Student Records

Student Records

Students are responsible for verifying their student records and progress throughout their academic career. The following sections describe a few useful tools to help you stay on track.

Programs, Courses and University Regulations—2015-2016 (last updated Jul. 15, 2015) (disclaimer)

Verification of Student Records: Unofficial Transcripts

Verification of Student Records: Unofficial Transcripts

Subject to Changes to Student Records after Normal Deadlines, you are responsible for verifying your academic record on Minerva (www.mcgill.ca/minerva) using the unofficial transcript to ensure that you are registered in the proper courses, and that the correct program information and expected term of graduation appear on your record.

If you are graduating, verify your record on Minerva before the end of your final term to ensure that the correct expected graduation term appears on your unofficial transcript; if not, you may be overlooked for graduation. You should direct any questions or problems with your record to your Student Affairs Office.

Note for the Faculties of Arts and Science (including B.A. & Sc.): Requests are made at Service Point (3415 McTavish Street). However, it is important that you also see a Faculty adviser in Dawson Hall to talk about your options and the effects that your request may have on your studies. For more information, see www.mcgill.ca/students/advising.
Note for Graduate and Postdoctoral Studies: You should direct any questions or problems with your record to your Graduate Program Director.
Programs, Courses and University Regulations—2015-2016 (last updated Jan. 14, 2016) (disclaimer)

Verification of Student Records: Degree Evaluation

Verification of Student Records: Degree Evaluation

Degree Evaluation is a Minerva tool to help students and advisers compare the student's academic record with the requirements of a specific program. If you have access to Degree Evaluation on Minerva under the Student Records Menu, you can review your progress within your current program. Also, if you are considering a program change, you can generate a “what-if” comparison of your academic record with the requirements of another program.

The presentation in the Degree Evaluation Report may have a different appearance than the requirements listed in this publication. For example, a long listing of courses may be grouped into one course “attribute” on the Minerva report.

Degree Evaluation also provides a central record of adviser/faculty-approved adjustments to your program of study (e.g., the replacement of one specified course with another or acceptance of a non-McGill course for credit).

Please note that Degree Evaluation is an advising tool only. A Degree Evaluation Report that indicates program requirements have been satisfied does NOT constitute approval to graduate.

For details regarding Degree Evaluation, including Reading a Degree Evaluation Report, see www.mcgill.ca/students/courses/plan/evaluation.

Note for Medicine and Dentistry: The Degree Evaluation tool is not used in the faculties of Medicine and Dentistry.
Note for Nursing: You may view Degree Evaluation Reports on Minerva. However, if you have completed courses that differ from the School's defined “Course of Study” for the program you are completing, it is highly recommended that you do so in consultation with your academic adviser. Any questions about a Degree Evaluation Report or requests for adjustments should be discussed with your the Nursing Student Affairs Office.
Programs, Courses and University Regulations—2015-2016 (last updated May. 8, 2015) (disclaimer)

Changes to Student Records after Normal Deadlines

Changes to Student Records after Normal Deadlines

Student Record Changes

Student Record Changes

Student record changes include the following: course add or course drop, course withdrawal, university withdrawal, program change (including changing majors, minors, or concentrations). They also include changes to tuition status based on the submission of legal documents.

Registrar Deadlines

Registrar Deadlines

Fall term – January 31

Winter term – June 1

Summer term – October 1

Before Registrar Deadlines

Before Registrar Deadlines

For record changes after the normal deadlines published in this publication, but before the Registrar deadlines listed in Registrar Deadlines, you must make a request in writing to your Associate Dean or Director, clearly explaining why you could not request the change before these dates. The Associate Dean or Director will review your request and make a decision. If your request is approved, the change is processed according to existing faculty and Enrolment Services student record procedures.

Note for the Faculties of Arts and Science (including B.A. & Sc.): Requests are made at Service Point (3415 McTavish). However, it is important that you also see a faculty adviser in Dawson Hall to talk about your options and the effects that your request may have on your studies. For more information, see www.mcgill.ca/students/advising.

After Registrar Deadlines

After Registrar Deadlines

The University does not normally consider a change requested after the Registrar deadlines listed in Registrar Deadlines have passed. In situations where there are “extraordinary personal” or “extraordinary academic” circumstances that could not have been foreseen prior to these deadlines, you may formally request a student record change from your Associate Dean or Director. If your Associate Dean or Director approves the request, the change will be processed according to faculty and Enrolment Services student record procedures. You may be assessed a fee for a change requested after Registrar deadlines. For all changes other than grade changes, the faculty will file full documentation that supports the extraordinary circumstances with Enrolment Services.

Note for the Faculties of Arts and Science (including B.A. & Sc.): Requests are made at Service Point (3415 McTavish). However, it is important that you also see a faculty adviser in Dawson Hall to talk about your options and the effects that your request may have on your studies. For more information, see www.mcgill.ca/students/advising.

Fee Assessment Consequences

Fee Assessment Consequences

When a change to your student record is made, the revised fee assessment appears on your next fee statement.

If you want to contest the fee assessment, you must make a written request to Enrolment Services. Enrolment Services reviews the extraordinary circumstances described in the supporting documentation provided by your faculty, and consults with the Student Accounts Office if necessary, to decide whether or not to consider the request. Enrolment Services then sends you a letter explaining the decision.

Student's Citizenship and/or Immigration or Fee Exemption Status

Student's Citizenship and/or Immigration or Fee Exemption Status

Note that your faculty/school or Graduate and Postdoctoral Studies does not handle changes related to your citizenship and/or immigration or fee exemption status; see Why Does McGill Collect Legal Documents from You? You may be assessed a fee for a change requested after the submission deadline.

Programs, Courses and University Regulations—2015-2016 (last updated Jan. 14, 2016) (disclaimer)
Programs, Courses and University Regulations—2015-2016 (last updated Jul. 15, 2015) (disclaimer)