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Updating Personal Information
It is important to keep your official records up to date, especially your mailing or billing address, because these are used by the University year round. If your address information on file is invalid, incomplete, or missing, the University will hold your mail. Once you have provided a valid address, the University will resume sending your mail.
You must update your address(es) and/or telephone number(s) and emergency contact information on Minerva (www.mcgill.ca/minerva) under the Personal Menu.
If you are away from campus and do not have access to the Internet, you can request changes by writing to your Student Affairs Office or to Service Point. Your written request must include your signature.
If you need to change important personal information that requires the University to verify official documents, such as a name or citizenship change, or correction of your birth date, you must go in person (as soon as possible) to Service Point, 3415 McTavish Street, Montreal QC H3A 0C8. Macdonald campus students can request changes in person at the Student Affairs Office, Laird Hall, Room 106.
Note for Continuing Studies: If you need to change important personal information that requires the University to verify official documents, such as a change to your name or citizenship, or a correction of your birth date, you must go in person (as soon as possible) to the School of Continuing Studies Client Services Office. Such changes can only be made in person at the School of Continuing Studies, Client Services Office, 688 Sherbrooke Street West, Room 1199.
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
Why Does Ã山ǿ¼é Collect Legal Documents from You?
Legal Documents: Why Does Ã山ǿ¼é Collect Legal Documents from You?
Your tuition status at Ã山ǿ¼é will vary depending on your legal status in Canada. In order for us to determine your appropriate rate of tuition (Quebec, Canadian out-of-province, or international), we require documentation confirming your current status. We also require these documents to confirm your valid citizenship/immigration status. To find out which documents you must provide—and when they are required—refer to: What Documents Does Ã山ǿ¼é Need from You?
Some of the documents Ã山ǿ¼é requests of you help us obtain your Permanent Code from the Government of Quebec. This unique 12-character code is created by the Quebec Ministry of Education, and is obligatory for all students registered in a Quebec institution. If you have previously attended school in Quebec, you should already possess a Permanent Code; it can be found on your school report card or your CEGEP and/or university transcripts. If you do not already have a Permanent Code, we will request to have it created for you. Once it has been created, it will reflect on your unofficial transcript.
You can consult your tuition and legal status (including your Permanent Code) on Minerva (www.mcgill.ca/minerva). Select Student Menu > Student Accounts Menu > View your Tuition and Legal Status.
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
What Documents Does Ã山ǿ¼é Need from You?
Legal Documents: What Documents Does Ã山ǿ¼é Need from You?
Follow the instructions in the first row of this table that apply to you. Send clear, legible copies of documents (not originals).
| Quebec and Canadian Out-of-Province Students | |
|---|---|
| You have applied to Ã山ǿ¼é directly from CEGEP or you already have a student record at Ã山ǿ¼é |
|
| You have applied to Ã山ǿ¼é from another Quebec university |
|
| You were born in Quebec | |
| You were born in (or are a Landed Immigrant from) a Canadian province other than Quebec |
|
| You are a Quebec resident as defined by one of the other situations outlined by the Government of Quebec |
|
| International Students | |
| You will be studying at Ã山ǿ¼é for less than six months (i.e., for only one academic semester) as a non-degree student (e.g., Exchange, Special, Visiting) | |
| You will be in Canada for more than six months (i.e., you are enrolled in a degree, certificate, or diploma program, usually for two or more consecutive academic semesters) | |
Note 1: Your signed Permanent Code Data Form is usually required. If the
names of your parents appear on your birth certificate, or if you have already
provided Ã山ǿ¼é with your Permanent Code, you do not need to supply this form.
Note 2: Your valid Canadian Permanent Resident status can be proved by a copy of
your Canadian Confirmation of Permanent Residence (IMM 5292 or IMM 5688) document or with your Canadian Permanent
Resident card (both sides). Alternatively, you may provide
your Immigration Record of Landing (IMM 1000) document. Note that Ã山ǿ¼é reserves the right to ask you for copies of both your PR card and your IMM document.
Note 3: If you are a refugee, your Convention
Refugee status document is required instead of a Study Permit.
Note 4: Usually Ã山ǿ¼é needs your birth certificate to prove your place of
birth in Quebec. If you already have a valid Quebec Permanent Code, Ã山ǿ¼é will accept a copy of your valid Canadian passport that indicates
your birth place as being within the province of Quebec, as proof that you are eligible for Quebec residency.
Note 5: You can find links to download and print the Permanent Code Data and
Attestation of Quebec Residency forms at
www.mcgill.ca/legaldocuments/forms.
Fee Exemptions
Fee Exemptions
Exemption from the out-of-province or international supplement tuition fees is possible for students in any of the following three categories, as authorized by the Government of Quebec:
- French Course Fee Exemptions – Non-Quebec Canadian and international students are automatically assessed fees for certain eligible French courses at the Quebec tuition rate (note exclusions as listed at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions).
-
Out-of-province Tuition Supplement Exemptions
– Non-Quebec Canadian students in the following categories are exempted from out-of-province tuition supplements (details at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions):
- Students in a Ph.D. program
- Students in a Post-Graduate Medical Education program: Medical Residents, Clinical Fellows, Clinical Research Fellows, Research Fellows
- Students registered full-time in the Masters in French (Maîtrise en français). The exemption begins at the moment the student registers in the program, without retroactive effect.
-
International Students Eligible for Fee Exemptions Based on Legal Status in Canada
– Students with one of the following statuses may be exempt from International Supplements (certain categories may be assessed at the Canadian tuition rate; full details regarding eligibility criteria are listed at www.mcgill.ca/legaldocuments/exemption):
- Citizens of France
- Citizens of certain countries with an agreement with the Government of Quebec
- Diplomatic, consular or other representatives of international organizations
- Convention refugees
- Students awaiting permanent residency in Canada and holding an eligible CSQ
- Students whose spouse or unmarried students whose parent holds a Temporary Work Permit in Canada
- Students funded by the FRSQ (Fonds de la recherche en santé du Québec)
These exemptions lower your fees to the Quebec rate of tuition. More detailed information for the categories listed above are available at www.mcgill.ca/student-accounts/tuition-fees/general-information/tuition-fee-exemptions as well as at www.mcgill.ca/legaldocuments/exemption.
Note that this information may be subject to change.
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
Has Ã山ǿ¼é Received Your Documents?
Legal Documents: Has Ã山ǿ¼é Received Your Documents?
Quebec/Canadian/International Fees and Immigration Status
Quebec/Canadian/International Fees and Immigration Status
Once Ã山ǿ¼é has received your documents, it usually takes 5 to 10 business days to process them and update your status accordingly.
-
Check your tuition status
on the Minerva (www.mcgill.ca/minerva) Student Accounts menu:
Student Menu > Student Accounts Menu > View Tuition Fee and
Legal Status.Note: Ensure that you select the correct term when viewing your status.
- Check the phrase: Fees currently calculated according to rules for... This will tell you if your tuition status is currently being billed at the international rate, the Canadian rate, or at the Quebec rate. For information on fees, see www.mcgill.ca/student-accounts.
If you do not agree with your tuition status, notify Ã山ǿ¼é right away. Documentation provided to modify your legal and tuition status must be received within the given semester for changes to be applied for that semester. Retroactive tuition status updates are not permitted; requests and documents submitted after the semester has ended will be processed, with changes applied to the following semester.
Permanent Code
Permanent Code
The Government of Quebec usually takes one to four weeks to verify or issue your Permanent Code.
- Check your Permanent Code on Minerva: Personal Menu > Name Change or alternately via Student Menu > Student Accounts Menu > View Tuition Fee and Legal Status. If your 12-character Permanent Code appears there, your documents are in order. If not, you have not yet provided Ã山ǿ¼é with your documents listed in What Documents Does Ã山ǿ¼é Need from You? or the Government of Quebec has not yet confirmed that your documents are sufficient to create a Permanent Code.
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
What Are the Consequences of Not Providing Your Documents?
Legal Documents: What Are the Consequences of Not Providing Your Documents?
The deadline to submit documents in support of a change to your tuition status effective for that semester is the last day of classes for that semester (e.g., December 1 for changes to be made to your tuition status for the Fall term, or April 1 for changes to be made for the Winter term).
If documents are still missing from your file subsequent to the start of the semester, a hold will be added to your record preventing you from registering or dropping any courses, and from obtaining your official transcript.
International students who have not provided their valid immigration documents to Ã山ǿ¼é may be de-registered from their courses.
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
Where and How Do I Send My Documents?
Legal Documents: Where and How Do I Send My Documents?
You must send in all your documents after you have accepted your offer of admission but before the start of classes. Do not send originals. Email clear and legible copies of your documents. Write your Ã山ǿ¼é student ID on each document so that Ã山ǿ¼é can match them to your record. The sooner you submit your documents, the sooner the University can update your status and ensure that your record is in order. Refer to www.mcgill.ca/legaldocuments/how for further details.
- By Email:
- Follow these steps to submit your legal documents electronically.
-
Save the attached file
in an accepted format.
- Standard PDF (.pdf) – encrypted PDFs will not be accepted.
- Tagged image format (.tif, .tiff for scanned images).
Ensure that you save your documents properly in one of the above formats—do not just rename the file extension. Due to the possibility of computer viruses, Ã山ǿ¼é does not accept Microsoft Word documents (.doc), hypertext files (.htm, .html), JPG, GIF, or any other format.
- Ensure that the resolution used is at least 300 dpi (dots per inch) for an electronic replica (scan) of documentation (e.g., a scan of your birth certificate). The preferred file size is 100KB per image.
- Address your email to legaldocumentation [at] mcgill.ca and attach your relevant scanned document(s). Attach the file(s) to your email; do not include the documents in the body of your email.
-
Put your First Name, Last Name, and Ã山ǿ¼é ID number in the
subject line of your email.
Note: Individual email size (including your attachments) should not exceed 5 MB (5120 KB).
- If there is a problem with your documents, contact:
- Telephone: 514-398-7878
- Email:
For the School of Continuing Studies
For the School of Continuing Studies
By Email:
- legaldocuments.conted [at] mcgill.ca
In Person (appointment required) or By Mail/Courier:
- Ã山ǿ¼é
- School of Continuing Studies
- 688 Sherbrooke Street West, Suite 1199
- Montreal QC H3A 3R1
If there is a problem with your documents, contact Client Services at:
Telephone: 514-398-6200
Email: info.conted [at] mcgill.ca; legaldocuments.conted [at] mcgill.ca
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)
Programs, Courses and University Regulations—2014-2015 (last updated Jan. 22, 2015) (disclaimer)