Departmental and University Procedures

Extensions
On-Leave Status
Paper Submission Deadlines
Appeals
Equity Committee

Extensions

Under exceptional circumstance the Graduate Committee may recommend applications for extension beyond the student’s entitlement (five years for the MA, six years for the PhD) for up to one year. Such an extension requires the recommendation of the Graduate Committee and approval of the Faculty of Graduate and Postdoctoral Studies. At least three months before entitlement expires, the student should submit a formal letter of application for extension to the Graduate Committee. The Supervisor must also submit a report justifying the need for such an extension.

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On-Leave Status

On-leave status may be granted with permission of the Graduate Committee and the Faculty of Graduate and Postdoctoral Studies to graduate students who find it necessary to interrupt their graduate studies. A student may be on leave for four-month periods for a total of no more than 12 months in a Master’s or 24 months in a Doctoral program. The time so spent cannot be used for work towards completion of the degree and will not be counted as part of the time period allowed for completion of the degree program. Students on leave from the program will be assessed an on-leave fee ($113.73 for Canadians per term; $342.87 for International Students per term).

Students may also apply for up to one year of Parental Leave (per child). Click here for more information.

 

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Paper Submission Deadlines

First-term 3 credit graduate courses in the winter session must be completed no later than 31 December. Second-term 3 credit courses and winter session 6 credit courses must be completed no later than 30 April. Summer courses must be completed no later than 31 August. “SD” grades must be completed by the end of the term following the assignment of the grade.

Students are advised that failure to complete work in graduate seminars by the stated deadlines may jeopardize their chances for consideration for financial support and may lead to a request that a student withdraw from the program.

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Appeals

Supplemental examinations are not granted to students registered in a graduate program.

Students who wish to appeal a final course mark should follow the procedure for Reviews of Assigned Standing set out in the UBC Calendar.

An appeal of the decision of an examination committee should observe the following procedure:

A formal letter detailing the grounds for appeal should be submitted to the Graduate Committee, which will serve as the first appeal committee.

If not satisfied with the result of this appeal, a student may then submit the case to the Head of the Department and subsequently to the Dean of Graduate and Postdoctoral Studies.

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Equity Committee

The Equity Committee is an independent departmental committee consisting of four faculty members, a graduate student representative, and an undergraduate student representative. Individually or collectively, members of the Equity Committee are available to consult with students concerning matters of discrimination or harassment. All meetings are confidential. The Equity Committee serves when necessary as a liaison between the English Department and the UBC Equity Office.

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