Here’s where to find – and how to submit – official forms and letters of request.
All transcripts and form requests are processed by the Registrar's Office only on the signed, written request of the student. Students who choose to pick up their transcript or form must pick up the transcript or form that they request themselves or complete a Release of Information Request (pdf) indicating that a third party is authorized.
Transcript and form requests can be made by mail, by email to firstname.lastname@example.org, or in person at the Registrar's Office. The Registrar's Office processes requests once they have all the information required and payment (if applicable) in full. If there is money owing to the university, or a hold on a student account, requests will not be processed.
Your official transcript is a complete academic record of your studies at Capilano University and includes all of your courses, credit programs and grades.
Official transcripts are issued by the Registrar's Office, in a sealed envelope and mailed to the address you provide; standard Canada Post mailing timelines apply.
The cost is $12 for each copy of your official transcript that you request.
How to Order a Transcript
Current and former students (alumni) with access to their myCapU account must request official transcripts through their myCapU Account.
After you log in:
- Go to Student Records
- Select Request Official Transcript
- Complete and submit all required fields
- Pay the transcript fee
Note: Transcripts ordered online will be mailed and are not available for pick up.
Former Students (alumni) who no longer have access to their myCapU Account, or current students who would like to pick up their transcript(s) in person, may complete an Official Transcript Request (pdf) and email it to email@example.com.
Note: Payment is required before your Official Transcript Request(s) will be processed; after 30 days of non-payment any unpaid transcript requests will be cancelled. For more information on How to Pay, please visit our website.
When ordering an official transcript, you will need to choose when your transcript request will be released:
- As Soon As Possible: Your transcript(s) will be printed as soon as we receive the request.
- Hold for Grades: Your transcript(s) will held until after End-of-Term Processing for the current term, has been completed.
- For more information on Capilano University's Academic Schedule and Important Dates please visit our Registration Dates webpage.
- For courses completed in the Spring Term: Early May
- For courses completed in the Summer Term: End of August
- For courses completed in the Fall Term: End of December
- Hold for Graduation: Your transcript(s) will be held until after the graduation comment has been placed on your account.
- For more information on Graduation Dates and processes, visit the Graduation and Convocation Ceremonies webpages.
- For Graduation Applications submitted in the Spring Term: Mid-May
- For Graduation Applications submitted in the Summer Term: Mid-September
- For Graduation Applications submitted in the Fall Term: Mid-January
Note: In order to officially graduate from Capilano University, students must first submit an application for graduation, meet graduation requirements for their program and have their graduation application approved by the University Senate. Once approved, a graduation comment will be placed on the student’s account.
If you need to confirm your enrolment at CapU, you can print an Enrolment Verification letter at no charge.
After you've logged into your myCapU account:
- Go to the Student Records
- Select View or Print Enrolment Verification to view or print your letter.
Adult Basic Education (ABE) students
If you are a student in an ABE program and need an Enrolment Verification letter, you need to submit a Letter or Form Request form (pdf). There is no charge for this.
From the menu listing the types of forms available:
- Choose Other.
- Type in that you need an ABE Enrolment Verification.
- Submit your letter to the Registrar’s Office.
Verification for financial aid
If you need proof of enrolment for government assistance programs such as student loans, please contact Financial Aid & Awards.
What is an Extenuating Circumstance?
Extenuating circumstances are defined as unusual circumstances beyond the student's control which are unpreventable and unpredictable, which makes it impossible for a student to complete coursework and affects academic performance.
The circumstances can be medical, psychological, accidental or hardship and other personal challenges that arise during the registered term. Conditions or situations of which there was pre-existing knowledge are not typically considered.
An extenuating circumstances withdrawal from courses is a withdrawal after the end of the Add/drop period. If an application for an extenuating withdrawal is granted after the withdrawal period, the grade on the student records will be noted on as a “WE.” An application for an extenuating withdrawal prior to the withdrawal period will be noted on a student recorded as a "W" and not a "WE." Requests to reverse a student record are not accepted.
Am I Eligible to Apply?
Students are encouraged to consult their instructors to identify alternatives for successful completion of their courses before applying for an extenuating circumstances withdrawal. Instructors are not required to make allowance for any incomplete coursework, test or exam.
Students are urged to meet an Academic Advisor to discuss academic planning and graduation goals.
International Students are advised to meet an International Student Services advisor if visa status changes due to an extenuating withdrawal approval.
Applications for an extenuating circumstances withdrawal must be submitted within 12 months after the beginning of the requested term. Any request received after this deadline may not be considered. If extenuating circumstances prevent the student from submitting a request within this timeline, a rationale must be made for considering the request after the deadline.
How to Complete an Application
Complete all sections of the Application for Extenuating Withdrawal (pdf) form, including Declaration and Consent. Your statement and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements. Depending on the request, Part D – Professional Assessment may be required and verified by a university official.
How to Submit an Application
Email your application from your my.capilanou.ca email to firstname.lastname@example.org with the subject line: [Student name, Student number] - the Extenuating Circumstances Withdrawal
Mail your application to the attention of the Registrar’s Office, Birch Building Room 230, 2055 Purcell Way, North Vancouver, B.C. V7j 3h5
How long will it take for my application to be processed
An incomplete application will not be processed. A complete application is typically processed in approximately four weeks.
If able, students should continue to attend classes and complete course requirements while their application is being reviewed.
Note: Submission of an Application is not guarantee it will be approved.
If an application is approved
A decision letter will be emailed to your my.capilanou.ca email account. Please allow an additional week after notification of the decision for the changes to appear on your record.
Your transcript will show a “WE” in the grade section of the course.
If you are completely withdrawing from a term, you will need to re-apply to Capilano University for your next term. See the specific program page for application and document deadlines.
If an application is not approved
If your application is not approved, you can appeal a decision to the Registrar within 21 days of the decision notification. For more information about the application process, please contact the Registrar’s Assistant at email@example.com or call 640 990 7846. Please note that you will need to provide a statement addressing the decision and may be required to meet the Registrar.
Students who are planning to study at another institution must request a Letter of Permission before registering at that school.
If your course is listed in the BC Transfer Guide processing times are between 7 and 10 business days. If your course isn't listed in the BC Transfer Guide it can take up to 6 weeks.
Please note: rush requests are not accepted.
Letter or Form Request (pdf)
Information about Letter or Form Requests
- Letter and form requests are processed by the Registrar's Office only on the signed, written request of the student.
- Students who choose to pick up their form or letter must pick up the letter or form that they request themselves or complete a Release of Information Request (pdf) indicating that a third party is authorized to pick up the letter or form.
- Letter and form requests can be made by mail, by email to firstname.lastname@example.org, or in person at the Registrar's Office and are prepared in the order in which they are received.
- Normal processing time for letters or forms is seven (7) working days; however, the time to process your request may increase to ten (10) days or longer during peak periods. The cost of each letter or form that is prepared is $20.00 for regular processing. Rush letters or forms may be requested at a cost of $40.00 each, but rush requests may be denied during peak periods.
- A letter or form will not be issued if any University account is outstanding. The applicant must clear all debts before a letter or form will be issued.
- Please note that Canadian government student loan forms and In-School Deferment (US Loans) forms are processed through Financial Aid & Awards.
Types of Letters and Forms
- Forms that must be completed by your educational institution (i.e. scholarship form, CPP, RESP, etc.). Please ensure that any portions of your form that are to be completed by the student, contributor, or subscriber are completed, signed, and dated before it is submitted to the Registrar's Office.
- Letter required to apply for US Visa or re-entry to Canada.
- Letter for Post-graduate Work Permit. Note that you must have completed and been graded in all required courses for graduation and an Application for Graduation Assessment must have been submitted.
- Letter required to confirm program completion (Bachelor's Degree, Associate Degree, Diploma).
- Letter for E.I. funding purposes.
- Letter required to confirm enrolment for an Off-Campus Work Permit.
- Other letters as requested.
Please note: Canadian government student loan forms and In-School Deferment (US Loans) forms are processed through Financial Aid & Awards.
Process for Ordering Letters and Forms
Requests submitted by mail should be sent to Capilano University, Registrar's Office, 2055 Purcell Way, North Vancouver, BC, Canada, V7J 3H5. Please ensure that the forms are legible and payment information is indicated if required.
Request forms may be submitted to the email@example.com email address. Please ensure that the forms are legible and payment information is indicated if required.
To request a letter or form in person, please bring your student ID card or picture ID to the Registrar's Office. You will be asked to complete a Letter or Form Request (pdf) and submit payment for your request if required. The Cashier's Office accepts payment by Visa, MasterCard, American Express, cheque, cash, money order, or debit card.
Students who require a study permit renewal letter may request one from the Registrar’s Office. To be eligible for a study permit renewal letter:
- You must be a current student of Capilano University (registered in current &/or upcoming term), and
- The estimated graduation date on your Letter of Acceptance is no longer accurate (that is, you will be graduating later than the date on your LOA).
- Download and complete a Study Permit Renewal Letter Request (pdf)
- Email completed form to firstname.lastname@example.org with subject line “Request for Study Permit Renewal” from your my.capilanou email address.
- Please attach a copy of your Letter of Acceptance (optional)
An Academic Advisor will determine your estimated graduation date from your current program of study. If your estimated graduation date is different from the graduation date on your Letter of Acceptance, a Study Permit Letter will be emailed to you by the Registration department.
Normal processing time for Study Permit Renewal Letters is fourteen (14) business days; however, the time to process your request may increase to twenty-one (21) business days or longer during peak periods. Please note: there is no rush option available.
We don't share information about your student record with third parties. If you want us to share any of your student information or release your official transcript or letter/form, you must sign a Release of Information Request (pdf).
You must submit your completed Release of Information Request forms to the Registrar's Office in person or by email using your CapU email. Forms submitted by a third party will not be accepted.
To order a replacement credential, download and complete an Application for Replacement Credential (pdf).
The cost is $35 and only one replacement credential may be ordered.
If you’ve been Required to Withdraw (RTW) and the circumstances leading to your academic difficulty were unusual, beyond the your control, unpreventable and unpredictable, you may be eligible for an Extenuating Withdrawal.
Please see the Extenuating Circumstance Withdrawal section for information on eligibility and how to apply.
If you would like to return to the university to undertake preparatory or upgrading courses, you may be eligible to appeal your Required to Withdrawal status.
For more information about Transfer Credit and Prior Learning Assessment (PLA), please visit the Transfer Credit page.
The final grade appeal process offers an option of recourse to a student who substantive reason to believe that an inappropriate final grade has been assigned for a credit course. All processes will be guided by the Final Grade Appeal Policy (S. 2018-01) and Final Grade Appeal Procedure (S.2018-01-01).
A grade appeal is not required to correct recording errors (i.e. a course grade that was not recorded properly or a grade resulting from a mathematical error in the calculation). In such cases, the student should bring the error to the attention of the instructor as soon as the error is noticed so that the instructor can make any corrections immediately.
NOTE: An appeal may result in the final grade being lowered, remaining the same, or being raised.
To begin the formal stage, the Capilano University student must deliver a completed Final Grade Appeal application and all required supporting documents to the Office of the Vice-President Academic and Provost. A student who plans to submit a formal grade appeal is requested to first meet with their course professor/instructor in accordance with the informal stage identified in the Final Grade Appeal procedure.
- Complete the Capilano University Final Grade Appeal application form, a cover letter, and compile supporting documents. The student must submit a well-written cover letter, along with any graded assessments the student has or is asking to have reassessed, no later than ten (10) business days after the end of term (December 31, April 30, or August 31).
- The Office of the Vice-President Academic and Provost will review the application for completeness and appropriateness. If is review is satisfactory, the appeal application will be forwarded to the appropriate
- Within five (5) business days of receipt of the Final Grade Appeal Cover Letter and the supporting documentation, the dean will review, may conduct a meeting with the student, may require the student to provide additional material evidence, and then deliver results of the preliminary
- If the student wishes to proceed after the dean has determined the final grade appeal process is appropriate, the student must, within five (5) business days, 1) notify the dean by email of their intent to proceed with the final grade appeal, 2) Complete the Final Grade Appeal Form, pay the applicable fee and return this form along with proof of payment from the Cashier’s Office to the dean; and, deliver any additional material required by the dean to the Dean's Office.
- The student may access the Final Grade Appeal Procedure for more details.
- A decision made during the formal grade appeal, including the preliminary review or the final grade appeal, is appealable by the student to the Student Appeals Committee (See Policy B.109 and related Procedure B.109.1)
Supporting documentation may include, but is not limited to graded assignments, related documents distributed or returned to the student and/or retained by the instructor (e.g. final examination or course outline).
Capilano University recognizes the right of a student, to request an appeal of a final grade on the following grounds (as per the policy and procedure):
- A significant error in the assessment, evaluation, and/or determination of individual components of the course;
- Substantiated claims of instructor bias or discrimination;
- Failure by the instructor to follow the evaluation profiles, grade assignment, or operational details as stated in the course's outline.
Inappropriate grounds for appeal include:
- Grade appeal is not required to correct recording errors;
- Dissatisfaction or disagreement with the final grade, without satisfying one of the above (grounds for an appeal).
Complete all sections of the Final Grade Appeal Application (pdf), including Declaration and Consent. Your Cover Letter and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements.
Email your application and supporting documentation from your my.capilanou.ca email to email@example.com with the subject line:
[Student name, Student number] – Final Grade Appeal Application
Mail or deliver your application and supporting documentation to:
Vice President Academic and Provost
Arbutus Building Room 120
2055 Purcell Way
North Vancouver, BC
A complete application is typically processed in five (5) business days.
An incomplete application will not be processed.
Submission of an Application is not guarantee it will be approved.
The dean will notify the student of the result of the preliminary review through the student’s Capilano University email. If the student wishes to proceed after the dean has determined that the final grade appeal process is appropriate, the student shall, within five (5) business days.
For more information, please review Section 4.4 (Final Grade Appeal) of the Policy S2018-01.
When a student wishes to appeal a decision based on academic determination(s) or nonacademic determination(s).
- Sexual Misconduct
- Student Code of Conduct
- Admission / Readmission
- Extenuating Circumstances Withdrawal
- Final Grade Appeal
- Student Academic Integrity Policy
The grounds for an appeal determine whether or not your appeal is valid. Before submitting an appeal, students must have exhausted all other avenues determined in the policy which they are appealing and have a full understanding of the Student Appeals Policy (pdf) and Student Appeals Procedure (pdf) including timelines, expectations, and confidentiality agreement.
All appeals are limited to the following grounds:
- On the balance of probabilities, that injustice or error occurred when the determination of fact was made
- A policy was incorrectly applied
- The adjudicating body exceeded its legitimate jurisdiction or authority
- Important evidence was ignored
For an appeal application to be reviewed by the Student Appeals Committee, you must submit the Student Appeals Application Form (pdf).
Complete all sections of the Student Appeals Application Form (pdf), including Declaration and Consent. Your cover letter and supporting documents should be clear and factual. Please refer to the Application Checklist on the first page of the form for criteria and requirements.
Supporting documentation and evidence is an important part of your appeal and may include anything you feel is relevant.
- All documents submitted must be named and referred to in your statement.
- Original supporting documentation in English
- Ensure that the documentation includes the date(s)
- Confirm authorization to verify documentation
- Supporting documents are not returned unless requested at the time of submission
Documents may include, but are not limited to:
- Emails, letters, or any form of correspondence regarding the appeal
- Notes from verbal communication, e., a copy of meeting invitation
- Application documents & transcripts, course outline
- Medical and supporting documentation, e., letter from your doctor, counselor, licensed mental health professional, CapU Accessibility Services, death certificate (showing your relationship to the deceased is required), police report, insurance claim, airline itinerary, employment letter, tests, and assignments
Email your application and supporting documentation from your my.capilanou.ca email to firstname.lastname@example.org with the subject line:
[Student name, Student number] – Student Appeal Application
Mail or deliver your application and supporting documentation to:
ATTN of the Registrar
Birch Building, Room 230
2055 Purcell Way
North Vancouver, BC
|Appellant (student)||Submits appeal||Within 21 calendar days from the time notice was given|
|Registrar||Reviews application||Within 5 business days of receiving an appeal|
|Registrar||Requests more information||Applicant provides missing information within the stated time frame|
|Registrar||Application denied||The application is dismissed when the criteria are not met, or the requested information is not provided within the stated time frame|
|Registrar||Application accepted||The application moves forward to the respondent within 5 business days of determining a complete appeal application|
|Respondent||Responds to appellants' case||Within 10 business days|
|Registrar||Sends response to appellant||Within 5 business days|
|Appellant||Must respond to the Registrar||Within 10 business days|
|Registrar||Sends complete application package and the composition of the Tribunal to all parties||Within 5 business days|
|Tribunal||Tribunal members review package||Within 5 business days|
|Tribunal||Requests more information||Registrar evaluates the request and states a time frame for submission of information|
|Other||New evidence||Parties have an opportunity to respond to new evidence within a stated time frame|
|Tribunal||Chair of the Tribunal notifies Registrar of decision||Within 5 business days|
|Registrar||Notifies all parties of the decision||Within 5 business days|
The Student Appeals Committee holds final decision-making authority regarding appeals it considers. The findings of the committee represent the final decision of the University.
The Student Rights & Responsibilities Officer in Student Affairs can support students who wish to submit appeals or complaints at CapU. While Student Affairs does not directly hear or investigate appeals or complaints, we are happy to meet with students to help them understand the process, ensure they have all the documents required for their appeal, and direct them to the Registrar's Office for lodging their appeal. If students require help with constructing a strong submission, they can seek this kind of support from the Capilano Student's Union.
We recommend reading all of the information above included under Student Appeals before booking a meeting with us. To book an appointment with the Student Rights & Responsibilities Officer, email email@example.com.
Registrar's Office Hours
|Monday||9 a.m. – 3 p.m.|
|Tuesday||9 a.m. – 3 p.m.|
|Wednesday||10 a.m. – 4 p.m.|
|Thursday||9 a.m. – 3 p.m.|
|Friday||9 a.m. – 2:30 p.m.|