UBC definitions for immigration purposes

Your enrolment status at UBC now affects your ability to work, study, and stay in Canada. To help you understand the CIC changes, UBC is using definitions that specify your enrolment status. When you see terms like "full time" and "enroll" in immigration regulations, refer to these definitions to see if it applies to you.

"Scheduled break"

This definition is for immigration purposes to denote students who may be eligible to work full time on or off campus [1].

Registered, eligible, or continuing students in UBC degree, diploma, or certificate programs are considered on a “scheduled break” if:

  • They were full time for immigration purposes in the previous term, and 
  • Their degrees have not been conferred, and
  • They will resume full-time studies in the following term  

Summer: Students in graduate programs or the Diploma in Accounting Program (DAP) are deemed to be on an academic summer session, not a scheduled break. All other degree-, diploma-, or certificate-seeking students, who meet the above criteria, are deemed to be on a scheduled break, NOT an academic summer session, regardless of their academic activity.

Students on a scheduled break are permitted to work full time on or off campus as per Immigration Refugee and Protection Regulation 186 (v)(iii).

Scheduled breaks include:

  • Midterm break (Okanagan only)
  • Winter Break
  • Reading Week
  • Break between Winter Term 2 and Summer
  • Summer (not available for students in graduate programs or the Diploma in Accounting Program (DAP))
  • Break between Summer and Winter Term 1
     

International students on a scheduled break can start work on the first day after the posted final exam period of the term as per the UBC Vancouver or UBC Okanagan academic calendar. They can work until the day before the first day of classes of the term that follows the break.

Exception: If an international student’s academic program has start and end dates which differ from those specified in the applicable academic calendar, the student can start work on the first day after the posted final exam period of their program’s term. They can work until the day before the first day of classes of the term that follows the break.

[1] Work refers to work which is authorized by a study permit. Students who also hold work permits may be able to work additional days/hours in addition to work authorized by their study permits.

"Full time"

This definition is for immigration purposes to denote students who may be eligible to work on or off campus [1]. Starting June 1, 2014, full-time status is the minimum requirement to work on or off campus.

International students with full-time status can start work on the first day of the term as per the UBC Vancouver or UBC Okanagan academic calendar. They must stop work on the last day of the final exam period according to the academic calendar.

Exception: If an international student’s academic program has start and end dates which differ from those specified in the applicable academic calendar, the student can start work on the first day of their program’s term, and they must stop work on the last day of their program’s term.

Notes: 

  • Students who meet the "full time" definition in summer and are not eligilble for a scheduled break during the summer session will be deemed full time from May 1 to August 31. 
  • Courses spanning two terms are counted as half the credit value per term (e.g. a 6 credit course counts as 3 credits in Term 1 and 3 credits in Term 2).

[1] Work refers to work which is authorized by a study permit. Students who also hold work permits may be able to work additional days/hours in addition to work authorized by their study permits.

UBC students are considered by UBC to be “full time for immigration purposes” if they meet any one of the following definitions:

 

Graduate students (enrolled in a graduate program)

  • Registered (“REGI” on the Student Information Service Centre (SISC, this is the faculty and staff-facing side of the SSC)), or

  • Continuing (“CONT” on SISC)

Undergraduate and post-baccalaureate students*

This category also includes Diploma in Accounting (“DAPP” on the SISC), Juris Doctor (JD), Unclassified(“UNCL” on the SISC), Access Studies (“ACES” on the SISC), Exchange (“EXCH” on the SISC), and Visiting (“VISI” on the SISC) students.

* Students taking graduate-level courses but not enrolled in a graduate program fall into this category.

WINTER TERM 1 OR 2:

  • Registered ("REGI" on the SISC) in 9 more credits per winter term

SUMMER (MAY TO AUGUST):

  • Registered ("REGI" on the SISC) for 9 or more credits, and
  • Do not meet the definition of "scheduled break"

FINAL ACADEMIC TERM:

"Final" as determined by their academic advising office before program completion;

  • If a final session is the summer session, the student can be registered for any number of credits in their final session (May to August). Their full-time status continues until their letter of completion is available.
  • If a final course spans two terms (e.g. 6 credits), each term may be determined to be a final term.
Visiting International Research Students and Visiting Research Exchange Students

Visiting International Research Students (VIRS, and at UBC Okanagan, VIRO) and Visiting Research Exchange Students are considered by UBC to be “full time for immigration purposes” if they are registered (“REGI” on the SISC). Please check with Go Global if you think this applies to you.

Students with academic accommodations

Students with academic accommodations are considered to be “full time for immigration purposes” if they are registered in 6 or more credits and have reduced course load accommodation as determined by Access & Diversity (Vancouver), or the Disability Resource Centre (Okanagan) in line with Policy 73, Academic Accommodations for Students with Disabilities.

Outbound exchange students

UBC students away on exchange term(s) abroad are considered "full time for immigration purposes” if they are registered (“REGI” on the SISC).

Co-op students

UBC students on a co-op work term are considered by UBC to be "full time for immigration purposes” if they are registered (“REGI” on the SISC).

UBC Okanagan English Foundation Program students

UBC students enrolled in the UBC Okanagan English Foundation Program are considered by UBC to be "full time for immigration purposes”.

Graduating students

UBC students who completed program requirements and whose program completion letter is not yet available are considered by UBC to be “full time for immigration purposes”.

  • "Part time"

    UBC students are considered by UBC to be “part time for immigration purposes” if they are

    • Registered (“REGI” on the SISC), and
    • Do not meet the “full time” or “scheduled break” definition

    No minimum number of credits is required to have “part-time” status.

    Part-time students cannot work on or off campus [1].

    [1]  Work refers to work which is authorized by a study permit. Students who also hold work permits may be able to work additional days/hours in addition to work authorized by their study permits.

  • "Authorized leave"

    UBC students are considered by UBC to be on an “authorized leave for immigration purposes” in a given term if they are:

    • On leave (“OLVE” on the SISC)

    This status is available to graduate students only.

  • "Deferred enrolment"

    UBC students are considered by UBC to have “deferred enrolment” if:

    • The Letter of Acceptance was issued, and
    • The offer was not revoked, and
    • The University approves that the student’s start date is delayed to a subsequent term/session:
      • because the University has postponed the program of study, or 
      • at the request of the student

    Deferred enrolment is determined by Enrolment Services, the Faculty, or program.

  • "Academic suspension"

    UBC students are considered by UBC to be on “academic suspension for immigration purposes” (with or without the option to return) as determined by their academic program.

  • "No show"

    UBC students are considered by UBC to be “no-shows for immigration purposes” if:

    • The Letter of Acceptance was issued, and
    • Their offer was not revoked, and
    • The Add/Drop date for first term has passed, and
    • Enrolment was not deferred, and
    • The student never registered or enrolled in the current program of study at UBC
  • "Not started"

    This status applies to students who, according to Immigration, Refugees and Citizenship Canada, have “not started their program yet. This status is intended for students who have not entered the country as of yet but were issued a study permit at the DLI [Designated Learning Institution].” UBC will not use this status as it requires data not available to the institution. 

 

Different types of letters you may need

Proof of Enrolment Letter
(SSC)

Enrolment Letter
(Academic Advising)

Program Completion Letter
(SSC)

What is it?

A standard letter proving your enrolment in a given session

A personalized letter with detailed information about your academic enrolment, specifically your academic progress and expected completion date

A standard letter confirming the completion of your program requirements

When do I need it?

To extend your study permit

To prove you are a full-time student (e.g. to apply for a SIN or show to an employer)

To extend/apply for a new study permit ONLY in non-standard situations (e.g. your studies are taking longer than usual; you took a break from studies for military service)

To confirm your anticipated program completion date

To apply for a post-graduation work permit after you complete your program but before written confirmation of your completion is available (e.g. official transcript)

How do I get it?

 

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

 

Undergraduate students: Request a letter from your academic advising office

Graduate and Post-Baccalaureate students: Request a letter from your department staff or academic supervisor

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

If your request is urgent, ask your academic advising office (undergrads) or department staff (grads)

Last reviewed shim10/25/2016 1:35:37 PM