Panoramic photo of Fort Garry campus

Study outside the UM on a Letter of Permission

Before you take the course

Check the Transfer Credit Equivalencies database

The Transfer Credit Equivalencies database is for reference only and reflects courses previously assessed for transfer credit to the University of Manitoba.

Apply

Please submit your completed Letter of Permission application (without payment info) to LOP@umanitoba.ca at least 8 weeks before the registration date, with any needed syllabuses (including hours of instruction and course dates). For the purpose of this application, the University of Manitoba sessions are: September to April (Fall/Winter Term), or from May to August (Summer Term).

  • A Registration Representative will contact you for payment information for the required $75.00 Application Fee when your transcript arrives when your course is finished. (Please ensure that your contact information is up to date in Aurora.)
  • Your Letter of Permission will be emailed to you at your MyUmanitoba email account, and will also be directly emailed to the host institution.

Application processing time can take up to 8 weeks to complete.

After you take the course

You must provide the Registrar’s Office with an OFFICIAL TRANSCRIPT, showing final grades/marks obtained, including the institution’s official explanation of its grading system. If it is a physical transcript, it must be sealed. If it is an electronic transcript, it must be emailed directly from the institution to LOP@umanitoba.ca.

Send your transcript to....

Registrar's Office
400 UMSU University Centre
University of Manitoba (Fort Garry campus)
Winnipeg, MB R3T 2N2

LOP@umanitoba.ca

By these deadlines.....

  • For Spring Convocation, transcripts must be received by April 30
  • For Fall Convocation, transcripts must be received by September 30
  • For February Graduation, transcript must be received by January 30

Review before you apply

Before you apply for an Letter of Permission, review the sections below to aid in making the best decision. If you need assistance in determining if the credit will fit into your program, contact a student advisor.

Required documentation

It may be necessary for you to obtain course outlines (covering content, bibliography, final examination, etc.) from the other institution.  This information is required for the evaluation of the credit equivalencies.  For out of province institutions, you must submit the Academic Calendar.  Ensure you have provided the following:  

  • Course syllabus
  • Course descriptions
  • Course numbering glossary
  • Hours of instruction
  • Dates of course
  • Duration of course

We cannot process or approve Applications without this information. 

Approval

Your Letter of Permission will be issued after the Registrar's Office has received the approval of from your Faculty/School (or University 1).  The approval of your application is not guaranteed and is subject to individual Faculty/School regulations. you should note the following:

  • You must submit your application to the Registrar's Office as early as possible, at least 8 weeks before the registration date at the other institution.
  • Ensure your application includes the application fee.
  • If you are planning to seek permission, you should consult the current Calendar for the residence and degree requirements of the degree programs in which you are enrolled or speak to an academic advisor

The approval from your Faculty/School is subject to the following regulations:

  • You must be in good academic standing. 
  • You meet the the minimum residence requirement of your degree program.
  • During the Summer Session (May to August inclusive) the number of courses to be taken at the other institution must not exceed eighteen credit hours. Only with special permission from the Dean or Director of your Faculty/School may you be allowed to take a maximum of twenty-four hours of credit in Summer Session.
  • During the Regular Session (September to April), the number of courses to be taken on a Letter of Permission may not exceed the maximum number of credit hours normally associated with a full year's program of study at the UM, unless special permission of the Dean or Director concerned is obtained. 
  • Approval may be requested for more than the number of course you intend to register in, but no more than double the actual number of credit hours which will be taken, up to a maximum of 42 credit hours. You must advise the Registrar's Office (at the time of registration at the other institution) which course(s) was selected.

Credits and grades

The credit obtained at the other institutions will be transferred into your University of Manitoba Records when:

  • You submit an OFFICIAL SEALED TRANSCRIPT (or an electronic transcript sent directly from the institution to LOP@umanitoba.ca) to the Registrar's Office. The transcript must show final grades/marks obtained and the institution's official explanation of its grading system.
  • Your Faculty/School reserves the right to deny any subsequent requests for Letters of Permission if an official sealed transcript is not received by the Registrar's Office.
  • Your student grade report is NOT acceptable.
  • If you fail to provide the documentation (transcript) required at the end of the LOP period; will result in failed attempts being transferred to University of Manitoba records.

If you have been granted a LOP, but withdraws or does not register for the course(s) shown on the Letter of Permission; you must provide official verification of this action from the other institution.

If you are taking course(s) in Engineering, Environmental Design, Nursing, Pharmacy, Social Work: 

  • You are required to obtain a grade of “C” (or better) and in Pre-Master’s, PH.D. a grade of “C+” (or better) to have that course credit transferred over. 

If you are in a course based program in the Faculty of Graduate Studies such as the Masters programs in Business Administration, and Engineering and Public Administration: 

  • You will be charged tuition fees on a per course basis for all courses transferred for credit, in order to complete the Graduate "Program Fee" requirement as stipulated in the Official Fee Schedule.

Travel safety

You should note that the approval of a Letter of Permission does not constitute university endorsement of the safety of the proposed destination and any travel while on Letter of Permission is not authorized, funded, organized or administered by the University and as such is not considered to be a University sponsored activity.

You will be solely responsible for assessing the safety of your destination. Safe travel planning resources are available to students on the Travel Safety website

Graduation

Students completing their degree requirements through a letter of permission must indicate to the University their intent to graduate via the declarations menu on Aurora:

  1. Log in to Aurora
  2. Select Enrolment and Academic Records
  3. Select Declarations
  4. Select Declare Graduation Date

If the course(s) on a Letter of Permission completes The University of Manitoba Graduation requirements, the transcript must be received by:

  • For Spring Convocation, Transcripts must be received by April 30
  • For Fall Convocation, Transcripts must be received by September 30
  • For February Graduation, Transcript must be received by January 30

Transcripts not received by these dates will cause graduation to be delayed until the next Graduation period.

Non-attendance

If you have been granted a letter of permission and decide not to attend, you must submit a letter of non-attendance or non-enrolment to the UM Registrar's Office. Until that information is received, your grade will be an "F".  You can request this letter from your host institutions Registrar's Office.

Faculty of Graduate Studies students

Current graduate students at UM are eligible to participate in the Western Deans’ Agreement (WDA) or Canadian University Graduate Transfer Agreement (CUGTA). Under the terms of these agreements, graduate students can take courses (which are not available at their home institution) at another institution for credit in their graduate programs.

Students must initiate their application with Faculty of Graduate Studies.

Western Deans' Agreement

If you are a graduate student, check the Western Deans' Agreement of Graduate Studies to determine if the course(s) you wish to take are integral to your graduate degree program. 

Once you have determined that you are eligible for the WDA, following these steps to complete your application:  

  1. Fill out the WDA form.
  2. Have your department fill out Part 1 under Home Institution. 
  3. Submit the form, along with a course description of the course you wish to take, to the Faculty of Graduate Studies, 500 UMSU University Centre. 
  4. The Faculty of Graduate Studies will contact the Host Institution for their approval. 
  5. When the approval has been granted by the Host Institution, you will receive a Letter of Permission from the Registrar's Office at University of Manitoba.  Ensure that you have received an admission letter from the Host Institution and confirm you are registered for the course at the Host Institution. 
  6. When the course has been completed and a grade assigned, send an official sealed transcript from the Host Institution, directly to the Registrar's Office. 

Canadian University Graduate Transfer Agreement

The Canadian Association for Graduate Studies (CAGS) promotes graduate education and university research through meetings, publications and advocacy. The Association brings together 58 Canadian universities with graduate programs and the three federal research-granting agencies, as well as other institutions and organizations having an interest in graduate studies.

If you wish to participate in the Canadian University Graduate Transfer Agreement and your Home institution is the University of Manitoba, follow these steps: 

  1. Complete the CUGTA form.
  2. Submit the form, along with a course description of the course you wish to take, to the Faculty of Graduate Studies, 500 UMSU University Centre. 
  3. The Faculty of Graduate Studies will contact the Host Institution for their approval. 
  4. When the approval has been granted by the Host Institution, you will receive a Letter of Permission from the Registrar's Office at University of Manitoba.  Ensure that you have received an admission letter from the Host Institution and confirm you are registered for the course at the Host Institution. 
  5. When the course has been completed and a grade assigned, send an official sealed transcript from the Host Institution, directly to the Registrar's Office.

Note: that it is up to the Host Institution as to whether or not you will be required to pay an application fee and tuition/associated fees for the courses selected.  Please contact the Host Institution for details on their policy. 

If you are a student at a university covered by the CUGTA agreement and wish to attend the University of Manitoba as a Host Institution, your application fee will be waived, however tuition and associated fees will not be waived.