Campus-wide Policies and Regulations
Regulations Governing University Awards
The following regulations, as approved by the University of British Columbia Senate, govern all awards over which the University has jurisdiction.
- The University does not approve student award terms inconsistent with human rights legislation.
- Student awards issued by the University are applied to tuition and to other student fees owing. If the amount of the student award is greater than the fees, the excess is paid to the student.
- In any given year, if invested funds do not provide sufficient income to disburse any endowed student award, payment of the student award may be reduced or withheld. The University does not guarantee the payment of any student awards other than those funded by the University. The University reserves the right to withhold student awards donated by individuals or organizations where the required funds have not yet been received by the University.
- The Senate reserves the right to change the terms governing a student award, so that they may better meet new conditions, more fully carry out the intentions of the donor, or maintain the usefulness of the benefaction. The rights so reserved shall be exercised by resolution of the Senate duly confirmed by the Board of Governors, provided always that sufficient notice shall be given in Senate of any proposed change and that the donor or representative, if known, shall be consulted about the proposed change.
- While enrolled in Vantage College, students fall under the student classification "International Program" and are not considered undergraduate students for purposes of this policy.
- Vantage College entrance scholarships and awards are adjudicated by Vantage College on a competitive basis from among applicants who come from a variety of cultural and socio-economic backgrounds. Where indicated in the student award description, financial need may also be taken into account in the adjudication of Vantage College awards.
- Recipients of annually renewable Vantage College student awards become subject to the provisions of this policy governing Undergraduate Awards when they progress into the second or subsequent year of their program of study and achieve regular student status.
- Unless otherwise stated, student awards are tenable only at UBC (Vancouver or Okanagan Campus) and are open to Winter Session students only. Marks obtained in Summer Session courses are not taken into account in the adjudication of student awards.
- Entrance Student Awards and Scholarships are based on a student's academic and other experience achieved prior to attending UBC. These awards are made on a competitive basis and are intended to attract the top students.
- Continuing scholarships, prizes, or other undergraduate student awards based on academic merit will normally be given to a student who is
- registered in at least 27 percentage graded credits; and
- has standing in the top 10% of his/her year and Faculty or with an average of 75% or higher (with no failed courses) in the academic session on which the award adjudication is based.
- Academic standing for students taking more than 27 credits will be determined on the basis of 27 percentage-graded credits to be chosen in a manner most advantageous to the student.
- A recipient of a student award may retain the honour of an award but resign the monetary value. Any funds thus made available will be made available to another eligible student.
- Recipients of undergraduate continuing and renewable scholarships, prizes, and other merit-based student awards based on academics normally are expected to be registered in 24 credits to retain their scholarship. Scholarships are offered only to those who continue their studies to the satisfaction of the Registrar. Students registered in fewer than 24 credits in their final year of study may retain a scholarship and/or be eligible for a prize if their Faculty or School confirms this number of credits is sufficient for graduation. In this case, a scholarship may be prorated.
- Students who have completed at least one year of study at UBC may be eligible to defer certain student awards for one year, provided they show satisfactory reasons for postponing attendance. Requests for deferment must be made to Enrolment Services. Students wishing to take up a student award deferred from a previous year must advise Enrolment Services by July 1.
- The University recognizes that students may encounter opportunities or circumstances that could result in a request for deferred admission. Applicants intending to commence the first year of a degree program may request a deferral for one year (or two years in cases of mandatory military service). Students who have been granted deferred admissions will automatically have any scholarships or other merit-based awards deferred until they begin their study at the University.
Students who are granted permission to defer their admission and therefore their student awards, will still have to satisfy any conditions of the Admissions office, such as completion of courses in progress, maintenance of a satisfactory admission average, and graduation from secondary school. They must apply to take up the deferred offer by the application deadline of the following year. They must register in the program and at the campus to which they were admitted or will be required to reapply and compete with the new applicant pool for a space.
- Scholarships and other student awards awarded for achievement in a specific Faculty or discipline or intended for students studying in a particular program are normally conditional upon the recipient continuing studies in the same discipline or program during the following year. A program change to an ineligible Faculty or discipline will usually result in reassignment of the award to another student.
- The fellowships and scholarships offered, unless otherwise stated, are available only to support students engaged in full-time study and/or research leading to a degree at the University of British Columbia and will normally be paid only if the recipient is registered as a full-time student at the University during the payment period.
- Students offered both a major university graduate fellowship funding (Killam Doctoral Fellowship, Four Year Doctoral Fellowship, University Graduate Fellowship, or Affiliated Graduate Fellowship) and external funding for full-time study and research at UBC will be required to accept the external funding. If the value of the external award funding is less than the value of the major university graduate fellowship, the student will receive the difference between the major university graduate fellowship and external award funding.
For the purposes of this policy and in all other policies in which they are not otherwise defined:
Academic Award shall mean a student award where academic achievement is the sole criterion under consideration.
Bursary shall mean a student award given on the basis of assessed financial need. Any student award that takes financial need into account is never indicated on a student transcript.
Continuing shall mean a student award given on the basis of merit, academic or otherwise, demonstrated by the student in the course of studies at the University.
Entrance shall mean a student award given according to criteria including merit demonstrated by the student prior to commencing studies at the University.
Fellowship shall mean a student award given at the start of the academic year to a graduate student primarily based on academic achievement and/or research ability/potential.
Medal shall mean a non-monetary student award, normally given near the end of the academic year based on academic merit.
Merit-based shall mean that a student award is given based on academic or other merits.
Need-based shall mean financial support given to a student based on financial need. Any student award that is based on financial need t is not indicated on a student transcript.
Non-academic Award shall mean a student award where neither financial need nor academic achievement is the sole criterion under consideration. (e.g., a student award given on the basis of non-academic merit, or a combination of academic and non-academic merit, or a combination of merit-and need-based criteria). Non-academic awards are not indicated on the student transcript.
Prize shall mean a student award given to a student to recognize academics and/or achievement of the academic year that has just ended.
Scholarship shall mean a student award given to a student on the basis of academic achievement, usually disbursed at the beginning of the academic year.
Student Award shall mean any type of financial award or assistance that is given to students by the University or by donors through the University.