Forms Centre

Form Name Short Description
4YF Interruption Form This form is intended for 4YF recipients who do not intend to apply for a corresponding leave of absence from UBC.
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 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. The List of Criteria-Based Affiliated Fellowships should be appended to the completed 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. The List of Criteria-based Affiliated Fellowships should be appended to the 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. The List of Criteria-based Affiliated Fellowships should be appended to the 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. Related Forms
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.
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.
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.
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.
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. IMPORTANT: Use this form ONLY if the supervisory committee has been approved in SISC. If it has not been approved, please update the SISC record on the Supervisory Committee screen.
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.
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. The student's Home Faculty Advising Office must confirm whether or not the student meets the requirements for taking a graduate course.
Examination Programme Doctoral candidates are no longer required to include an Examination Programme in the Oral Defence.
External Graduate Award Activation Form To activate payment for external awards such as Tri-Agency (CIHR, NSERC, SSHRC) 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.
Friedman Scholars - Forms For application procedures, please visit: Friedman Award for Scholars in Health.
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 graduate degree program.
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 Travel Fund Application Graduate students who present a paper or poster at an official conference or symposium, or who have an open access publishing charge, are eligible for an award offer of $500. Only applications for travel/presentations that have been completed, or for publishing that has already taken place, will be processed. Please do not submit an application for future or planned travel/publishing costs.
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 Application Form Applicants for the Indigenous Graduate Fellowships competition are to complete this form and submit other application materials to their graduate program, as described in the instructions.
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 Fellowship Reference Form Applicants to the Indigenous Graduate Fellowship competition are to provide this form to their referees. Two reference forms are required for a complete AGF application.
Indigenous Graduate Fellowships (IGF) 5th Year Award/Research & Travel Award Application Form Applicants for the IGF 5th Year Award and/or the IGF Research & Travel 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.
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.
List of criteria-based affiliated fellowships Tri-Agency applicants applying through UBC do not need to submit a separate Affiliated Fellowships application to be considered for un-restricted Affiliated Fellowships awards.
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 their program, who will verify the signatures and content and then forward the 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 to 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.
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.
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  
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 (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 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.
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.
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.
Transcript Checklist for Graduate Programs - Doctoral
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.
Tri-Agency CGS/Affiliated Fellowships Competition - Adjudication Committees
UBC Grad School Application UBC Grad School accepts applications electronically.
UBC Public Scholars Initiative Application Form For application procedures, please visit: UBC Public Scholars Award
UBC Transcript Grading Key
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.
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. NOTE: Approval to take a course through the WDA does not equate to approval for the course to be transferred to a UBC graduate program. Courses must meet the criteria for transfer described in the UBC Calendar.