Award Holder's Guide

Recipients of external graduate awards, scholarships, and fellowships are advised to download and read a copy of the Award Holder's Guide on the appropriate award agency’s website. Some Award Holder's Guides:

Other major fellowships have different guidelines. Please refer to your offer letter and/or the agency's website for guidelines.

Senate Regulations Governing University Awards

Awards holders are responsible for reviewing and adhering to the Senate Regulations Governing University Awards.

Conditional Acceptance

External Awards

In order to take up an external award, students are required to be unconditionally accepted to their UBC program. In cases when students are offered conditional acceptance to their program, those conditions must be met before the award can be activated and award payments be made.

UBC Awards

UBC awards (like Four Year Fellowships) will be processed without confirming that the condition of admission was met. However, students are still responsible to meet the condition of their admission by the deadline specified in their offer letter (typically within 12 weeks of starting their program). If the condition of admission is not met, the UBC award will be cancelled, and student will be required to repay all funds received from the award.

Registration in Courses

Award payments will only be made to students who are registered as full-time UBC graduate students. Award holders are required to maintain registration for the duration of their award funding period.

Completion of Program

Awards are prorated to the end of the month in which students complete their degree program (typically submission of final copy of their thesis to the Faculty of Graduate and Postdoctoral Studies), with the exception of CIHR-funded awards, which are prorated to the program completion date. To avoid any overpayments, please advise Graduate Awards of your completion date as soon as possible. Please note that students who complete their program partway through a term may be required to repay a portion of funds paid to them at the beginning of the term (e.g., if a student receives a $7,000 award payment in September and completes his/her program in November, he or she may be required to repay $1,750 - the December portion of the award).

Withdrawal from Program

Awards are prorated to the effective date of withdrawal from a degree program. To avoid any overpayments, please advise Graduate Awards of your withdrawal date as soon as possible. Please note that students who withdraw from their program partway through a term may be required to repay a portion of funds paid to them at the beginning of the term (e.g., if a student receives a $7,000 award payment in September and completes his/her program in on 15 November, he or she may be required to repay $2,625 - the amount for the November 16 to December 31st period).

Leave from Program

Award holders are not eligible to receive award payments while on approved academic leave from their program. Please advise Graduate Awards to arrange for the suspension of your award payments until your return from on-leave status. Students who hold external fellowships that allow paid leaves of absence, should contact the funding agency and The Faculty of Graduate and Postdoctoral Studies to request a paid leave of absence well in advance of the leave start date. Conditions for paid leave of absence differ between funding agencies. Students should refer to the relevant funding agency's website for further information.

Other major fellowships have different guidelines. Please refer to your offer letter and/or the agency's website for guidelines.

Award Payments

Graduate awards are paid through the Student Service Centre.

Award Overpayment

Award holders will be required to return any excess amounts issued to them. This includes overpayment for the time period after their effective completion or withdrawal date, Student Service Centre errors, etc. 

Employment

Award holders are required to limit their number of hours of employment to an average of 12 hours per week. Requests for exceptions may be made to the Faculty of Graduate and Postdoctoral Studies.

Income Tax

Income tax is not withheld from SSC awards. Enrolment Services will provide a T4A form at the end of the calendar year for all award payments received during the calendar year. Students can download T4A from the Student Service Centre. Students are responsible for filing income tax returns on these awards.

Progress Reports

Students who hold an award more than 12 months in duration must submit to Graduate Awards an annual progress report. Failure to submit a progress report will result in award payments being suspended until a satisfactory progress report is received. Multi-year fellowships can include NSERC, SSHRC, CIHR, Killam Doctoral Fellowships, Four Year Fellowships, Aboriginal Fellowships, Rick Hansen Fellowships, and Affiliated Fellowships.