Forms Centre

Form Name Short Description
Add/Remove Program Contact & Grad Program System Add/Change Access Please fill in the appropriate form below to let the Faculty of Graduate and Postdoctoral Studies know about changes to graduate advisor and graduate staff contact information, and/or to request access for new faculty and staff to the online application.
Affiliated Fellowships Reference Form - Applicants for Doctoral Funding in Natural Sciences and Engineering Applicants for doctoral-level funding in the Affiliated Fellowships competition whose research area is in Natural Sciences and Engineering should have each of their two referees complete and submit this form.
Affiliated Fellowships Reference Form - Applicants for Master's-level Funding Applicants for Master's-level funding in the Affiliated Fellowships competition in all research areas should have each of their two referees complete and submit this form. Related Forms
Annual Progress Report for Fellowship Holders All multi-year fellowship holders should make systematic and consistent progress in their research. An annual research progress report, detailing the achievements of the previous year and the objectives for the next year, is required by the federal research councils (i.e., CIHR, NSERC, and SSHRC) and UBC.
Approval of University Examiners for Doctoral Dissertation Form Form required to appoint the two university examiners for a doctoral examination. The form must be signed by the Supervisor and Graduate Advisor and submitted to Graduate and Postdoctoral Studies a minimum of 4 weeks prior to the scheduled final doctoral oral examination.
Chair's Report Form A Chair's Report form template is provided to the Chair in advance of the Oral Defence and is to be filled out and submitted to Graduate and Postdoctoral Studies by the Examination Chair within one week of the Oral Defence. This report serves to communicate the recommendations of the Examing Committee to the Dean of Graduate and Postdoctoral Studies.
Change to Supervisory Committee Please use this form to notify G+PS of changes to master's and doctoral supervisory committees. To check if the change has been made, please go to the Supervisory Committee screen in SISC.
Doctoral Degree part-time Tuition Fee – Application for Payment Schedule C Students who wish to take a doctoral degree on a partial payment schedule must obtain approval prior to the beginning of their first term. Additional information on part-time doctoral programs.  
Doctoral Dissertation Approval A student's examination committee must sign this form to confirm that the thesis is ready for final submission. The student submits the completed form to their program, who will verify the signatures and content and then forward the form to the Faculty of Graduate and Postdoctoral Studies. Further Information
Doctoral Examinations Planning Tool and Checklist for Candidates and Supervisors The Doctoral Examinations Planning Tool and Checklist is designed to assist Candidates and Supervisors with planning the final doctoral examination.
Doctoral Oral Defence Booking Request Form Oral Defence booking requests must be submitted to the Doctoral Exams team at least 4 weeks prior to the proposed exam date.
Go Global Outgoing Graduate Students - Authorization and Course Registration
Graduate Program Approval of Doctoral Dissertation for External Examination Form The Graduate Program Advisor or Head (or designate) must confirm that the supervisory committee members have approved the dissertation for submission to the External Examiner; that all graduate program requirements for the degree have been met; and that the candidate is currently registered in good standing with fees paid in full.
Graduate Unsatisfactory Academic Progress Recommendation Graduate programs use this form to recommend a course of action for a student whose academic progress is unsatisfactory. Supporting documentation is required.
Gustave O. Arlt Award in the Humanities Nomination Form Departments use this form to nominate one scholar (book) for Gustave O. Arlt Award in the Humanities.
Indigenous Graduate Fellowship CV Form Professional and course-based applicants for the Indigenous Graduate Fellowships competition are to complete this CV form as part of their IGF application, as described in the application instructions posted here.
Indigenous Graduate Fellowship Nomination Form Graduate programs complete this form for each Indigenous Graduate Fellowship nomination they submit to the Faculty of Graduate and Postdoctoral Studies. (Graduate program nomination deadline is 4:00 pm on Friday, 17 February 2023)
Indigenous Graduate Fellowships (IGF) 5th Year Award/Research & Engagement Award Application Form Applicants for the IGF 5th Year Award and/or the IGF Research & Engagement Award competitions are to complete this form and submit to the Faculty of Graduate and Postdoctoral Studies, as described in the instructions.
Killam Awards for Excellence in Mentoring - Mentoring Record form The nominee completes this form in support of their Killam Awards for Excellence in Mentoring nomination.
Killam Awards for Excellence in Mentoring Nomination Form This form is completed by the nominator and nominee in support of the Killam Awards for Excellence in Mentoring nomination.
Master's Thesis Approval A student's examination committee must sign this form to confirm that the thesis is ready for final submission. The student submits the completed form to their program, who will verify the signatures and content and then forward the form to the Faculty of Graduate and Postdoctoral Studies. Further Information
Notification of Non-Thesis Master's Program Completion Graduate programs use this form to notify the Faculty of Graduate Studies when students in non-thesis programs have completed all degree requirements.
Queen Elizabeth Scholars - Application Forms Submission instructions: To have your proposal considered for the Queen Elizabeth Scholars competition, please submit the (i) application form and (ii) budget form to brendan.morey@ubc.ca by 4:00pm on Tuesday, 10 October 2017.
Recommendation for Admission to Graduate Program Graduate programs use this form to recommend admission.
Recommendation for Advancement to Candidacy Doctoral students must advance to candidacy within 36 months from start date or they may be withdrawn. Extension of this period may be permitted by the Dean of Graduate and Postdoctoral Studies in exceptional circumstances. Graduate programs submit this form to confirm that a student has met candidacy requirements.
Recommendation for Non-G+PS Member to Join Supervisory Committee The Graduate Program Advisor or Head of the graduate program submits this form to the Faculty of Graduate and Postdoctoral Studies along with the required information. If you are sending the recommendation electronically, please scan and send to graduate.sas@ubc.ca
Recommendation for Supervision of Graduate Student by Non-G+PS Member The Graduate Program Advisor or Head of the graduate program submits this form to the Faculty of Graduate and Postdoctoral Studies along with the required information. If you are sending the recommendation electronically, please scan and send to graduate.sas@ubc.ca  
Registration / Change of Registration Form If the deadline for adding, dropping and/or auditing courses has passed, the program's graduate advisor must provide a reason for the late request.
Request for Deferred Standing in Coursework Deferred standing may be appropriate if medical or personal problems (of a very unusual nature) make it impossible for the student to complete course requirements on time.
Request for Delay in Publication (Embargo) of Thesis/Dissertation Students must complete this form and obtain the approval signatures of their supervisors and graduate program advisors.  
Request for Extension to Time Allowed for Advancement to Candidacy Doctoral students must advance to candidacy within 36 months from initial start date or they may be withdrawn. Extension of this period may be permitted by the Dean of Graduate and Postdoctoral Studies in exceptional circumstances. Graduate programs submit this form to request an extension. Requests must be fully justified and supported.
Request for Extension to Time Allowed for Degree Completion There are time limits for completing graduate degrees: five years for a master's degree, and six years for a doctoral degree. Requests for extensions must be fully justified and supported.
Request for Leave of Absence UBC Calendar: Please read the policy in the Calendar before sending a request for a leave of absence. Note that supporting documentation may be required.
Request for Parental Accommodation Graduate students with substantial parenting responsibilities for a newborn or newly adopted child under the age of six during their course of study may apply for an eight-week parental accommodation period surrounding the arrival of a new child. See Parental Accommodation for details.
Request to Extend Delay in Publication (Embargo) of Thesis/Dissertation Please complete and obtain approval signatures in order to request an extension to an embargo. The normal maximum length of an embargo on a thesis/dissertation is two years. Embargoes in excess of two years require substantial justification, and an annual confirmation of the continued need for the embargo.   
Request to Transfer Credits into Master's Program Graduate programs use this form to request the transfer of credits into a master's program. Please review the Transfer Credit policy in the Calendar.
Required to Withdraw from Graduate Program for Non-Registration A student who to fails to register for two consecutive terms may be required to withdraw. Graduate programs must first make attempts to contact the student by email and regular mail.
Signature Verification - Department Head New Heads of departments or programs must sign this form and submit it to the Faculty of Graduate Studies.
Signature Verification - Graduate Advisor New graduate advisors must sign this form and submit it to the Faculty of Graduate Studies.
Spring Graduate Awards Competition Nomination Form Graduate programs should use this spreadsheet to nominate applicants for Spring Graduate Awards Competition.
Student Supervisor Agreements This is an example of an agreement letter between supervisor and graduate student.
Transfer Between Related Master's Graduate Programs Transfers between closely related master’s programs are permitted with an academic justification.
Transfer Between Related PhD Graduate Programs Transfers between closely related PhD programs are permitted with an academic justification.
Transfer from Doctoral to Master's Program Transfers from doctoral programs to closely-related master's programs may be permitted with justification. Please see Policies and Procedures: Transfer from Doctoral to Master's Programs.
Transfer from Master's to Doctoral Graduate Program Under some circumstances students may be transferred from a master's to a doctoral program. There are specific requirements, and additional documentation may be required.
University Award Recommendation Form Graduate programs submit this form to the Faculty of Graduate and Postdoctoral Studies to recommend graduate students for university awards. One or more students and awards can be recommended using the same form.
Voluntary Withdrawal from Graduate Program This form must be accompanied by a copy of the student's written request to be withdrawn from the graduate program. Students are responsible for understanding all financial implications of their withdrawal from UBC.