Guidelines & Forms

M.Ed. Thesis Guide
IPP Supervisor Approval Form
M.Ed. Thesis Proposal Approval - Form A
Ethical Review Information & Forms
M.Ed. Thesis Submission Timelines
Application for Thesis Examination - Form B

M.Ed. DRP Guide
IPP Supervisor Approval Form
M.Ed. DRP Proposal Approval - Form A
Ethical Review Information & Forms
M.Ed. DRP Submission Timelines

Ph.D. Qualifying Examination Guide
Ph.D. Qualifying Examination Application Form

Ph.D. Thesis Guide
Ph.D. Thesis Proposal Approval - Form A
Ethical Review Information & Forms
Ph.D. Thesis Submission Timelines
Application for Thesis Examination Form B

Comprehensive Portfolio Request Form
Ph.D. Thesis Guide
Ph.D. Thesis Proposal Approval - Form A
Ethical Review Information & Forms
Ph.D. Thesis Submission Timelines
Application for Thesis Examination Form B

Ph.D. Annual Progress Report - due each year by June 30th
Licensing Forms for National Library of Canada
DTA/RA Handbook
DTA/RA Request Form

If you need to apply for a leave of absence due to medical, compassionate, or pregnancy/parental grounds you can do so through the secure SGPS Graduate Student Web Services Portal.

After submitting an application for leave, your request will be forwarded to the Graduate Programs & Research Office for approval and finally to The School of Graduate and Postdoctoral Studies for approval and processing.  Once a decision has been made, you will receive notification via your Western e-mail address.

If it is necessary for you to withdraw from your graduate program you can do so through the secure SGPS Graduate Student Web Services Portal under Change of Registration.  The request will be forwarded to The School of Graduate and Postdoctoral Studies for processing.  Once withdrawn from a program (and the School of Graduate and Postdoctoral Studies), you are no longer a student and may not attend classes, receive supervision, or have access to any resources of the University.  

Fee refunds will be made on a pro rata basis to students who withdraw before the end of a term. Detailed information on graduate tuition refunds is available on the Office of the Registrar's Website. Scholarships received from the School of Graduate and Postdoctoral Studies are also subject to pro-rating. Contact the School of Graduate and Postdoctoral Studies for details.

Students for all graduate degree programs must complete their program requirements within the time limit for degree completion. Maximum times for degree completions are stated on the Graduate Programs & Research Policies page. Please note that these are based on a student's starting status of full or part time and do not change when a student changes his/her status throughout the program.

If you need to request an extension for your program completion, you must submit the following to the Graduate Programs & Research Office.

• Request for Program Extension Form
• Brief letter indicating the specific reason for requesting a program extension
• Plan indicating timelines for the completion of all degree requirements

All three pages must be signed by your Academic Advisor (course-based students) or Thesis/DRP Supervisor and then submitted to the Graduate Programs & Research Office one month prior to the start of the term that the extension is requested for (Fall Term - August 1, Winter Term - December 1, Summer Term - April 1).

Students intending to complete the program in a given term must submit the "Intent to Complete Form" below and Apply to Graduate throught the Student Centre.

Intent to complete forms are submitted at the beginning of the term in which a student plans to finish degree requirements (see deadlines below) and are valid for that term only. If deadlines are not met and a student must register in a subsequent term, he/she must contact the appropriate Graduate Assistant as soon as this is known to notify the Graduate Programs & Research Office and be appropriately registered for the following term(s). The student must then complete and resubmit the Intent to Complete Form again when ready to complete requirements.

Intent to Complete Form

Deadlines to submit the Intent to Complete Form: Winter Term - January 31, Summer Term - May 31, Fall Term - September 30.

Please see the announcements page of the Graduate Education web site for information about convocation and a link to the Convocation web site.

IRR Guide
IRR Approval Form

Graduate Course Audit Form

Please submit the form to the Graduate Programs & Research Office once you have obtained the course instructor approval and that of your Academic Advisor/Supervisor. Both the top and bottom portions of the form must be filled out.

Please note that undergraduate courses are not covered by graduate tuition; students are responsible for undergraduate fees over and above their graduate fees. Graduate students taking undergraduate courses must follow the undergraduate regulations, as stipulated in the undergraduate calendar under 'add/drop deadlines.

Graduate Student Taking Undergraduate Course Form 

The form should be submitted to the Graduate Programs & Research Office once the signature from the Undergraduate program/instructor and the Academic Advisor/Supervisor has been obtained. The top and bottom portions of the form must be filled out.

Graduate students may not take an undergraduate course at a Western-Affiliated University College.

To take a graduate level course at another department at Western, please submit the following form to the Graduate Programs & Research Office.

Special Permission Form for Non-Education Course

Please note that students may take up to a maximum of two half courses (or one full course) at the graduate level in other Departments of UWO or other universities with the permission of the Academic Advisor and the Associate Dean.

Students registered at Western may take courses at other Ontario universities under the Ontario Visiting Graduate Student (OVGS) program, without being charged additional tuition. Courses taken under this agreement must be required for the student's degree program and must be taken for credit.

Ontario Visiting Graduate Student Plan Application

Please submit the OVGS form to the Graduate Programs & Research Office for approval. The form should be submitted well in advance of the start date of the course to give allowance for the time necessary to obtain all required approvals.

Please note that students may take up to a maximum of two half courses (or one full course) at the graduate level in other Departments of UWO or other universities with the permission of the Academic Advisor and the Associate Dean.

Western is a member of CAGS (Canadian Association for Graduate Studies). With the approval of their program and the School of Graduate and Postdoctoral Studies, students registered in a program at a CAGS member university (the home institution) may take courses for credit at another CAGS-member university (the host institution).

Request Form for CUGTA

Please submit the form to the Graduate Programs & Research Office for approval. The form should be submitted well in advance of the start date of the course to give allowance for the time necessary to obtain all required approvals.

Please note that students may take up to a maximum of two half courses (or one full course) at the graduate level in other Departments of UWO or other universities with the permission of the Academic Advisor and the Associate Dean.

Graduate students from other departments at Western may take graduate level elective courses at the Faculty of Education with the pemission of their program, the course instructor, and the Graduate Programs & Research Office.

Please submit the following form to the Graduate Programs & Research Office (Room 1163 in the Faculty of Education):

Special Permission Form for Students Outside of Faculty of Education

Students from other universities must obtain the OVGS or CUGTA form as appropriate from their home institution. Once approval signatures are obtained from your home institution, please submit to the Graduate Programs & Research Office: 1137 Western Road, London ON, N6HG 1G7. Fax number - 519-661-3029.