Here’s where to find – and how to submit – official forms and letters of request.

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Your official transcript is a complete academic record of your studies at Capilano University. It includes all of your courses, credit programs and grades.

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. The Registrar’s Office processes your request once they have all the information required and your payment in full.

If you owe money to the university the transcript will not be sent until you clear your debt.

Types of transcript available

When you fill in a transcript request you will be asked to select either a Grad or an End-of-Term transcript. 

Note: If you don’t select a type of transcript, we will process your request immediately.

A Grad transcript is only available to students who have applied and are eligible for graduation. We will hold your transcript request until you’ve been advised you’re eligible to graduate. Your transcript will include graduation comments.

An End-of-Term transcript includes all your grades up to and including the current term. We will hold your request until all your grades are in.

Generally, end-of-term transcripts are released on the following schedule:

  • Spring Term: Early May
  • Summer Term: End of August
  • Fall Term: End of December

For a complete list of end-of-term and graduation processing dates please check Registration Dates.

Current students

Current students must request official transcripts through your myCapU account.

After you log in:

  1. Go to the Student Records menu.
  2. Select Request Printed Official Transcript.
  3. Complete and submit all required fields. 

We usually process and mail transcripts the same day as an online request is made, and no later than one business day after. (Business days are Monday to Friday excluding statutory holidays.)

Transcripts ordered online are mailed out and are not available for pick up.

If you want to pick up your transcript you must order it in person during normal business hours. The transcript will be processed for you while you wait.

Past students

(Alumni) Former students may request their official transcripts through your myCapU account.

After you log in:

  1. Go to the Student Records menu.
  2. Select Request Printed Official Transcript.
  3. Complete and submit all required fields.

If you no longer have access to your myCapU account, you may either:

We try to process and mail transcripts the same day as an online request is made, and no later than one business day after. (Business days are Monday to Friday excluding statutory holidays.)

Transcripts ordered online will be mailed and are not available for pick up.

If you need to confirm t your enrolment at CapU, you can print an Enrolment Verification letter at no charge.

After you’ve logged into your myCapU account:

  1. Go to the Student Records
  2. 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:

  1. Choose Other.
  2. Type in that you need an ABE Enrolment Verification.
  3. 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?

Thoroughly review the course drop periods, academic deadlines, withdrawal process, and the Application for Extenuating Withdrawal (pdf) form.

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 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 extenuatingwithdrawal@capilanou.ca 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 registrarassistant@capilanou.ca 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.

Letters of Permission will only be processed on the signed, written request of the student.

Download and complete a Letter of Permission Request (pdf) and mail, fax, or hand it in to the Registrar's Office.

Processing times

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.

Note:

  • Rush requests are not accepted.
  • Your request will not be processed if you have an outstanding balance on your student account.

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 registration@capilanou.ca, 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

  1. 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.
  2. Letter required to extend the study permit. Note that there is no charge for this letter unless rush processing is requested; rush processing for this letter is $20.00.
  3. Letter required to apply for US Visa or re-entry to Canada.
  4. 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.
  5. Letter required to confirm program completion (Bachelor's Degree, Associate Degree, Diploma).
  6. Letter for E.I funding purposes.
  7. Letter required to confirm enrolment for an Off-Campus Work Permit. 
  8. Other letters as requested.

Process for Ordering Letters and Forms

By Mail

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.

By Email

Request forms may be submitted to the registration@capilanou.ca email address. Please ensure that the forms are legible and payment information is indicated if required.

In Person

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.

We don't share information about your student record with third parties. If you want us to share any of your information, including your academic transcripts, letters or forms, you must sign a Release of Information Request (pdf).

Submit your completed form to the Registrar's Office.

To order a replacement credential, download and complete an Application for Replacement Credential Form (pdf).

Submit your completed form to the Registrar’s Office.

If you’ve been Required to Withdraw (RTW) you may appeal to return to the university. This must be done within a term (i.e. before one complete term has ended).

Submit your completed Required to Withdraw Appeal Form (pdf) to the Registrar’s Office.

For more information about Transfer Credit and Prior Learning Assessment (PLA), please visit the Transfer Credit page.

Final Grade Appeals

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.

  1. 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).
  2. 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
  3. 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
  4. 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.
  5. The student may access the Final Grade Appeal Procedure for more details.
  6. 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 finalgradeappeals@capilanou.ca 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
V7J 3H5

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.

If your application is not approved, you can appeal a decision, including the preliminary review or the final grade appeal, to the Student Appeals Committee by emailing them from the student’s Capilano University email (Policy B.109 and related Procedure B.109.1).

Student Appeals

When a student wishes to appeal a decision based on academic determination(s) or nonacademic determination(s).

Non-Academic appeals

  • Sexual Misconduct
  • Student Code of Conduct

Academic appeals

  • 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.

Document requirements

  • 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 studentappeals@capilanou.ca with the subject line:

[Student name, Student number] – Student Appeal Application

Mail or deliver your application and supporting documentation to:

ATTN of the Registrar

Registrar's Office
Birch Building, Room 230
2055 Purcell Way
North Vancouver, BC
V7J 3H5

WhoWhatWhen
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 Office of Student Affairs advises and assists students who wish to submit appeals to help them develop a strong submission and ensure that it is directed to the right place. Please note: the Office of Student Affairs will not investigate your complaint or speak to the individual or department on your behalf.

Please read the appeals policy and procedures before booking a meeting with the Student Affairs Office. A meeting booking is required, please contact studentaffairs@capilanouo.ca.

Registrar's Office Hours

Monday 9 a.m. – 4 p.m.
Tuesday 9 a.m. – 4 p.m.
Wednesday 10 a.m. – 4 p.m.
Thursday 9 a.m. – 4 p.m.
Friday 9 a.m. – 4 p.m.

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