Canadian students: Document submission deadlines and tips

Canadian students: Document submission deadlines and tips

As the final part of your UBC application, you’ll need to upload your documents for evaluation. Mark these important dates and deadlines in your calendar, and read on to find tips about document formatting and ordering transcripts based on your province.

 


BC and Yukon

January 31

  • Deadline to provide UBC with your BC Personal Education Number (PEN).
  • Deadline to order a transcript for UBC through the Student Transcripts website.

When ordering your transcript, be sure to select “Send my transcript now and allow this Post-Secondary Institution to request transcript updates,” and choose the default date (one year from the date of your order) so that UBC can receive your interim and final grades continuously. This will allow UBC to receive your transcripts electronically from the BC Ministry of Education.

 

February 15

  • Deadline to meet UBC’s English Language Admissions Standard.
  • If you entered the school system after Grade 9: Deadline for your counsellor or principal to submit a request for you to be waived UBC’s language 11 requirement.
    • Please instruct your counsellor to submit this request — and be sure to give them plenty of advance notice before the February 15 deadline. To apply for exemption from the language 11 requirements, UBC needs a written statement from your principal or counsellor indicating your date of entry and grade of entry into the Canadian school system and your UBC reference number. Statements must be emailed to waiver@ubc.ca.
  • If you have completed less than four consecutive years of study within Canada: make sure you meet English Language Admissions Standard.
  • If you are completing your IB diploma in Canada: Deadline for IB coordinators to submit your anticipated score results to UBC. This information is sent electronically and directly from your school to UBC.

 

Mid-March – end of April

  • As all grade information will be sent to UBC from the BC Ministry of Education on a continuous and ongoing basis, you do not need to submit any paper transcripts.
  • After your application is reviewed, you will receive an admissions decision from UBC (unless you have already heard from UBC with a first round offer of admission) by email, or you can check your applicant status in the Student Service Centre from mid-March to the end of April.

 


Ontario

January 31

  • Deadline to provide UBC with your Ontario Universities’ Application Centre (OUAC) reference number.

 

February 15

  • Deadline to meet UBC’s English Language Admissions Standard.
  • If you entered the school system after Grade 9: Deadline for your counsellor or principal to submit a request for you to be waived UBC’s language 11 requirement.
    • Please instruct your counsellor to submit this request — and be sure to give them plenty of advance notice before the February 15 deadline. To apply for exemption from the language 11 requirements, UBC needs a written statement from your principal or counsellor indicating your date of entry and grade of entry into the Canadian school system and your UBC reference number. Statements must be emailed to waiver@ubc.ca.
  • If you have completed less than four consecutive years of study within Canada: make sure you meet English Language Admissions Standard.
  • If you are completing your IB diploma in Canada: Deadline for IB coordinators to submit your anticipated score results to UBC. This information is sent electronically and directly from your school to UBC.

 

Mid-March – end of April

  • As all grade information will be sent to UBC through OUAC on a continuous and ongoing basis, you do not need to submit any paper transcripts.
  • After your application is reviewed, you will receive an admissions decision from UBC (unless you have already heard from UBC with a first round offer of admission) by email, or you can check your applicant status in the Student Service Centre from mid-March to the end of April.

 


Alberta, Manitoba, Saskatchewan, and the Maritimes

February 15

  • Deadline to meet UBC’s English Language Admissions Standard.
  • If you entered the school system after Grade 9: Deadline for your counsellor or principal to submit a request for you to be waived UBC’s language 11 requirement.
    • Please instruct your counsellor to submit this request — and be sure to give them plenty of advance notice before the February 15 deadline. To apply for exemption from the language 11 requirements, UBC needs a written statement from your principal or counsellor indicating your date of entry and grade of entry into the Canadian school system and your UBC reference number. Statements must be emailed to waiver@ubc.ca.
  • If you have completed less than four consecutive years of study within Canada: make sure you meet English Language Admissions Standard.

 

February 15 – March 15

  • Upload a copy of your transcript/report card or detailed academic report (see instructions below).

Please note: If you are completing your IB diploma in Canada, the deadline for IB coordinators to submit your anticipated score results to UBC is February 15. This information is sent electronically and directly from your school to UBC.

 

Which documents do you upload?

If you attend a linear school

If you attend a linear school (where you are taking year-long courses from September to June), you will need to upload:

  • a transcript/report card including final grades for Grade 11 courses and in-progress (interim) grades for all Grade 12 courses you are currently taking.

If your transcript does not contain any item listed above, you will need to wait until you have this information before you upload your documents.

If you attend a school with a different format

If you attend a school where your courses are taken sequentially (for example September to January, and February to June), you will need to upload:

  • a transcript/report card including final grades for your Grade 11 courses and final grades for any completed Grade 12 courses. If you are studying in Alberta, please upload a Detailed Academic Report (DAR).
  • a list of in-progress courses as a separate document. This does not have to be an official document – it can be a list that you’ve typed up yourself or written by hand, as long as it is legible.

If your transcript does not contain any item listed above, you will need to wait until you have this information before you upload your documents.

Please note that due to the ongoing pandemic, we understand some schools have modified the timelines in which your courses are completed. For example, your school may now offer courses via quarter, quadmester, or quintet systems. If you follow these modified formats, you should still complete the steps above.

 

Document format and size

  • Your documents must be uploaded in PDF, TIFF, or JPEG format, and must not exceed 2 MB.
  • Multiple pages need to be collapsed into a single document. For example: If your transcript exceeds one page, you need to collapse the pages into a single PDF, TIFF, or JPEG and upload it through the Student Service Centre (SSC).

Please do not mail in a paper copy of your transcripts/report card. Doing so can slow down the review of your application.

 

Mid-March – end of April

  • After your application is reviewed, you will receive an admissions decision from UBC (unless you have already heard from UBC with a first round offer of admission) by email, or you can check your applicant status in the Student Service Centre from mid-March to the end of April.

 


If you have any questions, please contact us.

 

 

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