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Extending or changing your student authorization documents

It is common to have to renew or change your student authorization documents while studying Québec.

Any questions?

Questions?

Student Life Office
418 656-2765
etudiantsetrangers@bve.ulaval.ca

Please see this dedicated page to learn more about the impacts of the COVID-19 pandemic on the immigration process and on health and hospitalization insurance. 

Often, the certificat d’acceptation du Québec [Québec acceptance certificate] (CAQ) and the study permit expire on the same day. You would have to renew the CAQ first and then the study permit. If this is the case for you, we advise you to start the renewal process three to six months before your current documents expire. However, your situation might be different depending on your passport’s expiry date. You may have to apply to renew only your study permit if your CAQ is still valid for a long time.

When you get a new CAQ or a new study permit, it is essential that you provide the Registrar’s Office a copy via email at immigration@reg.ulaval.ca or in person at the reception desk (in French only).

Once you have a new study permit, you can apply to renew your temporary resident visa (TRV), if necessary. Once you have entered Canada, you don’t have to have a valid visa. Your study (or work) permit is the document that gives you legal status in Canada. However, a valid visa is required if you leave Canada and want to return.

When your new Canadian study permit is approved, an Electronic Travel Authorization (eTA) will be issued automatically at no additional cost.

If it is your first time applying for a CAQ or a study permit from within Canada, you will also find relevant information in this section. However, only certain visitors (without a study or work permit) are authorized to apply for a study permit from within Canada.

These visitors are:

  • Visiting students or students on an exchange program
  • Students who have completed a short-term course or study program that is a prerequisite for being accepted into a designated learning institution
  • Children under the age of majority studying at primary or secondary school
  • Spouses, common-law partners, or dependent children of international students or certain temporary workers

Important 
Your study permit can’t be valid longer than your passport. So, if your passport expires before the date you want to have your study permit extended to, you first have to renew your passport. However, the expiry date of your passport won’t affect the expiry date of your CAQ. Contact your home country’s Canadian consulate or embassy to find out how to extend your passport.

Québec acceptance certificate (CAQ)

The first step to getting or renewing your student authorization documents is to apply for temporary selection ($117). You have to get the CAQ before getting a study permit from the Government of Canada. You have to apply to the Ministère de l’Immigration, de la Francisation et de l’Intégration [Québec’s ministry of immigration, francisation, and integration] (MIFI) for the CAQ.

To extend your CAQ, we strongly recommend that you apply three to six months before it expires. To get your first CAQ in Canada or to get a new CAQ if you are moving to the next level of education (Bachelor’s, Master’s, or PhD), you must apply as soon as you receive your offer of admission.  

When you get a new CAQ, you have to provide the Registrar’s Office a copy of it via email at immigration@reg.ulaval.ca or in person at the reception desk (in French only).

The expiry date of your passport won’t affect the expiry date of your CAQ. The same isn’t true for your study permit. Your study permit can’t be renewed beyond the expiry date of your passport. If you need to renew your passport, do so as soon as possible.

You have to complete your application for temporary selection online and then submit supporting documents for your application through the Arrima platform.

The processing time for a CAQ application is approximately four weeks from the time the documents are received through Arrima, don’t delay in sending them in. 

Steps:    

1. Apply online for temporary selection for studies

a) Go to MIFI’s page “Online application for temporary selection for studies” to start your application. 
b) Complete the application by following the on-screen instructions.
c) Create your online consultation profile, and save your application. Only applications filled in up to Step 10 can be saved.
d) Pay the processing fee ($117) with a credit card.
e) Receive your customized checklist, the document “Declaration, commitments and authorizations” and the forms that go with the application.

2. Submit supporting documents for your application using the Arrima platform

A customized list of documents to provide will appear at the end of your online application. It will mention the following:

  • Signed document "Declaration, commitments and authorizations" and the checklist.
  • Photocopy of the identity page of your passport (containing your photo and signature as well as the expiry date and number). 
  • Proof of your financial capacity (see details below).
  • If you are starting or have started a new study program, your offer of admission. 
  • If you are already studying in Québec, a recent original transcript (order through monPortail or make a request in person at the Registrar’s Office—cost: $9). 
  • If you are already studying in Québec, your proof of enrolment for the current semester and, if possible, for the following semester (order through monPortail—cost: $8).
  • If you are working on your thesis, a letter from your supervisor confirming the expected completion date of your studies. For this step, we suggest you assume a worst-case scenario completion date to avoid having to reapply for renewals. Use this wording: “Based on the current progress of his/her/their studies, we anticipate that X will finish his/her/their studies by the end of the Y semester at the latest.”
  • If you earned less than 12 credits or if you weren’t registered for one or more fall or winter semesters (including courses you withdrew from with or without a refund or those you failed):
    • A signed and dated letter written by you to describe each of the semesters where this happened, explaining your situation and the reasons for your difficulties.
    • If available, documents supporting your explanation.

For the Arrima platform, we encourage you to visit the following pages to learn how to use it:

Here are a few more details: 

  • If you already have an Arrima account, you can use that account. 
  • All documents must have a handwritten signature: Print and sign the document "Declaration, commitments and authorizations" with a pen, scan it, and then send it. 
  • Some apps, such as Genius Scan, let you scan documents using a smartphone or tablet. 
  • Make only one PDF file for each type of document that is requested. 
  • To add a letter of explanation, you must select "Autre type de document" ["Other type of document"] in the drop-down menu in the Arrima upload window. 
  • Within 48 hours of submitting the application and paying online, you will receive a file number (beginning with "C000") in your online account. It will be at the top of your online application for temporary selection for studies. You will not receive any email notification that you have received the number in your account. So you have to go and check your secure file on a regular basis. 
  • To create an account in Arrima, you will have to answer authentication questions (last name, first name, date of birth, sex, and file number beginning with "C000"). The information has to be exactly the same as the information provided in your passport and in your CAQ application in order for your CAQ application to be found in Arrima.  
  • Once you have submitted your documents, you can not add new ones. 

At any time while MIFI is assessing your application, it may ask you for the original or certified true copy of documents you sent in. So it is important to have the original or certified true copy of documents in your possession. 

Proof of financial capacity  

Proof of financial capacity is very important in a CAQ application. In general, you must demonstrate that you have financial resources for at least one year—that is, $13,134 to cover living expenses plus enough to cover tuition and health insurance fees.  
You may include original documents, photocopies, or printouts of scanned documents with your application. Depending on your situation, include one or more of the documents below. These documents may be provided by you or the person covering the cost of your studies. 

  • Recent official confirmation of being awarded scholarships, indicating the length and monthly or annual amounts to be received. 
  • Recent pay slips, the most recent income tax notice of assessment (specifying annual income), a letter from the employer specifying the salary and the length of employment, etc.  
  • Bank letter(s) indicating the account balance (including bank address, full name of the account holder, currency, date account was opened, etc.).
  • Bank statements from the last three months with current balance.
  • Letter(s) from a professor specifying the amounts given as a scholarship or contract and the duration of the financial support offered.  
  • Recent proof of funds transfer, recent authorization for funds transfer from the currency exchange control office of your country of origin or residence (if the country limits fund transfers).
  • If the expenses for your time studying in Québec are being covered by another person (your father, your mother, or a third party): Declaration of financial support.

You can’t use income from real estate rentals or agricultural crops or other similar sources of income as proof of your financial resources. If your income comes from such sources, use your savings as proof. 

Example of a table for calculating annual financial resources (adapt according to your personal situation)

Tuition fees (in French only) Health insurance Living expenses (2021) Total
$18,300 (24 credits) $900 $13,134 $32,334

Intent to refuse

If you receive a notice of intent to refuse your temporary selection for studies application while your CAQ application is being processed, MIFI will ask you for additional document(s). To submit the documents through Arrima, you first have to upload them to your Arrima file (click on “Joindre des documents”) before you can submit them (click on “Déposer”).

 

Study permit

The second step to getting or renewing your student authorization documents is generally to apply for a study permit ($150) from Immigration, Refugees and Citizenship Canada (IRCC).

You must have a CAQ as well as a passport that will cover the duration for which you would like your study permit to be valid. Your study permit will be issued based on whichever of the two (your CAQ or your passport) expires first.

If you received the CAQ electronic notice of issuance in your secure MIFI account, you can use that document to apply for a study permit. You don’t have to wait until the actual CAQ arrives in the mail.

Processing times change constantly; under “Temporary residence (visiting, studying, working),” see “Study permit extension.” We recommend that you apply at least three months in advance. It is very important that you submit the renewal application before your current permit expires so that you can benefit from maintained status (previously called implied status) (see the Maintained status (previously called implied status) and restoration of status section below).  

An application for a study permit within Canada doesn’t include a temporary resident visa (TRV). You must wait until you have received your new study permit before applying for the TRV. There is an application fee for this visa. When you apply to renew your study permit in Canada, it will be mailed directly to your mailing address in Québec. If your mailing address changes after you have submitted your application, my must let IRCC know.

When you get a new study permit, you have to provide the Registrar’s Office with a copy via email at immigration@reg.ulaval.ca or in person at the https://www.reg.ulaval.ca/nous-joindrereception desk (in French only). 

How to apply 

All applications for a study permit from within Canada must be submitted online, unless you have a disability that prevents you from doing so. You will need to use your IRCC account to apply. For more information about applying online, see the document Applying with a IRCC secure account.

Requested documents (a customized list of documents will be created in your IRCC account).

Due to the COVID-19 pandemic: When you renew your study permit, if you are unable to provide a document that IRCC is asking for (renewed passport, etc.) because of the current situation (COVID-19), you may submit a letter of explanation instead of the required document. You can do this to avoid submitting an application after your permit expires. For more details, see the Impacts of COVID-19 on international students page.
  • “Application to Change Conditions, Extend my Stay or Remain in Canada as a Student [IMM 5709]” form
    • The form must be validated (with barcodes) in order to upload it. (You don’t have to sign it.)
    • To help you complete the form correctly, read the Instruction Guide.
    •  Here are some guidelines to help you complete the forms: 
      • First section of the form
        • Box 1: UCI: You will find it on your current study or work permit.
      • “COMING INTO CANADA” section
        • Box 4: This number can be found in the top right-hand corner of your current permit. Study permit numbers start with the letter F, and work permit numbers start with the letter U; they are followed by 9 digits.
      • “DETAILS OF INTENDED STUDY IN CANADA” section 
        • Box 1: University address: 2325 rue de l’Université, Québec, G1V 0A6
        • Box 2: Enter the number that corresponds to Université Laval: O19359011020 (beginning with the letter O). Then enter your student ID number in the box on the right.
        • Box 7: Enter your CAQ file number (beginning with C000).
      • “EDUCATION” section 
        • Enter the most recent post-secondary diploma you have obtained.
      • “EMPLOYMENT” section
        • Box 1: Enter your current activity (student at Université Laval). In the boxes that follow, list your jobs from previous years. 
  • Certificat d'acceptation du Québec [Québec acceptance certificate] (CAQ): The CAQ electronic notice of issuance will be accepted.
  • Acceptance letter: If you are starting a new study program, this is your offer of admission. If you are already studying in Québec, provide your proof of enrolment for the current semester and, if possible, for the following semester (available through monPortail—cost: $8). You also have to provide your transcript (order through monPortail or make a request in person at the Registrar’s Office—cost: $9) or a letter from your faculty indicating the number of credits earned and to be earned and your anticipated graduation date.
  • Passport: A clear copy of the ID page as well as all pages where there are stamps, visas, or entries.
  • Proof of sufficient financial resources: The documents must be recent. For more details, see the section about this topic under the CAQ section above.
  • Photo: It must be in colour and show the full front view of the head, with the face in the middle of the photo, and include the top of the shoulders. You can take it yourself with a digital camera. The image pixel size must be at least 420 x 540.
  • A medical exam is sometimes required, for example, if you lived in a specified country for more than six months in the last year or if you want to work with certain clients.
  • If you have to do a mandatory internship for credit as part of your study program, include a letter from your faculty mentioning the internship requirement (“Co-op letter”), and mention it in your study permit application form. For more information, see the section on Doing an internship for credit as part of your UL study program.
  • Biometrics:
    • Due to the COVID-19 pandemic: As of July 15, 2020, and until further notice, those who have temporary status (a study permit, a work permit, a visitor visa, etc.) or are awaiting restoration of their temporary status and who would like to extend their stay are exempt from giving their biometrics if they are in Canada when they apply. This procedure is temporary. 
    • Citizens of all countries (except the United States and other minor exceptions) have to give their biometrics to get or renew a study permit. If you have already given your biometrics for a Canadian visa or permit application, your biometrics will remain valid for 10 years. 
    • Important: The biometrics you give for a biometric passport aren’t the same as the biometrics you have to give for your Canadian visa application.
    • You will have to pay the biometric fee ($85), when you apply for your study permit.
    • Within hours of submitting your application, you will receive the instruction letter that you must bring with your passport to a Service Canada office in order to give your biometrics (appointment necessary). You must complete this step as quickly as possible because your application processing time starts only once the biometrics have been collected.

Temporary resident visa (TRV) and Electronic Travel Authorization

The third step to getting or renewing your student authorization documents is, if needed, to renew your visa. If you are visa-exempt and need an Electronic Travel Authorization (eTA) instead, when your new study permit is approved, an eTA will be issued automatically at no additional cost.

You have to submit your visa application ($100) to Immigration, Refugees and Citizenship Canada (IRCC)

Once you have entered Canada, you don’t have to have a valid temporary resident visa. Your study or work permit is the document that gives you legal status in Canada. However, a valid visa is required if you leave Canada and want to return. If you plan to travel outside Canada and your visa will expire while you are abroad, it may be best to apply for a new visa before you leave Canada.

Your visa will expire at the same time as your study permit.

Processing times change constantly; under “Temporary residence (visiting, studying, working),” see “Visitor visa (from inside Canada).” In addition to the processing time indicated, it takes two to four weeks to send your passport to Ottawa and have it sent back with the new visa.

How to apply for a visa

All applications for a study permit from within Canada must be submitted online, unless you are applying as a family. You will need to use you IRCC account to apply. For more information about applying online, see the document Applying with a IRCC secure account. Once your online temporary resident visa application has been approved, you will need to send your passport to IRCC so they can put the visa in your passport.  

Be sure to follow the mailing instructions for applicants in Canada:

  1. Buy two Canada Post Xpresspost Regional envelopes (24 cm x 32 cm).
  2. Make a note of the tracking number on each envelope.
  3. Write your name and your full mailing address in the “To” field of the envelope that will be used to send your passport back to you. The address must be in Canada.
  4. Put this envelope inside the envelope that you will use to send your documents.
  5. Include your passport and the letter you received in your IRCC account confirming that your visa was approved.
  6. Address the envelope to: 

Temporary Resident Visa Section 
CTC-Ottawa (e-Application)
PO Box 9640 
Ottawa (Ontario)
K1G 6T2

Documents to send (a customized list of documents to provide will appear at the end of your online application)

  • “Application for Visitor Visa (Temporary Resident Visa) Made Outside of Canada [IMM 5257]” form
    • Despite its name, this is the correct form to fill out, even when you apply from within Canada.
    • The form must be validated (with barcodes) in order to upload it. (You don’t have to sign it.)
    • To help you complete the form correctly, read the Instruction Guide.
    • Here are some guidelines to help you complete the forms:
      • First section of the form
        • Box 1: UCI: You will find it on your current study or work permit.
      • “PERSONAL DETAILS” section
        • Box 7: If you are currently in Canada, your current country or territory of residence should be Canada.
      • “DETAILS OF VISIT TO CANADA” section
        • Box 1: If you are renewing your student authorization documents, select “Returning Student.”
        • Box 2: If you are currently in Canada, enter the current date and the expiry date of your permit.
        • Box 4: You can put Université Laval and its address down (2325, rue de l’Université, Québec, G1V 0A6).
      • “EMPLOYMENT” section
        • Enter the most recent post-secondary diploma you have obtained.
        • Box 1: Enter your current activity (student at Université Laval). In the boxes that follow, list your jobs from previous years.
  • Passport: A clear copy of the ID page as well as all pages where there are stamps, visas, or entries.
  • Proof of sufficient financial resources: The documents must be recent. For more details, see the section about this topic under the CAQ section above.
  • Photo: It must be in colour and show the full front view of the head, with the face in the middle of the photo, and include the top of the shoulders. You can take it yourself with a digital camera. The image pixel size must be at least 420 x 540.
  • Recent transcript: Available through monPortail or in person through the Registrar’s Office—cost: $9.
  • Canadian work or study permit: Provide a copy of the most recent permit.
  • Proof of enrolment for the next semester: Provide your proof of enrolment for the current semester and, if possible, for the next semester (available through monPortail—cost: $8).
  • A medical exam is sometimes required, for example, if you lived in a specified country for more than six months in the last year or if you want to work with certain clients.
  • Biometrics:
    • Due to the COVID-19 pandemic: As of July 15, 2020, and until further notice, those who have temporary status (a study permit, a work permit, a visitor visa, etc.) or are awaiting restoration of their temporary status and who would like to extend their stay are exempt from giving their biometrics if they are in Canada when they apply. This procedure is temporary.
    • Citizens of all countries (except the United States and other minor exceptions) have to give their biometrics to get or renew a visa. If you have already given your biometrics for a Canadian visa or permit application, your biometrics will remain valid for 10 years.
    • Important: The biometrics you give for a biometric passport aren’t the same as the biometrics you have to give for your Canadian visa application. 
    • You will have to pay the biometric fee ($85), when you apply for your visa.
    • Within hours of submitting your application, you will receive the instruction letter that you must bring with your passport to a Service Canada office in order to give your biometrics (appointment necessary). You should complete this step as quickly as possible because your application processing time starts only once the biometrics have been collected. 

Important 
When you send your passport to Ottawa, remember to print and also send the confirmation you received in your IRCC account that your visa was approved. 

Work permit for an internship

If you have to do a mandatory internship for credit as part of your study program, you can apply for a co-op or internship work permit when you apply for a study permit. When you apply for a study permit, include a letter from your program director confirming that an internship is mandatory for all students in your program and that students have to complete the internship to graduate. Mention this in your study permit application form. The co-op or internship work permit application is free of charge, and you don’t have to have an internship already set up when you apply.

For more information, see the section on Doing an internship for credit as part of your UL study program.

Renewing authorization documents for your family members

If you are here with family members (partner or children), you can renew their status (visitor, student, or worker) when you renew your study permit. When you are answering the questions for creating your online application, answer “Yes” to the question “Do you want to submit an application for a family member?”

If your family members are outside Canada, you have to renew your study permit first before you can arrange for them to join you.

For more information, see the section on Getting authorization documents for your family members.

Maintained status (previously called implied status) and restoration of status

You should start the process to renew your study authorization documents three to six months before the documents expire. You have to renew the CAQ first, if you have one. The study permit renewal application must be accompanied by the renewed CAQ.

Maintained status (previously called implied status)

If you want to continue your studies and retain all the rights that come with your status as an international student while your study permit renewal application is being processed, you must submit your application online before your current study permit expires. If your current study permit expires while your renewal application is being processed, you will be granted maintained status (previously called implied status) until IRCC makes a decision on your application

Important: You will lose your maintained status (previously called implied status) if you travel outside Canada. 

Here are three possible scenarios if you travel outside Canada while your study permit is being renewed:

  • If your study permit is still valid when you return and if you have a valid visa or eTA, you can return to Canada as a student and continue your studies.
  • If your study permit has expired and your study permit renewal application has been approved while you were outside Canada, you will be able to enter as a student and continue your studies if you have a valid visa or eTA. Make sure you have proof (either electronic or on paper) that your study permit application has been accepted.
  • If your study permit has expired, your application for renewal is still being processed, you have a valid visa or eTA, and you have proof of the funds needed for your stay, you will be able to return to Canada as a tourist. However, you won’t be able to study until you get your new study permit. You will have lost your maintained status (previously called implied status). 

Reference: https://www.cic.gc.ca/english/helpcentre/answer.asp?qnum=1308&top=15

If you are registered for a given semester but your legal documents don’t cover the entire semester, the Registrar’s Office will remind you a few times that your legal documents will soon expire. However, it is your responsibility to be aware of when your immigration documents will expire and to renew them on time.

You must submit the following documents to the Registrar’s Office so that the office can keep you registered for the semester:

  • Your renewed CAQ or the electronic notice of issuance from your secure MIFI file (if applicable)
  • Your renewed study permit OR confirmation of receipt from IRCC of your study permit renewal application (this can be found in your IRCC account) 

You have to send the documents by email or submit them in person at the reception desk (in French only).

For more information on maintained status (previously called implied status), visit the IRCC site.

Restoration of status

If you apply to renew your study permit after your study permit expires, you will lose your status as a student and will have to have it restored. Requests for restoration of status must be made online with IRCC when you apply to renew your study permit. In addition to the $150 fee for the study permit application, you will have to pay a $200 fee for restoration of status. You will also have to explain why you didn’t apply to renew your study permit on time. After your study permit expires, you have 90 days to apply for restoration of status in Canada. If you don’t meet that deadline, you must leave Canada. 

While your application for restoration is being processed and until IRCC gives a decision and you have a new study permit, the Registrar’s Office can’t allow you to continue your studies. You will also have to stop working on and off campus. You won’t be able to register, or, if you are registered for the current semester, your educational activities will be cancelled. Once you have received your study permit by mail, you will be able to register for a later semester. 

For more information, visit the IRCC site.

Extending your exchange program

If you are an exchange student registered for the fall semester only, you can apply to extend your program for the winter semester

Steps for applying for an extension:

  • Fill out the program extension form (in French only).
  • Get approval from your host and home universities.
    • Send the form by email so that your host faculty at Université Laval and your home university can complete and sign their sections.
  • Send the completed form to etudiantsentrants@bi.ulaval.ca before October 10.
  • You will receive a letter of admission by email confirming the extension of your exchange program.
  • You must then begin the immigration process immediately to get a CAQ and a study permit (see the sections above about this). Depending on what works for you, you can apply for a study permit from within Canada, or, if you are leaving for the holiday break, you can apply from your home country.
  • For more information on how to extend your student exchange program, send your questions to etudiantsentrants@bi.ulaval.ca.

 If you want to stay in Canada after your student exchange program to work or to do an internship, see the section on Working or doing an internship in Canada after your student exchange program.

If you have any questions after reading this information, you can contact the international student advisors at the Bureau de la vie étudiante (Student Life Office) by email or meet with them.

The Immigration section of this website is intended to provide general information on current procedures, which may change at any time without notice. The laws and regulations in force in Québec and Canada, as well as the websites of Ministère de l’Immigration, de la Francisation et de l’Intégration [Québec’s ministry of immigration, francisation, and integration] (MIFI) and Immigration, Refugees and Citizenship Canada (IRCC), take precedence over this page.

Last updated on: 2021-09-02