UBC has changed its application document requirements.
If you are applying to begin study in 2016 or beyond, you will normally scan and upload digital copies (.pdfs) of official required documents in the application system. These are considered "unofficial documents". These uploaded copies of your official documents will be used for initial evaluation of the applicant.
Conditional admission offers may be made based on documents uploaded to the application system. However, admission offers will not be finalized and applicants will not be allowed to register in a graduate program until one set of all required official academic records are received and validated by the University.
Please note: Some programs will require an official set of transcripts at the time of application. Please refer to the website of the program(s) to which you are applying and the instructions in the online application for specific information about sending your official documents.
Uploading scanned copies of official required documents in the application system
Applicants with transcripts from non-Canadian post-secondary institutions must obtain an official paper transcript for every post-secondary institution they have attended.
- Each transcript must be scanned as an individual .pdf file and then uploaded to the application system as indicated.
- Please attend to any directions the specific graduate program may provide about naming your scanned document files. Otherwise, they should be named: "Applicant Full Name-Document Description.extension"
Peng Zhang-Peking University Transcript.pdf
Peng Zhang-Peking University Transcript English Translation.pdf
Peng Zhang-Journal of Neurosciences Paper.pdf
- Transcripts must be scanned front and back.
- All pages of one transcript, front and back, should be uploaded as a single file (rather than a separate file for each page).
- If you have transcripts that are issued in a language other than English, then in addition to uploading digital copies of the documents in their original language, you must also upload a certified literal English translation of your transcripts from your home university's translation service or certified English translator.
- Please consult the document scanning and uploading instructions provided within the online application for detailed instructions.
To be considered official, academic records must either be received in official university envelopes, sealed and endorsed by the issuing institution, or be sent via secure electronic delivery by the issuing institution. *Secure Electronic Delivery: the issuing institution sends a link to a secure site to Graduate and Postdoctoral Studies (G+PS) at firstname.lastname@example.org. G+PS downloads the transcript from the secure site. Important: an e-transcript is downloaded via a link to a secure site. It is NOT an email attachment of any kind, even if sent from an authority at the issuing institution.
After being offered admission: If you have been offered admission conditional upon receipt of official documentation, you must provide UBC with one set of official transcripts for every postsecondary institution you have attended for the equivalent of one year or more of full-time study. UBC reserves the right to also require any individual applicant to provide official transcripts for study of less than one year duration. Do not send official transcripts before receiving an offer of admission unless you have received special instructions from the graduate program to which you have applied.
If an official transcript does not indicate the degree name and the degree conferral date, then an official copy of the degree certificate must also be submitted
If your university issues only one original copy of transcripts/degree certificates:
Make photocopies of your original academic records and send them to your home university. Ask your home university to:
- verify that the photocopies are consistent with their records.
- attest that the copies are true photocopies and stamp them with an official university stamp.
- put the attested, stamped photocopies in sealed envelopes endorsed by the Registrar.
- mail the sealed, endorsed envelopes directly to Graduate & Postodoctoral Studies.
If your transcripts are issued in a language other than English:
- arrange to have a set of all official transcripts issued in their original language.
- obtain a certified literal English translation of your transcripts from your home university's translation service.
- send both the original transcripts and the literal English translation to UBC Graduate & Postdoctoral Studies.
If your home university does not provide English translations of transcripts:
- make a photocopy of your copy of your transcripts. Do not open a sealed, endorsed envelope containing transcripts intended for submission to your program.
- take the copy to a certified English translator and ask them to provide a complete, word-by-word, literal English translation.
- tell the translator to put both the original language photocopy and the English translation into a sealed envelope, and endorse the envelope by signing across the seal.
- send the sealed, endorsed envelopes from the translator to UBC Graduate & Postdoctoral Studies.
- send your original transcripts in the original language to UBC Graduate & Postdoctoral Studies.
Note: Academic records must be translated in their entirety, including any information that appears on the reverse side of any document.
UBC does not accept the following:
- photocopies that have not been stamped, attested and endorsed by the Registrar at your home university
- documents in envelopes that have been opened
- documents that do not arrive in sealed envelopes endorsed by the issuing institution or certified translator
- documents that arrive without the official seal of the university
- photocopies notarized by a notary public
- photocopies endorsed by a lawyer, professor, judge etc.
- unofficial translations
- non-literal translations
Do not send academic records that are not in sealed and endorsed envelopes. It will only delay the processing of your application.
Documents being provided to meet conditions of admission, if not already provided to the graduate program initially, should be sent directly to:
Graduate & Postdoctoral Studies
The University of British Columbia
6371 Crescent Rd
Vancouver, BC CANADA V6T 1Z2
Current and former UBC students
You do not need to submit UBC transcripts as part of your graduate application, as this data is already available through the student database system. However, be aware that you are still responsible for submitting transcripts from all other post-secondary institutions that you have attended (e.g., exchange year, transfer year, etc.).
Documents submitted in support of applications become the property of the University and may not be returned to the applicant or student. Students who submit irreplaceable material may request the return of that material. Such requests must be submitted with the original material. The office to which the material is submitted will return the material as soon as possible, and not later than six months after the student's graduation or last registration.