Processing Student Advising Forms

Advising Form Signature Required from Associate Dean Download Form
Audit/Change in Registration Form YES PDF Icon Download PDF
Cross Campus Registration YES PDF Icon Download PDF
Directed studies YES PDF Icon Download PDF
Late Withdrawal, Registration Drop Form YES PDF Icon Download PDF
Letter of Permission Request YES PDF Icon Download PDF
Out Of Time Exam Form YES PDF Icon Download PDF
Pre-Req Waiver NO PDF Icon Download PDF
Standing Aegrotat YES PDF Icon Download PDF
Standing Deferred YES PDF Icon Download PDF

Audit/Change in Registration Form

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  • This form is used if a student would like to Audit a course or would like to add a course after the withdrawal dates. NOTE: Use the Late Withdrawal form if the student would like to withdraw from a course after the withdrawal date.
  • The students must fill out the form in full including the information about what course they are requesting a change for.
  • The students must obtain a signature of approval from the instructor of the course in question before they bring the form to the Associate Dean.
  • The Associate Dean signs the form as the final approval and gives the form to the Dean’s Office Administrative Assistant who makes the change to the student’s record in SISC.
  • The completed form is filed in the appropriate Departmental office.

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Cross Campus Registration

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  • This form is used if a UBC Okanagan student wishes to take courses at UBC Vancouver.
  • The students must fill out the form in full including their information and the information about what course(s) they would like to take at UBC Vancouver.
  • The Associate Dean is the only one who signs the form for approval.
  • Once the form has been signed, the Associate Dean gives the form to the Dean’s office Administrative Assistant. She scans the form and sends a copy via email to the student and to Christine Williams in Enrolment Services in Vancouver at cross.campus@ubc.ca .
  • The completed form is filed in the Dean’s office Administrative Assistant’s office.

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Directed Studies Form

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  • This form is used when a FCCS instructor initiates the process for a directed studies course for a student.
  • The instructor and the student must fill out the form in full and both sign it before it is brought to the Associate Dean.
  • The instructor must attach a course syllabus to the form.
  • The Associate Dean signs the form as the final approval for a Directed Studies course.
  • Once the form has been signed, the Associate Dean gives the form to the Dean’s office Administrative Assistant and she forwards the form back to the appropriate department secretary.
  • The completed Directed Studies forms are filed in appropriate Departmental office.

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Late Withdrawal

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  • This form is used when online registration has closed and the student is unable to take him or herself out of the course.
  • The students must fill out the form in full including the information about the course(s) they would like to withdraw from and obtain the signature from their instructor.
  • The Associate Dean has final approval for students to withdraw from a class. The withdrawal is typically granted for these reasons:
    • Medical or emotional issue that has prevented them from attending class (ensure that sufficient documentation is provided from a medical practitioner, including the relevant dates and severity of the issue)
  • With a Late Withdrawal, students will still have a W on their record for that course. Under some special circumstances, the Associate Dean can approve a withdrawal without a W on the student’s record and a refund of fees. In this case, the Associate Dean has to contact Enrolment Services (Kim Filice) to have the course dropped. Students are often advised to apply for a Standing Deferred in the course instead of a withdrawal if they are now in good health and able to complete the course work within a reasonable time.
  • If it is late in the term, it is expected that the student is withdrawing from all courses.
  • There is collaboration with the Barber Schools Associate Dean office on Late Withdrawal’s if necessary as many students are taking courses from both Faculties. If the student is a Barber School student, the form is forwarded to the Barber School’s Associate Dean for completion, provided all FCCS course instructors that the student is requesting withdrawal from, have signed the form.
  • Once the form has been completed, return it to the Dean’s Office Administrative Assistant who will notify the student and the instructor and make the change to the student’s record in SISC.
  • The completed Late Withdrawal forms are filed in the appropriate Departmental office.

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Letter of Permission

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  • This form is used when a student wishes to take courses at another institution and is requesting to receive credit for them towards their UBC Okanagan degree.
  • The student must complete the top portion of the form in full, including the correct mailing and fax number information for the institute they would like to take courses at. The course information of the courses they would like to take must also be completed, including the course name, number and credits.
  • If it is a third or fourth year course and/ or it is from an institution outside of BC, the student is required to have the relevant academic advisor fill in the UBC Okanagan equivalent for the course(s) and sign the form.
  • If it is a first or second year course from a BC institution, they do not need to fill in the equivalency information as this information is available on the BC Transfer Guide.
  • If the student is a declared major in another faculty, the student must take the form to the appropriate Associate Dean’s office. If the student has a declared major in FCCS, they will fill out the FCCS Letter of Permission form and bring it to Academic Advising.
  • Academic Advising will send the form to FCCS for processing. Once the Dean’s office Administrative Assistant has received the form, she will generate a Letter of Permission letter for the Associate Dean to approve and sign. The Associate Dean needs to consider the amount of transfer credits the student has already acquired when deciding to approve LOP requests as a student cannot exceed 60 transfer credits.
  • When approved, the Associate Dean returns the signed form to the Dean’s Office Administrative Assistant who will process the letter. The form will be sent to the student to contact the institution, making a note in SISC, and filing the original letter in the faculty office.
  • It is up to the student to ensure an official transcript of the courses they take at the other institution is sent to Enrollment services at UBC Okanagan to receive credit for the external courses.

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Out of Time Exam

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  • This form is used when a student is requesting to write a final exam outside of the scheduled exam time but during the time assigned for final examinations.
  • This form may be used if a student is either requesting to re-schedule an exam time before the exam has been written or if a student misses an exam, in which case the form must be submitted within 48 hours of the exam they missed.
  • The student must complete the top portion of the form including the reason for the request and documentation to support this request.
  • The reasons a student will have an Out of Time Exam request approved are clearly stated on the second page of the form. These include:
    • A medical condition. Medical documentation is required.
    • Emotional or other problems. Documentation from a counsellor or other relevant proof is required.
    • Religious observance. A note from a leader within their religious community stating how this date and/ or time is in conflict with their religious practice is required. This is expected 2 weeks before the final exam.
    • Military service. Documentation is required.
    • 3 exams scheduled within a 24 hour period. The student must indicate which courses the exams are for and their scheduled dates and times. A 24 hour period is taken literally meaning all 3 exams must fully take place in this 24 hour period.
    • 2 exams scheduled at the same time. The student must indicate which courses the exams are for and their scheduled date and time.
  • Please note that holiday plans (plane tickets, cruise tickets or hotel reservations) are not a legitimate reason for an Out of Time Exam approval. It clearly states in the UBC Okanagan policies when the exam period is and that holiday travel should not be booked within these dates.
  • Out-of-time exams are not approved for students who failed to show up for a scheduled examination because they forgot the time or overslept.
  • Legitimate reasons for missing an exam are:
    • A sudden illness or injury that prevents the student from getting to campus or writing. Medical documentation is required.
    • An appointment for surgery that cannot be scheduled for another time. Medical documentation is required.
    • The death, sudden onset of a life-threatening disease, or serious injury of the students spouse/partner, parent, sibling, child, or grandparent.
    • The birth of the student’s own child.
    • A car accident on the way to the exam. An accident report from the police or the Insurance Corporation of British Columbia (ICBC) is required.
  • The second portion of the form is completed by the student’s instructor for the course exam in question. The new suggested date, time and location for the exam must be indicated on the form.
  • The Associate Dean gives the completed form to the Dean’s Office Administrative Assistant who informs both the student and the instructor by email whether the request has been approved or not.
  • The completed Out of Time Exam forms are filed in the appropriate Departmental office.

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Pre-Req Waiver

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  • This form is used when a student is requesting the pre or co-requisite for a course be waived.
  • The student must fill out the form in full including the course information for the course they would like to take and the pre or co-requisite they are wishing to have waived. Any documentation that supports the request must be attached to the form.
  • The appropriate Department Head approves this request. The Associate Dean’s approval is not required.
  • This form is filed in the appropriate Departmental office.

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Standing Aegrotat

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  • This form is used when a student is requesting credit for a course even though the course requirements have not been completed due to medical, emotional or other difficulties.
  • The student must fill out the form in full including attaching any documentation required to support their reason for the request.
  • Aegrotat standing is considered when the student has had medical, emotional or other issues that have interfered with them completing the course work. Medical documentation must support this claim, including dates of when the student was unavailable. Aegrotat standing is awarded only if the course instructor and the Associate Dean agree that the student has demonstrated the capacity to deal with the course material satisfactorily.
  • The instructor must complete the second portion of the form including indicating whether or not they recommend Aegrotat standing for the student.
  • The Associate Dean signs the form and indicates whether or not Aegrotat standing is approved. When AEG standing is awarded, a letter grade is assigned. This will be converted to the minimum percentage for that category for the calculation of averages.
  • The Associate Dean gives the completed form to Dean’s Office Administrative Assistant who lets both the student and the instructor know if the request has been approved.
  • The completed form is filed in the appropriate Departmental office.

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Standing Deferred

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  • This form is used when a student is requesting more time to complete the course work. This is an alternative solution to Aegrotat standing or a late withdrawal.
  • The student must fill out the first portion of the form, including attaching any documentation required to support their reason for the request.
  • The instructor of the course in question must fill out the second portion of the form indicating what course work is remaining and the date the work must be completed. All outstanding work from a Winter Session course must be completed in full and the new grade submitted by the following August 23. All outstanding work from a Summer Session course must completed in full and the new grade submitted by the following December 23. The student must re-sign the form after the instructor has filled out this portion to show that they understand and agree with what is required of them.
  • The Associate Dean must sign the form and indicate whether they approve or deny the request.
  • The Associate Dean gives the form to the Dean’s Office Administrative Assistant who lets the student and the instructor know via email of the decision. She also changes the course status in SISC for the student to indicate SD status for that course. The instructor must have a grade for the course indicated on SISC based on the work that has been completed so far.
  • The Dean’s Office Administrative Assistant keeps the forms on file. If she has not heard from the instructor within a few days of the deadline indicated on the form, she will email the instructor to ask whether the course work has been completed or not.
  • If the work has been completed, the instructor must complete a change of grade form, sign it, have the appropriate Department Head sign it, and then submit it to the Associate Dean for final approval. Once the Associate Dean has signed it, the Dean’s Office Administrative Assistant will take off the SD status and enter the new grade in SISC.
  • If the work has not been completed, the Dean’s Office Administrative Assistant will ask the instructor if they want the SD status to be removed and for the grade to stay as it is as this is the standard policy.
  • The student may request an extension to complete the course work from the Associate Dean. This is typically granted if the instructor agrees and the student can produce more documentation as an explanation for why the work was not completed in the time frame set. If there is an extension granted, the Dean’s Office Administrative Assistant will change the date on the original SD form, attach the new document and will inform the instructor and student about the extension.
  • The completed form is filed in the Dean’s Office Administrative Assistant’s office.

Last reviewed shim12/10/2014 2:58:05 PM