This webpage provides answers to frequently asked questions about our various exchange agreements for UNBC students.

Frequently Asked Questions

General Questions

Where can I find information on exchange agreements?

Full details can be found on this webpage.

How long will it take to process my request?

Processing time varies. There are two stages to processing a request. First, you must have the request approved by the Office of Graduate Administration. We then submit the form to the faculty Dean. Following final review and approval, the form is sent to the host institution for processing. The host institution is responsible for coordinating the same approvals. Given the multiple touch points to have a request approved (and potential delays while signatures are obtained), we recommend you submit your form as early as possible. It is also a good idea to plan submitting your request earlier in case there are any roadblocks or barriers (e.g. a course is full or a program does not approve a request).

Applying for consideration to take coursework at another institution does not guarantee approval by the host institution. The decision to accept a student via an exchange agreement is solely at their discretion and multiple considerations are factored in to the decision to approve a request.

How do I confirm completion of a course(s) at another institution?

Once you have received a grade for your course(s), you should immediately arrange to submit an official transcript to the Office of the Registrar at UNBC (3333 University Way, Prince George, BC V2N 4Z9).

How to I withdraw from a course I have registered in?

Prior to requesting to take coursework via an exchange agreement, you should be sure that you are able to take the course(s). However, if an exceptional situation arises and you need to drop a course, you must contact the host institution and follow their procedures for course drop (including adhering to registration change deadlines). You must also notify the Office of Graduate Administration and your supervisor/Chair. A program revision form may also be required to remove the course.

The process for course withdrawal is different at each institution so you will need to ensure you follow procedures and adhere to deadlines. Failure to drop coursework by the deadline may mean that any assessed fees are still owed and you may receive a failed grade.

Western Deans Agreement

Where can I find more information about the accessing the Western Deans Agreement?

• A guide for UNBC students can be found here.
• An FAQ is available on the Western Deans website.
• Specific information/linked websites (including institutional deadlines) for some universities can be found on the Western Deans website here. If you don't see the institution you plan to attend on this website, you should search the host institution's website directly.

How do I apply to take coursework via the Western Deans?

Students apply by submitting a form (found on this website). Western Deans requests must first be reviewed and approved by UNBC.

Do not submit requests directly to the institution you would like to attend (host institution). Directly submitted forms will not be processed.

What is the deadline to submit a request?

Host institution deadlines vary by institution and, where available, these are posted on the Western Deans website. We recommend you start planning well in advance of the start of the course you wish to take. In particular, processing time at Athabasca can take a couple of months and some institutions require a form be submitted at least 6 weeks prior to the start of the semester. Late forms will normally not be processed.

When considering the host institution deadline, you must ensure you allow sufficient processing time at UNBC to ensure the form can be submitted to the host institution by the deadline. We must receive the request at least 7 weeks prior to the start of class you plan to take OR one week prior to the host institution's deadline (if earlier) to ensure enough time to have your request reviewed by our office.

Registration into coursework via the Western Deans is at the discretion of the host institution. We recommend you submit your request as early as possible (once registration is open at the host institution). Applications are processed on a first-come, first-serve basis and institutions may elect to prioritize enrolment for students enrolled at their institution.

Fee waivers cannot be processed retroactively.

Are there fees to take coursework via the Western Deans?

The Western Deans' Agreement provides an automatic tuition fee waiver for visiting students. Graduate students paying normal required tuition fees at UNBC will not pay tuition fees to the host institution. You will still pay tuition at UNBC. However, you may be required to pay student, activity, application, or other ancillary fees to the host institution, according to general policies in effect at the host institution. Some of these fees may have an opt-out procedure (such as health insurance). If you are wondering about a particular fee, please consult the host institution website and follow the instructions on opt-out procedures.

Pay careful attention to deadlines or opt out requirements as fees cannot be retroactively reversed.

Is there a limit to the number of Western Deans courses I can take?

Subject to the approval of your supervisor (where applicable), your Program Chair and faculty Dean, a maximum of 6 transfer credits total may be completed via the Western Deans. Additionally, host institutions may limit the number of courses they permit a student to take via the Western Deans, particularly if the student has accessed that institution in the past. Additionally, students are subject to the transfer credit limits established in the calendar (at least half of the course work taken must be completed as a degree candidate in a Graduate Program at the UNBC and be UNBC courses). You should discuss this with our office if you have questions.

You must list all previously completed Western Deans coursework on your application.

Can I take a Western Deans course in my first semester?

Whether or not this is permitted will vary depending on the program. You should contact your program well in advance of starting your first semester to plan for this.

What courses can I take?

Registration is possible in courses at both the graduate and undergraduate levels, and in credit courses offered through distance education or other means, subject to approval by the host institution. Check with the host institution for guidelines on what can and cannot be approved.

To be eligible, courses must be an integral part of the applicant's graduate degree program. Typically, students cannot take coursework via the Western Deans that is offered at their home institution. There may be exceptions to this rule. For example, a course may be listed in the catalogue but not offered during the duration of the student’s degree program or within the timeline the student needs to take a class in order to progress through their program. If you want to take a course that is offered at UNBC, you should first contact the Office of Graduate Administration (grad-office@unbc.ca) for discussion.

Fee waiver is not permitted for audit or non-credit courses. You must be a student in good standing and cannot owe fees to your institution.

Canadian University Graduate Transfer Agreement (CUGTA)

Where can I find more information?

A guide for UNBC students can be found here.

What universities can I apply to take coursework through?

If you are seeking to enroll in courses at a university in Alberta, BC, Saskatchewan or Manitoba, you should apply via the Western Deans Agreement. For all other provinces, a list of member institutions can be found here.

How do I apply?

Students apply by submitting the form linked on this webpage.

What is the deadline?

All forms are due 7 weeks prior to the start date of the course OR 1 week prior to the deadline for receipt of a completed form at the host institution.

What is the cost of taking coursework via the CUGTA agreement?

You will pay the applicable tuition for the course concerned and all incidental fees at the HOST institution. Any costs associated with this agreement are the responsibility of the student (tuition and related fees, living expenses, travel, etc.). You should plan carefully for the cost of taking coursework via the CUGTA agreement as tuition fees may be higher at the institution you plan to attend than they are at UNBC (particularly for international students).

While on an approved CUGTA exchange, you do not pay tuition at UNBC. You will, however, still be assessed student fees.

What courses can I take?

Registration is possible in graduate level courses subject to the approval of the host institution. Check with the host institution for guidelines on what can and cannot be approved.

To be eligible, courses must be an integral part of the applicant's graduate degree program. Typically, students cannot take coursework that is offered at their home institution. There may be exceptions to this rule. For example, a course may be listed in the catalogue but not offered during the duration of the student’s degree program or within the timeline the student needs to take a class in order to progress through their program. If you want to take a course that is offered at UNBC, you should first contact the Office of Graduate Administration (grad-office@unbc.ca) for discussion.

Is there a limit to the number of courses I can take via the CUGTA agreement?

Subject to the approval of your supervisor (where applicable), your Program Chair and faculty Dean, a maximum of 6 transfer credits total may be completed via the CUGTA agreement. Additionally, host institutions may limit the number of courses they permit a student to take via an exchange agreement, particularly if the student has accessed that institution in the past. Additionally, students are subject to the transfer credit limits established in the calendar (at least half of the course work taken must be completed as a degree candidate in a Graduate Program at the UNBC and be UNBC courses). You should discuss this with our office if you have questions.

Canadian Graduate Research Mobility Agreement (CGRMA)

Where can I find information on this agreement?

Full details can be found on this webpage.