Student Service Centre Frequently Asked Questions

Browse the topics below to find what you're looking for. If we can't answer your question here, please contact us and we'll be happy to help!

Last updated: July 26, 2022


Transcripts & Verification of Enrolment

Can I get an electronic transcript for an institution I am applying to?
You are now able to request an electronic version of your Official Transcript using our Transcript Request Form here. The electronic transcript request will be fulfilled through MyCreds™ | MesCertif™. The cost for an electronic transcript per share for current undergraduate and graduate students is $6.00 CAD and $12.00 CAD for former students and alumni. Electronic transcripts are unavailable to Students who attended post-secondary studies at the University of Alberta prior to 1980 or students who attended Augustana Faculty (Camrose) prior to September 2006. Paper transcripts can still be ordered free of charge using the Transcript Request form.
How can I get a Verification of Enrolment document?

Your Verification of Enrollment certificate will be available in Bear Tracks 31 days prior to the start of the applicable term, whether you are registered in one, or both linked terms. You may continue to access it for 120 days following the term’s official end date.

Your Verification of Enrolment document for the upcoming Fall 2022/Winter 2023 term will be available to request on August 1 2022, and will be available to request until the following August. 

Effective Winter 2022, your Verification of Enrollment certificate for the current term will no longer be available to download directly from Bear Tracks.

Now, you can request an authentic, tamper-evident, and legally valid official electronic Verification of Enrollment certificate for the current academic year through Bear Tracks. An hour or so after submitting your request, you will receive an email with instructions on creating and logging into your MyCreds account (a secure portal that provides you with access to view and share your digitized and portable post-secondary documents anytime, anywhere). Please note that this process does not run on Saturdays, so requests submitted on Saturday will be fulfilled on Sunday.

Once you have access to MyCreds, you will be prompted to purchase a share credit for $10 CAD (plus applicable taxes) to view and share your Verification of Enrollment certificate. From the time the credit is purchased, you will have 30 days of unlimited viewing and sharing access, so you can send your certificate to as many third parties (Immigration, Refugees and Citizenship Canada, banks, loan and scholarship providers, landlords, etc.) as needed during that period.

For instructions on how to access your Verification of Enrolment Document, please visit our webpage.
Will my RESP provider accept a Verification of Enrolment Document?

The following major RESP providers have confirmed the use of the Verification of Enrollment certificates issued through MyCreds: 

  • Knowledge First Financial (Heritage Education Funds) 
  • iA Financial: While a “stamped school document” is a part of their criteria, the University of Alberta Verification of Enrolment document will fulfill their requirements since our documents are considered an official document. 
  • Children’s Education Fund (CEF) 
For instructions on how to access your Verification of Enrolment Document, please visit our webpage.

Fees

When and how do I pay my tuition?

Payment options

There are several payment options available; these options can vary depending on what type of student you are and what type of fee or deposit you are paying. For a detailed breakdown, please see the Deadlines and Payment Instructions page on the Admissions & Programs website. 

Once processed, payments applied to your account can be viewed in BearTracks under "Financials", by clicking on "Account Details" and selecting the correct term. Please note that payments can take several business days to process.

Payment deadlines

Payment deadlines for tuition fees, as well as other types of fees and deposits, are outlined in the Academic Schedule in the University Calendar (scroll down to see the Fall and Winter terms). Key dates and deadlines for each term are also published on the Registrar’s Office website.

Installment Charge. What is this? 

If you wait until the Winter term payment deadline to pay your Winter tuition fees, you will be assessed a $40 Installment Charge. You can avoid paying this charge by paying for both your Fall and Winter tuition fees by the Fall term payment deadline. Similarly, if you are taking courses in the Spring and Summer semester, you can avoid the $40 Installment Charge by paying for both your Spring and Summer tuition fees by the Spring term payment deadline. 

Questions?

If you have additional questions or experience difficulties in making your payments, please view our Frequently Asked Questions or contact Financial Services for assistance.

Can I opt out of my fees?

There are some fees (SU dedicated fees and Health & Dental plan) that you may be able to opt out of. 

Additional information about non-instructional fees and opt-out processes can be found here.

Can I appeal the Mandatory Non-Instructional fees that I have been assessed?

No, mandatory non-instructional fees cannot be appealed. These fees are approved by the Board of Governors. There are some fees (SU dedicated fees and Health & Dental plan) that you may be able to opt out of. 

Information about non-instructional fees can be found here.


Admissions

How do I apply to an Undergraduate Degree program?
Please see our Undergraduate Admissions page for full details about how to apply to programs at the University of Alberta. There is still time to apply in some of our programs for Fall 2022, please check our key dates and deadlines information.
How do I Apply for the Professional Degree Programs?
Applications for the professional programs for 2023/2024 in the faculties of Medicine, Dentistry, and Law are now open! You can start your applications here.
I am interested in taking a campus tour/residence tour. How am I able to book one?
You can register for a Campus Tour by visiting our Campus Visit Program webpage. You will be able to design your own personalized schedule that can include a campus tour, residence tour, and/or the opportunity to connect with an academic advisor.
 Booking operates on a first-come, first-served basis. We ask that you book your tour at least one week in advance.
If you have any questions about our Campus Visit Program or would like assistance with the booking process, please contact us here

We have a variety of different residences available for our students; however, the residence tours available through our online booking system are specifically for Lister Centre, our traditional first-year dormitory. Our Lister Residence Tour is a 45-minute comprehensive walking tour through Lister Centre, and provides guests with an accurate and engaging view of what life is like as a UAlberta resident. 

 To learn more about additional residences and to book a tour, visit the Residence Services website.
Do I need to write Diploma Exams to be eligible for admission?

Documentation/Final Marks

The University of Alberta will accept final grades from the school year as presented on the Alberta Education transcript. If a Diploma exam was previously written, we will still require and use the blended grade (course/diploma). If a diploma exam was cancelled (not available), we will use the final course grade as presented on the Alberta Education transcript.

English Language Proficiency (ELP)

International applicants who are required to demonstrate English Language Proficiency and had intended to fulfill that requirement using English Language Arts 30-1 will only be able to do so if they write the diploma exam. If students do not write the diploma exam, they will be required to demonstrate ELP with acceptable scores in an English language proficiency test (eg. Duolingo, IELTS,TOEFL). Additional details related to language requirements are available here.

How can I accept my offer and pay the tuition deposit?

You can accept your admission offer in your UAlberta Launchpad portal. Once you log in to your status page, click on “Reply to Offer of Admission”, then select "I ACCEPT my offer of admission to the University of Alberta" and click submit. 

If you are a new applicant to the university, you may also need to pay a non-refundable tuition deposit as part of the offer acceptance process. In order to make a payment through Launchpad, go back to your status page and click on "Submit Payment". For more payment options, please take a look at the Tuition Deposit Payment page.

Deadline

You must accept your offer and pay the tuition deposit by the deadline, which will be indicated in Launchpad, under "Reply to Offer of Admission". Otherwise, your offer may be revoked.

Please note that even after you have accepted your offer, you will still be required to meet any conditions stated in your offer letter. Otherwise, your offer may be revoked. For more information, see your offer letter, which you can view in  your Launchpad status page by clicking on "View Update."

What is the deadline to accept my admission offer?

When your admission offer is available, you will be notified to go to UAlberta Launchpad to accept your offer. For most students new to the University of Alberta, a non-refundable tuition deposit is required in order to accept your offer of admission and confirm a spot in your program. You can check the deadline to accept the offer here. 

What are the payment options for tuition deposit?

You can accept your admission offer in your UAlberta Launchpad portal. Once you log in to your status page, click on “Reply to Offer of Admission”, then select "I ACCEPT my offer of admission to the University of Alberta" and click submit. 

 If you are a new applicant to the university, you may also need to pay a non-refundable tuition deposit as part of the offer acceptance process. In order to make a payment through Launchpad, go back to your status page and click on "Submit Payment".

If you are paying through Launchpad, your options are either Interac Online or credit card. Please note that credit card payments include a convenience fee of 2.5%. This fee is collected by our payment processor, at the time of payment, in addition to the tuition deposit. For more payment options, please take a look at the Tuition Deposit Payment page.

If you wish to pay for your tuition deposit via your Launchpad portal, please note that you can do so using RBC Interac debit or certain Credit Union cards.

If you don't have an eligible debit card, then you can make the payment through your online banking by following these steps:

  • Access your bank website and sign in.
  • Add ‘University of Alberta' as a payee on your bill payment profile
  • Use your SEVEN DIGIT STUDENT ID NUMBER, then the FIRST FOUR LETTERS OF YOUR LAST NAME as your account number. If your last name has less than four letters, please use your first name to complete the four letters. For example, John Xu = 1234567XUJO
  • Enter the amount to be paid and the date on which you would like to pay.
  • Complete the transaction as if you were paying a utility bill.

Please note that it can take up to 14 business days for the payment to be reflected on both BearTracks and the Launchpad portal.

Deadline

You must accept your offer and pay the tuition deposit by the deadline, which will be indicated in Launchpad, under "Reply to Offer of Admission". Otherwise, your offer may be revoked.

Please note that even after you have accepted your offer, you will still be required to meet any conditions stated in your offer letter. Otherwise, your offer may be revoked. For more information, see your offer letter, which you can view in your Launchpad status page by clicking on "View Update". Also, you can find information about your tuition deposit deadline on the Accept your Offer page.

How do I reset my CCID?

If you need to reset your CCID password, please visit the Information Services and Technology website. You must first enrol in the Self Service Password Reset function to add an alternate email/phone number, after which you will be able to reset your password using the Reset Your Password option.

Reset your CCID Password

Where do I check my application status? When will I receive a decision?

After you have submitted your application, you will have access to the UAlberta Launchpad portal to check your application status and review any checklist items for your program. If your application states that it’s pending review, then that means an advisor is currently reviewing your application. Launchpad is the first place that any updates will be posted. You will be notified by email when there are updates posted. If we require any further information or documents, we will contact you directly. 

Please note that we are unable to give you an application evaluation update or a specific timeline by email, live chat or phone. Admissions offers are released on a rolling basis, as evaluations are completed.

When is the deadline to submit official documents?

The official document deadline for most post-secondary transfer applicants is June 15, 2022, and for high school applicants, the deadline is August 1, 2022.  Please check out our admissions page for further information on document deadlines (professional programs may have different timelines).  

Do I need to submit my final and official documents through mail?

Depending on what type of student you are, your transcripts may be sent to the university automatically, or you may need to arrange to have them sent. Please see Transcript submission process for more information.

We currently are still receiving and processing documents received by mail, but your institution can also send transcripts to us at transcript@ualberta.ca. We can only accept documents submitted by an institution in that account therefore if you have other documents to provide us for your application, please upload them through your Launchpad. Alberta high schools participating in ApplyAlberta will automatically send your official transcript to the University of Alberta at the end of the school year.  Please monitor your Launchpad status.

Can I apply for Open Studies for Fall?

The deadline to apply for Fall term will be August 25. Open Studies is a part-time student classification that allows students to take courses for credit without pursuing a degree program. The only requirement for admission to Open Studies is English Language Proficiency. This requirement is outlined in the University Calendar. The deadline to submit documents is the same as the application deadline for the term. A non-refundable and non-transferable application fee of $125 is required for new applicants.

Applications for admission to Open Studies are accepted each term. Deadlines are published in the U of A Calendar.

  • Fall Term: August 25
  • Winter Term: December 15
  • Spring Term: April 30
  • Summer Term: June 30

After submitting an application for Open Studies, students will receive email notifications at their UAlberta email account from the Office of the Registrar regarding their application. Visit Open Studies for more information.

My application says ‘Not Complete’ on ApplyAlberta. Did you receive my application?

Please note that your application status in ApplyAlberta will continue to say "not complete" as your application status is not updated there. Make sure to refer to your UAlberta Launchpad for application status updates and for information about documents that may be required!

If you have not received your Temporary PIN to log in to Launchpad, please reply to this email to let us know and we can resend it to the email address you have used to create your application.

How can I reset my Launchpad PIN?

If you have not received your temporary PIN or want to get your PIN reset, please send us an email request from your personal email on file or UAlberta email address. We will resend the PIN to you. 

If you have forgotten your Launchpad password, you can reset it by clicking on the “Reset Password” button on the UAlberta Launchpad login page.

Why does my application say that I am a Foreign National?

Because our application system is a US product, if you have selected Canadian Citizen under your citizenship status, it will show up as Foreign National once you submit your application, as this is a system default.

We can see on our end that you are a Canadian Citizen, so this won't affect your application or evaluation in any way and you don't need to correct or update anything.

I listed that I have a degree/diploma on my application, but now it says “No degree awarded or expected.” How do I fix this?
Please note that your application proof may indicate "no degree awarded or expected" under your academic history, even though you have indicated that you have already received a degree or will be receiving one on your application form. This is a system error that will not affect your application or evaluation in any way, as we will use your application form, transcripts, and other documents for your evaluation.

Student Financial Support (loans, bursaries, awards)

How do I apply for Scholarships and Awards?

All awards administered through the Office of the Registrar are listed on our website. You can visit Scholarships and Awards to find out which awards are available and determine your eligibility, as well as important deadlines.

For more information regarding bursaries and other financial supports, please visit:

Financial Assistance - how to apply for loans

Student Service Centre can assist you with your loan application and advise you on how to manage your loans and pay for your education. Check out our website here for details.

Student loans are administered by the provincial and federal governments. When you apply for your provincial loans, you will be simultaneously assessed for federal funding.

Student loans are interest-free and payment-free during the period of study, followed by a six-month grace period. 

Part-time student loans require using the paper application form from Student Aid Alberta. Once your loan application is complete, you will need to get Page 3 of the form signed by Student Service Centre, or the Faculty of Graduate Studies and Research if you are a graduate student. Once the application is complete you will need to send it to Student Aid Alberta,

Need help applying for your student loan? Attend one of our virtual Student Loans 101 workshops, where expert loan advisors will walk you through the loan application process and help you submit your application. 

Can I apply for grants only?

Some provinces/territories may allow you to apply for grant funding without taking out a student loan. If you would like to apply for grant funding only, please watch our instructional video here or talk to your provincial loan borrower for more information.

I am having trouble logging into my Alberta Student Aid application.

To access the Alberta Student Loan application you will need to create and verify an account through My Alberta Digital ID (MADI). If you are having issues setting up a MADI account or logging in, please contact the MADI helpdesk at https://account.alberta.ca/contact-us

How do I answer the question on the Alberta Student Loan that asks: "Expected Reduced Yearly Income?"

You will only answer this question if you estimate that your income for 2023 will be less than it was for 2022. This question is a way to recognize that you may not have the same income while you are in school as you did last year. If you expect your income to be the same or higher just leave this question blank.

My student loan money hasn't come in yet.

If you have applied for Alberta Student Loans, please ensure that you check your application on your Student Aid Alberta portal to identify any possible discrepancies along with your registration. If you cannot identify any discrepancies, please use our contact form and one of our advisors can assist you.

If you have applied for an Out of Province loan, please contact Financial Services at student.payment@ualberta.ca for further assistance.

How do I apply for Undergraduate Entrance Scholarships?

The deadline for our Fall 2022 Undergraduate Entrance Scholarships closed on January 12, 2022. However, we also offer admission-based scholarships that you don't even have to apply for! You will be evaluated for these admission scholarships when you apply for admission. Your eligibility will be based on your high school admission average at the time of your admission offer.

Please note that you will need your CCID (Campus Computing ID) which is created several days after you have successfully submitted your application to the university.

I have accepted my scholarship/award offers. When will I receive my money?

If you have any outstanding tuition fees, your award payments will be applied directly to your tuition balance first.  If you are registered full time in both terms, the value of your awards will be split in half, with 50 per cent of the award applied to your tuition account for the Fall Term and the other 50 per cent applied to your tuition account for the Winter Term. Students will start seeing your awards as “Payments Received” after the Add/Drop deadline has passed. 

I have submitted an External Funding cheque to be applied to my tuition, have you received the cheque?

It can take a few weeks for an external funding cheque to be applied to your account.  Please check your Account Details in your Bear Tracks.  If it has been more than a month since the cheque has been sent to the University, please confirm with the funder to see if the cheque has been processed/cashed. If you have confirmed that the cheque has been mailed to the correct address at the University, please call us at the Student Service Centre at 780-492-3113. 


Academics

I missed the Add/Drop deadline, how can I withdraw from a class?

After the registration deadline, you cannot drop or swap courses; you can only withdraw. (Note that there is also a withdrawal deadline). Withdrawals can be processed in Bear Tracks. Some withdrawals will be processed immediately, while others may require faculty review. Continue to attend classes until you have confirmation in Bear Tracks that your withdrawal has been processed.

For two-term A/B classes, between the end of the first term and the registration deadline for the second term you must go to your faculty office and complete a paper withdrawal form. Dropping the B-portion of a class will not automatically withdraw you from the A-portion during this time period, and you cannot withdraw from the A-portion on Bear Tracks once that term has ended.

For more information, please see the Withdrawals webpage or consult with your faculty.

Do I need a statutory declaration if I was sick and missed an exam or class assignment, or am sick and unable to participate in a class assignment or exam delivered remotely?
No. Please notify your instructor of your absence by email. Statutory declarations are not currently required for missed exams or class assignments related to illness. Please stay home if you are not feeling well and complete the Alberta Health Services Covid-19 Self Assessment if you are showing symptoms.
How do I know what to register for in my first year courses?
You can use our Reg 101 website to get started on first-year course registration. 

 

Start by looking at the Registration 101 Tip Sheet from your faculty of choice which will outline the courses you are required to take in your first year of university, and throughout your degree. If you are interested in a professional program that only requires a year or two to enter, make sure you follow the professional program requirements, found using the tip sheets or our program search tool , instead of your faculty requirements.

Don’t forget to also use our resources like the BearTracks user guide .

For additional help with course registration, please be sure to contact your faculty . The Office of the Registrar cannot register students in courses.
I recently received admission and need to register for courses. I am worried that most of them will be full. What should I do?

Keep in mind that you have until September 15, 2022 to add and drop classes for Fall term. You can continue to add and drop courses for winter term until January 18, 2023. (For A/B part courses, the deadline to add and delete for Fall and Winter is September 15, 2022.)

If you want to enroll in a class that is full, you can add the class to your Watch List. Once a space becomes available, an email notification will be sent to your UAlberta email address to let you know that a space is available. You also have the option to have the email notification sent to your personal email and/or mobile phone.

When enrolling in the class from your Watch List when a spot becomes available:

  • Click on the ‘Manage Classes’ tile and select ‘Shopping Cart and Watch List’ Find the class in your Watch List and click on ‘Enroll’ For more information on Class Search and Watch List please refer to the Bear Tracks Resources page.
I have questions specific to my academic program, who should I talk to?

If you are an Open Studies student, the Student Service Centre can assist you. 

For graduate academic program questions, please contact your department.

For undergraduate academic program questions, please contact your Faculty Student Services office. The things they can help with include:

  • Program / Degree planning and checklists
  • Course selection / registration
  • Declaring / Changing major
  • Academic Standing
  • Academic Appeals
  • Exams - Deferred and Re-exam
  • Transfer Credit
  • Document requests (Letter of Permission, Letter of Completion, Certificate application)
  • Graduation Requirements
  • Letter of Expected Graduation Date
  • Internships/Co-ops
  • Prospective Student Advising
  • Career Advising

Continuing Education

I am a new student. How can I register for a Continuing Education course?

To secure a spot in your course(s):

  • Have an active CCID? You can complete the enrolment online in Bear Tracks — just make sure you proceed to the online credit card payment page to complete the transaction. Missed the payment page? No worries! Just hang tight for 30 minutes and the system will reset itself so you can retry your enrollment again. Please do not use the Make A Payment options in Bear Tracks.
  • Don't have a CCID yet? Give us a call at 780-492-3113 and we'll complete your registration and payment by phone. This will complete your student profile setup and issue a CCID for future online registrations. The Student Services Centre is available by phone to help you during our business hours.
  • Are you a University staff member looking to use HRDF for Extension courses? Please email us a course registration form — HRDF is not currently a payment option on our online checkout.

If you have any questions about courses, tuition payment options, or any program offered in the Faculty of Extension, we’d be happy to connect with you and provide answers or advice.

I want to register for a Continuing Education course, and my organization will pay for it. How can I register and set up the payment?

We can certainly invoice organizations for course fees. We require:

  1. A course registration form completed and signed by the student
  2. A Letter of Authorization on company letterhead or a Purchase Order that includes the student’s name(s), course name(s) and date(s), fees, and the printed name and written signature of an official with signing authority (not the student). The letter must state that the University of Alberta is authorized to invoice for payment.

Alternatively, if your organization does not already have a standard letter of authorization or purchase order that they would like to use, you can submit a Financial Guarantee for Invoicing Form. The forms can be submitted via our contact form.

We also encourage you to review our Withdrawal, Refund, and Transfer Policies and Procedures for Third Party Billing/Sponsorships
I am an international student and I want to take a few Continuing Education courses. Can I apply for study permit?

Unfortunately, Continuing Education certificates, citations, and diploma programs are non-credit part-time programs and are not eligible for a Canadian study permit. You are more than welcome to take any course or program that is part of an online delivery from your respective country.

If you are an international student, we strongly recommend that you contact U of A International at advising@international.ualberta.ca prior to applying at the University of Alberta.

Convocation/Graduation

I was not able to attend my ceremony, when will I get my parchment?

Your parchment will be mailed to your home address on Bear Tracks. International addresses (outside Canada or the USA) will be sent via courier. If you have not received your parchment by the end of August, please reach out to our office.