Frequently asked questions
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Yes, you are required to apply for graduation regardless of whether you are able to attend the ceremony. If you do not apply you will not graduate.
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You will not complete your requirements by the fall congregation deadline. You must apply to graduate in the spring ceremony following the completion of your degree requirements. If you will not meet degree requirements by the deadline for spring graduation, you must apply for fall graduation.
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The fall schedule is available in September and the spring schedule is available in February on the Graduation at UBC website. More personalized information will be available on the SSC nearer to the ceremony.
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Your application to graduate will be reviewed by your faculty in October (for the fall ceremony) and in April (for the spring ceremony). The final approval will be noted on your graduation application in the SSC about a week prior to the congregation ceremony.
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In your graduation application, between applying and your graduation day, you will notice changes in your application. Below is a list of terms you may see on your application and what they mean:
- Applied for Graduation: Your application has been received. Applications will be reviewed once the graduation application closes. Please ensure that all requirements are met by the deadline for graduation.
- Pending: Your application will remain pending until all final grades are in, and your file has been approved by the Dean of your faculty.
- Graduation Not Approved: Your application for graduation has not been approved by your faculty/school. Contact your faculty/school if you believe that you have met graduation requirements and should be eligible to graduate. Otherwise, you will need to re-apply for graduation in a subsequent session when you become eligible to graduate.
- Withdrawn Application: Your application has been withdrawn and will not be evaluated for graduation. You must re-apply for a subsequent session.
- Approved: Your file is complete, and your application has been approved by the Dean of your faculty. Your credential will not appear on your transcript until Senate meets to approve all graduates and confer their degrees.
- Conferred: Your degree has been conferred (awarded) by senate and your credentials will appear on your transcript. Senate usually confers degrees during its regular monthly meeting about a week before graduation ceremonies.
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Contact your faculty or departmental advising office.
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If you are a student completing a double major, you will be assigned to the ceremony for the major that is listed first on your student record (i.e., a double major in French and Economics will be assigned to French). To check your student record, log into the Student Service Centre (SSC), select "Registration," and then "My Program."
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Contact your program/faculty advising office to request a letter of completion.
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Please contact your faculty or departmental advising office.
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Some degree or diploma/certificate programs do not have year levels so the system cannot determine when you'll be completing your program. For some programs, students may take from eight months to five years to graduate. We want to make sure that those who are eligible to graduate know they should apply.
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You can withdraw your graduation application by sending in a written request to gradapplications@students.ubc.ca. When you are ready to graduate, please remember to apply again.
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Follow these steps:
- Arrange for an official transcript from the other institution to be sent directly to Records & Registration at UBC.
- Arrange for the letter of permission that you obtained from your faculty (prior to taking courses at the other institution) to be sent to Records & Registration at UBC.
Send to:
Added credit for letter of permission
Records & Registration
Enrolment Services
2016–1874 East Mall
Vancouver, BC Canada
V6T 1Z1- Submit a completed Added Credit for Letter of Permission Form (148KB DOC) and make sure to indicate that the credit is for upcoming graduation. Check the transfer credit website for submission options.
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Graduate students who are award recipients will have their award prorated to the end of the month in which they complete their degree requirements, including submission of their thesis to the UBC Library. Students will be required to return any amounts issued to them for the time period after their effective completion date. Please contact Student Financial Assistance and Awards with any additional questions.
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You can purchase a UBC diploma frame during the graduation ceremonies outside near the Chan Centre. You can also purchase one online through Alumni Affairs or in person at the UBC Bookstore.
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Yes. A portion of the frame purchase is donated to UBC Alumni Affairs.
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Yes. If you would like someone to pick up your diploma on your behalf, download the Third-Party Document Pickup Form (PDF), fill it out and give it to the person who will be picking up your diploma for you. Ensure you have filled out the form correctly and that the person picking the diploma up has the identification specified in the form.
