Forms and Guidelines

Please Note: The Faculty of Education is changing all forms over to be received digitally.  Below is a document outlining how to open a document that requires an electronic signature as well as how to create an electronic signature.  If you are having troubles accessing these forms, please contact either the IMPACT Group or the Graduate Programs Office directly.

Professional Programs (MPEd & EdD)

Professional Programs - Student Guide

Doctoral Forms/Guidelines

Change of Registration

Leave of Absence

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 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.

Voluntary Withdrawal

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 Once withdrawn from a program (and the School of Graduate and Postdoctoral Studies), you are no longer a student and may not attend classes, receive supervision, or have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.

Request for Program Extension

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 Policies page.

If you need to request an extension for your program completion, you must submit the following to the Graduate Programs 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 items must be signed by your Thesis Advisor, if applicable, MRP Supervisor and then submitted to the Graduate Programs 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).

Apply to Graduate

Students intending to complete the program in a given term must Apply to Graduate through the Student Centre. Select "Apply for Graduation" within the My Academics section and follow the instructions to complete the process.

You can find out more information about this on the School of Graduate and Postdoctoral Studies Apply to Graduate webpage.

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

Elective Course Forms

IRR Course

Graduate Course Audit

Please submit the form to the Graduate Programs Office once you have obtained the course instructor approval and that of your Thesis Supervisor (if applicable). Both the top and bottom portions of the form must be completed.

Undergraduate Course Form

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.

The form should be submitted to the Graduate Programs Office once the signature from the Undergraduate program/instructor and the Thesis Supervisor, if applicable, 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.

Graduate Level @ Another Department

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

Please note: Students may take up to a maximum of two half courses (or one full course) at the graduate level in other Departments at Western University or other universities with the permission of the Thesis Supervisor, if applicable, and the Associate Dean.

Ontario Visiting Graduate Student Program

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.

Please submit the OVGS form to the Graduate Programs 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 their Thesis Supervisor, if applicable, and the Associate Dean.

Please be aware, it is the student's responsibility to order an official transcript from the host university to be sent to their home university. The transcripts from our students should come to the following address:

Western University
Western Student Services Building
Att’n: R Downes
Room 2140
London, ON N6A 3K7

Canadian Universities Transfer Agreement

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).

Please submit the form to the Graduate Programs 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 at Western University or other universities with the permission of the Thesis Supervior, if applicable, and the Associate Dean.

Students Outside of Faculty of Education

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 Office.

Please submit the following form to the Graduate Programs Office (Room 1131 in the 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 Office: 1137 Western Road, London ON, N6HG 1G7. Fax number - 519-661-3029.

Research Intensive Programs (MA & PhD)

New Student Guide

Masters Forms/Guidelines

Doctoral Forms/Guidelines

PhD Qualifying or Comprehensive Examination

For students who are in the Field of School and Applied Child Psychology:

  • PhD Qualifying Examination Guide (Forthcoming)
  • PhD Qualifying Examination Form (Forthcoming)

For students who are in the Field of Critical Policy, Equity, and Leadership Studies and started the program in Fall 2015 or later:

For students who are in the Field of Applied Linguistics or Curriculum Studies and started the program in Fall 2015 or later:

For students who started the program in 2012 and later:

For students who started the program prior to 2012:

PhD Thesis

PhD in the Field of School and Applied Child Psychology

Joint PhD

PhD Other

Change of Registration

Leave of Absence

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 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.

Voluntary Withdrawal

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.

Part-Time/Full-Time Status

Full-time to Part-time : Full-time students requesting to change their status to part-time must submit their request through the Graduate Student Web Services Portal ( https://grad.uwo.ca/student/index.cfm). Part-time status may be granted in exceptional circumstances (e.g., compassionate, medical circumstances, or full time employment). Approval of the Graduate Program and the Vice-Provost (School of Graduate and Postdoctoral Studies) must be granted. Supporting documentation must be submitted with the request for part-time status to the Graduate Programs Office.

Part-time to full-time : Students requesting a change in their status from part-time to full-time must send a request to the Manager of Graduate Programs in writing via email or letter.

Students registered in part-time status:

  • Are ineligible for the SOGS bus pass, Western Graduate Research Scholarships (WGRS), Teaching or Research Assistantships and most other scholarships within Western University or externally.
  • Will be assessed part-time tuition and ancillary fees; see the Office of the Registrar's website for amounts.
  • If international, will be responsible for paying UHIP (University Health Insurance Plan) fees; these fees are mandatory for all International students.
  • SOGS members may opt into the Health Plan/Dental Plan for a fee. Students must opt in within the first month of term to be eligible. Please go to www.uwo.ca/sogs for more information.
  • May opt into Campus Recreation for a fee. Please go to http://campusrec.uwo.ca for more information.
  • Will not be eligible to remain in interest free OSAP status. Student loans will go into re-payment six months after the last full-time end-of-study period date. To make arrangements, or to apply for interest-free status, contact the National Student Loan Centre directly at 1-888-815-4514.

Request for Program Extension

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 Policies page.

If you need to request an extension for your program completion, you must submit the following to the Graduate Programs 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 items must be signed by your Thesis Advisor, if applicable, MRP Supervisor and then submitted to the Graduate Programs 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).

Apply to Graduate

Students intending to complete the program in a given term must Apply to Graduate through the Student Centre. Select "Apply for Graduation" within the My Academics section and follow the instructions to complete the process.

You can find out more information about this on the School of Graduate and Postdoctoral Studies Apply to Graduate webpage.

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

Course Forms

IRR Course

Graduate Course Audit

Please submit the form to the Graduate Programs Office once you have obtained the course instructor approval and that of your Thesis Supervisor (if applicable). Both the top and bottom portions of the form must be completed.

Undergraduate Course Form

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.

The form should be submitted to the Graduate Programs Office once the signature from the Undergraduate program/instructor and the Thesis Supervisor, if applicable, 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.

Graduate Level @ Another Department

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

Please note: Students may take up to a maximum of two half courses (or one full course) at the graduate level in other Departments at Western University or other universities with the permission of the Thesis Supervisor, if applicable, and the Associate Dean.

Ontario Visiting Graduate Student Program

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.

Please submit the OVGS form to the Graduate Programs 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 their Thesis Supervisor, if applicable, and the Associate Dean.

Please be aware, it is the student's responsibility to order an official transcript from the host university to be sent to their home university. The transcripts from our students should come to the following address:

Western University
Western Student Services Building
Att’n: R Downes
Room 2140
London, ON N6A 3K7

Canadian Universities Transfer Agreement

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).

Please submit the form to the Graduate Programs 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 Thesis Supervior, if applicable, and the Associate Dean.

Students Outside of Faculty of Education

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 Office.

Please submit the following form to the Graduate Programs Office (Room 1131 in the 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 Office: 1137 Western Road, London ON, N6HG 1G7. Fax number - 519-661-3029.

Other Forms & Guidelines