Forms and policies

The following policies, procedures and forms are specific to Continuing Education and Conservatory. For additional information, view Mount Royal University’s institutional policies and procedures, and student community standards.

 

 

Note: If you are a Massage Therapy, Personal Fitness Trainer, Funeral Service Education or Academic Upgrading student, you can register for courses and access all student information on MyMRU.

 

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List of forms

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Student profile

Legal name change

Your legal name is the name that appears on legal documents, such as your birth certificate or passport. Your legal name will appear on all official university documents, including the following:

• University transcripts
• Parchment documents
• Tax forms
• Financial aid and scholarship documents
• Confirmation of Registration

You must notify Mount Royal University if you have legally changed your name. We will update the name on your student record. You will be asked to provide documentation showing the name change (such as a marriage certificate or name change document), as well as a piece of government-issued photo identification with your new name on it (such as a driver's license or passport). Documentation must be photocopies of the original document. Documentation can be emailed, delivered in person or mailed. For more information, contact Continuing Education or the Conservatory.

 

Preferred name

A preferred name is a name by which you choose to identify yourself within the Mount Royal University community that differs from your official legal name. For example, a student who goes by the name of Robert may prefer to be called Bob. Your preferred first name may be used on all unofficial university documents, such as your campus card and student forms.

You can update your preferred name in your CE Student Portal:

1. Click Student home
2. Click My profile
3. Click Name and email
4. Change Preferred name

Your preferred first name may be up to 15 characters and is limited to alpha characters (A-Z and a-z), space or hyphen (-). Refrain from using the following in your preferred first name:

• Characters from multiple languages
• Titles of any kind (professional, religious, etc.)
• Offensive or suggestive words of any kind
• Pretending to be anyone else

You can also update your preferred name in-person, by telephone or by email. For more information, contact Continuing Education or the Conservatory. 

 

Mailing address, telephone number and email address

Ensure that your address, telephone number and email we have on file for you is current. You can update this information now in your CE Student Portal:

1. Click Student home
2. Click My profile
3. Click Name and email OR Address and telephone

You can also update this information by email. For more information, contact Continuing Education or the Conservatory.

To protect the integrity of your student record, your personal information will be verified before making any changes. The following information will be required to verify your identity:

• Full legal name or any former name(s)
• MRU student ID number (if known)
• Former address
• New address (including the effective change date)
• Date of birth
• Telephone number

Note: Photo identification is required for in-person changes (driver's license or your Mount Royal University OneCard).

 

Communications

MRU uses your mtroyal.ca email for all correspondence between you and your instructor, classmates, and program staff. To ensure you are receiving all correspondence, please check your MRU email account regularly and do not delete your mtroyal.ca email from your student account.

 

Tuition and Enrolment Certificate (T2202 tax forms)

Courses taken at a post-secondary institution may be eligible for a tax credit. T2202 tax forms are available at the end of February each year for the previous year. 

For the 2022 Tax Year, if you have paid for Continuing Education or Conservatory courses before and after October 24, 2022, you may need to print two T2202 tax forms, one from MyMRU and one from the CE Student Portal. All tax forms from previous years are available through MyMRU.

For Continuing Education and Conservatory courses paid for prior to October 24, 2022, T2202 tax forms are available on MyMRU.

1. Log in to MyMRU
2. Click on the ContEd & Conservatory tab
3. In the Personal Information box, select Slips for Income Tax Return and log in to the Self-Service Banner
4. Select Student Services, then Tax Forms
5. Click on the T2202 Tax Form link
6. Select the tax year in the drop-down menu and select to either review online or print to PDF
7. Click the Submit button
8. View or Print your form

For inquiries regarding your tax credit form, contact studentfees@mtroyal.ca.

For Continuing Education and Conservatory courses paid for on or after October 24, 2022, T2202 tax forms are available on the CE Student Portal.

1. Log in to the CE Student Portal
2. Select Tax forms
3. Choose the applicable tax year from the Select Tax Year dropdown menu.
4. Select Print Tax Form

Refer to the Canada Revenue Agency to determine eligibility when preparing your annual income tax returns.

Note: T2202 tax forms will not print if you do not have a social insurance number on your record here at MRU. You can add your social insurance number now in your student portal by selecting Student Profile and then Social Insurance Number on the left-hand side of the screen.

If you have any questions, please contact us at ceregservices@mtroyal.ca. 

 

Your MyMRU account

You can use your MyMRU account to request official transcripts, print your T2202 tax forms (for courses paid for prior to October 24, 2022) and receive mtroyal.ca email. Learn more about activating and logging into MyMRU.

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Applications for Admission

Academy Program for Young Artists and Advanced Performance Program Application

The Academy Program for Young Artists and Advanced Performance Programs are audition-based programs. To start the audition process, please fill out the application form and our program team will be in touch with your audition date and time. New students are placed in the programs based on the results of their audition, while those already in the program are required to re-audition and complete the form yearly to maintain or improve their standing. Visit the Academy Program page or Advanced Performance Program page for more information including complete audition requirements, tuition and key dates.

 

Education Assistant Extension Certificate Program Application

In order to register in the Education Assistant Extension Certificate program you must first submit an application for admission, along with supporting documentation, and be accepted into the program. Enrolment is limited.

You can apply online or by completing the PDF version of the application for admission form.

It is recommended to apply during the early admission period. Applicants who apply for early admission will be considered within 4-6 weeks of their date of application. Applications may be accepted after the early admission period pending space availability.

 

For courses starting in September:

 

For courses starting in January:

You can submit an application for admission through email to ceregservices@mtroyal.ca or online in your CE Student Portal:

1. Click Student home
2. Click My profile
3. Click My applications

Please note, there is a $100 non-refundable application fee.

*Please do not send credit card information by email. Continuing Education Registration will contact you for payment of the application fee. The application fee must be paid before the application is submitted.

 

Confirmation of Acceptance and Tuition Deposit

If you are admitted to the Education Assistant Extension Certificate, you are required to confirm your offer of admission by submitting the Confirmation of Acceptance and Tuition Deposit form and paying the $150 non-refundable tuition deposit within ten (10) business days. The tuition deposit is credited to your student account and is applied towards your tuition. Failure to pay the tuition deposit within 10 business days will result in your offer of admission being cancelled.

If you cancel your admission or course registration you will forfeit the $150 non-refundable tuition deposit.

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Registration and refunds – Continuing Education

 

Register for a course

Registration opens on the following days:

• Fall semester: The second Monday in June.
• Winter semester: The second Monday in November or the second Tuesday in November if Remembrance Day falls on a long weekend.
• Spring/Summer semester: The second Monday in March.

You can register for a course or program online through your CE Student Portal. 

 

Payment options

Normally, fees must be paid in full when you register for your course or program. Fees do not include course materials, unless otherwise indicated. GST will be added to course fees where applicable. Payment options are as follows:

• Credit card: Visa or MasterCard
• Debit card: In person only
• Third-party billing sponsorship: If your registration is being paid for by a third party (e.g., employer), complete and submit the Third Party Billing Sponsorship Contract. Follow these instructions.
• Scholarships or awards: Continuing Education has business, industry and community partners that offer scholarships and awards to continuing education students. Further information can be found at Continuing Education Scholarships and Awards. You are responsible for paying any outstanding balances associated with your account that are not covered by student funding. 

Continuing Education uses Moneris, an independent third-party service provider, to process online payment transactions. A non-refundable convenience fee of 2.5% (service fee) is charged on all online payment transactions. Students are responsible for reviewing Moneris’ Terms of Service, Privacy Policy, security standards and any other binding legal notices posted on their website. Any disputes arising from the use of their services must be resolved directly with Moneris.

 

Confirmation of registration

Upon completion of registration, a Confirmation of Registration will be emailed to your preferred email along with a receipt. Refer to your Confirmation of Registration for specific course information.

 

Confirmation letters

Students may request the following types of confirmation letters:

• Confirmation of Course Completion
• Confirmation of Enrolment
• Confirmation of Program Completion

To request a confirmation letter, email ceregservices@mtroyal.ca. Please include the following information in your request:

• Your full legal name
• Student ID number (if known)
• Date of birth
• Name of course or program
• Semester you are registered in or you completed the course.

 

Prerequisites

A prerequisite is a requirement for prior learning that you must meet before registering in specific courses. Course prerequisites are listed with the course description on the program website. For more information email ceregservices@mtroyal.ca.   

 

Course transfer

You can request to transfer from one course to another available course if the request to transfer is received at least four (4) full days prior to the start date of the course in which you are registered. If you do not request to transfer before this deadline, you are liable for the entire tuition fee, or may opt to remain in the original course.

You can transfer from one course to another online through your CE Student Portal. Requests to be transferred can also be emailed to ceregservices@mtroyal.ca. The request must include the following information:

• MRU student identification number
• Full legal name
• Course section number
• Course name
• Course start and end dates

 

Waitlist for a course

If the course you want to register for is full, you can add yourself to the course waitlist online in your CE Student Portal. We will notify you through email to your preferred email account when a spot becomes available. You will have a period of 12 hours to register for the course. After that time, you will be moved to the bottom of the waitlist and the next student on the waitlist will be notified of course availability.

 

Audit a course

If you want to attend a continuing education course but not receive official grades, you must seek written permission to audit the course from the appropriate Program Coordinator, no later than one week prior to the course start date. Contact Continuing Education to speak to your Program Coordinator. Such permission is given at the discretion of the Program Coordinator, pending space availability. You may only audit courses that are part of an Extension Certificate or an externally graded professional designation.

If you are auditing a course, you may not submit assignments or complete examinations for grading. Once granted permission to audit, you may not change to graded status. You may, in succeeding semesters, register in any graded course which you have previously audited. Full course fees, payment deadlines and course withdrawal policies apply to audited courses.

Complete the Permission to Audit form to seek permission to audit a course.

 

Course Drop Deadline

You must drop a course before the course start date. A refund may be provided depending on the timeline of the drop request (see Course Refund Deadline). Dropped courses do not appear on your transcript and no grade is received. 

You can drop a course online in your CE Student Portal. Requests to be dropped from a course can also be emailed to ceregservices@mtroyal.ca. The request must include the following information:

• MRU student identification number (if known)
• Full legal name
• Date of birth
• Course section number
• Course name
• Course start and end dates

 

Course Withdrawal Deadline

You can withdraw from a course between the start and end date of the course. Under no circumstances will a refund be provided for a withdrawal. Course withdrawals are noted on your transcript with a W grade. Students who stop attending classes and do not follow the official withdrawal procedure will receive a failing grade. Before you withdraw, it is recommended that you do the following:

• Talk to your instructor; and
• Contact your learner engagement advisor to see how withdrawing will affect your program completion.

To request a withdrawal from a course email ceregservices@mtroyal.ca. The request must include the following information:

• MRU student identification number (if known)
• Full legal name
• Date of birth
• Course section number
• Course name
• Course start and end dates

 

Course Refund Deadline

With the exception of *admitted programs, you must drop a course no later than four (4) calendar days before the course start date to receive a tuition refund, less an administration fee of 10% (up to a maximum of $50). 

If you are in an *admitted program, you must drop a course no later than ten (10) calendar days before the course start date to receive a tuition refund, less an administration fee of 10% (up to a maximum of $50). 

Refunds for dropped courses will be applied to the credit or debit card used at the time of purchase. Students who receive course refunds will be dropped from the course and no grade will appear on your transcript. 

*Admitted programs include Education Assistant and Employment Preparation.

 

Cancelled courses

All Continuing Education courses are subject to cancellation if there are insufficient registrations. We will make every effort to inform you of the cancellation prior to the start date of the course. If your course is cancelled, you may either transfer to another available course or receive a full refund.

Refunds for cancelled courses will be applied to the credit or debit card used at the time of purchase. Ensure your contact information is accurate on your CE Student Portal.

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Registration and refunds – Conservatory

 

Register for a course

Registration opens on the following days:

• Fall semester: general registration opens the fourth Monday in May (or Tuesday if the Monday falls on Victoria Day).

• Winter semester: general registration opens the first Monday in December.

• Summer semester: general registration opens the second Monday in March (classes/lessons may be added to the summer schedule following this date).

You can register for a course or program online through your CE Student Portal.

 

Academy Program for Young Artists and Advanced Performance Program

New and returning students are required to audition yearly prior to registering. Visit the Academy Program page or Advanced Performance Program page for more information on key dates and deadlines for registration, tuition and funding support.

 

Private lessons

Music, speech arts and voice lessons are available for all ages and levels of experience. If you are a new student, please complete the Private Lessons Request Form and we will contact you using the email address provided to match you with an instructor.

If you have already taken private lessons previously at Mount Royal and want to register for another term with the same instructor, you can do so online through your CE Student Portal.

For more information, contact the Conservatory.

 

Payment options

Fees for all Conservatory credit-free courses are charged per semester, payable in full or by choosing an instalment plan (if applicable) at the time of registration. The Conservatory accepts VISA and MasterCard for payment, as well as debit card. Registration will not be permitted when previous fees are outstanding.

Continuing Education uses Moneris, an independent third-party service provider, to process online payment transactions. A non-refundable convenience fee of 2.5% (service fee) is charged on all online payment transactions. Students are responsible for reviewing Moneris’ Terms of Service, Privacy Policy, security standards and any other binding legal notices posted on their website. Any disputes arising from the use of their services must be resolved directly with Moneris.

 

Payment instalment plan

Instalment plans are available for the fall and winter semesters for any students registering in private and group classes. A 20% payment is required at the time of registration. The remaining balance will be paid over monthly instalments beginning on the first month in which the course starts (Sept. 15, Oct. 15, Nov. 15, Dec. 15).

When using the instalment option, a $25 surcharge per semester is required at the time of registration.

Tuition fees for choirs, orchestras, and Academy and Advanced Performance Programs are due in the fall. The applicable Mount Royal Choral Association (MRCA) fee for choirs is charged at the time of registration. These fees are collected on behalf of the MRCA.

For more information on instalment plans, contact the Conservatory.

 

Financial assistance

Financial assistance is available for many Conservatory programs for students showing merit and/or financial need. Check with your instructor or program coordinator to see if you are eligible for financial aid before submitting a Scholarship and Bursary Application Form.

 

Cancelled lessons and group classes

If an instructor cancels any lessons or classes, the instructor is required to make up those lessons or classes.

If a student cancels a private lesson with reasonable notice, the instructor may wish to arrange a makeup lesson, pending the instructor's schedule and the availability of studio space. If the instructor's schedule does not permit the rescheduling of a lesson, or if insufficient notice of cancellation is given by the student, the instructor is under no obligation to make up the lesson.

Lengthy absences for medical reasons will be considered for refund upon receipt of a written request with a doctor's certificate.

 

Withdrawal and refunds from group classes and lessons:

Group classes

Group classes have a NO REFUND policy. You can withdraw from your courses online in your CE Student Portal.

Mount Royal University reserves the right to cancel, postpone or combine classes and to limit registration or change instructors. Should insufficient registration cause the cancellation of a class, fees will be refunded or the student may transfer to another course if room is available.

Private lessons

If a student formally withdraws from private lessons before the fourth scheduled lesson, a tuition refund will be issued less a $50 processing fee and the cost of the four lessons.

Instructors may initiate withdrawals at any time with the program coordinators approval. In such cases, students will receive an appropriate refund.

You can withdraw from your courses online in your CE Student Portal.

Note: If you paid by credit card, the refund will be applied to the card that was used. If you paid by any other method, a refund will be issued to a credit or debit card of your choosing. You can email questions to conservatory@mtroyal.ca.

 

Confirmation of registration

Upon completion of registration, a Confirmation of Registration will be emailed to your preferred email along with a receipt. Refer to your Confirmation of Registration for specific course information.

 

Confirmation letters

Students may request the following types of confirmation letters:

• Confirmation of Course Completion
• Confirmation of Enrolment
• Confirmation of Program Completion

To request a confirmation letter, email conservatory@mtroyal.ca. Please include the following information in your request:

• Your first and last legal names or if you're a parent then your child's first and last legal name.
• Student ID number (if known)
• Date of birth
• Name of course or program
• Semester you are registered in or you completed the course.

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Grades and transcripts

Grades

Final grades can be viewed in your CE Student Portal:

1. Click on Student home
2. Click on My enrolment history

 

Grade changes

Students requesting a grade should speak with their instructor directly. Only instructors can complete and submit a grade change. If the student is unable to resolve the matter with their instructor then they can contact the applicable program coordinator.

 

Final grade appeals

For information on the final grade appeals policy and procedure, please refer to the MRU Final Grade Appeals Policy and the Continuing Education Final Grade Appeal Procedures.

• Final Grade Review form
• Final Grade Appeal form

 

Prior Learning Assessment and Recognition

Prior Learning Assessment and Recognition (PLAR) is a method of recognizing and accrediting the demonstrated knowledge that has resulted from prior work, academic experiences and life experiences.

For more information on the PLAR process for Continuing Education Conservatory programming, see the Continuing Education Prior Learning and Recognition Application form (PDF).

For more information on the PLAR process for Conservatory programming, see the Conservatory Prior Learning and Recognition Application form (PDF).

 

Unofficial transcript

Unofficial transcripts can be viewed and printed in the CE Student Portal:

1. Click on Student home
2. Click on My enrolment history

 

Official transcript

Your official academic transcript is the permanent record that Mount Royal University retains. It shows your academic history and contains the following:

• Full legal name
• MRU student identification number
• Date of birth (day and month only)
• Course level (credit, Continuing Education, or Conservatory)
• Date issued
• All Continuing Education and Conservatory courses attempted, completed, or in-progress at Mount Royal University and the awarded grades
• Transfer equivalencies awarded by Mount Royal University (if you took courses at other post-secondary institutions or were granted prior learning equivalency)

An official transcript is only considered official if it is sent directly by Mount Royal University to another institution in a sealed envelope.

Official transcripts can be requested online or by email. The cost of each transcript is $20. An additional $5 charge will be applied if your transcript must be faxed. A faxed transcript is not considered official.

Note: If you have taken credit courses at Mount Royal University, a separate transcript must be requested.

 

How to order an Official Transcript

Continuing Education and Conservatory Transcript Legend.

 

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Release of information

Mount Royal University is not able to share personal records with anyone other than the student themselves. To protect Mount Royal University students' personal records and information, our staff and instructors are required to follow the Freedom of Information and Protection of Privacy (FOIP) Act.

Mount Royal University staff cannot release the following information:

• Application or admission status
• Transcripts, grades, or records
• Personal contact information
• Course selection or schedule
• Amount of fees owing

The best way to find out about a learner’s academic success at Mount Royal University is to discuss their academic status directly with them. If they would like you to have access to their student records, the student may complete and sign the Release of Information (PDF) form.

 

Freedom of Information and Protection of Privacy Act

The personal information you provide to Mount Royal University is collected under the authority of the Post-Secondary Learning Act and the Freedom of Information and Protection of Privacy Act in the Province of Alberta [(sections 33(a) and (c)]. This information will be used for academic administration, the administration of Mount Royal University support services, scholarship and financial aid awards, recruitment activities and in compliance with data sharing agreements. Financial information is used solely for the purpose of processing payments. Non-financial information may also be shared with other parents or students, and with associations affiliated with the University, for the purposes of the educational program, and for the public performances of you or your child. Your personal information is protected and can be reviewed upon request. Further information is available at mru.ca/FOIP. Questions can also be directed to the MRU FOIP Office at 4825 Mount Royal Gate SW, Calgary, AB, T3E 6K6, by phone at 403.440.7288, or through email at foip@mtroyal.ca.

 

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Graduation and replacement parchments

Application to graduate

Upon completing all the requirements for your program, fill out and submit a Graduation and Parchment Request form. Your academic record will be verified to ensure all requirements have been met. Upon verification, your parchment will be mailed to the address noted on the application to graduate form. Allow 6-8 weeks for processing. Please email ceregservices@mtroyal.ca or conservatory@mtroyal.ca if you have any questions. 

 

Replacement Parchments

To request a replacement parchment, fill out and submit a Graduation and Parchment Request form. Your parchment will be mailed to the address noted on the form. Allow 6-8 weeks for processing. Please email ceregservices@mtroyal.ca or conservatory@mtroyal.ca if you have any questions. 

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Institutional policies

View a list of all Mount Royal University policies.

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