Montreal: A Visitors Handbook (Prospective Guides 3)

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Normally, if the student is reinstated, courses that have been completed will be credited to the degree, and only outstanding degree requirements must be completed. Sometimes, even if the student is reinstated, he or she does not have enough time left to complete the outstanding degree requirements.

A decision, based on the academic merits of the case, will determine whether the student should be readmitted as a new student or reinstated. In the latter case, an extension of the time limit may be requested. In addition, if more than two years have elapsed since the student last registered, the College of Graduate Studies may impose additional requirements to ensure that the student is current in the field and is academically prepared to complete the degree requirements.

To make name changes or citizenship changes, students must go in person to Student Services and present official documentation in order for the change to be made to their official student record. Some graduate programs may require a higher passing grade for specific courses. Students granted Deferred standing in Winter Session courses must complete all outstanding course requirements by August 23 following.

Students granted Deferred standing in Summer Session courses must complete all outstanding work by December 23 following. Students granted Deferred standing are responsible for making satisfactory arrangements with their instructors for completion of outstanding course requirements. If a student fails to complete deferred requirements by the dates specified, the Deferred standing will be replaced with a grade or standing that reflects requirements completed in the course.

Students unable to meet the specified deadlines because of further medical, emotional, or other difficulties must make an additional application for Academic Concession no later than August 31 for Winter Session courses, or December 31 for Summer Session courses, following the original deferral. Any examination, essay, problem set, laboratory report, or other assignment should be marked in a reasonable time and although the work may be retained by the University, the student will receive feedback on expected and achieved outcomes.

If there is a provision for marked work to be returned to the student and then resubmitted for the correction of marking errors or omissions, the instructor must provide clear guidelines in advance to ensure that the academic integrity of the work is maintained. A final examination becomes the property of the University and must remain in the possession of the University for one year from the date of the examination, after which time it should be destroyed or otherwise disposed of.

Where there is no scheduled review of an examination, a student may make written application by January 31 for the Winter Session, Term 1; by June 30 for Winter Session, Term 2; and by September 15 for the Summer Session to the course instructor who will make every reasonable effort to arrange for the student to view the marked final examination within 30 days of the request.

The purpose of this exercise is purely pedagogic. A student who is dissatisfied with their assigned standing is encouraged to first discuss the matter informally with the instructor s of the course, when possible. Should the matter remain unresolved and the student believes that some or all of the material contributing to the assigned standing has been incorrectly evaluated, the student may apply for a Review of Assigned Standing.

Graduate-level theses and doctoral dissertations are not subject to Reviews of Academic Standing. In exceptional cases, a student may transfer between closely-related programs e. Botany and Plant Science , or from one degree program to another, with an academic justification from the graduate program coordinator or department head and the approval of the Dean of the College of Graduate Studies.

The request must be submitted in advance of the start of the term for which the transfer is requested.

Welcome to Montreal

Transfers between doctoral programs involving a change of discipline are treated as new admissions. Transfers may be approved, provided students meet the following requirements:. If admitted at the new campus, students must voluntarily withdraw from their original campus and program. Failure to withdraw may result in additional tuition and fee charges. Completed courses taken at the Vancouver campus that were not used to fulfill previous degree requirements may be used to fulfill degree requirements at the Okanagan campus, following standard transfer credit requirements, and on the recommendation of the relevant graduate program coordinator and approval of the College of Graduate Studies.

Students are entitled to three weeks 15 working days of vacation per academic year during their studies.

Prospective doctoral students

The annual progress report records the current status of the degree program progress of a student, and it indicates further steps on a path to successful completion of the program. The progress report is initiated by the student and completed by the supervisor and the graduate program coordinator. The completed and signed report must be submitted to the College of Graduate Studies by June 1st for each year of study. It is important for supervisors and graduate program coordinators to be forthright in their assessments of student progress.

Problems may arise when supervisors and graduate program coordinators attest to satisfactory student progress when that progress is, in fact, not satisfactory. When a problem in student progress arises, it is essential for the long-term wellbeing of the student to identify such problems accurately and honestly, so that they may be expeditiously remedied.

Students on an approved leave of absence during the summer term in which the report is due must submit their annual report by June 1 st in order to be considered for the University Graduate Fellowship. All categories are adjudicated based upon the speed and timeliness of progression through degree requirements such as course work, examinations and research. The report should be based upon accomplishments that have occurred within the past year and relative to the total duration of enrolment.

Students may also be adjudicated on academic achievements, research, and publications based on program expectations. College of Graduate Studies policy stipulates that candidacy must be achieved within thirty-six 36 months of starting a doctoral program. This indicates that the student is progressing, but needs improvement in one or more of the following areas:.

The student should receive a hard copy of the report, which should include written details regarding:. A student may be rated as progressing unsatisfactorily for a number of reasons including, but not limited to, the following:. First and foremost, however, it provides an opportunity to offer an incentive and a road map for getting the student back on track. Some programs may be of longer minimum duration. Students must maintain continuous registration throughout all years until graduation.

This restriction applies equally to full- and part-time students. Students who must interrupt their studies for health or personal reasons, including childbirth and having primary responsibility for the care of a child, should apply for a leave in writing through the Dean of the College of Graduate Studies. The period of leave is not counted toward time to completion. The residency requirement for all PhD. Programs have the option to increase the length of this requirement as they may desire as part of their program requirements upon Senate approval.

Full-time study, for the purpose of this requirement, may include activities such as participation in laboratory work, class-work, comprehensive examination preparation, practicums, dissertation research and writing, or other like scientific and scholarly activities that are undertaken on or in the proximate vicinity of the UBC Okanagan campus, and under the direct supervision of UBC Okanagan faculty as part of the completion of a UBC Okanagan PhD.


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Waiver of the residency requirement can be granted only by the Dean of the College of Graduate Studies. Successful applications for such waivers will require a program plan that articulates how the student will satisfy the spirit of the residency requirement in the absence of full-time presence on the UBC Okanagan campus. In thesis-based programs, students should consult with their supervisor s to develop a program of study.

In non-thesis programs, students may be directed either to a supervisor or to a graduate program coordinator for program information. When students begin the PhD degree program, they must consult with their supervisor s to develop a program of study. General doctoral program requirements include:. Program requirements vary by program. It is sometimes possible for a student to change their program of study during the course of the degree program. Any changes must be approved by the supervisory committee of the student and the graduate program in which the student is enrolled.

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Some doctoral programs have coursework requirements and some do not. The student may repeat a course for higher standing or take an alternate course on the recommendation of the graduate program and the approval of the Dean of the College of Graduate Studies. If the graduate program does not make such a recommendation, or if the Dean of the College of Graduate Studies does not approve the recommendation, the student will be required to withdraw. The student will be informed of unsatisfactory academic progress in writing before any action regarding withdrawal is taken.

The graduate program coordinator or the College of Graduate Studies may require higher minimum grades. If a course is repeated, both grades will appear on the transcript. The higher grade will be used to determine promotion in a program and in any decision to admit or withdraw a student from a program.

For all other purposes, averages will be calculated using both grades. If the graduate program coordinator does not make such a recommendation, or if the Dean of the College of Graduate Studies does not approve the recommendation, the student will be required to withdraw. If progress in research is unsatisfactory, a student will be required to withdraw. The graduate program or the College of Graduate Studies may require higher minimum grades.

Comprehensive examinations are a critical milestone in the life course of a doctoral student. They represent a juncture at which the graduate student either proves that they are fully prepared and have the ability to pursue doctoral research, or that — in the case of a failure- they may be better suited to a different career trajectory. Comprehensive examinations are not a pro forma activity. The doctoral degree is the highest degree awarded by the University, and the comprehensive examinations constitute a key indicator of the academic ability and preparedness of the doctoral candidate.

The standard of excellence required to successfully pass comprehensive examinations should reflect the quality of the PhD or other doctoral degree at UBC, a leading research university. All doctoral students are required to successfully complete a comprehensive examination before being admitted to candidacy.

Student Classifications

Although the nature of the comprehensive examination may vary significantly between doctoral programs, it is the responsibility of each doctoral program to ensure that the comprehensive examination is consistent and equitable and that it meets the highest academic standards. Given the core significance of the comprehensive examination, the College of Graduate Studies requires that each doctoral graduate program develop a written statement of comprehensive examination policy and procedures that is transparent and consistent, and that clearly articulates the purpose, timing, examination format or choice of formats , composition of the examination committee, criteria for evaluation, and the process of adjudication, including the process that takes place in the event of an examination failure.

The UBC Okanagan campus provides two formats for completing comprehensives: a series of written comprehensive papers or comprehensive examinations. Students who write papers for comprehensives are required to complete up to five comprehensive papers in consultation with their supervisor and supervisory committee. Comprehensive papers should be significant literature reviews or focused research projects.

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Graduate Policy and Procedure Manual

Set in distinctive research areas, these papers are designed to provide the student with exposure to a breadth of research theories and methods, and to provide practical experience completing projects and preparing the results for publication. A program may require comprehensive examinations as an alternative to comprehensive papers. Programs should make available to students a written statement of examination policy and procedures.

The comprehensive examination is separate and distinct from the evaluation of the thesis prospectus. Comprehensives normally should be completed by the end of the second year of their program and before commencing research for the final thesis. All doctoral students must pass comprehensives before advancing to candidacy. Comprehensives are a key indicator of the academic ability and preparedness of doctoral students, and therefore, no individual assistance should be provided to students by the Centre for Scholarly Communication or the College of Graduate Studies.

This applies to comprehensives and conditional pass revisions. The Centre for Scholarly Communication offers several high-level workshops on topics and skills that can be applied to comprehensives, but specific assistance on writing the comprehensive papers or comprehensive exams is not permitted. The assessment and reasons, including an identification of strengths and weaknesses in the examination, for the decision reached by the examination committee are to be documented and provided to the student in sufficient detail to allow the student to understand the decision.


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Some graduate programs have developed a standard form for the committee chair to complete following the examination to help maintain a thorough and consistent record of comprehensive examinations in the program.