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Form Title Form Type Form For Description
Aboriginal Graduate Fellowship Application Form Awards Prospective Students and Current Students

This form should be used to apply for the Aboriginal Graduate Fellowship, a merit-based fellowship that is awarded to Aboriginal graduate students who are engaged in full-time study or research leading to a graduate degree.

Aboriginal Graduate Fellowship Reference Form Awards Faculty and Staff

This form should be used if you have agreed to evaluate an applicant for an Aboriginal Graduate Fellowship. The applicant must provide a copy of their application form and attachments to inform your assessment.

Academic Reference Form Application Prospective Students, Current Students, and Faculty and Staff

An academic reference is provided by a college or university instructor, usually holding a PhD. The academic reference will have instructed or supervised the applicant during his/her academic studies. The academic referee will be asked to comment, where applicable, on the applicant’s academic preparation, originality, skill at research, industry, intellectual capacity, and teaching ability.

Annual Progress Report A Records and Registration Current Students and Faculty and Staff

This is the Annual Progress Report (A) for thesis-based students. This form must be completed by both the student & supervisor and reviewed by the program coordinator by June 15th of each year. Please check with your program regarding submission deadlines.

Annual Progress Report B Records and Registration Current Students and Faculty and Staff

This is the Annual Progress Report (B) for non-thesis-based students. This form must be completed by both the student (in the MA – English, MEd, MEng, MSN, or MSW programs) & supervisor/advisor and reviewed by the program coordinator by June 15th of each year. Please check with your program regarding submission deadlines.

Canadian Federation of University Women Kelowna Graduate Scholarship Application Form Awards Current Students

This form should be used when applying for the Canadian Federation of University Women Kelowna Graduate Scholarship, a $2,000 scholarship offered by the Canadian Federation of University Women Kelowna to a female graduate student in the College of Graduate Studies.

Change of Student Supervisor/Committee Member Committee Current Students and Faculty and Staff

This form must be completed to change a student’s supervisor or committee member.

Course Exemption Form Records and Registration Current Students and Faculty and Staff

Use this form if the graduate program is granting an exemption to a specific program requirement. The graduate program must be satisfied that the student has acquired the knowledge from courses previously taken or from experience.

Curriculum Committee Report Course Scheduling and Curriculum Faculty and Staff

All graduate level Category 1 and Category 2 curriculum proposals are recommended by the Graduate Studies Program and Curriculum Committee. Curriculum proposals should be submitted no less than one week in advance of the Graduate Studies Curriculum Committee meeting and should be accompanied by this cover form. Please submit the form to the College of Graduate Studies.

Dean ’s Approval for Co-Supervisor/Committee Member Committee Faculty and Staff

Approval from the Dean of the College of Graduate Studies is required for all non-UBC Okanagan co-supervisors/committee members. Approval is also required for any UBC Okanagan co-supervisors/committee members who do not hold the rank of Assistant Professor, Associate Professor, or Professor. In addition, individuals who hold a terminal master’s degree who wish to supervise a doctoral student must be approved by the Dean.

Dean’s Approval for a Graduate Student to Teach Records and Registration Faculty and Staff

The department head should use this form to request permission from the Dean of the College of Graduate Studies for a graduate student to teach courses. All teaching appointments of graduate students require the written approval of the Dean of the College of Graduate Studies.

Doctoral Dissertation Approval and Program Completion Form Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is sent to the Neutral Chair from the supervisor via email prior to the examination date. If revisions are required by the student, the Chair ensures that the External Examiner, University Examiner, and Examining Committee sign off on this form right after the examination except for the supervisor. The form is then given to the supervisor to hold until the student makes all the necessary revisions. The supervisor signs off on the form and hands the form into the College of Graduate Studies as part of final submission requirements.

Doctoral Comprehensive Examination Report Comprehensive Exams and Candidacy Current Students and Faculty and Staff

The basic requirements for a doctoral student to be admitted to candidacy are all required coursework has been successfully completed; the comprehensive examination has been passed; and the supervisory committee has certified that the thesis proposal has been approved. This form must be submitted to the College of Graduate Studies once the examination(s) is/are complete.

Doctoral Dissertation Oral Examination – Neutral Chair Responsibilities and Procedures Master’s Thesis/Doctoral Dissertation Faculty and Staff

This document can be sent to the Neutral Chair by the supervisor via email prior to the examination. It outlines the step-by-step responsibilities and procedures for the Neutral Chair.

Doctoral Dissertation Oral Examination Announcement Master’s Thesis/Doctoral Dissertation Current Students and Faculty and Staff

This announcement form is posted on the College of Graduate Studies bulletin board and on UBC calendar events.

External Examiner Email Request for CV example Master’s Thesis/Doctoral Dissertation Faculty and Staff

This is a sample email that the supervisor can use when initiating the request for invitation of an External Examiner.

Final Doctoral Dissertation Oral Examination – Neutral Chair’s Report Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is sent to the Neutral Chair from the supervisor via email prior to the examination date. This form records the voting outcome by the examining committee for the student. The Neutral Chair ensures the External Examiner, University Examiner, and Examining Committee members have all signed the outcome selected. The Chair records their comments and observations before signing off. All ballots are to be attached to the form as part of the process. The form is submitted to Graduate Studies 48 hours after the examination is completed by the Chair.

Final Master’s Thesis Oral Examination – Neutral Chair’s Report Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is sent to the Neutral Chair from the supervisor via email prior to the examination date. This form records the voting outcome by the examining committee for the student. The Neutral Chair ensures the University Examiner, and Examining Committee members have all signed the outcome selected. The Chair records their comments and observations before signing off. All ballots are to be attached to the form as part of the process. The form is submitted to Graduate Studies 48 hours after the examination is completed by the Chair.

Final Oral Examination – Committee Member Report Master’s Thesis/Doctoral Dissertation Faculty and Staff

If the examiners are unable to achieve unanimity regarding the defence and/or the oral examination, there must be no further discussion regarding that component of the examination and the Neutral Chair must select “Failure to Reach Unanimous Decision” on the Final Master’s Thesis Oral Examination Report and immediately inform the College of Graduate Studies of “lack of unanimity”. Each Examination Committee member (including the University Examiner) must provide a confidential Final Oral Examination Committee Member Report to the Dean of Graduate Studies explaining the reasons for his/her recommendation within five business days.

Finch Family Graduate Award Application Form Awards Current Students

This form should be used to apply for the Finch Family Graduate Award, a $10,000 award to a PhD student and $5,000 award to a Masters student enrolled at the University of British Columbia, Okanagan campus.

Finch Family Graduate Award Reference Form Awards Faculty and Staff

Faculty and staff should complete this reference form if they have agreed to evaluate an applicant for a Finch Family Graduate Award.

Governor General’s Gold Medal Application Form Awards Current Students

This form should be used to apply for the Governor General’s Gold Medal, which is awarded to the student who has achieved the most outstanding academic record as a doctoral or master’s student completing a thesis

Graduate Dean’s Thesis Fellowship Application Form Awards Current Students

This form should be used to apply for the Graduate Dean’s Thesis Fellowship, a merit based fellowship that is awarded to full-time, thesis based MFA & PhD students that are approaching their final year and are focussing on the completion of their thesis or dissertation.

Graduate Dean’s Thesis Fellowship Supervisor Form Awards Faculty and Staff

Supervisors should use this form and submit to the appropriate graduate program by its deadline date. For details regarding the deadline, supervisors should consult with the individual responsible for coordinating the adjudication of this fellowship within the respective graduate program.

Graduate Exchange Agreement Records and Registration Current Students

This agreement allows graduate students in good academic standing at UBC, McGill University, University of Toronto and University of Montréal to take courses at each other’s university without having to pay extra tuition fees to the host institution. The terms of the agreement for the Graduate Exchange Agreement are the same as those set out for the Western Deans’ Agreement.

Graduate Student Letter Request Records and Registration Current Students

Use this form if you are requesting a basic Enrolment letter, a detailed Enrolment letter, a Letter of Attestation or a Program Completion Letter.

Graduate Studies Application System Access Form Application Faculty and Staff

This form provides access to the Graduate Application System. This form must be completed to add, change, or remove access to the Graduate Application System.

How to ask for a Reference Letter Awards Prospective Students and Current Students

This form provides straightforward advice for job candidates in search of a professorial recommendation.

IGS Course Scheduling Request Form Course Scheduling and Curriculum Prospective Students, Current Students, and Faculty and Staff

This form is used to request the creation of an Interdisciplinary Graduate Studies course. Please provide a course outline with the form when submitting it to Graduate Studies.

IGS Doctoral Planning Report Leading to Candidacy Form Comprehensive Exams and Candidacy Current Students and Faculty and Staff

Within 36 months, in order to pass forward to candidacy, three tasks need to be completed successfully: course work, comprehensives, and the thesis proposal approved by the committee. The form and specification for the candidate’s comprehensives are determined by the program.

IGS Masters – Approval of Thesis Proposal Records and Registration Current Students and Faculty and Staff

This form is to ensure that the student’s thesis proposal has been approved by their supervisor.

IGS Program Plan Records and Registration Current Students and Faculty and Staff

This form is to identify a student’s IGS program plan. THe form must be submitted to the College of Graduate Studies no later than October 15th of the student’s first term of study.

Internal Awards Evaluation Criteria Awards Prospective Students, Current Students, and Faculty and Staff

Applicants for the master’s level funding will be evaluated using the criteria and weightings as outlined in this form.

International Doctoral Fellowship Application Form Awards Prospective Students and Current Students

This form should be used to apply for the International Doctoral Fellowship, which supports top international students who are starting UBCO doctoral programs.

International Doctoral Fellowship Application Instructions Awards Prospective Students and Current Students

This form provides instructions for applications for the International Doctoral Fellowship.

International Doctoral Fellowship Application Instructions Awards Prospective Students and Current Students

This form should be used by faculty/staff when nominating a student for the International Doctoral Fellowship.

Late Withdrawal Request Form Records and Registration Current Students

Use this form to request a late withdrawal from a course after online registration has closed.

Leave of Absence Form Records and Registration Current Students and Faculty and Staff

Any student who is considering or planning a leave must complete this form.

Master’s Thesis Oral Examination Announcement Master’s Thesis/Doctoral Dissertation Current Students and Faculty and Staff

This announcement form is posted on the College of Graduate Studies bulletin board and on UBC calendar events

Master’s Thesis Approval and Program Completion Form Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is sent to the Neutral Chair from the supervisor via email prior to the examination date. If revisions are required by the student, the Chair ensures that the University Examiner, and Examining Committee sign off on this form right after the examination except for the supervisor. The form is then given to the supervisor to hold until the student makes all the necessary revisions. The supervisor signs off on the form and hands the form into the College of Graduate Studies as part of final submission requirements.

Master’s Thesis Oral Examination – Neutral Chair Responsibilities & Procedures Master’s Thesis/Doctoral Dissertation Faculty and Staff

This document can be sent to the Neutral Chair by the supervisor via email prior to the examination. It outlines the step-by-step responsibilities and procedures for the Neutral Chair.

Notice of Doctoral Dissertation Oral Examination Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is to be completed by the supervisor and delivered to CoGS either in hard-copy form or via email to initiate the scheduling of the examination. The form identifies the members of the Supervisory Committee members participating on the Examining Committee, the External Examiner, the University Examiner and the Neutral Chair. This form must be signed off by the graduate student, supervisor and program coordinator for approval by the Dean.

Notice of Master’s Thesis Oral Examination Master’s Thesis/Doctoral Dissertation Faculty and Staff

This form is to be completed by the supervisor and delivered to CoGS either in hard-copy form or via email to initiate the scheduling of the defence. The form identifies the members of the Supervisory Committee members participating on the Examining Committee, the University Examiner and the Neutral Chair. This form must be signed off by the graduate student, supervisor and program coordinator for approval by the Dean.

Professional Reference Form Application Prospective Students, Current Students, and Faculty and Staff

A professional reference is provided by an individual who has worked with the applicant in the field of his/her intended graduate study, usually in a supervisory capacity. The professional referee will be asked to comment, where applicable, on the applicant’s academic preparation, practice competence, creativity, working relationships, work ethic, critical thinking skills, research skills, intellectual capacity, and teaching ability.

Recommendation for Advancement to Candidacy Comprehensive Exams and Candidacy Current Students and Faculty and Staff

The basic requirements for a doctoral student to be admitted to candidacy are all required coursework has been successfully completed; the comprehensive examination has been passed; and the supervisory committee has certified that the thesis proposal has been approved. This form should be used by the program to recommend to the College of Graduate Studies that the student be advanced to candidacy.

Reference Letter Request Form Awards Prospective Students and Current Students

Reference letters are critical to a scholarship application and are often an overlooked part of the application process. This for should be used when requesting a reference letter.

Reference Letter Tip Sheet for Faculty Awards Faculty and Staff

Reference letters are critical to a student’s scholarship application. This document is intended to assist faculty in writing the best possible letter to support their student’s application.

Registration Audit Form Records and Registration Current Students

This form is used if online registration has closed, if a course is full, if a student is unable to register herself in the course, or if a student wishes to audit a course.

Registration in Vancouver Courses Form Records and Registration Current Students and Faculty and Staff

Students wishing to take courses at UBC Vancouver must complete this form and have it signed by their Program Coordinator.

Request for Approval to Withhold a Dissertation/Thesis from the Public Domain Master’s Thesis/Doctoral Dissertation Current Students and Faculty and Staff

This form may be completed when time is required for completion and submission of a significant manuscript or patent application for a device or idea that might emerge from the thesis research; when the thesis describes something of considerable monetary potential which could, if you were given an opportunity to develop it, benefit you or the University; when funding for the research was provided by a commercial company which has requested a delay in publication; when the thesis deals with a potentially dangerous product or process, or potential cure for a disease, for which you need more testing time before public release of the information.

Request for Extension to Time Allowed for Advancement to Candidacy Form Comprehensive Exams and Candidacy Current Students and Faculty and Staff

The basic requirements for a doctoral student to be admitted to candidacy are all required coursework has been successfully completed; the comprehensive examination has been passed; and the supervisory committee has certified that the thesis proposal has been approved.
This form should be used when a student requires an extension to the deadline to achieve candidacy.

Request for Transfer Credit Form Records and Registration Current Students and Faculty and Staff

Use this form to request transfer credit for courses previously taken, but not used to satisfy the requirements of another credential.

Request to Extension to Time Allowed for Degree Completion Records and Registration Current Students and Faculty and Staff

This form must be completed to request an extension to the time allowed for degree completion. Additional documentation will be required (refer to page 1 of the form).

Sponsorship/Third Party Billing Form Tuition Prospective Students and Current Students

If you are being sponsored for your tuition (i.e. by your Band or Métis Council), they need to fill out a “Third Party Billing” form. If a copy of this form is not received by the appropriate deadline, you will be responsible for paying your own tuition. One form per student must be completed and faxed to 604.822.2417. The Tuition Fee Payment Office will only accept the “Sponsorship/Third Party Billing Application Forms.” Sponsorship letters are no longer accepted unless accompanied by a Third Party Billing Form.

Thesis Committee Recommendation Form Master’s Thesis/Doctoral Dissertation Current Students and Faculty and Staff

This form certifies that the supervisor and all members of the committee have read the thesis and recommend it to the College of Graduate Studies for acceptance. This form does not require signatures.

Thesis/Dissertation Submission Cover Sheet Master’s Thesis/Doctoral Dissertation Current Students and Faculty and Staff

This form confirms that the thesis/dissertation is the final version that was approved by the examination committee & the supervisor, the thesis/dissertation conforms to the College of Graduate Studies formatting requirements, and acknowledges that the thesis/dissertation will be made publicly available.

Tips for Soliciting Great Reference Letters Awards Prospective Students and Current Students

Reference letters are one of the most important aspects of a student’s scholarship application. The following tips will help guide you in soliciting reference letters that stand out.

Transfer Between Related Master’s Programs Records and Registration Current Students and Faculty and Staff

This form must be completed to transfer between related degree programs: e.g. MA to M.Ed.

Transfer from Doctoral to Master’s Graduate Program Records and Registration Current Students and Faculty and Staff

Students may apply to transfer from doctoral to master’s programs.

Transfer from Master’s to Doctoral Graduate Program Records and Registration Current Students and Faculty and Staff

This form must be completed in order to transfer from a master’s degree to a doctoral degree program.

Tuition Payroll Deduction/Deferral Application Form Records and Registration Current Students

Please use the Tuition Payroll Deduction/Deferral Application Form to request a payroll deduction or tuition fee deferral. A link to the form can be accessed below.

Tuition Schedule “B” Form Tuition Prospective Students and Current Students

This form is only applicable to master’s students. Students should carefully read the information regarding tuition payment schedules listed in the Academic Calendar. The normal fee for the part-time master’s degree is payable in three installments per year according to the schedule (plus authorized student fees). No candidate who selects Schedule B will pay total fees of less than the first nine installments (plus authorized student fees).

Unclassified or Access Student Registration Form Records and Registration Prospective Students and Faculty and Staff

Students who hold an undergraduate degree but are not currently admitted to the College of Graduate Studies may be permitted to take graduate level courses with the permission of the College and the instructor. To register in courses as an unclassified student, students must fill out this form.

Undergraduate Student Registration in Graduate Courses Form Records and Registration Prospective Students

This form is used if you are an undergraduate student who wants to enroll in graduate-level courses.

Vicki Green Graduate Award Application Form Awards Current Students

This form should be used to apply for the Vicki Green Graduate Award, which is offered to a graduate student in the Faculty of Education, Okanagan campus, studying issues in social, economic, ecological, environmental and/or political sustainability.

Voluntary Withdrawal Form Records and Registration Current Students and Faculty and Staff

A student wishing to withdraw voluntarily from the University must notify the home Graduate Program in writing in order to obtain the approval of the supervisor, graduate program coordinator and the Dean of the College of Graduate Studies.

A student who does not complete formal withdrawal procedures will be liable for all assessed fees until such procedures are completed. Retroactive withdrawal requests will not be approved by the College of Graduate Studies unless the Graduate Program confirms in writing that the student did not attend or use any university resources as of the requested effective date of withdrawal.

The academic record will indicate “Voluntary Withdrawal”.

Voting Ballot Forms Master’s Thesis/Doctoral Dissertation Faculty and Staff

The voting ballots are to be sent to the Neutral Chair by the supervisor via email prior to the examination.

Western Deans’ Agreement Records and Registration Current Students and Faculty and Staff

Students who are registering to take courses at another University under the Western Deans’ Agreement must complete this form. Students must be registered in courses at this campus in order to utilize the Western Deans’ Agreement.