Meeting the requirements outlined in your immigration documents

Your program is considered complete when both of the following conditions are met:

• The final grades for your academic work are recorded in your student record
• A proof of graduation letter is issued to you.

Please note that the official end date of the program is generally several weeks after classes and exams have ended.

For programs that include a supervised project, an intervention project, an integrative project, a master’s thesis, or a dissertation, an evaluation period applies after the document is initially submitted. Depending on the program, this period may exceed 10 weeks. The official completion of the program is therefore determined only after all academic requirements have been met and the final evaluation has been completed.

As a general rule, a study permit is issued for the expected duration of the program plus 90 days. Your passport must be valid for the entire duration of your stay. If either document expires, you will need to renew both.

If your study permit expires before the end of your program

You must take the necessary steps to renew your CAQ (if applicable) and your study permit in order to maintain legal status in Canada and continue your studies.

If you complete your program before your study permit expires

Your study permit remains valid for up to 90 days following the official end date of your program, as indicated in your proof of graduation letter. At the end of this period, the study permit is no longer valid, even if the expiration date that appears on the document is later

You must be enrolled as a full-time student during the compulsory terms (fall and winter) of your program. The summer term is also mandatory for students enrolled in a master’s program with a thesis, as well as for doctoral students.

Please note that you may study part-time during your final term if the remaining courses do not constitute a full-time course load.

If you are no longer enrolled full-time because you cancelled or dropped courses, you may encounter difficulties when renewing your CAQ and study permit even if the school recognizes your initial full-time enrollment in the case of a withdrawal.

A break scheduled in the academic calendar is a period during the year when no classes are offered, lasting at least seven consecutive days. Reading weeks and the period between the fall and winter terms are examples of scheduled breaks on the calendar.

The summer term is considered a scheduled break unless you are enrolled in a master’s program requiring a thesis or a doctoral program, in which case this term is mandatory.

If the summer term is considered a break in your program, you can:

• Sign up for one or more classes, even if it is not required.
• Work off campus without any restrictions on the number of hours, provided you comply with the conditions governing off-campus work established by immigration authorities.

There may be times when you need to temporarily interrupt your studies for exceptional reasons. If that is the case, you may request authorized leave for up to 150 days (one term).

Reasons that may justify authorized leave include, among others:

• a pregnancy
• a medical reason
• a family emergency
• the death or serious illness of a family member
• an immigration-related issue (a delay or problem concerning documents, status, or required authorizations).

Financial difficulties are not a valid reason for taking authorized leave.

To request authorized leave, you must:

1. Fill out the required form.
2. Wait for the decision. If your request is approved, the Registrar’s Office will drop you from your courses and send you a letter confirming that you have been granted leave for the term in question. It is important to keep this document, as it may be required for a future immigration or study permit application.

You must maintain valid health insurance for the entire duration of your leave if you remain in Canada.

If you need to renew your CAQ or study permit, or if you are applying for a post-graduation work permit, you will need to explain the reasons for your authorized leave and submit the letter provided by the Registrar’s Office.

Please note!

• If your break from studies extends beyond 150 days, you will need to either leave Canada or change your immigration status to that of a visitor.
• Failure to be enrolled at HEC Montréal for three consecutive terms requires students to submit an application for readmission to the program when they return to school.
• Please contact us if you find yourself in this situation.