1. Resources
  2. Forms

Forms

The following links will allow you to access forms for the various services provided by the Office of the University Registrar, including the document request form for those that need a specific form or require a letter from our office.

Queen’s University is committed to an inclusive campus community with accessible goods, services, and facilities that respect the dignity and independence of persons with disabilities. Student records, etc. are available in an accessible format or with appropriate communication supports upon request.

 

Privacy/Access to Information

University privacy guidelines will not allow the release of student information to anyone other than the student concerned without the written permission of the student.

Further information on the university's privacy policy is available on our Access and Privacy Policies page.

Check out the Student Registration Guide page for more registration information.

Undergraduate Students

Undergraduate Registration Form (PDF, 768 KB)

  • The Registration Form is to be used only where access through the SOLUS Student Centre is unavailable

Academic Change Form - Undergraduate (PDF, 793.5 KB)

  • The Academic Change Form is used when a student requires departmental approval to make changes to their registration. E.g. to change their program or plan; to waive a course prerequisite or to obtain departmental permission

Graduate Students

Graduate Studies Registration Form (PDF, 774 KB)

  •  The Registration Form is to be used only where access through the SOLUS Student Centre is unavailable

Academic Change Form - Graduate Studies (PDF, 778 KB)

  • The Academic Change Form is used when a student requires departmental approval to make changes to their registration. E.g. to change their program or plan; to waive a course prerequisite; or to obtain departmental permission

Check out more information about Tuition and Fees.

Fee Refund Request Form

  • When all fees and charges owing to the university are paid and a credit balance remains on your SOLUS account, you can request a refund using this form according to the refund processing timeline on our Fee Refunds page

PPL - Enrolment/Withdrawal Form (PDF, 111 KB)

  • Graduate students returning from a leave of absence, with no outstanding debt, who want to enrol in the Pre-Authorized Payment Plan (PPL) can do so using this form if they are unable to self-enrol on SOLUS
  • Students who have completed their degree and need to be taken off the PPL, or if they want to be removed from the PPL at any time, can do so through this form

Appeal for Tuition Fee Amendment 

  • In rare situations, a student may wish to submit an appeal for a Tuition Fee Amendment on the grounds of serious extenuating circumstances. Please familiarize yourself with the Tuition Fee Amendment policy prior to submitting a request.

Appeal to Register with Debt Form       

  • Students with debt or overdue fees blocking their registration, who cannot pay the outstanding balance immediately, can appeal to register with debt
  • Appeals are reviewed in the order that they are submitted. We strive to have appeals evaluated within 5-10 business days however, during busy times of the year, when we are receiving a larger than usual volume of appeals (summer registration, the week before the start of a semester, etc.) evaluation times can be longer. Please ensure that your application is complete and accurate when submitted to avoid delays. This includes making sure that any government student aid and/or Queen’s bursary applications relevant to your appeal are also complete and accurate before submitting your appeal.
  • To ensure that we have enough time to process all appeals before the open enrollment dates for each semester end, the following deadlines will apply to all appeals to register with an outstanding debt:
    • Fall semester – September 1
    • Winter semester – January 2
    • Summer semester – April 30 for all courses beginning in May OR June 15 for July to August session courses only

Hold Removal Request Form

If you have recently made a payment that is not yet reflected in SOLUS and a financial hold is currently preventing you from registering for courses, request it be lifted temporarily.

  • Proof of full payment for all outstanding debt is required
  • Holds can only be lifted for one day and will be automatically reapplied at 11:59PM ET
  • Once your payment is reflected in SOLUS the hold will automatically be removed
  • We are unable to lift holds that are related to debt that has been written off or sent to collections. If you have made payment in full for this kind of debt to Queen’s or your collection agency you must contact Student Receivables at qu.sr@queensu.ca to have the hold removed
     

Combined service charge/late fee appeal 

If you're looking for a combined service charge/late fee appeal please fill out the form here. 

Check out more information about Exams.

Final Exam Conflict Form

  • For centrally administered exams in December and April

Check out more information about Grades.

Official Grade Change Form (PDF, 522.6KB)

  • Instructors can download the Official Grade Change form to alter a student's grade

Check out more information about Transcripts.

Transcript Request Form (PDF, 690 KB)

Check out more information about Student Graduation.

Diploma Replacement Request Form (PDF, 189 KB)

  • If you are requesting a diploma replacement under a different name, you will first have to submit a Name Change Form (PDF, 3.2 MB) to have your record updated

Previous Graduates Requesting to Attend a Future Convocation Ceremony (PDF Version, 4.3 MB)

Check out more information about the Student Names Policy.

Name Change Form 

  • This form is used when a student changes their name. Official documentation is required in order to change a student’s name

English Language Instructions Letter of Confirmation 
•    This letter can be downloaded for use by students or third parties in the confirmation of Queen’s University’s language of instruction
 

Information for Students

Final grades will not appear on official transcripts until the final grade's release date as shown below:

•    Fall Term Grades: January 12
•    Winter Term Grades: May 12
•    Summer Term Grades: June 1

To ensure your cumulative GPA (cGPA) letter matches your transcript, we encourage you to wait until the final grades release date to run your cGPA letter.
 

How to Print a Cumulative GPA Letter via SOLUS

1.    Log into SOLUS Student Centre
2.    Select the Academic Records tile
3.    Select the Cumulative GPA navigation
4.    Select the applicable career
5.    Select the Print button (see note below)
6.    When finished, select SOLUS Student Centre to return to the main page
 

Note: The Cumulative GPA letter will appear in a new window so ensure that you do not have pop-ups blocked.
 

Verification of Enrolment (VoE) Form

A Verification of Enrolment is a snapshot of your current or past registration status at Queen's. It confirms the following information:

  • Your program of study
  • The number of credit units you have successfully completed
  • The number of credit units you are/were enrolled in for the academic period
  • The start and end dates of your academic period

The Verification of Enrolment form may be required for the following:

  • RESP agreement forms
  • Canada Pension Plan Children's Benefit 
  • Student Line of Credit verification of enrolment letters
  • Confirmations for non-Queen’s awards (external scholarships and awards)
  • Provincial Health Care Insurance forms
  • Confirmation of your student status to external agencies (e.g. bank, student association)

The online Verification of Enrolment form replaces the post-secondary section of all agency forms (if applicable). We have recently updated the online VoE to include a signature and seal making it more widely accepted. Simply attach the Verification of Enrolment printout to the agency form and return it to the agency requesting verification of enrolment information.

Note: This online Verification of Enrolment form is not required for government student financial aid (e.g. OSAP, Canada Student Loans, provincial student loan programs, US Loans). In most cases, confirmation of enrolment is completed through online portals by the University on the student’s behalf.

For further information, please contact forms.requests@queensu.ca

Please follow these steps to access Verification of Enrolment forms:

  1. Log into SOLUS Student Centre
  2. Select the Academic Records tile
  3. Select the Verification of Enrollment navigation
  4. Select the applicable year
  5. Select the Retrieve button (see note below)
  6. When finished, select SOLUS Student Centre to return to the main page

 Note: The Verification of Enrolment report will appear in a new window so ensure that you do not have pop-ups blocked.

Tax Forms

Canada Revenue Agency (CRA) requires students’ Social Insurance Number (SIN) to appear on T2202 and T4A tax documents. If you have not provided your SIN to Queen’s, you will be prompted to input it via the Tasks tile in SOLUS.


Non-Canadian citizens will only be issued a SIN if they seek employment in Canada. If you are granted a scholarship, bursary, or award and do not have a SIN please visit the Service Canada website for information on how to apply for a SIN.

Canada Revenue Agency (CRA) regulations require the university to issue T4A slips for all scholarships, bursaries, and awards disbursed to students in a given calendar year. 

**The process for accessing your T4A has changed for the 2025 tax year**

How to Get Your T4A

  1. T4A documents will be released for the prior calendar year on or before February 28
  2. On the main page of SOLUS select the Financial Account tile.  On the left sidebar select T4A Tax Forms
  3. Select your requested year and click Retrieve. SOLUS will then prepare your T4A and it will appear in a pop-up

Please note:

Please ensure that your browser allows pop-ups. If your web browser is set to block pop-ups, your T4A will NOT produce.

To access T4A slips for 2024 or earlier, please log into your CRA account.
 

Tuition Support Plan

T4As for dependent children, spouses, or partners of Queen’s employees participating in the Tuition Support Plan will continue to be mailed separately. For questions relating to the payments, please contact hrbenefit@queensu.ca. If you require a copy of your T4A, you can either access your CRA account or contact banking@queensu.ca.

Canada Revenue Agency (CRA) regulations require the university to issue T2202 slips for students who have paid more than $100 in eligible tuition and fees for the applicable calendar year.
 

How to Get Your T2202 

  1. T2202 documents will be released for the prior calendar year on or before February 28
  2. On the main page of SOLUS select the Financial Account tile.  On the left sidebar select T2202A Tax Forms. 
  3. Select your requested year and click Retrieve. SOLUS will then prepare your T2202 and it will appear in a pop-up


Please note:

Please ensure that your browser allows pop-ups. If your web browser is set to block pop-ups, your T2202 will NOT produce.

If you have paid your tuition late, and after the T2202 has been issued for the prior calendar year, it is the responsibility of the student to request an amended T2202. Please complete the request form found at the link below and submit this via email to solus@queensu.ca

Request for Revised T2202 (PDF, 3.1 MB)

Assistance with Your Claims

The Canada Revenue Agency (CRA) guidelines for claims made by students can be obtained directly from the Agency's website.

For more information, see Canada Revenue Agency publication P105 entitled "Students and Income Tax,” and refer to the Canada Revenue Website Line 323 for further information on your tuition tax credits.

 

Document Request Form

For those who have a specific form to be completed or require a letter from us, we will be adjusting our services to online and secure PDF email delivery. Our commitment to provide support to you remains during this time and our core operations will continue.

Step 1

Please complete the Document Request Form.  Complete and save to your desktop. If submitting from queensu.ca email, a signature is not required.

** Please use the Transcript Request Form for Transcript orders and the Diploma Replacement Form for ordering replacement diplomas **

Step 2

Attach your request form and document (if applicable) to your email. Please use your @queensu.ca email account. In your email subject line enter DOC REQ FORM. Forms can be sent to registrar@queensu.ca

Step 3

Once received we will complete your request and send the document via secure PDF as an email attachment as per your instructions on the Document Request Form.