How can staff add new opportunities to the SER

  1. Check to see if your opportunity meets the eligibility guidelines. If yes, then continue to step 2. If not, please contact us at experiencerecord [at] mcgill.ca (experiencerecord[at]mcgill[dot]ca) for more information.
  2. Select the opportunity type that is best applicable to you.
Awards

Awards

Most eligible awards are recorded in BSA and are automatically added by CaPS staff annually.

If you have an award you wish to recognize, please contact experiencrecord [at] mcgill.ca (experiencrecord[at]mcgill[dot]ca) with details.

Volunteering and Peer Supporters

Volunteering and Peer Supporters

Step 1: Approval Process

Before a volunteer opportunity can be recognized on the experience record, a staff member must complete the Staff-Administered Volunteer Recognition Form.

  • Note: You must complete one form for every volunteer opportunity that you would like to have recognized on the ER.

Step 2: Tracking and Submission

You must submit the list of volunteers to us by completing the SER Participants List Submission Form.

Template: To facilitate tracking of volunteers, you can download and use this template (Excel file):SER_template_volunteer

  • Note 1: Lists must contain either student ID numbers or @mail.mcgill.ca email addresses. We do not accept non-McGill email addresses.
  • Note 2: We no longer accept lists of participants by email. Please read the Data Security statement below to make sure you securely store and transfer student information.
Work-Integrated Learning (EEOs)

Work-Integrated Learning (EEOs)

Step 1: Approval Process

Before a new WIL opportunity (former called an "EEO") can be recognized on the SER, a staff member must complete the Staff-Administered Curricular or Co-Curricular Work-Integrated Learning Form.

Step 2: Tracking & Submission

Tracking and Submission: You can submit participation data by completing the SER Participants List Submission Form.

Template: To facilitate tracking of participants, you can download and use this template (Excel file):SER_template_WIL

  • Note: We no longer accept lists of participants by email. Please read the Data Security statement below to make sure you securely store and transfer student information.
Personal or Professional Development Activities

Personal or Professional Development Activities

Please note that single workshops are not eligible for recognition on the experience record. Please consult our eligibility guidelines for a description of what types of programs are eligible. Students must complete all program elements to be recognized on the experience record. If you have questions about a program you coordinate, please contact us at experiencerecord [at] mcgill.ca (experiencerecord[at]mcgill[dot]ca).

Step 1: Approval Process

Before a new personal professional development program can be recognized on the ER, a staff member must complete the Staff-Administered Personal or Professional Development Recognition Form

  • Note: A new form must be completed for every eligible activity that you would like to have recognized on the SER.

Step 2: Tracking and Submission

Submit the list of participants by completing the SER Participants List Submission Form.

Template: To facilitate tracking of your program participants, you can download and use this template (Excel file): SER_template_Program-Participant-List

  • Note: We no longer accept lists of participants by email. Please read the Data Security statement below to make sure you securely store and transfer student information.

Who can have new opportunities recognized on the SER?

All student leaders* who organize eligible activities can have them recognized on the Student Experience Record (SER).

*Student leaders: All student organizations who want to have their activities recognized on the SER must be first registered and recognized by either:

  1. an undergraduate faculty student association (i.e., AUS, POTUS, etc.)
  2. an undergraduate departmental association
  3. a post graduate student association (PGSA)
  4. a student organization, club or services registered under a McGill student association (I.e., SSMU, faculty association, etc.)
  5. an independent student organization formally affiliated with McGill University
Student Organization Executives

Student Organization Executives

Experience Type: All executive positions that have been submitted by student organizations will appear under the Student Governance and Leadership experience type.

Student Group Registration & Recognition Timeline

The submission period for student organization recognition generally runs from March through the end of April, with updated guidelines published in late February. More information will be forthcoming during the 2026 - 2027 academic year. 

If your student group would like to receive notifications when SER recognition applications open for student organization executives, please provide the contact information of your group with the SER team. 

March: Submission Open 

The Student Experience Record (SER) Team will notify student governments when applications open for the 2026 - 2027 academic year.

April - June: Review and Approval

The SER team reviews applications on a rolling basis. Eligible executive positions will be added to each student’s Experience Record in myFuture. Once an experience has been approved and added, you will receive an automated confirmation email from myFuture. 

Volunteering

Volunteer Recognition

Experience Type: All volunteer opportunities that have been submitted by a student leader will appear under the Student-Led Initiatives experience type.

Step 1: Approval Process

Before a volunteer opportunity can be recognized on the SER, a student leader must complete the Student-Administered Volunteer Recognition Form.

  • Note: You must complete one form for every volunteer opportunity that you would like to have recognized on the ER.

Step 2: Tracking and Submission

You must submit the list of volunteers to us by completing the SER Participants List Submission Form.

Template: To facilitate tracking of volunteers, you can download and use this template (Excel file): SER_template_volunteer

  • Note 1: Lists must contain students' @mail.mcgill.ca email addresses. We do not accept non-McGill email addresses.
  • Note 2: We no longer accept lists of participants by email. Please read the Data Security statement below to make sure you securely store and transfer student information.
Personal or Professional Development Activities

Personal or Professional Development Activities

Experience type

All personal or professional development activities that have been submitted by a student organizations will appear under the Student-Led Initiatives experience type.

Step 1: Approval Process

Before a workshop series/program opportunity can be recognized on the SER, a student leader must complete the Student-Administered Personal or Professional Development Recognition Form.

  • Note: You must complete one form for program that you would like to have recognized on the SER.

Step 2: Tracking and Submission

Submit the list of participants to us by completing the SER Participants List Submission Form.

  • Note: You must submit students' @mail.mcgill.ca email addresses. We do not accept non-McGill email addresses. Any students with non-McGill email address will not receive recognition.

Template: To facilitate tracking of your participants, you can download and use this template (Excel file): SER_template_Program-Participant-List

Note: We no longer accept lists of participants by email. Please read the Data Security statement below to make sure you securely store and transfer student information.

Data Security and Student Information

McGill University takes student privacy and data security seriously. Lists of participants in curricular or co-curricular activities are considered confidential student information that should be stored and transferred in accordance with McGill policies.

  • Do not send any student information via email. Lists of student participants can be transferred to us by completing the SER Participants List Submission Form (must sign in with your McGill credentials) or by sharing documents stored in SharePoint/OneDrive directly with SER staff.
  • Never store student information in cloud systems that have not been authorized by McGill IT, such as Google Drive or Dropbox. Instead, store student information in McGill's SharePoint or OneDrive.

Please read the McGill Cloud Data Directive to learn where and how student data may be stored and transferred.