Student Records

Grading and Grade Point Averages (GPA)

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.

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.

Policy on Pass/Fail Grading:

For a course to be graded P/F, a proposal must be approved by the Program Director, approved by the Faculty Curriculum Committee, and approved by the Sub-Committee on Teaching and Programs (SCTP). Courses that are approved to be graded P/F must indicate this in the course syllabus. Pass/Fail grading applies to all students in a course section and cannot be selectively added to individual students.

Grades of Pass are not included in the GPA calculation and as such are not normally applied to required courses. P/F courses are not included in GPA calculations but are included in the count of completed credits for determining eligibility for scholarships and awards.

Grading and Grade Point Averages (GPA)

GPA

Grades	Grade Points	Numerical Scale of Grades
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%

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 McGill in 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.

Other Course Grades

Other Grades

Grades	Explanation
IP	in progress; (Master's Thesis Courses Only)– IP grades change to P-Pass at graduation when student’s transcript indicates ‘degree granted’.
P	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	to be continued; the use of this grade is reserved for major research projects, monographs and comprehensive examinations as designated for graduate studies.
J	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	incomplete/extension granted; 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)1
KE*	further extension granted with the approval of the Associate Dean, Graduate & Postdoctoral Studies. Maximum of 6 months from date of contract signature. (Signed KE contract required)2 K* used for courses taken pre-Fall 2002.
KF	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	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.
L	deferred; for students whose final examinations or papers have been deferred, for serious or extenuating reasons such as illness, at the time of the examination. Deferrals will not be granted for reasons such as minor illnesses (e.g. a cold, cramps, nausea, etc.), minor personal matters, scheduling conflicts (e.g. travel plans), or not being able to manage workload. The “L” grade must be cleared as soon as possible (maximum four months). Request to defer an exam must be submitted by the student’s unit via the Request for a Deferred Exam form.
LE	further deferral; permitted to defer examination for more than the normal period. L* used for courses taken pre-Fall 2002.
NA	grade not yet available. && used for courses taken pre-Fall 2002.
NR	no grade reported by the instructor (recorded by the Registrar).
Q	course continued in next term; (applicable only to courses taken pre-Fall 2002).
Satisfactory/Unsatisfactory	Not used on the transcripts of Graduate students.
W	withdrew with approval; a course dropped, with permission, after the Course Change deadline; not calculated in TGPA or CGPA.
WF	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	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 --	no grade; student withdrew from the University, not calculated in TGPA or CGPA (applicable only to courses taken pre-Fall 2002).

¹

Signed K contract required

²

Signed KE contract required

Unexcused Absences

All students who miss a final exam or do not complete other required 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 other required 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 other required course work. This option is not available if the professor stipulated in the course outline that the final exam or other course work 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.

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 on the Final Exam Dates page of McGill Exams website.

You must request option 3 by the faculty deadlines as indicated on the McGill Exams website.

If you wish to appeal a J grade, you should write to your Associate Dean or Director.

Transcript of Academic Record

A McGill transcript includes all attempted work and final grades obtained in all programs. The University does not issue partial transcripts under any circumstances.

The University issues official transcripts in electronic or paper format bearing the Registrar's signature. Requests for both electronic official (eTranscripts) and paper transcripts are submitted in Minerva.

eTranscript PDFs are issued 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 MyCreds™ platform where you will need to purchase share credits. MyCreds™ is a National Network, shared service and platform that provides students and graduates access to a secure, online, password protected learner credential wallet owned by the Association of Registrars of the Universities and Colleges of Canada (ARUCC).

Official paper 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.

myProgress

myProgress is a web-based degree audit tool to track student progress towards completion of their degree. The tool is used by students and advisors to compare a student's academic record with the requirements of their specific curriculum, and highlight any pending requirements on the path to graduation. 

myProgress also includes some important features, including notes and exceptions tracking to provide a record of advisor/faculty-approved adjustments to students' programs of study (ex., the replacement of one course with another or acceptance of a non-McGill course for credit). 

myProgress is currently open to select faculties only; please refer to the following websites for more information:

• myProgress Undergraduate information
• myProgress Graduate information

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), or 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

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

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 decide. If your request is approved, the change is processed according to existing faculty and Enrolment Services student record procedures.

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 must submit complete documentation that supports the extraordinary circumstances with Enrolment Services.

Fee Assessment Consequences

When a change to your student record is made, the revised fee assessment appears on your next fee statement.

If you wish to contest the fee assessment, you must submit a written request to Enrolment Services. Enrolment Services will review the extraordinary circumstances described in the supporting documentation provided by your faculty and, if necessary, consult with the Student Accounts Office to decide whether to consider your request. Then, Enrolment Services will communicate with you explaining the decision.

Student's Citizenship, 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 McGill Collect Legal Documents from You? You may be assessed a fee for a change requested after the submission deadline.

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 provided at the time of application or registration will be processed in accordance with the Province of Quebec's Act Respecting Access to Documents Held by Public Bodies and the Protection of Personal Information (the “Access Act”) and McGill's Privacy Notice. 

For the purpose of consent and acknowledgement, personal information consists of:

• personal information submitted as part of your application
• personal information collected as part of your student file is you enrol at McGill
• includes, but is not limited to name, address, telephone number, email address, date of birth, citizenship, McGill ID, program, student status, and academic record information

If you enrol at McGill, this consent notice will apply to any Personal Information collected during the course of your studies at McGill.

You have the right to request access and correction of your Personal Information. You may also oppose the release of Personal Information under certain circumstances. For more information about McGill University’s privacy practices and your rights regarding your Personal Information, please consult our Privacy Notice. Registered students may oppose the release of certain personal information by completing an Opposition Form.

Upon submission of your application and if you enrol, McGill University may:

• Collect and maintain your Personal Information for the purpose of administering your university admission(s) and student record files;
• Exchange certain Personal Information with your home institution, in connection with an agreement between McGill and your home institution if you come to McGill on exchange;
• Permanently archive your Personal Information two years after the end of your studies, unless a policy change is made by McGill in the future, to ensure McGill's compliance with Quebec Archives Act and McGill's records retention schedule;
• Obtain copies of your transcripts from the Ministère de l'Enseignement supérieur (Quebec’s Ministry of Higher Education), the Ontario University Application Centre and/or the British Columbia Ministry of Education, or any other analogous entity;
• Make inquiries to and obtain Personal Information from Ministère de l’Immigration, Francisation, et Intégration (the Quebec ministry concerned with immigration and cultural and linguistic integration), Immigration, Refugees, and Citizenship Canada and/or the Régie de l'assurance-maladie du Québec (the government body that manages provincial health insurance) to verify the validity of your immigration or health insurance status;
• Validate with the Ministère de l'Enseignement supérieur 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 McGill Alumni Association and University offices that maintain contact with McGill 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.

McGill may release Personal Information contained in your admission or student records file to the following persons or bodies, as necessary, in the exercise of their mission for the purposes of processing your admission application, producing statistics; and if you enrol, administering your student file, providing access to McGill’s learning platforms and communication tools, membership in McGill’s student and alumni associations, and support and access to academic opportunities throughout your studies at McGill:

• student associations recognized by McGill University 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 Ministère de l'Immigration, de la Francisation et de l'Intégration and/or the Régie de l'assurance maladie du Québec; Immigration, Refugees, and Citizenship Canada; and/or the Ministère de l'Éducation et de l'Enseignement supérieur;
• Universities Canada, the Association of Registrars of the Universities and Colleges of Canada, and the BCI (Bureau de coopération 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 McGill 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 into 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
• McGill Network and Communications Services for the purpose of listing your McGill email address in an online email directory.

If reference letters are required for admission to a program, you will be asked to authorize the University to request letters of reference on your behalf from referees you have identified. You understand that each referee will be provided with information indicating that you have applied to be admitted to McGill University, including your name, the McGill program you have applied to, the academic term when you wish to begin your studies at McGill, and your statement describing how the referee knows you.

In addition to the above, if you are a candidate for admission to graduate and postdoctoral studies, you will 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 McGill University, including your name, the McGill program you have applied to, the academic term when you wish to begin your studies at McGill, 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 will be asked to consent to the release of personal information to the Committee for Law Admissions Statistics Services and Innovations (CLASSI) and the Program of Legal Studies for Native People, Native Law Centre at the 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 will be asked to consent to the release of personal information to other schools; to Clinical Supervisors; to a University teaching/affiliated hospital or health center to which you apply/or join for residency or rotations; to the Association of Faculties of Medicine on Canada (AFMC), the Collège des médecins du Québec or the Ordres des dentistes du Québec, and to any matching agencies. You will be asked to agree to declare any pre-existing condition which may require a declaration to a health authority or require accommodations for you to be able to train.

In addition to the above, if you are a candidate for admission to the Schulich School of Music, you will 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 will 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; and
• if admitted to McGill University, you will be bound by the statutes, rules, regulations, and policies in place from time to time at McGill University and at the faculty or faculties in which you will be registered, including those policies contained in the University calendars and related fee documents. You will 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.