Transcripts & Forms

• An official transcript is a complete Capilano University record of all credit programs and courses and the grades achieved.
• Official transcripts are issued by the Registrar's Office in a sealed envelope. 
• We do not email transcripts
• The cost of each copy of a transcript is $12.00. 
• Requests will be processed once all the required information and your payment has been received. All debts to the university must be cleared before a transcript will be issued.
• The transcript will be mailed to the address that you provide via regular mail. Standard Canada Post mailing timelines apply.

Current Students

Current students must request their official transcripts via the online Student Information Web Service at myCap. Log in, go to the Student Records menu and choose Request Printed, Official Transcript. Complete and submit all required fields.

• Transcripts requested online are usually processed and mailed out on the same day they are requested, and no later than one business day, Monday to Friday (excluding statutory holidays).
• Please note that there is no option to pick-up transcripts that are ordered online. You must provide a mailing address to which we can mail the transcripts.
• If you wish to pick up an official transcript at our office, you can order it in person during normal business hours; it can be processed and given to you at the time of the request.

Past Students (Alumni)

Former students can request their official transcripts via the online Student Information Web Service at myCap. Log in, go to the Student Records menu and choose Request Printed, Official Transcript. Complete and submit all required fields.

If you no longer have access to log into the Student Information Web Service, you can print and complete an Official Transcript Request Form and submit it via email to registration@capilanou.ca. 

• Transcripts requested online are usually processed and mailed out on the same day they are requested, and no later than one business day.
• Transcripts ordered via the Official Transcript Request Form submitted to registration@capilanou.ca are processed within one business day.
• Please note that there is no option to pick-up transcripts that are ordered online. You must provide a mailing address to which we can mail the transcripts.
• If you wish to pick up an official transcript at our office, you can order it in person during normal business hours; it can be processed and given to you at the time of the request.

Types of Transcript requests:

When submitting a request for Official Transcripts, there are different service options available. Please review the options below to ensure you are requesting the correct service for your needs. If neither of these choices is selected, the transcript request will be filled immediately.

Grad: To be eligible for this service, you must apply and be eligible for graduation. Transcript requests will be held until you have been advised that you are eligible to graduate and graduation comments have been entered.

End-of-Term Transcript: Transcript requests will be held until the end of the current term when all the grades are submitted. Below are the general guidelines for when an "End-of-Term" transcript will be released:

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

For a complete list of end-of-term processing (grading) dates and convocation dates, please see Dates and Schedules.

Enrolment Verification letters may be accessed free of charge via your student account. Log into the Student Information Web Service via myCap and select Student Records > View or Print Enrolment Verification to view or print your letter. For help with accessing the letter, see our Online Enrolment Verification Tutorial.

Students in ABE programs who require an Enrolment Verification letter should use a Letter or Form Request Form (located on Transcripts and Forms) and indicate under “Other” letter in the description of requirements that they require an “ABE Enrolment Verification.” This letter needs to be submitted to the Registrar’s Office. There is no charge for this letter.

For confirmation of enrolments for government assistance programs (e.g. student loans), please contact Financial Aid & Awards.

• Request for Course Outline Form

Information about Requesting Course Outlines

• Course outlines are issued by the Registrar's Office, only on the signed, written request of the student and are mailed directly to the institution, agency, or student.
• Course outline requests can be made by mail, by fax, or in person at the Registrar's Office and are processed in the order in which the requests are received.
• Normal processing time for course outlines is seven (7) working days; however, the time to process your request may increase during peak periods.
• The cost of each course outline is $5.00.
• A course outline will not be issued if any University account is outstanding. The applicant must clear all debts before a course outline will be issued.

Ordering Course Outlines

By Mail

Requests submitted by mail should be sent to Capilano University, Registrar's Office, 2055 Purcell Way, North Vancouver, BC, Canada, V7J 3H5. Requests will be processed once all the required information and your payment has been received.

By Fax

Requests submitted by fax should be faxed to 604.984.1798. Requests will be processed once all the required information and your payment has been received.

In Person

To request a course outline in person, please bring your student ID card or picture ID to the Registrar's Office. You will be asked to complete a Request for Course Outline form and submit payment for your request. The Cashier's Office accepts payment by Visa, MasterCard, American Express, cheque, cash, money order, or debit card. Please make sure that you have the complete address information for the institution, agency, or place to which the course outlines are to be mailed.

• Application for Extenuating Withdrawal

Withdrawal from courses after the end of the withdrawal period is only granted for extenuating circumstances, which are often related to a medical situation. Information about the documentation required for such withdrawal is available from the Registrar's Office.

Please note:

1. Applications for extenuating withdrawals must be submitted within twelve (12) months of the start of the course(s) you are applying for.
2. Students are encouraged to consult with their instructors to identify alternatives for successful completion of their courses prior to applying for an extenuating withdrawal.
3. If able, students should continue to attend classes and complete course requirements while their application is being reviewed.
4. Students who are receiving financial aid in the form of a loan, scholarship, award, or bursary should contact Financial Aid and Awards to determine if their current or future financial aid will be impacted.

To submit an application for Extenuating Withdrawal

• Download and complete the Application for an Extenuating Withdrawal
• Submit the completed application (which includes a personal statement) with supporting documentation to the Registrar’s Office care of the Assistant to the Registrar.

If you have questions about this application process please contact the Assistant to the Registrar at 604-990-7846 or at registrarassistant@capilanou.ca

Request for Letter of Permission Form

• Letters of permission are processed by the Registrar's Office only on the signed, written request of the student.
• The form can be submitted via mail, fax or in person at the Registrar's Office.
• Normal processing is seven (7) business days for courses listed in the BC Transfer Guide; for courses not listed in the BC Transfer Guide, processing time could be up to six (6) weeks.
• Rush requests are not accepted for this letter.
• Requests will not be processed if the student account with the University is outstanding.
• The processing fee for this request is $20.00.

For more information about Letter of Permission, please visit Transfer Credit.

• Letters or Forms Request Form (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 form 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 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 Form 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.

• Release of Information Form (PDF)

If you wish to release any information about your student record or items such as transcripts, letters or forms to a third party, you will need to complete the Release of Information Form above and submit it to the Registrar's Office.

• Application for Replacement Credential

To order a replacement credential, please submit the form above and payment to the Registrar's Office.

• Required to Withdraw Appeal Form

If you have been Required to Withdraw (RTW), you may appeal to return to the university before one academic term is completed. To do so, you will need to complete the Required to Withdraw Appeal Form above and submit it to the Registrar's Office for review by the Registrar. If you have questions about this form or about returning to the university in general, you should call 604.984.4900 to speak with an advisor or email Advising at advising@capilanou.ca.

• Request for Transfer Credit Form

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