024