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Graduate Advising or Registration Assistance


HELP US HELP YOU BETTER  - How to get help

Updated: 01/16/2024

Dear Graduate Students,

Welcome back and for some of you, welcome to BCEE!

As of the first day back to classes (Jan. 15th) until the DNE deadline (Jan. 29th), we experience a higher than usual volume of assistance requests, including those that had been put in by students over the summer. Rest assured that you will be answered in the order that your request was received.

 AT THIS TIME: Please allow up to 5-business days for a ticket reply - but it is usually much faster than that!


-Do not fill out the form (see link below) multiple times or email staff directly as it will only delay your request (you will be redirected to fill it).

-DNE Deadline is January 29th, 2024.  Please note that any form filled out AFTER 5pm on Friday, January 26th 2024 CANNOT be guaranteed a reply on time for the DNE deadline. This does not mean not to put in a request for help after that DATE; it just means that we will try our best to serve everyone by then, but cannot promise to be able to serve everyone if all come in last minute.

For any questions, you may email the reception at

BCEE Administration

NOTE: All registration opening dates can be found here.


-Any financial question relating to your student account or financial block. For this, you must email and visit and/or visit: 

-Any scholarship and bursary question. 

-Any immigration question (study permit, etc).

Fill in a written request form which you have to do for all requests anyway, but with the goal of having us respond to you in writing (a response usually takes about 5 business days). You may get a faster reply than that, depending on volume and your question.

*Every Monday (and some Fridays, depending on the period of the year), for one hour from 11:00am to 12:00pm.

These may be very busy and are very limited in space. The focus will be on providing advising help outside of what you can self-serve and will be of about 10 minutes per student. Students will be seen one at a time, which means that when you click on the link, you will be put in the waiting room. You will be seen on a 1st come, 1st served basis. If there is too much traffic, it is possible that we are not able to see everyone, in that case, you will continue being answered by your regular ticket, if you filled out one (which we recommend).

To attend, first enter your information here. You will then receive a confirmation email containing information about joining the meeting.


Ms. Jenny's office hours are usually Wednesdays, between 9:30-11:30. (*Subject to small changes depending on vacation times. We recommend always calling Ms. Elena at reception prior to you coming onsite at (514) 848-2424 ext. 3200, to make sure that she is here that day.

**Please always give your name at reception 1st upon arrival. We will let you know when she is ready for you.**

We will triage & give priority to cases that need special attention.

Note that places are limited and that we do not reserve time-slots in advance (drop-in only). 


Roadmap for different situations you may encounter:

A- I am a graduate student in my 1st term

Welcome to BCEE! A short overview of what to expect during your degree if you have particular questions related to your personal circumstances, not already adressed at orientation. (we call this '"advising")

For all graduate student help: open a ticket.

B- Registration

**Note that most students act fast and self-serve for registration. (Instructions can be found here)

...I still need help!

I know which classes I want to take, but the system won't let me register myself, I get a system block and it asks me to come in person to the Department. (we call this "assistance") or I don't know which classes to take and need guidance to pick a sequence (we call this '"advising"): open a ticket by clicking here

(Beware, if the block is due to a balance on your student account, you must first settle this block direcly at the Birks Student Service Center and allow for about 48hours for it the block to be cleared once your balance is at zero or after an alternative arrangement has been made)

C- I am a thesis student with thesis submission questions

Please refer to this handbook and this overview as they contains a lot of relevant information for you.

Thesis submission steps can be found here.

AFTER you have sent your thesis to your supervisor, in order to quickly verify that all is in order: Open a ticket by clicking here.

D- I am a graduate student who requires help with a particular student request (see list below)

*Please click on the relevant link and carefully READ the steps to take PRIOR to opening this ticket. ONLY open it when it says that you are at the stage of meeting with Ms. Jenny (or GPD)

CAQ letters‑renewal

Change of option  

Change in status  

Course exemption  

Course substitution  

In‑progress extension  

Late academic course withdrawal (DISC)  

Late did not enter (DNE)

Leave of absence  

Late registration  


Re‑instatement into program

Time limit extension  

Transfer credits  

Waiving a course requirement  

Withdrawal from program

I HAVE READ THE DOCUMENTATION AND I AM READY to open the ticket. Click here.

E- I received an email from the School of Graduate Study (SGS) stating that I am in "Failed Standing"

We understand that this is a stressful situation. We can help explain in person the next steps (but they can also be found here by searching the keywords: "F rule", "C rule", "AGPA" and "GPA rules").

All graduate student help: open a ticket.

 F- I have question not covered by the above options and would like to sepak with someone 

Example: Transcript Error

All graduate student help: open a ticket.



-Any financial question relating to your student account. 

-Any scholarship and bursary question. 

-Any immigration question (study permit, etc).


If you send anyone an email, we will refer you back to the ticket link and your request will only be processed once the ticket is open. A ticket normally receives an answer within ten (10) business days.

If the advisor/assistants need clarifications on your request, they will email you. In order to help us serve you better, do not send multiple emails with the same question - this will not accelerate the process (in fact, it delays it).

Thanking you in advance for your cooperation.

BCEE Administration


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