Resources for Award Applicants & Holders

Graduate Award Applicants

Award Databases

Application Support

Graduate Award Holders

Recipients of external graduate awards, scholarships, and fellowships are advised to download and read a copy of the Award Holder’s Guide on the appropriate award agency’s website. The Tri-Agency (CIHR, NSERC, SSHRC) Research Training Award Holder’s Guide is available online.

Other major fellowships have different guidelines. Students must refer to their award offer letter and/or the issuing institution’s website for guidelines.

Awards holders are responsible for reviewing and adhering to the Senate Regulations Governing Student Awards. Award payments will only be made to students who are registered as full-time UBC graduate students. Award holders are required to maintain registration for the duration of their award funding period. Award holders will be required to return any excess amounts that were incorrectly issued to them. This includes incorrect over-payment for the time period after their effective completion or withdrawal date, errors, etc.

Key Resources

Frequently Asked Questions

How will I receive my award funding?

Award funding is paid through Workday.

Once an award is assigned, students must accept the award via Workday (notifications of award offers will be sent by email).  Students must select the award in their award offer screen in Workday, and then select their decision from the available options that appear at the bottom of the screen.

Awards paid through Workday are first applied against any outstanding fees. If the amount of the award is greater than the outstanding fees in any term, the extra funds will be paid to the student through Direct Deposit.

Detailed information about accepting and receiving payments via Workday is available here.

For additional information on setting up Direct Deposit, please see the Student Services website here.

When will I receive my award funding?

Students are encouraged to check their financial record for confirmation of award instalment amounts and dates. Normally, awards are paid out using the following payment schedule:

  • September 1 to April 30 amount is assigned in August and pays out in two equal installments in September and January
  • May 1 to August 31 amount is assigned in April and pays out in one installment in May

Note that the College of Graduate Studies does not guarantee that any award will be paid out prior to the tuition deadline, and it is the student’s responsibility to ensure their tuition is paid on time, regardless of pending awards, to avoid paying late penalties.

I received a rating of “Improvement Required” or “Unsatisfactory” on my annual progress report, how does this effect my award eligibility?

All graduate students at UBC Okanagan are required to submit to the College of Graduate Studies an annual progress report. Failure to submit a progress report may result in award payments being suspended. Students with unsatisfactory progress become ineligible for award funding, while students with improvement required remain eligible. Students with unsatisfactory will regain eligibility when improvement required or satisfactory status is reported in the required six-month interim progress report or a subsequent annual progress report.

Do I have to pay my tuition and fees, or will my awards pay them for me?

Your awards are first used to pay any outstanding tuition and student fees; please review your Workday financial account to determine if you have a positive balance (a refund will be issued to you) or a negative balance (you need to pay the balance by the due date) after your award payments have been applied to your account. Please note that tuition awards do not cover student fees. It is your responsibility to ensure that your tuition and student fees are paid by the deadline to avoid late or interest fees.

What happens if I register late?

We cannot assign or activate any award funding until you are registered as a full-time graduate student for the funding period.  If you register a week before the term start date or later, please send an email to graduateawards.ok@ubc.ca so they will know to proceed with setting up your awards.

Can you review my award eligibility/application?

Although we can assist with the application process, we do not provide feedback to applicants on their award applications or eligibility. Your supervisor and graduate program coordinator are the best resources to use when writing the content of your award application (i.e. research proposal, research contributions and publications). Also, the Centre for Scholarly Communication provides workshops and hosts appointments for students interested in receiving assistance in the written component of their award application.

Do you have my transcripts on file for my award applications?

You are required to order the necessary transcripts for most award applications. The College of Graduate Studies does not provide students with previously submitted transcripts for the purpose of award competitions, unless otherwise stated on the awards webpage.

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