Transcripts & Forms

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.

Note: Students cannot request and receive PDF copies of their transcripts; only hard copies are provided. PDF copies of transcripts can only be sent directly to institutions.

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:

1. Go to Student Records
2. Select Request Official Transcript
3. Complete and submit all required fields
   • Note:  If you look up and enter an external university code, do not alter or update the mailing address that is generated. If the address that is populated does not match the address you are looking to send your transcript to, go back and remove the institution code and enter the "Issue To" information and address manually.
4. Pay the transcript fee

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 registration@capilanou.ca.

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. Please visit the How to Pay website for more information.

Processing Instructions

When ordering an official transcript, you will need to choose when your transcript request will be released:

1. As Soon As Possible: Your transcript(s) will be printed as soon as we receive the request.
2. 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.
   These transcripts are generally released on the following schedule:
   • 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
3. 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.
   These transcripts are generally released on the following schedule:
   • 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:

1. Go to Student Services
2. Select Enrolment Verification
3. Choose the Term and Letter Type from the drop-downs

Adult Basic Education (ABE) students only

If you are a student in the 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 ABE Enrolment Verification.
2. Email your form to registration@capilanou.ca from your CapU email.

Verification for financial aid

If you need proof of enrolment for government assistance programs such as student loans, please contact Financial Aid & Awards.

Students who are planning to study at another institution must request a Letter of Permission before registering at that school.

Download and complete a Letter of Permission Request (pdf) and email it to transfercredit@capilanou.ca from your myCapU email. 

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.

Download and complete a Letter or Form Request (pdf) and email it to registration@capilanou.ca from your myCapU email.

Information about Letter or Form Requests

• Letters are provided in electronic (PDF) format only and will be emailed to your myCapU email account.
• Forms that are submitted for completion by the Registrar’s Office can be emailed to your CapU email account or be made available for pick up once completed. 
• Letter and form requests are processed by the Registrar's Office only on the signed, written request of the student. Third parties cannot submit a request on behalf of a student. 
• Requests are prepared in the order in which they are received and payment completed.
• 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. Rush options are not available. 
• There may be a charge associated with your request, as indicated on the request form.
• 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.

Note: Payment is required before your Letter or Form Request will be processed; after 30 days of non-payment any unpaid requests will be cancelled. Please visit the How to Pay website for more information.

Types of Letters and Forms

1. ABE Enrolment Verification: Letter to confirm enrolment in Adult Basic Education (ABE courses).
2. E.I. Funding Letter: Letter required or form to complete for Employment Insurance funding purposes.
3. Letter to Confirm Program Completion/Post-Graduate Work Permit: Letter required to confirm program completion (Bachelor's Degree, Associate Degree, Diploma). 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. Transcript is included.
   • Hold for Grades: Select this option if requests should remain pending until final grades are received for the current term and graduation assessment completed.
4. Letter for Temporary Resident Visa: Letter required to apply for US Visa or re-entry to Canada. Transcript is included.
5. Off-Campus Work Permit Confirmation of Enrolment: Letter required to confirm enrolment for an Off-Campus Work Permit.
6. Form Completion: 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.
7. Other letters required: must include description, criteria, or requirements.

Please note: Canadian government student loan forms and In-School Deferment (US Loans) forms are processed through Financial Aid & Awards.

With the suspension of program at Quest University, Capilano University is currently the issuer of Quest University Official Transcripts. Quest Alumni have access to their historical transcript by requesting a copy from the Registrar’s Office.

How to Order a Transcript

1. Download a copy of the Quest Official Transcript Request (pdf) form.
2. Complete all required fields and sign.
3. Email completed form to registration@capilanou.ca.

Please note:

• There is no charge for Quest transcripts.
• Academic information (courses, grades, etc.) on the student record cannot be changed.
• Capilano University only provides Quest Official Transcripts. For any questions regarding your Quest student record or to request other official documents, please email info@questu.ca.
• To update your legal name on your transcript, please include a copy of official name change documentation (certificate of name change, marriage/divorce certificate, etc.) with your Quest Official Transcript Request form submission.

Registration Form (pdf)

Some courses at CapU cannot be added, dropped, withdrawn from, or have sections changed through your myCapU Account.

These courses may include:

• Courses with non-standard study dates
• Adult Basic Education (ABE) courses
• English for Academic Purposes (EAP) courses
• Study Abroad courses
• Courses added after the add/drop deadline has ended (late fees may apply) 

Registration forms are also required if you wish to change your course to an Audit status.

Please follow the instructions below to complete the Registration Form (pdf).

Completed forms should be submitted to registration@capilanou.ca from your myCapU email. You can use one form for adding/dropping/withdrawing from multiple courses.

To add a course:

Adding a course requires the approval of the instructor.

1. Download a copy of the Registration Form (pdf)
2. Complete sections 1, 2, and 5 of the form
3. Submit the form to the instructor(s) for approval
4. Once course(s) have been approved for registration by the instructor(s), submit the form for processing

Forms submitted without instructor approval will not be processed.

To drop or withdraw from a course:

1. Download a copy of the Registration Form (pdf)
2. Complete sections 1, 3, and 5 of the form
3. Submit the form for processing

To audit a course:

Auditing a course requires the approval of the instructor.

1. Register for the course in your myCapU Account
2. Download a copy of the Registration Form (pdf)
3. Complete sections 1, 2, and 5 of the form
4. Submit the form to the instructor(s) for approval
5. Once course(s) have been approved for registration by the instructor(s), submit the form for processing

Forms submitted without instructor approval will not be processed.

To change a section:

Changing a section requires the approval of the instructor.

1. Register for the course in your myCapU Account
2. Download a copy of the Registration Form (pdf)
3. Complete sections 1, 4, and 5 of the form
4. Submit the form to the instructor(s) of the section you wish to change your registration to for approval
5. Once course(s) have been approved for registration by the instructor(s), submit the form for processing

Forms submitted without the instructor's approval will not be processed.

To order a replacement credential, download and complete an Replacement Credential (pdf) and email it to registration@capilanou.ca from your myCapU email. 

The cost is $35 and only one replacement credential may be ordered.

Note: Payment is required before your Credential will be processed; after 30 days of non-payment any unpaid requests will be cancelled. Please visit the How to Pay website for more information.

Study Permit Renewal Letter Request (pdf)

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).

Process:

• Download and complete a  Study Permit Renewal Letter Request (pdf)
• Email completed form to registration@capilanou.ca with subject line “Study Permit Renewal” from your myCapU email.
• Please attach a copy of your Letter of Acceptance (optional)

If eligibility is met, 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.

Processing times

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. 

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 complete and submit a Third Party Authorization (pdf) to registration@capilanou.ca from your CapU email.

Forms submitted by unverified email accounts or a third party will not be accepted.

Types of Authorization

1. Academic Record: Information about your academic record including biographical details, registration, grades, academic standing, schedule, and graduation
2. Admissions: Information related to your application for admission to CapU, including application content, status, documentation, and submitted transcripts.
3. Financial Aid & Awards: Information about your financial assistance and award status including student loans, bursaries, scholarships and awards. Academic record tuition and fees, and/or admission status may also be released if applicable.
4. Student Accounts: Information about Tuition and Non-Tuition Fees, Payment and Refund Details, and status of student account (including holds)
5. Document Pick Up: The release of documents related to your application, admission, registration, academic record, and financial aid & awards at CapU.

Documents must be ordered by the student before the third party picks it up. Documents cannot be ordered by the third party.

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