Student Records

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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—2016-2017 (last updated Jul. 15, 2016) (disclaimer)

Grading and Grade Point Averages (GPA)

Grading and Grade Point Averages (GPA)

Classification of Grades:

Courses can be graded either by letter grades or in percentages, but the official grade in each course is the letter grade. Where appropriate, a class average appears on transcripts expressed as the letter grade most representative of the class performance.

Note for Graduate and Postdoctoral Studies: Class averages do not appear on transcripts for graduate courses. In the Faculty of Engineering, letter grades are assigned according to the grading scheme adopted by the professor in charge of a particular course.

Since Fall 2002, the University has only used letter grades on transcripts and verification forms.

Grades A through B- represent satisfactory passes, and F a failure. Certain courses have been approved for Pass/Fail (P/F) grading. Students must obtain grades of B- or better in courses used to fulfil program requirements.

Grading and Grade Point Averages (GPA)
Grades Grade Points Numerical Scale of Grades
A 4.0 85–100%
A- 3.7 80–84%
B+ 3.3 75–79%
B 3.0 70–74%
B- 2.7 65–69%
F (Fail) 0 0–64%

The University assigns grade points to letter grades according to the table above. Your academic standing is determined by a grade point average (GPA), which is calculated by dividing the sum of the course credit, times the grade points by the total course GPA credits. The result is not rounded up to the nearest decimal point.

GPA credits are the credits of courses with grades that are assigned grade points.

The term grade point average (TGPA) is the GPA for a given term calculated using all the applicable courses at the same level in that term. The cumulative grade point average (CGPA) is the GPA calculated using your entire record of applicable courses at McGill at the same level; if you change levels, e.g., from undergraduate to graduate, the CGPA starts again.

Note for Graduate and Postdoctoral Studies: If you change levels, e.g., from master’s to doctoral, the CGPA starts again.

This policy took effect in January 2003. For students with academic information prior to Fall 2002, who are registered in a different program or in a different level post-Fall 2002, the transcript displays a special message regarding the CGPA restarting.

If you repeat courses, all results are included in the GPA calculation. Therefore, grades of F or J continue to be used in the CGPA calculation even after you repeat the course or if you take a supplemental examination.

Other Grades:
IP — in progress; (Master's Thesis Courses Only)
P — pass; Pass/Fail grading is restricted to certain seminars, examinations and projects only. In such cases all grades in these courses are recorded as either Pass or Fail. Not calculated in TGPA or CGPA.
HH — to be continued; the use of this grade is reserved for major research projects, monographs and comprehensive examinations as designated for graduate studies.
J — unexcused absence (failed); the student is registered for a course but does not write the final examination or do other required work; calculated as a failure in the TGPA and CGPA.
K — incomplete; deadline extended for submission of work in a course or for the completion of a program requirement such as a Ph.D. language examination (maximum four months). (Need a K contract signed.)
KF — incomplete/failed; failed to meet the extended deadline for submission of work in a course or for the completion of a program requirement; calculated as a failure in TGPA and CGPA.
KK — completion requirement waived. Not calculated in TGPA or CGPA. This is used in exceptional cases only, with the approval of the Assistant Registrar, Records. Not calculated in TGPA or CGPA.
KE or K* — further extension granted with the approval of the Assistant Registrar, Records (maximum two years.) (Need a K contract signed.)
L — deferred; for students whose final examinations or papers have been deferred, for reasons such as illness, at the time of the examination. Deferrals will not be granted for reasons such as early plane bookings. The “L” grade must be cleared as soon as possible (maximum four months). A dated medical certificate or appropriate document recommending a deferral must be submitted to Service Point with a departmental recommendation for a deferral before or immediately after the examination. In particular, such recommendations will not be considered if medical reasons are brought forth after a grade is assigned. By commencing to write any examination, the student waives the right to plead medical causes for deferral or permission to write a supplemental examination, unless the medical problem occurs in the course of the examination and is documented by examination authorities.
LE or L* — further deferral; permitted to defer examination for more than the normal period.
NA or && — grade not yet available.
NR — no grade reported by the instructor (recorded by the Registrar).
Q — course continued in next term (applicable only to courses taken pre-Fall 2002).
Satisfactory/Unsatisfactory — Not used for graduate students.
W — withdrew with approval; a course dropped, with permission, after the Course Change deadline; not calculated in TGPA or CGPA.
WF — withdrew failing; a course dropped, with special permission in an exceptional case, after faculty deadline for withdrawal from course, the student's performance in the course at that stage being on the level of an F; not calculated in TGPA or CGPA. (Not used by Music and graduate students.)
WL — faculty permission to withdraw from a deferred examination (approved by the Assistant Registrar, Records); not calculated in TGPA or CGPA.
W-- or -- — no grade; student withdrew from the University, not calculated in TGPA or CGPA.
Programs, Courses and University Regulations—2016-2017 (last updated Jul. 15, 2016) (disclaimer)

Unexcused Absences

Grading and Grade Point Averages (GPA): Unexcused Absences

All students who miss a final exam are given a J grade. You then have the following options:

  1. Ask to be assigned a grade based only on the grades earned for your work submitted up to, but not including, the final exam.

    The grade earned is calculated by adding the grades obtained on the individual pieces of work and a grade of 0 for the portion of the final grade allocated to the final exam. This option is not available if the professor stipulated in the course outline that the final exam is a required part of the evaluation.

  2. Request a deferred exam, if you have the appropriate reasons and documentation.
  3. Apply for a supplemental exam if permitted by your faculty.
Note for Engineering: Option 1 is not available to students in the Faculty of Engineering.
Note for Law: Option 1 is not available to students in the Faculty of Law. Option 3 is by approval of the Associate Dean (Academic) or the Director (Student Life & Learning) only.
Note for Music: Option 1 is not available to students in the Schulich School of Music.

You must request option 1) no later than four months after the end of the examination period of the original course.

You must request option 2) by the faculty deadlines as indicated in University Regulations and Resources > Undergraduate > Examinations: General Information > Final Examinations > Final Examinations: Deferred Examinations.

You must request option 3) by the faculty deadlines as indicated at www.mcgill.ca/students/exams.

If you wish to appeal a J grade, you should write to your Associate Dean or Director.

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: Only options 2 and 3 above are applicable to graduate students. Students wishing to appeal a J grade should write to the Assistant Registrar, Records.
Programs, Courses and University Regulations—2016-2017 (last updated Jul. 15, 2016) (disclaimer)

Transcript of Academic Record

Transcript of Academic Record

The following sections contain information on transcripts and other details regarding academic records. Use the right-hand menu to jump to a specific section.

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

Policy Concerning Access to Records

Policy Concerning Access to Records

The University sends statements of account and all other correspondence directly to students. You retain full control over who has access to your records or accounts; however, officers and members of the University staff also have access to relevant parts of your records for recognized and legitimate use. The University does not send progress reports or any other information to your parents and/or sponsors unless you specifically request it in writing.

Personal information is protected in the Province of Quebec by the Act Respecting Access to Documents held by Public Bodies and the Protection of Personal Information (the “Access Act”). The Access Act provides that McGill University can only release personal information contained in your file with your authorization or if specifically authorized by law.

For the purpose of consent and acknowledgement at the time of application, Personal Information includes, but is not limited to: name, address, telephone number, email address, date of birth, citizenship, McGill ID, program, student status, and academic record information.

Registered students may oppose the release of certain Personal Information by completing an Opposition Form at the Enrolment Services Office or at the Student Affairs Office (Macdonald Campus).

After having reviewed the information relating to access to Personal Information at the time of application, you would be asked to agree that the University may collect, use, disclose or otherwise manage your Personal Information as described below, as necessary and as the case may be.

At the time of application, you would also be asked to consent to the release of Personal Information contained in your admissions or student records file to the following persons or bodies, as necessary to each body, in the exercise of their mission:

  • student associations recognized by McGill University for the categories of student to which you belong (limited to your contact and program information);
  • schools or colleges that you have attended;
  • a professional body or corporation, where relevant;
  • the Ministère de l'Immigration, de la Diversité et de l'Inclusion and/or the Régie de l'assurance-maladie du Québec; Citizenship and Immigration Canada; the Ministère de l'Éducation et de l'Enseignement supérieur and/or the Ministère de l'Éducation, du Loisir et du Sport;
  • the Association of Universities and Colleges of Canada, the Association of Registrars of the Universities and Colleges of Canada and the BCI (Bureau de coopération interuniversitaire, previously known as CREPUQ) or the member institutions of these organizations, for the purpose of admissions operations and the production of statistics;
  • libraries of other Quebec universities with which McGill has established reciprocal borrowing agreements;
  • the appropriate authorities involved with external or internal funding of your fees (financial records may also be disclosed to such authorities);
  • students and alumni of the University who have volunteered to speak with students for the purpose of facilitating their integration to the University;
  • other universities and colleges, at the discretion of the University, if any information connected to your application is determined to be false and misleading, concealed or withheld, contains evidence of academic dishonesty or inappropriate conduct;
  • regulatory authorities, law enforcement or other persons, as authorized or required by law; and
  • McGill Network and Communications Services for the purposes of listing your McGill email address in an online email directory.

In addition to the above, if you are a candidate for admission to Graduate and Postdoctoral Studies, you would be asked to authorize the University to request letters of reference on your behalf from referees you have identified, with the understanding that each referee would be provided with information indicating that you have applied to be admitted to McGill University, including your name, the McGill program you have applied to, the academic term when you wish to begin your studies at McGill, and your statement describing how the referee knows you.

In addition to the above, if you are a candidate for admission to the Faculty of Law, you would be asked to consent to the release of Personal Information to the Committee for Law Admissions Statistics Services and Innovations (CLASSI); the Programme of Legal Studies for Native People, Native Law Centre, University of Saskatchewan.

In addition to the above, if you are a candidate for admission to the Faculty of Medicine or to the Faculty of Dentistry in undergraduate, graduate, or postgraduate studies, you would be asked to consent to the release of Personal Information to other schools of medicine; to the Employment Centre of Human Resources Development of Canada and Québec; to a McGill professor, researcher or graduate student, strictly for research or teaching purposes; and to a University teaching/affiliated hospital or health center to which you apply/or join for residency or rotations.

In addition to the above, if you are a candidate for admission to the Schulich School of Music, you would be asked to consent to the use of your name and images in public recognition of academic achievement and in the advertising and audio and video recording of student ensemble concerts for distribution using different media and formats.

At the time of application, you would be asked to authorize the University to:

  • collect and maintain your Personal Information for the purpose of administering your University admissions and student record files;
  • obtain copies of your transcripts from the Ministère de l'Éducation et de l'Enseignement supérieur; the Ministère de l'Éducation, du Loisir et du Sport; the Ontario University Application Centre and/or the British Columbia Ministry of Education;
  • make inquiries to and obtain Personal Information from the Ministère de l'Immigration, de la Diversité et de l'Inclusion, Citizenship and Immigration Canada and/or the Régie de l'assurance-maladie du Québec to verify the validity of your immigration or health insurance status;
  • validate with the Ministère de l'Éducation et de l'Enseignement supérieur information regarding your citizenship and previous institution attended, if necessary and as required in order to manage the admissions process and to determine your tuition fees;
  • verify any information or statement provided as part of your application; and
  • contact you through the McGill Alumni Association and University offices that maintain contact with McGill students, alumni and friends, for the purpose of providing University updates and opportunities for direct support to the University, including fundraising, and making available special offers such groups may benefit from.

At the time of application, you would be asked to acknowledge that:

  • an admission granted based on incomplete, incorrect, or false information contained in your application or supporting documents may be revoked at the sole discretion of the University. The University reserves the right to revoke admission at any time.
  • if admitted to McGill University, you would be bound by the statutes, rules, regulations, and policies in place from time to time at McGill University and at the faculty or faculties in which you would be registered, including those policies contained in the University calendars and related fee documents. You would undertake to observe all such statutes, rules, regulations, and policies. Your obligations would commence with your registration and terminate in accordance with the University's statutes, regulations, and policies.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Transcript of Academic Record: General Information

Transcript of Academic Record: General Information

A McGill transcript includes all attempted work and final grades obtained in any and all programs. The University does not issue partial transcripts under any circumstances.

The University issues official transcripts free of charge for currently registered students and will mail them by regular mail to the address(es) indicated on the request made in Minerva. Alternatively, an official transcript may be picked up in person at Service Point in a sealed envelope.

Requests for official transcripts are processed in about 3 to 5 working days (5 to 7 during peak periods). Requests for archived transcripts (pre-1972), however, will take longer.

Official transcripts are printed on secure paper that cannot be copied.

For more information on requesting official transcripts, refer to the Official Transcripts section below.

Note: The University may not be held responsible for the loss or delay of transcripts in the mail.
Note: You cannot submit a transcript request in Minerva if you have holds on your record (e.g., accounting, registrar, library, etc.). Please verify your unofficial transcript in Minerva for any holds.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Unofficial Transcripts

Transcript of Academic Record: Unofficial Transcripts

If you require a copy of your student record, access Minerva (www.mcgill.ca/minerva) to view and print an unofficial transcript. This applies to records from 1976 to the present. For pre-1976 records, you must order an official transcript. See Official Transcripts.

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

Official Transcripts

Transcript of Academic Record: Official Transcripts

For more information on transcripts, applicable costs, delivery method, and processing time, see www.mcgill.ca/students/records/transcripts.

Currently Registered Students: Use Minerva (www.mcgill.ca/minerva) to order an official transcript at Student Menu > Student Records Menu > Request Printed/Official Transcript.

Alumni or former students who were registered or graduated as of 1972 or later: You must submit your request in Minerva (www.mcgill.ca/minerva) at Student Menu > Student Records Menu > Request Printed/Official Transcript and will require login credentials. Please visit the IT Knowledgebase (www.mcgill.ca/it) to view how to obtain your McGill ID & Minerva PIN.

Alumni or former students who were registered or graduated prior to 1972 (archived records): You must submit an online Request for Archived Official Transcript located at: www.mcgill.ca/students/records/transcripts and will be required to provide a copy of a government-issued Photo ID.

Note: Proxy requests will be accepted only with written authorization.
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (disclaimer)

Course Numbering on the Transcript

Transcript of Academic Record: Course Numbering on the Transcript

Prior to September 2002, course numbers had seven-character designations beginning with a three-number code indicating the teaching unit/department. The next three digits specified the course, with the first of these indicating its level. The final character was a letter indicating the term, or terms, during which the course was offered. For example:

107-200A = Philosophy (107) course (200) in Fall term (A);

301-202B = Architecture (301) course (202) in Winter term (B);

154-230D = Economics (154) course (230) extending for two terms, Fall and Winter (D).

A list of the former Teaching Unit Codes and their Subject Code equivalents is available at www.mcgill.ca/student/records/transcripts/key.

For information on our current course numbering, see University Regulations and Resources > Undergraduate > Registration > Course Information and Regulations > Course Numbering.

Note for Continuing Studies: Examples of course numbers displaying on transcripts prior to September 2002 are:
  • 280-211X = Intro. to Financial Accounting in Fall term (X);
  • 629-202Y = Micro Economics in Winter term (Y);
  • 660-221Z = Project Management extending for two terms, Fall and Winter (Z).
Programs, Courses and University Regulations—2016-2017 (last updated Jan. 24, 2017) (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—2016-2017 (last updated Feb. 23, 2016) (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—2016-2017 (last updated Jan. 24, 2017) (disclaimer)
Programs, Courses and University Regulations—2016-2017 (last updated Jul. 15, 2016) (disclaimer)