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. 

*See note about Athabasca University in the Western Deans section as this deadline is significantly earlier.

Introduction

UNBC students may take coursework at other universities under two agreements. 

In British Columbia, Alberta, Saskatchewan and Manitoba, students apply to take external coursework under the Western Deans Agreement. For all other provinces, students can take coursework through the Canadian University Graduate Transfer Agreement (CUGTA), provided the university is a member of the Canadian Associate of Graduate Schools (CAGS). 

The key difference between the two agreements is how tuition fees are assessed:

1. The Western Deans' Agreement provides an automatic tuition fee waiver for visiting students. 
   • While on a Western Dean's agreement, UNBC students will continue to pay tuition fees at UNBC but will not pay tuition fees at the host institution. However, students 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.
2. Students covered by the CUGTA transfer policy will pay tuition for the course concerned and applicable 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.). For international students, it is important to understand that this rate will be at the international tuition fee rate at the host institution.

Students may also visit any member institution of CAGS for the purpose of conducting research (no coursework permitted) via the Canadian Graduate Student Research Mobility Protocol (CGSRMP) if approved. This often happens where a supervisor has an existing collaborative research arrangement or in instances where a student has a co-supervisor or committee member at another university.

Requests must be received in the Office of Graduate Administration at least 7 weeks prior to the start of the course or at least one week prior to the host institution's deadline (which may be earlier). All requests need to come into the Graduate Office at least 7 weeks prior to the start of the course regardless of the host institution's deadline unless their deadline is earlier. 

For example, if a university requires a form be submitted by their registration deadline where that deadline is 3 months prior to the course start date, the request form needs to be submitted to UNBC's Graduate Office at least 1 week prior to that institution's deadline in order to allow time for processing. If the host institution's deadline is 3 weeks prior to the start of the semester, the Graduate Office still requires it to be submitted 7 weeks prior in order to allow time for processing. We highly recommend forms be submitted as soon as possible.

Western Deans Agreement

The Western Deans' Agreement provides an automatic tuition fee waiver for visiting students. While on a Western Dean's agreement, UNBC students will continue to pay tuition fees at UNBC but will not pay tuition fees at the host institution. However, students 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.

Students will qualify for the fee waiver if they:

• submit the request prior to the deadline;
• are in good standing in a graduate program; and
• have no unpaid tuition or fees.

Students must meet all requirements as prescribed by the host university's regulations, deadlines, class capacities, and course prerequisites.

Registration is possible in courses at both the graduate and undergraduate levels, and in credit courses offered through distance education or other means. To be eligible, courses must be an integral part of the applicant's graduate degree program. 

A fee waiver is not permitted for Audit or non-credit courses.

Deadline

The Western Deans process has a two stage deadline:

1. The first deadline is UNBC's internal deadline (7 weeks before the start of a class);
2. The second deadline is the deadline in which to receive a fully approved and processed request form from the home institution to the host institution. This deadline varies widely from months to 2 weeks based on registration deadlines.

The 7 week deadline is set to ensure that we have a fully approved form in sufficient time to get a request to the host institution for processing. Ideally, courses are planned in advance as a part of a student’s degree. While a host institution may accept a request form for processing in as little as two weeks prior to the start of the semester, this timeline is set as the final date that the host institution will accept a request. The risk of submitting a request for the final deadline of acceptance rather than ahead of the deadline would be not getting the request reviewed in time or seats being full. You are strongly encouraged to get your request forms in to our office as soon as possible.

Students must submit the Western Dean's request form signed by the Program Chair to the Office of Graduate Administration no later than 7 weeks prior to the start of the requested course or 1 week prior to the host institution's deadline (which may be earlier than 7 weeks). Some institutions may have a deadline that is earlier than our general 7 week processing deadline (e.g. Athabasca) so we recommend planning early. Some institutions have published deadlines and guidance on the Western Deans website.

Special Note: Athabasca University

Students wishing to enroll at Athabasca University via the Western Deans Agreement must have their application submitted to Athabasca by our office before the application and registration deadline for the course they wish to take. You should plan carefully and give yourself plenty of lead time for processing. Start by reviewing the information on the host institution's website, including applicable costs. 

Depending on the host institution's application and registration deadlines, you may need to submit your form to our office 2 to 3 months earlier than you would to take coursework at another partner institution.

Athabasca University only accepts incoming WDA requests for graduate-level courses and has a limited availability for incoming graduate requests. Please check the website to ensure they are still accepting requests and note that some courses are only offered on a sessional basis. Visit Athabasca's website for specific information on program requirements, deadlines, and fees. If you have questions, you may contact fgs@athabascau.ca.

Eligible Courses

If you would like to verify that a course can be accepted by your program prior to completing the paperwork for exchange, you should speak with your supervisor/Chair and submit a program approval revision form. You should specify what the course is replacing (e.g. will fill 3 credits of electives, will replace XX course in the required course list, etc.). The program will need to assess whether or not the coursework eligible for transfer. 

Generally speaking, Open Learning/Continuing Studies coursework is not eligible for transfer credit under these agreements.

Procedure

Students must submit a Western Deans Application Form and must have a valid program of study on file. 

1. If the student does not yet have an approved program of study form on file, this form should be included with the Western Deans form upon submission. If the student does have a valid program of study on file, a Program Approval Revision form should accompany the request. 
2. An outline of the course work being requested must be attached to the request form.
3. The request, program form, and course outline is submitted to grad-office@unbc.ca.
4. Students will be registered in VRES 951 and pay full tuition and fees to UNBC. Additional fees at the host institution may apply.
5. Once the course is complete, the student arranges for a transcript to be sent from the host institution to UNBC.

Students must have the permission of their supervisor (or Chair, where no supervisor is assigned) prior to requesting enrolment in a Western Dean's course. This approval should be indicated on a Program Approval form, or on a Program Approval Revision form if an approval form has already been submitted and taking this course revises the original approved program of study. This form and the completed Western Dean's form should be submitted to the Program Chair for approval prior to sending the paperwork to the Office of Graduate Administration.

Program Approval and Revision Forms can be found on the Graduate Administration website. The Western Deans form is located here.

Students must include an outline of the course work that they propose to undertake, including a demonstration of the appropriateness of the selected course to act as a replacement of existing courses in the program of study.

The form must be emailed to grad-office@unbc.ca for processing by the deadline. Failure to submit forms on time may result in processing delays or an inability to process registration at the host institution.

No more than 6 credits total can be taken via the Western Deans Agreement (subject to the program requirements outlined in the Graduate Calendar).

Students may not claim fee waivers under the terms of this Agreement for a period of more than 12 months total.

Canadian University Graduate Transfer Agreement (CUGTA)

Purpose

The CUGTA Agreement provides students in good standing enrolled in a graduate degree or diploma program at a CAGS member university the opportunity to avail themselves of courses offered at another member institution (host) for transfer credit to the program at their institution (home).

The definition of “home” is the institution in which the student applicant is enrolled and is expected to provide the graduate degree or diploma. The “host” is defined as the institution at which course credits can be obtained that can be counted toward a degree or diploma at the home institution.

If you would like to verify a course can be accepted by your program prior to completing the paperwork for exchange, you should speak with your supervisor/Chair and submit a program approval revision form. You should specify what the course is replacing (e.g. will fill 3 credits of electives, will replace XX course in the required course list, etc.). The program will need to assess whether this coursework is eligible for transfer. Generally speaking, Open Learning and Continuing Studies coursework is not eligible under these agreements.

Application Process

Students applying to take advantage of this Agreement are not required to go through the normal application process associated with being accepted as a transfer student. Instead, students complete the CUGTA Agreement Form and submit it to grad-office@unbc.ca.

Eligibility

Students taking advantage of this Agreement would not be eligible for any form of financial support from the host institution.

Fees and Related Study Costs

Students covered by the Agreement will pay tuition for the course concerned and applicable 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.)

Transcripts

Following completion of the course (whether successful, withdrawal, or unsuccessful), it is the student’s responsibility to arrange for the provision of a transcript to UNBC, paying fees currently in effect for that service at the host institution.

Canadian Graduate Student Research Mobility Protocol (CGSRMP)

As research becomes increasingly interdisciplinary and networked, and as research equipment becomes more specialized and expensive, graduate students from one university may have to spend time at another university in order to complete or enhance their research. 

The Canadian Associate of Graduate Studies encourages graduate student mobility within Canada in order to foster the exchange of ideas, specialized training, research collaboration, and interdisciplinarity.

Any CAGS member institution may accept a visiting graduate research student so you will want to consult the host institutions website for details on how to apply.

Cost

While you are registered as a CGSRMP student at a member university, you will continue to pay your tuition and student fees at UNBC. You will be registered in a VRES course to maintain your active student status. No fee will be charged to visiting graduate research students at the host institution provided they are registered full time, are paying fees at their home institutions, and are not taking courses at the host institutions. However, incidental fees may be charged at the discretion of the host university. You will be registered as a “visiting graduate research students” at the host institution.

Important Information

A faculty member at the host institution must agree to supervise and take responsibility for the visiting graduate research student during their stay. It is the responsibility of the visiting student to find a supervisor at the host institution.
As a visiting graduate research students, you are expected to have access to basic research services (e.g. library, e-mail access, computing) and to basic student services (e.g. recreation facilities, provided that the incidental
fees, if applicable, are paid) at the host institution. You will not have access by default to health and other benefits plans, transit passes, etc. paid from tuition and other student fees at the host institution, although individual institutions may wish to arrange for this.

In order to apply as a CGSRMP student, you will need a written agreement between yourself (as a visiting graduate research students), your UNBC supervisor(s) and the host institution supervisor(s) concerning issues such as intellectual property, stipend and benefits, travel costs, access to research equipment and supplies, research ethics, space etc. Follow the procedures outlined at the host institution.