| How to Submit Graduate
Student Forms for Signature and Processing |
| Progress in an academic program at UBC entails
the production of numerous forms, many of which
are sent on to the Faculty of Graduate Studies
for processing. These forms include: requests
for a waiver of a required course, requests for
a leave, requests for an extension to time allowed
for degree completion, doctoral exams forms,
program of graduate studies forms, and so on.
In ECPS, we have a responsibility to the Faculty
of Graduate Studies to perform an oversight function
relative to these forms — to make sure
that what people are asking for is possible and
appropriate within the multitudinous exigencies
posed by the University’s numerous policies
and procedures. To perform that oversight function
appropriately, we have a procedure for the submission
of these forms. |
Forms are available here: ECPS forms (e.g.,
course waiver, PGS +): http://ecps.educ.ubc.ca/students/student_forms.htm?formID=SDT
Faculty of Graduate Studies (FoGS) forms (Request for Extension, Doctoral Exam
forms +): http://www.grad.ubc.ca/forms/?=FST |
| We ask you to follow this procedure, as follows: |
| Submit a complete,
recent version of the form. |
- Take a look at the website where the
form you need is available, and make
sure to provide whatever paperwork needs
to accompany the form, as well as securing
the requisite signatures (e.g., research
supervisor, or committee, or whomever).
|
| Submit the form to the ECPS Graduate Office
for signature, and if required, forwarding to
the Faculty of Graduate Studies (FoGS) |
- Submit all graduate student forms to the ECPS
Graduate Office staff: Karen Yan, Scarfe 2522
(CNPS and MERM) or Alex Allen Scarfe 2516
(HDLC, SPED or SCPS).
- Forms can not be submitted by email, or
fax, as they always entail the inclusion
of actual, and not virtual, signatures.
- Forms can not be submitted for signature
to any staff other than the ECPS Graduate
Office staff. The ECPS Graduate Office staff
always need to check that the information
is accurate correct and complete, and the
request appropriate.
- Forms should not be sent to the Director
of Graduate Programs by campus mail, nor
left in her/his mailbox. ECPS staff need
to check the information on the form prior
to its signature, and therefore it only delays
signature of the form if it is not submitted
directly to the ECPS Graduate Office.
|
| Pay attention to deadlines. |
- Make sure that you allow at least two
weeks for a form to be signed, and sent off
to the Faculty of Graduate Studies. The Director
of Graduate Programs typically signs all
of the forms that are submitted to the ECPS
office within a week following submission.
- In the unlikely event of an actual state
of urgency -- where a form must be signed
within an atypically abbreviated time-frame
-- please advise the Director of Graduate
Programs (DGP) by email of the problem. The
DGP will then be able to make sure that an
appropriate signature is secured within the
requisite time-frame.
|
| |
| |
| |
