Interested Applicants


How to Apply & Application Procedures

Notes & Announcements 

Updated May 30, 2008

September 2008 application update: We have assessed all applications to date and are awaiting replies to offers of admission.  We will then be able to determine whether or not seats remain in any program.  Programs that are full include the Ph.D. and M.Ed. in Counselling Psychology; we will not be accepting further applications for either of these programs.  Please watch this space in early to mid June for more information.

For September 2008 applicants who have accepted offers of admission:  Please watch your email for information about the "New Student Program Planning Night" on Wednesday June 11, 2008.

For those interested in applying for September 2009:  application procedures will change as our on-line application will be administered by the Ontario Universities Application Centre (OUAC).  Details will be published as they become available; please ensure you read this page carefully before you apply.  We will begin accepting applications for September 2009 this fall; we do not have January admission. 

How to Apply:  The Online application

MEd and PhD applicants (starting a new program) must apply using the on-line application: https://fgsonlineapp.uwo.ca/.   The Graduate Education Office does not produce a hard copy (paper) version of the application form. If this on-line application is not available it means you are trying to apply at a time we are not accepting applications.  The on-line application form becomes available each year in October for applications for the following September.  If the application is not accessible, the program is full, or you are trying to apply at a time when we are not accepting applications. 

We have one intake of new students each year only:  September.
(i.e.. We do not have January admission.)

When you click to submit your on-line application, you will receive an instant confirmation that it has been submitted - this is the only confirmation you will receive.

Please do not print and submit a paper copy of the online application. If you are completing the PDF Adobe (one page) application that is available to print from the School of Graduate and Postdoctoral Studies web site (http://www.uwo.ca/grad) you are completing the wrong application - this is NOT the application used (you will be asked to complete the on-line application).  The one-page form is only for previous UWO Faculty of Education Masters or Doctoral Education students who voluntarily withdrew and are reapplying within two years of withdrawing. 

Former Graduate Education students who voluntarily withdrew and are reapplying for admission within 2 years of withdrawing:  go to http://www.uwo.ca/grad (Faculty of Graduate Studies), click on "prospective students" and "on-line application," and scroll down to item #5 (.pdf Webform).  Submit this with your $150 reapplication fee to Linda Kulak by the appropriate deadline.

For full details about the Joint PhD program (application deadline of January 3 each year for admission to the program which begins July 2) please visit the Joint PhD web site.  Please note that Western is withdrawing from this program and the last intake of new students was September 2004.

PhD Application Deadlines

For Canadian Citizens and Landed Immigrants, the deadline for receipt of all application materials for the UWO full-time PhD program in Education Studies is JANUARY 15 for admission the following September.

For International Students, the deadline for receipt of all application materials is NOVEMBER 1 for admission to all UWO Graduate Education programs the following September. 

MEd Application Deadlines

For Canadian Citizens and Landed Immigrants, the deadline for receipt of all application materials for the MEd programs is FEBRUARY 1 for admission the following September.

For International Students, the deadline for receipt of all application materials is NOVEMBER 1 for admission to all UWO graduate programs the following September. 

Please do not send supporting documents to the School of Graduate and Postdoctoral Studies on main campus.

Please note that if you have submitted an application and supporting documents to another Graduate Program at UWO, and/or the Bachelor of Education program or Continuing Teacher Education at the Faculty of Education (AQ courses), you still need to provide separate, original documentation (as per the applicable application checklist) to the Graduate Education Office.

Application procedures:  Required supporting documents

Once you have submitted your on-line application, there is an application fee and required supporting documents that you must send to the Graduate Education Office. 

There is a $80 (Canadian dollars) non-refundable application fee, due at the time of application by way of money-order or certified cheque made payable to "Faculty of Education - UWO."  Personal cheques, credit card numbers or money wire transfers will NOT be accepted.  Do not send cash in the mail. Applications will not be processed until this fee is received.  Those who submit an application after the deadline for their program do so at their own risk; we cannot guarantee that late applications will be assessed and the $80 application fee will NOT be refunded.

Please see the program-specific checklist links below for details of required supporting documentation.    All documentation must be received by the applicable application deadline and applications will not be considered until ALL required documentation, as per the applicable checklist, has been received. 

International students (and domestic students who have studied outside of Canada) must also read Information for International Students. 

Please review carefully the information below, before compiling your required supporting documents. 

Please also review the information provided in the related links above (Admission Requirements, information for International Students and Fees & Funding Sources) as well as the text below with regard to what happens following the submission of your application and the transition from applicant to student.

We look forward to receiving your application!

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  • Program-Specific document CHECKLISTS:  A checklist is provided for your use so you can be sure to submit all of the required supporting documents:  PhD , MEd (Counselling Psychology) , MEd (Educational Studies).  Information that you see on the Faculty of Graduate Studies' web site with regard to required documents is not program-specific - please use these program-specific lists.  As well, the bullet points you see below are not comprehensive; again, please use the detailed, program-specific checklists provided in the links above.  If something is not on your checklist (e.g. GRE) it is not required.  In rare instances, we may need to request specific documentation that is not on the checklist but applicants would be contacted individually via email if this was necessary.
     
  • TRACKING RECEIPT OF SUPPORTING DOCUMENTS:  Please note that due to the volume of applications we receive, we cannot unfortunately follow up with each applicant individually as to whether or not we have received your documents.  Please use the checklists provided to ensure you submit all required documents.  *If we notice you are missing any documents when we are assembling your application file you will be notified via email after the application deadline has passed, so please check your email periodically after your application deadline has passed.
     
  • CHANGE OF NAME:  Provide verification of change of name if transcripts are in a different name.  This will be in the form of (government) official name change documents, showing your original name and the change.

  • PROOF OF STATUS:  Applicants not born in Canada must provide proof of Canadian citizenship, Permanent Residency OR Landed Immigrant Status OR Student Visa (show upon arrival). 

  • ENGLISH PROFICIENCY TEST SCORES:  International students who have not previously completed a university degree (minimum 2 years of full time study) in a country with English as an official language must arrange to have official proof of an approved English Proficiency test score that meets the required minimum scores (see International student information http://www.edu.uwo.ca/graduate/int_stud.html).   Your official results must be sent to The University of Western Ontario directly from the Testing Centre by providing Western's Institution Code (0984) and Department Code for Education (85).   We will not receive your test scores if either of these two numbers are missing or incorrect and we do not have access to test results sent to other UWO programs.  Please note that faxes or photocopies of personal test score results will not be accepted, and test scores are valid for two years only (as of the date of your application to Graduate Education).  If your test score has expired, you will be required to write a new test.

  • TRANSCRIPTS:  Two certified official transcripts of ALL post-secondary institutions attended are required, including courses/programs in progress (even if there are no grades available), college courses, AQ courses, courses taken on exchange, Letter of Permission*, or just individual courses taken - even if a degree/diploma/certificate was not completed or if the course/program is not accredited, relevant or related to the program you are applying for. Transcripts MUST be in sealed envelopes from the issuing university.  Applicants submitting transcripts in a language other than English must also submit certified English translations.                                                                                 
    *If your home (or any other) university transcript states "Course Taken by Letter of Permission" or "Course Taken at Another Institution" you MUST order an official transcript from that other university/institution where you were granted permission as a special/visiting student (even if the course is listed on your home university transcript).                   

    A note for International Students who submit certified copies of original transcripts:  the Graduate Education Office can use these for our initial evaluation, but if we wish to recommend your application for admission to the School of Graduate and Postdoctoral Studies , you MUST submit an original transcript issued from your institution.  If you cannot obtain original sealed transcripts, you must obtain a letter from your institution explaining why they will not issue an additional original transcript.  Please do this early!  It can take months to obtain.  If you only have one original transcript and cannot obtain another, please do not submit this - it will become property of the university and cannot be copied or returned. 

    Former UWO Students (undergraduate, graduate, AQ etc.) are not required to order official UWO transcripts.  Please submit the Transcript Request Form which will allow the Graduate Education Office to retrieve an unofficial transcript internally. There is no charge for this service. 
  • ADVANCED STANDING (transfer credit):  Students who wish to apply for advanced standing for accredited courses taken at the graduate level prior to their initial registration in a Graduate Education program at UWO must do so at the time of admission.  Advanced standing cannot be granted on completed degrees or diplomas. Advanced credit will be recommended for courses that are clearly relevant to the current program of the student. Normally advanced standing will be given for no more than two half courses (one full course).  At the time of application, please include a written request for Advanced Standing and include detailed course descriptions.  AQ courses are not eligible for advanced standing in graduate course work.

  • RECOMMENDATION FORMS/LETTERS:  Three letters of recommendation are required for the PhD and two letters for both the MEd (Counselling Psychology), and MEd (Educational Studies - on-site or on-line) programs. You will find on the on-line application that 3 spaces are provided for MEd references (since the application is used for several UWO graduate programs); however, Master of Education applicants require 2 references only.  Please ensure that you retrieve the appropriate recommendation form for the program to which you are applying. Letters of recommendation from referees MUST be in sealed envelopes with the referee's signature on the flap or they will NOT be considered in the admission process. For PhD applicants, all references must be academic references, addressing your experience and potential to conduct scholarly research. For MEd applicants who are teachers, professional references from your department head, principal, or board superintendent are appropriate only if you cannot obtain academic references. If you have recently completed post secondary study, academic letters of reference are preferred.  For Counselling Psychology applicants, academic letters of recommendation are preferred.
     
  • TEACHING CERTIFICATE:  If you are a teacher in Ontario, please submit a copy of your teaching certificate where applicable (those who graduated in 2004 or earlier) and your most recent Ontario College of Teachers' Qualification Record.  If you are a teacher elsewhere, please submit a copy of your Teaching Certificate. 
     
  • WORK VERIFICATION LETTERS:  All applicants must provide a verification letters to confirm teaching, education-related or "helping" (Counselling Psychology) experience.  Teachers should provide letter(s) from a Principal or School Board attesting to the number of years of teaching experience.  Others should provide their letters from past/current employers where possible (supervisors, Human Resources personnel etc.).  These letters must be on official letterhead and sent in sealed envelopes.   These are not the same as recommendation letters; please provide separate letters for work verification.  There is no template for work verification letters.  For teaching experience, you simply need to verify the time involved.  For MEdCounselling Psychology and MEd Educational Studies applicants providing verification for "helping" positions and other education-related work experience (paid or volunteer), we are looking for the timelines involved and a brief description of the duties involved as they relate to the program you are applying for. 

  • CURRICULUM VITAE: PhD applicants must submit a formal academic CV.

  • RESUME: MEd Counselling Psychology applicants must submit a detailed resume.  MEd Educational Studies applicants are not required to submit a CV or resume.

  • FUNDING - TA/RA :  All PhD applicants must submit the TA/RA Information Form to be eligible for funding.    MEd applicants who have completed at least FOUR years of teaching experience and who are applying to study FULL TIME are also eligible to apply for a Teaching or Research Assistantship, but please note that these positions are awarded to PhD and upper year Masters students first. 
     

  • Please mail your supporting application documents to:

    Graduate Education
    Faculty of Education
    The University of Western Ontario
    1137 Western Road
    London, Ontario,
    Canada N6G 1G7

    Please do not send supporting documents for your application to the Faculty of Graduate Studies on main campus. 

    Please note that if you have submitted an application and supporting documents to another Graduate Program at UWO, and/or the Bachelor of Education program or Continuing Teacher Education at the Faculty of Education (AQ courses), you still need to provide separate, original documentation (as per the applicable application checklist) to the Graduate Education Office.
     

  • Special note for Counselling Psychology Applicants:  Decisions are based on application materials, as well as mandatory participation in a Group Selection Evening and a personal interview.  Approximately 60 applicants who meet the minimum admissions requirements will be invited to attend a mandatory Group Selection Evening to be held on Wednesday March 5th, 2008.  Approximately 24 candidates will be selected from the Group Selection Evening for personal interviews, which will be held on Thursday March 6th & Friday March 7th, 2008.  For candidates who are traveling to London from outside of the Southwestern Ontario region and need to make travel/accommodation arrangements to attend  the Group Selection Evening, and who are selected for a personal interview, we will try to schedule personal interviews for  Thursday March 6th.  Those closer to London will be scheduled on the second day (Friday March 7th). 

Admission Decisions and Accepting or Declining Your Offer of Admission

All applicants who submit their application fee are notified of their admission decision in writing (we will not communicate admission decisions via email or telephone) as applications are processed - typically by program.  The following are approximate timelines of when applicants can expect to receive admission decisions:

  • International Students - February to April commencing with PhD applicants
  • PhD applicants - March
  • MEd Counselling Psychology applicants - mid February (invitations to Group Selection Night are extended) - March
  • MEd Educational Studies applicants - April (May for late applications)

For successful applicants, the Graduate Education Office will first inform you (by mail) that your application is being recommended for admission to the School of Graduate and Postdoctoral Studies .  If your application is approved by the School of Graduate and Postdoctoral Studies , you will then receive a formal offer of admission.  The instructions on how to accept or decline your Offer of Admission from the School of Graduate and Postdoctoral Studies are printed on your formal Offer of Admission.  Once you click to accept, a message will come on your screen to indicate you have successfully accepted (or declined) and this is the only confirmation you will receive.  In addition, your offer will disappear on the system and this is a way that you can double check that your acceptance was properly recorded in the system.  In logging in a second time, your offer should no longer appear if you successfully accepted (or declined) it.  You must accept or decline your Offer of Admission on-line, as per the instructions on your official offer letter from the School of Graduate and Postdoctoral Studies by the deadline date provided in the informational letter that accompanies your official offer letter.   This step is very important, as these responses are tallied to determine whether or not to make offers of admission to those on waiting lists.  If you do not respond by the deadline date provided in the information letter included with your formal offer of admission, we will assume that you wish to decline the offer of admission. 

Former Graduate Education students who voluntarily withdrew and are applying for readmission must also accept their offer of readmission on-line.

Your formal Offer of Admission will also provide you with your student number and your UWO E-mail address which can be activated as soon as you formally accept your offer of admission on-line.  Please keep this information in a safe place!

Next Steps - The Transition From Applicant to Student

There may be gaps in time when you receive no communication from the Graduate Education Office - especially if you are in a program that receives admission decisions early in the process.  Please be patient as we get through all of our applications.  During the month of May you will receive email information about "Program Planning" or program and course registration.  Typically in early June, we hold an information session to introduce new students to our on-line Program Planning process and it is at this time that students will be provided with login information and the name of their Academic Advisor.  You will also be provided with step-by-step instructions and asked to contact your Academic Advisor so that you can enter course selections on-line for your entire program by the deadline date provided. 

Other information relating to September start  up is communicated a bit at a time (so as not to overwhelm you) as needed, and there are 2 Orientation Sessions that you will be invited to attend.  The School of Graduate and Postdoctoral Studies holds a session on a Saturday early in September that is applicable to all (and especially new to London/UWO) graduate students.  The Graduate Education Office has an Orientation on the first Wednesday in September after the Labour Day holiday to provide you with information related specifically to your program and the Faculty of Education.  Counselling Psychology students also have a half-day Orientation session the first morning of classes.  More information about these events will be communicated via email (or mail to Counselling Psychology students) as they become available. 

General information concerning support services for UWO students, including residence information, is available at UWO Student Life.  For further information on accommodation, please also see the City of London  and the Off-Campus Housing sites. Information on many aspects of life in London are available at http://www.fyilondon.com.

Please also see the FAQ section of our web site, and for further information or clarification, please contact graded@uwo.ca.