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Health Sciences Calendar
2005 - 2006


1.6 Student Records

1.6.1 Changes to Student Records after Normal Deadlines

Students are permitted to make record changes, such as course add/drop, course withdrawal, etc., at given times during each term. If a student is not able to make a change during the required period, he or she must follow the procedures described under the section relating to that change.

Students must also be aware that faculties have deadlines after which they can no longer consider any special student record requests for a given term despite the dates listed below. These deadlines are set by the Admissions, Recruitment and Registrar's Office (ARR), and the procedures that must be followed are described in the following two sections.

1.6.1.1 Fee-related Changes

Changes that would alter a student's citizenship and/or immigration or fee exemption status, and therefore the level of tuition they are required to pay, are dealt with in section 1.2.4.1 "Documentation for Permanent Code, Citizenship and Proof of Quebec Residency".

This section deals with other changes that affect fees or government reporting, such as:

Adding/Deleting a Term
Adding/Deleting a Course
University withdrawal with a refund
Grade of a `W' with a refund
Changing a Thesis program to Non-thesis, and vice versa
Including/excluding a course as part of a program
Such fee-related changes to students' records, if approved by the student's faculty, are to be completed by the dates given below.
The faculties have until these dates to make the changes. Any changes that require ARR action must be submitted in advance of these dates:
Fall term - January 31
Winter term - June 1
Summer term - October 1

A change that affects fees that is requested after the dates given above will not normally be considered. In situations where there are "extraordinary personal" or "extraordinary academic" circumstances that could not have been foreseen prior to these deadlines, students may formally request an extension of the deadline from the Admissions, Recruitment and Registrar's Office. The Associate Dean of the faculty concerned will be required to provide the ARR with all available documentation relating to the student's request. The ARR, upon consultation with the Student Accounts Office if necessary, will decide whether or not to consider the request and will so advise the faculty or department in writing. If the request is accepted for consideration, once the final decision has been rendered, the student and the faculty will be informed of the result by the ARR. In the instance where a request is approved, the ARR will also inform the student and the faculty of the date the change will take effect.

1.6.1.2 Non Fee-related Changes

Examples of non fee-related changes are:

Grade changes (excluding "W" grade with a refund)
University Withdrawal without a refund
Adding/modifying comments that appear on the transcript
Non fee-related changes to students' records are to be completed by the dates given below.
The faculties have until the dates specified below to make changes. Any changes that require ARR action must be submitted in advance of these dates:
Fall term - January 31
Winter term - June 1
Summer term - October 1

For non fee-related changes after the above deadlines, the student must make a request in writing to the Associate Dean of their faculty, clearly explaining the reasons why the change could not have been requested prior to these dates. The Associate Dean would then review the request and render a decision. If permitted, the change would then be processed according to existing faculty and student record procedures.


McGill University
www.mcgill.ca/student-records
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