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Managing your program at SLAIS: FAQs for Students

Courses and Registration

1. How many credits can I take per term?
2. How many courses can I take outside of my program?
3. Where can I find out the day and time for course registration?
4. How can I be placed on a course wait list? I’m on the wait list. When will I know I have been registered in?
5. How do I audit a course?
6. Where can I find the deadline dates to drop a course without a “W” on my transcript?
7. Where can I find the deadline date to drop a course with a “W” on my transcript?
8. I have a financial hold and I can’t add or drop courses in SSC. What should I do?
9. I changed from MLIS to Dual starting in next September. Will I be able to register courses for Dual while I’m currently in MLIS this June?
10. How do I find out what room the course is being taught?
11. When will I be registered in a WISE course?
12. All the courses are full and have wait lists.  What options do I have to register in a course this term?
13. As I am in the dedicated Archives program, I understand I am allowed to take up to 12 units of LIBR courses, but I need approval to do so.  From whom do I need approval?  I would imagine the LIBR pre-requisites wouldn't apply in this case as well?

Administrative Issues and Matters

1. Where can I get a letter to extend my Visa?
2. I want to apply for a leave of absence. What do I need to do?
3. I’m planning to hold a meeting. Who do I contact to book the meeting room?
4. I would like to book a laptop. Who do I contact to book equipment?
5. I would like to make a photocopy. Where can I buy a copy card?
6. Where can I get a confirmation letter to verify my program?
7. Where can I look for job postings?
8. I lost my iPhone. Where is lost and found?
9. I lost my access card. Where can I get another?
10. I’m planning to withdraw from my program. Who should I talk to?
11. My surname has been changed. Where do I update my information of my new name?
12. I moved and have a new mailing address and email. Where do I update my contact information?
13. How can I sign up for a locker?
14. I will be outside of the Greater Vancouver Regional District this summer. I need a U-pass exemption letter for Summer Session. Who do I contact to receive the letter?
15. Who should I contact to discuss my tuition fees?
16. When is the deadline for grades completely submitted so that I can order my transcript?

Graduation

1. I’m planning to graduate this term, what do I need to do?
2. How do I find out if I meet program requirements for graduation?
3. When can I apply for graduation?
4. What if I missed the deadline to apply for graduation on line?
5. I would like to take a grad photo. Who do I contact to arrange my individual photo for graduation?
6. Where do I find information to apply for departmental graduating awards?
7. Where can I get a program completion letter?
8. How do I find out when is convocation?
9. When is the SLAIS graduation reception?
10. How do I book my grad gown and hood?
11. How can I get extra tickets for convocation?
12. How can I get extra tickets for the SLAIS graduation reception?
13. How do I know I’m confirmed for graduation?
14. I have outstanding fees for next term but I’m graduating this term. How do I clear up my tuition charges?

Health and Safety

1. There is a suspicious character roaming around our secured area. What do I do?
2. When there is a fire or earthquake, what should I do?
3. I injured my finger. Where can I get first aid?
4. Where can I get Student Accident Insurance?
5. Where can I get more information about iMED?

Answers to Managing Your Program at SLAIS: FAQs for Students
Courses and Registration

1. How many credits can I take per term? Students can take a maximum of 15 credits per winter term, or 30 credits per winter session -- that's 5 courses per term. Many students take fewer than 5 courses per term, allowing for time to work, play, or study. It's up to you on how many credits you take. Always be aware of drop dates -- you might want to lighten the load if things seem too much. Keep in mind that there is a minimum number of credits you need to be registered in to qualify for on campus housing, student loans, and scholarships.
2. How many courses can I take outside of my program? Students can take courses outside of their program for up to a maximum of 12 credits.
3. Where can I find out the day and time for course registration? Registration dates and times for the Winter Session are available in June, and Summer Session dates are available in late February. Check the Student Service Centre (SSC) regularly for your personalized registration date and time, which are subject to change.
4. How can I be placed on a course wait list? I’m on the wait list. When will I know I have been registered in? Students can be placed on the wait list by sending an email to the graduate secretary. The message should include your full name, student number and the courses that you wish to be on a wait list.  When a seat opens up, you will be registered in the course and be notified by email. If your course registration is full, you will be notified to drop a course to make room for the wait listed course.
5. How do I audit a course? Students can audit a course by asking the instructor of the course for permission and completing the Change of Registration from. See http://www.grad.ubc.ca/forms/registration-change-registration-form. Fill out the "Audit" section of the form, and obtain the course instructor's signature and the graduate advisor signature. Then submit to SLAIS graduate secretary for processing. Completed forms must be processed before the start of the first class. Keep in mind that it is within the instructor's rights to require that auditing student do all of the assignments if that's what the instructor decide. Auditing is at the discretion of the instructor, but in all cases audit students are not permitted space in a course until all of the for-credit students on a course wait list have been offered spaces.
6. Where can I find the deadline dates to drop a course without a “W” on my transcript? Student can find out the course drop date without a “W” on their transcript at http://www.students.ubc.ca/coursesreg/registering-courses/course-change-withdrawal/.
7. Where can I find the deadline date to drop a course with a “W” on my transcript? Student can find out the course drop date with a “W” on their transcript at http://www.students.ubc.ca/coursesreg/registering-courses/course-change-withdrawal/.
8. I have a financial hold and I can’t add or drop courses in SSC. What should I do? Students should contact Enrolment Services at Student Financial Aid and Awards Office to clear their tuition fees.  Once the fees are cleared, students will be able to add or drop courses. To contact Enrolment Service by email, go to awards.inquiry@ubc.ca or by phone at 604-822-5111.
9. I changed from MLIS to Dual starting in next September. Will I be able to register courses for Dual while I’m currently in MLIS this June? Students should contact the graduate secretary to check that the degree status for the changed program is open for course registration.
10. How do I find out what room the course is being taught? Students can find out the room their class will be taught by looking at the timetables.  See http://www.slais.ubc.ca/courses/timetables/timetables.htm.
11. When will I be registered in a WISE course? Student will be registered into WISE courses in SSC once the WISE class lists have been confirmed during the middle of term.
12. All the courses in the upcoming terms are full and have wait lists.  What options do I have to register in a course this term? Students can have the option to speak to their program advisor for suggestions. There may be a possibility to do a directed study, directed research, practicum and/or professional experience.  Also a possibility to take an outside course from another department.
13. As I am in the dedicated Archives program, I understand I am allowed to take up to 12 units of LIBR courses, but I need approval to do so.  From whom do I need approval?  I would imagine the LIBR pre-requisites wouldn't apply in this case as well? You need to get the instructor’s permission, and then you fill out a form called Application for Credit for External Courses – see http://www.slais.ubc.ca/resources/slais.htm. That form then goes to the grad advisor with a statement from you explaining why it will benefit your program. Pre-requisites don’t apply, but you can expect to be given some additional reading in advance to get up to speed, in some courses.

 

Administrative Issues and Matters

1. Where can I get a letter to extend my Visa? Student can get a letter to extend their Visa from the department by sending an email to the graduate secretary.
2. I want to apply for a leave of absence. What do I need to do? Students can apply for a leave of absence by completing the leave of absence form. See http://www.grad.ubc.ca/current-students/managing-your-program/leave-absence. Student should also contact the graduate advisor or program advisor to give a rationale and to let them know.  Completed forms with rationale can be submitted to the graduate secretary for processing.
3. I’m planning to hold a meeting. Who do I contact to book the meeting room?  Students can book a meeting by contacting front desk reception either by email, by phone or in person.  Front desk reception will confirm booking once it’s booked.
4. I would like to book a laptop. Who do I contact to book equipment?  Students can book equipment by contacting front desk reception. Front desk reception will confirm equipment booking once it’s booked.
5. I would like to print in the Kitimat Lab. Where can I buy a print card? Students can buy a print card at the dispenser at Buchanan B100.  For more details go to http://www.arts.ubc.ca/index.php?id=3876
6. Where can I get a confirmation letter to verify my program? Students can get a confirmation letter to verify their program by sending an email request to the graduate secretary at slais@interchange.ubc.ca.  The request must include your name and student number and when you need the program verification letter.
7. Where can I look for job postings? Student can find job postings by signing up to the job list serve sending blank e-mail to: SlaisJobs-subscribe@yahoogroups.ca
8. I lost my iPhone. Where is lost and found? If you lost an item, please check with SLAIS Office with front desk reception. If the lost item was outside of SLAIS, please check at the library circulation desk on 2nd floor in IBLC.  Also, check with Campus Security office at the UBC Bookstore on East Mall.
9. I lost my access card. Where can I get another? If you lost an access card, you will have to pay a lost fee of $25.  You can pick up a replacement access card with the graduate secretary in the SLAIS Main Office.
10. I’m planning to withdraw from my program. Who should I talk to? Students who plan to withdraw from the program will need to contact their program advisor and/or the graduate advisor. An email request with rationale and withdraw date must be sent to the graduate advisor and email copy to the graduate secretary. Access card must be returned and inquiries about SLAIS fees are directed to the admissions secretary. Inquires about tuition fees are directed to Enrolment Services.
11. My surname has been changed. Where do I update my information of my new name? Students who request a name change must bring supporting legal documentation (ie marriage certificate) to SLAIS Main Office to update the School’s records.  Student must also contact Enrolment Services to update Campus records. See http://www.students.ubc.ca/coursesreg/records-forms/changing-personal-information/
12. I moved and have a new mailing address and email. Where do I update my contact information? Students who have new mailing address must contact the SLAIS Main Office to update their information cards and update new address in SSC.
13. How can I sign up for a locker? Lockers are a first come, first serve basis at the start of every September, January and May terms.  If you like to sign up for a locker, please come in to SLAIS Main Office and contact front desk reception.
14. I will be outside of the Greater Vancouver Regional District this summer. I need a U-pass exemption letter for Summer Session. Who do I contact to receive the letter? If you plan to be outside the Greater Vancouver Regional District while doing their practicum or professional experience during the summer terms, can request a U-Pass exemption letter by contacting the graduate secretary.  The request must include student number and when to you need the letter.
15. Who should I contact to discuss my tuition fees? Student tuition fees inquires are directed to Enrolment Services at awards.inquiry@ubc.ca or call 604-822-5111
16. When is the deadline for grades to be completely submitted so that I can order my transcript? The deadline for grades to be completely submitted is one week after the last day of final exams.  Please check grades are submitted before ordering transcript. If not submitted, contact your instructor of the course.

Graduation

1. I’m planning to graduate this term, what do I need to do? Students who plan to graduate must apply for graduation in the SSC. Faculty materials and access cards returned.  Lockers and mail boxes should be cleared out by end of term. Tuition fees paid in full but do not need to pay fees for the upcoming term.
2. How do I find out if I meet program requirements for graduation? You can contact the graduate secretary to look over your transcript of grades to confirm that you have met requirements.
3. When can I apply for graduation? Student can apply for graduation in SSC in the last month of their term.
4. What if I missed the deadline to apply for graduation on line? Students who missed the deadline need to complete the late application for graduation form.  You will need to contact Enrolment Services to get the form.
5. I would like to take a grad photo. Who do I contact to arrange my individual photo for graduation? Graduation photos in gown and hood are organized by LASSA.  Please contact a LASSA member to assist you.
6. Where do I find information to apply for departmental graduating awards? You can find information to apply for departmental graduating awards at http://www.slais.ubc.ca/admissions/admissions-awards.htm
7. Where can I get a program completion letter? Students can request a program completion letter in SSC through Graduate Studies.  Graduate Studies will produce the letter once all grades are entered and the department has submitted the program completion memo.
8. How do I find out when is convocation? Student can find out when is graduation at http://www.graduation.ubc.ca/ubc-vancouver/for-students/
9. When is the SLAIS graduation reception? SLAIS graduation reception happens the same day as convocation.  Notice will be sent individually to students for the date, time and location.
10. How do I book my grad gown and hood? Students can book their own grad gown and hood by contacting the UBC Bookstore. See http://www.graduation.ubc.ca/ubc-vancouver/for-students/graduation-gowns/
11. How can I get extra tickets for convocation? Graduating students can get information about getting tickets for convocation at http://www.graduation.ubc.ca/ubc-vancouver/for-students/
12. How can I get extra tickets for the SLAIS graduation reception? If you would like to bring extra guests to the SLAIS graduation reception, you can contact SLAIS front desk reception.  Extra tickets are $15 per person.
13. How do I know I’m confirmed for graduation? You will receive a notice through SSC for confirmation of graduation.
14. I have outstanding fees for next term but I’m graduating this term. How do I clear up my tuition charges? Tuition fees for the upcoming term do not need to be paid if you are graduating this term.  The fees will be cleared up by Graduate Studies.

Health and Safety

1. There is a suspicious character roaming around our secured area. What do I do? If you do see a suspicious character, please contact front desk reception or a faculty member.  Each guest that comes to SLAIS must check in at front desk reception.
2. When there is a fire or earthquake, what should I do? If there is a fire or earthquake, please stay calm.  Instructions on what to do, see http://www.ikebarberlearningcentre.ubc.ca/safety.html
3. I injured my finger. Where can I get first aid? If you need a simple finger bandage, you can go to front desk reception. If it’s a more serious injury, you can go the UBC Hospital.
4. Where can I get Student Accident Insurance? You can pay for student accident insurance by seeing the admission secretary.
   Student Accident Insurance: This is an optional insurance plan which provides coverage for students engaged in course-work-related activities in risky environments.
   Student Accident Insurance is an optional insurance plan which provides accident (not illness) coverage for UBC students and post-doctoral fellows who are engaged in course work-related activities in environments where the risk of injury is greater than in a classroom, e.g. laboratories, clinical practice, field work. It provides a $50,000 maximum benefit for death or dismemberment and a $5,000 limit for other medical related expenses, e.g., ambulance, prescription drugs. Students must have the BC Medical Plan or its equivalent from another province in place (basic medical care) in order to be eligible for Student Accident Insurance. The cost to enroll in the Student Accident Insurance program is $7 per student per year. For details, please see Student Accident Insurance on the UBC Treasury website.
5. Where can I get more information about iMED? International student can get more information from iMED from International House at http://www.students.ubc.ca/international/international-students/health-care-and-health-insurance/imed-health-insurance-for-new-international-students/
   

Other links :  http://www.grad.ubc.ca/current-students/managing-your-program