Requesting Documentation

What is it?

A standard letter proving your enrolment in a given academic session.

When do I need it?

• to extend your study permit or apply for a temporary resident visa
• to prove you are a full-time student

How do I request it?

1. Log on to the SSC
2. Select “Grades & Records”
3. Select “Proof of Enrolment Letters”

Note: This letter will reflect your current year standing. If your letter indicates "Year 4 of 4" or if you need a letter with an estimated completion date, please refer to Proof of enrolment with additional information (UGO).

What is it?

A letter with detailed information about your academic enrolment, specifically your academic progress and expected completion date. It may contain additional information—if requested—such as:

• expected promotion to the next year level of the program (month and year)
• registration in final credits/session before graduation

When do I need it?

• to extend your study permit, apply for a new study permit after a break from studies, or apply for a temporary resident visa in non-standard situations (e.g., your studies are taking longer than expected, you took a break from studies due to health or personal reasons, military service, etc.)
• to confirm your anticipated completion date

How do I request it?

Complete the request form.

Request form  

Letters are issued within 5 business days to the email address listed on your SSC account.

What is it?

A letter confirming the successful completion of your program requirements once you have completed all of the required courses prior to your graduation application status updated to “Approved” or “Conferred.”

Note: To check your graduation application status on the SSC, click on “Graduation” in the top menu, then on the “Get/Edit/View Application” button. Your application status is listed under “Graduation Details.”

When do I need it?

• to apply for post-graduation work permit after you complete your program
• to prove to a prospective employer that you have successfully completed your degree requirements

How do I request it?

Complete the request form.

Request form  

Letters are issued within 5 business days to the email address listed on your SSC account.

What is it?

A standard letter automatically generated to confirm the completion of your program requirements once your graduation application status on the SSC has been updated to “Conferred.”

Note: To check your graduation application status on the SSC, click on “Graduation” in the top menu, then on the “Get/Edit/View Application” button. Your application status is listed under “Graduation Details.”

When do I need it?

• to confirm you have completed your degree program

Note: If you are applying for your post-graduation work permit before your graduation ceremony, please refer to Program completion before your degree is conferred (UGO).

How do I request it?

1. Log on to the SSC
2. Select “Grades & Records”
3. Select “Program Completion Letter”

What is it?

A letter requesting authorized leave for continuing UBC international undergraduate students to show they have formally requested and have been approved to take time away from their studies. International undergraduate students can use this letter for immigration purposes such as maintaining the conditions of their study permit and eligibility for the post-graduation work permit program. This option is for continuing international students in good academic standing who withdraw from all their courses during 2022 Winter Term 1, Term 2 or both terms. 

Who is eligible?

Students shall be eligible to be considered for an international undergraduate student leave who are:

• International students according to the UBC Academic Calendar,
• Eligible to register in the term(s) to which the leave applies,
• Enrolled in a program which allows leaves under the Academic Leave Policy.
• Enrolled in a diploma, certificate or degree program to which graduate student leave policies do not apply and
• Requesting such a leave. Students may request such a leave on or before the last day to drop without a W standing (without a W); or on or before the last day to drop with a W standing (with a W). Late withdrawals are not in scope for this procedure.

International student immigration policy allows students who take breaks from studies to retain certain privileges, including eligibility for the post-graduation work permit and a possible future in Canada, but only if their institution grants them an authorized leave.

How do I request it?

1. Consider carefully whether you will take Term 1, Term 2 or both terms away from studies*. Check your program requirements, tuition refund deadlines and any immigration implications thoroughly.
2. It is strongly encouraged that you talk to an academic advisor before withdrawing from your courses. Book an online advising appointment at mybcom.sauder.ubc.ca/ugo#bookadvising or visit our virtual office.
3. Withdraw from all courses in Term 1, Term 2 or both terms on or before the last day to drop courses with a “W” standing.
4. After you withdraw from all courses in Term 1, Term 2 or both terms, complete the request form below.

Request form  

Letters are issued within 5 business days to the email address listed on your SSC account. The leave will not appear on your transcript. Include the authorized leave letter with future IRCC applications as needed.

* If you will be on leave for more than 150 days and will be in Canada during your leave, carefully review your study permit and post-graduation work permit obligations. For more information, please read students.ubc.ca/international-student-guide/immigration/taking-time-away-school-international and the FAQs for international students.