19. Letter of Permission (Formerly Academic Regulation 20)

a.  Students at Saint Mary’s University can request permission to take courses at another institution and transfer the credits to their academic program at Saint Mary’s. Approval must be obtained in advance from the appropriate Dean or designate. To apply, students must be in Good Standing (as defined in Regulation 8c.), follow the Letter of Permission procedure and include the course syllabus for the requested transfer credit. These steps also apply to spring and summer courses.  

b.  Letters of Permission cannot be granted retroactively. Prior approval is required in all cases.  

c.  Students with outstanding account balances are required to settle their account in full before being approved to take courses at other institutions.

d.  Forms must be submitted prior to the first day of classes in each term at Saint Mary’s.  

e.  Students who are permitted to take a course(s) at an institution other than Saint Mary’s by means of a Letter of Permission are responsible for applying, registering, and paying all appropriate fees to the institution at which they are taking the course(s). 

f.  Before transfer credit hours can be considered, Enrolment Services must receive an official transcript of the work undertaken. 

g.  If the student does not register for a course that has been approved, written confirmation to the Dean or designate is required by the student prior to the start of classes. If the student does not complete the course, they must submit proof of withdrawal. 

h.  For courses completed on an LOP at a Canadian institution, if the student receives a passing grade from the other institution, it will be equivalent to an equal passing grade at SMU and included in GPA calculations. In cases where students receive a failing grade from other institutions it will be equal to a failing grade (“F” grade) at SMU and included in GPA calculations. 

i.  For courses completed on an LOP at an institution outside Canada, if the student receives a passing grade from the other institution, it will be equivalent to a pass (“P” grade) at SMU but not included in GPA calculations. In cases where students receive a failing grade from the other institution it will be a failing grade at SMU (“F” grade) but not included in GPA calculations.

j.  Students should also note that in some departments a grade of “C” or higher is required if the course is to be considered as part of the students’ honours, major, minor, or concentration. 

k.  In any term, students may not take a combination of Saint Mary’s courses and courses on Letter of Permission, or courses on Letter of Permission alone, that exceed the normal course loads defined in Regulation 1.

l.  Students must complete one term at Saint Mary’s prior to starting a course on a Letter of Permission. 

m.  No more than fifteen (15) credit hours will be taken on Letters of Permission during any academic program, except for Faculty approved exchange programs, or approval from the Dean or designate where extenuating circumstances exist. 

Note:  As per Regulation 18a, students should note that at least 50% of all credit hours for any academic program (degree, diploma, or certificate) or major, minor, honours, or concentration must be taken at Saint Mary’s.  The only exceptions to this are exchange programs with which Saint Mary’s University has entered into formal agreements, and formal joint programs.