ACADEMIC REQUEST INSTRUCTIONS

Click on each request to be directed to the specific instructions. 


Adding a Supervisor / Chair 

  • This request is submitted by the student.
  • When the student has a faculty member who has confirmed to be their supervisor, they send an email to academic.support@nursing.ubc.ca with the following information: 
    • Name, Student Number, Faculty member's name 
  • Graduate Student Support will follow up with faculty member and Program Coordinator to confirm approval.
  • Once their request is approved, their record will be updated by Graduate Student Support, and they will be notified via email. 

Adding a Committee Member 

  • This request is submitted by the student or supervisor. 
  • When the student the student and their supervisor have discussed suitable faculty members to join the supervisory committee, the student or supervisor sends an email to academic.support@nursing.ubc.ca with the following information: 
    • Name, Student Number, Selected faculty members' names for committee membership
    • If the faculty being nominated are not members of the Faculty of Graduate and Postdoctoral Studies (G+PS) 
      • MSN & MN Students should include contact information for faculty member being nominated. 
      • PhD Students should visit "Request a non G+PS Faculty Member"
  • Graduate Student Support will follow up with faculty members nominated, the student's supervisor, and Program Coordinator to confirm approval. 
  • Once their request is approved, their record will be updated by Graduate Student Support, and they will be notified via email. 

Submitting a Policy 85 (Academic Integrity) Memorandum of Understanding (MOU) 

  • This request is submitted by the student through the Student Tracking System (STS) 
  • Student logs in with their CWL, selects "Supervisory Committee" from the right side menu, and scrolls down until they see "Scholarly Integrity Memorandum of Understanding". 
  • Download the document template from here, and upload onto STS using the blue button. 

Request to Complete a Transfer Course (WDA or Other) 


Request to Complete a Directed Study or Practicum 


Request a Leave of Absence 

  • This request is submitted by the student.
  • Student sends an email to academic.support@nursing.ubc.ca with the following information: 
    • Name, Student Number, Type of Leave, a memo addressed to the Dean of Graduate & Postdoctoral Studies explaining the personal / academic & professional circumstances leading to the Leave of Absence Request. 
      • There are 3 kinds of leaves of absence - Personal, Parental, Medical. Please review G+PS Leave of Absence Policy
        • For professional leaves of absence, the student must provide the name of the employer and position. 
        • For medical leaves of absence, see instructions below. 
    • A PDF copy of the completed "REQUEST FOR LEAVE OF ABSENCE" Form (Student Portions Only) 
  • Graduate Student Support will receive the email (with supplemental documents), obtain approval from supervisor and Program Coordinator,and submit to G+PS. Student will be notified. 
  • G+PS will directly notify student of the result of the request. 
  • Please note - for Medical Leaves of absence, students are recommended to meet with an Advisor at Centre for Accessibility
    • These advisors will confidentially collect and access medical paperwork required, and recommend a leave of absence directly to the Dean of G+PS. 
    • Once Graduate Student Support at the School of Nursing receives the recommendation from the Dean's office, they will process paperwork & notify student. 

Request an Extension to Your Program End Date 

  • This request is submitted by the supervisor. 
  • Student meets with supervisor to review circumstances leading to requiring an extension, and collaboratively create a plan for successful completion within requested timeline. 
  • After the meeting, supervisor sends an email to academic.support@nursing.ubc.ca with the following information: 
    • Name, Student Number, original end date, length of extension requested (4/8/12 months), new end date proposed, and rationale for extension. 
    • A a signed memo addressed to the Dean of G+PS, justifying the request for extension and explaining why the attached Extension Timeline is reasonable. Memo must include the date of the last Supervisory Committee meeting and the written report from that meeting.
    • An extension timeline created from this template from G+PS
    • A PDF copy of the completed "REQUEST FOR EXTENSION TO TIME ALLOWED FOR DEGREE COMPLETION" form (Student information & Supervisor Signature Portions Only) 
  • Graduate Student Support will receive the email (with supplemental documents), obtain approval from supervisor and Program Coordinator,and submit to G+PS. Student and supervisor will be notified. 
  • G+PS will directly notify student of the result of the request.
  • Please note - for extensions required to accommodate a medical diagnosis, students are recommended to meet with an Advisor at Centre for Accessibility
    • These advisors will confidentially collect and access medical paperwork required, and recommend a program extension directly to the Dean of G+PS. 
    • Once Graduate Student Support at the School of Nursing receives the recommendation from the Dean's office, they will process paperwork & notify student. 

Submit Annual Reports (PhD)


Schedule a Comprehensive Exam (PhD)

  • This request is submitted by the supervisor. 
  • Student and supervisor review the Comprehensive Exam Guidelines, and follow the checklists provided. 
  • Supervisor sends an email to doc.exams@nursing.ubc.ca with the following information: 
    • Name, Student Number, Start date of written exam, due date for written exam & date for oral exam.
  • Graduate Student Support receives request, reviews with Program Coordinator, if approved program coordinator assigns chair. 
  • Once your request is reviewed & approved, you will receive confirmation of exam details, and further instructions. 

Request a non-G+PS Member for Supervisory Committee (PhD) 

  • This request is submitted by the student and/or supervisor
  • Once the student has identified committee members that are non-G+PS members and discussed this with their supervisor, the student or supervisor will send an e-mail to doctoral.exams@nursing.ubc.ca with the following information:
    • Student Name, Student Number and Request Type (Request to Add Non-G+PS member to Supervisory Committee)
    • A copy of the non G+PS nominee’s CV
    • A rationale from the supervisor explaining how the nominee can (and will) contribute to the student’s committee
    • A statement from the non G+PS nominee accepting the committee membership responsibilities
  • Graduate Student Support will fill out the Recommendation for a Non-G+PS Member to join Supervisory Committee form.
  • Graduate Student Support will send the form, the CV, and the supervisor’s rationale to the Program Coordinator for confirm approval.
  • Once the request has been approved, Graduate Student Support will send the form and supporting documents to Faculty of Graduate & Postdoctoral Studies for the final approval.
  • The student will be notified of the final approval by email.

Request an Extension to time to allowed to Candidacy (PhD)

  • This request is submitted by student and/or supervisor.
  • Once the student and their supervisor have discussed the extension for time allowed for advancing to candidacy, the student and/or supervisor will send an e-mail to doctoral.exams@nursing.ubc.ca with the following information:
    • The new proposed deadline for advancement to candidacy.
    • A memo from the supervisor with rationale for the delay in advancement to candidacy and student’s progress to date.
    • The date of the last supervisor committee meeting and a summary of what was discussed.
    • A proposed extension timeline (Sample Timeline)
  • Graduate Student Support will fill out the Extension to Time Allowed for Advancement to Candidacy form and send to Program Coordinator for approval.
  • Once the request has been approved, the Graduate Student Support will submit the form and supporting documents to Faculty of Graduate & Postdoctoral Studies for final approval.
  • The student will be notified by email of the final approval.

Schedule a Candidacy Exam (PhD) 

  • This request is submitted by the student
  • After the student has discussed and confirmed advancing to candidacy and the proposed date for candidacy with their supervisor, the student will select an oral candidacy examination date by following these steps:
    • Log onto the Student Tracking System (STS)
    • Click the “Milestones” tab on the right hand side menu
    • Select and submit the requested candidacy examination date (please note that requests on STS must be made at least 3 weeks in advance of examination date.)
    • Inform Graduate Student Support of exam request date by e-mail: doctoral.exams@nursing.ubc.ca
  • ​Graduate Student Support will fill out the Recommendation for Advancement to Candidacy form and obtain the required signatures.
  • Graduate Student Support will submit the completed and signed form to the Faculty of Graduate & Postdoctoral Studies to be processed and approved.

Request External Examiners (PhD)

Reference: Selecting External Examiner

*Should be submitted approximately 8 weeks prior to the intended dated of submission of dissertation for external examination.

  • This request is submitted by the supervisor
  • When the student and supervisor have discussed moving forward with the Final Doctoral Exam process, the supervisor will:
  • Graduate Student Support will obtain the Program Coordinator’s approval
  • Graduate Student Support will submit the completed and signed form to Graduate & Postdoctoral Studies for approval.
  • The student and supervisor will be notified by email.

Submit Dissertation for External Review (PhD) 


Schedule Final Oral Exam (PhD)


Request University Examiner(s) (PhD) 


Submit Final Dissertation to cIRcle (PhD) 


Submit Term Progress Report (MSN)

  • This request is submitted by the student.
  • In the beginning of each term, student will fill out and submit a Start of Term Report
  • Student is to download and fill out the Start of Term Report Form by logging into Student Tracking System, click on "Progress" tab and click on "Download Form".
  • Student is to upload their Start of Term Report by logging into Student Tracking System, click on "Progress" tab and upload.

Reference: Start of Term Progress Report : Step-by-Step


Switch between SPAR and Thesis (MSN)

  • This request is submitted by MSN students
  • Students' are required to be registered in NURS 595 SPAR or NURS 599 Thesis throughout their MSN Program
  • Students are able to register in either from the start, and should consult the MSN Handbook for instructions on how to select the appropriate course. 
  • If student and their supervisor decides that the student's project is more suited to the type of project the student is not registered in (e.g. switch from thesis to SPAR or SPAR to thesis), the student will send an email to academic.support@nursing.ubc.ca with the following information:
    - Full Name and Student Number
    - The type of request with rationale for the request
    - Supporting email from supervisor, if available.
  • Graduate Student Support will follow up with student's supervisor and MSN Program Coordinator for the confirm approval.
  • Once, their request is approved, their records will be updated by Graduate Student Support and the student will be notified via email.

Report Thesis / SPAR Proposal Approval (MSN) 

  • This request is submitted by the student
  1. THESIS PROPOSAL APPROVAL:
  • When the student has presented their thesis proposal to supervisor and committee member(s) for approval and obtained approval, the student will formally request thesis proposal approval by:
    - Logging onto the STS (Student Tracking System)
    - Click on the “Milestones” tab
    - Select the “Request Thesis Proposal Approval” button.
    *This option will only become available to students, who have had their supervisory committee finalized.
  • Supervisor will be notified by an automated message from the STS to log in and formally approve of thesis proposal
  • Student is to send an email to academic.support@nursing.ubc.ca with their full name, student number and their Thesis Title being identified.
  • Graduate Program Support will notify the Program Coordinator, and the email documenting approval will be filed in student’s file for record keeping and program progress tracking.
  1. SPAR PROPOSAL APPROVAL:
  • When the student has presented their SPAR project proposal to supervisor and committee member(s) for approval and obtained approval, the student will email academic.support@nursing.ubc.ca:
    - The approval email from supervisor and committee member(s)  
  • Graduate Program Support will notify the Program Coordinator, and the approval email will be filed in student’s file for record keeping and program progress tracking.

Request Thesis Oral Defence Date (MSN) 

  • This request is submitted by the student and/or supervisor
  • When the student have discussed and confirmed a proposed defence date with the supervisor and committee member(s), the student will email graduation@nursing.ubc.ca with the following information:
    - Full Name, Student Number, Title of Thesis and the requested defence date
    *Defence date should be requested 2 months prior to the proposed defence date.
  • Graduate Student Support and the Program Coordinator will book the room, confirm booking and availability with student and supervisor
  • Student’s supervisor will submit a grade for thesis, 2 weeks prior to defence date to graduation@nursing.ubc.ca (as per Thesis Oral Defence Guidelines)
  • After the thesis grade is received, The Program Coordinator will assign a chair to the defence & Graduate Program Support will advertise the defence to students & faculty.

Reference: Thesis Oral Defence Procedure & Guidelines


Submit Final SPAR to cIRcle (MSN) 


Submit Final Thesis to cIRcle (MSN) 


Submit Final Culminating Project to cIRcle (MN) 


Switch from Full-time Status (Schedule A) to Part-time Status (Schedule B) (MSN)

  • This request is submitted by the student
  • Student will read the policy on Full-Time and Part-Time Study.
  • Student will e-mail academic.support@nursing.ubc.ca to request for the student status switch.
  • Graduate Student Support will forward the student’s request to MSN Program Coordinator to arrange for a consult via email or phone call.
  • MSN Program Coordinator will provide Graduate Student Support with the approval.
  • Graduate Student Support will complete and submit the appropriate paper works for the requested switch.
    *The switch must occur prior to the first time tuition is assessed by the University.

Reference: Faculty of Graduate & Postdoctoral Studies- Full Time/Part Time Student Status