How to Submit Documents

For an application using official documents

Use this process if you can easily and inexpensively obtain official documents, and you have sufficient time before an application deadline to wait for paper-based documents to arrive at the Faculty of Graduate Studies and Research.

Some programs require a World Education Services (WES) ICAP course-by-course evaluation. Please see the Application Requirements for more information. Follow the instructions for how to submit WES evaluation of transcripts and degree certificates. You are required to add the University of Regina – Faculty of Graduate Studies and Research as a recipient of your evaluation. The University will receive a digital copy directly from WES.

A WES evaluation is strongly recommended for all international credentials.

You may also instruct all post-secondary institutions to send official transcripts and endorsed copies of degree certificates directly to the Faculty of Graduate Studies and Research. (This option is not available for programs that require WES evaluation.) Please note that we are allowing official documents to be received from a verifiable institutional email address at this time. If you would like to use this method to provide your official documents, please instruct your institution to email the documents to GradDocs@uregina.ca.

Instruct all testing institutions (English Proficiency, GRE, GMAT, etc.) to release your official results directly to the Faculty of Graduate Studies and Research. Unofficial tests must be verified before they will be accepted. Our TOEFL institution code is 0830.

Instruct referees to use their personal, institution/professional email to send the letter of recommendation form. If they only have a generic email account (yahoo, gmail, etc.), they must send a signed letter of recommendation on institutional/company letter head. The form must be sent to the University with the referee’s signature across the seal of the envelope.

You can also gather all official, properly sealed documents from the various institutions/referees and place the sealed envelopes in one big envelope to send all at once. As long as all original envelopes remain properly sealed this is acceptable.

Where to Submit Official Documents:

Faculty of Graduate Studies and Research
University of Regina
3737 Wascana Parkway
Regina, SK S4S 0A2
Canada

Note: Documents sent just to the “University of Regina,” or to “Admissions,” “Registrar,” “International Admissions,” or academic departments will NOT be immediately directed to the Faculty of Graduate Studies and Research. This may result in processing delays, possibly missed deadlines or lost documents. All documents submitted to the University of Regina become the property of the University and will not be returned to the applicant. Documents will not be released or copied. If your original documents are irreplaceable, DO NOT mail them. Provide copies endorsed and sealed by the issuing institution.

For an application using unofficial documents:

Use this alternative process if official documents are very expensive or difficult to obtain, or if a University of Regina application deadline is too close to risk waiting for paper-based documents via mail or courier. This option is not available for programs that require a WES evaluation.

Attach your documents to the online application. Please note that the transcripts and degree certificates submitted this way are considered unofficial, and are for review purpose only. If you are offered admission, it will be conditional and you will not be eligible to register until all conditions are met.

In some immigration offices, Immigration, Refugees and Citizenship Canada (IRCC) might not issue a visa on a conditional letter. Therefore, ensure that you meet the conditions as soon as you can.

Note: You will only be able to register after you have met all conditions outlined in your letter of conditional acceptance. Once you have met all conditions the Faculty of Graduate Studies and Research will send you an unconditional letter. Do not assume you have met the conditions unless you receive an official, unconditional admission letter from our office. 

Transcripts from Canada

For Canadian transcripts, an official transcript must be sent directly to the Faculty of Graduate Studies and Research, University of Regina from all post-secondary institutions you have previously attended. This includes any institution from which you have received transfer credits. Submission of University of Regina transcripts is not necessary.

Transcripts and Degree Certificates from outside Canada

Transcripts from all post-secondary institutions you have attended are required, whether a degree was awarded or not.  This includes any institution from which you have received transfer credits.

If you do not go through WES, all transcripts and degree certificates must be received by the Faculty of Graduate Studies and Research directly from the institution in sealed envelopes, and endorsed by the institution with signature or seal over the closure. In some cases, we can accept emailed official transcripts received to graddocs@uregina.ca directly from the previous institution's registrar’s office where the email address can be verified through the institutions website. Certified photocopies are acceptable if endorsed by the issuing university and sent in a sealed, endorsed envelope as described above. (This option is not available for programs that require WES.)

If your transcript does not indicate that the degree was awarded, ensure your university includes an endorsed copy of your degree certificate along with the transcript. The transcript indicates a degree is awarded when it clearly contains the name of the degree awarded (eg: Bachelor of Arts) and the full date of the award (eg: April 30, 2017). A date of passing an examination does not constitute clear indication that a degree has been awarded.

If your University regularly issues transcripts in a language other than English, please send all academic records in the original language, accompanied by certified English translations. Remember, the issuing university must endorse and seal both the original language document and the translated document in order to be considered official. The seal of the envelope(s) require a signature or institutional stamp/seal. Only the issuing university can endorse the translation; the translator or notary may not endorse the transcript.

Chinese Institutions

Degree certificates should indicate the date the degree was awarded according to the People’s Republic of China regulations.

Indian Institutions

For documents from Indian institutions, please send statements of marks for all years and a degree certificate. Official provisional certificates are acceptable for applicants who have graduated within the last three years who are unable to obtain a degree certificate. Please note:

• Marks sheets and degrees must be received directly from the university or institution that issues the degree and not from an affiliated college.
• We do not require consolidated or American-style mark sheets/transcripts.
• In some cases, we may need a complete record of your educational history including your secondary school exam results. We will request the additional documents from you, if needed.
  

The WES ICAP course-by-course evaluation report is strongly recommended for international credentials and is required for the program areas below for all international credentials (except for applicants who attended US institutions or Iranian publicly funded government institutions):

Program areas where the WES ICAP course-by-course evaluation is required prior to application review:

• Computer Science
• Education
• Engineering and Applied Science
• Kenneth Levene Graduate School of Business

Courses in progress

When courses are in progress at the time the evaluation is completed, an updated WES ICAP course-by-course evaluation will be required in order to be eligible for an unconditional acceptance letter following application review. Please request your final official transcripts from all previous post-secondary institutions to be sent to WES once the conferral or withdrawal confirmation is recorded on the document.

If you have courses in progress, or incomplete degrees, please wait until they are completed before ordering official transcripts. Do not send your official documents until all of your course work is complete and your degree is conferred. This direction does not apply to applicants applying to programs that require the WES evaluation.

If you have no courses in progress, or unconferred degrees, order your official transcripts now, as that will speed up the processing towards a final offer.

Applicants must have two referees each submit a Letter of Recommendation form on their behalf.

Choose referees who know your skills and experience, and can communicate your ability to succeed as a graduate student. References from family members, friends, students, applicants, educational consultants and former or current classmates are not accepted.

Please contact your referees before applying to confirm: (1) their availability and (2) their institutional or professional email address. We recommend contacting referees well before any application deadlines. The online application will require you to enter the names and institutional email address of your referees.

After the University of Regina receives your application following submission, an email will be sent to your referees, to the official email addresses you have provided, with a secure link to an online reference form. The referee can then submit the filled form directly to us.

NOTE:

1. Letters of recommendation received by email are only official if they come from the referees’ institutional or professional email address, for example, Doe@universityofmystate.edu or Jane.Doe@myemployer.com. Emails from generic accounts, Hotmail, Yahoo, Gmail, MSN or other free email accounts are unofficial. You will not be able to enter these in the online application.
2. If the referee sends the reference form by regular mail, ensure your referee seals the envelope securely and signs their signature across the seal of the envelope.
3. If your referees would like to add a personal recommendation letter, it must be on institution or company letterhead and signed by the referee. These should either be attached to the online reference link or mailed as above.

All reference forms and other application documents must arrive at the Faculty of Graduate Studies and Research before any application deadline.

What is considered official?

A document is considered official if it is sent to us directly from the issuing institution in a sealed envelope with the official university stamp across the seal. Please see example.

If the envelope is not stamped and sealed, or if it has been opened, it is considered unofficial.

A letter of reference is considered official if sent to us directly from the referee in a sealed envelope with signature across the seal, or if received by email from the referees' institutional or professional email address. The link to referees will only be sent to the referees' institutional or professional email address.

What is considered unofficial?

• Notarized documents
• Examination results (this is not the same as an official transcript)
• Documents which are not in stamped or sealed envelopes
• Non-official photocopies
• Reference letters received by email from Hotmail, Yahoo, Gmail, MSN or other free email
• Copies of test scores from applicants

Note: All documents submitted to the University of Regina become the property of the University, and will not be returned to the applicant. Documents will not be released or copied except for internal purposes. If your original documents are irreplaceable, you should submit copies for evaluation purposes and be able to provide the originals for comparison.