Thank you for considering sponsoring a student at Vancouver Island University (VIU). Your support plays a vital role in advancing education and training within our community.
Sponsor application process
To formally sponsor a student, please follow these steps:
- Complete VIU's Application for Sponsorship.
- Submit the completed form to AcctsRec@viu.ca on behalf of the student.
Billing procedures and important deadlines
Once the sponsorship application is approved, sponsored tuition and fees will be deferred and coded for third-party billing.
Key information:
- Invoices are issued after the course add/drop deadline each term and sent by email.
- For programs not following the regular term schedule, invoices are issued monthly once courses begin.
- Payment is due within 30 days of receiving the invoice.
- VIU invoices in Canadian dollars. Payment is accepted in Canadian or foreign funds; however, VIU is not responsible for exchange rate fluctuations.
- Any outstanding student fees must be paid before new sponsorship applications will be processed.
- Sponsors are billed only for courses in which the student is officially enrolled. Waitlisted courses will not be charged until enrollment is confirmed.
- A 5% late fee applies to overdue tuition.
- Students with overdue fees may be placed on financial hold, which restricts course registration and access to official transcripts or graduation diplomas.
- Financial holds are lifted once the outstanding amount is paid.
- Students remain responsible for any fees not covered by the sponsor.
Cancelling sponsorship
To cancel a sponsorship, written notice must be received before the start of the semester. If cancellation is requested after the semester begins, the sponsor remains responsible for all assessed fees.
Tax receipts
In accordance with Canada Revenue Agency guidelines, it is the responsibility of the sponsoring organization to issue a T4A tax receipt to the student. VIU does not provide this service.
Tuition deposit fees
Students may be required to pay a non-refundable tuition deposit to secure a seat in a course or program. If a sponsor letter is submitted before the deposit due date, the deposit can be deferred until invoicing. Students are required to have a paid deposit or sponsorship before they will be registered in courses.
Withdrawals and refunds
Withdrawals
It is the student's responsibility to formally withdraw if they are unable to attend. For many courses withdrawals can be submitted through Web Registration in the Online Student Record. For courses that do not allow for withdrawal through the Online Student Record or for help with any withdrawals, students should contact the Registration Centre.
Refunds
Refunds are issued under the following conditions:
- Calculated from the date of the withdrawal.
- Application fees and tuition deposits are non-refundable.
- Only the tuition portion, excluding the tuition deposit, is eligible for refund as per the refund policy.
Please be advised that withdrawals from Professional Development courses within seven (7) days of the course start date are not eligible for a refund. For further details, please refer to the Professional and Development and Training refund policy.
Grade information and consent
If a sponsoring organization requires access to a student's grades or academic progress, the student must authorize this by signing the Student Consent to Disclosure section on the sponsor application form.
Please note:
- VIU's Accounts Office does not monitor student academic performance.
- For academic inquiries, contact the Records department at Records@viu.ca.
Other sponsored services
Campus store purchases
For questions about sponsorship of purchases at the Campus Store, please contact Campus-Store@viu.ca.
Student housing
For inquiries related to student housing, contact StudentHousing@viu.ca.
Sponsor liability
By submitting a sponsor letter, sponsors accept financial responsibility for the student's tuition and fees. Please do not provide tuition funds directly to students after submitting sponsorship documents.
If fees are not paid, the sponsor remains liable to VIU for the full outstanding amount.
Helpful links
Learn more about registration.
Get more information about dates and deadlines.
View VIU's policies on admissions and standards.
Learn more about VIU's health and dental benefits plan.
Further information
For further information please contact
Accounts Receivable Department
Vancouver Island University
900 Fifth Street,
Nanaimo, BC V9R 5S5
Tel: 250.740.6235
Email: AcctsRec@viu.ca