7.0 Registration & Records

Students must be registered in all courses in which they participate, and are responsible for the completeness and accuracy of their registration as it relates to the regulations of the degree or diploma program in which they are enrolled.

Registration for September and January graduate courses opens in mid-June. Registration for May graduate courses opens in March. UBC informs graduate students when student course registration will open. Students register themselves in courses online through Workday. Students also register themselves in the appropriate course for the research project/thesis portion of their graduate degree.

CONTINUOUS REGISTRATION REQUIREMENTS AND MAINTENANCE OF STATUS

All students must register when their studies begin and remain continuously registered until their degrees are completed, unless they are taking an approved leave of absence. They are required to maintain continuous registration by:

• registering in coursework and/or the thesis/dissertation course every semester,
• keeping up to date in their fee payments.

Failure to register for two consecutive terms may result in required withdrawal from the graduate program. Failure to pay program and student fees will result in a financial hold and an interest penalty on the student’s account.

CHANGES IN COURSE REGISTRATION

Except in special circumstances, a one-term course may be added to a student’s program only within the first two weeks of the course, and a two-term course within the first three weeks. If a course is dropped during these periods, no record of the registration in the course will appear on the student’s academic record.

Students may withdraw from courses in which they are registered at any time up to the end of the sixth week of class for courses that are offered in a single term, and of the twelfth week for courses that span two terms. Withdrawals will be noted on the academic record by a standing of W. Such standings will not be included in computing averages. The withdrawal deadline dates for the current academic year are indicated in the accompanying tables in this section.

Students may withdraw from courses outside the limits described above only with the permission of the dean of the faculty in which they are registered. In such cases, the instructor shall be informed. Such withdrawals will be recorded as W on the student’s academic record. Factors for consideration will include whether, in the opinion of the dean, the instructor provided sufficient opportunity for evaluation of the student’s academic performance prior to the published course withdrawal date.

Specific add/drop dates are listed in the Course Schedule.

If students wish to add or drop a course outside of these time periods, they must complete a Registration Audit Form or Late Withdrawal Request (as appropriate) and have it signed by the relevant parties.

Faculties may, at their discretion, limit the number of W standings permitted to a student. Any withdrawals in excess of that limit that would normally produce a standing of W will result in assignment of F for the course or courses involved. Normally, a student may not withdraw from a course more than once.

A student must be registered in all courses being taken for credit. A student who ceases to attend a course, does not write the final examination, or otherwise fails to complete course requirements, and who neither qualifies for a deferred examination (see Deferred Standing), nor has obtained official permission to drop the course, will be given a standing of F with a grade which reflects performance in the course. No supplemental examination can be granted under these circumstances.

The student is responsible for the completeness and accuracy of registration as it relates to the regulations of the degree or diploma program in which the student is enrolled.

The student makes course selections in consultation with the supervisor/advisor.

Courses should be selected in order to fulfill graduate program requirements as listed in the Academic Calendar.

REGISTRATION IN UNDERGRADUATE COURSES

With the approval of their program, master’s students may take up to 6 credits of 300-level or 400-level courses that count towards the graduate program requirements. For more detailed, program-specific information, students should refer to the specific requirements of their degree program.

Undergraduate courses cannot count towards doctoral program requirements.

NOTE: Grades received in any course –whether or not it counts toward completion of the program‑ will count towards the overall grade-point average of a student.

COURSES OUTSIDE A GRADUATE PROGRAM

Students may take graduate or undergraduate courses that are offered in academic departments not participating in the program in which they are registered, provided that such courses will fulfill requirements of their program.

Students must have approval in advance of registering for these courses from:

• Their supervisor;
• Their graduate program coordinator; and
• The instructor of the requested course.

NOTE: Grades received in any course will count towards a student’s overall grade-point average.

ATTENDING ANOTHER UNIVERSITY AS A VISITING STUDENT

For UBC students visiting other universities, credits completed while a visiting student at another university must be approved for credit in their UBC Okanagan program by their graduate program and the College of Graduate Studies prior to registering at the host university.

EXCHANGE AGREEMENTS

UBC Okanagan campus students can visit other universities using the Western Deans’ Agreement, the Graduate Exchange Agreement, or exchange agreements managed by Go Global.

In order to be eligible to use these exchange agreements:

• The student must be in good standing in their UBC Okanagan graduate program.
• The student must have paid all current and back fees.
• The course must be an integral part of the student’s graduate degree program.

WESTERN DEANS’ AGREEMENT

Under the terms of the Western Deans’ Agreement, graduate students of member institutions may take courses at another member institution without having to pay the host university’s tuition fees. Students may be required to pay student, activity, application, or other ancillary fees to the host institution, according to general policies in effect at the host institution. Wherever possible, these fees will also be waived.

Students must have the Western Deans’ Agreement Authorization form approved by the relevant graduate program coordinator and the College of Graduate Studies at least one month prior to the commencement of the course(s) requested. Host institutions may set earlier deadlines: it is the responsibility of the student to confirm the deadline with the host institution. If the authorization form is not received and approved in time, the student may not receive permission to take the course.

The fee waiver is not available retroactively.

In order to receive transfer credit, if applicable, the student must provide a copy of the transcript from the host institution. Students must have an official transcript forwarded to the College of Graduate Studies.

GRADUATE EXCHANGE AGREEMENT

Partner institutions in the Graduate Exchange Agreement are:

• McGill University
• University of Toronto
• University of Montreal

Authorization forms are available from the Graduate and Post-Doctoral Studies (Vancouver) website. UBC Okanagan students wishing to pursue study under the Graduate Exchange Agreement must submit the relevant completed forms to the College of Graduate Studies (Okanagan) for review and approval.

The terms of the agreement for the Graduate Exchange Agreement are the same as those set out for the Western Deans’ Agreement.

AUDIT

Auditors are students registered in a credit course who are expected to complete all course requirements except the final exam. If the student has successfully completed the course requirements for an audited course, their academic record will list “AUD” as the final grade.

If the student’s performance is not satisfactory, s/he may be given Fail (F) standing. This mark will count towards the overall average.

To audit a course the student must:

1. Obtain the approval of the graduate program coordinator.
2. Register for the course using the Registration Audit Form, indicating that it is an “AUDIT” request.
3. Inform the instructor at the commencement of the course of the student’s intention to audit it.

All changes between audit and credit standings must be submitted to the College of Graduate Studies on the Registration Audit form by the appropriate course-specific deadline.

COURSE EXEMPTIONS

Students may be exempted from specific course requirements if the graduate program is satisfied that the student has acquired the knowledge from courses previously taken or from experience. Exemptions do not reduce the total credits required for a degree. In such cases, the graduate program should substitute a more appropriate course. The exemption from the specific requirement must be recorded on the student’s academic record.

A program approval for course exemption must be submitted to the College of Graduate Studies for recording in the student’s academic record.

1. Graduate students who have earned credits outside their current master’s program (e.g., from a different university, in a different UBC master’s program, as an undergraduate, or as an unclassified or Access Studies student) may transfer up to 12 credits or up to 40% of the total number of credits needed for completion of their current program (whichever is more), provided that:

• the courses were not used to satisfy the requirements of another credential*;
• at least a B standing (UBC 74%) was obtained in courses considered for transfer;
• the courses considered for transfer credit have been taken within five years of commencement of the current degree program.

2. The 12-credit (40%) restriction does not apply to students in UBC-approved Exchange Agreements.
3. No more than 6 credits of transfer credit may be at the undergraduate level (300-/400-level).
4. Requests for transfer credit must be accompanied by a memorandum from the home graduate program addressed to the Dean of the College of Graduate Studies. The memorandum must provide an academic justification for allowing the transfer credit on a course by course basis.
5. Doctoral students are not normally eligible for transfer credit. In doctoral programs where there is a prescribed amount of coursework, students may be eligible for course exemptions on the basis of previous courses taken.

*Programs may allow students to receive transfer credit from courses used towards an academic-credit certificate program to a maximum of 6 credits of coursework or up to 40% of the total number of credits needed for completion of their current program (whichever is more).

Undergraduate students who seek to register in a graduate course must have the academic preparation to complete the graduate course (which includes having completed any necessary course prerequisites). Participation of undergraduate students is expected to have no detrimental effect on graduate students taking the course (i.e. course rigor and content must remain at the graduate level regardless of the number of undergraduate students registered in the course).

Undergraduate students wanting to register in graduate-level courses must complete and submit the Undergraduate Student Registration in Graduate Courses Form, which includes obtaining approval from the course instructor, department head, and the College of Graduate Studies.

Students who find it necessary to interrupt their graduate studies may apply to the Dean of the College of Graduate Studies for on-leave status. Leave is granted when a student is best advised for personal, health, or other reasons to have time completely away from his or her academic responsibilities. Leaves of absence must be approved by the graduate program in which the student is registered. Leave for master’s or doctoral students (not including parental leave or leave to pursue concurrent programs) is normally limited to one year.

A leave will normally begin on the first day of September, January, or May.

Leaves of absence will be granted for a period of four, eight, or 12 months.

It is understood that students with on-leave status will not undertake any academic or research work, or use any of the University’s facilities during the period of leave.

Students must inform the University immediately upon return from the leave of absence.

The time spent on leave is not counted as part of the allowed time to complete a degree.

AWARDS AND FELLOWSHIPS FOR STUDENTS WITH ON-LEAVE STATUS

Students granted a leave of absence retain the full value of any scholarship or other award whose terms and conditions are established by the College of Graduate Studies. An award will be suspended at the onset of the leave, and reinstated at the termination of the leave period.

Other awards will be paid according to the conditions established by the donor or granting agency.

CATEGORIES OF LEAVES OF ABSENCE

PARENTAL LEAVE

A graduate student who is bearing a child or has primary responsibility for the care of an infant or young child is eligible for parental leave. A request for parental leave should be made through the student’s graduate program for a minimum leave of four months to a maximum of 12 months. Where possible, students enrolled in coursework should coordinate their leave to coincide with the beginning of an academic term.

LEAVE FOR HEALTH REASONS

A graduate student who encounters a health problem that significantly interferes with the ability to pursue his or her course of study is eligible for a leave for health reasons.

Requests for a leave for health reasons must be accompanied by appropriate supporting documentation from the clinician providing primary care for the health problem.

A leave for health reasons is normally limited to 12 months.

LEAVE TO PURSUE A SECOND PROGRAM OF STUDY

Following academic consultation, a graduate student may apply for a leave of absence from one program to pursue a second program of study. In this case, the student is responsible for the tuition fees associated with the second program. A leave of absence for these reasons may exceed one year. Completion time of the first degree program would be extended by the span of time on the leave of absence.

PERSONAL LEAVE

A graduate student who encounters personal circumstances that significantly interfere with the ability to pursue his or her course of study may be eligible for personal leave. Request for a leave for personal reasons must be accompanied by appropriate supporting documentation.

Personal leave is normally limited to 12 months.

GENERAL CONDITIONS FOR ALL LEAVES OF ABSENCE

The following conditions apply to all student leaves of absence:

• Students with loans or bursaries should consult Student Services (sis.ubco@ubc.ca) prior to requesting a leave of absence; 
• A completed Leave of Absence Request Form along with a written letter of request from the student must be submitted to the College of Graduate Studies;
• The graduate program in which a student is registered must approve the request for a leave of absence;
• Leaves of absence are normally limited in duration to one year;
• The leave begins on the first day of a term and lasts for a period of four, eight, or twelve months;
• Academic work, research work, and use of the university facilities is not permitted during a leave of absence;
• Duration of a leave of absence does not count toward the maximum time allowed to complete a degree program;
• Requests for leaves of absence (excluding medical) should be made prior to the start of a term; retroactive leave requests are not normally approved;
• Students on leave are not eligible to receive awards administered by the College of Graduate Studies;
• Students must notify the College of Graduate Studies immediately upon their return from a leave.
• Leaves of absence will not be processed for students who owe outstanding fees.

Student fees, including the extended Health/Dental fees, are automatically reversed for the duration of the leave of absence. If UBCSUO extended Health and Dental plan is needed during the student’s leave, the student should contact the Students’ Union (www.ubcsuo.ca) prior to the leave in order to opt-in and ensure the student has extended Health/Dental coverage.  The student should also contact the Students’ Union if the student plans to opt-in to the UBCSUO extended Health and Dental plan upon their return from leave.

INTERNATIONAL STUDENTS

International students should be aware of the following before requesting a leave of absence:

• International students should contact an International Student Advisor prior to requesting a leave of absence, because a leave can impact student status, health insurance and visa eligibility International Programs and Services;
• Students should consult their supervisor before they request the leave of absence;
• Students who take a leave of absence will no longer be authorized to work on or off campus as they no longer meet the requirements as set out in IRPR 186 (v);
• International graduate students must apply for a leave of absence from the College of Graduate Studies;
• International students who intend to leave Canada during a leave of absence should request a letter from the UBC Okanagan campus stating that they are eligible to return to their program of study.

This policy applies to students currently registered in full-time graduate programs at the University of British Columbia’s Okanagan campus who are in good standing and making satisfactory progress toward the completion of their degree. Students must have completed at least one term of full-time study in their program. (See also On-Leave Status).  

The policy makes it possible for a student to maintain full-time student status during an eight-week period surrounding the arrival of a new child, with all the benefits of such status by standardizing a minimum level of academic accommodation during that period.  

A graduate student with substantial parenting responsibilities for a newborn or newly adopted child during their course of study may apply for parental accommodation. The parental accommodation period must start within eight weeks of the (expected or actual) date of childbirth or adoption.  

Parental accommodation periods must be approved by the Dean of the College of Graduate Studies.  

An application for a parental accommodation shall be made as far in advance of the requested parental accommodation period as possible, with 30 days being the minimum notice allowed.  

Students who are approved for parental accommodation will be granted a parental accommodation period.  

During the parental accommodation period, the student will continue to be registered as a full-time student, and tuition and student fees must be paid as usual. 

Academic deadlines and expectations are to be flexible and modified to accommodate the student’s new parental responsibilities, as follows:  

• The parental accommodation period will be tailored to fit the student’s individual circumstances and timing considerations.  
• Students will be allowed to postpone completion of course assignments, examinations, and other academic requirements. Such modifications of academic expectations should be mutually agreed upon by the student and their supervisor or program coordinator, and course instructor(s) as applicable, in advance of the parental accommodation period.  
• It is the responsibility of the student to ensure that this consultation takes place.  
• It is the responsibility of the supervisor or program coordinator to be flexible in their expectations.  

In the event that a student and their supervisor or program coordinator cannot come to an agreement regarding the modification of an academic expectation as per above, the Dean of the College of Graduate Studies shall make a determination. 

Graduate programs that are structured with regard to the sequencing and scheduling of courses and other academic requirements, such as those that are cohort based, may have particular constraints on modifications to academic scheduling, but are still expected to exercise flexibility in supporting a student during a parental accommodation period.  

For graduate students enrolled in undergraduate courses, normal concession policies for those courses still apply.  

Modification of Time Limits 

Students who are approved for parental accommodation will automatically have four months added to their maximum allowable time in program, and, for doctoral students, to their maximum allowable time to advance to candidacy.  

Individual graduate programs are expected to extend any internal deadlines for the completion of academic requirements (such as comprehensive exams or coursework) by a minimum of four months.  

Further extensions beyond these minimums are possible, subject to the approval of both the graduate program and the College of Graduate Studies.  

Graduate Awards and Fellowships  

A graduate student granted a parental accommodation period retains the full value of any fellowship or other award for which the terms and conditions are established by the College of Graduate Studies and will experience no change in this funding during the parental accommodation period. Payments will continue on the usual schedule. There will be no change to the total amount granted or to the completion date of the scholarship.  

Awards for which the terms and conditions are not established by the College of Graduate Studies will be paid according to the terms and conditions established by the donor or granting agency.  

*Exceptions to this policy may be approved by the Dean of the College as an academic concession following the applicable policy. 

VOLUNTARY WITHDRAWAL

The following steps apply for voluntary withdrawal from a graduate program:

1. A student wishing to withdraw voluntarily from the University must notify in writing the graduate program in which they are registered by completing and submitting a Voluntary Withdrawal Form. The request should include the reason(s) for the student’s withdrawal from the program and the effective date of withdrawal.
2. Once the request for voluntary withdrawal is approved by the student’s supervisor and department head or graduate program coordinator, the graduate program coordinator or head must send the completed form, along with the student’s written request, to the College of Graduate Studies.
3. When the withdrawal is approved by the dean of the College of Graduate Studies, the academic record will show the date of withdrawal and a standing of “W” in all courses not completed on that date.
4. The academic record will indicate “Voluntary Withdrawal”.

Notes:

• A student who does not complete formal withdrawal procedures will be liable for all assessed fees until such procedures are completed.
• The College of Graduate Studies will not approve retroactive withdrawal requests unless the graduate program in which the student is registered confirms in writing that the student did not attend or use any university resources as of the requested effective date of withdrawal.

Students withdrawing within the first two weeks of the beginning of an academic term will be refunded 100% of the instalment for that term. Fee refunds for withdrawals later in the term are calculated on a pro-rata basis.

REQUIRED WITHDRAWAL FOR ACADEMIC REASONS

Students will normally be required to withdraw if they do not make adequate academic progress according to the timelines and policies set by their home graduate program and/or the College of Graduate Studies. When a student is required to withdraw, the academic record will indicate “required to withdraw.”

A student in any graduate program who is required to withdraw will not normally be eligible to apply for readmission to the University of British Columbia for at least one year. After one year, students who have been required to withdraw from a graduate program may be admitted to a different program in the College of Graduate Studies, provided they meet all admission requirements in effect for that program at the time they apply. Such applications must be accompanied by a statement from the graduate program that recommended withdrawal, outlining the reasons for which the student was required to withdraw. Students who have been required to withdraw from a graduate program may also apply to be readmitted to the same program after at least one year has passed from the effective date of withdrawal. Compelling evidence must be presented that a more successful outcome is likely if the student is to be readmitted. All cases for readmission must be reviewed and approved by the Dean of the College of Graduate Studies. Students required to withdraw from a graduate program more than once are not eligible to be considered for admission to any program in the College of Graduate Studies.

REQUIRED WITHDRAWAL FOR NON-ACADEMIC REASONS

The College of Graduate Studies reserves the right to require a student to withdraw from a program of study if the College, in consultation with the graduate program, considers the student to be unsuited to proceed with the study or practice of the chosen discipline or field of study. Request to withdraw for non-academic reasons would not prevent the student from immediately applying for entry into a different program of study.

WITHDRAWAL FOR NON-REGISTRATION

A student who fails to register and/or becomes absent without leave from their program for two or more consecutive terms will normally be withdrawn from the program. The academic record will indicate “withdrawal—did not register.” Graduate programs must document that an attempt was made to contact a missing student when recommending a withdrawal for non-registration.

A student who does not complete formal withdrawal procedures will be liable for all assessed fees until such procedures are completed.

Under exceptional circumstances, extensions may be granted by the Dean of the College of Graduate Studies.

The expected completion time for a thesis-based master’s degree is two years, and the maximum time limit for completing such a program is five years.

The expected completion time for a doctoral program is four years, and the maximum time limit for completing a doctoral program is six years.

Extenuating circumstances may justify allowing students additional time to complete their degree programs. Students should discuss the possibility of extensions with their supervisor and their graduate program coordinator.

Each extension will be granted for a period of four, eight, or 12 months.

Program extension requests must be accompanied by:

• A signed and completed Request for Extension to Time Allowed for Degree Completion;
• A signed letter from the relevant graduate program coordinator justifying the extension;
• A detailed work plan listing:
  • Thesis/dissertation chapters completed;
  • Scheduled completion dates for outstanding chapters; and
  • The anticipated thesis or dissertation oral defence date.

The College of Graduate Studies may request supplementary progress reports at various times during the extension period.

NOTE: Higher tuition fees are assessed for students on program extensions.

Reinstatement applies when a student’s registration has lapsed but the student is permitted to resume the program. Normally, if the student is reinstated, courses that have been completed will be credited to the degree, and only outstanding degree requirements must be completed. The student’s start date remains the date of initial entry to the program and the time limit for completion of the degree is not affected.

A student may be reinstated on the recommendation of the graduate program if:

• the student is in good academic standing;
• any delinquent fees or charges are paid, including tuition and continuing fees owing for the period during which the student did not register; and
• the time limit for degree completion, including the sessions in which the student was not registered, has not expired.

Sometimes, even if the student is reinstated, he or she does not have enough time left to complete the outstanding degree requirements. A decision, based on the academic merits of the case, will determine whether the student should be readmitted as a new student or reinstated. In the latter case, an extension of the time limit may be requested. In addition, if more than two years have elapsed since the student last registered, the College of Graduate Studies may impose additional requirements to ensure that the student is current in the field and is academically prepared to complete the degree requirements.

A student who is required to withdraw for academic reasons is not eligible for reinstatement.

Most changes to personal information can be made online through Workday.

To make name changes or citizenship changes, students must go in person to Student Services and present official documentation in order for the change to be made to their official student record.

MASTER’S GRADING SCALE

For master’s students registered in the College of Graduate Studies, Fail (F) for individual courses is defined as below 60%:

However, only 6 credits of courses with grades in the C to C+ range (60-67%) may be counted toward a master’s program. For all other courses, students must obtain a minimum of 68%. Some graduate programs may require a higher passing grade for specific courses.

DOCTORAL GRADING SCALE

For doctoral students registered in the College of Graduate Studies, Fail (F) for individual courses is defined as below 68%. Some graduate programs may require a higher passing grade for specific courses.

DEFERRED STANDING

Deferred Standing (SD) may be granted by the dean of the faculty in which the student is enrolled when a student has a valid reason for not completing course requirements as scheduled and does not qualify for Aegrotat standing (see Academic Concession). Students granted Deferred standing in Winter Session courses must complete all outstanding course requirements by August 23 following. Students granted Deferred standing in Summer Session courses must complete all outstanding work by December 23 following. Students granted Deferred standing are responsible for making satisfactory arrangements with their instructors for completion of outstanding course requirements. If a student fails to complete deferred requirements by the dates specified, the Deferred standing will be replaced with a grade or standing that reflects requirements completed in the course. Students unable to meet the specified deadlines because of further medical, emotional, or other difficulties must make an additional application for Academic Concession no later than August 31 for Winter Session courses, or December 31 for Summer Session courses, following the original deferral. See Deferred and Supplemental Examinations for additional information.

USE OF THE “T” GRADE

A graduate student is expected to register in the thesis/dissertation course throughout the duration of the program. A grade of “T” is recorded on the transcript for each session until the thesis/dissertation is completed. The “T” grade may also be used for graduating essays (in non-thesis master’s programs), directed individual study or project courses in which the course requirements extend beyond the normal deadline for the submission of a final grade.

1. If the “T” grade is used in a course, the opportunity for an extended deadline for the completion of the course requirements must be available to all students registered in the course.
2. In a course in which a “T” grade is used, it is expected that the requirements will be completed in the following term. That is, in the winter session, a first term course would be completed by April 30 and a second term course would be completed by August 31; a summer session course would be completed by December 31.
3. If the course requirement is satisfied within a few weeks of the normal deadline, the dean may approve changing the record from “T” to the assigned grade. Otherwise, the “T” remains on the record and a post-sessional grade for the course is entered (i.e. the student must register in the course in a subsequent session).
4. If the time required goes beyond one term, the student must register for and repeat the course in order to obtain credit for it.
5. The “T” grade must not be used in lieu of an “incomplete” standing. If a student has a medical excuse for not completing a course requirement, a “Deferred” grade should be used.

VIEWING MARKED WORK

Any examination, essay, problem set, laboratory report, or other assignment should be marked in a reasonable time and although the work may be retained by the University, the student will receive feedback on expected and achieved outcomes. If there is a provision for marked work to be returned to the student and then resubmitted for the correction of marking errors or omissions, the instructor must provide clear guidelines in advance to ensure that the academic integrity of the work is maintained.

A final examination becomes the property of the University and must remain in the possession of the University for one year from the date of the examination, after which time it should be destroyed or otherwise disposed of.

Where there is no scheduled review of an examination, a student may make written application (by January 31 for the Winter Session, Term 1; by June 30 for Winter Session, Term 2; and by September 15 for the Summer Session) to the course instructor who will make every reasonable effort to arrange for the student to view the marked final examination within 30 days of the request. If the instructor does not comply, at the student’s request, the head of the department, director of the school, or dean of the faculty offering the course will make every reasonable effort to facilitate the viewing, which normally will be completed within 15 days of receipt of the request. The purpose of this exercise is purely pedagogic.

REVIEW OF ASSIGNED STANDING

A student’s assigned standing in a course is determined by a course instructor in accordance with the grading scheme indicated in the course syllabus, and may take the form of a final grade (e.g., 75%), or one of the other standings assigned by the University (e.g., pass/fail). See Grading Practices for more information about grades and other assigned standings. A Review of Assigned Standing is undertaken by the academic unit responsible for teaching a course to determine whether a student’s performance in that course was correctly evaluated. The student’s assigned standing may be adjusted positively or negatively or remain the same as a result of the review, and the result of such a review is the final academic evaluation of a student’s performance in a course.

A student who is dissatisfied with their assigned standing is encouraged to first discuss the matter informally with the instructor(s) of the course, when possible. Should the matter remain unresolved and the student believes that some or all of the material contributing to the assigned standing has been incorrectly evaluated, the student may apply for a Review of Assigned Standing.

To be eligible for review, the material in question must be a physical product that is submitted and evaluated as part of a student’s assigned standing that is available in its original as-marked form, and does not include components of an Assigned Standing that are intangible such as a live performance, presentation, or class participation. Graduate-level theses and doctoral dissertations are not subject to Reviews of Academic Standing.

For more information regarding “Review of Assigned Standing in a Course,” please refer to the Academic Calendar.

In exceptional cases, a student may transfer between closely related programs (e.g. Biology and Biochemistry and Molecular Biology), or from one degree program to another (within the same discipline), with an academic justification from the graduate program coordinator or relevant Dean’s designate of the student’s Faculty or School and the approval of the Dean of the College of Graduate Studies.

MAIN CONDITIONS:

• A recommendation to transfer must come from the receiving graduate program.
• The recommendation to transfer must be supported by an academic justification and a review by the receiving graduate program coordinator of the student’s academic qualifications.
• There must be evidence of consultation with the student’s current graduate program.
• The effective date of transfer must correspond with the beginning of a term and must not be retroactive.
• Students must be registered under the new graduate program and complete degree requirements no earlier than the term in which the transfer is effective.
• The commencement of the new graduate program will be from the date of first registration in the original graduate program.
• Transfers between programs involving a change of discipline are treated as new admissions.

PROCEDURE:

• The current and receiving graduate programs discuss the proposed transfer with the student.
• The student completes the applicable transfer request form and submits it to the receiving graduate program. That program’s coordinator enters an academic justification on the form. The student, supervisor, current graduate program coordinator, and new graduate program coordinator sign the form indicating their approval.
• The receiving program sends the form to the College of Graduate Studies.

TRANSFER BETWEEN CLOSELY-RELATED MASTER’S PROGRAMS

Students may request to transfer between closely related master’s programs (MASc. to MEng, MA Education to MEd, etc.) provided that the transfer is clearly justified by the receiving program’s graduate program coordinator or relevant Dean’s designate of the student’s Faculty or School.

The completed and signed Transfer Between Related Master’s Graduate Programs form must be submitted to the College of Graduate Studies in advance of the start of the term for which the transfer is requested. A copy of the student’s original request for the transfer must accompany the form.

Students must register under the new master’s program and complete degree requirements no earlier than the term in which the transfer is effective.  The transfer cannot be retroactive.

Transferring between master’s programs does not change the maximum time allowed for completion of the degree program.

Transfers between master’s programs involving a change of discipline are treated as new admissions.

TRANSFER BETWEEN CLOSELY-RELATED DOCTORAL PROGRAMS

Students may request to transfer between closely related doctoral programs (Biochemistry & Molecular Biology to Chemistry, Biology to Biochemistry & Molecular Biology, etc.) provided the transfer is clearly justified by the receiving graduate program coordinator or relevant Dean’s designate of the student’s Faculty or School.

The completed and signed Transfer Between Related Doctoral Graduate Programs form must be submitted to the College of Graduate Studies in advance of the start of the term for which the transfer is requested. A copy of the student’s original request for the transfer must accompany the form.

Students must register under the new doctoral program and complete degree requirements no earlier than the term in which the transfer is effective. The transfer cannot be retroactive.

Transferring between doctoral programs does not change the maximum time allowed for advancement to candidacy and completion of the degree program. Transfers between doctoral programs involving a change of discipline are treated as new admissions.

TRANSFER FROM MASTER’S TO DOCTORAL PROGRAMS

Students may request to transfer from a master’s to a doctoral degree within the same graduate program without completing the master’s requirements provided they meet the following requirements:

• The student has completed one year of study in their master’s program and applies for the transfer prior to completing their second year of study.
• The student has completed 12 credits of coursework OR met the coursework requirements for a master’s degree in their program with a minimum 76% average.
• At least six of the 12 credits/coursework requirements are 500-level or above courses.
• At least six of the 12 credits/coursework requirements have final grades of 76% or above.
• The student shows clear evidence of research ability.
• The transfer is supported by the supervisor and program coordinator.

To request the transfer, the student must submit the Transfer From Master’s to Doctoral Graduate Program form in advance of the start of the term for which the transfer is requested. The student’s research supervisor and relevant graduate program coordinator must approve the request for transfer as well as provide their reasons for supporting the transfer.

Students must register under the new doctoral program and complete degree requirements no earlier than the term in which the transfer is effective.

For the purposes of deadlines and tuition installments, the commencement of the doctoral program will be from the date of first registration in the master’s program.

Transfers from master’s to doctoral programs involving a change of discipline are treated as new admissions.

TRANSFER FROM DOCTORAL PROGRAM TO MASTER’S PROGRAM

Students may request to transfer from a doctoral program to a master’s program provided they meet the following requirements:

• Completion of less than three years of the doctoral program; programs may submit a rationale for transfers requested outside this period.
• The requested master’s program is different from the student’s existing master’s degree.
• The transfer is clearly justified on the grounds of personal and/or professional goals as discussed with the student’s supervisor and described in the request to transfer.
• The transfer requires the full agreement of both the student and graduate program.

To request the transfer, the student must submit the Transfer From Doctoral to Master’s Graduate Program form in advance of the start of the term for which the transfer is requested. The student’s research supervisor and relevant graduate program coordinator (or Dean’s designate) must approve the request for transfer as well as provide their reasons for supporting the transfer.

The completed form must be received by the College of Graduate Studies in advance of the start of the term for which the transfer is requested and the transfer cannot be retroactive.

Students must register under the new master’s program and complete degree requirements no earlier than the term in which the transfer is effective.

For the purposes of deadlines and tuition instalments, the commencement of the master’s program will be from the date of first registration in the doctoral program.

Transfers from doctoral to master’s degrees involving a change of discipline are treated as new admissions.

TRANSFER TO/FROM THE VANCOUVER CAMPUS

Students who want to transfer to and/or from the Vancouver Campus must apply for admission to a program at the new campus using the standard application process.

If admitted to the new campus, students must voluntarily withdraw from their original campus and program. Failure to withdraw may result in additional tuition and fee charges.

Completed courses taken at the Vancouver campus that were not used to fulfill previous degree requirements may be used to fulfill degree requirements at the Okanagan campus, following standard transfer credit requirements, and on the recommendation of the relevant graduate program coordinator and approval of the College of Graduate Studies.

Students are entitled to three weeks (15 working days) of vacation per academic year during their studies.

General student vacation guidelines:

• Vacation time must be managed so as to avoid disruption of student studies, research, or other University obligations;
• Vacation request details, including extensions, must be approved by the supervisor of the student and by any faculty member providing Graduate Research Assistantship (GRA) funding to the student.
• The relevant graduate program coordinator resolves all conflicts between a student’s vacation request and a supervisor’s expectations;
• Vacation allotments are calculated using the standard academic year, which runs from September 1^stto August 31^st of the following calendar year;
• Vacation allotments are prorated for the portion of the year in which a student is registered;
• Vacation time must be used or it will be lost–there is no pay in lieu of time not taken;
• Vacation days taken between the Christmas and New Year’s statutory holidays are not subtracted from a student’s annual 15-day allotment;
• Disbursement of student stipends or merit-based financial assistance is not affected by vacation leave;
• Time taken to attend academic conferences is considered part of an academic program and does not count as vacation;
• This policy does not affect a student’s employment as a Graduate Teaching Assistant (GTA) or Graduate Academic Assistant (GAA).
• Although students may request to align vacation taken under this policy with that taken from paid employment at the University, vacation taken under this policy is approved separately from that for paid employment at the University;
• Student vacation requests that fall within these guidelines will not be unreasonably denied.