Forms
In an effort to limit the spread of the COVID-19 virus we are transitioning our services to be offered on-line or via email. You can reach Graduate Admissions and Records at garo@uvic.ca, and the Faculty of Graduate Studies at fgs@uvic.ca. All forms should be sent by email in PDF format. A complete directory listing can be found on our website.
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.
| Form name | Description |
|---|---|
| Andy Farquharson Teaching Excellence Award for Graduate Students | The Faculty of Graduate Studies is now welcoming nominations for the Andy Faquharson Teaching Excellence Award for Graduate Students. This Award recognizes graduate students who are making an outstanding contribution through their teaching in their home department. |
| 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. |
| Auxiliary Grade Sheet | Use this form to submit grades for registered students for whom grades cannot be submitted via FAST. |
| 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. |
| Non-thesis oral examination checklist | Once the non-thesis examination date is chosen, the first page of the attached checklist is completed by the department. After the oral examination is complete, page 2 of the checklist is completed and the entire form is submitted to the Graduate Admissions and Records Office within 5 working days of the examination. |
| Co-op work term results submission | Graduate Admissions and Records co-op work term results submission form. |
| Confirmation of registration | Please see "Verification of Enrolment". |
| 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. |
| Course Retention Request for Returning or Transferring Students | Graduate Students who have withdrawn from a UVic program and would now like to return to the same program, or who are requesting to transfer from one UVic program to another, are required to submit the Course Retention Form for Returning or Transferring Students. The form should be completed by the student in conjunction with their supervisor or graduate advisor, and submitted to the Graduate Admissions and Records office. |
| Canadian University Graduate Transfer Agreement (CUGTA) | This agreement allows students at a CAGS member university the opportunity to take courses offered at another member institution for transfer credit to the program at their home institution. If you would like to attend UVic under this agreement, please review the CUGTA form and contact your home institution’s graduate studies office for information and an application form. Are you are a UVic student wishing to take advantage of this agreement? Review UVic’s requirements and application process for outgoing students under the CUGTA. |
| 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 Awards | Use this form to sign up to have your graduate award payments deposited directly to your bank account. |
| 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 change | Submit this form to complete a grade change for your graduate students. |
| Graduate Academic Concession Form | Formerly the "Leave of Absence with Permission" form. Graduate students wanting to take leave from their studies, or whose academic performance has been affected by injury, personal/family affliction or illness can submit this form to request:
|
| Graduate co-op registration form | Co-operative education work term registration form for graduate studies. |
| Graduate Registration form | Use this form to register if you cannot do so through MyPage: late registration, undergraduate courses, courses outside your home department, audit or for no credit, or section change after the registration deadline. To drop courses after the Academic Drop Deadline has passed, submit a Graduate Academic Concession form. |
| Graduate Visiting Research Student Letter of Agreement | Submit this form if you are enrolled in a graduate program of study at an accredited or recognized university and wish to engage in research activity at UVic |
| INC Grades | Submit this request for extension of grade submission deadline in support of your graduate students. |
| INTD program change | Individual interdisciplinary (INTD) graduate program students should complete this form if you need a program change. |
| 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. |
| Letter of permission form | Visiting 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. |
| 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. |
| Personal Information Change Form | Your name is an important part of your identity at UVic, as it will appear officially on your transcripts and on your diploma. It is important to verify that the name we have on file is correct for these official documents. There are two types of name changes that you can do with UVic: official and preferred. For an official name change, you must contact the Graduate Admissions and Records Office to provide them with this form in order to change the name that appears on your student record. The second type of name change is a preferred name change. Your preferred name is the name by which you are normally addressed. It's used together with your last name within UVic's email system and online directory - it does not appear on your transcripts. A preferred name change can be done on My page and does not require formal documentation. |
| 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. |
| Program Update Form | Use the program update form to enhance or adjust a regular graduate program; or to waive or reduce program requirements. |
| Proxy | 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 this through My Page. |
| Re-registration | If you were previously registered as a graduate student, apply online for:
|
| Letter of recommendation | Format sample for departmental use in writing letters of recommendation (LOR). |
| Request for candidacy extension | As 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) - Doctoral | 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. |
| Request for final oral examination (ROE) - Master's | 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. |
| Request for program extension | A 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. |
| SPARR program | It 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. |
| SPARR program change | If 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. |
| 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 Boot Camp Application Form | Currently registered graduate students should use this form to apply for the Thesis Boot Camp. |
| 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. |
| Transfer Credit Form | On the recommendation of the academic unit concerned, the Faculty of Graduate Studies may accept courses for which credit has been granted at other accredited and recognized post-secondary institutions or at the University of Victoria for inclusion in a graduate program. To submit a request before taking the course: send a Western Dean's Agreement or Letter of Permission to GARO. Follow with an official transcript from the host institution, which displays a final grade for the course. To submit a request after taking the course: send a Program Update form to GARO. Include an official transcript from the host institution, which displays a final grade for the course. |
| Travel Grant | The 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. 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. |
| Verification of Enrolment (formerly Confirmation of Registration) | Verification of Enrolment letters are available for current graduate students through My page. To download your PDF version, choose the “Student Services” tab; the |
| Western Deans Agreement | An agreement was established as an expression of cooperation and mutual support among universities offering graduate programs in western Canada. Under this agreement, graduate students of the member universities may take courses at another member institution for credit in their graduate programs. If you would like to attend UVic under this agreement, please review the Western Deans’ Agreement and contact your home institution’s graduate studies office for information and an application form. Are you are a UVic student wishing to take advantage of this agreement? Review UVic’s requirements and application process for outgoing students under the Western Deans’ Agreement. |
| 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. |