Forms & Procedures

Graduate Forms & Procedures

Graduate Studies email:
Advanced Standing Credit Students who have external training or experience that may be relevant to their degree may request to have the training or experience considered with or without credit.
ARCA Student Submission Instructions Students follow these step-by-step instructions when ready to upload their thesis into TWUSpace. See also Post-Defence Student Checklist and Thesis License.
Awards Appeal Students wanting to appeal an internal award decision may write a letter of appeal to the Graduate Studies Coordinator, including any documentation and rationale to support the appeal, and submit their appeal to from their email. 


Contact for the Award Appeal form and further procedures.

Degree Completion Verification Students must apply for a final graduation audit and inform the Office of the Registrar that they have finished their degree requirements by submitting this completed form via OTR's Helpdesk at
Final Thesis Completion (FTC) Students submit this completed form to the Office of Graduate Studies to verify a final thesis draft is ready for publication in TWUSpace.


Contact for the FInal Thesis Completion (FTC) form and further procedures.

Leave of Absence (LOA) Student status during a Leave of Absence is current. A Leave of Absence does not count toward the program completion timeframe, as defined in the Degree Completion policy, and does not affect a student’s GPA. Access to university services, including supervision, may be restricted during a leave.


Contact for the Leave of Absence (LOA) form and further procedures.

Nomination for Graduate Valedictorian SGS programs may nominate graduate students for eligibility at the spring and fall graduation ceremonies. Nominations must be submitted in writing directly to


Graduate Valedictorian Nomination (Spring)

Graduate Valedictorian Nomination (Fall)

Post-Defence Student Checklist Students use this checklist for completion of thesis requirements after their defence.


Contact for the Post-Defence Checklist.

Request to Extend Delay in Publication (Embargo) of a Thesis (RDP) Students who want to request an embargo must submit this request to the Office of Graduate Studies for consideration.


Contact for the RDP form and further procedures.

Request to Extend Time for Degree Completion (RTC) Students who are unable to complete their program degree requirements within the timeframe provided in the Degree Completion Policy may submit a request for an extension.


Contact for the RTC form and further procedures.

Supervisor & Student Expectation Agreement (SSEA) This agreement clarifies expectations between the supervisor and the student, and provides the student with information necessary for success. The supervisor must review the form with their student(s) at the commencement of supervision. Both the supervisor and the student should retain a copy of the completed and signed form, and the supervisor/program will also provide a copy to the Office of Graduate Studies.


Contact for the SSEA and further procedures.

Supervisory Committee Approval -- Master's Thesis (SCA-MT) Graduate students submit the SCA-MT, together with a 150-word abstract, a minimum of 6 weeks before anticipated defence date.


Contact for the SCA--MT form and further procedures.

Thesis Evaluation Agreement (TEA) Exam chairs ensure that a TEA is signed by the student and examination committee at the defence, as accompanied by the respective program’s evaluation criteria.


The document is individual to each program and is therefore not linked to this webpage. The respective TEA is provided directly to the exam chair from the Graduate Studies Coordinator, prior to the defence.

Thesis License Students must fulfill the submission agreement when uploading their thesis into TWUSpace by right-clicking on TWU Non-Exclusive License and agreeing to the licensing requirements, prior to clicking Submit, or by selecting this link and completing the required information.
Thesis Progress Reports Supervisors update a student’s progress, by the Add/Drop date of each term. The Office of Graduate Studies will run reports soon after the Add/Drop date.
Title Page Template Students use this template for their thesis title page.
Verification Letter for Enrolment or Graduation

Students can self serve this letter in the Student Portal.

Western Dean’s Agreement The purpose of the Western Deans’ Agreement is to enrich graduate programs throughout Western Canada by providing a means through which students are able register for courses at participating institutions.
Western Deans’ Agreement Authorization and Course Registration Students may complete this authorization form (typed; not handwritten) and submit to the Graduate Studies Coordinator for processing.


See also WDA Student Procedures and WDA Transfer Credit.

Western Deans’ Agreement Student Procedures Students use this checklist to help them complete their WDA request.
Western Deans’ Agreement Transfer Credit Students must submit this form with their approved WDA Authorization and Course Registration to the Office of the Registrar.