McGill.CA / Legal Documents / International

Missing immigration documents

Information and next steps after receiving an automated email for missing legal documents

International students enrolled at McGill are required to possess valid immigration documents from both Quebec and Canadian Immigration authorities for the entire duration of their studies. Document requirements vary according to the type, level, and length of the academic program. McGill is required to have a copy of the immigration documents on record. Students are required to provide PDF copies of their valid immigration documents as soon as they are available.

Until your immigration documents are received and the information has been recorded in Minerva, you will receive monthly automated email reminders regarding your immigration status.

There are three types of email reminders. Select below for complete details on the impact and measures associated with each reminder.

1. Documents are MISSING (newly-admitted students with no documents on record)

Once the semester has started, if valid legal documents are not received, you are at risk of deregistration.

  • Holds are added to your record which prevent further access to course registration in Minerva.
  • The university reserves the right to deregister you as a student, especially if you have not provided proof that you are authorized to study in Canada, i.e. the valid immigration documents, proof of maintained status, or proof that your study permit extension has been approved.
  • Note that deregistration causes removal of the health insurance coverage.
  • If maintained status or permit approval can be demonstrated, the university will NOT proceed with deregistration (see below for an explanation of maintained status).
  • Maintained status is not normally applicable to new students unless they were previously studying in Canada and had a valid study permit.

You must provide your legal documents as soon as possible, and refer to International Student Services for help applying for permits, as needed.

International Student Services (ISS) advises that newly admitted students should NOT to travel to Canada without permit approvals. If you have entered Canada and are currently registered without valid immigration documents for your program, please speak immediately with International Student Services for advice on how to proceed.

2. Documents are EXPIRING

As per the information in our records, one or more of your immigration documents is expiring soon, and you should begin renewal procedures.

  • These reminder emails begin 120 days before the recorded expiry date of your current permit on record, so as to allow you enough time to apply for and receive the renewals before the current permits expire.
  • McGill adds warning messages to your Minerva transcript to advise you of your immigration status. Note that warnings do not block you from any Minerva functions, such as registering for courses. Warnings will become holds after the permits expire.

You are asked to provide your renewed immigration documents as soon as possible once received and refer to International Student Services for help applying for permits, as needed.

3. Documents are EXPIRED

As per the information in our records, one or more of your immigration documents is expired, and you are at risk for deregistration.

  • Holds are added to the record which prevent further access to course registration in Minerva.
  • The university reserves the right to deregister you from your semester, especially if you have not provided proof that you are authorized to study in Canada, i.e. the valid immigration documents, proof of maintained status, or proof that your study permit extension has been approved.
  • Note that deregistration causes removal of the health insurance coverage.
  • If maintained status or permit approval can be demonstrated, the university will NOT proceed with deregistration (see below for an explanation of maintained status).
    • When requested, maintained status can be demonstrated by providing a copy of either the PDF confirmation of application letter, or the PDF approval letter from the Immigration Canada online portal. Please ONLY forward this if requested.

You must provide copies of your valid renewed permits immediately once received. International Student Services should be contacted for help and advice in any case where permits are expired.

Returning students: if your legal documents are expiring or expired but you are not physically in Canada

Graduate students: Please navigate to this webform.

Undergraduate students: Please legaldocumentation [at] mcgill.ca (email us) a brief explanation of your situation. We will reply with further instructions.

IMPORTANT re delays obtaining study permits: Attempting to complete your semester away from campus is highly discouraged. You are expected to be on campus for lectures, labs, exams, and so forth. An inability to attend your final exam due to not being on campus is not an acceptable reason. Please meet with your faculty advisor to discuss your options.

 

What is maintained status? (previously known as implied status)

If a returning student applies to renew their study permit from INSIDE of Canada BEFORE the expiry date of their current one, they will have "maintained status" while their application is being processed as long as they do not leave Canada after their study permit expires. If a student has maintained status, they can continue their activity in Canada under the same conditions as their most recent immigration permit.

Please visit the International Student Services (ISS) website for complete information on permit expiration and next steps to renew your immigration documents.

Note that upon request and based on proof of permit approval or maintained status, a study permit hold can be lifted temporarily to allow registration. If the permit is approved, please forward the PDF approval letter from your Immigration Canada online portal. If you have applied but have not yet received a decision, please forward the PDF confirmation of application letter, this will be reviewed to determine if you are considered to have maintained status. Please confirm in your submission that you applied to renew the permit from inside Canada and have not since left the country.

 

Important considerations:

  • Once permits are received and Minerva is updated, warnings or holds expire overnight and the automated monthly reminder emails cease.
  • It is always the student’s responsibility to decide whether to remain registered in any given term. We recommend getting advice on your specific situation from International Student Services (ISS). We also recommend keeping the Minerva registration deadlines in mind regarding eligibility for a refund of the tuition fees.
  • If you are graduating (there is an "expected grad" notation at the top of your Minerva transcript) and your permits are expiring or expired, you will continue to receive email reminders, however, as long as no further registration is added, graduation will not be blocked. The emails will cease when the system changes over to a term where there is no registration. Please forward your renewed permit(s) when received.
  • Should you be deregistered: deregistration does not withdraw you from the university. Once the permits are received and entered into Minerva, the holds expire and you are permitted to register again, as long as the add/drop deadline for registration has not passed. Depending on timing, there could be space issues with registration. You should use the Minerva course registration waitlists if available, and speak to your department about permit overrides or with your Student Affairs Office about Late Course Add approvals (Arts or Science students click here). After the registration deadlines have passed, you are then withdrawn and must seek readmission from the faculty after the permits are received and you are ready to return. Note that without registration on record, you will not have access to student services, including the International Student Health Insurance.
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