Letter of Permission

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 equivalency. Ensure you have provided the following:  

• Course syllabus
• Hours of instruction
• Dates of course
• Duration of course
• Laboratory information, if applicable*

*University of Manitoba courses that include an integrated laboratory requirement must also be met to receive specified course recognition on transfer.

It is expected that external courses have a comparable number of instructional hours and duration as our University of Manitoba course offerings. Courses offered in a significantly condensed format and/or intersession courses (e.g., courses offered during the Winter Term break) will not be eligible for Letter of Permission approval.

We cannot process or approve Applications without this information. 

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

• You must submit your application as early as possible, prior to the Letter of Permission application deadlines. Some institutions may have registration restrictions that occur much earlier than the application deadlines noted.
• Your application fee is required as part of the letter of permission submission process.
• 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/College/School is subject to the following regulations:

• You must be in good academic standing. 
• You must meet the minimum residency requirement of your degree program.
• During the Summer Session (May to August inclusive) the number of courses that can be taken (both at University of Manitoba and from an external institution) must not exceed eighteen credit hours total. 
• During the Regular Session (September to April), the number of courses to be taken on a Letter of Permission (both at the University of Manitoba and from an external institution) may not exceed the maximum number of credit hours normally associated with a full year's program of study at the University of Manitoba.
• Students wishing to exceed the maximum course load per Session must request and receive advanced approval from their academic program. 
• Once submitted, it is not possible to revise course selections. Any changes will require the submission of a new application, and fee.

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/College/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.
• Failure to provide the required documentation (transcript/confirmation of non-enrolment) by the document submission deadline will result in a grade of F being transferred to your University of Manitoba record.

If you have been granted a Letter of Permission, but withdraw or do not register for the course(s) approved, you must provide official verification of this action from the other institution.

Some Faculties/Schools may stipulate minimum grade requirements on transfer beyond successful completion.  Pass/Fail courses are not recognized by many programs for transfer credit consideration.

Challenge for credit courses completed at an external institution will not be recognized for transfer at the University of Manitoba.

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 Risk Resources webpage. 

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 May 15th.
• For Fall Convocation, Transcripts must be received by September 15th.
• For February Graduation, Transcripts must be received by January 15th.

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

If you have been granted a letter of permission and decide not to attend, a letter of non-attendance or non-enrolment is required directly from your host institution's Registrar's Office (or equivalent). Please see the After you take your courses section below for information on how to submit your transcript and follow the same procedures. Letters provided by students are not acceptable. Until an official letter is received,  an "F" grade will be assigned.