VIU Nanaimo campus with autumn colours

Important Information

Access your student record and most registration services at You can see your grades, update your address, check your place on waitlists, add or drop courses, review your fees, obtain a confirmation of enrolment letter and more.

Login to your Student Record.

Prior to the first day of the semester:

  • If a seat becomes available, you will be enrolled automatically.
  • Drop waitlisted courses if you are no longer interested.

Once the semester begins:

  • Check your online student record each day for the first week of the semester (Tuesday, September 5 to Tuesday, September 12)
  • If a seat becomes available, it will be held for you temporarily.
    You have until the end of the day to claim it, online or by contacting the Registration Centre.
  • If you do not claim the seat on the day it’s held, you will be removed from the waitlist.

Prerequisites ensure you have a reasonable chance to be successful in the course.

Check your student record to ensure that you meet prerequisites for courses: “Web Registration,” and then “Register” for the Fall 2023 Semester and then “Check Prerequisites”. Any unmet prerequisites will be noted in red print. Please withdraw from courses if you will not meet the prerequisite.

If you do not meet course prerequisites, you may be withdrawn. By the time you are withdrawn, it may be too late to register for another course.

If you would like to have a prerequisite waived, you must obtain approval from the Department Chair at least two weeks before the first day of the semester. The Chair will notify the Registration Centre of this waiver.

At the end of the semester, your grades will be posted to your online student record. If you choose to appeal your final grade, the appeal procedure is available from the Registration Centre. You must begin an official appeal within 10 working days of the date the grade is assigned (excluding University closures).

You can add a Fall Semester course until Tuesday, September 12, online or by contacting any Registration Centre. If you want to add a course after that time, instructor permission is required. Use Web Registration in your student record to initiate a request.

We strongly recommended you begin courses on time. If you are unable to participate at the start of the semester, you can maintain your registration status for up to two weeks by notifying the instructor of your absence by email prior to the first scheduled class.

If you do not show up to the first class and have not notified your instructor, you may be withdrawn without prior notice.

When you drop a course, it can have a big impact on your:

  • tuition fees
  • student loan eligibility
  • sponsorship eligibility
  • immigration status
  • grades

If you register for a course but change your mind, you must officially drop it through your online student record. It is not enough to inform your instructor or to just not show up.

If you are planning on dropping below a full-time course load, we encourage you to discuss your plans with a VIU Educational Advisor or Immigration Advisor.

Please take note of these important deadlines if you are considering dropping a course.

Date of withdrawal

Withdrawing from
all Fall courses
(full withdrawal)

Withdrawing from
one or more,
but not all,
Fall courses
(partial withdrawal)

Before the start of the
semester: up to and
including Monday,
September 4

100% refund of
tuition fees

100% refund of
tuition fees

Within the first two
weeks of the
semester: Tuesday,
September 5, to
Monday, September 18

90% refund of
tuition fees*

100% refund of
tuition fees*

Tuesday, September 19
(tuition due date) to
Sunday, October 1

50% refund of
tuition fees

50% refund of
tuition fees

October 2 and beyond No refund No refund

* For new students, your tuition deposit is non-refundable.

Grades: The last day to drop a course to avoid getting an “F” grade assigned is Monday, November 27.

Make sure you are available during exam dates: December 11–20. Exam schedules will be posted in your online student record in early November.

Holiday hours

All campuses will close Friday, December 22, 2023 at 3pm and will reopen on Tuesday, January 2, 2024 at 8:30am.

The Spring Semester starts Monday, January 8, 2024.

Official transcripts can be ordered through your online student record or by calling the Registration Centre. The fee is $12.75 per copy.

A rush transcript, ordered to go out by mail the next day, is available for $21.20 per copy.

You can access an unofficial transcript at no charge in your online student record.

Educational Advisors are here to help and support you throughout your educational journey. Students in degree programs are also served by Degree Advisors.

Connect with an Advising Centre at any VIU campus:

By email: or

By telephone:

Cowichan: 250.746.3509
Nanaimo: 1.888.920.2221 or 250.740.6410
tiwšεmawtxw campus: 604.485.2878
International students: 250.740.6315

Learn more about VIU Advising.

VIU’s Goal Planning System (GPS) can be launched from your online student record. GPS will show how your courses can work towards your academic goals and will list courses you still need to complete.

We strongly encourage you to discuss your GPS results with your Degree Advisor or Program Chair.

For services over the phone or online, we protect your student record by asking for your student number, your online student record password and the answer to a security question. You create your question and answer, and you may change it at any time. Photo identification is required for in-person services.

A parent, spouse or friend may not act on your behalf to conduct any business or make any detailed inquiries about your account without your consent. To authorize someone to act on your behalf when speaking to us, you will need to provide them with your student number and the answer to your security question. If you share this information with a third party, it is a good practice to change it afterwards.

The VIU Safety App is available for Apple and Android devices. It allows us to send messages to you in times of emergency and features quick

access to Campus Security, a personal safety toolbox, campus maps and more.

If you wish to temporarily withdraw from VIU, you may apply for a leave of absence for the remainder of the current academic year and the
following year. Apply to the Dean of your program for a leave of absence. If your request is approved, when you return you will be
considered a continuing student for the purpose of registration.

International students planning on being away from VIU for more than 150 days should consult with a VIU Immigration Advisor.

Pay parking is in effect at the Nanaimo campus on a “first come, first parked” basis. Learn more about VIU Parking and parking regulations. Due to limited parking, alternative forms of transportation are encouraged such as public transit, carpooling, walking, or biking

Contact Us

Email (domestic students) (international students)


Nanaimo: (toll free) 1.888.920.2221 or 250.740.6400
Cowichan: 250.746.3500
Parksville/Qualicum Centre: 250.248.2096
tiwšɛmawtxw campus: 604.485.2878
International students: 250.740.6315


The information in this guide is accurate at the time of printing (July 2023).
Vancouver Island University reserves the right to make any changes as necessary.