Canadian Bureau for International Education

Summary of Policies and Procedures

Master’s to PhD Scholarships

Students are eligible to apply to extend their scholarship from a Master’s to a Ph.D. Scholarship if they meet the following criteria:

Students who have completed their Master's Program within 36 months (without having received an extension), and who are pursuing a PhD program in the same field of study.

Proof of having completed the Master`s Program must be submitted with the application.
Ministry will also accept applications from students who passed the 36 months (by up to three (3) months) for reasons beyond their control (such as not being able to get a financial support letter during the crisis in Libya).

Students who already have acceptance into a PhD program. The nominating institution in Libya will need to be verified by the Libyan Ministry of Higher Education and Scientific Research, after which time CBIE will receive a decree for the PhD Scholarship from the Ministry.

Only students nominated by universities (from academia) will be approved by the Ministry.

It is important to note that for those students who completed their Master's Program, closed their file with CBIE, and have returned to Libya, if they wish to pursue a PhD Scholarship they are to apply to the Ministry directly. CBIE will not be involved in the process for this category of student.

Please return the completed 'Application Form - Extension from Master`s to PhD Studies', along with scanned copies of the required documents, to your CBIE Academic Manager. If you meet the requirements for application, CBIE will forward your request to the Ministry for approval.

Extensions for Master’s and PhD Programs

The Ministry has confirmed that they will continue reviewing these requests and that individual decrees will be issued for students who are approved for extensions.

It is very important to note that, if a student is not following a full-time study plan, CBIE will not recommend an extension to the Ministry.

Academic/ESL Dependents

No extensions are permitted for ESL/Academic Dependents beyond the end date of the primary student.

Conference Attendance

CBIE will begin to accept applications for conferences, with the following stipulations:
• Conferences must be local, i.e. within North America
• International Conferences will not be considered at this time
• Proof of conference attendance is required for reimbursement

Field Studies and/or Electives in Libya

This entitlement continues to be on hold.

Academic Progress Reports

CBIE is responsible for providing an academic progress report to the Ministry at the end of each academic semester. In the event that a transcript and/or other requested information has not been sent to CBIE by either the student or the institution, CBIE reserves the right to withhold the student’s living allowance until such requested transcript or information is received at CBIE.

Suspension of Scholarship Allowances

According to Article 35 of the scholarship rules and regulations, CBIE is authorized to withhold the payment of allowances, for the following reasons:

If the student changes institution without CBIE’s approval.
If, upon request, the student does not provide CBIE with their study plan or academic reports.
If the student is not registered in their program of study or following their study plan.
If the student is absent for 15 days without permission from the university or from CBIE.
If the student has left the country without permission from CBIE.

Full- time Status

Students are expected to be enrolled in full-time studies while on scholarship in Canada. As a scholarship student, you are expected to follow a study plan to ensure that you complete your ESL and academic studies within your scholarship period of study.

Renewal of Immigration Documents

It is very important that you monitor the expiry of your important immigration documents very closely. You should apply for renewal of these documents three months in advance of the expiry. As a first step, contact your Academic Manager by email to request a sponsorship letter, to be included with your application. For information related to the application process, please visit the website of Citizenship and Immigration Canada.

File Closure

According to “Article 20” of the scholarship rules and regulations, CBIE is required to close a student’s file within one month after meeting the degree requirements (not the convocation date). The health insurance will end one month after meeting degree requirements. Students who wish to close their files in Canada, due to meeting their degree requirements or for any other reason, should take the following steps:

Contact your Academic Manager to confirm the reason for closing the file.
Complete and send to CBIE the “Application to Close File” located on the website.

Withdrawal of Sponsorship

The sponsorship of a student may be revoked for any of the following reasons:

Unsatisfactory academic performance.
Failure to clear probationary status.
Dismissal from program by institution.
Change of major or transfer to another institution without prior approval.
Failure to secure admission.
Any other reason deemed justifiable by the sponsor.

Monthly Living Allowance (MLA)

Students are eligible to receive a monthly living allowance according to their marital and family status, on the first day of each month by direct deposit.

Adding New Baby: Student must complete the New Baby Form and submit it to CBIE along with a copy of the birth certificate. Upon receipt of the required documents from the student, CBIE will adjust the records, increase the MLA (if required) and inform the Ministry accordingly.

Adding Spouse: While in Libya, students must provide a copy of the marriage certificate to the Ministry with a request to adjust the MLA. It should be noted that CBIE is not authorized to adjust the MLA to “Married” until we receive written confirmation from the Ministry directly. Upon receipt of written confirmation from the Ministry, as well as a copy of the spouse’s passport information (including the stamped date of entry into Canada), the MLA will be adjusted retroactively to the spouse’s date of entry into Canada.

Settling-in Allowance (SIA)

Effective November 1, 2011 students arriving in Canada or the United States are entitled to a settling-in allowance upon starting their scholarship. The amount is equivalent to two monthly living allowance payments. The allowance is issued to the students as a loan, which is deducted from their MLA in 24 equal repayments. Students must complete and submit the settling-in allowance form to confirm their request for the settling-in allowance and their approval of the monthly deductions.

Monthly Living Allowance

	Rate
Single	$2,340.00
Married, 0 children	$2,640.00
Married 1-2 children	$2,880.00
Married, 3+ children	$3,000.00

Student Union Fund

CBIE will continue deducting the fees and in the future, when the appropriate permits are in place, CBIE will transfer the accumulated fees.

Book Allowance

Students who are enrolled in their full-time academic program are eligible for an annual book allowance as follows:

Ph.D. students: Eligible for a total of three book allowances (one per year), payable in September or January only.
Master’s students: Eligible for a total of two book allowances (one per year), payable in September or January only.
Doctors (Postgraduate Medical): Eligible for a total of four book allowances (one per year) upon beginning their residency training.
Students who are pursuing ESL are not eligible to receive a book allowance. Spouses and children are also not eligible to receive a book allowance.

Computer Allowance

Sponsored scholarship students are entitled to receive a one-time payment for the computer allowance. CBIE will issue this allowance upon arrival in Canada.

Tuition Fees

Tuition fees are paid by CBIE on behalf of the Ministry directly to the institution. If a tuition invoice is sent to the student in error, you must forward the invoice to CBIE for processing.

Bank Account Information

All allowances will be directly deposited into your bank account within one to two months of your arrival in Canada. Please complete the Bank Account Information Form and return it to CBIE. It is very important that you inform CBIE of any changes to your bank information during your studies in Canada.

Visa Requirements for Libyan Nationals

The Canadian Embassy in Libya has resumed operations. Please visit their website of the Canadian Embassy in Libya: http://www.canadainternational.gc.ca/libya-libye/

Communication / Changes to Your Contact Information

CBIE will communicate with students on a regular basis via email, mail and telephone. Please ensure that we are kept informed of any changes to your contact information. If any of your contact information changes (change of address, telephone number, etc.), please be sure to inform your Academic Manager accordingly.