Course Equivalency FAQs

Students | Reviewers | Faculty Administrators


Students

1.  How can I use the information in the database?

The information found in the database indicates previous equivalency decisions made by academic advisors for students that have taken courses at partner institutions. The information can be used to help you with your academic planning when going on exchange or studying abroad. Please be advised that you must check with your program and faculty advisors to obtain approval in order to apply a particular equivalency towards your degree and program requirements.

2.  How do I search using the database?

You can search the database using one or more parameters. At a minimum, you must search by country or by course information.
For optimal results, we recommend that you enter as many parameters as you can to narrow your search. If there are no results found, you can broaden your search by reducing or changing your search criteria.

3.  How do I search for courses in a particular subject?

To search for all equivalencies in a particular subject, for example all Psychology courses at McGill, enter PSYC in the course number field and click on "Search". This search will display all PSYC course equivalencies at McGill reviewed against courses at other host institutions in different countries. To narrow those search results to a particular country, click on refine search and select the country you wish to narrow results for.

4.  Should I include spaces or special characters when searching for courses?

No.  You must omit special characters and blank spaces when entering the keywords. For example, when searching for ECO.12-13, you must enter ECO1213 in the course number field.

5.  How to interpret a course equivalency record when there is more than one course listed?

While searching the course equivalency database, you may come up with results similar to this

Example 1:

Many Host Courses to One McGill Course

In this example, a student must take the two host courses GEM1ELM092 and GEM1ELM136 for them to be equivalent to BUSA462 at McGill University

Example 2:

One Host Course to Many McGill Courses

In this example, taking the host course 6163 would be grant the student equivalency for the two McGill subjects MGPO434 and BUSA433

6.  How to submit a new course equivalency request?

In order to submit a new course equivalency request, you must ensure that the course does not exist in the database and that you have the course syllabus ready in PDF format. See below for details on how to convert an online course syllabus to PDF.

Now that you are ready to submit a request,

1. Go to www.mcgill.ca/course-equivalency
2. Click on Login and sign in with your McGill Username and Password
3. Once signed in, click on Menu
4. Click on Submit a new Request
5. Follow the on screen instructions

Once your request is submitted, you will be issued a request number, sent an email with your request details, and your request is automatically sent to the appropriate reviewer.

7. How to convert an online course syllabus to PDF?

There are many ways to create a PDF document including the use of third party software such as CutePDF or Bullzip, and printing to PDF using Microsoft Office

Using Microsoft Office (Windows)

1. Open the course syllabus and copy its content to a Word Document
2. In the word document, click on File > Export or File > Save & Send
3. Click on Create PDF/XPS Document
4. Create PDF/XPS Document. Make sure you select PDF as file format

Using CutePDF or Bullzip (Windows)

1. Open the course Syllabus in your preferred browser
2. In the same browser window, Click on File > Print
3. Select your third party installed PDF Printer (Bullzip or CutePDF)
4. Click on Print

Using Mac OS/X

1. Open the course Syllabus in your preferred browser
2. In the same browser window, Click on File > Print
3. Select PDF > Open PDF in Preview
4. Click on Save or Save As
5. Select Quartz Filter > Select Reduce File Size
6. Click on Save

8.  How to request a reassessment of an expired equivalency?

All course equivalencies expire after their designated time. Once the decision expires, the course must be reevaluated again to determine whether it is equivalent or not.

To reassess an expired decision

1. Go to www.mcgill.ca/course-equivalency
2. Click on Login and sign in with your McGill Username and Password
3. Search for the host course that you wish to be re-evaluated
4. Click on the equivalency record to open the equivalency details page
5. Click on Reassess button
6. Make any necessary changes and upload the new course syllabus
7. Once ready, click on submit

Once your request is submitted, you will be issued a request number, sent an email with your request details, and your request is automatically sent to the appropriate reviewer.

9.  How to verify that your request for an equivalency was processed?

Your equivalency request will be evaluated by the appropriate reviewer. Once the reviewer record’s his/her decision and the decision is finalized, you will be sent an email automatically notifying you that a decision was made.

You will then need to search the database to verify whether the decision rendered indicates equivalent or otherwise as well as what other conditions you might need to fulfill.

10.  How to apply for transfer credit after obtaining equivalency decisions?

At this stage, you have found a collection of one or more equivalent courses that you would like to take during your study abroad. You will need to check with your program and faculty advisors to see which of the courses could earn you transfer credit. To do so,

1. Login to Minerva and go to Student > Student Records Menu
2. Click on Exchange and Study Away Menu
3. Click on Request for Transfer Credit Assessment
4. Click on New Course Approvals if this is your first time
5. Search for the host courses you wish to take. Only equivalent and not expired courses equivalencies can be added
6. Add the desired courses and enter all required information
7. Save your request when ready
8. Send an email to your program and faculty advisors to obtain approval for Transfer credit

11.  Why can’t I find a university/college in the database?

Only universities and colleges that have course equivalency decision records are listed in the database.

12. Why can’t I find a course in the database?

Only courses that have a course equivalency decision (e.g. equivalent, not-equivalent) are stored in the database.

13.  How do I view details and navigate the tool?

Once your search has yielded results, you can hover your mouse over a record to view additional information and click in the course equivalency to view the details, e.g. decision or comments if available. To view previous page results, click on the "Back" button.

14.  Whom should I contact if I encounter errors or the service is unavailable?

Please contact the IT Service Desk if you encounter errors with the Course Equivalency tool or unable to access the tool.
To view previous page results, click on the "Back" button.

15.  Whom should I contact if I have questions on how to navigate the tool?

For students questions on how to navigate the tool contact Service Point.

16.  Whom do I contact to verify whether an equivalency can be taken for credits or as an exemption?

Credit and/or exemption will not be awarded until official final results are received and students obtain program and faculty approval. Students visiting McGill must obtain approval for any credit and/or exemption from their home institution. Please contact your program or faculty advisor for information. Consult the Advisor Directory.

Reviewers

Downloads

    User Guide for 1st Reviewers
    User Guide for 2nd Reviewers

1.  How to view pending course equivalency or assessment confirmation requests?

The course equivalency management system has two reviewer roles 1st Reviewer and 2nd Reviewer.

Reviewers must be defined by the faculty administrator. 1st Reviewer is the first role to see incoming equivalency requests and is able to render final decisions in cases where 2nd Reviewers are not defined. To view pending requests:

1. Go to www.mcgill.ca/course-equivalency
2. Click on Login and sign in with your McGill Username and Password
3. Click on Menu
4. Click on View Pending Assessment
5. Click on a course equivalency record

2nd Reviewer role receives equivalency requests only after a 1st Reviewer has rendered a preliminary decision. To view Pending Confirmations

1. Go to www.mcgill.ca/course-equivalency
2. Click on Login and sign in with your McGill Username and Password
3. Click on Menu
4. Click on View Pending Confirmation
5. Click on a course equivalency record

Note: Depending on the faculty requirements, there may not be any 2nd reviewers for a particular McGill Subject.

2.  How to process a request when there is no sufficient data to assess a request?

There are occasions when an equivalency request may not have sufficient information to be able to determine whether the host course is equivalent or not; Such as, the attached course syllabus is corrupt or the wrong course syllabus was attached.

In those cases, you can submit the request back to the requestor with information on how to correct the issue without recording a decision in the database. To do so,
Depending on your role, click on View Pending Assessment or View Pending Confirmation:

1. Click on the request you wish to send back to the requestor without recording a decision in the database
2. Verify that you are unable to make a decision with the information provided
3. Click on Incomplete
4. Provide the requestor with details as to why you are unable to render a decision and any recommendations. For example, wrong course syllabus. Please submit request again with proper syllabus
5. Click on Submit

3.  How to assess a course equivalency request?

Now that you have reviewed the request and you are ready to record a decision of Equivalent or Not Equivalent, you will need to record as a final decision or a preliminary decision in situations where there is a 2nd Reviewer. To do so, click on View Pending Assessment or View Pending Confirmation depending on your role,

1. Click on the request you wish to send back to the requestor without recording a decision in the database
2. Click on Assess
3. Make any necessary changes to the request. For example, correcting course title or selecting the appropriate course number. See Additional Steps                                                          
4. Click on Equivalent if the host course is equivalent to the assigned McGill Subject or click on Not Equivalent if otherwise                                                                                                   
5. Select one or more justification matching the criteria you are basing your decision on
6. Select a Decision Expiration Term if deemed necessary to change the default value
7. In the Comments field, enter any course specific comments that you would like to share with the public. Any comment entered here is made public
8. Click on Submit when ready

Additional Steps: These steps must be followed when you deem necessary to have multiple courses taken to be equivalent to one course or vice versa

You wish to add one or more host courses (Many – One) that must be taken to be equivalent to a single McGill course

1. Click on Add Course from the Host Institution table
2. Enter the Host Course Number, Title, and AUs if applicable
3. Repeat these steps as necessary
4. When finished, resume with the above steps

You wish to add one or more McGill courses (One – Many) that would be equivalent to a single host course

1. Click on Add Course from the McGill University table
2. Select a McGill Subject and Course Number
3. Repeat these steps as necessary
4. When finished, resume with the above steps

Tips: When assessing a request, try to ensure that you are recording positive (Equivalent) decisions when their available. If you are recording primarily negative decisions (Not Equivalent), requestors would not be able to request other equivalencies for the same subject.
For example, A requesting is requesting that Course BIOL2000 at Concordia University be Equivalent to BIOL402. After reviewing the request, you determined that the course can only be Equivalent to BIOL120. Instead of publishing your decision as BIOL2000 Not Equivalent to BIOL402, it is best to be published as BIOL2000 Equivalent to BIOL120.

4.  How to change a reassessment request from “Many - One” course equivalency or vice versa?

There are situations when a course at the host institution or at McGill has changes thus changing the equivalency decision associated with it. In this example, we are assuming that the host courses were changes as reflected in the newly submitted course syllabus and what used to be many host courses equivalent to one McGill Course should not be one host course is equivalent to one McGill course:

From this

To this

To do so, during the reassessment process

1. Click on Assess
2. Click on Delete icon next the course you wish to remove from this equivalency request. For example, Host Course 2MO430
3. May any other necessary changes
4. Click on “Equivalent” or “Not Equivalent” depending the request and resume processing the request as usual

5. When does a course equivalency decision is published in the database?

Some faculties require a given subject to have a 2nd Reviewer. If this is the case, a course equivalency decision is published after the 2nd Reviewer confirmed the 1st Reviewer’s decision or submitted a different one.

In the event that there is only 1st Reviewer role assigned to a subject, the decision made by the 1st Reviewer is automatically published after clicking on Submit.

Request that are processed as “Incomplete” are not published in the course equivalency Database.

6.  How to correct course equivalency decision information after a decision is published?

You need to contact a System Administrator to alter a course equivalency decision after is is published. You can do so by sending an email to CEQADMIN at MCGILL.CA along with what you need changed and why it needs to change.

Faculty Administrators

Downloads

User Guide for Faculty Administrators

1. How to add/remove/modify reviewers?

You must be assigned a as a Faculty Administrator to be able to add/remove/modify reviewers.

1. Go to www.mcgill.ca/course-equivalency
2. Click on Login and sign in with your McGill Username and Password
3. Click on Menu
4. Click on Manage Reviewers
5. You may have to click on a Faculty from the list or Click on a McGill Subject that you wish to manage
6. Type the name or email address of the person you wish to add and click on search. You cannot search by preferred name.
7. Assign the appropriate role
8. To remove a reviewer, click on Delete
9. To change a reviewers’ role, select the appropriate role
10. To disable a reviewer’s access temporarily without removing it, uncheck the appropriate role

2.  Why no results found when searching to add a reviewer by email or name?

Make sure you are search by official first and last name or the McGill email address. Resource accounts and preferred names are not searchable. You will only be able to search for current McGill staff only.

3.  Why am I getting an email about course equivalency requests?

It is possible that you receive an email notifying you that there are course equivalency requests pending. This only occurs if there are McGill subjects which you administer that do not have a 1st reviewer assigned to. To stop those emails from being sent to you, assign a 1st Reviewer for each McGill subject you are responsible for.

4.  When to assign a 2nd Reviewer?

2nd Review is not needed to be able to assess and public course equivalency decisions. Some faculties or departments may require that a 2nd reviewer validate the decisions made by 1st Reviewer and any accreditation requirements.

5.  How to view a list of all Faculty Administrators?

To view a list of your faculty Administrators,

Open Microsoft Outlook or Outlook Web Access.
    Log in with your McGill Username/ Password if required.
    Click HOME > Address Book.

Search for the Faculty group (e.g. SAOADMIN-Faculty of Science).

Double-click on the selected Faculty group. You will see the names of the people in the Faculty group.