Holiday Break FAQs

The Registrar's Office will be closed for the holiday break from 11 a.m. on Dec. 24, 2020 until 8:30 a.m. on Jan. 5, 2021. We have compiled this list of commonly asked questions for you to refer to during this time. If you do not find your answer please consult the various pages within our site or email registrar@mun.ca. Happy Holidays!

Current students

Transcript and educational verification requests

I submitted a request for an official transcript through Memorial Self-Service. Has it been processed?

You can view the status of your transcript through Memorial Self-Service. It can be found in the Academic Information menu under View Transcript Request Status. Requests submitted up to 1 p.m. on Dec. 23 will be processed and mailed. Official transcript requests that are received after 1 p.m. on Dec. 23 and up to Jan. 4, 2021 will be processed on Jan. 5, 2021. Please remember that an unofficial PDF version of your transcript can be accessed through Self-Service in the Academic Information menu under Generate Unofficial Transcript PDF.

I submitted a request for a confirmation of enrolment through Memorial Self-Service. Has it been processed?

If you requested a confirmation of enrolment for submission to a third party through Memorial Self-Service you may check its status in the Registration menu under Enrolment Verification Status. Requests submitted up to 1 p.m. on Dec. 23 will be processed prior to the holiday break. Requests that are received after 1 p.m. on Dec. 23 and up to Jan. 4, 2021 will be processed on Jan. 5, 2021.

Graduation

I have completed my program requirements. What do I do?

You must submit an application to graduate through Memorial Self-Service under the Graduation and Convocation menu. The deadline for submission is Jan. 3, 2021. Applications submitted after this date will be processed as time and resources allow.

I have submitted my application to graduate but the status still says Pending?

Your application will be reviewed by the Registrar's Office and you will be notified if you have any missing requirements. Graduation applications will not be reviewed between Dec. 23 – Jan. 4, 2021. Notification of eligibility to graduate letters are normally sent out mid-January and incrementally thereafter. At the same time, your graduation status in Memorial Self-Service will be updated accordingly. Any other inquiries can be emailed to graduation@mun.ca and will be responded to starting Jan. 5, 2021.

Grades and courses

My grade is missing. What do I do?

A grade may not be showing in Self-Service for one of the following reasons:

  1. the instructor has not yet submitted or entered the grade. To check on this you will need to email your instructor. Please note that faculty may or may not be checking their emails over the holiday break (Dec. 24 – Jan. 4).
  2. the instructor has submitted/entered the grade but it has not yet been approved by the academic unit head. To check on this you will need to email the appropriate academic unit. Please note that these emails may not be checked over the holiday break (Dec. 24 – Jan. 4)
  3. a change to the grade has been submitted via a grade change form to the Registrar's Office by the academic unit but it has not yet been keyed by the Grading Officer. Change of grade forms submitted to the office by noon on Dec. 24 will be keyed on Dec. 24. Change of grade forms submitted to Registrar's Office from Dec. 25 – Jan. 4 will be keyed starting Jan. 5, 2021.
I feel that my grade(s) is incorrect. What do I do?

If you feel the final grade submitted is incorrect, you should contact the instructor for the course. Alternatively as a student, you have the option of having your final examination re-read. With the consent of the academic unit, requests for re-reads can include clinicals, exams, internships, work terms or final reports, as appropriate. You may want to request to review the exam script prior to having a re-read. Find more information in the Calendar.

Can I still drop a Fall semester course(s)?

The academic unit head (department head for a departmentalized faculty like HSS, Science and Engineering) has the authority to grant a request for a late drop until Jan. 25, 2021. Normally a late drop will not be granted if a final exam was written. You will need to contact the appropriate academic unit head through your @mun.ca email account to discuss the matter.

Can I drop a Fall 2020 course even though I have written my final exam?

Normally a late drop request will not be granted if the final exam was written, however this is left to the discretion of the appropriate academic unit head (or department head for a departmentalized faculty such as HSS, Science and Engineering). You will need to contact the appropriate academic unit head through your @mun.ca email account to discuss the matter.

Academic status

My academic status in Self-Service says “Academic Warning”. What does this mean?

As a result of your grades you have not met General University regulation 6.11.1.1 which states:

At the end of each semester, in order to be eligible for continuance in the University, a student is required either:

    • to obtain a current average of 50% in the courses for which he or she is registered on the last day for dropping courses without academic prejudice, or
    • to have obtained a cumulative average of at least 55%.

Any student who, for the first time, fails to meet these requirements will be given an Academic Warning.

Students attending the St. John’s campus or taking courses by distance education may contact Marie Donovan if they have questions about this information. Students attending Grenfell campus should contact Derek Jackman.

My academic status in Self-Service says I am required to withdraw. What does this mean?

As a result of your grades you have not met General University regulation 6.11.1.1, which states:

At the end of each semester, in order to be eligible for continuance in the University, a student is required either:

    • to obtain a current average of 50% in the courses for which he or she is registered on the last day for dropping courses without academic prejudice, or
    • to have obtained a cumulative average of at least 55%.

Any student who, for the first time, fails to meet these requirements will be given an Academic Warning. As only one Academic Warning is permitted and as you have previously received an Academic Warning, you are now required to withdraw from Memorial.

You will not be able to take any courses in winter semester and any winter semester courses you are registered for will be dropped. This would normally happen at the close of registration on Dec. 28. However, there will be a delay in the deregistration of Winter semester courses so that you can sort out any issues you feel are affecting your academic status. For example, if you are missing grades, or you feel your assigned grade is not correct, you should get in touch with the course instructor to sort this out. The dropping of Winter semester courses for those students who have been required to withdraw will occur at the close of registration on Jan. 3.

Students taking courses at the St. John’s campus or by distance education may contact Marie Donovan if they have questions about this information. Students attending Grenfell Campus should contact Derek Jackman.

I have been required to withdraw. Can I submit a readmission appeal?

No, a student cannot submit a readmission appeal until half of the suspension period is served. More information is available in the Calendar.

Registration (Winter 2021)

I am waitlisted for a Winter 2021 course. When will I know if I will become registered?

The process to revoke registrations for students who are required to withdraw from Fall 2020 as well as for students who were unsuccessful in pre-requisites in Fall 2020 has been moved from Dec. 28 to the close of registration on Jan. 3, 2021. This means that the deactivation of the waitlists will not occur until the close of registration on Jan. 3, 2021. It has been a tough semester and everyone is looking forward to a well-deserved break. The change in processing date from Dec. 28 to Jan. 3 will ensure that faculty and staff are available to respond to inquiries from students who may be impacted as well as provide additional time for missing grades to be submitted and approved.

Advising

I want to make an appointment with an advisor at the Academic Advising Centre or at Grenfell Campus (Registrar’s Office). What do I do?

Current students can book an appointment with an academic advisor using Navigate for Students. Prospective and returning students can schedule an appointment by emailing advice@mun.ca. Please note, however, that there will be no advising sessions between Dec. 24 and Jan. 4, 2021.

Money and loans

I have a question about my student loan. What should I do?

The unit that processes student loans and responds to these inquiries will be closed for the holidays from Dec. 24 until Jan. 5. Forward your inquiry to financialaid@mun.ca and they will respond to your email upon their return.

In the meantime, you may wish to review the following websites for an answer to more general inquiries: National Student Loans Service Centre (NSLSC); Student Aid – Government of Newfoundland. If you are a graduate student, please contact the School of Graduate Studies with your inquiry.

Travel and immigration

I need a letter from the University in order to travel to NL from outside of Canada. What should I do?

Please complete our online form in order to process your request for supporting your arrival to Newfoundland and Labrador (NL). Due to limited space for self-isolation on campus, and recognizing that the holiday break (Dec. 24– Jan. 2), the Arrival Form will not be available from Dec. 17, 2020 through Jan. 2, 2021.

We advise that you do not book travel until you have completed our travel request form, and we have time to review it and provide you with the necessary advice and support.

The advice is related to your eligibility to travel to Canada and to NL. The supports include:

  • securing on campus space for the mandatory self-isolation period (as applicable);
  • assisting you to obtain a travel exemption for NL (as applicable); and
  • providing programming and support during your self-isolation period.

Once you have submitted your request online, you will receive a confirmation email with 1-2 business days.

If for some reason you require immediate assistance with your travel, contact international@mun.ca for assistance.

Wellness and counselling

The Student Wellness and Counselling Centre has compiled a list of supports for students during the holiday break.

Prospective students

Can I still apply for undergraduate studies the Winter 2021 semester?

Students who do not need any supporting documents can still apply for Winter 2021. These students are primarily returning Memorial University students who have not attended another institution or are Newfoundland and Labrador high school students. As well, students who have attended the College of the North Atlantic only can still apply. The application deadline for these students is Jan 6.

Any applications submitted past their application deadline will be processed for the Spring 2021 semester.

It states that supporting documents were due Dec. 20, can I still submit my documents?

Yes, you can still submit documents but they will not be processed from Dec. 24 to Jan. 5. This is for undergraduate studies only. Graduate admissions inquiries should be directed to sgs@mun.ca.

Can I defer my application for Winter 2021?

Please review the information on application deferrals. Please note the deadline to request a deferral is Jan. 6. This is for undergraduate admissions only. Graduate admissions inquiries should be directed to sgs@mun.ca.

I would like to apply to Memorial for Spring 2021 or Fall 2021. What should I do?

Please review the I Want to Apply page.

I have submitted by application for undergraduate studies. When will I hear from the university?

Students will hear about their undergraduate application when we return to work Jan. 5. Please allow a minimum of 3-5 business days after our return for applications and documents to be processed and the application acknowledgement emails to be sent. Graduate admissions inquiries should be directed to sgs@mun.ca.

I am having trouble logging into my Fall 2021 application. What should I do?

We have identified an issue which appears to randomly impact applicant accounts. We are investigating the cause. Typically if you close your browser entirely and start it up again the problem goes away and the student can log in. If that does not work try clearing your browser history. If this does not work please contact help@mun.ca.

Can I reset my password for my application?

Winter 2021 or Spring 2021: You can find your application login ID and PIN information in your application acknowledgement email (i.e., the email confirming that your application has been processed).

Fall 2021 applications: You can reset your password on the sign in page for your account and you will receive a password reset email.

How will I know if you received my Fall 2021 application?

When you successfully submit your Fall 2021 application you will see a screen that indicates your transaction details. You will then receive two emails, one with your payment transaction details and the other giving you information on how to submit any required supporting documents.

How can I tell if you have received the documents I have submitted?

Fall 2021: After your application has been processed you will receive an email indicating all the required supporting documents for your application (unofficial and official). Once a document has been received and processed, you will receive an email notifying you that the document has been received.

Winter 2021 or Spring 2021: After your application has been processed you will receive an email indicating all the required supporting documents for your application (unofficial and official).

If this is your first time applying, you can check the status of your application, including the status of your supporting documents (i.e., if received and processed) by logging in to the online application for admission. Forget your login credentials? You can find your application login ID and PIN information in your application acknowledgement email (i.e., the email confirming that your application has been processed).

Current or former Memorial students can log in to Memorial Self-Service to check the status using the "Admissions" menu.

Contact

Office of the Registrar

230 Elizabeth Ave, St. John's, NL, CANADA, A1B 3X9

Postal Address: P.O. Box 4200, St. John's, NL, CANADA, A1C 5S7

Tel: (709) 864-8000