捆绑SM社区

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Student Records

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Note: This is the 2021鈥2022 eCalendar. Update the year in your browser's URL bar for the most recent version of this page, or .

Student Records

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

Programs, Courses and University Regulations—2021-2022 (last updated Feb. 9, 2021) (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鈥100%
A- 3.7 80鈥84%
B+ 3.3 75鈥79%
B 3.0 70鈥74%
B- 2.7 65鈥69%
F (Fail) 0 0鈥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 捆绑SM社区 at the same program; if you change programs, e.g., from master's to doctoral, the CGPA starts again.

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.

Note: Not all grades listed below apply to every faculty, school or level. Faculty policy prevails when determining if a student may be eligible to receive one of these grades.
Other Course Grades:
IP 鈥 in progress; (Master's Thesis Courses Only)
P 鈥 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 鈥 to be continued; the use of this grade is reserved for major research projects, monographs and comprehensive examinations as designated for graduate studies.
J 鈥 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 鈥 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). (Signed K contract required)
KF 鈥 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 鈥 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* 鈥 further extension granted with the approval of the Assistant Registrar, Records (maximum two years). (Signed K contract required)
L 鈥 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 鈥淟鈥 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* 鈥 further deferral; permitted to defer examination for more than the normal period.
NA or && 鈥 grade not yet available.
NR 鈥 no grade reported by the instructor (recorded by the Registrar).
Q 鈥 course continued in next term; (applicable only to courses taken pre-Fall 2002).
Satisfactory/UnsatisfactoryNot used on the transcripts of Graduate students.
W 鈥 withdrew with approval; a course dropped, with permission, after the Course Change deadline; not calculated in TGPA or CGPA.
WF 鈥 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 鈥 withdrew from deferred examination; faculty permission to withdraw from a deferred examination (approved by the Assistant Registrar, Records); not calculated in TGPA or CGPA.
W-- or -- 鈥 no grade; student withdrew from the University, not calculated in TGPA or CGPA.
Programs, Courses and University Regulations—2021-2022 (last updated Mar. 16, 2021) (disclaimer)

Unexcused Absences

Grading and Grade Point Averages (GPA): Unexcused Absences

All students who miss a final exam or do not complete other final work in a course 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 or final course work.

    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 or final course work. 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 & Resources > Undergraduate > Examinations: General Information > Final Examinations > Final Examinations: Deferred Examinations.

You must request option 3 by the faculty deadlines as indicated at mcgill.ca/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 Arts OASIS or SOUSA to talk about your options and the effects that your request may have on your studies. For more information, see 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 Associate Registrar, Management of Academic Records.
Programs, Courses and University Regulations—2021-2022 (last updated Jan. 25, 2022) (disclaimer)

Transcript of Academic Record

Transcript of Academic Record

The proceeding sections contain information on transcripts and other details regarding academic records.

Programs, Courses and University Regulations—2021-2022 (last updated Apr. 1, 2021) (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 鈥淎ccess Act鈥). The Access Act provides that 捆绑SM社区 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, 捆绑SM社区 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 recognised by 捆绑SM社区 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 Minist猫re de l'Immigration, de la Francisation et de l'Int茅gration and/or the R茅gie de l'assurance maladie du Qu茅bec; Immigration, Refugees, and Citizenship Canada and/or the Minist猫re de l'脡ducation et de l'Enseignement sup茅rieur;
  • Universities Canada, the Association of Registrars of the Universities and Colleges of Canada, and the BCI (Bureau de coop茅ration 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 捆绑SM社区 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, or contains evidence of academic dishonesty or inappropriate conduct;
  • regulatory authorities, law enforcement or other persons, as authorized or required by law; and
  • 捆绑SM社区 Network and Communications Services for the purposes of listing your 捆绑SM社区 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 捆绑SM社区, including your name, the 捆绑SM社区 program you have applied to, the academic term when you wish to begin your studies at 捆绑SM社区, 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) and the Native Law Centre Summer Program at the Native Law Centre, University of Saskatchewan.

In addition to the above, if you are a candidate for admission to the Faculty of Medicine and Health Sciences or to the Faculty of Dental Medicine and Oral Health Sciences in undergraduate, graduate, or postgraduate studies, you would be asked to consent to the release of personal information to other schools of medicine; to Employment and Social Development Canada; to the Minist猫re du Travail, de L'Emploi et de la Solidarit茅 sociale of Quebec; to a 捆绑SM社区 professor, researcher or graduate student, strictly for research or teaching purposes; and to a University teaching/affiliated hospital or health centre 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 authorise 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 Minist猫re de l'脡ducation et de l'Enseignement sup茅rieur; the Ontario Universities' Application Centre and/or the British Columbia Ministry of Education;
  • make inquiries to and obtain personal information from the Minist猫re de l'Immigration, de la Francisation et de l'Int茅gration, Immigration, Refugees, and Citizenship Canada and/or the R茅gie de l'assurance maladie du Qu茅bec to verify the validity of your immigration or health insurance status;
  • validate with the Minist猫re de l'脡ducation et de l'Enseignement sup茅rieur 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 捆绑SM社区 Alumni Association and University offices that maintain contact with 捆绑SM社区 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 捆绑SM社区, you would be bound by the statutes, rules, regulations, and policies in place from time to time at 捆绑SM社区 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—2021-2022 (last updated Jan. 25, 2022) (disclaimer)

Transcript of Academic Record: General Information

Transcript of Academic Record: General Information

A 捆绑SM社区 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 in electronic or paper format. Requests for both electronic official (eTranscripts) and paper transcripts are submitted in Minerva.

eTranscript PDFs are sent the same-day in as little as 15 minutes (providing there are no holds on your student account and no attachments to review) via the National Student Clearing House, a US-based non-profit organization and leading provider of trusted, educational data exchange and verification services. A minimal service fee applies.

Paper official transcripts are normally processed in 3 to 5 working days (5 to 7 during peak periods) and mailed by regular Canada Post mail to the address(es) indicated on the request. Paper transcripts are free of charge for currently registered students. Transcript fees apply for alumni and former students. Requests for archived transcripts (pre-1972) have a longer processing time.

Paper official transcripts are printed on secure paper that cannot be copied. eTranscripts are digitally signed and certified PDF documents that cannot be copied.

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

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 the top of your unofficial transcript in Minerva for any holds.

Programs, Courses and University Regulations—2021-2022 (last updated Apr. 1, 2021) (disclaimer)

Unofficial Transcripts

Transcript of Academic Record: Unofficial Transcripts

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

Programs, Courses and University Regulations—2021-2022 (last updated Jan. 25, 2022) (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 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 Arts OASIS or SOUSA to talk about your options and the effects that your request may have on your studies. For more information, see 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—2021-2022 (last updated Jan. 25, 2022) (disclaimer)

Official Transcripts

Transcript of Academic Record: Official Transcripts

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

Currently Registered Students: Use Minerva to order an official transcript at Student Menu > Student Records Menu > Request/Official Transcript.

Alumni or former students who were registered or graduated as of 1972 or later: You must submit your request in Minerva at Student Menu > Student Records Menu > Request/Official Transcript and will require login credentials. Please contact the IT Service Desk () to obtain your 捆绑SM社区 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: mcgill.ca/student-records/transcripts/printed-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—2021-2022 (last updated Jan. 25, 2022) (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 mcgill.ca/student-records/transcripts/key.

For information on our current course numbering, see University Regulations & 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—2021-2022 (last updated Mar. 16, 2021) (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 鈥渨hat-if鈥 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 鈥渁ttribute鈥 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-捆绑SM社区 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 mcgill.ca/students/courses/plan/evaluation.

Note for Medicine and Dentistry: The Degree Evaluation tool is not used in the faculties of Medicine and Health Sciences, 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 鈥淐ourse of Study鈥 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 the Nursing Student Affairs Office.
Programs, Courses and University Regulations—2021-2022 (last updated May. 20, 2021) (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 or concentrations), status change (i.e., leave of absence, exchange, or term away). They also include changes to tuition status based on the submission of legal documents.

Registrar Deadlines

Registrar Deadlines

  • Fall term 鈥 January 31
  • Winter term 鈥 June 1
  • Summer term 鈥 October 1

Before Registrar Deadlines

Before Registrar Deadlines

For record changes after the normal deadlines published in this publication, but before the 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 Arts OASIS or SOUSA to talk about your options and the effects that your request may have on your studies. For more information, see mcgill.ca/students/advising.

After Registrar Deadlines

After Registrar Deadlines

The University does not normally consider a change requested after the 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 Arts OASIS or SOUSA to talk about your options and the effects that your request may have on your studies. For more information, see 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 捆绑SM社区 Collect Legal Documents from You? You may be assessed a fee for a change requested after the submission deadline.

Programs, Courses and University Regulations—2021-2022 (last updated Jan. 25, 2022) (disclaimer)
Programs, Courses and University Regulations—2021-2022 (last updated Feb. 9, 2021) (disclaimer)
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