Student Forms & Resources

RHSC and UBC Graduate Studies require a variety of forms to be completed throughout your degree to ensure the smooth administration of your academic experience. 

For all form submissions via email, please ensure the subject line of your email includes:

  • Degree, Full name, Student number | Item of submission 

Ex. SUBJECT LINE: MSc Jane Smith, 12345678 | Thesis Proposal Form


All Graduate Student Forms

The following forms are organized from start to finish, and reflect forms that should be done before starting your degree, to forms that are completed on an as-need basis throughout your program. These are applicable for both MSc, PhD, and MPT/PhD students.

The RHSC Handbook is meant to serve as the guide for your time in the program. Please refer to this document for all academic and program requirements.

Download: RHSC Graduate Student Handbook

This form outlines all the required certificates and task items students must complete before beginning their graduate degree at UBC.

Who: MSc, PhD, MPT/PhD students

Deadline: Before the start of your degree. Exact deadline will be specified by the RHSC Program Assistant via email; generally will be in August for September cohorts, and December for January cohorts.

Submit to: rehab.gradprogram@ubc.ca 

Download: RHSC New Student Checklist

This form aims to ensure expectations regarding your: academic progress, publications/presentations, professional development, and working relationship with your supervisor are clearly defined prior to starting your degree. It is important to do this collaboratively with your Supervisor and should be prioritized. 

Who: MSc, PhD, MPT/PhD students + Supervisor

Deadline: Anytime before the start of your degree. 

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Student-Supervisor Expectations Form 

For further information about Graduate Student and Supervisor responsibilities, please visit the following pages:

This course involves independent study of a project related to rehabilitation sciences which is consistent and supportive of the educational and professional goals of the graduate student. The contract is an agreement between the student and directed studies supervisor.

Who: Students enrolled in RHSC 504

Deadline: One week after the term begins

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC 504 Directed Studies Contract

This form is used to track each student’s annual progress throughout their degree. This form must be approved by both the student’s supervisor and the program director. If sections are incomplete or require elaboration, you will be asked to fill out the form again, so please set aside time to complete it thoroughly! 

Who: MSc, PhD, MPT/PhD students + reviewed by Supervisor + reviewed by Program Director

Deadline: March 31; annually until degree completion

Submit to: Complete online via UBC Qualtrics. Once completed, Progress Reports will be sent to your Supervisor for approval. After supervisor approval, the final approval will come from the Program Director.

Complete: RHSC Student Progress Report

Note: This form is separate from the UBC G+PS Annual Progress Report for Fellowship Holders. These forms are similar and we recommend you complete them at the same time (if you are a fellowship holder) so you can copy and paste answers between both progress reports.

This form is your opportunity to evaluate your experience with your supervisor and share both positive and constructive feedback. Answers are anonymous. Please note that supervisor evaluations are important for faculty. Results from evaluations are often used as merits for career progression and promotion; students are asked to prioritize the completion of these evaluations.

Who: MSc., PhD, MPT/PhD students

Deadline: March 31; annually until degree completion

Submit to: Complete online via UBC Qualtrics.

Complete: RHSC Supervisor Evaluation Form


Master’s Student Forms

The following forms are organized generally from start to finish for a Master's student.

This timeline is a general overview of a Master's students requirements over a period of two years. Please note that your personal timeline is subject to change based on circumstance. If you have any questions, please review this timeline with your Supervisor.

Download: RHSC MSc Student Timeline

This form informs the RHSC Program Assistant of your Supervisory Committee. 

Who: MSc Students

Deadline: Within 1 week of determining your Supervisory Committee

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Supervisory Committee Form

Special Note: If anyone on your Supervisory Committee is not a UBC G+PS Member, they will need to be nominated to your Supervisory Committee by RHSC as a 'Non-G+PS Member'. This can be done by completing the following steps:

  1. Complete the UBC G+PS 'Recommendation for Non-G+PS Member to Join Supervisory Committee' Form
  2. Obtain the Nominee's current CV (PDF file)
  3. Obtain a statement from the Nominee assenting to serve on your committee and accepting committee membership responsibilities
  4. Obtain a memo from your Supervisor or RHSC indicating the particular qualifications that make the nominee suitable for your committee

These forms will need to be sent to rehab.gradprogram@ubc.ca first before being sent to graduate.sas@ubc.ca.

For further information regarding Forming your Supervisory Committee, please visit the following page:

This form informs the RHSC Program Assistant of your Thesis Proposal and Thesis Defense dates. It also acts as an invitation to the rest of the department to attend your proposal or defense if they so choose. Students will complete this form twice, once for their proposal and once for their defense.

Who: MSc Students

Deadline: 2-3 weeks prior to your Thesis Proposal date. 2-3 weeks prior to your Thesis Defense date

Download: RHSC Thesis Abstract Form (Proposal and Defense)

This form is to be completed after your Thesis Proposal Defense and notifies the RHSC Program Assistant of the status of your Thesis Proposal.

Who: MSc Students

Deadline: up to 1 week after your Thesis Proposal Defense

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC MSc Proposal Exam Memo

This form is completed once you are ready to submit your Final Thesis (after a successful thesis defense). A student's examination committee must sign this form to confirm that the thesis is ready for final submission.

Who: MSc Students

Deadline: when your thesis is ready for final submission

Special Notes: This form is not complete until your Supervisory Committee has been entered in to SISC. This can only be done by the RHSC Program Assistant. Please ensure that you've given the Program Assistant enough time to complete this. See: RHSC Supervisory Committee Form

Submit to: rehab.gradprogram@ubc.ca for Graduate Advisor/RHSC Director signature. Final submission to UBC G+PS.

Download: G+PS Master's Thesis Approval

For more information regarding your Thesis Final Submission, please visit the following page:

This form must be completed and submitted with your final, post-defense thesis.

Who: MSc Students

Deadline: When your thesis is ready for final submission

Special Note: This form should be submitted with the G+PS Master's Thesis Approval form. See above.

Submit to: UBC G+PS at graduate.thesis@ubc.ca

Download: G+PS Thesis / Dissertation Submission Cover Sheet

For more information regarding your Thesis Final Submission, please visit the following page:

This form is to be completed as your final thesis is in submission, and prior to your last day or graduation from the program (whichever comes first).

Who: MSc Students

Deadline: Prior to your last day in the program or Graduation; whichever comes first.

Special Notes: This form will be accompanied by a 30 minute in-person or Zoom interview with the RHSC Program Director. This is meant to be an informal conversation to gain a fuller understanding of your experience in the program.

Submit to: Complete online via UBC Qualtrics.

Complete: RHSC Student Exit Survey


Doctoral (PhD & MPT/PhD) Student Forms

The following forms are organized generally from start to finish for a Doctoral (PhD or MPT/PhD) student.

This timeline is a general overview of a Doctoral student's requirements over a period of five to six years. Please note that your personal timeline is subject to change based on circumstance. If you have any questions, please review this timeline with your Supervisor.

Download: RHSC Doctoral Timeline and Required Forms

This form informs the RHSC Program Assistant of your Supervisory Committee. 

Who: PhD and MPT/PhD Students

Deadline: Within 1 week of determining your Supervisory Committee

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Supervisory Committee Form

Special Note: If anyone on your Supervisory Committee is not a UBC G+PS Member, they will need to be nominated to your Supervisory Committee by RHSC as a 'Non-G+PS Member'. This can be done by completing the following steps:

  1. Complete the UBC G+PS 'Recommendation for Non-G+PS Member to Join Supervisory Committee' Form
  2. Obtain the Nominee's current CV (PDF file)
  3. Obtain a statement from the Nominee assenting to serve on your committee and accepting committee membership responsibilities
  4. Obtain a memo from your Supervisor or RHSC indicating the particular qualifications that make the nominee suitable for your committee

These forms will need to be sent to rehab.gradprogram@ubc.ca first before being sent to graduate.sas@ubc.ca.

For further information regarding Forming your Supervisory Committee, please visit the following page:

This form must be filled by supervisor, outlining the topics that have been decided upon, and specific parameters of the exam, for vetting by the program chair. 

Who: PhD and MPT/PhD Students

Deadline: Prior to Comprehensive Exam. 

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Comprehensive Approval Memo

This form informs the RHSC Program Assistant of the completion of your Comprehensive Exam.

Who: PhD and MPT/PhD Students

Deadline: Within 1 week of completing your Comprehensive Exam (whether passed or not)

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Comprehensive Exam Memo 

This form informs the RHSC Program Assistant of your Dissertation Proposal and Dissertation Defense dates. It also acts as an invitation to the rest of the department to attend your proposal or defense if they so choose. Students will complete this form twice, once for their proposal and once for their defense.

Who: PhD and MPT/PhD Students

Deadline: 2-3 weeks prior to your Dissertation Proposal date. 2-3 weeks prior to your Dissertation Defense date

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC Dissertation Abstract Form (Proposal and Defense)

This form is to be completed after your Dissertation Proposal Defense and notifies the RHSC Program Assistant of the status of your Dissertation Proposal.

Who: PhD and MPT/PhD Students

Deadline: up to 1 week after your Dissertation Proposal Defense

Submit to: rehab.gradprogram@ubc.ca

Download: RHSC PhD Dissertation Proposal Defense Memo

Doctoral students must advance to candidacy within 36 months from start date or they may be withdrawn. Complete and submit this form once you have met candidacy requirements. 

Who: PhD and MPT/PhD Students

Deadline: Before your 36th month as a PhD or MPT/PhD student

Submit to: Send it to rehab.gradprogram@ubc.ca first for signatures. The final form will be sent to UBC G+PS.

Download: UBC G+PS Recommendation for Advancement to Candidacy Form

Special Note: This form cannot be completed without submitting and approving your Supervisory Committee in SISC. Only the RHSC Program Assistant can do this. Please ensure you complete this prior to completing your Advancement to Candidacy Forms.

This form is required to nominate potential external examiners for a doctoral examination. Nominees should not be contacted prior to submitting this form to G+PS.

Who: PhD and MPT/PhD Students

Deadline: 8 weeks prior to the intended date of submission of the dissertation for external examination.

Submit to: RHSC at rehab.gradprogram@ubc.ca for signatures first before sending to G+PS at graduate.doctoral@ubc.ca

Download: G+PS Nominations for External Examiner (Doctoral Dissertation) Form

For more information regarding your Final Doctoral Examination, please visit the following page:

This form is to be completed as confirmation that the Supervisory Committee Members have approved the dissertation for submission to the External Examiner.

Who: PhD and MPT/PhD Students

Deadline: 2-3 weeks prior to the anticipated Final Doctoral Examination, after an external examiner has been approved.

Submit to: RHSC at rehab.gradprogram@ubc.ca for signatures first before sending to G+PS at graduate.doctoral@ubc.ca

Download: G+PS Graduate Program Approval of Doctoral Dissertation for External Examination Form

For more information regarding your Final Doctoral Examination, please visit the following page:

The Final Doctoral Examination is the culmination of your years of research and writing. It is one of the last steps towards the conferral of your doctoral degree. The Final Doctoral Exam at UBC has two stages: the External Examination and the Final Oral Defence.

The best and most detailed guide for this process can be found at the following page. It is highly recommended you follow the step by step process outlined in the left-hand navigation bar if you are viewing it on a desktop or laptop device.

This form is completed once you are ready to submit your Final Dissertation (after a successful dissertation defense). A student's examination committee must sign this form to confirm that the dissertation is ready for final submission.

Who: PhD and MPT/PhD Students

Deadline: Candidates have around one (1) calendar month from the date of the oral defence to complete any required revision and submit the final version of the dissertation and all required forms, including this one.

Submit to: UBC G+PS at graduate.thesis@ubc.ca

Download: G+PS Doctoral Dissertation Approval

For more information regarding your Dissertation Final Submission, please visit the following page:

This form must be completed and submitted with your final, post-defense dissertation.

Who: PhD and MPT/PhD Students

Deadline: When your thesis is ready for final submission

Special Note: This form should be submitted with the G+PS Doctoral Dissertation Approval form. See above.

Submit to: UBC G+PS at graduate.thesis@ubc.ca

Download: G+PS Thesis / Dissertation Submission Cover Sheet

For more information regarding your Dissertation Final Submission, please visit the following page:

This form is to be completed as your final thesis is in submission, and prior to your last day or graduation from the program (whichever comes first).

Who: PhD and MPT/PhD Students

Deadline: Prior to your last day in the program or Graduation; whichever comes first.

Special Notes: This form will be accompanied by a 30 minute in-person or Zoom interview with the RHSC Program Director. This is meant to be an informal conversation to gain a fuller understanding of your experience in the program.

Submit to: Complete online via UBC Qualtrics.

Complete: RHSC Student Exit Survey


Graduate Student Wellbeing & Campus Resources

The Faculty of Medicine has created a list of available resources for Faculty of Medicine Graduate Students. As well, you are welcome to contact Karen Ross, the Graduate & Postdoctoral Wellbeing Support Coordinator.

Visit the following page for more information:

UBC G+PS (UBC Graduate and Postdoctoral Studies) has created a list of available resources for Graduate Students on campus which includes everything from health related resources, to mental health support, food security and support, sexual violence support, as well as safety and security on campus.

Visit the following page for more information:

UBC Enrolment Services Advisors are your first point of contact after the RHSC Program office to connect regarding:

  • Financial management or planning
  • Scholarships, bursaries, awards, and student loans
  • Tuition and fees
  • UBC regulations and processes
  • Support for course registration issues

Enrolment Services Advisors are available Monday to Friday from 9:30 am - 4:00 pm, except on Tuesdays when the office opens at 10:00am. To speak to an advisor, call 604-822-9836 or submit your question through their online form.

Visit the following page for more information:

UBC G+PS (UBC Graduate and Postdoctoral Studies) has created a list of available resources for Graduate Students on campus which includes everything from academic support, career exploration, community networking, research skills, and teaching development to name a few.

Visit the following page for more information:

There are multiple opportunities on campus to stay physically and mentally active while pursuing your studies. Recreational activities on campus for students and families include:

  • Walking programs
  • Aquatics programs
  • Fitness centres
  • Dance, Yoga, Martial Arts programs and more
  • Ice programs
  • Intramural programs
  • Tennis programs
  • and more!

Visit the following page for more information:

The Postdoctoral Fellows Office (PDFO) provides support, advocacy, and professional development opportunities for the over 900 postdocs spanning all faculties. Some of the resources offered by the PDFO include:

  • Research prizes
  • Professional programming
  • An online job board
  • An online database of award and funding opportunities
  • and more!

Download: PDFO Resource Sheet