Graduate Programs Admissions and Regulations

1.0 General Admission

In the spirit of the UN Declaration on the Rights of Indigenous Peoples and the recommendations of the Truth and Reconciliation Commission, UNBC respects and recognizes that the national boundaries imposed by colonization do not represent Indigenous citizenship and territories. Therefore, UNBC recognizes all Indigenous students coming from nations in what became Canada and the United States as domestic for the purposes of application processing, application fee and tuition fees.

Prospective graduate students must submit an application online. There are three semester intakes for graduate admissions (September, May and January). Not all programs offer admission to each semester intake.

Programs normally have a priority deadline for submission of a complete application to be considered for entrance awards. As admission to graduate degrees is competitive, applications for admission should be submitted as early as possible. Program application deadlines, intake information and application instructions are posted on the graduate application website: www.unbc.ca/apply/graduate.

All documents submitted to the Office of the Registrar must be in the original language in which they were produced. Documents not produced in the English language must be accompanied by a notarized translation into English. Documents submitted in support of an application become the property of UNBC and are not subsequently released. Admission to a graduate program is valid only for the semester indicated in the letter of offer of admission.

UNBC specifically reserves the right to exercise its sole, absolute, and unfettered discretion in admitting individuals to the University, its programs, or courses.

Applicants who have been admitted to a graduate program must indicate their intention to accept or decline an offer of admission within 30 days. Failure to accept an offer may result in admission being rescinded.

To be considered for admission to a graduate program, all applicants must submit a complete application by the application deadline (www.unbc.ca/admissions/graduate/graduate-application-intakes-and-deadlines).

Full details on application requirements can be found on our website: www.unbc.ca/admissions/graduate/graduate-application-requirements.

1.1 English Language Requirements

English is the primary language of instruction and communication at UNBC. Consequently, it is expected that an applicant be able to demonstrate an acceptable level of proficiency in the use of English in order to receive and participate in classroom instruction and discussion as well as to complete written assignments.

Applicants whose first language is not English, regardless of citizenship or country of origin, must submit evidence of English language proficiency prior to admission. French-speaking Canadians and Canadian First Nations language speakers are exempted from this requirement.

Students who have completed a degree program entirely in the English language at a recognized institution from a country approved by UNBC where English is an official language may be exempted from this requirement. A listing of English language proficiency test-exempt countries is maintained by the Office of the Registrar.

Acceptable evidence of English language proficiency may be any one of the following:

TOEFL (Test of English as a Foreign Language) score of 90 or higher in the internet-based test, with not less than 20 in any of the reading, listening, writing or speaking components; or equivalent other TOEFL score. UNBC’s institutional TOEFL code is 0320.
IELTS (International English Language Testing System) academic score of at least 6.5 overall, with not less than 6.0 in any of the four modules.
CAEL (Canadian Academic English Language Assessment) or the CAEL CE : overall 70, with no subtest below 60.
CELPIP (Canadian English Language Proficiency Index Program)
- CELPIT-A (Academic Reading and Writing): 4H
- CELL (Listening): 4H
- CELTOP (Speaking): 4H
MELAB (Michigan English Language Assessment Battery): 85 final score, with 3 in the speaking test.
PTE (Pearson Test of English - Academic): 65 overall score, with a score of not less than 60 in reading, writing, listening, and speaking.
A final grade of 3.00 (B) or better in both the UNBC English Language Studies 50 and English Language Studies 170, obtained concurrently and prior to application for graduate admission.
A final grade of 3.00 (B) or better in an articulated BCCAT EAP 4 program, prior to application for graduate admission.

In order to be considered valid, results must be sent directly from the testing agency/institution to the Office of the Registrar. Scores are valid for a period of two years.

Some graduate programs may require higher English language proficiency scores. Please consult the programs section of the calendar for additional requirements.

UNBC reserves the right to consider, in addition to test scores, any factors that it considers appropriate in making a final determination of the English language proficiency of an applicant.

1.2 GRE Requirement for Graduate Programs

The Graduate Record Examination (GRE) is prepared and scored by the GRE Board and Educational Testing Service. UNBC’s institution code is 0320. The GRE is used widely by universities to supplement undergraduate records and other qualifications for admission to graduate study.

GRE requirements are prescribed by individual programs. For some programs, completion of the examination may be mandatory. Applicants are advised to check program listings for detailed information. However, UNBC reserves the right to require a GRE score (on Subject and General Tests) for any applicant. Voluntary submission of a GRE score may facilitate the admission process.

1.3 Admission to Master's Degrees

1.3.1

In general, applicants to a Master’s degree program must hold a four-year baccalaureate degree (or equivalent) from a recognized institution.

Domestic applicants are normally required to have a minimum overall average of 3.00 (B) for third- and fourth-year courses.

Specific minimum admission requirements for graduates with credentials completed at an institution outside of Canada are determined by country and are listed on the graduate admission website: www.unbc.ca/apply/graduate/international-admission-requirements.

Higher entrance standards or different GPA requirements than those outlined in this section may be set by individual programs and, where defined, can be found in the program calendar entry or on the graduate admissions website: www.unbc.ca/admissions/graduate.

1.3.2

In exceptional situations and at the discretion of the program, an applicant’s admissibility may be adjudicated on the basis of performance in at least 12 credit hours of upper-level coursework directly related to the intended field of study.

1.3.3

A program may recommend admission for an applicant who has a four-year baccalaureate degree (or equivalent) who does not meet the minimum GPA requirement for the program if the applicant demonstrates sufficient relevant experience and expertise to offset GPA deficiencies.

1.4 Admission to the Master's Degree as a Conditionally Admitted Mature Student

Five years after completion of a baccalaureate degree as defined in Admission to Master’s Degrees in Admissions and Regulations, applicants whose academic record is such that they would not be admissible to a Master’s program may be admitted conditionally as mature students, provided they are recommended by the appropriate program.

The minimum GPA for admission to a Master’s program as a conditionally admitted mature student is 2.67 (B-) or equivalent.

A student conditionally admitted to a graduate program must earn a grade of at least 3.00 (B) in each of the first two 3-credit-hour graduate courses taken to continue in the Master’s degree program.

Students admitted in this category normally will not receive transfer credit for any courses completed prior to enroling in their graduate program.

1.5 Admission to Non-Degree Coursework

Non-degree graduate students are those taking graduate courses, but not for credit toward a degree at UNBC. Such students are admitted under one of following categories: visiting graduate students, exchange graduate students, or non-degree students.

1.5.1 Visiting graduate students

Visiting graduate students are those on a letter of permission which specifies courses allowed for credit toward a graduate degree at another university. Applicants in this category must provide a letter of permission from their home institution. No other supporting documentation is required. Students must request that an official transcript be sent directly to their home institution upon completion of coursework at UNBC.

1.5.2 Exchange graduate students

Exchange graduate students are those covered by the Western Deans’ Agreement or other formal exchange agreement. If a student is admitted under the Western Deans’ Agreement or other formal exchange agreement, all tuition fees at UNBC will be waived; however, ancillary student fees will be charged. Applicants in this category must submit a completed and duly signed Western Deans’ Agreement form at their home institution (if applicable) certifying the applicant as an exchange student, under the provisions of the agreement. Courses to be taken toward their degree must be specified in the documentation. No other supporting material is required. Students must request that an official transcript be sent directly to their home institution upon completion of coursework at UNBC.

1.5.3 Non-degree students

Non-degree students are normally those who wish to improve their academic background. Applicants under this category who do not hold a Master’s degree must normally meet the same entrance requirements and follow the same application procedure as outlined in Admission to Master’s Degrees in Admissions and Regulations, with the exception of letters of reference. Holders of a Master’s degree (or equivalent) from a recognized institution in the same discipline as the coursework applied for must complete an application for admission to graduate programs, and provide proof of conferral of the Master’s degree.

A maximum of three graduate courses may be taken under this category. Individual programs may impose further restrictions. International students studying in Canada may be eligible to complete courses as non-degree students. Please see the Office of Graduate Administration homepage, www.unbc.ca/graduate-administration for further information.

1.5.4

If a student admitted as a non-degree student is later admitted to a graduate degree program, coursework taken as a non-degree student may be applied to the graduate program subject to the recommendation of the supervisory committee and the approval of the Dean.

1.6 Auditing Graduate Courses

An individual who is either a graduate student in a UNBC graduate program or a non-degree graduate student as defined in Admission to Master’s Degrees in Admissions and Regulations may be permitted to audit up to 3 credit hours of graduate courses in a semester. A continuing student should add the audit course to their graduate registration form. A new applicant auditing a course should submit a graduate registration form to the Office of the Registrar clearly indicating the course name and number with an application for admission to Graduate Programs together with proof of degree conferral.

Neither full-time nor part-time graduate students in a UNBC graduate program will be charged for auditing graduate-level courses as long as auditing the course is required by the graduate supervisor/supervisory committee. If any course audit is not already included as part of a student’s approved graduate program, then a graduate program revision form must be completed. The supervisor must provide a rationale for the course audit, explaining how the course is related to the student’s research. The appropriate signatures must also be included on the graduate registration form and/or the add/drop form.

Registration as an auditor is subject to the following conditions:

1.6.1

Admittance to the class is dependent on the class size and other factors that the instructor and the program establish.

1.6.2

The degree of participation in the course is at the discretion of the instructor.

1.6.3

Attendance and participation shall grant no entitlement to an academic record of such attendance and shall not be considered as meeting admission, prerequisite or course requirements for any graduate program.

1.7 Upgrading for Admission to Graduate Programs

Individuals wishing to apply to graduate programs may not meet the normal requirements for admission. Such cases normally fall into either of the following categories:

1.7.1 Admission Requirements Satisfied but Course Background Inappropriate or Prerequisites Lacking

Upon the recommendation of the program concerned, the Dean may approve the inclusion of the missing background or prerequisites as part of the requirements for the Master’s degree.

1.7.2 Pre-Entry Program

When admission requirements are not satisfied and upon the recommendation of the program concerned, the Dean may approve a pre-entry program of undergraduate coursework totalling at least 12 credit hours of upper division courses. An average of not less than 3.33 (B+) must be achieved in the coursework, and no course must be completed at a level below 2.67 (B-). Courses taken for a pre-entry program may not be used for credit towards a graduate degree. Students approved by the Dean for a pre-entry program are guaranteed admission to the appropriate graduate program upon successful completion of the recommended courses.

1.7.3

Graduate course challenge is not permitted.

1.8 Integrated Delivery Graduate and Undergraduate Courses

1.8.1

An “integrated delivery” course is one in which a graduate course is co-taught with a 400-level undergraduate course which in turn is indicated as being offered at an advanced level. At the graduate level, learning experiences are qualitatively and quantitatively distinctive from the undergraduate experience and normally build upon the undergraduate course content. Nevertheless, courses taken specifically to meet the registration requirements of professional bodies may have the same content at each level.

1.8.2

All courses which are integrated on a continuing basis are so indicated in the graduate calendar by way of stated preclusions.

1.8.3

Integrated delivery courses are taught by faculty members who are approved to teach graduate level courses.

1.9 Permission for Undergraduates to Take Graduate Coursework

1.9.1

Students in their final year of a baccalaureate degree program at UNBC who have a GPA of at least 3.33 (B+) in the last 30 credit hours of coursework attempted and have completed all required lower-division coursework may be permitted to register in a maximum of 6 credit hours of graduate courses with the permission of the instructor and the graduate program concerned and with the approval of the Dean. If a student is subsequently admitted to a graduate program, graduate courses used for credit toward an undergraduate program cannot be used for credit toward a graduate program.

1.9.2

Simultaneous enrolment in a graduate program and an undergraduate, diploma or certificate program is not permitted.

1.10 Admission as a Visiting Research Student

Admission to this category is restricted to graduate students covered by the Canadian Graduate Student Research Mobility Agreement or other approved research agreements. A visiting research student must register in the course VRES 950-0 Visiting Research Student for each semester covered by the agreement. Visiting research students are not permitted to take other courses at UNBC.

1.11 Misrepresentation of Application Information

Misrepresentation of application information constitutes misconduct as per the Academic and Non-Academic Conduct Student Policy. An applicant’s admission, acceptance or registration to the University, a program or a course of study may be revoked. There may be impacts on future considerations. For more information on student conduct at UNBC, visit https://www.unbc.ca/policy.

2.0 Registration Procedures and Status

2.1 Initial Registration

All students admitted to a graduate program must normally register during the dates specified for such registration. All letters of admission that are not used to register in the semester to which they apply are automatically cancelled. Students who are issued a letter of admission for the September Semester may not use this document for entry in the January Semester. Any requests for deferral of admission to a graduate program must be made in writing to UNBC Graduate Admissions in the Office of the Registrar, along with payment of the admission deferral fee.

2.2 Enrolment and Re-enrolment

2.2.1 Continuity of Registration

All students are required to either register in every semester (September, January, May) from the time of admission until the requirements of the degree have been met, or formally withdraw in accordance with Leave of Absence in Admissions and Regulations (except for students in course-based programs without course offerings in the May semester). Students are required to pay minimum tuition fees (see Fees section).

2.2.2 Re-registration

Students who are missing one semester or more of registration and who have not been withdrawn from their graduate program must:

Pay any outstanding fees;
Register for those semesters not previously registered in; and
Pay any new tuition fee units.

Students who have registered at another university or college since last in attendance at UNBC are required to state the names of all educational institutions of post-secondary level attended and to submit an official transcript of their academic records at these institutions to the Office of the Registrar.

2.2.3 Reinstatement

Students who have withdrawn from their graduate program and later wish to return must apply to be reinstated to their program. Reinstatement requires the support of the supervisor (where assigned) and program Chair.

Students who have exceeded the time limit to complete their degree (inclusive of time away from their graduate program) may be reinstated with the support of the program following a review of previously completed coursework and the current calendar requirements for degree completion. Accepting previously completed courses for credit towards the degree where the time limit has expired is at the discretion of the program. Additional, repeated, or supplemental coursework may be required. Students who were required to withdraw are not eligible for reinstatement.

The procedure for reinstatement is available on the Graduate Administration website, including deadlines and applicable fees.

2.3 Definition of Full-Time and Part-Time Status

A full-time graduate student is one who is either:

enroled in courses totalling a minimum of 6 credit hours during a single semester; or
registered in a thesis, project, dissertation or other scholarly work during a semester.

A part-time student is any student who does not meet either criteria above.

Note: This definition does not necessarily govern the fee structure, which is determined at the time of admission.

2.4 Maximum Academic Load

2.4.1 The maximum academic load in a graduate program during any semester is 18 credit hours of coursework or 15 credit hours of coursework plus thesis, project, or dissertation. Programs may limit students to fewer credit hours.

2.4.2 Simultaneous enrolment in a graduate program and an undergraduate, diploma or certificate program is not permitted.

2.4.3 Simultaneous enrolment in more than one graduate program is not permitted with the exception of the situation covered by Admission to Doctoral Degrees in Admissions and Regulations. Concurrent enrolment in a graduate degree program and related graduate diplomas or certificates may be permitted by an individual program upon receipt of a separate application and payment of the appropriate fee(s).

2.5 Leave of Absence

A student may request a leave of absence when personal, health, parental, professional or academic reasons (as detailed below) interrupt studies. Leaves of absence are approved by the supervisor (where appointed) or program Chair and Dean. Leaves normally start at the beginning of a semester (for a duration up to a maximum of 12 months or 18 months for parental leave). Extended leaves of absence are only granted on an exceptional basis, with very strong reasoning from the student, full support of the supervisor (where appointed) or program Chair and approval of the Dean. The conditions for a return from a leave of absence may require that additional coursework be completed or repeated and additional criteria be established for continued study. Time spent on leave does not count towards the time limit for program completion. Procedures and documentation required for a leave of absence request are outlined on the Office of Graduate Administration website.

A student cannot undertake academic or research work during the period of leave and cannot hold a teaching or research assistant position. At least one month prior to the end of the leave of absence, students must inform their supervisor (where appointed) or program Chair of their intention to return and register.

The request for a leave must be submitted two weeks prior to the start of the semester in which the leave will begin. Late requests can only be accepted under exceptional circumstances. Provided the request is received before the deadline, students on a leave of absence do not pay tuition or student fees for the duration of the leave.

2.5.1 Awards and Scholarships During On-Leave Status

Award payments for awards established by UNBC are suspended at the start of the leave of absence for up to a maximum of 12 months (or 18 months for parental leave) and resume upon the student’s return, provided the student continues to meet all requirements for the award. For awards outside of the University, award payment during a leave is governed by the terms and conditions of leaves established by the donor or granting agency.

2.6 Leaves of Absence Categories

Personal Leave

In the event a student encounters personal circumstances that have an impact on their ability to continue their studies, a maximum of 12 months leave may be taken over the duration of the degree program.

Medical or Compassionate Leave

Where circumstances warrant, a student may request medical or compassionate leave with appropriate supporting documentation.

Parental Leave

A student with parenting responsibilities for a newborn or newly-adopted child is entitled to a leave period of 18 months in each instance.

Professional Leave

A student may be eligible to suspend their program of study for a period up to 12 months in order to pursue work experience or employment in a field related to their area of study.

2.6.1 Withdrawals

There are four types of withdrawals for discontinuation of studies:

Withdrawal with Permission

A student may voluntarily withdraw from studies provided they are in good academic standing at the time of the request and do not have outstanding tuition and/or fees.

Compassionate Withdrawal with Extenuating Circumstances

A student who is facing unanticipated extenuating circumstances or medical concerns may ask for withdrawal with the approval of the Dean. Retroactive withdrawals are considered only in the event of documentation substantiating an inability to provide timely notification.

Withdrawal Without Permission

Graduate students are required to maintain continuous registration for the duration of their program (except for students who are in course-based programs without appropriate courses available in the May semester). A student who has not maintained continuous registration is considered Withdrawn Without Permission from their program. A student who has been Withdrawn Without Permission and wishes to return to their program is normally considered under the criteria for reapplication (See Reinstatement in Admissions and Regulations). The conditions for return may require that additional coursework be completed or repeated and additional criteria may be established for continued study.

Required to Withdraw

A student who is not meeting academic or program standards or whose thesis, dissertation, project, portfolio, comprehensive exam or practicum is not progressing satisfactorily may be required by the Dean to withdraw from their graduate program. Normally, a student required to withdraw is not considered for re-entry into the same graduate program.

The dates published in the calendar for withdrawal without financial penalty and withdrawal without academic penalty apply.

2.7 Letter of Permission for Studies Elsewhere

Students currently registered in a graduate program who wish to undertake studies at another institution for transfer credit toward their graduate degree at UNBC must apply in writing to the Dean, specifying the host institution, the courses to be taken, and their credit values. The application must be supported by the supervisor. Students must request that an official transcript be sent directly to the Office of the Registrar at UNBC from the host institution upon completion of the coursework. Note: Students are required to maintain continuous registration and pay the fees for the semester at UNBC while studying elsewhere.

2.7.1 Western Deans' Agreement

Students currently registered in a graduate program who wish to undertake studies at a western Canadian university for transfer credit toward their graduate degree at UNBC may be eligible for exchange status under the provision of the Western Deans’ Agreement. Information and relevant forms are available from the Graduate Administration website, www.unbc.ca/graduate-administration.

3.0 Student Responsibilities

Students are responsible for familiarizing themselves with the Graduate Regulations. If students are unsure about any aspect of the Graduate Regulations, they should contact the Office of the Registrar or the Office of Graduate Administration.
Students are responsible for familiarizing themselves with the program requirements and deadlines. If students are unsure about any aspect of the program regulations, they should contact the program Chair.
Students are responsible for ensuring the completeness and accuracy of their registration. If students are unsure about any aspect of their record, they should contact the Office of the Registrar.
Students are responsible for familiarizing themselves with their fee obligations as outlined in the fees section of the calendar. If students are unsure about any aspect of the fee regulations, they should contact the Office of the Registrar.
Students are equally responsible for maintaining open communication with their supervisor, supervisory committee, and graduate program Chair through mutually agreed upon regular meetings. Any problems, real or potential, should be brought to the attention of the supervisor, supervisory committee and graduate program Chair promptly. Students should be aware that formal routes of appeal exist in the form of the Appeals Procedure of the Office of the Registrar (see Appeals in Admissions and Regulations and Appeals Process in Regulations and Policies).
A letter mailed to a student’s address as it appears on record in the Office of the Registrar will be deemed adequate notification to the student for all matters concerning the student’s record. Changes in address and telephone number must be reported promptly to the Office of the Registrar.

4.0 Regulations Governing Master's Programs

4.1 Course and Program Requirements

4.1.1 Graduate Programs Approval

Students must submit a program approval form (if required by the program) by the deadline on the Graduate Administration website, www.unbc.ca/graduate-administration.

4.1.2 Course work and research

Considerable variation is permitted in the balance between research and the course work required for the Master's degree, although most programs include a thesis based on research (see Master’s Degree Without a Thesis or Project in Admissions and Regulations).

Before the thesis, project, or practicum is written, the student should visit the Office of Graduate Administration website for a copy of the Formatting Guidelines for Dissertations, Theses, Defendable Projects & Practicum Reports, which specifies academic and technical requirements to ensure acceptability of the document by the University and the National Library of Canada.

4.1.3 Integrated Courses

Normally, Master’s students enrolled in thesis programs should complete at least 6 credit hours of graduate coursework in addition to any integrated delivery courses that may be taken. The Chair of the program or, if applicable, the Chair of the graduate committee decides whether or not a graduate course qualifies as part of the 6 credit hour requirement of a student’s degree.

4.1.4 Language requirements

Some Master’s programs may require a reading knowledge of one or more languages other than English. Language requirements will be prescribed for individual students by the supervisory committee according to program regulations. Such requirements are considered part of the student’s program. When a language requirement is imposed, it must be met prior to taking the oral examination or, in the case of non-thesis Master’s programs, before the completion of the comprehensive examination and/or the project oral.

4.1.5 UNBC Course Requirements and Applicability of Transfer of Credit

At least half of the coursework taken must be completed as a degree candidate in a graduate program at UNBC and be UNBC courses. The program concerned may accept courses taken at other institutions for credit toward a UNBC graduate degree.

Courses taken at UNBC as a non-degree student in a graduate program may be considered for transfer to a graduate degree (see Admission to Non-Degree Coursework in Admissions and Regulations).

In order to qualify for transfer of credit, courses must meet all of the following conditions:

must be a graduate level course;
must be completed with a grade of at least B (or equivalent); and
must not have been used to obtain any degree, diploma, certificate or other credential unless otherwise noted.

The grades from courses allowed for transfer of credit will not appear on the transcript, and they will not be used in determining sessional or cumulative GPAs. Credit granted at another institution on the basis of life or work experience is not acceptable for transfer of credit. For students admitted as mature students (see Admission to the Master’s Degree as a Conditionally Admitted Mature Student in Admissions and Regulations), transfer of credit will not normally be granted for courses taken before enroling in graduate programs at UNBC.

4.1.6 Master's Degree Without a Thesis or Project

For programs that offer the option of a Master's degree without a thesis or project, the following regulations apply:

If required by the program, a program of study must be submitted by the deadline on the Graduate Administration website;
there must be evidence of independent scholarly work which may be in the form of an extended paper(s), work report, etc. The credit value for this work may range from 3 to 12 credit hours.

4.2 Time Limit

The maximum time for completion given below is not intended to be the normal time for completion. It is intended to take into account a wide variety of extraordinary circumstances and events that may delay completion.

4.2.1

Normally, a student proceeding toward a Master’s degree will be required to complete all degree requirements within five years (60 consecutive months) from the date of the first registration in the Master’s degree. In no case will a degree be awarded in less than 12 consecutive months from the time of the first registration. However, it is expected that a full-time student will complete a Master’s degree within 36 consecutive months from the date of first registration.

4.2.2

If a degree is not completed within the specified period following the first registration, the student may be withdrawn from the program. Under exceptional circumstances, time extensions may be granted by the Dean. Such requests for time extension must be made prior to the end of the semester in which the student’s time limit expires.

4.2.3

A time extension is normally approved for two semesters with the expectation that all outstanding degree requirements of a student’s graduate program (including the defence and thesis corrections) are completed within this period of time. Further time extensions may be granted under exceptional circumstances. Students who fail to complete at the end of a time extension are required to withdraw from their graduate program.

4.2.4

Variances to the time limits are as follows:

Master of Education (part time): seven years (84 consecutive months).

4.3 Academic Performance

A student who fails to meet academic standards, or whose thesis, project, practicum, or comprehensive examination is not progressing satisfactorily, may be required to withdraw by the Dean on the advice of the supervisor and supervisory committee.

4.3.1

Students must attain a Semester GPA of at least 3.00 (B) for every semester in which they are registered. Individual programs may set higher standards. Any student with a Semester GPA below 3.00 may be allowed to register in the next semester while their academic performance is reviewed by their supervisory committee. Continuation in their graduate program is recommended by the supervisory committee subject to approval by the Dean.

Students who were registered in one course in a semester that resulted in a Semester GPA less than 3.00 based on a B- grade may be allowed to continue in their graduate program. However, if the student’s Cumulative GPA is lower than a 3.00, a continuance review is required.

4.3.2

A grade of F in a course taken for credit in a graduate program must be reviewed by the supervisory committee and a recommendation must be made to the Dean concerning continuance of the student in the program. Such students will not be allowed to register in the next semester until approved to do so by the Dean.

4.3.3

Graduate students may not repeat graduate courses except under exceptional circumstances if recommended by the supervisory committee subject to approval by the Dean.

4.3.4

Progress report requirements vary by program and deadlines are posted on the Graduate Administration website. If the progress report indicates a second Needs Improvement or Unsatisfactory progress, the program reviews the student’s continuation in a formal continuance review meeting and submits recommendations to the Dean.

4.3.5

Conditions may be imposed by the Dean for continuation in the program. The conditions normally must be met within the next semester or the student will be required to withdraw.

4.4 Academic Supervision

4.4.1 Supervisor

Each Master's student shall have a faculty member assigned as an academic supervisor or advisor.

The role of the supervisor or advisor is to provide advice, guidance, instruction, and encouragement in the research activities of their students and to evaluate their progress and performance. The supervisor must be aware of and adhere to the various and relevant university regulations; provide guidance to the student on the nature of research, the standards required, the adequacy of the student’s progress, and the quality of the student’s work; and be accessible to the student to give advice and constructive criticism.

The supervisor and student must maintain contact through mutually agreed upon regular meetings. Supervisors who expect to be absent from the University for an extended period of time (including during sabbaticals) are responsible for making suitable arrangements (including the appointment of a temporary replacement) with the student and the Chair of the program, or if applicable, the Chair of the graduate committee for the continued supervision of the student or the nomination of another supervisor. All changes of this nature must be approved by the Chair of the program or graduate committee.

4.4.2 Supervisory Committee

Each student in a thesis or project-based Master's program shall have a supervisory committee. The Chair of this committee shall be the supervisor.

The committee consists of at least three members including the supervisor. One member is normally from outside the program. If, at any point, more than one member of a supervisory committee is absent from the University for an extended period of time (including during sabbaticals), arrangements should be made so that the progress of the student is not impeded. No more than one member of a supervisory committee should be on an extended absence at any one time. Timelines for the formation of a supervisory committee vary by program and are posted on the Graduate Administration website, www.unbc.ca/graduate-administration.

The duties of the committee include recommending a program of study chosen in conformity with the program requirements as stated in the graduate calendar (such as competence in languages other than English, in statistics, in computing, or in other research skills); meeting periodically to facilitate appropriate supervision of the thesis, project, or practicum; and participating in a final oral examination when the degree program requirements prescribes such an examination.

A member of a supervisory committee who has an adjunct or emeritus position with UNBC cannot be the sole supervisor of a graduate student. A faculty member who leaves UNBC cannot remain as the sole supervisor for a graduate student. The Chair of the program is expected to ensure that a new supervisor or co-supervisor is appointed from existing faculty.

All such changes require the approval of the Chair of the program or graduate committee, who may recommend further changes of the supervisor or supervisory committee.

4.5 Final Oral Examinations and Examining Committees

4.5.1 General Regulations

Master's degrees require a final examination.
Degrees that have a final examination by project, comprehensive exam, major paper, etc., may be examined in a manner agreed upon by the program and the Dean; otherwise, the examination shall be as for theses.
For all theses, students may proceed to an oral examination when the supervisory committee is satisfied that the scholarly work represents an examinable document for the degree requirements. The supervisory committee and student confirm this by submitting a request for examination at least six weeks before the anticipated date of oral examination. Required forms, current timelines and procedures are posted on the Graduate Administration website, www.unbc.ca/graduate-administration.
Before proceeding to the final examination, all courses taken for credit in graduate programs must be completed with a cumulative GPA of not less than 3.00 (B) and with no grade in any course less than B- (or the higher standard set by the individual program). Any language requirement must be met before the student proceeds to the examination.
The final oral examining committee shall consist of the Chair, the supervisory committee, and an external examiner who normally attends the oral examination. At a minimum, the people attending the defence must be the student, supervisor (or one of the co-supervisors), the Chair, external examiner and one committee member. The Dean appoints the Chair, normally a tenured member of the faculty at the associate professor level or higher with extensive experience in graduate programs, or a faculty Dean. The Chair must be independent of the program, student and project.
Normally, the oral examinations are open to the University community. Copies of the thesis abstract shall be made available to all those attending the examination. The Dean shall have the right to attend all phases of the examination. In rare circumstances where a public examination would be detrimental to the student or the sponsor of the research to have it made public, the author of the thesis, project or dissertation may request a closed oral examination. The request for a closed oral examination must be made in writing to the Dean for review and approval when the request for oral examination is made.
The MBA program schedules its project defences in the final semester concurrent with coursework.

4.5.2 Examining Committees

The role of the examining committee is to assess the thesis, project or practicum, and to conduct an oral examination, if applicable, based on that scholarly work. The examining committee will consist of the supervisory committee and at least one other examiner, called the external examiner, who must be from outside the program area in which the Master’s is based and who has had no past (previous five years), current, or planned involvement or association with the student or the thesis research.
External examiners should have established reputations in the area of the thesis research. Ideally, they should be at associate or full professor rank if they are at a university or be of comparable stature if they are not at a university. Please refer to the policy on the appointment of an external examiner available from the Office of Graduate Administration or from the website at www.unbc.ca/graduate-administration.
For Master’s degrees without a thesis, the membership of the final oral examining committee and the examination procedure shall be determined and approved by the program and the Dean (see General Regulations in Admissions and Regulations).

4.5.3 Format of the Thesis Examination

The first part of the oral examination shall consist of an oral presentation by the candidate to include a summary of the salient points of the research, normally within a time span of 20 to 25 minutes. This is followed by the questioning and examination of the candidate by the examining committee. The oral defence is normally about two hours in duration. It is the responsibility of the Chair of the oral examination to pose questions raised by the external examiner (if not in attendance). The Chair of the oral examination may exercise discretion in allowing questions from guests following completion of the formal examination.

4.5.4 Results of Oral Examinations

The decision of the examining committee shall be based on the content of the scholarly work or thesis as well as the candidate’s ability to defend it. After the examination, the committee shall recommend to the Dean one of the following results:

Clear Pass

This decision is selected when the thesis, project or practicum is acceptable as presented, and the oral defence is acceptable. The only alterations to be made are grammatical, labelling, numbering changes or the correction of typographical errors.

In this case, all members of the examining committee shall sign the approval pages. A PASS grade is submitted to the Office of the Registrar for the student’s thesis, project or practicum.

Pass with Minor Revision

This decision is selected when the thesis, project or practicum is acceptable subject to minor revision, and the oral defence is acceptable. Minor revisions are defined as any change beyond the correction of typographical errors that entails the reorganization of portions of the manuscript or the rewriting of minor portions of the thesis. It is within the discretion of the examining committee to determine whether the quantity or number of minor revisions proposed make the outcome “pass with major revisions” more appropriate.

In this case, all members of the examining committee, except the supervisor, shall sign the approval pages.

The supervisor shall sign the approval pages when the thesis, project or practicum has been amended to include the changes that were requested by the examining committee. A PASS grade is submitted to the Office of the Registrar for the student’s thesis, project or practicum.

The Office of Graduate Administration must receive confirmation that the thesis, project or practicum has been amended to include the changes that were requested by the examining committee by the last day of the semester in which the oral examination took place. If this deadline is not met, registration for the subsequent semester is required in order to maintain continuous registration (See Continuity of Registration in Admissions and Regulations).

Pass with Major Revision

This decision is selected when the thesis, project or practicum is acceptable subject to major revision, and the oral defence is acceptable. Pass with major revisions means that a complete chapter or chapters must be rewritten, additional data is to be presented and/or interpreted, or the general format must be changed. Alternatively, the cumulative number of minor revisions is sufficient to merit a pass with major revisions.

In this case, only the Chair of the examining committee shall sign the approval pages. The supervisor shall supervise the revision of the thesis, project or practicum. When the revisions have been completed and have been approved by the supervisor, the supervisor shall distribute the revised thesis, project or practicum to the rest of the examining committee. If it is acceptable to the examining committee, the supervisor shall ensure that the approval pages are signed by each member of the examining committee. A PASS grade is submitted to the Office of the Registrar for the student’s thesis, project or practicum.

Adjournment of the Examination

This decision is selected when the examination is adjourned.

Reasons to adjourn the examination include, but are not limited to, the following: further research or experimentation is required; the thesis is acceptable but the student has failed the oral defence; or the external examiner casts the lone dissenting vote. In the case of an adjourned examination, the candidate shall not be passed and no member shall sign the approval pages.

When an examination is adjourned, each member of the examining committee shall make a written report to the Office of Graduate Administration within 14 calendar days of the date of the oral examination. After reviewing these reports, the Dean sets a date for reconvening the examination. The Dean shall also determine whether or not the composition of the original committee is appropriate for the reconvened examination. The date for reconvening shall be no later than six months from the date of the first examination. If the date for reconvening falls outside the last day of the semester in which the adjourned oral examination took place, registration for the subsequent semester is required in order to maintain continuous registration (See Continuity of Registration in Admissions and Regulations).

Failure

This decision is selected when the thesis, project or practicum is unacceptable, and the oral defence is unacceptable.

If two or more members of the examining committee are opposed to passing the student, the student will not be recommended for the degree. In this case, the examining committee shall make a written report to the Office of Graduate Administration within 14 calendar days from the date of the oral examination outlining the reasons for this decision. A student who fails the oral examination has the right to appeal, and should consult with the Office of the Registrar regarding the appropriate procedures.

4.5.5 Consequences of a Failed Examination

A student who fails the oral examination twice shall be required to withdraw from their graduate program.

4.5.6

Students who are awarded a PASS decision with minor or major revisions will be required to submit a corrected thesis, which has been approved by the supervisory committee and/or external examiner, if applicable, to the Office of Graduate Administration by the date stated on the outcome of defence form. Students who do not submit a corrected thesis or fail to provide revisions which are acceptable to their examining committee will be deemed to have failed the defence and will not be recommended for the award of their graduate degree.

4.6 Degree Completion and Graduation

4.6.1

The University Senate grants degrees at the end of each semester. Each candidate for a degree must complete an Application for Graduation form and must pay the graduation fee (see Fees Section). Application for Graduation forms are available from the Office of the Registrar or online at www.unbc.ca/graduate-administration.

4.6.2

The deadline for completing all requirements for the degree is the final business day in April for the Convocation ceremony in May.

4.6.3

Students can be considered for the awarding of a degree only when all of the following requirements have been satisfied:

Completion of the program of study and meeting the grade point average requirements for the degree;
Submission of three final copies of the thesis, or two final copies of the project, or practicum report. Regulations governing proper submission are set out in the Formatting Guidelines for Dissertations, Theses, Defendable Projects & Practicum Reports. Only the latest version of these instructions is valid. Students should obtain a copy from the Office of Graduate Administration or from the Office of Graduate Administration website at www.unbc.ca/graduate-administration;
Signing of the approval pages for the student’s thesis, project or other scholarly work by the supervisor;
Submission of an Application for Graduation form to the Office of the Registrar and an official degree audit completed by the University; and
Payment of all outstanding fees. Those students who have outstanding accounts will not receive their degree parchment or be issued transcripts. Students should be aware of the semester fee payment schedule for graduate degrees (see Fees section).

5.0 Appeals

Appeals are heard by the Senate Committee on Student Appeals and are not subject to further appeal. Further information may be obtained from the Office of the Registrar. Please refer to the Academic and Non-Academic Conduct Student Policy and the Student Appeals Procedures for further information.

6.0 Research Services

All matters concerning the administration of research grants and contracts are handled by the Office of Research and Innovation, to which inquiries concerning research policies and procedures should be directed. Students whose research falls within the University definition of research involving human and non-human subjects and other ethical and safety issues must receive prior approval from the appropriate screening committee. Regulations on these issues may be obtained from the Office of Research and Innovation. The Office of Research and Innovation should be contacted for further details concerning research-oriented services offered to graduate students.

7.0 Regulations Governing Doctoral Programs

The Calendar regulations listed below apply to Doctoral students as well as to Master's students:

General admission;
GRE requirements;
Admission to non-degree coursework;
Auditing graduate courses;
English requirements for international students;
Registration procedures and status;
Student responsibilities; and
Academic performance.

In addition, Doctoral students are subject to the regulations that follow:

7.1 Admission to Doctoral Degrees

7.1.1

Admission to a Doctoral program normally requires a Master’s degree or equivalent from a recognized institution. Admission to a Doctoral degree program requires evidence that the applicant is capable of undertaking substantial original research. Such capability will be judged partly by means of three external assessment reports sent directly to the Office of the Registrar by qualified referees.

7.1.2

Admission to a Doctoral program normally requires a Master’s degree. Additional entrance standards, such as GPA requirements, may be set by individual Doctoral programs.

7.1.3

The Dean may approve the admission of an applicant to a Doctoral program without a Master’s degree if the applicant has received a baccalaureate degree from a recognized institution with a cumulative GPA of at least 3.67 (A-) and has completed at least two semesters of a Master’s degree program at UNBC with a cumulative GPA of at least 3.67 (A-).

7.1.4 Continuation to a Doctoral Program

Students enroled in a Master’s program at UNBC may continue to a Doctoral program prior to completion of the Master’s degree. Students may apply to be transferred to Doctoral status no sooner than two semesters after initial registration in the Master’s program at UNBC. After a review, which must include an evaluation by the student’s supervisory committee, the program will recommend to the Dean one of the following:

admission to the Doctoral program without completion of a Master's program;
admission to the Doctoral program but with concurrent completion of all requirements for a Master's degree within one semester from the date of transfer;
admission to the Doctoral program following completion of the requirements for the Master's degree; and
refusal of admission to the Doctoral program.

Students admitted to a Doctoral program under Continuation to a Doctoral Program in Admissions and Regulations must complete courses from the Master’s and Doctoral programs as recommended by the existing supervisory committee and approved by the Dean.

Students admitted under Continuation to a Doctoral Program in Admissions and Regulations who do not complete the requirements for the Master’s degree within the one semester limit will lose their status in the Doctoral program and be returned to Master’s status.

Students admitted to a Doctoral program under Continuation to a Doctoral Program in Admissions and Regulations, but who are not continuing in the Doctoral program, may re-register as a candidate for the Master’s degree, provided that work to date has met the standards of the Master’s program and the candidacy examination has not been attempted.

7.1.5

No more than four full-time tuition fee units or the equivalent for part-time students will be credited in such cases towards the fees for the Doctoral program.

7.1.6

Part-time Doctoral work is not feasible in some areas because of the divergent nature of academic disciplines. Accordingly, no program is obligated to offer part-time Doctoral work.

7.2 Minimum Requirements

The minimum requirement for a Doctoral degree is 24 credit hours of coursework beyond the Master’s level, or 36 credit hours of coursework beyond the baccalaureate level, and satisfactory completion of the prescribed program. Individual programs may require more credit hours of coursework.

7.3 The Dissertation

A Doctoral program requires a broad and comprehensive knowledge of the field or fields of study, such knowledge to be demonstrated through a candidacy examination. It also requires the completion of a research project culminating in a dissertation which meets the requirements and standards of graduate programs. This dissertation must contain original work, and must be a significant and original contribution to knowledge in the candidate’s field(s) of study. It must contain evidence of broad knowledge of the relevant literature, and must demonstrate a critical understanding of the works of scholars eminent in the field(s) related to the dissertation. The dissertation should, in the opinion of scholars in the field(s), merit publication, in whole or in part.

The general style and form of dissertations may differ from program to program, but all dissertations must be presented in a form which constitutes a connected and continuous text. The dissertation may contain material previously published by the candidate, whether alone or in conjunction with others. Such previously published material must be fully integrated into the dissertation. In such cases, the candidate’s own work must be clearly distinguished from that of other researchers. The candidate is responsible at the final oral examination for defense of the entire contents of the dissertation.

Before beginning to write the dissertation, the candidate should obtain a copy of the Formatting Guidelines for Dissertations, Theses, Defendable Projects & Practicum Reports from the Office of Graduate Administration; this document specifies the academic and technical requirements necessary to ensure that the work is acceptable to the University and to the National Library of Canada.

7.4 Language Requirements

A Doctoral program may require a reading knowledge of one or more languages other than English. Language requirements will be set for individual students by their supervisory committees according to the regulations of the programs and shall as a rule be geared to the individual research requirements of each candidate. Where language requirements are set, they shall be considered part of the student’s program, and must be met at the latest before the student defends the dissertation.

7.5 Course Transfer

On the recommendation of the program concerned, the Dean may accept courses taken at other recognized universities for credit towards a Doctoral program. However, at least half of the courses taken for the degree must be taken as a graduate student at UNBC.

7.6 Integrated Courses

Doctoral students will not receive degree credit for more than 6 credit hours of integrated delivery coursework (see Integrated Delivery Graduate and Undergraduate Courses in Admissions and Regulations).

7.7 Time Limit

7.7.1

Normally, a student proceeding to a Doctoral degree must complete all the degree requirements within seven consecutive years (84 consecutive months) from the date of first registration in the program. If the student has transferred from a Master’s program, completion is required within seven years of the date of the first registration in the Master’s program.

7.7.2

7.7.3

A time extension is normally approved for two semesters with the expectation that all outstanding degree requirements of a student’s graduate program (including the defence and dissertation corrections) are completed within this period of time. Further time extensions may be granted under exceptional circumstances. Students who fail to complete at the end of a time extension are required to withdraw from their graduate program.

7.7.4 Residency Requirement

A student with a Master’s degree registering in a Doctoral program must pursue studies under the direction of a faculty member as a full-time student for at least two full semesters within 24 consecutive months of initial registration.

7.8 Academic Supervision

7.8.1Supervision

Each Doctoral candidate has, at the time of their application for admission, identified and gained the agreement of a member of faculty to act as supervisor. Subject to an offer of admission to the program, the agreement is approved by the Dean.

The supervisor must be aware of, and adhere to, the various and relevant university regulations; must provide guidance to the student on the nature of research, the standards required, the adequacy of the student’s progress, and the quality of the student’s work; and must be accessible to the student to give advice and constructive criticism.

The supervisor and student must maintain in contact through regular meetings. Supervisors who expect to be absent from the University for an extended period of time (including during sabbaticals) must make suitable arrangements (including the appointment of a temporary replacement if appropriate) with the student and the Chair of the program, or if applicable the Chair of the graduate committee for the continued supervision of the student, or must request that the program or faculty nominate another supervisor to be approved by the Dean.

A member of a supervisory committee who has an adjunct or emeritus position with UNBC cannot be the sole supervisor of a graduate student. A faculty member who leaves UNBC cannot remain as a sole supervisor for a graduate student. The Chair of the degree program is expected to ensure that a new supervisor or co-supervisor is appointed from existing faculty. All such changes require the approval of the Dean who may recommend further changes of the supervisor or supervisory committee.

7.8.2 Supervisory Committee

Each student has a supervisory committee nominated by the Chair of the program, or if applicable, the Chair of the graduate committee and approved by the Dean. The Chair of this committee will be the supervisor.

The duties of the committee include recommending a program of study chosen in conformity with degree program requirements, supervising the dissertation, and participating in a final oral examination. The committee may conduct other examinations, and recommends to the Dean whether or not a degree shall be awarded to the candidate.

The composition of the Doctoral supervisory committee is at least four members, including the academic supervisor. At least one member of the committee must be from outside the program in which the candidate’s research is being carried out.

7.9 Doctoral Candidacy Examination

Within two years of registration as a Doctoral candidate and at least six months before the final oral examination, a student must pass a candidacy examination. The purpose of this examination is to test the student’s understanding of material considered essential to the completion of the degree, and to test the student’s competence to conduct the research which will culminate in the dissertation. The candidacy examination may be written or oral, or both, at the discretion of the program. Individual graduate programs or supervisory committees may also require other examinations in addition to the candidacy examination. Examples of such examinations would be those to test competence in languages other than English, in statistics, in computing, or in other research skills. In some graduate programs there may be comprehensive examinations to be completed before the candidacy examinations, to test knowledge in the field. The candidacy examination is a degree requirement, and cannot be waived by any graduate program. However, the form, content, and administration of such examinations are determined by the individual graduate programs. While there may be wide variety in the content of candidacy examinations, the manner in which the examinations are constructed, conducted, and evaluated must be consistent within individual graduate programs.

Graduate programs are responsible for providing students with a written statement of procedures, requirements, and regulations governing candidacy examinations. This information must be provided to Doctoral students at their initial registration and must be on file with the Dean.

Students who fail any components of the candidacy exam may be allowed a second attempt to pass the outstanding components. Normally, the second attempt takes place within a six-month period from the date of the first examination, as set by the graduate program. Failure of the second attempt results in the student being required to withdraw from the program.

7.10 Final Oral Examinations (Doctorate)

All Doctoral programs require a final oral examination. The regulations for such examinations are the same as for Master’s programs, except as noted below.

7.10.1 Formation of the Examining Committee

The final oral examining committee for the Doctoral degree shall consist of the Chair, the supervisory committee, and an external examiner from outside the university. Minimum required attendance for a defence, either in person or virtually, must include the Chair, the student, supervisor (or one of the co-supervisors), the external examiner, and one committee member. The Dean appoints the Chair, normally a tenured member of the faculty at the associate professor level or higher with extensive experience in graduate programs, or a faculty Dean. The Chair must be independent of the program, student and project.

The external examiner must be a distinguished scholar with particular experience, both in the field of the dissertation research and in supervising Doctoral students.

The proposed external examiner must be in a position to review the dissertation objectively and to provide a critical analysis of the work and the presentation. It is therefore essential that the external examiner not have a current or previous association with the student, the supervisor, or the graduate program which would hinder this type of objective analysis. The external examiner should hold a PhD and an appointment with a recognized university, ideally at the associate or full professor rank, or be a recognized scholar in their field. Procedures regarding appointment of the external examiner and request for oral examination are on the Graduate Administration website.

Once the Doctoral supervisory committee members have each declared that the dissertation is of adequate substance to warrant that the student proceed to the final examination, the dissertation is sent to the external examiner. At this point no changes to the examining committee are allowed. The Dean requests that the external examiner provide an overall evaluation and a detailed report on the merits and deficiencies of the dissertation. A judgment of unsatisfactory performance by the external examiner is reviewed by the Dean, but normally constitutes a failed attempt of the dissertation defence. If the Doctoral supervisory committee members judge an unfavourable report by an external examiner to be unwarranted, they may recommend, through the graduate program Chair, engagement of a second external examiner.

Upon receipt of a favourable report from the external examiner, the candidate may proceed to the oral defence.

7.10.2 The Examination

Requirements and procedures for scheduling and conducting the oral examination are available on the Graduate Administration website.

The examination is normally held at the Prince George campus. Exceptions must have the unanimous agreement of all Doctoral supervisory committee members and the student. Normally, the oral examination shall be open to all members of the UNBC community. In exceptional cases, the final oral examination may be closed, for example, when the results of the dissertation research must be kept confidential for a period of time. In such cases, the Doctoral supervisory committee members and graduate program Chair shall recommend such action to the Dean who may then approve that the final oral examination be closed to all but the examining committee and the Dean.

The oral examination shall consist of a 25- to 30-minute oral presentation by the candidate to include a summary of the salient points of the research, which is followed by the questioning and examination of the candidate by the examining committee. Guidelines and procedures for the format of the final oral examination are available on the Graduate Administration website.

The decision of the examining committee is based on the dissertation and the candidate’s ability to defend their work. The committee makes a recommendation for a PASS or FAIL as previously detailed in Results of Oral Examinations in Admissions and Regulations. The dissertation must be passed by the external examiner and a majority of members of the examining committee. In the case of a failure for the dissertation at the PhD level, a detailed written report is prepared by the Chair and made available to the candidate and submitted to the Dean via the Graduate Administration office. A student who receives a failure on either the dissertation or the oral examination twice is required to withdraw from their Doctoral program.

The examining committee may also make recommendations regarding authority for final approval of required revisions, time limits for the completion of revisions, the necessity for a second oral examination, and any other matters.

7.11 Degree Completion and Graduation

7.11.1

The University Senate grants degrees at the end of each semester. Each candidate for a degree must complete an Application for Graduation form and must pay the graduation fees (see Fees section). Application for Graduation forms are available at the Office of the Registrar or online at www.unbc.ca/graduate-administration.

7.11.2