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Application Frequently Asked Questions

This FAQ answers many questions about applying to graduate studies at UBC’s Okanagan campus. Please read carefully to see if your question has been answered here.

Pre-Application

  • UBC's Okanagan campus online application is the fastest and most convenient way to apply to the College of Graduate Studies. Applying online ensures that both the College of Graduate Studies and the program you apply to get your application quickly.
  • If you cannot apply online:
    • Contact the College of Graduate Studies to obtain a pdf application form.
    • email completed pdf forms to gradadmissions.ok@ubc.ca or mail the forms to our office.
    • Once the application forms are received, Graduate Studies will email you information regarding how to pay your application fee.

The College of Graduate Studies website contains details of the application and admission process.  Students apply to the College of Graduate Studies, not directly to the program.

  • If you want to apply to UBC's Vancouver campus, please visit the Vancouver campus website for information regarding how to apply.

  • The online application accepts Visa or Mastercard or Interac Online from Scotiabank, Royal Bank, TD Canada Trust or Bank of Montreal.
  • If you do not have access to a credit card but do have Interac with Scotiabank, Royal Bank, TD Canada Trust or Bank of Montreal you may still apply and pay online.
  • If you do not have access to a credit card nor Interac with any of the above institutions, then:
    • Contact the College of Graduate Studies for further information.
    • email or mail the completed application forms to the College of Graduate Studies.
    • Graduate Studies will then send you information regarding how to pay your application fee.

Can my application fee be waived?

The application fee can only be waived for:

  • International students whose citizenship and correspondence address are located in the world's 50 least developed countries, as declared by the United Nations. 
  • Seniors: BC residents who are Canadian citizens or permanent residents aged 65 years or over at the time of application.
  • If you are eligible for an application fee waiver, you do not need to apply for it. You will not be asked for a fee when you complete the online application.

The application fee pays for the evaluation of your application, and is not refundable. We can only refund the application fee when a program applied for has been cancelled.

  • Make sure your application is for the correct program
  • Only click the "submit" button once; if the application is not submitted contact the College of Graduate Studies before re-submitting, as your credit card may be charged twice.

You need to submit a separate application for each program you want to apply to. If you are applying to the Interdisciplinary Graduate Studies program, please only submit one application and pay one application fee as your application will be forwarded to other departments if applicable.

Microsoft Internet Explorer or Safari are strongly recommended.

  • Ensure the following settings are selected in the Options or Preferences window of your browser:
    • Browser is set to accept cookies
    • JavaScript is enabled

You should contact the program if you have questions about the program you are applying for.

  • If you cannot find the answer to your question in this FAQ, please email gradask.ok@ubc.ca

While applying

Microsoft Internet Explorer or Safari are strongly recommended. Be sure your browser is set to accept cookies and that JavaScript is enabled; these settings are found in your Options or Preferences window of your browser.

If this does not solve your access problem, please try accessing the online application from a different computer. Public libraries or internet cafes may have set their security on a very high level and therefore will not allow cookies.

Whenever possible, please upload your supporting documents through the online application system. If you are unable to upload the documents, please email them to gradadmissions.ok@ubc.ca. Official transcripts must be submitted through mail. Our mailing address is:

College of Graduate Studies
The University of British Columbia, Okanagan Campus
EME 2121 - 1137 Alumni Avenue
Kelowna, BC  V1V 1V7
Canada 

Applicants who are required to submit an English language test must submit the test before their application will be reviewed for admission. All application documents must be received before the application deadline. If an applicant will be unable to meet the published deadline, it is recommend that s/he apply for the next available intake session.

Application deadlines are set by the programs and the College of Graduate Studies. Students are recommended to apply well in advance of their intended program start date. If you cannot submit all application documents by the application deadline, you should apply for the next available intake session. In exceptional circumstances, the College of Graduate Studies in conjunction with the program may allow you to apply after the deadline. Please contact the College of Graduate Studies for permission to apply after the deadline.

If you have missed the application deadline please do not submit an online application until you have received approval from the College of Graduate Studies. Application fees are non-refundable.

Un-submitted online applications are deleted automatically after 21 days. This process cannot be stopped or undone.

If you are not ready to submit your application before it is due for deletion, you can start a new application with your entered information by using the "Copy an Existing Application" feature, under "New Application". You will then have a further 21 days to complete your new application.

Please be aware that once you have submitted your online application it cannot be edited. Also, please make sure that you submit your online application before the program deadline date. For further information on application deadlines, please contact the program you are applying to.

The 14 day notice is automatically sent to applicants that currently have an un-submitted online application in their account. It does not necessarily mean that we have not received your application. It may mean that you have started more than one application to the same graduate program, and submitted one, leaving the others incomplete.

You can check under the "Submitted Application" link to find the application(s) you've successfully submitted. Please ignore this email message if you have already submitted your online application.

If you are still unsure whether or not you have successfully submitted your online application, please email College of Graduate Studies with CHECK APPLICATION SUBMISSION in the subject line. Note: it may take up to 10 business days for a response.

Please consult the Graduate Degree Programs page to ensure that we offer the program. If the degree is not listed there, it is not offered on UBC's Okanagan campus.

When selecting your intended program, please select the appropriate degree and then select the appropriate specialization based on your primary area of interest OR your intended supervisor. For example, if you wish to apply to the Master of Arts program in Critical Studies, please select "Master of Arts" & "Interdisciplinary Studies - Creative/Critical Studies."

If you are applying to a themed option, please follow the above instructions regarding degree and specialization selection. One of the program-specific questions will ask, "If you are applying for one of the Interdisciplinary Graduate Studies' themed options, please list the theme below."  This is where you indicate the theme that you are applying to. 

Try looking for full or alternate versions of your country's name. For example, "China" is listed as "People's Republic of China."

While on Exchange, you receive credit for coursework taken abroad; however, grades do not appear on your UBC transcript. But they do count. Your grades from exchange may be used for assessment of some UBC scholarships. If you choose to apply to graduate school you will be required to provide transcripts from all prior institutions attended, including those you attended while on exchange. 

You can check the TOEFL and GRE scores required by the College of Graduate Studies in the Academic Calendar.

Yes.

Current and former UBC students are required to list their UBC academic history as this information will be accessed through the UBC student database.

If your degree has been conferred, it means that you have received your diploma for the degree. If you have finished your course requirements, but have not yet been granted your degree, then your degree has not yet been conferred.

You don't have to have a Study Permit at the time of application, but if you will need a Study Permit to attend UBC. Please choose "Student Authorization" as Visa Type.

If you are not currently a Permanent Resident of Canada, choose "Student Authorization" as Visa Type. Once you have obtained permanent resident status, please send a copy of both the front and the back of your Permanent Resident Card to the College of Graduate Studies. We will then update your status in our files.

You should contact the program if you have questions about the program you are applying for.

    If you cannot find the answer to your question in this FAQ, please email gradask.ok@ubc.ca.

After Submitting the Online Application

If you submitted an online application, please login to the online application system through which you applied to check your application status.  Please note, you may check your application status at any time by logging in to your online application account and viewing your application checklist. Please allow up to ten business days after the receipt of documents for verification and processing. Documents that do not follow our requirements may require additional processing time.

Please check your application status online by logging into the application system through which you applied. 

We receive a large volume of mail in December, January, and February; your documents may be received, but not yet processed. Processing time during this period is normally ten business days.

If you have sent your package by courier, please be aware individuals signing for this package are located in the central receiving office. It will take additional work days for the package to be delivered to the College of Graduate Studies, and then processed by us.

You should contact the program if you have questions about the program you are applying for.

  1. Log in to the online application system.
  2. On the main page, click on “Submitted Applications” (highlighted blue.)
  3. Locate the application you would like to manage.
  4. Click on the Documents button beside your application and upload the required documents.
  1. Sign in to the online application system.
  2. On the main page, click on “Submitted Applications” (highlighted blue.)
  3. Locate the application you would like to manage.
  4. Click on the Documents button beside your application and upload the required documents.
  5. This can only be done if the referee has not yet submitted a reference for the applicant.

If you cannot find the answer to your question in this FAQ, please email gradask.ok@ubc.ca.

Obtaining Referees

Reference reports can be submitted in two ways: by using our online reference system or by mail/email. Please note that electronic references submitted through the online system are the preferred option.

Referees will receive an automatic email (sent to the email addresses you entered in the "Referees" section) asking them to provide a reference report on your behalf. They then submit their references to the online application. References from non-institutional email addresses will not be accepted.

Reference letters can be sent via email; however, they must be submitted from an institutional email address. Please note that electronic references submitted through the online system are the preferred option.

References

If you are unable to complete the online reference form or prefer not to do so, you can send a letter of reference to gradadmissions.ok@ubc.ca from your institutional email address. You may also send a letter of reference on institutional letterhead to the College of Graduate Studies in a sealed envelope, with your signature written across the envelope seal as endorsement.

You will receive a confirmation email from the College of Graduate Studies once your reference has been received and processed. 

We are unable to accept email addresses from Hotmail, Yahoo, Gmail, MSN or other free email accounts. The system will not let you provide these email addresses.

In most cases, this happens because the reference link has wrapped around to a second line in your email program, thus invalidating the link. Please try cutting and pasting the complete email link into your browser.

If the link still does not work, please email College of Graduate Studies with REFERENCE LINK BROKEN in the subject line, and provide the full name of the student requesting the reference. If possible, email us by forwarding your original email with the broken link.

Reference forms or letters can be sent via email; however, they must be submitted from an institutional email address. 

A reference letter is acceptable if sent by post or by email through an institutional email address. If you choose to mail the reference, please mail the reference letter to the College of Graduate Studies in a sealed envelope, with your signature written across the envelope seal.

If you cannot find the answer to your question in this FAQ, please email gradask.ok@ubc.ca.

Last reviewed shim5/30/2017 1:19:19 PM