Â鶹AV

As a student registered at Â鶹AV, you are required to present an ID card to:

• write examinations;
• use libraries and student services, including certain laboratories;
• access residence buildings;
• access meal plans;
• access the inter-campus shuttle bus.

The Student Identification card is the property of the University, for use by the cardholder only, and is not transferable. If you withdraw from all of your courses, you must attach your ID card to the withdrawal form or return it to Enrolment Services (or the Faculty of Agricultural and Environmental Sciences, Student Affairs Office, Macdonald Campus).

• New students must be registered for at least one course to obtain an ID card.
• You must allow for at least 24 hours after you have registered for your first course before requesting an ID card.
• If you do not register for consecutive terms, you should retain your ID card to avoid having to replace it when you 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 replacement fee; please see the Student Records website for an exact fee amount.
• If you need security access to labs or other facilities please contact the Area Access Manager (AAM) of the building in which the room is located. To find out who the AAM is, consult the Find the AAM list on the Security Services website.

This is the name that will appear on your degree, diploma, or certificate upon graduation, and on your e-bills, tax receipts, and official transcript. It is also used by the Government of Quebec to create a Permanent Code.

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

1. Canadian birth certificate or citizenship certificate.
2. Canadian Immigration Record of Landing, (IMM 1000 or IMM 5292 or IMM 5688 and Permanent Residence card.)
3. Canadian Immigration Study or Work Permit.
4. Certificate of Acceptance of Quebec (CAQ.)
5. International passport (Note: If you possess Canadian citizenship, a Canadian citizenship card or certificate is required as a Canadian passport is not acceptable.)
6. Letter from international student's consulate or embassy in Canada.
7. Marriage certificate issued outside of Quebec (translated into English or French by a sworn officer if in another language). Note that Quebec marriage certificates are only acceptable if issued prior to 1984.
8. Certificate of Name Change issued by the Quebec Directeur de l’état civil or applicable force in any Canadian Province.

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.

Should Â鶹AV require a copy of one of the documents listed about, both or all sides of the document must be copied and presented.

Your preferred first name is a name by which you are normally addressed, and is different from your legal first name. The Preferred First Name Procedure enables students to use an alternate preferred first name for certain purposes while studying at Â鶹AV.

Students who wish to use a preferred first name should enter this information into Minerva as soon as possible in order to ensure that their preferred first name is used as widely as possible.

The preferred first name may be used on all unofficial university documents and tools, such as:

• Â鶹AV ID cards
• Class lists
• Student advising transcripts

The student's legal name must appear on official university documents, such as:

• Official university transcripts
• Reports to government
• Letters of attestation
• Diplomas and certificates
• Tuition fee e-bills

It is important to note that making a request to use a preferred first name at Â鶹AV does not change a student's legal name in the Â鶹AV student record or records with government authorities.

You can provide a preferred first name on your application for admission or, once admitted, on Minerva, under the Personal Menu. From the Personal Menu, select Name Change and then add your preferred first name in the preferred first name field.

You can also request that your preferred first name be part of your Â鶹AV email address by submitting a change to Network and Communications Services (NCS) via the tool. For further details, see www.mcgill.ca/student-records/personal-information/address, which includes the Preferred First Name FAQ.

You should verify the accuracy of your name on Â鶹AV's student records via Minerva (www.mcgill.ca/minerva). To do this, go to Personal Menu > Name Change, where you can make minor corrections such as changing case (upper/lower), adding accents, and spacing. You can also add a preferred first name that is different from your legal first name, and it will be used internally at Â鶹AV. For more information on the Preferred First Name Procedure, see www.mcgill.ca/student-records/personal-information/address.

Note that you cannot change your legal name via Minerva. Requests for such changes must be made by presenting official documents (see Legal Name and Preferred First Name) in person at Service Point, 3415 McTavish Street, Montreal QC H3A 0C8.

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 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 a correction of your birth date—refer to the instructions at www.mcgill.ca/student-records/personal-information/address. Macdonald campus students can request changes in person at the Macdonald Campus Student Affairs Office, Laird Hall, Room 106.