Special Instructions

Please include attachments or links to the following information with your Letter of Permission request:

1) A link to the host university’s course listing in the course calendar showing a brief course description, including prerequisites
2) A link to the course listing in the host university’s timetable showing that the course is being offered during the session in which you plan to register
3) The course instructor's official listing (e.g. the faculty listing from the instructor’s home university)
4) The number of contact hours associated with the course (hours of official instruction - lecture hours; length and frequency of tutorials or labs, etc.) 
5) A link to the current course syllabus

Please do not pay tuition, or arrange travel and accommodation for a course until you receive official notice that your Letter of Permission has been approved by Western University. We cannot guarantee approval in advance, even if that course has been approved in previous years.

Your Letter of Permission is valid for the term and/or session, and the specific courses, for which you it was approved. If you decide to register for different courses, you must notify our office immediately to have the new courses approved. You can do so through our Help Portal. There is no charge for ammending the courses. However, if you decide to make a change to the term or session, you will require a new Letter of Permission, which will include paying the fees again. 

Before classes begin: If you decide not to attend the university, you must cancel your Letter of Permission by notifying us through the Help Portal.

After classes begin: If you decide to drop the course, or the course gets cancelled, you must submit written verification from the host institution. If written documentation is not received a failing grade (F) will be assigned. The written verification must come directly from the host institution, emailed to contact@uwo.ca with the subject line Attn: Letter of Permission.

If you withdraw without penalty, the course will normally be shown as "WDN" on your Western academic record. Late withdrawals (including WF at Athabasca) will be recorded as failures on your Western transcript and will be included in your average.

The Letter of Permission fee is not refundable.

An approved course will be credited toward your degree. The grade will be recorded as a numeric value and converted using the OMSAS (Ontario Medical Schools Application content) conversion table or other conversion scale used by Western. Grades will be included in your average. Failures, including late withdrawals, will also be recorded and included in your average.

Course credit will be granted equal in value to the course weight assigned by the host institution. For the purpose of future registration, course content covered on a transfer of credit basis may serve as either prerequisite or antirequisite, as determined by the Dean of the Faculty in which the student is registered.

NOTE: If you wish to appeal a grade, contact the host university directly. 

Students completing their last credits for their degree on Letter of Permission must have their official transcript from the host institution sent to the Office of the Registrar by the following dates:

If a transcript is not received by November 1st, a grade of “F” will be recorded.

NOTE: You still need to apply to graduate through your Student Center.