COVID-19

CORONAVIRUS (COVID-19) AND UBC’S RESPONSE: For updates, FAQs and resources, visit ubc.ca.
For UBC Okanagan-specific updates, visit ok.ubc.ca/covid19.

The health and safety of our campus community is always our top priority. Please take care of yourself and those around you.

Patience on all parties is needed as we move forward during this unprecedented time.

We assure you that the CoGS team is committed to the best interest of student health, wellbeing, and success. Our objective is to ensure that all students are supported during this pandemic.

COGS OFFICE: College of Graduate Studies staff are working remotely at this time, following UBC guidelines for physical distancing measures. You can contact us at gradask.ok@ubc.ca.

Information for Incoming Students

OFFICIAL DOCUMENTS

Wherever possible, incoming students are asked to arrange for the submission of official transcripts and other documents via mail or email to the College of Graduate Studies. Our deadline for submission of official documents for September 2020 admission is August 31, 2020.  If you are not able to meet this deadline, please email gradask.ok@ubc.ca and provide details of your specific situation.

If an institution is not able to forward official paper copies of academic records or via secure document delivery due to pandemic closures, our office is accepting electronic copies of academic records (transcripts, degree certificates and English translations) delivered via email provided that they are sent directly from the Registrar’s office of the home institution and the documents meet all other submission requirements. It is advised that these documents must not be expired, be password-protected, and with the password sent in a separate email. These documents may be submitted to gradadmissions.ok@ubc.ca. Academic records forwarded via email from incoming students are not acceptable.

Study permits

International Programs and Services can help you with questions about study permits, international travel,  or assistance with your VISA application.

FAQs for international students have been developed and are available at https://students.ok.ubc.ca/international-students/covid19/. These will be updated as new information becomes available.

IPS has also moved to online appointments using Skype and Zoom. You can book an appointment with IPS by emailing ips.ubco@ubc.ca.

ENGLISH LANGUAGE PROFICIENCY TESTS

For instructions on how to submit English language proficiency tests, please see: https://gradstudies.ok.ubc.ca/programs-applying/admission-requirements/

Please note that testing through applications such as DuoLingo, are not considered acceptable.

September REGISTRATION

The registration open date for 2020 Winter has been delayed to June 22, 2020, for graduate students.  Please check your Student Service Centre account for the specific date and time when you will be able to register.

Fall 2020

During fall 2020, UBC will primarily offer larger classes online with selected smaller classes conducted in-person, adhering to physical distancing and other public health requirements. Read the UBC Broadcast to learn more.

For more information about the course delivery method for your program, please contact your program directly.

ADMISSION Deferrals

To request an admission deferral, please email gradadmissions.ok@ubc.ca. Deferral requests should be submitted as soon as possible to allow the program sufficient time to review the request.

Information for Current Students

Graduate students and postdoctoral fellows are asked to connect with their immediate supervisor and/or graduate program assistant.

Resumption of In-person Research

Based on the findings of a specially convened task force,  UBC Vancouver and Okanagan Behavioural Research Ethics Boards have updated their review processes to allow for the limited resumption of on- and off-campus in-person behavioural research.

Please note that the following guidance does not apply when health authority sites are being used for research or when researchers are accessing health authority patients or records. Please contact your Health Authority or Health Institution for guidance in these instances.

The intention of the new process is to permit studies at this time that are beneficial to the participants and/or are urgent due to circumstances related to the research outcomes or researcher constraints.  To assist in this, departments will determine which studies meet these criteria prior to submission to BREB.

BREB has created a Guide for Assessing Benefit and Urgency to assist departments in deciding which projects should move forward at this time.

Researchers will also be required to complete new BREB forms for all face-to-face/in-person research:

For further details, see UBC Behavioural Guidance during the COVID-19 research restrictions: https://ethics.research.ubc.ca/behavioural-research-ethics/ubc-behaviour….

If you have any questions concerning this process, please contact Lisa Shearer, Associate Manager, BREB at lisa.shearer@ubc.ca.

LEAVES OF ABSENCE

Leaves of absence are feasible and may be necessary for some. Leaves come with certain restrictions, and thus we encourage careful consideration of other options (eg., bursaries, changes in living situations, etc.) alongside consideration of this approach.

credit/d/fail

Students registered in graduate programs are not eligible for Credit/D/Fail grading in any course.

Extending deadlines

Due to the current pandemic, we will be extending deadlines for milestones (e.g. candidacy) and program completion. Process details are under development.

working from home

Writing and studying from home can be challenging. The Centre for Scholarly Communications has put together a helpful article with tips for working from home.

defences and oral examinations

Master’s thesis defences and PhD oral examinations are currently being held remotely.

Resources to support remote defences are listed below.

Summer ourses

In continued support of physical distancing, Summer Term 1 (May 11-June 18) and Summer Term 2 (July 6-Aug. 13) will be delivered online. Read the UBC Broadcast for more information.

suMMER TUITION AND FEES

The tuition and fee deadline for Summer Session has been extended to June 15, 2020, without penalty

SUMMER ADD/DROP DEADLINES

Summer Term 1

The last day to drop a course with a W standing is 11:59 PM PDT Friday June 12, 2020.

Stay tuned for information for Summer Term 2.

sEPTEMBER REGISTRATION

The registration open date for 2020 Winter has been delayed to June 18, 2020 for graduate students.  Please check your Student Service Centre account for the specific date and time when you will be able to register.

Fall 2020

During fall 2020, UBC will primarily offer larger classes online with selected smaller classes conducted in-person, adhering to physical distancing and other public health requirements. Read the UBC Broadcast to learn more.

bursaries

Emergency COVID funding is available through UBC for graduate students (domestic and international).

If you have urgent financial needs, you can apply for emergency funding by emailing Enrolment Services at sis.ubco@ubc.ca with your full name and UBC student number.

cANADIAN EMERGENCY BENEFIT

On April 22, 2020, the federal government announced support of nearly $9 billion for post-secondary students and recent graduates.

cANADA EMERGENCY RESPONSE BENEFIT (CERB)

If you are experiencing financial hardship due to the COVID-19 situation, please explore Canada Emergency Response Benefit (CERB).

Aboriginal programs and services

Indigenous students looking for services and support can find initial direction through web resources to connect remotely with members of Aboriginal Program and Services https://students.ok.ubc.ca/aboriginal-students/

Career services

UBC Okanagan’s Career Advising has both online career advising and group sessions with an advisor available.

Centre for Scholarly communication

The Centre for Scholarly Communication (CSC) has moved to online consultations. Appointments can be made by emailing csc.ok@ubc.ca.

The CSC is also offering a number of online writing workshops and writing peer groups throughout the summer.

International programs and services

FAQs for international students have been developed and are available at https://students.ok.ubc.ca/international-students/covid19/. These will be updated as new information becomes available.

IPS has also moved to online appointments using Skype and Zoom. You can book an appointment with IPS by emailing ips.ubco@ubc.ca.

The psychology clinic

Referrals to The Psychology Clinic can be made by contacting the clinic by e-mail – ipc.ok@ubc.ca or phone – 250-807-8241 (press 1 for reception). The phone and e-mail will be checked throughout the day by the receptionist who will connect with you to answer any questions and/or to arrange an appointment.

the student health clinic

The Student Health Clinic is offering remote teleservice. If you need a physician or nurse call 250-807-9270.

Information for Supervisors

As an overall position, CoGS will be accommodating whenever possible. We encourage graduate programs and supervisors to adopt a similar lens of understanding.

To support student success and strong supervisory relationships we recommend that all supervisors and their graduate students revisit their mutual expectations and reframe them to address our current situation.

Resumption of In-person Research

Based on the findings of a specially convened task force,  UBC Vancouver and Okanagan Behavioural Research Ethics Boards have updated their review processes to allow for the limited resumption of on- and off-campus in-person behavioural research.

Please note that the following guidance does not apply when health authority sites are being used for research or when researchers are accessing health authority patients or records. Please contact your Health Authority or Health Institution for guidance in these instances.

The intention of the new process is to permit studies at this time that are beneficial to the participants and/or are urgent due to circumstances related to the research outcomes or researcher constraints.  To assist in this, departments will determine which studies meet these criteria prior to submission to BREB.

BREB has created a Guide for Assessing Benefit and Urgency to assist departments in deciding which projects should move forward at this time.

Researchers will also be required to complete new BREB forms for all face-to-face/in-person research:

For further details, see UBC Behavioural Guidance during the COVID-19 research restrictions: https://ethics.research.ubc.ca/behavioural-research-ethics/ubc-behaviour….

If you have any questions concerning this process, please contact Lisa Shearer, Associate Manager, BREB at lisa.shearer@ubc.ca.

pROGRESS REPORTS

The standard deadline of June 1 for progress reports is extended this year until July 2, 2020.

CoGS will gladly receive reports earlier to assist in student progression, tracking, and verification of University Graduate Fellowship (UGF) eligibility.

Capitalize on the Annual Progress Report for documenting challenges and approaches for success and outline support mechanisms and options for the student. Be compassionate and supportive if students request a supervisory committee meeting for any reason.

OFFICIAL DOCUMENTS

Wherever possible, incoming students are asked to arrange for the submission of official transcripts and other documents via mail or email to the College of Graduate Studies.  Our deadline for submission of official documents for September 2020 admission is August 31, 2020.  If your incoming student is not able to meet this deadline, please ask them to email gradask.ok@ubc.ca and provide details of their specific situation.

defences and oral examinations

Master’s thesis defences and PhD oral examinations are currently being held remotely.

Scheduling defences will proceed as per standard practice and policy.

Resources to support remote defences are listed below.

ubc research staff and trainee emergency fund

A new emergency fund has been established by the university to mitigate salary shortfalls for research trainees and research staff where project funding from industry or foundations has been lost or interrupted as a result of COVID-19. Principal Investigators/Supervisors can apply to this fund for payments to graduate students, postdoctoral fellows and research staff.

Applicants to this fund may also be eligible to access new funding from Mitacs to support research training opportunities for their impacted graduate students. Please visit https://research.ubc.ca/cwl/research-staff-trainee-emergency-fund.

Webinar on Supervision in the covid-19 context

On May 26, 2020, Faculty of Graduate and Postdoctoral Studies (UBCV) and the College of Graduate Studies (UBCO) co-hosted a webinar entitled “Supervision in the COVID-19 Context” led by Theresa Rogers, Associate Dean, G+PS, and Jennifer Jakobi, Dean Pro Tem, COGS,

The webinar, focused on three key areas:

Additional Resources