Records, Forms, and Other Requests

Throughout your academic career you may require some of the information and forms found below.

Absence Notification (Declaration of Cause form)

Absences

When required, a student must complete a Declaration of Cause form and submit it, along with any relevant documents, to the Registrar's Office.  The Registrar's Office will record receiving the form (and document/s if appropriate) and notify the student's instructor/s.  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.

 

Absence from Coursework (including missed classes, papers, projects, tests, & midterms, etc.)

Please print off the above Declaration of Cause form, fill it out, and submit to the Registrar's office in person, by fax, by mail, or by email (for example by scanning completed form with phone & sending it). Our contact information is below. For longer absences, medical notes might be necessary.

 

Absence from FINAL Exam

Please obtain a medical note from a physician, counsellor, or other health professional that clarifies dates that you will be absent. Then print off the above Declaration of Cause form, fill it out, and submit it, along with the medical note/s, to the Registrar's office in person, by fax, by mail, or by email (for example by scanning completed form with cell & sending it). Our contact information is below.

 

Acadia University Registrar's Office

15 University Avenue, Wolfville, NS, B4P 2R6

(located on first floor of University Hall)

Phone: 902-585-1222; Fax: 902-585-1081; Email: registrar@acadiau.ca

 

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.

Please confirm your mailing address online using the Central portal

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

 

Parchment (Degree) framing service is available. Framing can be done at the post-graduation reception, or throughout the year by contacting our Financial Services Office. More information is available by calling 902-585-1647 or by emailing diplomaframes@acadiau.ca. 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 form. Printable Copy Editable Copy 
  2. Have it approved by your Department Head or Director and
  3. Submit it to the Registrar’s Office with
    a) payment of $10, $15 to fax, (refundable if the course is not approved for transfer credit)
    b) a description of the course for which permission to transfer is sought. 
  • Normally the last sixty hours (60h) required for a degree must be taken at Acadia, although you may transfer from elsewhere six hours (6h) of the last sixty hours (60h) required for your intended degree.
  • Letters of permission cannot be approved for students with an outstanding account balance at Acadia University.
  • It is your responsibility to apply for admission to the host university. A copy of your transcripts is generally required with to the Letter of Permission.
  • It is your responsibility to ensure the host university sends a copy of your official transcript to Acadia's Registrar's Office on completion of the course.
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
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.

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

You may add and drop your courses via Online Registration in Acadia Central.

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.

Program changes will be reflected on your record in Acadia Central once processed.

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 have this form completed to ensure you have notified all the appropriate parties. This will help prevent surprise billings later.

Verification of Enrolment

To receive a Verification of Enrolment (often required for RESP's, banking purposes, or family health plans, etc.), please put in a request at Acadia's Hub Service Portal by logging on with your student account and clicking on "Verification of Enrolment" in the "Popular Services" column. You can also come by the Registrar's office and pick one up in person (must have picture ID).

We are not able to release a Verification of Enrolment on the request of a third party. At your request (in the HUB ticket or in person at the Registrar's office), we can send a Verification of Enrolment to the address you supply by fax, scanning/email or paper mail. Please ensure you supply all the information required to be able to send your proof of enrolment.

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 and 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

To withdraw from Acadia University, visit the Registrar's office to begin filling in a "Withdrawal from Studies" form, or print off a copy here: WITHDRAWAL FROM STUDIES. Withdrawing students must then take their form and follow the sequence of instructions as listed below:

  1. Student Affairs, Students’ Union Building, Room 627

All students withdrawing from Acadia University must meet with a Student Affairs staff member to complete an exit interview.

  1. Residence Life, Students’ Union Building, Room 627

Students in residence and with meal plans must complete withdrawal procedures at Residence Life.

  1. Technology Services, BAC level 1000

Please ensure that the Technology Services has signed the form.

  1. Vaughan Memorial Library

Check with the Library to make sure that you have no outstanding fines or books still checked out and have them initial the form.

  1. Registrar’s Office, University Hall, 1st level

Bring this form to the Registrar’s Office to be withdrawn from your courses.

  1. Student Accounts Office, University Hall, 1st level

The last step is to pay any outstanding balance owing to the University or arrange for any refund due you.

Slot Sheet

You may find the slotsheet useful when planning your course selections.

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

Examinations
Graduation