Letter of Permission
Students in degree programs at The University of Western Ontario may take courses at other accredited universities for transfer credits provided the Faculty in which they are currently registered approves such courses in advance. The approval is subject to individual Faculty/Department regulations and is granted in the form of a Letter of Permission (issued by the Registrar’s Office).
To obtain a Letter of Permission, please apply at your faculty counselling office as early as possible and at least one month prior to the commencement of classes at the other institution. Letters of Permission may take up to 3 weeks to process from the time they are received at the Registrar’s Office (signed and approved by both Department and Faculty) and the three week time frame will be enforced during the peak period of March 15th until August 31st. The application form for a Letter of Permission is available at your Academic Counselling Office. Fall/Winter Letter of Permission forms will not be processed before May 15th unless there are mitigating circumstances.
To complete a Letter of Permission:
- Application must be submitted to your Academic Counselling office with a photocopy of the course descriptions from the Calendar of the host institution.Your application must be approved by your department and your faculty.
Click here to download the Letter of Permission form (pdf)
- The courses will only be approved if:
- The course is relevant to your degree program;
- The course is approved for a Western equivalent;
- Applicant may only take a maximum of 5.0 credits on a Letter of Permission or Exchange towards a Western degree.
Note: Each applicant will be charged a non-refundable Letter of Permission application fee. For the current Letter of Permission fee, see Program & Supplemental Fees. The fee will be added to your tuition account once billing begins for your Letter of Permission term, therefore, you may notice a delay between the processing of your Letter of Permission and the fee being applied to your account. Please check your Detailed Statement of Account (available at student.uwo.ca) regularly and pay your fee by the due date listed. For fee payment information, please see Fees & Refunds. It is the students' responsibility to ensure that all fees are paid. Students who do not pay the fee by the due date listed will be subject to financial and academic penalties.
You must submit written verification from the host institution if you do not register in or withdraw from approved LOP courses. If written documentation is not received from the host institution a failing grade (F) will be assigned. The written verification must come directly from the institution addressed to the Letter of Permission area at:
Western Student Services Building
The University of Western Ontario
When you have completed your Letter of Permission Courses:
It is your responsibility to have an official transcript sent DIRECTLY from the host institution to the Letter of Permission Area (see address above). It must come in a sealed envelope – any opened envelopes WILL NOT be accepted. A student’s grade report is not acceptable. Please allow for 4 weeks processing time to have grades transferred to your record when submitting transcripts.
Students completing their last credits for their degree on LOP must have their official transcript from the host institution sent to the Registrar’s Office prior to May 15th for Spring Convocation and prior to October 1st for Fall Convocation.
Note: Students granted permission to take the final course(s) of their program during a Fall/Winter session may NOT graduate until the next Fall convocation.
If a transcript is not received by November 1st, a grade of “F” will be recorded.