Student AffairsThe 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.
- 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
(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.
- 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
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
If you're looking for a combined service charge/late fee appeal please fill out the form .
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
(PDF Version, 4.3 MB)
Check out more information about the Student Names Policy.
- 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.