Updating Personal Information

Note: This is the 20122013 edition of the eCalendar. Update the year in your browser's URL bar for the most recent version of this page, or click here to jump to the newest eCalendar.

Updating Personal Information

It is important to keep your official records up to date, especially your mailing or billing address, because these are used by the University year round. If your address information on file is invalid, incomplete, or missing, the University will hold your mail. Once you have provided a valid address, the University will resume sending your mail.

You must update your address(es) and/or telephone number(s) and emergency contact information on Minerva (www.mcgill.ca/minerva) under the Personal Menu.

If you are away from campus and do not have access to the Internet, you can request changes by writing to your Student Affairs Office or to Service Point. Your written request must include your signature.

If you need to change important personal information that requires the University to verify official documents, such as a name or citizenship change, or correction of your birth date, you must go in person (as soon as possible) to Service Point, 3415 McTavish Street, Montreal, Quebec, H3A 0C8. Macdonald campus students can request changes in person at the Student Affairs Office, Laird Hall, Room 106.

Note for Continuing Studies: If you need to change important personal information that requires the University to verify official documents, such as a change to your name or citizenship, or correction of your birth date, you must go in person (as soon as possible) to the School of Continuing Studies Client Services Office. Such changes can only be made in person at the School of Continuing Studies, Client Services Office, 688 Sherbrooke Street West, Room 1199.
—2012-2013 (last updated Jan. 17, 2013) (disclaimer)

Legal Documents: Why Does McGill Collect Legal Documents from You?

Legal Documents: Why Does McGill Collect Legal Documents from You?

Revision, January 2013. Start of revision.

Your tuition status at McGill will vary depending on your status in Canada. In order for us to determine your appropriate rate of tuition (Quebec, Canadian out-of-province, or international), we require legal documents confirming your current status. We also require these documents to confirm your valid citizenship/immigration status. To find out which documents you must provide—and when they are required—refer to: Legal Documents: What Documents Does McGill Need from You?

Some of the documents McGill requests of you help us obtain your Permanent Code from the Government of Quebec. This unique 12-character code is issued by the Government of Quebec, and is obligatory for all students registered in a Quebec institution.

If you have previously attended school in Quebec, you already possess a Permanent Code, which can be found on your school report card or your CEGEP and/or university transcripts. After you have accepted the University's offer of admission, you can check on Minerva (under the Personal Menu) to see if McGill has received your Permanent Code.

You can consult your tuition and legal status (including your Permanent Code) on Minerva (www.mcgill.ca/minerva). Select Student Menu > Student Accounts Menu > View your Tuition and Legal Status.

Revision, January 2013. End of revision.

—2012-2013 (last updated Jan. 17, 2013) (disclaimer)

Legal Documents: What Documents Does McGill Need from You?

Legal Documents: What Documents Does McGill Need from You?

Revision, January 2013. Start of revision.

Follow the instructions in the first row of this table that apply to you. Send clear, legible copies of documents (not originals).

Quebec and Canadian Out-of-Province Students
You have applied to McGill directly from CEGEP or you already have a student record at McGill
  • Usually no documents are required for your Canadian and/or Quebec status, based on McGill’s records or as confirmed by the Government of Quebec
You have applied to McGill from another Quebec university
  • Proof of Canadian status is required: Canadian birth certificate; or Canadian citizenship card (both sides of the card); or Certificate of Indian status card; or Makivik Society card; or valid Canadian Record of Permanent Resident status (Note 2); or valid Canadian Permanent Resident card (both sides of the card)
  • Additionally, for your Quebec residency status, usually no documents are required, unless McGill cannot confirm this from the Government of Quebec
You were born in Quebec
  • Quebec birth certificate (Note 4)
  • Permanent Code Data Form (Notes 1 and 5)
You were born in (or are a Landed Immigrant from) a Canadian province other than Quebec
  • Canadian birth certificate; or Canadian citizenship card (both sides of the card); or Certificate of Indian status card; or Makivik Society card; or valid Canadian Record of Permanent Resident status (Note 2); or valid Canadian Permanent Resident card (both sides of the card)
  • Permanent Code Data Form (Notes 1 and 5)
You are a Quebec resident as defined by one of the other situations outlined by the Government of Quebec
  • Canadian birth certificate; or Canadian citizenship card (both sides of the card); or Certificate of Indian status card; or Makivik Society card; or valid Canadian Confirmation of Permanent Residence (Note 2); or valid Canadian Permanent Resident card (both sides of the card)
  • Permanent Code Data Form (Notes 1 and 5)
  • Attestation of Residency in Quebec Form (Note 5)
  • Other supporting documents, depending on which situation you checked on the above Attestation of Residency Form
International Students
You will be studying at McGill for less than six months (i.e., for only one academic semester) as a non-degree student (e.g., Exchange, Special, Visiting)
  • Visitors Permit issued at your port of entry into Canada by Citizenship and Immigration Canada
  • Photo page of your passport and the page date-stamped by Citizenship and Immigration Canada at your port of entry
  • Permanent Code Data Form (Notes 1 and 5)
You will be in Canada for more than six months (i.e., you are enrolled in a degree, certificate, or diploma program, usually for two or more consecutive academic semesters)
  • Certificate of Acceptance of Quebec (CAQ)
  • Permanent Code Data Form (Notes 1 and 5)
  • Study Permit issued by Immigration Canada (Note 3)

Note 1: Your signed Permanent Code Data Form is usually required. If the names of your parents appear on your birth certificate, or if you have already provided McGill with your Permanent Code, you do not need to supply this form.
Note 2: Your valid Canadian Permanent Resident status can be proved by a copy of your Canadian Confirmation of Permanent Residence (IMM 5292 or IMM 5688) document or with your Canadian Permanent Resident card (copy of both sides required). Alternatively, you may provide your Immigration Record of Landing (IMM 1000) document. Note that McGill reserves the right to ask you for copies of both your PR card and your IMM document.
Note 3: If you are a refugee, your Convention Refugee status document is required instead of a Study Permit.
Note 4: Usually McGill needs your birth certificate to prove your place of birth in Quebec. If you already have a valid Quebec Permanent Code, McGill will accept a copy of your valid Canadian passport that indicates your birth place as being within the province of Quebec, as proof that you qualify for Quebec residency.
Note 5: You can find links to download and print the Permanent Code Data and Attestation of Quebec Residency forms at www.mcgill.ca/legaldocuments/forms.

Fee Exemptions

Fee Exemptions

Exemption from the out-of-province or international supplement tuition fees is possible for students in any of the following three categories, as authorized by the Government of Quebec:

  1. French Course Fee Exemptions – Non-Quebec Canadian and international students are automatically assessed fees for certain eligible French courses at the Quebec tuition rate (note exclusions as listed at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions).
  2. Out-of-province Tuition Supplement Exemptions – Non-Quebec Canadian students in the following categories are exempted from out-of-province tuition supplements (details at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions):
    • Students in a Ph.D. program
    • Students in a Post-Graduate Medical Education program: Medical Residents, Clinical Fellows, Clinical Research Fellows, Research Fellows
    • Students registered full-time in the Masters in French (Maîtrise en français). The exemption begins at the moment the student registers in the program, without retroactive effect.
  3. International Students Eligible for Fee Exemptions Based on Legal Status in Canada – Students with one of the following statuses may be exempt from International Supplements (certain categories may be assessed at the Canadian tuition rate; full details regarding eligibility criteria are listed at www.mcgill.ca/legaldocuments/exemption):
    • Citizens of France
    • Citizens of certain countries with an agreement with the Government of Quebec
    • Diplomatic, consular or other representatives of international organizations
    • Convention refugees
    • Students awaiting permanent residency in Canada and holding an eligible CSQ
    • Students whose spouse or unmarried students whose parent holds a Temporary Work Permit in Canada
    • Students funded by the FRSQ (Fonds de la recherche en santé du Québec)

These exemptions lower your fees to the Quebec rate of tuition. More detailed information for the categories listed above are available at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions as well as at www.mcgill.ca/legaldocuments/exemption.

Note that this information may be subject to change.

Revision, January 2013. Start of revision.

—2012-2013 (last updated Jan. 17, 2013) (disclaimer)

Legal Documents: Has McGill Received Your Documents?

Legal Documents: Has McGill Received Your Documents?

Quebec/Canadian/International Fees and Immigration Status

Quebec/Canadian/International Fees and Immigration Status

Once McGill has received your documents, it usually takes one week to process them and update your file accordingly.

  • Check your tuition status on the Minerva (www.mcgill.ca/minerva) Student Accounts menu: Student Menu > Student Accounts Menu > View Tuition Fee and Legal Status.
  • Check the phrase: Fees currently calculated according to rules for... This will tell you if your tuition status is currently being billed at the international rate, the Canadian rate, or at the Quebec rate. For information on fees, see www.mcgill.ca/student-accounts.
  • Electronic billing is the official means of delivering fee statements to all students; you may view your e-bill on Minerva. For more information, see the following website: www.mcgill.ca/student-accounts.

If you do not agree with your tuition status, notify McGill right away. If you provide additional documentation in support of your file after the last day of classes for the given term, McGill will be unable to accept your requested changes, or to update your tuition status rate for that term.

Permanent Code

Permanent Code

The Government of Quebec usually takes one to four weeks to verify or issue your Permanent Code.

  • Check your Permanent Code on Minerva: Personal Menu > Name Change or alternately via Student Menu > Student Accounts Menu > View Tuition Fee and Legal Status. If your 12-character Permanent Code appears there, your documents are in order. If not, you have not yet provided McGill with your documents listed in Legal Documents: What Documents Does McGill Need from You? or the Government of Quebec has not yet confirmed that your documents are sufficient to create a Permanent Code.
—2012-2013 (last updated Jan. 17, 2013) (disclaimer)

Legal Documents: What Are the Consequences of Not Providing Your Documents?

Legal Documents: What Are the Consequences of Not Providing Your Documents?

Revision, January 2013. Start of revision.

The deadline to submit documents in support of a change to your tuition status effective for that term is the last day of classes for that term (e.g., December 1st for changes to be made to your tuition status for the Fall term, or April 1st for changes to be made for the Winter term).

McGill will not produce your ID card until all of your legal documents have been received. Your ID card is essential to the use of many services on campus, and to take your final exams.

If we are missing the required legal documents, a hold will be added to your record preventing you from registering or dropping any courses, and from obtaining your official transcript.

International students who have not provided their valid immigration documents to McGill may be de-registered.

If your tuition status is changed and your fees are reduced as a result of the document review process, McGill will waive the difference on any accumulated late payment or interest charges.

Revision, January 2013. End of revision.

—2012-2013 (last updated Jan. 30, 2013) (disclaimer)

Legal Documents: Where Do I Send My Documents?

Legal Documents: Where Do I Send My Documents?

You must send in all your documents after you have been accepted to McGill but before the start of classes. Do not send originals. Email or mail clear and legible copies of your documents. Write your McGill student ID on each document so that McGill can match them to your record. The sooner you submit your documents, the sooner the University can update your status and ensure that your record is in order. Refer to www.mcgill.ca/legaldocuments for further details.

  • By Email:
  • Follow these steps to submit your legal documents electronically.
  1. Save the attached file in an accepted format.
    • Standard PDF (.pdf) – encrypted PDFs will not be accepted.
    • Tagged image format (.tif, .tiff for scanned images).

    Ensure that you save your documents properly in one of the above formats—do not just rename the file extension. Due to the possibility of computer viruses, McGill does not accept Microsoft Word documents (.doc), hypertext files (.htm, .html), JPG, GIF, or any other format.

  2. Ensure that the resolution used is at least 300 dpi (dots per inch) for an electronic replica (scan) of documentation (e.g., a scan of your birth certificate). The preferred file size is 100KB per image.
  3. Address your email to legaldocumentation [at] mcgill [dot] ca and attach your relevant scanned document(s). Attach the file(s) to your email; do not include the documents in the body of your email.
  4. Put your First Name, Last Name, and McGill ID number in the subject line of your email.

    Note: Individual email size (including your attachments) should not exceed 5 MB (5120 KB).

Revision, July 2012. Start of revision.

  • By Mail or Courier:
  • McGill University
  • Enrolment Services
  • Student Records
  • Room MS-13
  • 3415 McTavish St.
  • Montreal, QC H3A 0C8 CANADA

Revision, July 2012. End of revision.

  • In Person:
  • Service Point
  • 3415 McTavish Street
  • Montreal, Quebec H3A 0C8

For the School of Continuing Studies

For the School of Continuing Studies

Revision, January 2013. Start of revision.

By Mail or in Person:

  • McGill University
  • The School of Continuing Studies, Client Services Office
  • 688 Sherbrooke Street West
  • Suite 1199
  • Montreal, QC H3A 3R1

Revision, January 2013. End of revision.

By Fax:

  • 514-398-2650

If there is a problem with your documents, contact Client Services at:

Telephone: 514-398-6200

Email: info [dot] conted [at] mcgill [dot] ca; legaldocuments [dot] conted [at] mcgill [dot] ca

—2012-2013 (last updated Jan. 17, 2013) (disclaimer)
Programs, Courses and University Regulations—2012-2013 (last updated Jan. 17, 2013) (disclaimer)