Forms Centre

Form Name Short Description
Aboriginal Graduate Fellowship Application Form Applicants for the Aboriginal Graduate Fellowships competition are to complete this form and submit other application materials to their graduate program, as described in the instructions.
Aboriginal Graduate Fellowship Bridge Funding Application Form Students complete this form as part of the nomination package for the Aboriginal Graduate Fellowship Bridge Funding competition. Please carefully read the application instruction below.
Aboriginal Graduate Fellowship Nomination Form Graduate programs complete this form for each Aboriginal Graduate Fellowship nomination they submit to the Faculty of Graduate and Postdoctoral Studies. (Graduate program nomination deadline is 4:00 p.m. on Friday, 10 February 2017.)
Aboriginal Graduate Fellowship Reference Form Applicants to the Aboriginal Graduate Fellowship competition are to provide this form to their referees. Two reference forms are required for a complete AGF application. This form is also used for the Aboriginal Graduate Fellowship Bridge Funding competition.
Add/Remove Program Contact & Grad Program System Add/Change Access Please download 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. UBCO faculty and staff: please contact Alicia Meehan at UBCO.
Affiliated Fellowships Application Form - Applicants for Doctoral Funding in Health Sciences Applicants for doctoral-level funding in the Affiliated Fellowships competition whose research area is in Health Sciences complete this application form.
Affiliated Fellowships Application 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 complete this application form.
Affiliated Fellowships Application Form - Applicants for Doctoral Funding in Social Sciences and Humanities Applicants for doctoral-level funding in the Affiliated Fellowships competition whose research area is in Social Sciences or Humanities complete this application form.
Affiliated Fellowships Application Form - Applicants for Master's-level Funding Applicants for Master's-level funding in the Affiliated Fellowships competition in all research areas complete this application form. Detailed application instructions are also included here.
Affiliated Fellowships Reference Form - Applicants for Doctoral Funding in Health Sciences Applicants for doctoral-level funding in the Affiliated Fellowships competition whose research area is in Health Sciences should have each of their two referees complete and submit this form. Posted on 17 August 2017 for the 2018-2019 Competition
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 Doctoral Funding in Social Sciences and Humanities Applicants for doctoral-level funding in the Affiliated Fellowships competition whose research area is in Social Sciences or Humanities should have each of their two referees fill out this form. Posted on 17 August 2017 for the 2018-2019 Competition
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.
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 national research councils and UBC.
Application for Airfare for Graduate Travel Students who wish to apply for the Airfare for Graduate Travel funding opportunity must complete this form. Further Information Airfare for Graduate Travel
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.
Audiology Completed Program Requirements
Authorization and Course Registration: UBC and UBCO UBC students registered at one campus (Vancouver or Okanagan) may be eligible to take a course for credit at the other campus.
Bibliography of Theses Related to British Columbia If your thesis is relevant to British Columbia (e.g. history, geography, literature, science, special topics, etc.) you are asked to complete and submit this form.
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.
CSHRF Nomination Form Graduate programs must include this nomination form with their nominations for the Canadian Student Health Research Forum (CSHRF) Travel Award.
Doctoral Dissertation Approval A student's examination committee must sign this form to confirm that the dissertation is ready for final, post-defence submission. The student submits the completed 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.
Enrolment of Non-Degree Students in Graduate Course Students with Unclassified, Access, or Visiting status must complete this form if they wish to take a graduate course. Approval of the course instructor and graduate program is required.
Enrolment of Undergraduate Go Global Exchange Student in a Graduate Course Graduate course registration form for undergraduate exchange students attending UBC through the Go Global program.
Enrolment of Undergraduate Students in Graduate Course Undergraduate students must complete this form if they wish to take a graduate course. Approval of the course instructor, graduate program, and the student's Home Faculty Advising Office is required.
Examination Programme This template should be used by all Candidates for creating the Examination Programme to be used for the Final Doctoral Defence. The Programme must be submitted electronically as an MS Word file to graduate.doctoral@ubc.ca. Please note that the completed Examination Programme is a public document.
External Graduate Award Activation Form To activate payment for external awards such as NSERC, SSHRC, CIHR, and others, all UBC award holders must complete this form. In order to activate an award, students must submit all required forms to the Faculty of Graduate and Postdoctoral Studies at least three weeks before requested award start date.
Go Global Outgoing Graduate Students - Authorization and Course Registration
Governor General's Gold Medal Application Form Further Information Governor General's Gold Medal
Graduate Exchange Agreement: Authorization and Course Registration To take a course through the GEA a student must be in good academic and financial standing, and the course must be an integral part of the the graduate degree program.
Graduate Global Leadership Fellowship Application Form Applicants for Graduate Global Leadership Fellowship need to complete this form.
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 Program Completion Letter Request The completion letter confirms that a student has completed all degree requirements, even though the degree may not have been officially conferred. Students can also download this letter directly from the SSC once their program has been officially closed.
Graduate Travel Fund Application Graduate students who present a paper or poster at an official conference or symposium are eligible for travel support to a maximum of $500.  For eligibility and application details, please review the instructions provided in this form.  
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 Programs use this form to nominate one person for Gustave O. Arlt Award in the Humanities.
HCI Sub-Specialization Completion Please see your graduate program to obtain a copy of this form.
IPS and IIS Consent to Disclosure of Personal Information Form This form is a required part of the NSERC IPS application.
IPS Terms and Conditions of Applying Form This form is a required part of the NSERC IPS application.
Joint PhD Agreement For students to apply to take a joint PhD program, this application form must be completed by graduate programs from both universities.
Killam Fellowship Travel Expense Form The UBC Izaak Walton Killam Memorial Fund for Advanced Studies provides current Killam Postdoctoral and Doctoral Fellows with an expense allowance to contribute to the costs of research-related travel. Doctoral Fellows are eligible for up to $2,000 for the tenure of the award and Postdoctoral Fellows are eligible for up to $4,000 for the tenure of the award.
Master of Educational Technology Reference
Master of Science in Business Administration Reference
Master's Degree Tuition Fee - Application for Payment Schedule B Students who wish to take a master’s degree on a partial payment schedule must obtain approval prior to the beginning of their first term. Doctoral students are not eligible for Schedule B tuition fees.
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 the Faculty of Graduate and Postdoctoral Studies. Further Information
Nominations for External Examiner (Doctoral Dissertation) Form Form required to nominate potential external examiners for a doctoral examination. The form must be signed by the Supervisor and Graduate Advisor and should be submitted to Graduate and Postdoctoral Studies approximately 8 weeks prior to the intended date of submission of the dissertation for external examination. Nominees should not be contacted prior to submitting this form the G+PS.
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.
November 2017 Late Graduation Application form Please use this form to submit a late application for graduation, and submit it to Enrolment Services at the email address or fax number on the form. This form will be available until Friday, October 20, 2017. No further applications can be accepted after that date.
NSERC - Form 200 Students applying for NSERC IPS must fill out the NSERC Form 200 on-line and submit the signed, printed form as part of their application. For details on which parts of this form are required, please see the NSERC IPS description.
NSERC IPS - Form 183B This form is an optional part of the NSERC IPS application. Students should check the NSERC web site for company eligibility.
NSERC IPS - Proposed Research Schedule and Activities (example) This form is a part of the NSERC IPS application. It is provided by NSERC as a sample of  Research Schedule and Activities (also referred to as Sample Work Schedule).
NSERC IPS Agreement This form is a required part of the NSERC IPS application.
NSERC IPS Progress Report Before NSERC can authorize a payment for the second or third year of the scholarship, it must receive a progress report. The progress report should be submitted to the Faculty of Graduate and Postdoctoral Studies at least a month before the end of the first and second year (IPS2). To ensure timely payments make every attempt to submit renewal documents early.
Permission to Use Copyrighted Material in a Thesis Students can use this form to obtain permission to use material in their theses/dissertations that is copyrighted to another.
Physics or Astronomy Reference
Priority Recommendation for Admission to Graduate Program Graduate programs use this form to recommend admission for First Class applicants only. The application package must be complete.
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  
Referee's Report on Applicant to Biochemistry and Molecular Biology
Reference Letter - Report on Applicant for Admission to Graduate Studies In lieu of an electronic reference, referees can complete this form in support of an application to a graduate program.
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 of Thesis/Dissertation Students must complete this form and obtain the approval signatures of their supervisors and graduate program advisors.
Request for Exception to Employment Limit Form Students receiving scholarships whose cumulative total is equal to or greater than the value of the Tri-Agency Master’s scholarship ($17,500) are required to limit their number of hours of paid employment to 12 hours per week, averaged over the year. Requests for exceptions may be made to the Faculty of Graduate and Postdoctoral Studies using this form.
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 Access to the University’s facilities and resources, and to resources provided to students from outside UBC, is limited when students are on leave. Some resources may only be available under certain circumstances, while others may not be available at all. Students on leave are responsible for ensuring that they understand what resources will and will not be available to them.
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 for Permission to Teach Doctoral students must satisfy specific eligibility criteria before they are allowed to teach sessional or extra-sessional courses. Master's students are not eligible.
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.
RFA Rationale for Low GPA or Low English Language Score Graduate programs can request an exception to minimum score requirements if there is concrete evidence that the applicant is likely to be a successful graduate student.
Rick Hansen Man In Motion Fellowship Further Information More information will be posted in March 2015. Rick Hansen Man In Motion Fellowship
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 Application Form Students applying for the Spring Graduate Awards Competition need to fill out these two forms (PART 1 and PART 2). Please follow the instructions closely.
Spring Graduate Awards Competition Nomination Form Graduate programs should use this spreadsheet to nominate applicants for Spring Graduate Awards Competition.
Spring Graduate Awards Competition Reference Form Applicants for Spring Graduate Awards Competition should provide fill out their information on the top of this form and provide it to one referee. Last revised 18 May 2017: margins fixed
SSHRC Talent Award Nomination Form Graduate programs and academic departments complete this form as part of the nomination package for the SSHRC Talent Award competition.
Student Supervisor Agreements This is an example of an agreement letter between supervisor and graduate student. Supervisors may wish to adapt this to make it most appropriate for their discipline.
Supplementary Information for Applicants from Theological Institutions
Thesis / Dissertation Submission Cover Sheet Students must complete this form and submit it to the Faculty of Graduate and Postdoctoral Studies with their final, post-defence thesis or dissertation.
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.
UBC Grad School Application UBC Grad School accepts applications electronically.
UBC Public Scholars Initiative Application Form Applicants to the UBC Public Scholars Initiative (PSI) program are to submit the application form and supporting documents to graduate.awards@ubc.ca. Further information about the PSI competition is available here.
UBC Thesis / Dissertation Licence Agreement As of March 7 2014, the UBC Thesis Licence Agreement form has been discontinued. Instead, Version 2.1 of the cIRcle Non-Exclusive Distribution License is in effect and will be used for all submissions to cIRcle. It is a click-through license which you complete when you upload your thesis or dissertation.
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 (a previous Word version of the form, used only for single recommendations, has been discontinued).
University Doctoral Fellowship Application Form Applicants to the University Doctoral Fellowships competition are to complete this form and submit to their graduate program by their program's internal deadline. Further information University Doctoral Fellowship competition
University Doctoral Fellowship Nomination Form Graduate programs complete this form for each University Doctoral Fellowship nomination they submit to the Faculty of Graduate and Postdoctoral Studies. (Graduate program nomination deadline is 4:00 p.m. on Friday, 27 January 2017.) Further Information
University Doctoral Fellowship Reference Form Applicants to the University Doctoral Fellowship competition who are fast-tracking (transferring) from their Master's to the PhD program may be asked to provide this form to their referees (applicants to confirm with their graduate program). Two reference forms are required for a complete UDF application. Further Information
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.
Western Deans' Agreement: Authorization and Course Registration To take a course through the WDA a student must be in good academic and financial standing, and the course must be an integral part of the the graduate degree program.