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.

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)