I - Principles
To ensure that:
- a student's legal name is used on Concordia
records, transcripts and on its certificates, diplomas and degrees.
- a student's legal date of birth and sex are
recorded in the Student Data Base and appear on student records.
- names, dates of birth, and sex on the Student
Information System reflect information appearing on official
accepted documents relating to civil (immigration/citizenship)
- only names, date of birth and sex which appear on
an acceptable document are recorded on the Student Information
System including spacing, spelling and punctuation.
- information written on an application form that conflicts
with what is on the official acceptable document will be recorded to reflect
that appearing on the official acceptable document.
- information and documentation described in this document
are necessary for the creation of a permanent code by the Quebec Ministry of
II - Acceptable Documentary Proof of Name, Date of Birth and Sex
Canadian Citizens or Permanent Residents
- Canadian birth certificate
- Canadian citizenship card. Copies of both sides of
the card must be submitted.
- Canadian adoption order
- Canadian court order approving legal change of name
- Permanent resident card. Copies of both sides of
the card must be submitted.
- Confirmation of Permanent Resident Status (IMM5292)
Where there is variation among documents in the spelling or
use of names, date of birth, or sex, the acceptable document which has the most
recent date will be used.
Passport or birth certificate (with translation) only if a study permit has
not been issued when a student submits his or her application.
If the above information is not available, then the
name, date of birth and sex on the application is to be compared with
documents such as transcripts and Concordia will record the data that
appears most frequently. When the study permit is available then the
name, date of birth and sex on the Student Information System will be
revised to conform to the Study Permit.
III - Family Name
- Women married in Quebec on or after April 2, 1981,
must use their maiden name as their family name. If they wish, they may add
their husband's family name as a hyphenated addition to their maiden family
name. (e.g. Alice Smith married John Jones: acceptable family name would be
either Smith or Smith-Jones).
- Women married in Quebec before April 2, 1981 OR
married outside Quebec, may use their maiden name, or their husband's family
name, either alone, or as a hyphenated part of their family name (in whichever
order preferred), (e.g. Alice Smith married John Jones, acceptable family name
would be either Smith, Smith-Jones, Jones or Jones-Smith). A copy of the
marriage certificate is required as proof.
IV - Given Names
Students may use one or more of their given names. If more
than one name is used they must respect the order in which they appear on
|Name on official
||Acceptable Usage for
|Michelle Susan Lacroix
- A familiar or shortened form of a proper name, such as
Billy or Susie, is not allowed.
- An assumed name with no legal basis - an alias - may not
be used. Eg. Bill may not be used to replace William, Suzy may not be used
to replace Suzanne.
- Hyphenated given names are will be recorded as,
one name (eg. Jean-François).If a student indicates one part of a hyphenated
name, the complete name that is on the official document must be used.
In situations where the hyphenated name is too long to fit in the name field
the following procedure may be adopted.
- If the student has indicated the complete
hyphenated name or the first part of the hyphenated name, use the
complete first part of the name and the initial of the second part of
the name, joined by a hyphen.
- If the student indicates the second part of
the name, record the initial of the first part of the name and the name
of the second part joined by a hyphen. For example if the student’s name
is Josephinette-Antonionia, depending on the above, you could use
J-Antonionia or Josephinette-A.
- Continuous vs. hyphenated names. Sometimes the given name
that students put on their application forms does not match the format of
their name on the official document. For example the given names on the
official document may be detached yet the student runs them together (Xiao
Xin / Xiaoxin). Alternately, the given name may be run together and the
student separates them on their application form (Xiaoxin / Xiao Xin). What
is on the official document will be recorded, rather than what is written on
the application form.
V - Date of Birth
As International Students do not normally have a study permit
when they apply, an alternate document must be used until the student presents
the official study permit. If the student submits a passport, then the birth
date on the passport may be used until the study permit has been submitted.
On the IMM 5292 and the Study Permit from
Immigration Canada, the date of birth sometimes reads as */*/1957, for example.
The Ministry considers this to be 01/01/1957 and it should be recorded as such
rather than as what appears on application form, even if another document is
available that shows the day and month of birth.
VI - Sex
The sex should be recorded as it appears on the official
VII - Change of information related to Name, Date of Birth, or Sex
If information appearing on official documents is incorrect,
it is the responsibility of the student to make arrangements with the
authorities issuing the original documents to make the appropriate changes and
issue official corrected information.
Until corrected official documents are received from the
student, information on the Student Information System related to name, date of
birth or sex may not be changed.
If incorrect information appears on documents issued by
Immigration Canada, the student may find the necessary forms and procedures
to request an official change on the Government of Canada WEB site:
- Requests for change of name, date of birth or sex will
only be processed for the following reasons and under the following
- Information on an official immigration document was
in error and has been corrected by Immigration Canada.
- Name has officially been changed and student provides
us with a court order approving legal change of name.
- Name, date or birth, or sex was incorrectly entered
by the university and does not reflect what is on the acceptable
- If a student who has previously attended Concordia
(including graduated students) submits an application for admission or an
authorization to register as a non-degree student and their name, date or
birth or sex is recorded differently on the student information system, the
information must be revised to conform to these current guidelines.
- IMM 5292 or IMM 1000 (record of Landing): Box 39
(remarks) sometimes has information printed in it. This information about
names, dates of birth and sex supercedes the corresponding information
appearing elsewhere on the form.