Undergraduate Student Communications

TO: All IKB Faculty of Science (FoS) students registered in 2023W T1 session

An Out of Time exam request is an academic concession that is specific to all courses offered by the Faculty of Science (FoS) regarding missed final examination for a variety of reasons. An Out-of-Time Final Examination request must be made as soon as possible when a student knows that their exam may be impacted, and before the end of the final examination period. Out of time exams must be written during the Final Exam period (on or before December 22, 2023) if approved.

Note: FoS does not normally approve a request for an Out of Time Exam earlier than the originally scheduled final exam.

If an exam cannot be written by December 22, 2023, then the student should apply for a Standing Deferred from their home Faculty.

All concession requests to the Faculty of Science require appropriate supporting documentation, unless the accommodation request is for a religious observance or for the cultural observances of First Nations, Métis, and Inuit Students. Normally, when medical documentation is provided to support an academic concession request, it must meet the following requirements:

• Original document required (no photocopies, scans, or photos taken by your cell phone).
• Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
• The Faculty of Science will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (250-807-8001). The fax must include a cover page from the practitioner’s office with the date and student’s full name.

Irving K Barber Faculty of Science (FoS) Forms page: https://science.ok.ubc.ca/student-resources/undergrad/student-forms/

• Courses: ASTR, BIOC, BIOL, CHEM, COSC, DATA, EESC, FSWC, GEOG*, GISC, MATH, PHYS, STAT, SUST**some Course Codes and Programs are shared between Departments and Faculties. For shared course codes, the responsible Faculty is dependent on the course instructors home Department and the Faculty to which the Department belongs.

Please read our page on academic concessions and complete the request for an Out of Time examination.

Email the completed form with supporting documentation to fos.students.ubco@ubc.ca. If supporting documentation is being faxed directly to our office (at 250-807-8001), please communicate this in your email.

Courses offered by other Faculties may have different Academic concession procedures regarding missed final exams. Please consult their Faculty pages for more information.

If you need support for your final examination preparation, consider attending Exam Jam: Finals Focus that is being held on Friday, December 8^th from 10 am until 4 pm. You will find more information on the Student Learning Hub’s Events and Workshops website, or contact learning.hub@ubc.ca.

Good luck with your exams. Study, rest, and if you have any questions about your exams, please contact your instructors.

Dr. Scott D. Reid
Associate Dean, Students
Faculty of Science

Sarah Furgason
Faculty of Science – Student Support
fos.students.ubco@ubc.ca

As we near the final exam period, please review this information in the event that you need to make a request for an academic concession. More information about academic concessions can be found in the UBC Okanagan Academic Calendar and the Faculty of Science Undergraduate Student Forms website.

The Dean’s Office will not normally accept untimely submissions of academic concession requests regarding final examinations and courses. Further, initiating a request for an academic concession does not ensure that the concession will be approved.

All concession requests require appropriate supporting documentation, unless the accommodation request is for a religious observance or for the cultural observances of First Nations, Métis, and Inuit Students. Normally, when medical documentation is provided to support an academic concession request, it must meet the following requirements:

• Original document required (no photocopies, scans, or photos taken by your cell phone).
• Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
• The Faculty of Science will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (250-807-8001). The fax must include a cover page from the practitioner’s office with the date and student’s full name.

The following Academic concessions are processed by your home Faculty, the IKB Faculty of Science (FoS); forms can be found here:

Standing Deferred

Requests for Standing Deferred in any course you are currently registered in, no matter the course code, must be made as soon as possible to the time that class attendance is adversely affected. A request for Standing Deferred is usually made when events occur where the course or the final examination cannot be completed on or before December 22, 2023. If the request is approved, the Dean’s Office will set a completion date early in the new year.

Late Withdrawal; Withdrawal from Term 1 courses after November 10, 2023:

The Irving K. Barber Faculty of Science (FoS) does not normally approve withdrawal from courses after the Withdrawal deadline unless there are exceptional circumstances. FoS students who need to withdraw from ANY of their Term 1 courses after the self-withdrawal date are required to submit a completed Late Withdrawal form to the Dean’s Office. All requests must be accompanied by supporting documentation. Requests must be submitted as close to the date when class attendance was adversely affected. A student will not normally be granted late withdrawal if the final examination has been sat or final assignment completed.

The Late Withdrawal concession is not a mechanism for students to avoid a failing grade in a course or courses that they attempted to complete.

Note:

1) Do not make travel plans or let others make travel plans on your behalf until you have consulted the schedule and identified when your exams are.  We will NOT consider Academic Concession requests based on travel plans.

2) Students are expected to write their final exams at the time scheduled to avoid hardships and clashes. In-person exams must be written in-person and on campus as online alternatives will not be provided. If an alternative time and date for a final exam has been requested and approved, the delayed or deferred exam will be delivered in the same format or mode as the originally scheduled final examination.

4) The final examination period can be a busy and stressful time for students, especially for those experiencing university final examinations for the first time.  Preparation in advance of your exams and time management during your exams can have a positive impact on your academic performance.  The Student Learning Hub can assist you in preparing for your exams and for improving your overall study habits.  Consider registering for the Exam Jam: Finals Focus on Friday, December 8^th from 10 am until 4 pm. More information can be found on the Student Learning Hub’s Events & Workshops website or by contacting learning.hub@ubc.ca.

5) If you feel you need some extra personal support, you can explore resources provided by Student Wellness. Information about booking an appointment with a counsellor can be found here.
6) Finally, if you submit a request or contact the “wrong” Dean’s office or Associate Dean, we, the Associate Deans of FoS, FASS and FCCS and others, will make sure that your request is directed to the most appropriate person/office; we will all support you to the best of our ability and in compliance with the UBC Okanagan Academic Calendar.

Good luck with your exams. Study, rest, and if you have any questions about your exams, contact your instructors.

Dr. Scott D. Reid
Associate Dean, Students
Faculty of Science

Sarah Furgason
Faculty of Science – Student Support
fos.students.ubco@ubc.ca

TO: All IKB Faculty of Science (FoS) students registered in 2023W T1 session

The last day to self-withdraw from most courses with a W standing is Friday, November 10, 2023, at 11:59 pm PST. After this date SSC will not be available to students and any requests to withdraw from a Term 1 Faculty of Science course must go through the Dean’s Office by way of a Late Withdrawal form. Supporting documentation is required for all late withdrawal requests. Requests must be submitted as close to the date when class attendance was adversely impacted, and before the end of term (Thursday, December 7, 2023). The Late Withdrawal concession is not a mechanism for students to avoid a failing grade in a course or course that they attempted to complete. Initiating a request for a Late Withdrawal does not ensure the concession will be approved. Please review the information on the Late Withdrawal Request form.

For full-year course withdrawal dates, refer to the Dates and Deadlinessection of the Academic Calendar.

If you require academic assistance or other forms of support, please consider the following resources:

The Student Learning Hub
If you need help with time management, study skills, or other academic supports, the Student Learning Hub is a resource for math, science, writing, and language learning support. For more information, please visit the Hub’s website or email learning.hub@ubc.ca.

Academic Advising
Academic & Career Advising has a several options for accessing support. You can use their Chatbot, drop-in for a 15-minute appointment, or schedule a 30-minute appointment. More information is available on the Academic & Career Advising website.

Wellbeing Support
As always, if you feel you need some extra personal support, you can explore resources provided by Health and Wellness.

Indigenous Programs & Services
IPS offers advising, mentorship, and tutoring and learning services for Frist Nation, Métis, and Inuit Students. Find out more by visiting the Indigenous Programs & Services website.
​
Global Engagement Office
The Global Engagement Office provides support to international students, including advising and immigration resources. Find out more information about services offered to international students on the International Student Guide webpage.

Please contact the Dean’s Office at fos.students.ubco@ubc.ca if you have any questions.

Dr. Scott Reid
Faculty of Science
Associate Dean – Students

Sarah Furgason
Faculty of Science
Student Support Assistant
fos.students.ubco@ubc.ca

TO: All IKB Faculty of Science (FoS) students registered in 2023W T1 session 

Final Examination Schedule:

• Students — SSC (Student Service Centre)
• Parents and staff – https://students.ok.ubc.ca/courses-money-enrolment/exams/

All times are Pacific Standard Time (local Kelowna time).

ACADEMIC CONCESSIONS FOR FINAL EXAMINATIONS: Out-of-Time Final Exams and Standing Deferred Requests

The Dean’s offices (FASS, FCCS, and FoS) will not normally accept untimely submissions of academic concession requests regarding final examinations. Initiating a request for an academic concession does not ensure that the concession will be approved.

Requests for Out-of-Time Final Exams must be made as soon as possible, and before the end of the final exam period. Out of time exams must be written during the Final Exam period (on or before December 21, 2023) if approved. The request form is submitted to the Dean’s Office that is offering the course (see the list below). Request forms require your signature or an email from the email address you have registered in SSC in support of the request.

Requests for Standing Deferred must be made as soon as possible to the time that class attendance is adversely affected. The request for a Standing Deferred, no matter the course subject, is submitted to your home Faculty’s Dean’s Office who will process the request and if approved, set the completion date which can be after the Final Examination period. Preference in FoS is that deferred exams be completed during the first two weeks of Term 2, in advance of the Term 2 Add/Drop Deadline; Monday, January 22, 2024. Normally, eligibility for Standing Deferred is that a student has completed at least 60% of the course and has obtained an average grade of 60% on graded coursework to date. Students that are struggling academically or are not eligible for Standing Deferred for other reasons should consider withdrawing from the course before the Withdrawal Deadline of Friday, November 10, 2023. Request forms require your signature or an email from the email address you have registered in SSC in support of the request.

All concession requests require appropriate supporting documentation, unless the accommodation request is for a religious observance or for the cultural observances of First Nations, Métis, and Inuit Students. Normally, when medical documentation is provided to support an academic concession request, it must meet the following requirements:

• Original document required (no photocopies, scans, or photos taken by your cell phone).
• Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
• FCCS, FASS and FoS will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (FASS / FoS 250-807-8001) (FCCS 250-807-8543). Please see list of Course Codes below to identify which Faculty your course is in. The fax must include a cover page from the practitioner’s office, the student’s name in full (e.g. see the contact information required on the individual concession request forms), and the document must be dated.

Course Codes:

Irving K Barber Faculty of Arts & Sciences (FASS): https://fass.ok.ubc.ca/student-resources/undergrad/student-forms/

• Courses: ANTH, ECON, GEOG*, GWST, HIST, INDG, PHIL, POLI, PSYO, SOCI, SUST*,
• Programs: BA*, BNLF

Faculty of Creative & Critical Studies (FCCS): https://fccs.ok.ubc.ca/student-resources/forms/

• Courses: ARTH, CCS, CHIN, CORH, CRWR, CULT, DIHU, ENGL, FILM, FREN, GERM, JPST, KORN, MDST, SPAN, THTR, VISA, WRLD
• Programs: BA*, BFA, BMS

Irving K Barber Faculty of Science (FoS): https://science.ok.ubc.ca/student-resources/undergrad/student-forms/

• Courses: ASTR, BIOC, BIOL, CHEM, COSC, DATA, EESC, FWSC, GEOG*, GISC, MATH, PHYS, STAT, SUST*
• Programs: BSC-O, BSUS-O

*some Course Codes and Programs are shared between Departments and Faculties. For shared course codes, the responsible Faculty is dependent on the course instructors home Department and the Faculty to which the Department belongs.

Courses offered by other Faculties may have different Academic Concession procedures regarding missed final exams. Please consult their Faculty pages for more information.

Notes:

1) Do not make travel plans or let others make travel plans on your behalf until you have consulted the schedule and identified when your exams are. We will NOT consider out-of-time exam or Standing Deferred requests based on travel plans.

2) Students are expected to write their final exams at the time scheduled to avoid hardships and clashes. In-person exams must be written in-person and on campus as online alternatives will not be provided. If an alternative time and date for a final exam has been requested and approved, the delayed or deferred exam will be delivered in the same format or mode as the originally scheduled final examination; if the original exam was in-person, the delayed or deferred exam will be in-person.

3) If you have been informed that you have an examination hardship or clash, or believe that you are in such a situation, contact the appropriate Associate Dean in your Home Faculty immediately. Our office in FoS will reach out to BSc/BSUS students that have a confirmed hardship. The policy associated with Exam Hardship allows the moving of the middle of three exams only and it would be written later in the exam period if possible; exams earlier in the exam period are not supported.

4) The final examination period can be a busy and stressful time for students, especially for those experiencing university final examinations for the first time. Preparation in advance of your exams and time management during your exams can have a positive impact on your academic performance. The Student Learning Hub can assist you in preparing for your exams and for improving your overall study habits. If you require support for your overall well-being prior to and during the final examination period, contact Student Wellness.

5) Finally, if you submit a request or contact the “wrong” Dean’s office or Associate Dean, the Associate Deans of FoS, FASS and FCCS and others, will do our best to ensure sure that your request is directed to the most appropriate person/office and that we will all support you to the best of our ability and in compliance with the Academic Calendar for the Okanagan campus. However, to avoid delays, use the appropriate request form for the appropriate Faculty. If you are not sure which form to use or which Faculty to send the request, please reach out to the Associate Dean’s office of any Faculty for advice.

WITHDRAWAL DEADLINES:

Please be aware of Course Withdrawal deadlines: http://www.calendar.ubc.ca/okanagan/index.cfm?go=deadlines.

Term 1 courses: Friday, November 10, 2023, before 11:59 pm, is the last day a student can withdraw from a course. A “W” will appear on the academic record and with no tuition readjustment or refund. Requests for Late Withdrawal for individual courses after this date are not normally approved by FoS. Students struggling with their engagement in a course should be working with the appropriate support services and should make the decision to withdraw from, or remain in, the course before the Withdrawal Deadline.

– If you are taking a full year course that spans both Term 1 and Term 2 of 2023W, such as ENGL 109 or BIOC 449 (Honours), the last day to self-withdraw is Friday, December 1, 2023, before 11:59 pm.

Good Luck with your term!

Dr. Scott D. Reid
Associate Dean, Students
Faculty of Science

Sarah Furgason
Faculty of Science – Student Support
fos.students.ubco@ubc.ca

TO: All IKB Faculty of Science (FoS) students registered in 2023W T1 session

The last day to add or drop a course without penalty for 2023W Term 1 courses is Monday, September 18, 2023 at 11:59pm PST.

After this date, students who wish to add a course to their registration must apply for a Late Course Addition through the Dean’s Office. Please note that we rarely approve requests for late course addition and then only in exceptional circumstances.

Students who drop a course after this date may be financially responsible for up to 100% of the tuition fee, and will receive theacademic notation of a W on their transcript when the course is dropped.

Note: Students registered in courses offered by the IKB Faculty of Science who are not registered in the mandatory secondary activity (lab, seminar, or tutorial) by the add/drop date will be financially responsiblefor up to 50% of the tuition fee and receive an appropriate academic notation of a W when the course is dropped by Administration after September 18, 2023.

UBCcard
All students are required to have a UBC student card, the UBCcard.  Some instructors require that you have your UBCcard to sit examinations in their course and it is needed for the Final Exam period in December. If you are a first-year student or transfer student new to our campus, UBC is offering a digital versions of the UBCcard for free to all students; on-campus students have the option of a free physical cards. The student online application form and other relevant information can be found at: https://ok.ubc.ca/about/campus-services/ubccard/

Irving K. Barber Faculty of Science | Dean’s Office
Location: ASC 413
Email: fos.students.ubco@ubc.ca
Website: science.ok.ubc.ca

Dr. Scott Reid
Associate Dean, Students
FOS

TO: All Student Representatives to the Irving K. Barber Faculty of Science Faculty Council

FROM: Dr. Scott Reid, Associate Dean – Students

The Irving K. Barber Faculty of Science (FoS) at UBC’s Okanagan campus values student input on matters that pertain to and effect student education and success on our campus. The Faculty is calling for undergraduate and graduate students who are interested in serving on its Faculty Council. Student members have full participation and voting privileges and serve a one-year term with a possibility of renewal. Selected student members are expected to begin their term as soon as they have been notified and will be invited to participate in all subsequent Faculty Council meetings starting with the September 29, 2023 meeting if at all possible.

About the Faculty Council:

The Faculty Council is the governance body responsible for the direction of the affairs and business of the Faculty. The Council is scheduled to meet five times during the current Winter Session (2023W) and is tasked with establishing and revising policies, practices, and the general direction for the teaching and research activities of the Faculty, and for making recommendations to the Okanagan Senate, or others as appropriate.

For 2023W, student members of the FoS Faculty Council are sought from the following categories:

• One (1) representatives from the undergraduate student body with Year 1 or Year 2 Standing and
• One (1) graduate student registered in a Masters program (eg. MSc, MDS) offered by member department of FoS.

Student Membership Eligibility:

Potential student members of the FoS Faculty Council must be a currently registered undergraduate student or graduate student in the Irving K. Barber Faculty of Science at UBC’s Okanagan campus, in Good Standing and a commitment to academic integrity.

Expression of Interest:

Students are asked to submit their Expression of Interest in becoming a student member of Faculty Council to the office of the Associate Dean – Students (fos.students.ubco@ubc.ca) for consideration no later than September 20, 2023 at 3 pm local Kelowna time.

The Expression of Interest should include your name, student number, program (BSc, BSUS, MSc), major, a description of who you are and why you are interested in representing students on FoS Faculty Council and finally, how you would engage with the students that you are expected to represent.

The Faculty will notify students selected for membership on the Faculty Council as soon as possible but no later than Wednesday, September 27, 2023.

Dr. Scott D. Reid, PhD
Associate Dean – Students
Irving K. Barber Faculty of Science

TO: All new and returning IKB Faculty of Science (FoS) students registered in 2023W session 

FROM: Dr. Scott Reid, Associate Dean – Students

To all students new to UBC’s Okanagan Campus – welcome!
To all students returning to UBC’s Okanagan Campus – welcome back!

1. Check your email daily, including your SPAM/JUNK folder. Please read any email from UBC carefully, and act on requests immediately. The University will not accept the excuse that the student did not read the email, or misunderstood the information provided. If you are uncertain, please do not hesitate to contact our office.
2. Whenever you email a member of the UBC community, please include your student number. If you are writing about a specific course, please provide all details (e.g. course name and number, course instructor).
3. Please read the Student Declaration and Responsibility, which you agreed to when you registered for classes. You should also review your rights as a member of the UBC Community.
4. Please be aware of Course Withdrawal deadlines:
   • Monday, September 18, 2023 @ 11:59pm PDT – Last day to withdraw without a W on your record (full tuition refund).
   • Friday, November 10, 2023 @ 11:59pm PST – Last day to withdraw with a W on your record (no tuition refund)

If you are taking a full-year course that is spread over both Term 1 and Term 2, please consult this calendar link for withdrawal dates.
If you wish to withdraw from a Term 1 class after November 10, 2023 you must request a Late Withdrawal from the Dean’s Office. Note: the fact that a student is failing a course is not an adequate reason for a Late Withdrawal. All requests must be accompanied by acceptable supporting documentation.

1. Do not make end of term travel plans, or let others make travel plans on your behalf, until the final examination schedule is released or until after December 21, 2023, the last day of the final examination period. We will not schedule out-of-time exams or approve deferral of final exams based on travel plans. Academic Scheduling tries to get the exam schedule published as soon as possible and should be released no later than October 9, 2023.
2. Please review the policy on Student Conduct and Academic Discipline: Review carefully all instructions provided by your instructors about assignments and exams; if you are uncertain about anything, check with your instructor.
3. Academic Concessions
   In-Term Academic Concessions: Students who are absent during the term or who are unable to complete tests or other graded work should normally discuss their absence with their course instructor as soon as possible to when their engagement and academic performance in the course is adversely impacted. How they might make up for missed work should be in accordance with the information provided in the course syllabus or outline
4. Late Withdrawal, Standing Deferred and Aegrotat:  Requests for these academic concessions must be approved by the appropriate Dean’s Office of your home Faculty and submitted to their office as close as possible to the time that the class attendance is adversely affected. In the case of requests for Standing Deferred or Aegrotat, requests must be made as soon as possible, and before the end of final exams. The Faculty of Science Dean’s Office will not normally accept untimely submissions for Academic Concession or appeals to a decision. Initiating a request for an academic concession does not ensure that the concession will be approved.

Home Faculties and their student resource or forms page:

BSC and BSUS students: https://science.ok.ubc.ca/student-resources/undergrad/student-forms/
BA student in the Faculty of Arts and Social Sciences: https://fass.ok.ubc.ca/student-resources/undergrad/student-forms/
BA, BFA, BMS students in the Faculty of Creative and Critical Studies: https://fccs.ok.ubc.ca/student-resources/forms/
BMGT students: https://management.ok.ubc.ca/student-resources/undergraduate-resources-3/
BASC students: https://engineering.ok.ubc.ca/about/forms/
HES students: https://hes.ok.ubc.ca/undergraduate/undergraduate-resources/student-forms/
BSN students: https://nursing.ok.ubc.ca/undergraduate/student-resources/

Out of Time Final Examinations (OOT): If you are unable to write a final examination in a course offered by the Irving K. Barber Faculty of Science on the scheduled date/time, but are able to complete it during the final examination period, submit an OOT request form and supporting documentation to the Dean’s Office; review the policy and follow the instructions on the form.

Irving K. Barber Faculty of Science: https://science.ok.ubc.ca/student-resources/undergrad/student-forms/

Course Codes: ASTR, BIOC, BIOL, CHEM, COSC, DATA, EESC, FSWC, GISC, MATH, PHYS, STAT, some SUST and GEOG courses (see course instructors home department)

General Academic Concession requirements:
Courses offered by other Faculties may have different Academic Concession procedures.  Please consult their Faculty pages for more information.

Note: all requests must be submitted as close as possible to the date of the incident, and normally within the term that the course was taken. If you have questions on which request is appropriate for your situation, contact an Academic & Career Advisor or the Dean’s office.

All academic concession requests that require the approval of the Irving K. Barber Faculty of Science Dean’s Office require appropriate supporting documentation. Normally, when medical documentation is provided to support an academic concession request, it must meet the following requirements:

1. Original document required (no photocopies, scans, or photos taken by your cell phone).
2. Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
3. Clinic letterhead with the professionals Medical Identification Number for Canada (MINC) or license number if appropriate.

For those students not in Kelowna, we will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (250-807-8001). The fax must include a cover page from the practitioner’s office, and the student name in full (e.g. see the contact information required on the individual concession request forms).

The Irving K. Barber Faculty of Science will no longer be accepting hard copies of forms (paper). All forms must be emailed to fos.students.ubco@ubc.ca for processing.

1. Expectations and advice:
   Teaching and learning in the Irving K. Barber Faculty of Science during the 2023/2024 academic year will be predominantly in-person with attendance required, with a select few courses offered online or in a hybrid mode of delivery (“mixed mode”). You should receive a copy of a syllabus or course outline for all of your Term 1 courses.  A syllabus should contain all of the information about how the course is to be delivered, how you are to be evaluated and when and any other information about course expectations and/or learning resources available to support your learning and understanding in that course. For example, the lectures for a course could be delivered online but the assessments (midterms and final exam) will likely be in-person with you expected to be in Kelowna and on campus.  It is critical that you take the time to read and understand each course syllabus. If you have any concerns or questions about a course based on the syllabus, contact your course instructor immediately.  If your concerns or questions make you consider withdrawing from the course, make sure you do so before the end of the second week of classes, on or before the Add/Drop date of September 18, 2023 to have your course tuition refunded.  Withdrawing after September 18, 2023 will result in a “W” on your academic record and you will be responsible for a portion of the course tuition.Please be aware that the university will operate during normal working hours in Kelowna, BC (PDT/PST). Some courses may have online lectures. However, some activities, such as final exams, are scheduled and must be taken at the scheduled time in Kelowna, BC. Instructors are not obligated to assist you in catching up on your studies if you arrive on campus after the start of courses.  Please review your course syllabi carefully. If you feel unable to participate in any course for any reason, please withdraw from those courses by the Add/Drop deadline on or before September 18, 2023. Instructors are not obligated to provide students with an academic concession if they do not have the minimum technology needs to complete their course.

Ask for help! 

Here are some links to helpful student services:

Emergency Funding
One-time emergency funding to help cover a shortfall due to an unexpected emergency situation when no other financial options are available.  Additional information is provided here:https://students.ok.ubc.ca/courses-money-enrolment/finances/financial-support/emergency-funding/.  To apply, contact Student Records & Financial Services.

UBC Okanagan Disability Resource Centre
The Disability Resource Centre determines academic accommodations and supports disabled students or those with chronic medical conditions.  If you are a student with a disability or a chronic medical condition and require academic accommodations to participate equitably in your course, program, or other UBC related activities please, contact the DRC at 250-807-8053 or drc.questions@ubc.ca.
Web: students.ok.ubc.ca/academic-success/disability-resources/

UBC Okanagan Equity and Inclusion Office
Through leadership, vision, and collaborative action, the Equity & Inclusion Office (EIO) develops action strategies in support of efforts to embed equity and inclusion in the daily operations across the campus. The EIO provides education and training from cultivating respectful, inclusive spaces and communities to understanding unconscious/implicit bias and its operation within in campus environments. UBC Policy 3 prohibits discrimination and harassment on the basis of BC’s Human Rights Code. If you require assistance related to an issue of equity, educational programs, discrimination or harassment please contact the EIO.
UNC 216        250.807.9291
email: equity.ubco@ubc.ca
Web: www.equity.ok.ubc.ca

Student Wellness
At UBC Okanagan health services to students are provided by Health and Wellness.  Nurses, physicians and counsellors provide health care and counselling related to physical health, emotional/mental health and sexual/reproductive health concerns. As well, health promotion, education and research activities are provided to the campus community.  If you require assistance with your health, please contact Health and Wellness for more information or to book an appointment.
UNC 337        250.807.9270
email: healthwellness.okanagan@ubc.ca
Web: students.ok.ubc.ca/health-wellness

Student Learning Hub
The Student Learning Hub is your go-to resource for free learning support—now online and flexible to meet your remote learning needs! The Hub welcomes undergraduate students from all disciplines and years to access a range of supports that include tutoring in math, sciences, languages, and writing, as well as dedicated learning support to help you develop skills and strategies for academic success. Don’t wait—successful learners access support early and often. For more information, visit https://students.ok.ubc.ca/academic-success/learning-hub/or contact learning.hub@ubc.ca.

Additional information about online learning can be found at: learningcommons.ubc.ca
Need some assistance with registration? Contact an Academic & Career Advisor.
Need help declaring your major? Contact an Academic & Career Advisor.
Courses and programs offered in IK Barber FoS: https://science.ok.ubc.ca/programs/
Indigenous Programs and Services:  https://students.ok.ubc.ca/indigenous-students/
Global Engagement Office: https://students.ok.ubc.ca/global-engagement-office/

We want you to succeed! Please use the many resources available to you on our campus.

If you have any questions, you can send us an email anytime!

Irving K. Barber Faculty of Science:
Location: ASC 413

Email: fos.students.ubco@ubc.ca
Twitter: https://twitter.com/fos_ubco
Facebook: https://www.facebook.com/fos.ubco
Website: https://science.ok.ubc.ca/
Instagram: https://www.instagram.com/fos.ubco

Our very best wishes to you for a successful academic year!

Dr. Scott D. Reid, PhD
Associate Dean – Students
Irving K. Barber Faculty of Science

We’d like to remind all students who are planning to graduate in June 2024 to:

• Review your degree requirements and ensure you remain on track to graduate (complete undergraduate degree requirements by April 26, 2024.)
• If you are planning to graduate with a combination of specializations, make sure they are in different disciplines
• Ensure both your legal name and listed specialization are accurate.

Questions? Visit the website for more information.

Contact your Program Advisor for your major or schedule a drop-in appointment with an Academic & career Advisor for a grad check if you have questions. For appointments with Academic Advising, make sure you sign up early in the day (PST) as spaces are limited at this hectic time of year.

To those in your last year here at UBC Okanagan, we hope you have accumulated many friendships and memories from your time with us that you will cherish for a life-time. We wish you luck in pursuing your future endeavours and it has been our pleasure and privilege to support your success while you have been a member of the Okanagan campus community of scholars.

Wishing you every success for the upcoming year,

Dr. Scott Reid
FOS Associate Dean – Students
fos.students.ubco@ubc.ca

TO: All BSC-O and BSUS-O students with 2023W registration eligibility in IKB Faculty of Science (FoS)

FROM: Dr. Scott Reid, Associate Dean – Students

** if you have decided that your educational journey does not include the University of British Columbia, Okanagan campus please ignore this notification and we wish you success wherever your journey leads you.

To all students new to UBC’s Okanagan Campus – welcome!
To all students returning to UBC’s Okanagan Campus – welcome back!

You are receiving this email to assist you in registering for your Winter 2023 courses. We want to share some helpful information as a reminder for all students within the Faculty Science (FoS).

1. Check your email daily, including your SPAM/JUNK folder. Please read any email from UBC carefully, and act on requests immediately. The University will not accept the excuse that the student did not read the email, or misunderstood the information provided. If you are uncertain, please do not hesitate to contact our office (fos.students.ubco@ubc.ca).
2. Whenever you email a member of the UBC community, please include your student number. If you are writing about a specific course, please provide all details (e.g. course name and number, course instructor).
3. Please read the Student Declaration and Responsibility, which you need to consent to when registering for classes at UBC: https://okanagan.calendar.ubc.ca/campus-wide-policies-and-regulations/student-rights-and-responsibilities/student-declaration-and-responsibility. You should also review your rights as a member of the UBC Community: http://www.calendar.ubc.ca/okanagan/index.cfm?tree=3,293,875,0.
4. Make note of your registration date and time, found in the Student Service Centre (SSC). You are strongly encouraged to register on your registration date as seat availability is limited.Registration dates and times are emailed to students about 2 weeks before your registration day.
5. Students entering second year must declare their major before registering for courses. What’s a major? A group of courses or a field of study you specialize in during your degree. What’s a minor? A secondary concentration of courses that often complements your major. Major/minor or major/major must be from different disciplines. It is not possible to graduate with two sub-areas of one discipline. For more information, please visit ourwebsite under “Majors and Minors”.
6. Course scheduling and program option questions. Students who require assistance in building a course schedule, or have questions about our program options (majors and minors), please contact Academic & Career Advising. Upper year students with questions should contact their program advisor. You are strongly encouraged to register for courses in both Winter Term 1 and Winter Term 2 at the same time.For more information on how to register for courses and video tutorials, please visit the Student Services Registrationinformation page.
7. Conflicting Courses: In general, the university and the Irving K. Barber Faculty of Science (FoS) does not support registration in courses with overlapping scheduled course activities (conflicting courses), independent of the mode of delivery of the course activities. There are two situations where registration in two courses with conflicting scheduled activity will be permitted or considered. Application for a course conflict waiver does not guarantee approval:a) If the scheduled conflict is the last 30 minutes of a lab that overlaps with the start of another course section, the student may email the department offering the lab for permission to leave lab early to attend the other course. Any conflicts longer than 30 minutes will not be approved.b) If both conflicting courses are specifically required by a student’s declared major and the student is in their graduating year (eligible to convocate in either the November or June of that academic year), then registration in courses with conflicting, scheduled activities, will be considered.  Registration in two FoS courses must be approved by the Associate Dean – Students (Dr. Reid); registration in a FoS course and a course offered by a different Faculty must be approved by both Dr. Reid and the Associate Dean – Students of that Faculty. Students that believe that they are in this unique situation must meet with an Academic Advisor or their Program Advisor to confirm that there are no other options available; the Advisor must emailfos.students.ubco@ubc.ca to confirm that they are eligible for consideration.
8. Third repeat of courses: Students must have the approval of the Faculty to attempt a course for a third time.  Students seeking such approval must request approval from the Associate Dean – Students (Dr. Reid) at fos.students.ubco@ubc.ca in accordance with the established Faculty Guidelines. Please ensure that you also indicate what year and term you would like to retake this course.As is the FoS normal procedure, if your request to attempt a course for a third time is approved your course registrations will be capped for the term in which you attempt to complete this course; a maximum of 9 credits for a winter term or 3 credits during a summer term.If approved to repeat a course a third time, this will be your final attempt at the course at UBC Okanagan.
   ​
9. Prerequisite waivers are processed by the Department offering the course. Please see below for links to application form or how to apply.Biology: https://biology.ok.ubc.ca/undergraduate/student-resources/forms/Chemistry: https://chemistry.ok.ubc.ca/undergraduate/student-resources/forms/Computer Science, Math, Physics, and Statistics (CMPS): https://cmps.ok.ubc.ca/undergraduate/student-resources/forms/Earth, Environmental, and Geographic Sciences (EEGS): Prerequisite and Co-requisite Waiver Request PDF Form
   Please email the form to eegs.okanagan@ubc.ca. Please include your registration date and time if you are requesting the waiver before registration opens. You will be notified of the decision by email.
10. Expectations and advice: Teaching and learning during the 2023/2024 academic year in FoS will predominately be in-person, but could include some online and hybrid modes of delivery (“mixed mode”).  Information on mode of delivery may be found on the Course Schedule as well as if the course requires in-person attendance or not. Consult the Section Comments for further details regarding a course. Please make sure you are familiar with the Add/Drop and Withdrawal deadlines for each term.  Withdrawing after the Add/Drop deadline of each term will result in a “W” on your academic record and you will be responsible for up to 100% of the course tuition.

Courses and programs offered in Irving K. Barber Faculty of Science (FoS): https://science.ok.ubc.ca/programs/

Indigenous Programs and Services (IPS):  https://students.ok.ubc.ca/indigenous-students/

Global Engagement Office (GEO): https://students.ok.ubc.ca/about/contact/global-engagement-office/ 

We want you to succeed! Please use the many resources available to you on our campus.
If you have any questions, you can send us an email anytime.

Irving K. Barber Faculty of Science

Location: ASC 413
Email: fos.students.ubco@ubc.ca
Twitter: https://twitter.com/fos_ubco
Facebook: https://www.facebook.com/fos.ubco
Website: https://science.ok.ubc.ca/
Instagram: https://www.instagram.com/fos.ubco

Our very best wishes to you for a successful academic year!

Dr. Scott D. Reid, PhD
Associate Dean – Students
Irving K. Barber Faculty of Science

and

Ms. Jennifer Janok
Student Support Assistant to the Associate Dean – Students
Irving K. Barber Faculty of Science
fos.students.ubco@ubc.ca

Sent to all students taking courses in the IKB Faculty of Science in 2023S Term 1

• Original document required (no photocopies, scans, or photos taken by your cell phone).
• Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
• The Faculty of Science will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (250-807-8001). The fax must include a cover page from the practitioner’s office, the student’s name in full (e.g. see the contact information required on the individual concession request forms), and the document must be dated.

Irving K Barber Faculty of Science (FoS) Forms page: https://science.ok.ubc.ca/student-resources/undergrad/student-forms/

• Courses: ASTR, BIOC, BIOL, CHEM, COSC, DATA, EESC, GEOG*, GISC, MATH, PHYS, STAT, SUST**some Course Codes and Programs are shared between Departments and Faculties. For shared course codes, the responsible Faculty is dependent on the course instructors home Department and the Faculty to which the Department belongs.

Please read our page on academic concession and complete the request for an Out of Time examination.

Email the completed form with supporting documentation to fos.students.ubco@ubc.ca, or indicate that the documentation will be faxed to 250-807-8001

Courses offered by other Faculties may have different Academic concession procedures regarding missed final exams. Please consult their Faculty pages for more information.

Good luck with your exams. Study, rest, and if you have any questions about your exams ask your instructors.

Dr. Scott D. Reid
Associate Dean, Students
Faculty of Science

Jennifer Janok
Faculty of Science – Student Support
fos.students.ubco@ubc.ca

Sent to BSC, and BSUS students from the IKB Faculty of Science

ACADEMIC CONCESSIONS for Summer Term 1 courses

The Dean’s office will not normally accept untimely submissions of academic concession requests regarding final examinations and courses. Initiating a request for an academic concession does not ensure that the concession will be approved.

All concession requests require appropriate supporting documentation, unless the accommodation request is for a religious observance or for the cultural observances of First Nations, Métis, and Inuit Students. Normally, when medical documentation is provided to support an academic concession request, it must meet the following requirements:

• Original document required (no photocopies, scans, or photos taken by your cell phone).
• Signature of the medical professional must be in ink; digital signatures are not accepted unless stamped in ink by the clinic.
• The Faculty of Science will accept medical notes and supporting documents if they are faxed directly from the practitioner’s office to the secure fax machine in the Dean’s office (250-807-8001). The fax must include a cover page from the practitioner’s office, the student’s name in full (e.g. see the contact information required on the individual concession request forms), and the document must be dated.

The following Academic concessions are processed by your Home Faculty, the IKB Faculty of Science; forms can be found HERE.

Standing Deferred

Requests for Standing Deferred in any course you are currently registered in, no matter the course code, must be made as soon as possible to the time that class attendance is adversely affected. A request for Standing Deferred is usually made when events occur where the course or the final examination cannot be completed on or before June 30, 2023. If the request is approved the Dean’s Office will set a completion date.

Late Withdrawal

Friday June 16, 2023, before 11:59pm, is the last day a student can self-withdraw from a course.  A “W” will appear on the academic record and with no tuition readjustment or refund.

Withdrawal after June 16, 2023:

The Irving K. Barber Faculty of Science (FoS) does not normally approve withdrawal from courses after the Withdrawal deadline unless there are exceptional circumstances.  UBCO FoS students who need to withdraw from ANY of their Term 1 courses after the self-withdrawal date are required to submit a completed Late Withdrawal form to the Dean’s Office. All requests must be accompanied by supporting documentation. Requests must be submitted as close to the date when class attendance was adversely affected. A student will not normally be granted late withdrawal if the final examination has been sat or final assignment completed.

The Late Withdrawal concession is not a mechanism for students to avoid a failing grade in a course or courses that they attempted to complete.

For more information on Academic Concession please refer to the new campus-wide policy
https://www.calendar.ubc.ca/okanagan/index.cfm?tree=3,48,1127,0

Note:

1) Do not make travel plans or let others make travel plans on your behalf until you have consulted the schedule and identified when your exams are.  We will NOT consider Academic Concession requests based on travel plans.

2) Students are expected to write their final exams at the time scheduled to avoid hardships and clashes. In-person exams must be written in-person and on campus as online alternatives will not be provided. If an alternative time and date for a final exam has been requested and approved, the delayed or deferred exam will be delivered in the same format or mode as the originally scheduled final examination.

4) The final examination period can be a busy and stressful time for students, especially for those experiencing university final examinations for the first time.  Preparation in advance of your exams and time management during your exams can have a positive impact on your academic performance.  The Student Learning Hub can assist you in preparing for your exams and for improving your overall study habits.  If you require support for your overall well-being prior to and during the final examination period, contact Student Wellness.

5) If you feel you need some extra personal support, you can explore resources provided by Student Wellness. You can make an appointment to talk with a counsellor by emailing: healthwellness.okanagan@ubc.ca

6) Finally, if you submit a request or contact the “wrong” Dean’s office or Associate Dean, we, the Associate Deans of FoS, FASS and FCCS and others, will make sure that your request is directed to the most appropriate person/office and that we will all support you to the best of our ability and in compliance with the Academic Calendar for the Okanagan campus.

Good luck with your exams. Study, rest, and if you have any questions about your exams ask your instructors.

Dr. Scott D. Reid
Associate Dean, Students
Faculty of Science

Jennifer Janok
Faculty of Science – Student Support
fos.students.ubco@ubc.ca