À¦°óSMÉçÇø

As a student registered at À¦°óSMÉçÇø, 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.

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 to issue a new card 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 Records website for an 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 Find the AAM list on the Security Services website.

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

After confirming your offer of admission and registering at À¦°óSMÉçÇø, the name provided on your admission application is validated, and in the event of a variation updated, to match the legal name appearing on one of the following documents:

1. Canadian birth certificate or citizenship certificate.
2. Canadian Immigration Record of Landing, (IMM 1000 or IMM 5292 or IMM 5688 and Permanent Residence card.)
3. Canadian Immigration Study or Work Permit.
4. Certificate of Acceptance of Quebec (CAQ.)
5. International passport (Note: If you possess Canadian citizenship, a Canadian citizenship card or certificate is required as a Canadian passport is not acceptable.)
6. International birth certificate (with an official translation in English or French)
7. Letter from international student's consulate or embassy in Canada.
8. 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.
9. Certificate of Name Change issued by the Quebec Directeur de l’état civil or applicable force in any Canadian Province.

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.

Should À¦°óSMÉçÇø require a copy of one of the documents listed about, both or all sides of the document must be copied and presented.

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 À¦°óSMÉçÇø.

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:

• À¦°óSMÉçÇø 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 À¦°óSMÉçÇø does not change a student's legal name in the À¦°óSMÉçÇø 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 À¦°óSMÉçÇø email address by submitting a change to Network and Communications Services (NCS) via the tool. For further details, see mcgill.ca/student-records/personal-information/address, which includes the Preferred First Name FAQ.

You should verify the accuracy of your name on À¦°óSMÉçÇø's student records via Minerva (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 À¦°óSMÉçÇø. For more information on the Preferred First Name Procedure, see mcgill.ca/student-records/personal-information/address.

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.

It is important to keep your À¦°óSMÉçÇø records up to date with your personal information, especially your mailing or billing address, as these are used by the University year-round.

You must update your address(es) and/or telephone number(s) and emergency contact information on 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 a correction of your birth date—refer to the instructions at mcgill.ca/student-records/personal-information/address. Macdonald campus students can request changes in person at the Macdonald Campus Student Affairs Office, Laird Hall, Room 106.

Students registered in exclusively online (sometimes referred to as 'distance') programs are obligated to declare, for every term they are registered in the online program, where they are while studying. For students pursuing an online program, location while studying is considered along with the fee residency status (i.e. Quebec Resident, Canadian or International) when determining what fees are charged.

The following programs are designed to be offered exclusively online and, with some exceptions, are not offered on one of À¦°óSMÉçÇø's campuses:

Most regular university charges will apply to all students in all online programs, but certain fees may be reduced or eliminated for students located outside the province while studying. For example, the Athletics & Recreation Fee is not charged to students located outside Quebec, and International students located outside Quebec but within Canada may request to opt-in to the International Health Insurance through mcgill.ca/internationalstudents/health.

Online program students must self-declare their location while studying for every term they are registered in the online program, via Minerva under the Student Menu > Location of Study - Online (distance) program. Students are notified by email that the Minerva form for the upcoming term is open and can be accessed for completion. The form opens to all registered students in the above programs on:

• July 16 Fall term
• Nov 16 Winter term
• Mar 16 Summer term

Students will be asked to support their application for a change in location with appropriate documentation which can include, for example, Quebec Medicare Card, Quebec Driver's License, rental agreement, mail addressed to them at a Quebec address, etc. If the change of location occurs by the last day of classes in the Fall/Winter terms, and August 15th for the Spring/Summer terms, then the change will affect that term. After these dates, a student must wait for the opening of the new term to make the new self-declaration for that term. If the proof cannot be provided by the last day of classes for the term of the requested change, then Enrolment Services reserves the right to refuse the application to make the change.

Where it is determined that a student has falsely declared themselves to be in Quebec, then the University reserves the right to re-assess tuition at the deregulated rates for their program and in addition be subject to the rules contained in the Student Code of Conduct.