Last update: July 16, 2018

Thanks to the generosity of donors and faculties, UBC is able to offer many awards to undergraduate students.  Departments will help adjudicate/recommend over 900 awards annually.

"Awards" refers to awards, scholarships and bursaries.  All awards are funded by annual gift, endowment or department funds.  The availability of award varies year to year and Enrollment Services will communicate with departments on award funding availability four times a year.

For definition of the three award categories and a range of award related terminology, visit the Senate Regulations page.  We highly recommend reading the Senate Regulations page.

Recommended Awards FAQ

Recommended Award Cycles
Student Eligibility Check

Evaluating Student Need
CO-OP Students
Students in Exchange Abroad
Award Credit Requirement Exception
Graduating Awards
Awards for Graduate Level Students
How to Submit Recommendation

 

Recommended Award Cycles

There are two “cycles” per winter session for recommended awards: pre-academic session and post-academic session. 

  • Pre-academic session cycle refers to awards that are typically given out in the first few months of the winter session.  Adjudication is based on grades from the previous session (ie. 2018W award based on grades from 2017W).  Ideally, the awards are adjudicated prior to the tuition deadline of term 1.  

  • Post-academic session cycle awards are adjudicated upon completion of the current academic session.  Adjudication is based on grades from the current academic session (18W award based on grades from 18W).

Enrollment Services will notify departments per schedule below on the availability of awards and its budget.  Upon notification, the faculty’s scholarship committee is responsible for submitting recommendations to Enrollment Services for processing.

Notification Schedule:

  • Initial notification of pre-academic cycle awards: August 2018
  • First reminder of remaining pre-academic cycle award budgets: December 2018
  • Second reminder of remaining pre-academic cycle award budgets: February 2019
  • Initial notification of post-academic cycle awards: April 2019
  • Reminder of remaining budgets for all awards: June 2019
  • Final reminder of remaining budgets for all awards before award cycle is closed.  This includes awards for student graduating in November: December 2019

Student Eligibility Check

Link to Senate regulations on awards

Example of non-academic merits are leadership, community involvement, varsity athletics, financial need etc.

If a recommended student does not follow Senate regulations, please indicate on the award recommendation form why this student should still receive the award as the best available candidate.

Students who do not meet the award eligibility criteria due to dropping courses or withdrawing from school may have their award cancelled, unless an academic appeal is granted.  Please have student contact ESP for further details on the academic appeal process.

Evaluating Student Need

Departments may choose to refer to Student Aid BC's moderate standard of living cost (MSOL) table when evaluating student's submitted financial need.  Note the MSOL table is different based on study period and dependent status.

CO-OP Students

Awards specifically for supporting student participating in CO-OP in current session (18W):

  • 100% of the award can be paid out in the CO-OP term. 
  • No credit or sessional average requirements

Awards not related to participation in CO-OP, but the recommended student will be on CO-OP in current session (18W):

  • Full time CO-OP students in 18W will have 100% of their award deferred to the following academic year (19W)
  • Part time CO-OP students can receive 100% of their award if they are registered in 12 or more credits in the current academic session (18W). (ie. CO-OP in T1, 12 credits in T2)
  • Indicate on award recommendation form of student's CO-OP status

Scholarship eligibility in the following academic session (19W) depends on their course load in current session (18W):

  • Full time CO-OP in current session (18W): 
    • Academic Merit Based Awards: ineligible for in following session (19W).  Student will not have any GPA or registration in non CO-OP credits to be evaluated on against peers in same academic session.
    • Non-academic awards: eligible for in the following session (19W).  Non academic awards contains criteria such as leadership, community service or financial need.
  • Part time CO-OP in current session (18W) - is eligible for scholarship or other academic merit based award in following session (19W), but limited to receive up to 50% of the award value ONLY if student was in at least 13.5 non CO-OP credits in current session (18W).  For example:
    • Student A participated in 2018W Term 1 CO-OP, Term 2 registered for 14 credits.  Student is chosen for an academic scholarship with a value of $1000.  He can be assigned $500 and remaining $500 must go to another student.

Students in Exchange Abroad

Participation in exchange experiences abroad in current session (18W) will affect award payout as follows:

  • Registered in EXCH in both terms: 100% of award deferred to payout upon registration in next winter session (19W)
  • Registered in EXCH in term 1 and minimum 12 UBC credits in term 2: can receive 100% of the award in current session (18W)
  • Registered in term 1 EXCH and term 2 COOP: 100% of award deferred to payout upon registration in next winter session (19W)

Eligibility of awards in following session after participation in exchange:

  • Grades earned while on exchange should only be used to evaluate against other students if official transcript was submitted and UBC equivalent credits & grades are awarded to student.  If 27 credits or more from school abroad are recognized as UBC credits, then student is eligible for scholarship or academic based award.
  • One term of non credit exchange and minimum 13.5 UBC credits in term 2 will allow student to earn 50% of a scholarship's total value
  • Eligibility for non-academic or need based award not affected

Award Credit Requirement Exceptions

Graduating Students

Students in their graduating year registered in less than 24 credits are still eligible to obtain/retain merit based scholarships and prizes.  Please indicate this on the award recommendation form to avoid delay in award assignment.

Varsity Athletes

UBC varsity athletes can earn scholarships by taking a minimum of 18 credits, with letter confirmation from Athletics of commitment to varsity team.

Award Appeal Due to Extenuating Circumstances

Students must submit supporting documentation to their ESP for confirmation of inability to meet the minimum requirements under Senate Regulations.  Successful award appeal will allow student to retain their recommended award.

Graduating Awards

Definition: awards that are recommended to graduating students, to recognize their career at UBC

As there is a very small timeframe between end of winter session and May graduation ceremonies, take note of the following when submitting recommendation for post-academic session awards

  • Submit your grades to SISC as soon as possible

  • We cannot assign graduating award to student with pending grades

  • May 9, 2019: Deadline for submission of graduating awards to be printed in the 2019 Spring Convocation Guide.  Late submissions will not be printed in the Convocation Guide

  • May 9, 2019: Names for medal engraving is due by end of day.  Departments responsible for each medal will be contacted before deadline.

Student does not have to be returning to studies the following year to receive a post-academic session prize.  They must have been enrolled in 24 credits in the current session to receive a graduating prize, unless student needs less than 24 credits to graduate. 

Awards for Graduate Level Students

Refer to: Awards and Scholarships for Graduate and Postdoc Studies for further information.

How to Submit Recommendation

Award recommendations can be submitted via:

Instructions on how to use the two submission tools.

Completed award recommendation form can be submitted to award.recommend@ubc.ca for processing.  Please allow up to 10 business days for processing.

  • Information to include in email body:

    • Department name

    • Award number(s) being recommended

    • If applicable, the reason why recommended student will fail eligibility test

Students must accept the award on SSC to receive funds, after it has been paid against their tuition owing.  Funds are dispersed via direct deposit or cheque within 5 business days of accepting the award.