Records, Forms, and Other Requests

 

While every effort is made to meet your needs as quickly as possible, please expect the following processing times during peak periods:

  • Verification of Enrolment – 7 business days. Please submit your request here.
  • Transcripts Requests – 7 business days. Current students should request transcripts through Colleague Self-Service.
  • Letter of Permissions – 7 business days (if course assessment is not required). Please use this form.
  • Identity/Name Changes – 7 business days. Please use this form.
  • Replacement Diplomas – 4 weeks. Please order using this form.
  • Registration in an online course - 7 business days.
Transcripts

New Student Information System Update

Your new student information system is now live!  Acadia is pleased to bring you a more powerful tool to navigate your academic journey, powered by Colleague.

To access the system, you will need your Acadia username and password.  You can access the system through the myAcadia link (also found at the top right of the Acadia web homepage) or by clicking here:  https://www2.acadiau.ca/myacadia.html.  Once you are in the system, you will be able to view the various applications available.  You will be able to access your account to see balances, any financial awards, and register or unregister for courses.

At the end of September, a “student planning and degree audit” feature will be available.  This will allow you to plan your semesters and run scenario based on different course and program options.

A video is provided to help you navigate the new system. It will walk you through the various processes that can be completed in the self-service portal.  If you are still struggling, you can reach out through the HUB service portal ticketing system that is managed by Technology Services found here.  Simply scroll down below Self-Service to find access to the HUB.

Ordering a Transcript

If you are unable to order your transcript through Acadia Self-Service, please submit your request via email to:

registrar@acadiau.ca

Please include the following:

  • name
  • date of birth
  • Acadia Student Number (if known)
  • number of copies required
  • name of institution
  • address of institution for preferred delivery method (mail or email)

Please note that the address for mail should include a street address with a civic number or a post office box if applicable. Transcript requests with incomplete addresses are often undeliverable resulting in further delays.

Absence Notification (Declaration of Cause form)

Absences

When required, a student must complete a Declaration of Cause form and submit it to each of their course instructors. 

 

In the case of missing a Final Examination, the procedures for "Setting and Conducting a Special Exam" (detailed under "Examinations" in our Academic Calendar) will be followed. The Declaration of Cause form and any relevant documents should be submitted to the Registrar's Office.

 

 

 

Parchments (Degrees)

Parchment (Degree) Mailing

Parchments (Degrees) not collected during convocation ceremonies are generally mailed or available for pick-up, upon request, the following day.

Parchment (Degree) Re-Issue Requests

If you require a replacement parchment, please submit this Request Form. The re-issue fee is $50.00. Please note that it may take between four and six weeks to be processed.

We are unable to accept requests from third parties. The request must be signed by the graduate.

 

Parchment Framing Service

A parchment (degree) framing service is available. Framing can be done at the post-graduation reception, or throughout the year by emailing diplomaframes@acadiau.ca. More information is available here. You may also visit the office at University Hall, Room 236. Office hours are 8:30 a.m. to 4:30 p.m.

Letter of Permission

If you wish to take a course at another university and transfer the credit to Acadia...

  1. Complete this (.doc) (.pdf)
  2. Have it approved by your Department Head or Director
  3. Submit it to the Registrar’s Office with a copy of the course syllabus of the course for which permission-to-transfer is being sought.

Please Note:

  • Normally the last sixty hours (60h) required for a degree must be taken at Acadia, although the student may transfer from elsewhere six (6h) of those last sixty required.
  • Letters of permission cannot be approved for students with an outstanding account balance at Acadia University.
  • It is the student's responsibility to apply for admission to the host university.
  • It is the student's responsibility to ensure the host university sends a copy of their official transcript to Acadia's Registrar's Office on completion of the course.
  • Successfully completed approved transfer credits from other institutions are transferred to your Acadia student record with a passing grade (P).
  • Only courses with a grade of C- or better are transferred.
Transfer Credits

High School (IB and AP)
Students admitted to Acadia University with a score of 30 or higher on the IB Diploma will receive 30 hours of university credit. Acadia gives individual credit for IB courses completed at the higher level with grades of 5, 6, or 7. AP students will receive a maximum of 30 credit hours transferred on approved courses. Check AP course transfers for courses, required grades, and the Acadia equivalent.

University and Exchange
The credits you transfer from another university can be used toward your program at Acadia. We normally give transfer credit for individual courses which are applicable to your undergraduate degree program of study. Successfully completed approved transfer credits from other institutions are transferred to your Acadia student record with a passing grade (P).

Master of Education Students
New or current Acadia University M.Ed. students may request to transfer to their Acadia program a maximum of 12 credit hours of academic courses completed at another institution. Transferred courses must not have been previously used for a degree or diploma. An official transcript must be sent to the Registrar’s Office before credit is placed on your Acadia transcript. Final approval of the Acadia University Registrar’s Office is required. Please use this form to apply for transfer of your previous credits.

Graduate
With the approval of the department/school, students may be eligible to transfer a maximum of 12 credit hours to a graduate program, provided they offer the minimum of 6h of graduate courses towards their Acadia degree. An evaluation of transfer credit is made by the academic unit in consultation with the Registrar upon admission.

Students who have started a master’s program may transfer credit up to the 12h limit provided they receive approval in writing, and in advance, from the relevant Department or School. If approval is obtained, the Registrar will issue an appropriate letter of permission to the university that the student wishes to attend. No other arrangement, verbal or written, constitutes an agreement for the transfer of credit.

Release of Information

The information that Acadia University collects during your time as a student is confidential and is not available beyond the campus community without your consent. (Please see Release of Information about Students in the Academic Policy and Regulations section of the Academic Calendar.)

You are able to provide access to this information to others should you choose by completing the Release of Information Permission Form. This form is in effect from the day you indicate, until you graduate, or indicate otherwise. Permission can be revoked at any time.

 

Course and Program Changes

It is your responsibility to initiate course and program changes. Please refer to the Academic Schedule for important dates related to changes.

Course Add/Drop

Unavailable until August 3, 2021.

Withdrawal from an Online Course

If you wish to withdraw from an online course there are deadlines and withdrawal fees to be aware of. More information is available here.

Program Changes

Changing your program requires that you meet with the school or department into which you want to change. They will determine whether they will accept you into the program. When they do so, the school or department will send an e-mail to the Registrar's Office for processing.

Withdrawal From Studies

We recognize that there are times that withdrawing from studies is unavoidable. We encourage you to make use of the resources available to you here at Acadia and listed in the first year student menu as you make this decision. If, after you have examined your opportunities here and still feel you must withdraw, please complete this Hub ticket to ensure you have notified all the appropriate parties. This will help prevent surprise billings later.

Verification/Confirmation of Enrolment

To receive a Verification/Confirmation of Enrolment for:

RESP's, banking purposes, or family health plans, etc.-

1)put in a request at Acadia's Hub Service Portal by logging on with your student account and clicking on "Verification/Confirmation of Enrolment" in the "Popular Services" column.
2) come to the Registrar's office (must have picture ID).

Government Student Loans and external scholarships and bursaries - contact student.accounts@acadiau.ca.

NOTE:" We are not able to release a Verification of Enrolment on the request of a third party.

 

Maple League Visiting Student Application

Students interested in taking courses as a Maple League visiting student should complete this form.

Acadia University Custodian Procedures

Citizenship and Immigration Canada may in some cases require that persons under the age of 19 applying for a study permit have a Custodian living in the local community in Canada.

In the event that you still do not have a custodian, Acadia University has assigned an individual to provide custodianship for emergency cases. Please complete the attached forms along with Government of Canada Custodian Declaration - Parent/Guardian Declaration, found at: http://www.cic.gc.ca/english/pdf/pub/custodian-parent.pdf.

 

When completing the Government of Canada form please use the following Custodian information.
Full Name: James Sanford
Status in Canada: Canadian Citizen
Date of Birth:  October 13, 1964
Current Address: 30 Highland Avenue, Wolfville, Nova Scotia, B4P 2R6
Telephone #: 902-585-1460
 

Please ensure you have included the following:

When all forms are complete please forward them to: 

By Email: Scanned signed copies can be emailed to custodian@acadiau.ca

By Mail: 
Acadia University
Enrolment and Student Services
Custodian Requests - Box 40
31 Acadia Street
Wolfville, Nova Scotia, B4P 2R6, CANADA

By Fax: Signed copies can be faxed to 902-585-1092

Identity Policy and Name Change

Acadia University both aspires, and commits, to principles of equity, diversity, and inclusion. The University believes that the learning, teaching and research environment should be accessible and affirming to the individuals that comprise it. As an individual’s identity is at the very core of their personal experience, Acadia affirms that a person’s chosen identity will be used whenever possible to ensure a welcoming, inclusive, academic and living environment. The University also confirms to only collect identity information when absolutely necessary*, and to restrict its access and use for those purposes.

*Notable exceptions would be legal and reporting obligations, including for financial purposes. 

Students wishing to change their chosen name can do so via Acadia Central for all internal Acadia purposes, including classlists, Acorn, Axcess ID card, and communications.

Students wishing to alter their name on official University documentation should complete this form present it to the Registrar's Office.

Application for Re-Read

Any request to re-read an examination paper (or equivalent) must reach the Registrar on the re-read form within 30 days after the release of the final results. All requests for a re-read will be directed by the Registrar to the director or head concerned for implementation. Re-reads of examinations will be conducted by the head/director of the unit involved and a second faculty member who has expertise in the subject area, after consultation with the original instructor. In the event that the head/director is the instructor, the dean will designate a replacement to conduct the re-read. Re-reads may be requested in any or all courses in which a student is registered without reference to class standing or the final grade assigned. A reread of a mid-year examination will be granted only after consultation with the head of the department or director of the school concerned. A student who requests a re-read in a course forfeits the grade originally assigned.

Withdrawal from Studies

Undergraduate students withdrawing from Acadia must do so by completing this Notice of Withdrawal found here - https://hub.acadiau.ca/TDClient/Requests/ServiceDet?ID=199.

Graduate students withdrawing from Acadia should email theresa.starrat@acadiau.ca.

Please be aware that there may be fee implications. For more information, please go here.

Students ceasing studies without notification are ineligible for fee adjustments.

Slot Sheet

You will find forms related to the following by clicking on the appropriate links below.

Examinations
Graduation