Identification and Personal Information

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Identification and Personal Information

The following sections include information regarding McGill ID cards, updating your personal information, and more.

Programs, Courses and University Regulations—2016-2017 (last updated Jul. 15, 2015) (disclaimer)

Identification (ID) Cards

Identification (ID) Cards

As a student registered at McGill, you are required to present an ID card to:

  • write examinations;
  • use libraries and student services, including certain laboratories;
  • access residence buildings;
  • access meal plans;
  • access the inter-campus shuttle bus.

To receive your ID card you must be a registered student, while also providing your Permanent Code information and proof of legal status in Canada (for a list of acceptable documents, see What Documents Does McGill Need from You?).

ID cards will not be issued if any of your legal documents are missing.

The Student Identification Card is the property of the University, for use by the cardholder only, and is not transferable. If you withdraw from all of your courses, you must attach your ID card to the withdrawal form or return it to Enrolment Services (or the Faculty of Agricultural and Environmental Sciences, Student Affairs Office, Macdonald Campus).

  • New students must be registered for at least one course to obtain an ID card.
  • You must allow for at least 24 hours after you have registered for your first course before requesting an ID card.
  • If you do not register for consecutive terms, you should retain your ID card to avoid having to replace it when you re-register.
  • If your card has expired, there is no charge for a replacement as long as you hand in the ID card.
  • If you change programs or faculties, there is no charge as long as you hand in the ID card.
  • If your card has been lost, stolen, or damaged, there is a replacement fee; please see the Student Accounts website for exact fee amount.
  • If you need security access to labs or other facilities please contact the Area Access Manager (AAM) of the building in which the room is located. To find out who the AAM is, consult the Area Access Manager Contact List on the Security Services website.

ID Card Schedule for the Downtown Campus

ID Card Schedule for the Downtown Campus

The locations and opening hours of ID card centres can be found on the Student Information website at www.mcgill.ca/students/records/id.

  • New students can obtain their ID card 24 hours after registering for their first course. Registration dates for new students can be found here.
  • Returning students must be registered for at least one course, and may present themselves at an ID card centre during their operational hours at any time in order to obtain a replacement card. Please refer to the following site for information on the downtown campus ID centre: www.mcgill.ca/students/records/id#getting.

ID Card Schedule for the Macdonald Campus

ID Card Schedule for the Macdonald Campus

New students can obtain their ID card 24 hours after registering for their first course. Registration dates for new students can be found here.

  • Student Affairs Office, Room 106, Laird Hall
  • Office hours:
  • Monday through Friday – 9:00 a.m. to 4:00 p.m.
  • Friday throughout the summer – 9:00 a.m. to 3:00 p.m.
Note for Continuing Studies: You must allow at least one day after you have registered before applying for your ID card. You will not be issued an ID card if you have fees owing. You may obtain your ID card at the Client Services Office of the School of Continuing Studies. If you withdraw from all of your courses, you must attach your ID card to the withdrawal form or return it to the Client Services Office of the School of Continuing Studies.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Legal Name

Legal Name

This is the name that will appear on your e-bills, tax receipts, degree, diploma, or certificate on graduation, and on your official transcript. It is also used by the Government of Quebec to create a Permanent Code.

All students are registered under their legal name as it appears in one of the following documents:

  1. Canadian birth certificate
  2. Canadian Immigration Record of Landing (IMM 1000 or IMM 5292 or IMM 5688 and Permanent Residence card, both sides)
  3. Canadian Immigration Study or Work Permit document
  4. Certificate of Acceptance of Quebec (CAQ)
  5. International passport (for Canadians, a Canadian citizenship card is required. Note that a Canadian passport is not acceptable.)
  6. Letter from international student's consulate or embassy in Canada
  7. Marriage certificate issued outside of Quebec (translated into English or French by a sworn officer if in another language). Note that Quebec marriage certificates are only acceptable if issued prior to 1984.
  8. Certificate of Name Change issued by the Quebec Directeur de l’état civil

In the case of a variation in the spelling of the name among these documents, the University will use the name on the document that appears first on the above list.

Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Preferred First Name

Preferred First Name

Your preferred first name is a name by which you are normally addressed, and is different from your legal first name. The Preferred First Name Procedure enables students to use an alternate preferred first name for certain purposes while studying at McGill.

Students who wish to use a preferred first name should enter this information into Minerva as soon as possible in order to ensure that their preferred first name is used as widely as possible.

The preferred first name may be used on all unofficial university documents and tools, such as:

  • McGill ID cards
  • Class lists
  • Student advising transcripts

The student's legal name must appear on official university documents, such as:

  • Official university transcripts
  • Reports to government
  • Letters of attestation
  • Diplomas and certificates
  • Tuition fee e-bills

It is important to note that making a request to use a preferred first name at McGill does not change a student's legal name in the McGill student record or records with government authorities.

You can provide a preferred first name on your application for admission or, once admitted, on Minerva, under the Personal Menu. From the Personal Menu, select Name Change and then add your preferred first name in the preferred first name field.

You can also request that your preferred first name be part of your McGill email address by submitting a change to Network and Communications Services (NCS) via the REGGIE tool. For further details, see www.mcgill.ca/students/records/address.

Please see the Preferred First Name FAQ for more information.

Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Verification of Name

Verification of Name

You should verify the accuracy of your name on McGill's student records via Minerva (www.mcgill.ca/minerva). To do this, go to Personal Menu > Name Change, where you can make minor corrections such as changing case (upper/lower), adding accents, and spacing. You can also add a preferred first name that is different from your legal first name, and it will be used internally at McGill. For more information on the Preferred First Name Procedure, see www.mcgill.ca/students/records/address/preferred.

Note that you cannot change your legal name via Minerva. Requests for such changes must be made by presenting official documents (see Legal Name and Preferred First Name) in person at Service Point, 3415 McTavish Street, Montreal QC H3A 0C8.

Note for Continuing Studies: Requests for such changes must be made by presenting official documents (see Legal Name) in person at the Client Services Office, School of Continuing Studies.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Updating Personal Information

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 QC H3A 0C8. Macdonald campus students can request changes in person at the Macdonald Campus 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 a 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.
Note for Nursing: Students must register a Quebec address and telephone number on Minerva to meet OIIQ registration requirements.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)
Programs, Courses and University Regulations—2016-2017 (last updated Jul. 15, 2015) (disclaimer)