COVID-19 info for graduate students

Academics

We are committed to offering you options for staying on track, graduating on time, and meeting your learning goals. Learn about:

• Course delivery
• Field schools and hands-on learning
• Registration
• Academic concessions
• Medical documentation for absences
• Academic accommodations

Oral exams

We recommend that masters and doctoral oral examinations continue to be held via video conference.  However, you may schedule face-to-face oral examinations provided they take place in a dedicated meeting space included within your unit’s COVID-19 Safe Work Plan. A videoconference link must also be provided for the examination chair and other participants who chose not to attend in person. Contact the graduate secretary in your home unit for information on arranging exams.

Rescheduling your exam due to illness is possible in consultation with the Faculty of Graduate Studies. This may result in additional fees. 

Program extensions

Program extensions related to COVID-19 will be approved upon receipt of the Request for Program Extension form. Students approved for program extensions will be assessed re-registration fees rather than full programs fees for the period of the extension.

Leaves of absence

If you require a leave from your program due to COVID-19-related impacts, please first consult with your supervisor. Following your discussion, you may submit a Graduate Academic Concession form requesting a Leave of Absence with Permission (Compassionate Leave). In section B of the form provide a brief statement regarding your COVID-19-related circumstances. Tuition will not be assessed for the Leave of Absence period.

International students should consult with International Student Services before requesting a Leave of Absence.

Deferring funding

If you follow the instructions for requesting a Leave of Absence with Permission (Compassionate Leave), your scholarship (e.g. UVic fellowship, graduate awards, NSERC, SSHRC, CIHR) funds will be deferred for the period of your leave and will be available to you once you return to your studies.

Extended health & dental

Please contact the GSS Extended Health and Dental Plan Coordinator  to ensure coverage is not interrupted if you decide to take a leave of absence.

Grading

UVic offered grading options for the January-April 2020 term (as well as courses spanning September-April), in an effort to support student success and alleviate stress during these challenging times.

Travel grants

UVic has temporarily suspended centrally funded (e.g. department/school or faculty budgeted) travel. Please check the Government of Canada Travel Advice website for the latest travel information.

The Faculty of Graduate Studies (FGS) will not approve ANY new applications for FGS travel grants until further notice. However, while travel restrictions are in place, FGS and the Graduate Students’ Society (GSS) have temporarily reallocated a portion of the Graduate Student Travel Grant Fund to a grant for students intending to present at or remotely attend online conferences.

Any questions about previously approved FGS travel grants impacted by COVID-19 or support for participation in an online conference should be directed to Karen del Sol at fgsschol@uvic.ca.

Telehealth

Admissions

At this time, Graduate Admissions and Records is processing evaluations as per usual. If we need to make adjustments to our service delivery, we will provide information as soon as it is available. You can check the status of your application online at My Status. If your application is currently with the academic unit for review, please contact your graduate secretary for information about their specific timelines.

Transcripts

If you have been selected for admission and are unable to request official transcripts from your home institution due to COVID-19 closures, options for providing official transcripts and/or confirmation of degree completion can be reviewed on a case-by-case basis by Graduate Admissions and Records in consultation with the Faculty of Graduate Studies. Please contact graddir@uvic.ca.