Graduate Studies

Admission New Students

Before proceeding to submit an online application to UVic, please ensure that you have

Application for admission is an online process. Fill out the application including information for all post-secondary institutions at which you registered for courses, and upload all required documents.

You will be required to upload an unofficial transcript from every post-secondary institution attended.

Failure to disclose previous studies may result in your admission and registration being cancelled.

Your application for admission cannot be processed until your application fee is received. You will be prompted to pay this fee by credit card as part of the online application process. Cash will not be accepted.

Application fees for graduate students:

• $110 CAD - all transcripts arriving from institutions within Canada

• $135 CAD - any transcripts arriving from institutions outside of Canada

These fees are non-refundable and will not be counted toward your tuition.

To check on the status of your application please visit the My UVic application page.

Registration for New and Returning Students

New and returning students are encouraged to register no later than:

For Summer start: March 31, 2013

Students can register or temporarily withdraw by accessing Online Registration at My page.

Pro-Forma Courses
The Pro forma Registration Form may be printed from our website or picked up from Graduate Admissions and Records. This form must be used for directed study and directed reading courses unless they are “open” in the timetable listing.

Registration in Undergraduate Courses and /or Courses Outside Your Department You may register in courses that are not part of the formal (Calendar) requirements of your graduate program if:

• the courses will contribute to the research or background for the program, and
  
  
• the courses have been approved by your supervisor, and
  
  
• you have permission from the department offering the course
  
  

The simplest way to get both signatures is by using a Graduate Course Change form.

Graduate Course Change Form
This form may be printed from our website.

There is a $35 administrative fee for registrations, or changes, if they are available to you through mypage.

Withdrawal from Graduate Programs
If you do not register or temporarily withdraw or if you exceed the maximum number of withdrawal terms for your program, you will be considered “Withdrawn without Permission” and your graduate program will be terminated. Refer to the 2013-2014 University of Victoria Graduate Studies Calendar for a complete description of the regulation.

Graduate Fees

Program Fees
Tuition fees for graduate programs are program fees. Program fees consist of regular program fee installments and graduate re-registration fees. Students are charged a fee for every term they are registered in a degree program.

Graduate Program (tuition) Fees are listed in the Fees Section.

Additional fees for graduating students include:

Application to graduate $40.00*

UVic Archival Fee $15.00
(All Doctoral and Master’s students completing a thesis or dissertation.)

National Library (ProQuest Fee) $25.00
(All Doctoral and Master’s students completing a thesis or dissertation.)

Late Application to Graduate Fee $10.00

(Applied if an application to graduate is submitted after the deadline – December 1 for spring convocation and July 1 for fall convocation.)

Graduation fees are applied directly to tuition accounts, are non-refundable, and cannot be credited towards tuition fees.

*Subject to change

The UVic Ceremonies Office will send you information regarding regalia rental.

Re-Registration Fees
Students who have paid the entire program fee for their degree (6 fee units for master’s degrees; 9 fee units for doctoral programs) but have not completed their program requirements will be charged re-registration fees.

Students who remain registered after exceeding the time limit for their degree (normally five years for a master’s degree and seven years for a doctoral degree) will be assessed a program extension fee at the regular tuition rate per term.

Part-time students are subject to the same fees and time limits as full-time students. However, re-registration fees are not assessed until the program fee is paid. As part-time students pay half fee installments for most terms, full payment of the program fee usually occurs later than for full-time students.

Fees for Students Transferring from a Master’s to a Doctoral Program
Students who transfer from a master’s to a doctoral program without completing the master’s degree will receive credit toward their doctoral minimum program fee requirement to a value no greater than the minimum fee installments paid to the master’s program. Fees paid beyond the minimum program fee requirement for the master’s degree cannot be credited to the doctoral fee requirement.

Extensions of Time Limits - Fee Implications
After five years from the start of a Master’s program and seven from the start of a Doctoral program, permission to continue must be sought from the Dean of Graduate Studies upon recommendation of the department or school. If permission is granted, a program extension fee is assessed each term.

Other Fees
There are additional fees assessed:

Universal Bus Pass* $81.00 per term

Graduate Student Society Fees $56.76 per term

Athletics and Recreation Fees* $77.50 per term

*Off campus students are not assessed this fee

There are also incidental fees for certain services (e.g., Library carrels, auditor fees, program surcharge [e.g., M.B.A., C.Y.C.], distance delivery). Please note that some programs require an acceptance deposit.

Fees are assessed separately for Co-op work terms, and for course or program surcharges. These fees are in addition to any regular installments or re-registration fees.

Adding/Dropping Courses
Registration changes to any sessions which affects your full/part-time status can have an effect on your tuition fees, even after you have paid them. If in doubt, check with the Graduate Admissions and Records Office or your Administrative Transcript through My Page for add drop deadlines prior to making changes to your registration.

Fee Statements
Statements of accounts are not mailed to students.

Students should access their personal student account either by the web through My Page or by calling Accounting Services at 250-721- 7032/7033 or 1-800-663-5860

Fee Payment Deadline

All fees for the summer term will be due May 31, 2013.

If you send a post-dated cheque, it must not be beyond the above date. Please put your student number on the face of the cheque.

Degree Completion
There are several rules governing the degree completion and graduation process. Make sure you read the Faculty of Graduate Studies regulation “Degree Completion” in the University Calendar.

If you think there is a possibility that you may complete your degree during the 2013 Summer Session, you should submit an Application to Graduate Form to the Graduate Admissions and Records Office. If you do not complete your degree requirements, you will need to reapply to graduate. Please refer to the UVic Graduate Studies Calendar for regulations concerning “Time Limits”.

Thesis and dissertation students should be aware that there are several steps in arranging an oral examination. There are interim deadlines which must be met to ensure convocation in November. You should check your program as shown on your Curriculum Advising and Program Planning (CAPP), against your transcripts to confirm that the degree requirements will be met by the deadline. If all coursework for the program is not completed, you will not be eligible to graduate.

Registration and completion of a course does not guarantee that it will be included in your graduate program.

Application to Graduate Deadline:

July 1 - Fall Convocation (November)
Dec. 1 - Spring Convocation (June)

Degree Requirement Completion Deadlines: (to convocate in November)

August 29 - Last day to complete ALL degree requirements.

Be sure to advise the Graduate Admissions and Records Office if you change your address after you apply to graduate.

Co-op Students
Co-op students who are enrolled in a work term during the Summer Session and who wish to convocate in November must make arrangement with their department for their work term report to be submitted and graded by the deadline for completion of all degree requirements (see above).

Preparation of the Thesis/Dissertation
Every thesis must be prepared and formatted in accordance with the guidelines established by the Special Collection Librarian. These regulations are published in the “Guidelines for Preparation of Master’s Theses and Doctoral Dissertations” available online.

Doctoral and Master’s students must have their dissertations archived through Uvic Space, Proquest UMI and Library and Archives Canada. Fees will be assessed upon submission of the Application to Graduate (See ‘Fees for Graduating Students’ section of the guide).

Graduate Studies Web Page
Information concerning graduate students is posted on the web. This site contains the electronic versions of several graduate publications as well as forms and important deadline and event information.

Contact Departmental Graduate Advisor or Committee Supervisor for information on:

• course selection

• program details
  
• academic advice

Office of the Dean of Graduate Studies 250-721-7970 for information on:

• fellowships and awards
  
• arranging oral examinations
  
• requesting extension of program time limits

• work permit letters

Transcripts

trans@uvic.ca - 250-721-8141

Transcripts may be ordered online or in-person at Undergraduate Records/Admissions, by mail or fax. There is a charge of $10.00 (HST included) per transcript that may be paid by cash, cheque or credit card. Please allow five (5) working days from submission of your request to the office for pickup or mailing. Priority service is available for $17.00 (HST included).

Confirmation of Registration Letters

250-472-4657

Usually used for student visa extension purposes. A $10.00 charge (HST included) per letter will be assessed.  These letters may also be ordered online through the Student Services section of your My Page.

Graduate Admissions and Records
For information about registration status, fee assessments, registration, etc., contact 250-472-4657.