Western Deans' Agreement & Graduate Exchange Agreement

Universities in the Western Deans' Agreement:

University of Alberta, Athabasca University, Brandon University, University of British Columbia, British Columbia Institute of Technology (BCIT), University of Calgary, University of Lethbridge, University of Manitoba, University of Northern British Columbia, University of Regina, University of Saskatchewan, Simon Fraser University, University of Victoria

Universities in the Graduate Exchange Agreement:

McGill University, University of British Columbia, University of Montréal, University of Toronto

Eligibility

  • Student must be in good standing in his or her graduate program at home institution.
  • Student must have paid all current and back fees at home institution.
  • Course must be an integral part of the student’s graduate degree program.

Not Eligible

Students in the following graduate programs are not eligible for the WDA:

  • MRSc (tuition is paid per credit)
  • MET (tuition is paid per credit)
  • MFA Creative Writing Distance (tuition is paid per credit)

For a UBC Student to Take a Course at Another University

Procedure

At UBC:

  1. Student downloads the form “Western Deans’ Agreement” or “Graduate Exchange Agreement” from Current & New Students/Student Forms.
  2. Student fills out the form and obtains approval signature of his or her graduate program advisor at UBC.
  3. Student submits the form to G+PS.
  4. G+PS reviews the form and confirms eligibility.
  5. G+PS signs the form and sends a copy to the Host Institution for distribution to the appropriate people.
  6. G+PS sends a letter to the student notifying him or her that G+PS has given approval for him or her to take the course.

At Host Institution:

  1. Form is approved and signed by the graduate advisor or head of department of the Host Institution.
  2. Form is approved and signed by the Office of the Dean of Graduate Studies of the Host Institution.
  3. Host Institution registers the student, keeps the original form and sends a copy to G+PS.

At UBC:

  1. Student sends confirmation of registration and notice of any change to G+PS and the Host Institution at the time the registration or course change is completed.
  2. Student provides G+PS with official transcripts from the Host Institution on completion of course.

Important: Form must be fully approved (all four signatures obtained in order) at least two weeks prior to the start of the course. If the form is not received and approved in time, the student may not receive permission to take the course. In addition, the fee waiver is not available retroactively.

Please ensure that Western Deans’ Agreement and Graduate Exchange Agreement forms are processed quickly to ensure that students are not denied registration in a course or required to pay fees unnecessarily at the Host Institution.

For a Student From Another University to Take a Course at UBC

Procedure

At Home Institution:

  1. Student obtains approval signatures from his or her Home Institution.
  2. Home Institution sends the form to UBC graduate program.

At UBC:

  1. Form arrives at the graduate program.
  2. Graduate program staff confirms with the course instructor that the student has the instructor’s permission to register in the course.
  3. Form is approved and signed by the graduate advisor or head of department (not by the instructor or the student’s supervisor).
  4. Program sends the form to G+PS.
  5. G+PS reviews the form and confirms eligibility.
  6. Form is approved and signed by G+PS.
  7. G+PS sends an admission letter to the student, a copy to the program and a copy to the Home Institution with a copy of the completed form.
  8. G+PS registers the student in the course.

Important: Form must be fully approved (all four signatures obtained in order) at least two weeks prior to the start of the course. If the form is not received and approved in time, the student may not receive permission to take the course. In addition, the fee waiver is not available retroactively.

Please ensure that Western Deans’ Agreement and Graduate Exchange Agreement forms are processed quickly to ensure that students are not denied registration in a course or required to pay fees unnecessarily at the Host Institution.

Note:

  • The student’s registration will be blocked so he or she cannot register in additional courses without authorization.
  • Students coming to UBC must pay for a U-Pass. If they wish to be exempted, they must contact the U-Pass office. G+PS cannot grant exemptions from this fee.