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Graduate and Postdoctoral Studies
General Information, Regulations and Research Guidelines
2005-06


6 Regulations

6.1 Categories of Students
6.1.1 Full-time Students

Full-time students are students with a registration status of full-time and paying full-time fees. Full-time Master's, Diploma and Certificate candidates must show a minimum of 12 credits per term on their record.

6.1.2 Half-time Students (Thesis programs)

In some departments, students are permitted to proceed towards a degree on a half-time basis, i.e., students are permitted to register half-time instead of full-time during sessions of residence.

It is expected that half-time students will spend 50% of their time in the department participating in course work, seminars, discussions, etc., with the staff and the full-time students.

Half-time students are reminded that they must complete the degree within the time limitation imposed by the Graduate and Postdoctoral Studies Office, and that if they choose to be half-time they must: a) be so for an even number of half-time terms (i.e., two half-time terms equal one full-time term) and b) fulfil the minimum residence requirement in their program.

6.1.3 Part-time Students

Certain degree programs can be followed on part-time basis (e.g., M.Ed., M.Eng. non-thesis option, M.B.A., M.S.W. non-thesis option, and S.T.M.). Students in non-thesis programs (including the C.A. program) as well as Special, Visiting and Qualifying, Certificate and Diploma students, not taking at least 12 credits per term, are considered to be part-time. Students may, in some departments, proceed towards the degree on a part-time basis.

Part-time students are reminded that they must complete the degree within the time limitation imposed by the Graduate and Postdoctoral Studies Office.

Part-time students who do not take any courses or drop all courses, during any semester, automatically become non-resident students and are charged fees accordingly.

In cases of part-time and transfer students, all coursework might not be completed during the residency. It must therefore be completed during one or more additional terms (non-thesis extensions).

6.1.4 Additional Session (Thesis Programs) and
Non-Thesis Extension (Non-Thesis Programs) Students

Students in additional session or non-thesis extension are students with a registration status of additional session (thesis programs) or non-thesis extension (non-thesis programs) and paying fees accordingly. The following are such students:

1. Graduate students who have completed the residency requirements in a Master's program.
2. Graduate students who have completed 8 full-time semesters in a doctoral program (when admitted to Ph.D. 1).
3. Graduate students who have completed 6 full-time semesters in a doctoral program (when admitted to Ph.D. 2).
In the doctoral program, students must be registered on a full-time basis for one more year after completion of the residency (i.e., Ph.D. 4 year) before continuing as additional session students until completion of the program. It is expected that, at this stage, all the course work and Comprehensive Examinations will have been completed and the student will be engaged in thesis preparation.
Graduate students in non-thesis programs, graduate diplomas and certificates who have registered for all required courses but have not completed the work and/or have completed the residency requirements must register as non-thesis extension students and pay fees accordingly.
6.1.5 Qualifying Students

Students admitted to a Qualifying Program are known as Qualifying Students. They must meet the minimum entrance requirements of the Graduate and Postdoctoral Studies Office. The courses taken during a qualifying year will not be credited towards a degree program. Students are registered in graduate studies but have not yet been admitted to a degree program. These students take a full load (12 credits minimum) per semester of undergraduate courses as specified by the department. Only one qualifying year is permitted.

6.1.6 Special Students

Students who meet the minimum entrance requirements of the Graduate and Postdoctoral Studies Office and wish to take one, or at most two, graduate-level courses per term (6 credits) without intention of proceeding to a degree or diploma are termed Special Students. After completion of a maximum of 12 credits, an applicant may not continue as a Special Student.

If graduate Special Students subsequently become candidates for higher degrees, they may receive academic credit for relevant graduate courses taken as Special Students. They must apply every year.

Students who wish to take undergraduate courses only must apply as Special Students in the undergraduate faculty concerned, even if they already hold degrees.
6.1.7 Visiting Students

Visiting Students are those students who are registered in a degree program at another university and who have obtained written permission from both universities to take a course(s) for credit towards that degree program. Students studying in the province of Quebec who are in this category are eligible for a transfer of credit if the required permission is obtained on Quebec Inter-University Transfer forms. These forms are available on-line at www.mcgill.ca/student-records/transfers. McGill students registering for courses required for their degree program at other Quebec universities are required to pay for the course(s) at the home university. McGill University and Université de Montréal participate in an exchange (graduate) with the University of British Columbia and the University of Toronto.

As a rule, graduate students should not register for courses through Inter-university Transfers (IUT) during the last semester before graduation. There are considerable delays in receiving official transcripts which delay the degree audit process and graduation. If special departmental permission is given for such a course to be taken in the last semester, there will be no extension given for the grade submission deadline.

6.1.8 Visiting Research Students

Graduate students registered in a degree program at another university who wish to come to McGill to do research only may do so after acceptance by the GPSO. The department recommending admission must specify "Visiting Research" on the Decision Form. Visiting Research students are charged additional session fee rates and they may not register for courses. They must apply for admission every year.

6.1.9 Non-Resident Status

(may be granted to students in residence terms only)

1. Departments, with the approval of the Graduate and Postdoctoral Studies Office, may permit or require candidates to spend one session at another institution; it is understood that this session must be one of full-time work, and that the institution selected must be able to provide expert supervision and facilities for research appropriate to the candidate, in the field selected.
Permission to spend a required year of residence at another university must be obtained before the beginning of the session in which the student will be absent. A program of the work projected and particulars of the institution selected must be sent, accompanied by a letter from the Chair of the department, to the Director of the GPSO for approval. Permission is only granted to students who have already completed one full session at McGill.
The student will be required to register and pay the normal full-time McGill tuition fee less any tuition fee payable to the host institution. Other student-related fees are not levied and the ID card is not validated.
Students participating in a formal exchange program must register and pay full-time tuition including other student-related fees. The ID card is not validated.
2. Students who wish to take a leave from the University for a maximum period of one year before returning to complete their residence requirements must first obtain permission to do so both from their department and the GPSO.
The student must register as a Non-Resident student, and pay the non-resident fee. Student services fees are not levied and the ID card is not validated. Students can only be non- resident for a maximum of one year. The non-resident fee is $100 per term.
6.1.10 Leave of Absence Status

A leave of absence may be granted by the Graduate and Postdoctoral Studies Office for maternity or parenting reasons or for health reasons (see section  "Health and Parental/Familial Leave of Absence Policy"). Such a leave must be requested on a term by term basis and may be granted for a period of up to 52 weeks.
Students and Postdocs must make a request for such a leave in writing to their department and submit a medical certificate. The department shall forward the request to the GPSO.

Students and Postdocs who have been granted such a leave will have to register for the term(s) in question and their registration will show as "leave of absence" on their record. No tuition fees will be charged for the duration of the authorized leave. Research supervisors are not obligated to remunerate students on leave. A student on leave of absence during the Fall term must register for an active term of study in the Winter term (at least) in order to apply for graduation. A student on leave of absence during the Winter and/or Summer terms must register for an active term of study in the Fall term (at least ) in order to apply for graduation.

6.1.11 Medical Residents

Residents and fellows on staff of teaching hospitals associated with the University are included in the Graduate and Postdoctoral Studies Office statistics. They must apply for admission to be
Special Students or for admission to a degree program, a graduate diploma or certificate.

6.1.12 McGill Staff as Graduate Students

Members of the teaching staff of the University up to and including the rank of lecturer may enrol as candidates for a degree, diploma or certificate. If their teaching duties are designated as full-time, they may only enrol as half-time students.

Professorial members of the academic staff may not enrol in graduate degree and diploma programs. This rule shall apply also to any persons who have been on the professorial staff within the previous 12 months, unless they resign completely from their positions at McGill.

Should persons registered in graduate studies be promoted to professorial rank, they may no longer remain graduate students, unless they resign or are granted a leave of absence from their professorial appointments.

In certain exceptional cases, professorial members of the academic staff may apply to the Graduate and Postdoctoral Studies Council to enter graduate programs in academic units other than their own. The Council may grant permission if it is satisfied that the applicant's teaching unit and proposed unit for graduate study are sufficiently remote that conflict of interest situations will not arise. Permission must be granted before any courses are taken towards the proposed degree.

6.1.13 Quebec Inter-University Transfer Agreement (IUT)

The IUT Agreement permits concurrent registration at McGill and another Quebec institution.

6.1.13.1 McGill Students

Regular undergraduate and graduate degree, diploma or
certificate candidates registered at McGill may, with the written permission of the Dean of their faculty or delegate, register at any university in the province of Quebec for three (3), or exceptionally six (6), credits per term in addition to their registration at McGill. These courses, subject to GPSO regulations, will be recognized by McGill for the purpose of the degree for which the student is registered up to the limit imposed by the residency requirements of the program. This privilege will be granted if there are valid academic reasons.

Students wishing to take advantage of this agreement should consult the GPSO for details, and are informed that this agreement is subject to the following conditions:

· The other universities concerned may, at their discretion, refuse the registration of a student for any of their courses.
· The obligation of the student to complete their faculty and program requirement.
· The student is responsible for ensuring that the McGill Class Schedule permits these courses to be taken without conflict.
· The universities concerned are not responsible for special arrangements in cases of examination or class schedule conflicts.
· Marks earned at the host university will not appear on McGill transcripts or be included in McGill grade point averages.
· Students who are attending McGill as exchange students from outside Quebec are not eligible to take courses at another Quebec institution through the IUT agreement.
· Be aware that late results received from host universities may delay your graduation.

Scholarship holders should consult with GPSO and the Scholarships Coordinator concerning eligibility for continuation or renewal of their awards.

6.1.13.2 On-line IUT Application - McGill and Visiting IUT Students

Students must initiate an on-line Inter-University Transfer (IUT) application to request the required authorizations. McGill students are advised to access the IUT application via the Web at www.mcgill.ca/student-records/transfers. Students may also find additional information posted at the GPSO Website.

Note: Once the IUT application is approved by both the home and host universities, the student remains responsible for registering in the same course for which they have obtained electronic approval. The method of registration of the host university will vary
(e.g., Web, in-person, phone, etc.). The student is advised to
initiate the electronic application allowing enough time to meet the host university's registration deadlines. Furthermore, the student is responsible for adhering to all registration deadlines of the host institution
.
6.2 Registration
6.2.1 Registration for Fall and Winter Terms (including additional session and non-thesis extension students)

All returning and new graduate students must register on-line at www.mcgill.ca/minerva, after completing a Minerva Course Selection Form and obtaining departmental approval.

Courses may be added until the end of the course change period without penalty.

Returning Students:

Returning students register via Minerva between Thursday, March 31 and Monday, August 1.

Students will be charged a late registration fee during the late registration period. To avoid the late registration fee students must access www.mcgill.ca/minerva and register for REGN RCGR (the Registration Confirmation course) in both the Fall (CRN 2982) and Winter (CRN 2977) terms.

Successful completion of registration is contingent upon acceptable academic standing in the previous session and payment of any previous outstanding fees and fines.

Newly-Admitted Students:

New students entering in September 2005 register on Minerva between Tuesday, August 9 and Thursday, September 1.

Students will be charged a late registration fee during the late registration period. To avoid the late registration fee students must access www.mcgill.ca/minerva and register for REGN RCGR (the Registration Confirmation course) in both the Fall (CRN 2982) and Winter (CRN 2977) terms.

New students entering in January 2006 register on Minerva between Tuesday, December 6 and Tuesday, January 3.

Students will be charged a late registration fee during the late registration period. To avoid the late registration fee students must access www.mcgill.ca/minerva and register for REGN RCGR (the Registration Confirmation course) in the Winter (CRN 2977) term.

Students
must register (and pay fees) annually up to and including the term of graduation. Outstanding tuition fees must be paid before graduation. A graduate student registered in the Winter term who graduates in February will have their Winter registration and fees cancelled at the end of February.
Exception:
A registered student in 2004-05 (not on a leave of absence), who has completed the residency in a thesis program, and who meets the August 31 thesis submission deadline to the GPSO (Thesis Office), does not need to register for the 2005-06 academic year. The student should not expect to graduate in Fall 2005, but must graduate by Fall 2006 graduation at the latest. Otherwise the student must be reinstated and will be charged retroactive registration fees for all unregistered sessions(terms) up to and including the term in which they graduate. Students who have already registered for the year must ask the Graduate and Postdoctoral Studies Office, IN WRITING, to delete their registration at the time of their theses submission.
If the thesis is submitted after August 31, and the student graduates in February of the next year, he/she must register for the Fall term and pay fees. The last term of registration will show the graduation narrative, I.e., Fall for February graduation, Winter for May/June graduation and Summer for October Graduation. If the thesis is submitted after August 31, and the student graduates in May/June of the next year, he/she must register for Fall and Winter terms and pay fees.
6.2.2 Fee Policies Related to Registration
Refer to section  "Fees and Expenses"; particular attention should be paid to section  "Fees and Withdrawal from the University" and section  "Other Policies Related to Fees".
6.2.3 Summer Registration

Detailed Summer registration information will be available in the middle of March in individual departments.

Course Registration

Students taking summer courses register within Graduate and Postdoctoral Studies Office deadlines on Minerva at www.mcgill.ca/minerva after completing a Minerva Course Selection Form and obtaining departmental approval.

Summer Term of Residence

Students in thesis programs who wish to register for a Summer term to count as part of their residence requirements must complete the appropriate Summer Registration Form in April. Newly admitted students beginning their graduate thesis program in a Summer Term of Residence can get 100% refund (less $100.00 minimum or registration deposit if applicable) up to and including the May 15th withdrawal date. Students in thesis programs, who at the end of the Winter term are continuing in their programs are expected to devote the summer to research and are considered "continuing students".

6.2.4 Courses taken in the Centre for Continuing Education

In the Fall and Winter terms, students may add credit courses (500 level or higher) offered through the Centre for Continuing Education (CCE) directly on Minerva. Fall term courses can be added on Minerva starting August 15. Winter term courses can be added on Minerva starting December 15.

Non-credit general interest or languages courses cannot be added directly by the student. Students may register for these courses in person at the CCE, where the course(s) will be added to their record as "Extra" to their program and course fees will be charged.

Summer courses offered through the CCE cannot be added directly by the student. To add these courses, students must bring a copy of their approved Minerva Course Selection Form to the Graduate and Postdoctoral Studies Office where, subject to space availability and program controls, the course(s) will be added to their record.

To register for courses offered through the CCE, students must be registered in their graduate studies program. All courses taken at CCE must be completed unless the course has been dropped on Minerva according to CCE course drop/withdrawal deadlines. The GPSO reserves the right to place limitations on the number of Continuing Education courses taken for any one program. Approval from GPSO must be obtained prior to registration.

6.2.5 Courses Taken at the English and French Language Centre

Two courses are offered through English and French Language Centre for graduate students whose first language is not English. These courses cannot be counted toward the requirements of a graduate program. The courses are:

ESLN 590 Writing for Graduate Students (3) (3 hours) (Prerequisite placement test) (Restriction: Open only to graduate students for whom English is a second language.) Audience, purpose, organization and style of graduate-level academic writing. Mechanics. Editing. Textual analysis. Critical thinking. Genres: problem-solution, general-specific, process description, data commentary, article summary/critique. Student work-in-progress, ESL diagnosis-correction. Multiple drafts. Extensive feedback including audo-tapes commentary and individual conferences.
ESLN 650 Pronounciation and Communication (3) (3 hours) Restrictions: Open only to graduate students for whom English is a second language.) (This course cannot be counted towards course requirements of any graduate program.) Focus on developing pronounciation and communication skills, including aspects of pronounciation that most affect intelligibility, and with verbal and non-verbal techniques for effective presentations.
6.2.6 Registration for Two Degree Programs Concurrently

No student may register in two degree programs or in two departments or faculties or two institutions concurrently without special permission granted by the Graduate and Postdoctoral Studies Office. Students are advised that permission is never granted to attempt two full-time programs concurrently. Letters of recommendation, including details of the proportions of time that the student intends to allot to each program, must be received from the Chair of each department concerned. Each year, a progress report must be submitted from the two departments concerned to the GPSO before a student in this category will be permitted to register.

6.2.7 Time Limitation

Candidates for Master's degrees must complete the degree within three years of initial registration. If the degree is pursued strictly on a less than full-time basis, it must be completed within five years of initial registration.

In exceptional cases, a student who wishes to submit a thesis, or to complete outstanding degree requirements, after withdrawal may do so only on the recommendation of the department concerned. A graduate application must be submitted by stated deadlines and re-admission fees will apply. The final decision rests with GPSO.

By annual registration, all doctoral candidates may maintain their connection with the University for four years after completing their residence requirements.

The object of these regulations is to encourage candidates to complete their theses and qualify for their degree without undue delay.

Council of the FGSR - February 2, 1996
6.2.8 Withdrawal from a Degree Program

Departments have the right to ask students to withdraw from the program if progress is not satisfactory, or if they have failed a course required for their program, or for lack of performance in research.

Any student who withdraws from the University must complete a Withdrawal Form available from the Graduate and Postdoctoral Studies Office. Fees will then be refunded according to the conditions outlined in section  "Change of Course" and in section "Regulations Concerning Withdrawal".

6.3 Course Information
6.3.1 Course Numbering

Each McGill course is assigned a unique seven-character course "number".

The first four characters (Subject Code)
refer to the unit offering the course.
These codes were implemented in September 2002, replacing the three-number Teaching Unit Codes previously used. A complete list of Teaching Unit Codes and their Subject Code equivalents can be found on the Web at www.mcgill.ca/student-records/transcripts.
The three numbers following the Subject Code
refer to the course itself, with the first of these indicating the level of the course.
· Courses numbered at the 100, 200, 300, and 400 levels are intended for undergraduate students. In most programs courses at the 300 level and 400 level are normally taken in the student's last two years.
· Courses at the 500 level are intended for graduate students, but may also be open to qualified senior undergraduate students.
· Courses at the 600 and 700 level are intended for graduate students only.
Two additional characters (D1, D2, N1, N2, J1, J2, J3) at the end of the seven-character course number identifies multi-term courses.
6.3.2 Multi-term Courses

Most courses at McGill are single term (Fall or Winter or Summer) courses with final grades issued and any credits earned recorded at the end of that term. Single term courses are identified by a seven-character course number.
A unit may, however, decide that the material to be presented cannot be divided into single term courses or it is preferable that the work to be done is carried out over two, or three, terms. Under such circumstances, courses are identified by a two-character extension of the course number.

In some cases, the same course may be offered in various ways: as a single term and/or in one or more multi-term versions. The course content and credit weight is equivalent in all modes, the only difference being the scheduling, and students cannot obtain credit for more than one version.

Courses with numbers ending in D1 and D2
are taught in two consecutive terms (most commonly Fall and Winter). Students must register for the same section of both the D1 and D2 components. When registering for a Fall term D1 course on Minerva, the student will automatically be registered for the Winter term D2 portion. No credit will be given unless both components (D1 and D2) are successfully completed in consecutive terms, e.g., Fall 2005 and Winter 2006.
Courses with numbers ending in N1 and N2
are taught in two non-consecutive terms (Winter and Fall). Students must register for the same section of both the N1 and N2 components. No credit will be given unless both components (N1 and N2) are successfully completed within a twelve (12) month period.
Courses with numbers ending in J1, J2 and J3
are taught over three consecutive terms. Students must register for the same section of all three components (J1, J2, J3). No credit will be given unless all three components are successfully completed.
IMPORTANT CONDITIONS FOR MULTI-TERM COURSES
1. Students must be registered for each component of the multi-term course. Students must ensure that they are registered in the same section in each term of the multi-term course.
2. Students must successfully complete each component in sequence as set out in the multi-term course. Credit is granted only at the end of the multi-term course; no credit is given for partial completion.
6.3.3 Course Terminology
Prerequisite:
Course A is prerequisite to course B if a satisfactory pass in course A is required for admission to course B.
Corequisite:
Course A is corequisite to course B if course A must be taken concurrently with (or may have been taken prior to) course B.
Credits:
The credit weight of each course is indicated in parentheses beside the course title. For D1 and D2 courses the credit weight is indicated after the course number.
COURSE NOMENCLATURE IN PROGRAM DESCRIPTIONS:
Required Course:
Courses absolutely required in a program. All students in that program must take this (these) course(s) unless they are granted exemption(s).
Cours obligatoire:
Cours fonciérement obligatoire dans un programme. Tous les étudiants inscrits à ce programme doivent suivre ce (ou ces) cours, à moins de bénéficier d'exemptions.
Complementary Course:
Courses selected from a restricted list, a particular subject area, or a discipline. In some programs, students must include a number of these in order to meet program requirements.
Cours complémentaire:
Cours sélectionnés à partir d'une liste limitée, ou de la liste des cours offerts dans une matière particulière ou dans une discipline. Dans certains programmes, les étudiants doivent inclure un certain nombre de ces cours afin de satisfaire aux exigences du programme.
Note:
Complementary courses are not electives.
The difference between Complementary courses and Required courses is that Complementary courses offer an element of choice, however small that choice may be. Students may choose from the two (or more) courses specified within Complementary Course segment(s) of a program description, but ONLY from those.
Elective course:
courses chosen freely (with advice and approval of the Graduate Program Director and GPSO).
6.3.4 Class Schedule and Course Catalog

Students should consult Class Schedule when preparing to register (www.mcgill.ca/courses). Here they will find up to date information including days and times when courses are offered, class locations, names of instructors, and course pre-requisites. Class Schedule only displays courses that are being offered in the term selected.

For a complete listing of all McGill courses, even if they are not offered in a given year or term, students may consult the Course Catalog at www.mcgill.ca/courses. Searches are conducted by term and provide information such as full course descriptions, course pre-requisites and registration requirements.

6.4 Summer Studies

Registration regulations may change for Summer 2006. Students should consult their department in the middle of March.

Graduate courses are available in some subject areas during the summer and the Summer Studies Calendar should be consulted for a complete listing of undergraduate and graduate level courses.

Students doing graduate work in Education are strongly advised to enrol in summer studies and many programs can only be completed by participation in summer studies.

Registration for courses for graduate students takes place via Minerva for the Summer session. It is the responsibility of the student to register for courses within the deadlines, after completing a Minerva Course Selection Form and obtaining departmental approval.

Students in thesis programs, who pay fees on a per term basis and who have already paid full-time tuition fees during the preceding year are not required to pay for required courses taken in the summer. Students in non-thesis programs will be charged fees for courses taken in the summer. Registration for "summer studies" should not be confused with registration for a Summer term which has been discussed previously in section  "Summer Registration".

Many summer courses have limited enrolment and students are advised to register for such courses as early as possible. Graduate students intending to register for restricted undergraduate courses MUST COME IN PERSON to the Graduate and Postdoctoral Studies Office where the course will be added if there is space available in the course.

Please consult the Summer Studies Calendar for specific information on course dates and times. Information is also available on the Summer Studies Web site at www.mcgill.ca/summer.

6.5 Change of Course
Students who wish to add or drop courses from their programs after initial registration must do so via Minerva by the deadlines. Instructions and information on deadlines are available on the Web at www.mcgill.ca/student-records or from individual departments.
Neither notifying the course instructor nor discontinuing class attendance will suffice. Students paying tuition on a per course basis only, will receive appropriate refunds if they drop courses within the time limits specified in section  "Fee Refund Deadlines".

Students who are registered in the Fall Term may continue to add and drop courses that will begin in the Winter Term throughout the Fall Term until the deadline for course change/late registration in the Winter Term.

6.6 Regulations Concerning Withdrawal
6.6.1 Regulations Concerning Course Withdrawal

Following the Course Change deadline there is a period of a few days during which students may withdraw, with a grade of W and full refund of course fees, from courses that start in that term.

After the Withdrawal (with refund) deadline, there is a period during which withdrawal from a course will also result in a grade of W but no course fees will be refunded.

Courses that begin in the Fall Term

Deadline for withdrawal (grade of 'W') with refund:
Sunday, September 18, 2005

Deadlines for withdrawal (grade of 'W') without refund:
- Single-term courses: Sunday, October 9, 2005

- Multi-term courses: Tuesday, January 17, 2006

Courses that begin in the Winter Term

Deadline for withdrawal (grade of 'W') with refund: Sunday,
January 22, 2006

Deadline for withdrawal (grade of 'W') without refund:

- Single-term courses: Sunday, February 12, 2006

- Multi-term courses: Monday, May 15, 2006*

*Please note that students in multi-term courses with course numbers ending in N1 and N2 (begin in the Winter, skip the Summer, are completed in the subsequent Fall term) may withdraw after May 15 and until the end of the Fall term course change period by contacting GPSO.

After the withdrawal (without refund) deadline, but before the end of term, the student may, under exceptional circumstances, be granted permission to withdraw from a course. (Permission will not be granted merely because a student is doing unsatisfactory work.) A grade of W or WF, as appropriate, will appear on the transcript but will not be calculated in the GPA. For further information students should consult GPSO.

Note:
1. The responsibility for initiating withdrawal rests solely with the student. Neither notification of the course instructor nor discontinuance of class attendance will suffice. The date on which a student's withdrawal is entered on Minerva is the official date of withdrawal, even if the student stopped attending lectures earlier.
2. Fee refunds, if any, will be in accordance with section "Fees and Withdrawal from the University".
6.6.2 Regulations Concerning University Withdrawal
Students considering University withdrawal are strongly urged to consult with their Graduate Program Director. They must submit a competed Withdrawal Form to GPSO.
Student's responsibility
The responsibility for initiating University withdrawal rests solely with the student. Neither notification of the course instructor nor discontinuance of class attendance will suffice. The date on which a student drops or withdraws from all courses on Minerva or the date the request for withdrawal is submitted to GPSO is the official date of withdrawal, even if the student stopped attending lectures earlier.
Deadlines for University Withdrawal
All students who have accessed Minerva to register must officially withdraw within deadlines if they decide not to attend the term(s) for which they have registered. See Withdrawal (W) deadline dates in the Calendar of Dates.
Students who have accessed Minerva and who drop their last course from September 1st through to the withdrawal period with full refund, must submit a signed withdrawal from to be withdrawn from the University. They will be automatically charged a minimum charge of $100 (or their deposit fee if newly admitted, whichever is higher) to cover administrative costs of registration.
Students who discontinue their classes without taking steps to drop their courses and submit a withdrawal form will be liable for all applicable tuition and other fees.
Fall Term:

Deadline for University withdrawal with refund (minus $100 for returning students, and less registration deposit or $100 for new students):

Sunday, September 18, 2005

Winter Term:

Deadline for University withdrawal with refund (minus $100 for returning students, and less deposit or $100 for new students):

Sunday, January 22, 2006

Students who are blocked from dropping or withdrawing from their last course on Minerva are required to contact their student affairs office. The student affairs office will supply any forms necessary to complete the University withdrawal where the deadline for
University withdrawal has not been passed.
Consequences of University Withdrawal

Fee refunds, if any, for the term in which the student withdraws will be in accordance with section "Fees and Withdrawal from the University".

Upon withdrawal, students are required to return their ID card to the University as stated in section "Identification (ID) Cards".

Students who withdraw from the University and wish to re-enroll in a subsequent term must follow the procedures for admission, see section "Admission".

Students who withdraw during the Fall term are considered withdrawn from the entire academic year, regardless of whether Winter term courses are dropped. If they wish to return for the Winter term, they must follow the procedures for admission.

6.7 Grading and Grade Point Averages (GPA)
Classification of Marks:
Courses can be graded either by letter grades or in percentages, but the official grade in each course is the letter grade. Beginning in the Fall term of 2002 all verification forms, transcripts and other documents show only letter grades for all subsequent terms.
Grades A through B- are termed 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 fulfill program requirements.
Grades
Grade Points
Numerical Scale of Marks
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%

Letter grades are assigned grade points according to the table shown above. A student's academic standing will be determined based on the basis of a grade point average (GPA), which is calculated by dividing the sum of the credit times the grade points by the total courses GPA credits. GPA credits are the credits of courses with grades that are assigned grade points.

GPA = S (course credit x grade points)

S (GPA course credits)

The term grade point average (TGPA) will be 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) will be the GPA calculated using the student's entire record of applicable courses at McGill at the same level effective the Fall 2002 term. If the level is changed (e.g. from Master's to Doctoral), the CGPA will start again. For students with academic information prior to Fall 2002, who are continuing in the same program or are registered in a different program or level post-Fall 2002, the transcript displays a special message regarding the CGPA being calculated effective Fall 2002 onwards. If courses are repeated, all results are included in the GPA calculation. Therefore, grades of F or J continue to be used in the CGPA calculation even after the course is repeated or if a supplemental examination is taken.
Other Grades:
IP
- In Progress. (Master's Thesis Courses Only)
P
- Pass. Pass/Fail grading is restricted to certain seminars and examinations only. In such cases all grades in these courses are recorded as either Pass or Fail. Not included in GPA calculations.
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
- Absent: to be recorded for the student who did not write the final examination and had not been granted deferred status, or who did not complete an essential part of the course requirements without a valid reason. This is a failure and is calculated in the TGPA and CGPA as a failure. (Students may appeal the assignment of the grade of J, but circumstances such as appearing at the incorrect time for an examination would not be sufficient reason for this grade to be replaced by a deferral. Students who have earned sufficient marks to pass the course even though the final examination is not written, may opt to have their grade based on the record to date.)
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. This is a failure and is calculated in the TGPA and CGPA as a failure.
KK
- Completion requirement waived. This is used in exceptional cases only, with the approval of the Director of the Graduate and Postdoctoral Studies Office. Not calculated in TGPA or CGPA.
KE or K*
- Further extension granted with the approval of the Director of the Graduate and Postdoctoral Studies Office (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. The "L" grade must be cleared as soon as possible (maximum four months).
A medical certificate or appropriate document must be submitted to the Graduate and Postdoctoral Studies Office 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.
Satisfactory/Unsatisfactory - Not used for graduate students.
W
- Withdrew with approval. A course dropped, with permission, after the change of course period. Not included in GPA calculations.
WF
- Withdrew failing: a course dropped, with special permission in 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 caluclated in TGPA or CGPA. (Not used in Music.)
WL
- Withdraw from a deferred examination (approved by GPSO); not calculated in TGPA or CGPA.
W-- or --
- No grade. Student withdrew from the University; not calculated in TGPA or CGPA.
6.8 Failure Policy
Students who have failed one course required by their department while registered as a graduate student may automatically write one supplemental examination, if the departmental policy permits, or retake that course or substitute an equivalent course. For the purposes of this policy, "required course" includes either a course required by the student's program of study, or a course that has been designated by the department for an individual student's program of study. Students with any further failures in that course, including the supplemental, or a failure in any other course, will be required to withdraw from their program of study. When a student retakes a course, he/she is required to pay the fee charged for the course in question. Ph.D. students and Master's students in thesis programs can also be required to withdraw from their program of study for documented lack of performance in research.
The failure policy does not pertain to the failure of comprehensive examinations, doctoral oral defenses, or thesis failures. In the case of a failed thesis or defense, the Thesis Failure Policy, detailed in the Thesis Guidelines, applies. In the case of a failed comprehensive examination, the Ph.D. Comprehensives Policy applies.
(Senate, October 11, 2000.)
(Revised, GPS Council, February 10, 2003)
Procedure to follow in cases of failure:

Procedure to follow in cases of failure:

The procedure in cases of initial failure is as follows: the failing grade is to be recorded and a letter sent to the Graduate and Postdocoral Studies Office indicating that a supplemental examination is to be given under the Failure Policy. If the supplemental is passed, the second grade should be submitted.The same procedure applies for a recommendation of a retake or a substitution.

In the event of a failure of a supplemental exam, the department should request, in writing, that the student withdraw (with a copy of said letter forwarded to the GPSO).

Similarly, in the event of a failure in a second course, a written request for withdrawal (copied to the GPSO) should be sent to the student.

Note:

A student in a graduate program who has failed one course while being a Special Student in a graduate studies will have this failure count as a first failure in a related graduate program. Any further failure will require withdrawal from the program of study.

6.9 Language Policy

The language of instruction at McGill is English. Some courses are offered in French. Every student has a right to write essays, examinations, and theses in English or in French except in courses where knowledge of a language is one of the objectives of the course.

6.10 Regulations Concerning Theses

A thesis submission package, which includes the Nomination of Examiners form and Thesis Submission form, may be obtained from the Graduate and Postdoctoral Studies Office (Thesis Office), Room 400, James Administration Building. The documents in this package contain important information regarding procedures and deadlines. It must be consulted by students who are in the process of writing a thesis in order to adhere to University regulations concerning the submission of a thesis. Thesis submission guidelines and forms are posted on the Web at www.mcgill.ca/gps.

Forms and guidelines are updated as procedures change. Students should keep informed of these changes by referring to the Web site.

Dates of submission of theses, convocations, etc. are listed in section  "Calendar of Dates 2005-2006" and are available on the Web at www.mcgill.ca/students-information/dates.

6.11 Graduation and Convocation
6.11.1 Apply to Graduate

Students in non-thesis programs must indicate their expected graduation term on Minerva using the "apply for graduation" option under the Student Records menu and should verify this information on unofficial transcripts and verification forms. Graduate certificates and diplomas, Master's degrees and doctoral degrees are granted by Senate to those students recommended for graduation by the Graduate and Postdoctoral Studies Office. GPSO should be notified immediately when a final-year student changes his/her expected graduation term. Failure to do so may result in the postponement of a student's graduation.

6.11.2 Graduation Approval Query

Graduating students may view the status of their graduation record on Minerva as part of the Faculty review and approval process. The menu option called "Student Graduation Query" is accessed via the Student Records menu option on Minerva,
and becomes available to graduating students approximately 3-4 weeks before the "degree awarded" notation is updated on their records.

If all requirements for graduation are met, the student's record on Minerva will be updated with the "degree awarded" notation at the appropriate time:

- late February, if term of graduation is Fall

(degree granted February, Convocation in Spring)

- late May, if term of graduation is Winter

(Convocation in Spring)

- late October, if term of graduation is Summer

(Convocation in Fall)

Note: Information regarding the Convocation ceremonies can be obtained on the McGill Website at www.mcgill.ca/convocations.
6.11.3 Replacement Diploma

There are several instances when you might request a replacement diploma: if you have lost your diploma, if it was damaged or, finally, if you wish to have the name on your diploma changed. Your request must be made in writing and should be sent along with a certified cheque or money order for the amount of CDN$60 made payable to McGill University. Refer to the sections below to determine which situation applies to you. Please forward all requests to the attention of:

ARR Service Centre
Duplicate Diploma Request
McGill University
James Administration Building, Room 205
Montreal QC H3A 2T5
E-mail: registration.arr@mcgill.ca
Please note that requests made on behalf of a student must be accompanied by a signed letter of authorization from the student.
To replace a lost diploma: Provide a Sworn Affidavit from a Notary, a Lawyer or a Commissioner of Oaths certifying that the diploma is lost. The Affidavit should include:

Full name; Student Number; Address; Phone Number; Date of birth; Degree granted/year granted; Reason for a replacement diploma.

To replace a damaged diploma or change the name on the diploma: Send or deliver the original diploma. Include clear and complete photocopies of legal documents supporting the name change. Please refer to section "Legal Name" for the list of acceptable documents. Please note that the name change must be processed in the system before a duplicate diploma can be issued. Enclose a letter containing the following important information:

Full name; Student Number; Address; Phone Number; Date of birth; Reason for a replacement diploma; New spelling/grammar changes.

6.11.4 Dean's Honour List

Only graduate students who have completed their program within the University's time limitation for their program are considered for the Dean's Honour List designation.

The criteria for inclusion in the Dean's Honour List is as follows:

Master's Thesis Candidates:

Truly outstanding student recommended by the department.

Doctoral Thesis Candidates:

Truly outstanding student recommended by the Oral Defense Committee.

6.12 Policy Concerning Access to Records

Statements of account and all other correspondence are sent directly to students who retain full control as to who has access to their records or accounts. (Officers and members of the University staff may also have access to relevant parts of such records for recognized and legitimate use.) No progress report or any other information is sent to parents and/or sponsors unless specifically requested by the student in writing.

In accordance with the Act Respecting Access to Documents held by Public Bodies and the Protection of Personal Information (the "Access Act") personal information, including transcripts of academic records, may be released only with the authorization of the student. When a student applies to McGill, he/she authorizes the University to release certain personal information (name, address, telephone number, e-mail address, date of birth, program and student status) to the persons and bodies listed below.

The following persons and bodies are included in the authorization:
a. libraries of other Quebec universities with which McGill established reciprocal borrowing agreement (ID number and bar code may also be disclosed to such libraries)
b. the Quebec Ministry of Education, in order to create, validate and/or modify the student's Permanent Code
c. the appropriate authorities involved with the external or internal funding of the student's fees (financial records may also be disclosed to such authorities)
d. the Association of Universities and Colleges of Canada
e. the Association of Registrars of Universities and Colleges of Canada and the Conférence des recteurs et des principaux des universités du Québec, or the member institutions of these organizations, for the purpose of admissions operations and the production of statistics
f. the school(s) or college(s) which the student attended
g. students and alumni who have volunteered to speak with
admitted students
h. the Student Associations recognized by McGill University for the category(ies) of students to which the student belongs
i. the McGill Alumni Association
j. professional bodies or corporations (e.g., engineers, dentists)
k. McGill Network and Communications Services for the purposes of listing the student's McGill e-mail address in an on-line e-mail directory.

Students who choose not to authorize the University to disclose personal information to the organizations mentioned above in h,i,j and k must complete and submit an opposition form. The opposition form is available at the Admissions, Recruitment and Registrar's Office.

6.13 Transcripts of Academic Record
6.13.1 Unofficial Transcripts

Students who require a copy of their student record can view and print their own unofficial transcript by accessing Minerva. This applies to records from 1976 to present. For pre-1976 records, an official transcript must be ordered.

6.13.2 Official Transcripts

Official transcripts can be ordered on-line via Minerva. Students who cannot access Minerva should fill out the "Request for Release of Official Document" form available on-line at www.mcgill.ca/student-records/transcripts or in person at the Admissions, Recruitment and Registrar's Office at the address below. Transcript requests may be submitted by mail, by fax, or in person but must be signed by the student. To protect privacy, we do not accept telephone or e-mail requests.

Admissions, Recruitment and Registrar's Office
James Administration Building
845 Sherbrooke Street West, Room 205
Montreal, Quebec H3A 2T5
Fax: (514) 398-8939
6.13.2.1 General Information
Transcripts are free of charge.
Official transcripts are sent directly to the addresses provided by the student. Official transcripts in sealed envelopes can be given to those requesting them.

Requests are processed in 3 to 5 working days, somewhat longer for pre-1976 records and at peak times.

ARR is not responsible for transcripts that are lost or delayed in the mail.

The University will issue only complete transcripts recording all work attempted and results obtained in any and all programs. In no circumstances will partial transcripts be issued.

Official transcripts will NOT be issued for students registered on or after September 2001 who have failed to provide the information and/or documents necessary to obtain or verify their Permanent Code.

Transcripts will not be issued if you owe fees or fines over $30.

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

6.13.3 Course Numbering on the Transcript

Prior to September 2002, course numbers had a seven-character designation beginning with the three-number code for 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 on the Web at
www.mcgill.ca/student-records/transcripts.

6.14 Academic Integrity

In submitting work in their courses, students must understand the meaning and consequences of plagiarism and cheating; these are considered to be extremely serious academic offences.

Students who have any doubt as to what might be considered plagiarism in preparing an essay or term paper should consult the instructor of the course to obtain appropriate guidelines.
Students should also consult the academic integrity Website at www.mcgill.ca/integrity.

The possession or use of unauthorized materials in any test or examination constitutes cheating. Responses on multiple-choice examinations are normally checked by the exam security computer monitoring program. The program detects pairs of students with unusually similar answer patterns on multiple choice exams. Data generated by the exam security computer monitoring program can be used as admissible evidence either to initiate or corroborate an investigation or a charge of cheating under Section 16 of the Code of Student Conduct and Disciplinary Procedures.
The Code of Student Conduct and Disciplinary Procedures includes sections on plagiarism and cheating. The Code is included in the Handbook of Student Rights and Responsibilities, which is available at www.mcgill.ca/secretariat/documents.

Plagiarism in a thesis or a Ph.D. Comprehensive Examination contravenes McGill University's academic goals and standards. Consequently, any student found guilty of plagiarism under the Code of Student Conduct and Disciplinary Procedures (see the Handbook on Students Rights and Responsibilities available at www.mcgill.ca/secretariat/documents/) in a thesis or a Ph.D. Comprehensive Examination may face very serious penalties, even expulsion from the University without the degree.

6.15 Documentation
6.15.1 Documentation for Permanent Code, Citizenship and Proof of Quebec Residency

The Ministry of Education in Quebec requires that McGill collect documentation from all students to ensure tuition fees are assessed correctly and to ensure a permanent code is issued by the Ministry for all students. Students should take steps to mail or fax this documentation prior to arriving on campus. International students must bring additional documents with them when they come to have their McGill identification card issued before the start of lectures.

Students can check if McGill has received their Permanent Code after they have accepted the University's offer of admission on Minerva under the Personal menu.

Students can consult their citizenship and Quebec residency status on Minerva. Select Student Menu -> Student Accounts Menu -> View Your Citizenship and Quebec Residency Status.

6.15.2 Proof of Canadian Citizenship or Permanent Residency in Canada

As per the Ministry of Education of Quebec, all students who are citizens or permanent residents of Canada must provide proof of their status in order to avoid being charged the international rate of tuition fees. The proof must be a clear and complete photocopy of one of the following documents:

· Certificate of Indian Status card
· Canadian birth certificate
· Canadian citizenship card (both sides)
· Valid Canadian passport (with place of birth clearly shown)
· Record of Permanent Resident status in Canada
(i.e., IMM 1000 document/IMM 5292 and PR card - both sides)
Students must also provide a signed Permanent Code form available at www.mcgill.ca/student-records/fees/permcode if we do not already have a Permanent Code on record for you.
Students can verify if McGill has received their Permanent Code on Minerva under the Personal Menu.
6.15.3 Proof of Quebec Residency

Students who are Canadian citizens or Permanent Residents of Canada and who wish to qualify for the Quebec rate of tuition fees must provide proof of Quebec residency along with their proof of citizenship. There are two ways of establishing Quebec residency status:

1. Without an "Attestation of Residency in Quebec" form, where the student must qualify for one of the situations indicated below and submit proof to that effect:
a. Student was born in Quebec. Document required: Quebec birth or baptismal certificate (issued prior to January 1, 1994) with place of birth clearly shown, or a valid Canadian passport indicating Quebec as the place of birth.
b. Student had Quebec residency status in college and is
continuing on to university without interrupting studies for more than two semesters (not including the Summer semester).
Document required: Proof of Canadian citizenship
c. Student is a member of an aboriginal/Inuit community in
Quebec. Document required: Letter from the band council
official, band membership card (including Makivik card - both sides)
2. With an "Attestation of Residency in Quebec" form, where the student must qualify for one of the situations indicated on the form, and send it along with all the documents requested on the attestation. A copy of the guidelines and the form as established by the Ministry of Education of Quebec (MEQ)
can be obtained from our Website at the following address:
www.mcgill.ca/student-records/fees/poc.
Students should ensure that all the clear and legible photocopies sent in, such as proof of citizenship or permanent
residency of Canada, and Quebec residency, indicate their McGill ID number, faculty name and contact information
(telephone number, e-mail, etc.).
These should be mailed or faxed to:
Admissions, Recruitment and Registrar's Office
Documentation Centre
688 Sherbrooke Street West
Montreal, QC H3A 3R1 CANADA
Fax: (514) 398-3227
The Student Accounts Office will send students a fee statement based on the citizenship information and documentation on file at the time the statement is issued. If the appropriate proof required to support a citizenship or Quebec residency status is not received by the fee deadline indicated on the statement, students will be billed at the international rate of tuition. Late payment and interest charges may also incur on the unpaid balance. Students who submit their proof of status after the payment deadline indicated will have the international supplement waived, but will be responsible for the late payment and interest charged to their account.
Students should note that all proofs of citizenship, requests for Quebec residency, immigration status changes and fee exemptions must be received by the end of the last day of classes of a current term to take effect for that term. All documents received after that date will be updated for the following term only.
Further information regarding proof of citizenship or the Attestation of Quebec Residency can be obtained from the Admissions, Recruitment and Registrar's Office Service Centre on the second floor of the James Administration Building.

Telephone: (514) 398-4474

E-mail: que-can@mcgill.ca

It should be noted that the Quebec residency form and the associated regulations are the property of the Ministry of Education of Quebec (MEQ).
6.15.4 International Students

New international students must provide a clear and complete photocopy of:

a. One of the following if studying for more than 6 months in
Canada
:
· Study permit issued by Immigration Canada AND Certificate of Acceptance of Quebec (CAQ)
· Convention Refugee status document
Or
b. One of the following if studying for less than 6 months in
Canada
:
· Visitor's Permit issued by Immigration Canada
· Valid Passport (including the page(s) stamped by Immigration Canada at port-of-entry) AND birth certificate (official English or French translation if necessary)
And for all students:
c. A signed Permanent Code form, available at www.mcgill.ca/student-records/fees/permcode, indicating the names of the student's father and mother, or a Permanent Code. Students can verify if McGill has received their Permanent Code on Minerva under the Personal Menu.
6.15.5 Fee Exemptions

Exemptions from International Tuition Fees may be claimed by students in certain categories. As well, both international and non-

Quebec Canadian students or permanent residents in certain language programs leading to a degree in French may be eligible for a fee exemption from international or the non-Quebec Canadian rate. Please note that the list of language programs is limited and subject to change by the Ministry of Education. Students, if eligible for one of the exemption categories, are then assessed at the Quebec student rate. A list of categories and the required application forms are available at
www.mcgill.ca/student-records/fees/exemption and also at the Admissions, Recruitment and Registrar's Office where the application forms must be submitted.

6.15.6 Where To Send Documents
Students should mail or fax copies of documents prior to arrival on campus. The student's McGill ID number and contact information must show clearly on all documentation, and be mailed or faxed prior to arrival on campus. If McGill has not received this information prior to arrival, ID cards will not be issued and the student will be assessed international fees.
This information should be mailed or faxed to:
Admissions, Recruitment and Registrar's Office
Documentation Centre
688 Sherbrooke Street West
Montreal, QC H3A 3R1 CANADA
Fax: (514) 398-3227
Questions should be addressed to:

Telephone: (514) 398-4474

E-mail: que-can@mcgill.ca

6.15.7 No Retroactivity

The Student Accounts Office will send students a fee statement based on the citizenship information and documentation on file at the time the statement is issued. If the appropriate proof required to support a citizenship or Quebec residency status is not received by the fee deadline indicated on the statement, students will be billed at the international rate of tuition. Late payment and interest charges may also incur on the unpaid balance. Students who submit their proof of status after the payment deadline indicated will have the international supplement waived, but will be responsible for the late payment and interest charged to their account.

Students should note that all documentation must be received by the end of the last day of classes of a current term to take effect for that term. All documents received after that date will be updated for the following term only, and the higher fees cannot be retroactively reversed for a previous term.
6.16 Identification (ID) Cards

Students registered at McGill are required to present an ID card when writing examinations and when using libraries, Student
Services, certain laboratories, and many residences.

An ID card cannot be issued until at least 3 hours after the
student has registered. When requesting the card, new students must present Permanent Code information and proof of legal status in Canada (for a list of documents please see section "Documentation").

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

Registered students may obtain an ID card at these times and locations:

Wednesday, August 3 to
Monday, August 17, 2005 Open 9:00 a.m. to 5:00 p.m. (except Fridays and weekends)

Canadian and Quebec
students are encouraged to come during this period to avoid line-ups later in August. No international students can be carded before August 18.
 

Admissions, Recruitment and Registrar's Office, James Administration Building, Room 205

Thursday, August 18 to
Wednesday, August 31, 2005

Open 9:00 a.m. to 5:00 p.m. including Friday, Saturday and Sunday, August 19-21

Closed Saturday and Sunday, August 27-28.

All students, including international students
 
Lorne M. Trottier Building

3630 University Street

Starting September 1, 2005

Normal office hours
 

Admissions, Recruitment and Registrar's Office, James Administration Building, Room 205

On the Macdonald Campus, registered students may obtain an ID card from the Student Affairs Office, Room 106, Laird Hall, from Monday, August 22 to Wednesday, August 31 by appointment through the Orientation Schedule. From Thursday, September 1 to Friday, September 9 (closed Monday, September 5), service is available between 9:00 a.m. and 11:30 a.m.
Other notes:
· students who do not register for consecutive terms should retain their ID card to avoid having to replace it when they 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 $20 replacement fee.

The Student Identification Card is the property of the University and students withdrawing from all of their courses must attach their ID card to the withdrawal form or return their ID card to the Admissions, Recruitment and Registrar's Office (or the Faculty of Agricultural and Environmental Sciences Student Affairs Office, Macdonald Campus).

Students who need security access to labs or other facilities should refer to www.mcgill.ca/security/access.

6.17 Legal Name

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

1. Canadian birth certificate.

2. Canadian Immigration Record of Landing (IMM1000 or IMM5292 and Permanent Residence card, both sides).

3. International passport (for Canadians, a Canadian Citizenship card is acceptable).

4. Canadian Immigration Study or Work Permit document.

5. Certificate of Acceptance of Quebec (CAQ).

6. Letter from the International Student's Consulate or Embassy in Canada.

7. Marriage certificate translated into English or French by a sworn officer.

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.

Note:
This is the name that will appear on the student's diploma or certificate on graduation, and on the student's transcript.
6.18 Verification of Name

Students should verify the accuracy of their name on McGill's student records via Minerva and make any necessary corrections to formatting, e.g., upper/lower case letters, accents and spacing.

Students cannot change the name on their record via Minerva. Requests for such changes must be made by presenting official documents (see section "Legal Name") in person at the Admissions, Recruitment and Registrar's Office.

6.19 E-mail Communication

E-mail is one of the official means of communication between McGill University and its students. All students are assigned a Uniform E-mail Address (UEA). They should view and verify their UEA on Minerva, under the Personal Information menu. As with all official University communications, it is the student's responsibility to ensure that time-critical e-mail is accessed, read, and acted upon in a timely fashion. If a student chooses to forward University
e-mail to another e-mail mailbox, it is that student's responsibility to ensure that the alternate account is viable.

It is a violation for any user of official McGill e-mail addresses to impersonate a University officer, a member of the faculty, staff or student body, in line with the McGill University "Code of Conduct for Users of McGill Computing Facilities" and relevant federal and provincial legislation.

More information about e-mail procedures is available at www.mcgill.ca/email-policy. E-mail support is provided by IST Customer Support (ICS). Please see section "Libraries and Computing Facilities".

6.20 Updating Personal Information

It is important that all students keep their official records up to date, especially their mailing or student billing address as these are used by the University year round. If all addresses on file are invalid or incomplete, a student's mail will be held. Once the addresses are updated, future mail will be sent.

Students must update their addresses and/or telephone number and emergency contact information using Minerva.

Students who are away from campus and do not have access to the Internet may make the changes by writing to their Student Affairs Office or to the Admissions, Recruitment and Registrar's Office. A written request must include the student's signature.

Changes requiring verification of official documents, e.g., change of name or citizenship or correction of birthdate, must be reported to the Admissions, Recruitment and Registrar's Office as soon as possible. Such changes can only be made in person.


McGill University
http://www.mcgill.ca/gps

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