Who can have new opportunities recognized on the SER?

All McGill faculty and staff who coordinate eligible experiential learning and involvement opportunities can have them recognized on the Student Experience Record (SER).

In the case of eligible off-campus opportunities (particularly work-integrated learning opportunities), McGill faculties and units are responsible for vetting the opportunity and validating students' participation.

How staff can add new opportunities to the ER

  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

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

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): Template - Volunteer List

  • 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)

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): Template - EEO 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.

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): File Template - Workshop Attendance 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.