Forms

Whether you're a prospective or current student, graduate adviser or secretary, download the latest form and check dates and deadlines. Search and browse for what you need by selecting the form area and type of form. You can also search by keyword.

Browse all relevant UVic policies on our policy page.

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Form nameDescription
AIS funding requestSpreadsheet for academic income supplement (AIS) funding request.
Application for graduation

You will use this form to apply for graduation. A graduation fee is assessed at the time of application and is payable by the end of the month in which application is made. If you do not complete degree requirements, your application cannot be forwarded to the next convocation date and graduation fees are not refundable.

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By December 1 for spring convocation and July 1 for fall convocation to the Graduate Admissions & Records Office.

Application form - Langford-Seaborne Scholarship
Application form for Western Dean's Agreement

The Western Dean's Agreement grants graduate students of member universities to take courses at another member institution which are not available at their home institution for credit in their graduate programs.

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This form must be submitted and all approvals must be obtained well in advance of the start date of the course(s) you plan to take. Check the deadlines of the host institution. If this form is not received and approved in time, you may not receive permission to take the course(s).
Auditor Class EntryIf you are auditing courses, submit a completed auditor class entry form and a transcript of degree to Graduate Admissions.

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  • May 31 for September entry - (Dec 15 for overseas applicants)
  • Oct 31 for January entry - (April 15 for overseas applicants)
  • Feb 28 for May entry - (Sept 15 for overseas applicants)
  • April 30 for July entry - (Oct 15 for overseas applicants)
  • Apply early; processing times slow close to deadlines due to increased application volume.
  • Individual departments may have earlier deadlines, review program specific deadlines or contact the relevant department directly.
  • Not all departments admit new students for all entry points.
  • Applications received after these dates will be accepted, but it may not be possible to process them in time for the desired entry point. 
  • Fees due and payable upon registration or as shown below (whichever is later).
    Fall: Sept.-Dec. - due end of September
    Spring: Jan.-Apr. - due end of January
    Summer session: May-Aug. - due end of May
Auxiliary Grade Sheet Use this form to submit grades for registered students whose names do not appear on the optical scanning grade sheet for your course. Students who have not registered for the course will not receive a grade.
Canadian Graduate Student Research Mobility Agreement (CGSRMA) Visiting Research Student Students registered at another university who come to UVic to do research under the supervision of a UVic faculty member are visiting research students. This written agreement is completed by the visiting research students, their home supervisors, and their UVic supervisors. Students outside of the CCGSMRA agreement should arrange for their institution to contact the Graduate Studies office for more information.

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Form must be submitted and all approvals to be obtained well in advance of the time you plan to spend at another institution. Check the deadlines of the host institution.
Co-op work term results submissionGraduate Admissions and Records co-op work term results submission form.
Confirmation of registration

Current graduate students may request a confirmation of registration letter online through UVic's My page, in person at  the Graduate Admissions and Records Office, by email at garo@uvic.ca or by phone at 250-472-4657.

To order this letter online, sign into UVic's Mypage; choose the student services tab; choose the online request forms tab; then select "GR Letter of Registration Confirmation."

Course in progress form

*Only required if you are currently taking courses at another institution.* If you are currently enrolled in courses, or will be completing additional coursework before your entry point to the University of Victoria, a course in progress form is required with your application.

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  • May 31 for September entry - (Dec 15 for overseas applicants)
  • Oct 31 for January entry - (April 15 for overseas applicants)
  • Feb 28 for May entry - (Sept 15 for overseas applicants)
  • April 30 for July entry - (Oct 15 for overseas applicants)
  • Apply early; processing times slow close to deadlines due to increased application volume.
  • Individual departments may have earlier deadlines; review program specific deadlines or contact the relevant department directly.
  • Not all departments admit new students for all entry points.
  • Applications received after these dates will be accepted, but it may not be possible to process them in time for the desired entry point. 
Degree completion letter

Graduate students who have met all requirements of their program may request a degree completion letter online through UVic's My page, in person at the Graduate Admissions and Records office, or by phoning 250-472-4657. 

To order this letter online, sign into UVic's Mypage; choose the student services tab; choose the online request forms tab; then select "GR Degree Completion Letter."

Direct Deposit Enrollment Form - Graduate AwardsUse this form to sign up to have your graduate award payments deposited directly to your bank account.

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Beginning of the month prior to the start of the award
External Examiner Confirmation of Arm's Length Status
Faculty Membership Recommendation form

Membership in the faculty is required in order to supervise graduate students, serve on graduate student supervisory committees, and teach graduate courses. There are three categories of membership: regular, associate and emeritus. Use this form to nominate candidates for membership in your academic unit, and submit along with a current CV to the Faculty of Graduate Studies.

Grade changeSubmit this form to complete a grade change for your graduate students.
Graduate co-op registration formCo-operative education work term registration form for graduate studies.

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Adhere to the same deadlines for academic record change notices.
Graduate course change formThis form is to be used only for making course changes which are not available through the web registration system. A continuing graduate student must register in credit courses, thesis, project or dissertation, and must add audit courses using the academic record course change form.

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Please see dates and deadlines or the University of Victoria Calendar for course drop deadlines. The deadlines for fee refunds differ from the deadlines for dropping without academic penalty. Changes from credit to audit or audit to credit cannot be made past the last day to add courses for the term or session. Adding or dropping courses after the published deadlines requires permission of the Dean of Graduate Studies. A $35 late registration fee will be assessed.
INC GradesSubmit this request for extension of grade submission deadline in support of your graduate students.
INTD program changeIndividual interdisciplinary (INTD) graduate program students should complete this form if you need a program change.

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Application deadlines for INTD graduate programs:

  • April 30 for September entry
  • September 30 for January entry
  • January 31 for May entry
INTD progress report Individual interdisciplinary (INTD) graduate program students should complete this form and email it to your co-supervisors. Your supervisor will review this form with you and send a copy to the INTD graduate adviser.

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Reports are due August 31 each year.
Leave of absence with permission requestFormerly the "request for temporary withdrawal with permission" form. After completion of a minimum of one term, this form allows current graduate students to apply for a leave of absence with permission to be approved by the dean under one of three catagories: medical/compassionate, parental or personal.
Letter of permission formVisiting students from other institution are admitted on the basis of a letter of permission. This specifies courses allowed for credit towards a graduate degree at another accredited and recognized institution. A letter of permission or equivalent from the home institution is included in the application process. International students must include transcripts and evidence of English competency.
UVic graduate students wishing to take courses elsewhere: submit a letter of permission form to the Graduate Admissions and Records office, which will be sent to the host institution upon approval. UVic graduate students will be responsible for obtaining admission at the host institution.

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  • May 31 for September entry - (Dec 15 for overseas applicants)
  • Oct 31 for January entry - (April 15 for overseas applicants)
  • Feb 28 for May entry - (Sept 15 for overseas applicants)
  • April 30 for July entry - (Oct 15 for overseas applicants)
  • Apply early; processing times slow close to deadlines due to increased application volume.
  • Individual departments may have earlier deadlines, review our program specific deadlines or contact the relevant department directly.
  • Not all departments admit new students for all entry points.
  • Applications received after these dates will be accepted, but it may not be possible to process them in time for the desired entry point.
NSERC/IPS annual research progress report All NSERC and IPS 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 must be submitted to the Faculty of Graduate Studies.
NSERC/SSHRC Annual Research Progress report

All NSERC and SSHRC 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 must be submitted to the Faculty of Graduate Studies.

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Complete reports must be received by the Faculty of Graduate Studies on or before December 7, 2012.

PhD oral examination expenses

Expenses associated with Doctoral oral examinations conducted by audio or video conferencing.

Pro forma proposal form (Directed Studies)A pro forma registration form is required to assign a course number for specialized courses not shown in the calender.

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Adding or dropping courses after the published deadlines requires permission of the Dean of Graduate Studies. A $35 late registration fee will be assessed.
Proxy form

If you want any other person to have access to your student records held by Graduate Admissions and Records in the Office of the Registrar and/or if you want any other person to be able to conduct student-related business with those units on your behalf you must: complete the relevant portion of this form and submit the completed form in person, by fax, by post or by email to the Graduate Admissions and Records Office.

You may also complete this form through My Page.

Re-registration

If you were previously registered as a graduate student, apply online for:

  • reinstatement to a program after violation of a Faculty of Graduate Studies policy;
  • continuation of an approved program after an extended absence;
  • transfer to a different degree program without completing a current program; or
  • continuation of non-degree registration.

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Application deadlines:
  • May 31 for September entry (Dec 15 for overseas applicants) 
  • Oct 31 for January entry (April 15 for overseas applicants)
  • Feb 28 for May entry (Sept 15 for overseas applicants)
  • April 30 for July entry (Oct 15 for overseas applicants)  
Letter of recommendationFormat sample for departmental use in writing letters of recommendation (LOR).
Request for candidacy extensionAs a doctoral student you must pass a candidacy examination within three years of the first registration and at least six months before your final oral examination. If you are not ready for the candidacy examination because of exceptional and extenuating circumstances, complete this form and forward to the Dean of Graduate Studies. Review the calendar regulations regarding the implications on your program time limit before extensions are requested.
Request for final oral examination (ROE)

You and your committee decide on a date for your oral examination far enough in advance to allow time to submit the request for oral examination (ROE) form to the dean's office a minimum of 20 working days (for master's) or a minimum of 30 working days (for PhD) prior to the examination. Your ROE must be completed and signed by each member of your supervisory committee. Committee members who are away may fax a signature or send an email stating they agree the thesis/dissertation is examinable and are available for the specified date and time. The ROE must include the name, address, telephone number and email address for the proposed external examiner. Once this form has been completed and submitted to the Faculty of Graduate Studies, no changes are to be made to the thesis or dissertation prior to the oral defense. This form, once completed, is to be submitted it to the Office of the Dean of Graduate Studies.

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The form must be submitted to the Dean's Office a minimum of 20 working days (for master's) or a minimum of 30 working days (for PhD) prior to the examination, not including the day of the exam or the day of submission.

Request for non-thesis oral examinationYou and your committee decide on a date for your oral examination far enough in advance to allow time to submit the request for non-thesis oral examination (ROE) form to the dean's office at least 10 working days prior to the examination. Once this form has been completed, you must submit it to the Dean of Graduate Studies office.

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This form must be completed and submitted to the Office of the Dean of Graduate Studies at least 10 working days BEFORE the date of the oral examination.
Request for program extensionA master's student is required to complete all program requirements for the degree within five years (60 consecutive months) from first registration. A doctoral degree is required to complete all program requirements within seven years (84 consecutive months) . You must complete this form after reviewing the FGS Calendar regulations regarding the implications on your program time limit before requesting any extensions.

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Requests for extensions to programs must be made prior to the time limit expiry date for the student’s program.
SPARR programIt is possible to have a unique proposal approved by special arrangement (SPARR) to pursue research in an area that is not formally approved as a graduate degree program by the University of Victoria Senate. To pursue this option complete the SPARR program form and refer to the SPARR program worksheet for further information and deadlines.

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Follow department deadlines for applications.

Package should be received by Graduate Admissions and Records by the following deadlines.

  • April 30 - Sept entry
  • Sept 30 - Jan entry
  • Jan 31 - May entry
SPARR program changeIf you are pursuing research by special arrangement (SPARR) in an area that has been approved by the University of Victoria Senate, you must complete a SPARR program change form to change a program.

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Follow department deadlines for applications.

Package should be received by Graduate Admissions and Records by the following deadlines.

  • April 30 - Sept entry
  • Sept 30 - Jan entry
  • Jan 31 - May entry
Study permit information letter

Current and prospective international graduate students may request a study permit information letter online through UVic's My page, in person at the Graduate Admissions and Records Office or by phone at 250-472-4657.

To order this letter online, sign into UVic's Mypage; choose the student services tab; choose the online request forms tab; then select "GR Study Permit Information Letter."

Andy Farquharson Teaching Excellence Award for Graduate Students
Thesis non-exclusive license / licence non exclusive des thèses Complete this form in consideration of Library and Archives Canada to make your thesis available to interested persons by granting a non-exclusive, for the full term of copyright protection, license to Library and Archives Canada with and without particular restrictions.

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Submit post-defence, before graduation.
Thesis/dissertation approval All members of your examining committee must sign this form certifying that they have examined your thesis/dissertation and approve it as satisfying the requirement for your noted degree from the Faculty of Graduate Studies.

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Complete this form beforehand and provide it to your supervisor at the oral examination.
Travel grantThe Faculty of Graduate Studies (FGS) and the Graduate Students’ Society (GSS) established the Graduate Student Travel Grant Fund to support travel to conferences, meetings, workshops or research activities. It is not available for assistance with course required travel. If you are a group presenting, only one student may apply. You are reimbursed for expenses upon return from your travel. The FGS administers this fund, which is distributed on a first-come, first-served basis to eligible graduate students. Priority is given to first time recipients.

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Only complete applications submitted to the Office of the Dean, Faculty of Graduate Studies, Room A207, University Centre, no more than four months in advance of your travel dates will be considered. Applications submitted after travel will not be considered.
Withholding form

Some students will have publishers interested in publishing their work, or have sensitive patent information in their thesis or dissertation, or even have a signed contract to write a book. This form, once completed and signed, and if approved by the Faculty of Graduate Studies, will withhold the student's work from the UVicSpace online collection for a period of up to 12 months.

Work authorization To be completed by the chair/dean/director of the academic unit employing international graduate students on-campus.
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Professional development
Three Minute Thesis (3MT)
Graduate Students' Society

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