Students:

The Transfer Credit Assessment Form is to be used to submit a study plan with a list of courses that you intend to take (or already have taken) at your host institution and to obtain program and faculty approval. Check the Course Equivalency System to determine whether the courses that you intend to take or have taken have a valid equivalency. You can also use the Course Equivalency System to submit requests for new equivalencies or to request a reassessment of an expired equivalency. As part of these requests, you will be required to upload a course syllabus in .PDF format.

When you have completed your term away and McGill obtains an official transcript from the host institution, if you have met the necessary conditions and obtained approval, you will be granted transfer credits.

Note: You will not be able to edit specific course information after the approval process has begun for that course.

Staff:

This form will allow you to modify transfer credit information, view what courses have been approved, as well as review any added comments that pertain to the decision. Note: You will not be able to edit specific course information after the approval process has begun for that course. Check the Course Equivalency System. Only valid course equivalencies can be added to this form. You may submit a request to assess a new course equivalency or reassess an expired one through the Course Equivalency System.

General information:

Personal Information
Verify that all information is correct. If not, please go to the Personal Menu > Update Addresses and update accordingly.

Host Institution
This is the name of the host institution that you are planning to attend or have already attended.

Term
This is the McGill term that you attend(ed) the host institution, and the term in which transfer credits will appear on your transcript, upon successful completion of the course(s).

Show Curriculum
Clicking on the button will allow you to view your Primary Program information. Once clicked, an equivalent button labeled “Hide Curriculum” will appear, and it will have the opposite effect.

#
This number refers to sequence that the equivalent course information has been entered.

Search
Allows you to search for a course equivalencies by course number or title at McGill or the host institution.

Add
The Add button is only accessible once you have found valid equivalencies. Non-equivalent courses cannot be added. Expired equivalencies must be reassessed through the Course Equivalency System.

Host Course Weight
The Host institution credits that have been assigned from the host institution and that appears on the host institution's official transcript (e.g 12.5).

Online Course
You must indicate whether this is an online course or not. Note that online courses may require additional approvals; please contact your Student Affairs Office for more details.

McGill Course Type
There are four types of courses that are available. The types are as follows:

Required - course credits that you would like to have applied to your program's required course requirements.
Complementary - course credits that you would like to have applied to your program's complementary course requirements.
Elective - course credits that you would like to have applied to your program's elective course requirements.
Minor - course credits that you would like to have applied to your program's minor course requirements (if applicable).

McGill Equivalent (e.g. MATH 200)
Select the McGill equivalent course subject code from the drop down list, and type the McGill equivalent course number (if any) in the adjacent field.

Comments
This field is to be used to communicate details about the course taken at the Host institution. For example: Engineering students must provide a breakdown of their Accreditation Units calculation in this field.

Delete
Check this box and click Save if you would like to remove a previously entered course.

Program Approval
The departmental advisor will check this box if they approve the course equivalency and/or transfer credits (the UserID of the staff member who entered the decision will also appear here).

Faculty Approval
Your Faculty Student Affairs Offices will check this box if they approve the course equivalency and/or transfer credits (the UserID of the staff member who entered the decision will also appear here).

McGill Credits Granted
The amount of McGill credits that you have been granted for the host institution course. This is determined after you have successfully completed the courses at the host, and if you received departmental and faculty approval.

Save
Click to update any changes.

Print
Click to access a print-friendly version of the form.

Reset
Click to cancel any changes.

Staff Comments (viewable to student)
This is where you can view any comments from your department of faculty regarding the course approval.

Overall Approval
This section will be updated when all courses have been reviewed by the department and faculty (the UserID of the staff member who entered the approval will also appear here). To add any courses after Overall Approval has been granted, you must email your Faculty SAO.

  1. Enter the courses that you intend to take (or have taken) at the Host institution in the fields below.
  2. Send an email (see sample email below) to the appropriate Department and Faculty Advisers to let them know there are courses waiting to be reviewed on Minerva.
  3. Consult the Adviser Contact List for Course Approvals outside of QC to see which advisers you must seek approvals from.
Faculty of Engineering students, please complete the paper copy of the Request for Transfer Credit form as well as this Minerva Course Approval and Transfer Credit form. Ensure that you calculate the number of Accreditation Units (AUs) for each course and include this in the Comments field for each course. AU Formula: AU = [# lecture hours × # semester weeks]+ [(# lab+tutorial hours ÷2 ) × # semester weeks]. Please submit hard copies of the form and course syllabi (including class schedule) to the McGill Engineering Student Centre (MESC), FDA, room 22. Visit Faculty of Engineering Study Away page for further details. Below is an email template you can use to send this request:

Subject Line: Course Approval request

McGill ID: <260XXXXXX>
Name: FirstName LastName
Host Institution: <ABC University>
Term: <Fall 2012>

I have completed a “Transfer Credit Assessment Form” on Minerva indicating courses I plan to take at another institution while studying away from McGill, and need your help with approving the following course(s) to determine the transfer credits (list only the course(s) relevant to this adviser).

  1. Course Number and Title
  2. Course Number and Title

The Transfer Credit Assessment Form on Minerva can be accessed using the SR Admin Menu or the Faculty Menu.

SR Admin Menu:

  • Log in to Minerva using direct login to SR Admin Menu OR
  • Go to SR Admin Menu -> Exchange and Study Away -> Transfer Credit Assessment Form -> enter my McGill ID to view the form.

Faculty Menu:

  • Log in to Minerva -> Faculty Menu -> Transfer Credit Assessment Form -> enter my McGill ID to view the form.

Please reply to this email when you have completed your review so that I may contact other advisers for further approvals, or if you require any additional information to grant approval.

Many thanks for your help,

Name
Phone
Email