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Last update: February 27, 2014
Approval to study at an
external institution
under the inter-university agreement
Table of contents
1.2 University rules and regulations - host university
1.3 Information on course offerings
1.4 Information on course descriptions
1.5 Security and access to the system
1.8 Information needed before you fill in the request form
2.1 New user: submit an initial request
2.2 Previous user: submit a request if you have previously used the system
2.3
Instructions for completing the form
2.3.1 Navigating through the form
2.3.3 Data Elements related to Personal Information
2.3.4 Information concerning the home institution
2.3.5 Information concerning the host institution
2.3.6 Confirmation of information related to the request
3. Request to add a course to an initial request
4. Withdraw your application or submit a request to cancel a course
5. Follow-up on processing of requests
You can submit a request if you are registered either full-time or part-time as a regular student in a Québec university. You may not submit a request if you are attending a Québec university as an independent student or an auditor.
Before making your request,
you should consult the rules and regulations
of the host university. For each institution you will find the information
related to general admissibility criteria, final registration dates, and the
number of credits permitted by year or by semester. In addition, to obtain specific
information on registration dates for each institution, you may consult the
URL Link on university academic calendars which gives
direct access to information available on the Web sites of the various universities.
Please note that registration priority is given to students at their home university. Consequently, access to courses taken under the inter-university registration agreement is limited to the number of available places.
1.3 Information on courses offered
The URL Link on course offerings will help you consult information related to courses; By granting you direct access to the information available on University Web sites, the URL Link will make it easier for you to locate the course title, code, credit value, timetable, and, if required, the section number or group for each course.
1.4 Information on course descriptions
The URL Link on course descriptions will allow you to locate course descriptions on individual university Web sites. Please note that you should indicate on the form the URL address for course descriptions at the university where you want to take courses. It is important to provide this information for your program adviser so they can review the course description before making a decision on your request.
1.5 Security and access to the system
Your transmissions are encrypted in order to ensure the security of the information that you are exchanging with various universities.
Access to the system is controlled by a user name (your e-mail address) and a password. When you enter the system for the first time, you will be asked to choose a password and a question and answer which will enable the system to locate your access codes in case you forget them.
If you forget your password, or if you wish to change your password or your e-mail address, all you have to do is click on the functions related to these activities and follow the instructions which are indicated. If you forget your password, you must provide the answer to the question that you created when you accessed the system for the first time. If you have forgotten the answer to your question, you must contact the Office of the Registrar of your home institution. Personnel in the registrar’s office can locate the forgotten information by using your ID number or permanent code.
If you attempt to access the inter-university agreement Web site to follow the processing of your request after your request (on the paper form) has been entered by your Registrar's Office, you must ask the Registrar's Office at your home university to provide you with your access codes. After that point, you can use these codes to make subsequent requests in the system.
Please note that you will be automatically withdrawn the system if you have entered the system but have not used it for a period of more than 15 minutes.
In the upper left corner of the screen, the icon in the shape of a house will allow you to return to the home page or to the main student menu at any time.
The " Quit " button which appears on the upper right corner of the screen allows you to exit the system in a secure way at any time. If you click on this button without confirming all the information you have entered, the information you have entered will be retained in the system for a period of 72 hours, after which time it will be deleted.
The button " Français " or " English " appearing in the upper right corner of the screen will allow you to choose the language of instruction for each of the screens. This button is only available on the home page of the system and on the main student menu page. You can only choose to change the language for all the screens in the system at one of these two pages. Please note that the language you choose to be displayed on the various screens will also be the language used on the e-mails which will be sent to you.
If you wish to keep a paper copy of your request, you can print off each of the screens of the form by using the “ print ” command on your browser. You can print any other screen in the system in the same manner.
1.8 Information needed before you fill in the request form
You must indicate your ID number or the permanent code which you were assigned by your home institution.
If you have been assigned a Permanent Code of the ministère de l'Éducation, du Loisir et du Sport (MELS) or the ministère de l'Enseignement supérieur, de la Recherche, de la Science et de la Technologie (MESRST), you must also indicate this in the designated section. Please remember that all students who have taken courses at college (CEGEP) or university level in Quebec have a MELS or MESRST permanent code.
If you have previously attended the host institution where you are making a request, you must indicate the ID number that you were previously assigned at that institution.
2.1 New User : submission of a first request
The new user of the system must enter certain identification codes as a first step. After indicating your e-mail address (user code), you must create a password which will allow you to later access your file. Your e-mail address and your password are unique identifying codes to be used by a single-user. You must thus be the only person to use them to access the system.
Your password must contain between 6 and 25 characters including at least one letter and one number. You must also choose a question and an answer, which will aid in recovering the access codes to your file, in case you forget your password. Don't forget to memorize your password as well as the answer to your question.
After confirming your identification codes, you will access a screen where you are required to indicate your home institution and your ID number or permanent code which were assigned to you by that institution. Please do not confuse this information with the MELS or MESRST permanent code.
As soon as you confirm the name of the institution and your ID number, the form to be completed will appear on screen. Information on how to fill it out will be found at section 2.3 of the on-line help information.
2.2 Previous User: submission of a request when you have previously used the system
To access the student home page, you must enter your e-mail address and password. The following functions can be performed at this page:
Besides granting access to the functions of the system, the home page will grant you access to the URL links of Québec universities for information on course offerings, course descriptions and academic calendars.
The instructions and procedures for completing the form for a new request are the same as those for submitting an initial request. If necessary, you can refer to section 2.3 below to obtain the relevant information. Please note that because the personal identification information was recorded in the system when you made your first request, you do not have to reenter this information when you make a new request. You must validate the information however, and may change it, if necessary.
To obtain information on the other functions of the system, please consult sections 3 (add a course), 4 (withdraw your request or cancel a course) and 5 (follow-up of processing of a request) of the on-line help.
2.3 Instructions for completing the form
2.3.1 How to navigate through the form
The request form contains 4 sections: 1) personal identification information; 2) information related to the home institution; 3) information related to the host institution; 4) submission of a request (electronic signature)
To move from one section to another, you must click on the “ confirm ” button which appears at the bottom of the screen.
You can move from one field to another within a section by using the mouse or the TAB key.
It is possible to answer many of the questions by choosing the appropriate response from a drop-down menu.
When you type information in a field, do it in the same way you would if you were typing a letter, including upper case letters, lower case letters, and accents where appropriate.
The “ start over ” button appearing at the bottom of the screen allows you to clear the information you have entered on the screen.
If the validation rules indicate that information is incomplete or contains errors, you will receive an error message. Required fields are marked with an asterisk (*).
2.3.3 Specifics concerning identification information
Type your family name and given name as they appear on your birth certificate and click on Ms. or Mr.
Indicate the first language that you learned and that you still understand.
Indicate the language you speak the most often at home.
You must indicate your current status. If you are not a Canadian citizen, you must indicate your country of citizenship.
This information is required for all students who have taken courses at college (CEGEP) or university level in Québec.
Type the surname name and given name of your father and mother according to their birth certificate. This information is required for verification purposes and for the creation and maintenance of a permanent code at the MELS or MESRST.
Enter the address where you currently live. The entries “ Québec ” and “ Canada ” are displayed by default on your screen. You can replace this information, if required.
Enter the telephone number(s) where you may be contacted by the institution which is dealing with your request.
2.3.4 Information related to home institution
The institution indicated on the screen corresponds to the one you indicated prior to completing the section on identification information. You must be registered as a regular student at that institution.
When you select the level of studies (1st, 2nd or 3rd cycle), the drop-down menus which identify your program code and title will automatically be refreshed with information corresponding to the level of studies you have chosen. In the same way, if you indicate a field of study, the drop-down menus of the code and title of your program will also display only the corresponding programs.
Indicate either the code or the name of your program of studies. As soon as you enter information in one field, the other field will display the information associated with the field you have entered.
The ID number or permanent code displayed on the screen corresponds to the one you entered prior to completing the section on identification information. Please do not confuse this with the MELS or MESRST permanent code.
Indicate the year and month you intend to complete your program of studies.
You must indicate :
- the number of credits completed to date in your program of study
- the number of credits you are currently taking
- the number of credits you intend to take at your home institution in the semester indicated in your request.
This information is necessary to determine if you are eligible to submit a request to take courses at another institution. As indicated under the Rules and regulations of the host university in certain instances you must have followed courses according to the requirements of your program of study in order to be eligible to submit a request.
2.3.5 Information related to the host university
Indicate the institution where you wish to take one or more courses under the provisions of the inter-university agreement, as partial completion of requirements for the diploma you intend to receive at your host university.
If you have already attended the host institution, indicate the ID number or permanent code which was assigned to you when you studied there before.
Indicate the semester and year of the request. If you are a resident in medicine submitting a request for an inter-university rotation, indicate the academic year aimed by your request (e.g. RES 2009/2010). Note that the academic year for residents in medicine starts on July 1 and ends on June 30.
For each course or rotation you are requesting, several fields must be filled out on the form :
You must indicate :
- course or rotation code
- course or rotation title
- number of credits
- timetable
- group or section number (if required)
- Identification fields specific to Télé-université
If your host university is Télé-université, you must indicate:
- course code
- course title
- number of credits
In addition, you have the possibility of indicating information related to the desired technology, mentoring method, video support and required documentation.
If you are a resident in medicine submitting a request for a rotation, you must indicate :
- code RES9999
- rotation title and site (clinical site)
- number of weeks of the rotation
- dates of start and end of the rotation (if necessary, consult the current academic year schedule of the rotations for residents in medicine, available on the home page)
- level of residence (R1 to R7)
- Rotation card number R-CMQ
You are asked to indicate the URL address for course descriptions at certain host institutions. It is important for the program adviser at the home institution to be able to have electronic access to course descriptions in order to make a decision on your request. In order to locate this information on the institutional Web sites, please click on the appropriate link, locate the course description, make a copy of the URL address of the description and paste it in the space provided in the form.
If the URL address does not appear on the form, it is because the system itself is able to identify the URL for your program adviser. In this case, based on the identification of the host institution you have selected, the URL address will be automatically generated on the program adviser's screen at the home institution.
If you are able to indicate the course in your current program which is to be replaced by the course being requested, please do so and specify if it is a compulsory or "elective course".
If you wish to highlight something related to the processing of your request, you can indicate this in the text box provided for this purpose.
If the course you are requesting is unable to be approved, you can indicate an alternate choice of course by clicking on the button provided for this purpose ("other choice"). You must indicate your choice in order of preference: the course which you prefer to take must be indicated first; the one which you would accept as a second choice must appear in the second position. Please do not confuse the choice of an alternate course with other courses that are part of your request.
The layout of the screen is limited to a choice of one course or rotation. If you wish to choose more than one course, click on the button "other course or rotation" to add a maximum of 6 activities.
2.3.6 Confirmation of the information related to a request
The button “ I confirm the information related to this request ” is equivalent to your electronic signature. Before clicking, please read carefully the text that precedes this button.
As soon as you confirm the information related to your request, you will receive an e-mail informing you that your request will be processed as soon as possible by your program adviser. Once your program adviser (and in some instances of a second adviser) has approved your request, it will be forwarded to the Registrars at the home and host institutions as well as to the academic adviser at the host university, if required.
If you exit the application before confirming all the information, your request will be kept in the system for 72 hours, after which time the information will be deleted.
3. Add a course to an initial request
This function allows you to add additional courses to a request that you have already submitted for a given semester. If you have initially made a request in more than one institution, you must first indicate the institution where you wish to add a course. If you have only made a request at one institution, the system automatically defaults to that institution.
For information purposes, the screen will show courses which are part of the initial request. The screen will then indicate the items which must be filled in to complete the request to add a course. The type of information required is the same as that required for the first request. You must identify the course (code, title, credits, timetable, group or section) and indicate, if appropriate, if the course is to replace a specific course in your current program of study. The URL link to the course descriptions must be indicated according your choice of host institution. You may also provide comments in the comments box. You can also indicate another choice by clicking on the appropriate button.
As soon as you confirm the information related to the addition of a course, this information is transmitted to your program adviser for approval. You will also receive an e-mail informing you that your request will be processed as soon as possible.
As in the case of an initial request, if you exit the application without having confirmed your information, your request to add a course will be retained in the system for a period of 72 hours, after which time it will be deleted.
4. Withdraw your application or submit a request to cancel a course
The date for refund of tuition fees after a complete or partial cancellation of a course is determined by the university calendar of the host institution. For this reason, the Office of the Registrar of the host university is responsible for the administration of requests to cancel registration in a course. If the authorization for registration has not yet been granted by the host Registrar, your request will be considered as a withdrawal and not as a course cancellation. To determine if the registration has been approved or not, you can consult the follow-up of the processing of your request. Section 5 below describes how the system allows you to follow-up on the processing of your request.
Please note that under the current system, a request to withdraw from (“drop”) a course which is made before the deadline indicated in a university’s calendar, is approved by the Registrar of the host university when the withdrawal no longer results in a billing - a “withdrawal with full refund” - or when the withdrawal results in the notation of withdrawal without failure in your file – “discontinued course”. In such cases, the Registrar of the host university must indicate in the comments section if it is a withdrawal with full refund (“withdrawal”) or a withdrawal without failure (“discontinued course”). The distinction between these two categories of withdrawal and the terminology used is determined internally by each host university. To access the deadline dates for canceling a course registration without penalty, please consult the URL Links of academic calendars.
If you have initially made a request in more than one institution for a given semester, you must first indicate in which institution you wish to cancel your application or cancel a course. If you have made a request in only one institution for a given semester, the system will indicate that institution by default.
To withdraw your application or to cancel a course, you must indicate the course or courses in question and then confirm the information by clicking on the button at the bottom of the screen. As soon as you confirm the information, if it is a withdrawal of an application, an e-mail will be sent to the Registrar or the home institution for his/her action. In the case of the cancellation of a course, the host Registrar must give his/her approval and also inform the Registrar of the home institution if required.
5. Follow-up on processing of requests
The system allows you to track the processing of your request via the Web. For each course, the follow-up indicates the date you made your request as well as the decision of each of the parties involved in the processing of the request: program advisers at home university, Registrar at the home institution, Registrar at the host institution, and if necessary the academic adviser at the host institution.
For each decision, you will see the date of the decision as well as the e-mail address of the person who made the decision. If you wish to send an e-mail to one of the participants, you can just click on the corresponding e-mail address.
All comments made by each of the stakeholders appear in the appropriate box. The date beside each person, indicates when the comment was entered.
If you have made a request at more than one host institution and/or for more than one semester, you must select the institution, the semester and the year in the drop-down menu which appears in the upper part of the screen. By default, the system indicates the information for the current semester or the most recent one.
