Resources

Forms

SEARS wants to ensure that students are able to easily make adjustments to their program or personal information in a simple and quick way.

Most of our forms are in PDFs and you will need Adobe Reader to open them. Save a form to your computer by right-clicking on the form name and select "Save target as," "Save link as," or by opening the form in your browser and saving it.

Google Chrome users: Fill in the form, then Print to PDF to save your changes before attaching to an email.

If you have any difficulty accessing the forms, please contact the SEARS office.

Please note, if you are looking to change your campus*, simply email student.records@uleth.ca to request the change.

on-campus Bachelor of Therapeutic Recreation students may not transfer campuses to online campus:

*New applicants and continuing students in Dhillon School of Business programs hoping to change their campus from Lethbridge to Calgary must request this change by June 15 for Fall or September 15 for Winter. Any requests made after these deadlines will be denied.

Online forms are available below. Click the form name to learn helpful information about using and submitting the form.

Students can change their address through the Bridge. If you cannot access the Bridge to change your address for some reason, use this form. When you complete the form, send the form by email to regoffice@uleth.ca or print the form and drop off in-person at the SEARS office (SU140) or the Calgary Campus Office (S6032).

Application For Admission For Exchange is found on the International website.

WHO is this for? Undergraduate and Graduate Students.

WHY would I use this form? Use this form if you are a continuing student at uLethbridge in good academic standing who wishes to take courses at another post-secondary institution (see the Registration and Academic Regulations sections of the Undergraduate or Graduate Calendar for eligibility requirements). There is a non-refundable $100 assessment fee for each course request through Visiting Student Authorization. If you are participating in the Explore Program, the cost is a non-refundable $100 flat fee.

WHEN do I submit this form? You must submit this form by the following deadlines:

  • August 1 for the fall term
  • December 1 for the winter term
  • April 1 for the summer term

(See the Academic Schedule)

Submitting your application earlier than the deadline will allow more time for assessment and may improve your chances of securing a seat in the course(s) at the host institution

WHERE do I submit this form? Submit the completed application form to your Faculty/School by email or in person. If you are in a combined degrees program, submit the form to only one Faculty/School who will then coordinate with the other Faculty/School to ensure full review by both programs.

WHAT happens next?

Step 1: Faculty/School Review

  1. The Faculty/School will review and approve or deny your application for visiting studies authorization according to institutional and specific Faculty/School policies. When reviewing your application, your Faculty/School will consider:
    • course availability at the University of Lethbridge,
    • your program requirements,
    • residence requirements,
    • concurrent registration restrictions, and other factors.
  2. If approved, the Faculty/School will inform you of the transfer credit you may or may not receive upon successful completion of the course(s) at the other institution according to the Transfer Equivalency Database and of how the course(s) may or may not count toward fulfilling your program requirements.
  3. Courses not previously assessed for transfer credit may not receive transfer credit and/or may not fulfill program requirements.
  4. If the courses you wish to take have not previously been assessed for transfer credit, you are responsible for submitting detailed course outline(s) to Transfer. Submit your detailed course outline(s) as soon as possible upon receiving them from the other institution to allow more time for evaluation, e.g. prior to attending the other institution.

Step 2: Administration of Visiting Student Authorization

  1. The Faculty/School will forward the approved application to SEARS to be added to your student record. A $100 fee for each requested course will be applied to your account balance.
  2. You will be registered in a placeholder course (e.g. VIST 3999) for the fall or winter term(s) for which visiting studies authorization is granted. This will maintain your continuing student status at the University of Lethbridge.
  3. You will not be registered in a placeholder course if you have been granted visiting studies authorization during the summer or have been permitted concurrent registration.
  4. Concurrent registration is only granted in extenuating circumstances upon approval by the Faculty/School. If you have not been granted approval for concurrent registration, you are not permitted to register in and take courses at the University of Lethbridge while taking courses elsewhere under visiting student authorization.
  5. Pre-Education and Education students must provide evidence to the Faculty of Education of completion of their visiting studies elsewhere prior to the start of a Professional Semester.

Step 3: Registration and Completion of Course(s) at the Other Institution

  1. If you had previously registered for courses at uLethbridge for the upcoming term of your visiting studies, but did not receive approval for concurrent registration, you must drop the courses on the Bridge.
  2. At the conclusion of your visiting studies at the other institution, you are responsible for arranging for official transcripts to be sent as soon as possible to uLethbridge Admissions (admissions@uleth.ca). Please note, if you are attending an Alberta institution, it is still your responsibility to submit this transcript, we will not request this on your behalf.
    • If the course(s) you took may be used to fulfill program requirements and you are in your last term of your program, ensure official transcripts are received by the Deadline for receipt of outstanding documents in support of an Application for Graduation (see the Academic Schedule).
  3. You must register in the fall or winter term immediately following the approved visiting studies term(s) to maintain continuing student status at uLethbridge. If you do not register in the following term, you will lose continuing student status and must re-apply for admission under the Post-Secondary Admission Route.

If you decide not to pursue visiting studies:

  1. Register in uLethbridge courses in the upcoming fall or winter term(s) to maintain your continuing student status.
  2. If you were registered in a placeholder for the term(s), contact your Faculty/School to have the placeholder course registration removed from your record.

HELPFUL resources:

Students can log onto the Bridge to withdraw from one or more courses in a given term/session.

Graduate Students

If you wish to withdraw from any of your courses or program (thesis), contact the School of Graduate Studies prior to withdrawing. Graduate students are required, by policy, to maintain continuous registration in their programs (3 terms per year). Graduate students should review the Leave of Absence policy published in the Graduate Studies Calendar.

Education and Nursing Students

If you wish to withdraw from any component of your professional semester or practicum placement, you must contact your Faculty Advising Office prior to withdrawing.

Courses with Co-requisites

If you withdraw from a course that has a co-requisite in which you are registered the same term, you will be withdrawn from both courses. If you wish to withdraw from one course in a co-requisite pair, but remain registered in the other course, contact your Faculty Advising Office for approval.

HELPFUL resources:

WHO is this for? Undergraduate and graduate students.

WHY would I use this form? This form allows you to take a course that you are currently registered in and change the grading scheme from a letter grade to credit/non-credit.
There are many factors to consider when choosing Credit/Non-Credit, like transferability or future educational endeavours. You should check out Non-Grade Designations in the Academic Regulations section of the Undergraduate Calendar or the Graduate Calendar. It’s also helpful to consult with an academic advisor.

WHEN do I submit this form? This form is to be submitted within a certain timeframe. Check out the Academic Schedule and look for the dates to designate Credit/Non-Credit.

WHERE do I submit this form? When you complete the form, send the form by email to student.records@uleth.ca or drop it off at the SEARS office (SU140) or the Calgary Campus Office (S6032).

WHAT happens next? The Student Records team in SEARS will process your form. When your final grades are available, check your transcript to confirm the Credit/Non-Credit designation.

HELPFUL resources:

Final Grade Appeal

Final Grade Appeal Procedure is found on the Institutional Policies and Procedures website.

WHO is this for? Graduate Students.

WHY would I use this form? There are a few reasons why you may want to repeat a graduate studies course. You want to improve a course grade, improve your GPA, and/or meet program requirements.

WHEN do I submit this form? You should submit this form once you have completed the repeated course.

WHERE do I submit this form? Once you have completed your repeated course (or approved equivalent) you will print and fill out this form, get a signature from the School of Graduate Studies Dean’s office, and drop the form off in-person at the SEARS office (SU140) or the Calgary Campus Office (S6032).

WHAT happens next? The Student Records team in SEARS will process your form.

HELPFUL resources:

WHO is this for? Undergraduate and Graduate Students.

WHY would I use this form? If you want to study something that fits into your program that is not offered as a formal course at the University, you may propose an Independent Study. You have the opportunity to create learning experiences tailored to your personal or professional interests. There are rules and limitations surrounding Independent Studies that are specific to your Faculty/School or program. Review the Independent Studies sections in the appropriate Faculty/School or program section in either the Undergraduate Calendar or the Graduate Calendar.

WHEN do I submit this form? Submit this form before the Add/Drop deadline as indicated in the Academic Schedule in the term that you will complete the course. In order to submit this form, you have successfully presented your course syllabus and outline to your supporting instructor/supervisor, and have gathered all the appropriate signatures on your form. Please check with your Faculty Advising office for the deadline for submitting this form to them, as it may be before the published add/drop date.

WHERE do I submit this form? Undergraduate Students: Once complete, please save the form and submit it to your faculty/school advising office for all of the required signatures. The faculty/school will then forward copies to the student and to student.records@uleth.ca for processing.

Graduate Students: Once complete, please save the form and attach it to an email addressed to sgs@uleth.ca from your '@uleth.ca' email address

WHAT happens next? The Student Records team in SEARS will process your form. You should see the changes take effect in your Bridge account within one to two business days.

HELPFUL resources:

Legal Name Change

Current and former students can request a change to their legal name on uLethbridge documents. When you complete this form, send the form by email to regoffice@uleth.ca or print the form and drop it off in-person at the SEARS office (SU140) or the Calgary Campus Office (S6032). You’ll also need to supply official documentation of your legal name change to support your request. See the form for a list of official documentation options, and how to guarantee your official documentation if submitting this form by email.

Chosen First Name Change

Current students can request to have their chosen first name added to their student record. This allows a non-legal first name that you choose to be displayed in University systems such as email, Moodle, Zoom, and Office 365. Adding a chosen first name does not replace your legal first name on official uLethbridge records and documents. To add your chosen first name, fill out the form at https://go.uleth.ca/chosen-name. You will receive a confirmation email when the change is complete.

WHO is this for? Anyone that is not admitted to a program (undergraduate or graduate level).

WHY would I use this form? Use this form to register as an Open Studies student. You might choose Open Studies for many reasons: not sure what you’d like to major in; missed the application deadline; picking up courses for interest; satisfying admission requirements; or attempting to boost your GPA. You cannot graduate from Open Studies, so if gaining a credential is your goal, you’ll need to gain admission to a program at some point. All courses you take as an Open Studies student will be recorded on your official academic transcript. Keep in mind that changing your course load may affect your eligibility for scholarships, loans, and sponsorship. Chat with an academic advisor to learn more.

WHEN do I submit this form? The form can be submitted to Student Enrolment and Registrar Services up until the registered term's add/drop deadline. Registration for Open Studies typically opens August 1 for the fall term, December 16 for the winter term, or April 16 for the summer term. Check the Academic Schedule for exact dates. You are required to complete this form each term that you will take classes as an Open Studies student.

WHERE do I submit this form? When you complete the form, When you complete the form, email it to regoffice@uleth.ca by the Add/Drop deadline as indicated in the Academic Schedule or print the form and drop off in-person at the SEARS office (SU140) or the Calgary Campus Office (S6032).

WHAT happens next? The Student Records team in SEARS will process your form and will email you your assigned registration time. If you are new to uLethbridge, you’ll receive instructions to the personal email address you indicate on your form to set up your @uleth email account and Bridge account.

RELATED forms:

  • Undergraduate Application
  • Transfer Credit

HELPFUL resources:

WHO is this for? Anyone that has lost or damaged their original parchment.

WHY would I use this form? Use this form to order a new parchment.

WHEN do I submit this form? Any time after you have graduated and require a new parchment.

WHERE do I submit this form? Send the completed form by email to regoffice@uleth.ca and arrange for payment with SEARS (by email regoffice@uleth.ca, or by phone 403-320-5700 to pay with a Visa or Mastercard).

WHAT happens next? The Student Records team in SEARSs will process your request.

RELATED forms:

  • Transcript Request form

HELPFUL resources:

Undergraduate students can log onto the Bridge to add/remove a minor, concentration, specialization, or change a disciplinary stream.

For Arts & Science, Dhillon School of Business, or Fine Arts students, you can complete the Request to Add a Second Major form by logging onto the Bridge.

If you are unable to complete the form through the Bridge, you can complete the PDF fillable form here, and email to admissions@uleth.ca.

WHO is this for? Undergraduate students, graduate students, and community members.

WHY would I use this form? Use this form to request to audit a course. Auditing a course is a great way to take a class for your own personal interest. You do not participate in assignments, exams, or conversations, but you have the opportunity to follow along in course textbooks and form your own opinions about the lectured topics. The cost for auditing a course is half the normal tuition of the course. Permission from the instructor of the course is required to audit the course. Some courses may not be available for audit.

WHEN do I submit this form? Each term has a short window to register for audit courses. This occurs after the Add/Drop deadline. See the Academic Schedule for exact dates.

WHERE do I submit this form? When you’ve completed the form, print the form and obtain the signature of the course instructor. Once signed, send the form by email to student.records@uleth.ca or drop off at the SEARS office (SU140) or the Calgary Campus Office (S6032).

WHAT happens next? The Student Records team in the SEARS will process your form. If you are new to uLethbridge, you’ll receive instructions to the personal email address you indicate on your form to set up your @uleth email account and Bridge account.

HELPFUL resources:

Students can log onto the Bridge to complete their change of program or major for all undergraduate programs.

If you are unable to complete the form through the Bridge, email admissions@uleth.ca.

  • Students are strongly advised to speak with an academic advisor prior to making changes to their program of study.
  • If you are graduating and applying to a second undergraduate degree, or currently enrolled in Open Studies or EAP and applying to an undergraduate program, complete the online Undergraduate Application.
  • If you are applying to a graduate program, complete the online Graduate Application.
  • Application deadlines and admission requirements vary by program, campus, and term. Detailed information on deadlines and admission requirements are available online at Undergraduate Application and Document Deadlines.

Students apply to uLethbridge undergraduate programs through APAS. If you cannot access APAS to apply for some reason, use this form.

WHO is this for? Undergraduate Students

WHY would I use this form? This form is for students studying at the undergraduate level occasionally have extenuating circumstances (e.g., illness, family priorities, deployment) that may interrupt their studies and they need to step away from their studies for a period of time. There may be some programs in which a Leave of Absence is not suitable. Students in a Bachelor of Education (combined degree or After Degree), Bachelor of Therapeutic Recreation or Bachelor of Nursing will need approval from their Faculty prior to being granted a Leave of Absence.

WHEN do I submit this form? Prior to submitting this form, it is strongly encouraged that you meet with an Academic Advisor to make a plan for absence and return. International students are highly encouraged to meet with an advisor in the International Centre to understand the implications of a Leave on their study permit and to obtain any appropriate supportive documentation. Any student accessing student loans and/or receiving scholarships or other funding is highly encouraged to meet with a representative from the Scholarships and Student Finance office to understand the implications of a Leave on their funding source and/or repayment. A Leave of Absence must be submitted and processed prior to the first day of classes for the term in which the Leave is to begin. A Leave may begin in the Winter, Summer or Fall Terms.

WHERE do I submit this form? When you complete the form, email it from your @uleth.ca email address to student.records@uleth.ca OR print the form and drop off in-person at the SEARS office (SU140) prior to the first day of classes for the term in which the leave is to begin.

WHAT happens next? The Student Records team in SEARS will process your form. When your Leave begins, you will not have student privileges. When registration is to open for the term in which you indicated you will return from your Leave, you will receive an email indicating that you can see your time ticket in the Bridge. Your student privileges will be reinstated and you will be able to register for your returning term at the appropriate time. It is recommended that you meet with an advisor prior to registration for your returning term.

If you decide to return at an earlier date, it is recommended that you meet with an advisor. To re-active your student status early, contact Student Records. Please note that you may only re-activate your student status prior to the start of the new term that you would like to return. Reactivating your student status after registration has opened for the new term that you will return may result in limited class selection.

HELPFUL resources:

Bridge Forms - login required

Access Forms - Employee Use

The University of Lethbridge is committed to respecting the privacy of all individuals, and operates in accordance with the Freedom of Information and Protection of Privacy (FOIP) Act. Please read our Web Privacy Statement regarding the collection of personal data for the purpose of student recruitment and admission.