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Applicant information: Frequently Asked Questions (FAQ)

 

Thank you for your interest in Graduate Studies at Waterloo.

The questions are divided into two distinct sections: before you apply to Waterloo and after you apply to Waterloo. Please review before sending an inquiry/email - the answer may already be here!

Before applying to Waterloo:

Can you send me an application package?
No. Applications to Waterloo are processed via an online application system. For information on applying to Waterloo, please visit the Graduate Studies website.

Is there an application fee? Is the application fee refundable or can it be waived?
Yes, there is a $100 CAD application fee for each program to which you apply. No, the application fee is not refundable and the application fees cannot be waived.

How can I pay the $100 CAD application fee?
Payment is accepted once your application has been created and completed in Canadian funds via the following methods:

1 - Credit card: VISA, MasterCard, and American Express. Please note that we cannot accept prepaid credit cards or payments over the phone. This method takes 1-2 business days to process.

2 - Cheque or money order in Canadian funds made out to 'Ontario Universities' Application Centre'. Please include your OUAC reference number on the cheque or money order and send to:
Ontario Universities' Application Centre
170 Research Lane
Guelph ON N1G 5E2

Note for international students: Only an international money order or bank draft in Canadian funds that includes the bank address, bank number, transit number and account number encoded on the bottom from the bank you are issuing the payment from, will be accepted.

3 - Online or telephone banking via a Canadian banking institution. You will need to provide your bank with the name of the payee or an abbreviated form of : The Ontario Universities' Application Centre. Your account number will consist of your complete OUAC reference number, and the first two letters of your last name. ie/ 2011######0XX This method takes 3-5 business days to process.

4 - Travelex Bank-to-Bank Transfer (International Payment only) . This option allows you to pay the Canadian dollar fees in the currency of your choice and provides you with a simple and secure way of initiating a payment electronically. The OUAC will provide you with your bill payment account number when you submit your completed application.

*OUAC (Ontario Universities Application Center) is the center that processes applications for Waterloo. The application fee will be reflected as such on your credit card bill.

Can my friend or family member pay my application fee?

Yes. Anyone can pay the application fee on your behalf. If they wish to pay using a credit card, they must provide you with their card information at the time of application. If they are paying on your behalf using a Cheque or Money Order, a copy of the Application Remittance Payment form must be sent with the payment which will be generated once your application is complete and the method of payment is selected.

I am an international applicant. Can you review my documents before I apply?
No. In order to evaluate your admissibility to Waterloo we must receive your application. Please visit the online application page to apply to Waterloo.

I am an international applicant and the language of instruction at my post secondary institution was/is English. Do I have to take a language test?
Maybe. Please review the Graduate Admission Application Requirements page for information on test score requirements for specific academic programs.

I have not yet taken my language test but I know that I will have to. How do I declare this on my application?
If you know the date you will write your test, indicate this in your online application. If you do not know the date, indicate the date when you think you might write your test. It is important to declare a test date at this stage of the application so that you are able to upload your test scores at a later date.

I just submitted my application. When will I receive my Waterloo ID number?
You can expect to receive an email within a few business days (Monday – Friday) of the processing of the $100 CAD application fee. It is recommended that applicants ensure ample time to complete their application in order to meet application deadlines.

In the meantime, be sure that your email is set to accept correspondence from gradapp@uwaterloo.ca and that our email has not been moved to your junk or spam folder. Once you have your Waterloo ID number, please be sure to include it in ALL correspondence

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After applying to Waterloo:

I have paid my application fee and completed the online application form. Now what?
Wait. Few business days after the processing of your application fee, you will be sent an email from gradapp@uwaterloo.ca which will include your 8 digit (numerical only) Waterloo ID number and further instructions on how to proceed with your application.

Is the IT number I was given before submitting my online application the same as the Waterloo ID number?
No. Your 8 digit (numerical only) Waterloo ID number will be sent to you by email from gradapp@uwaterloo.ca. The IT number is only valid for processing of your online application. You may wish to monitor your spam/junk folders for this email. You can expect to receive an email within a few business days (Monday – Friday) of the processing of the $100 CAD application fee. Your referees are contacted the same day and should also monitor their email.

I activated my WatIAM account, but receive a message telling me that my account has already been activated yet I do not have a user ID. What do I do?
You would have received your UserID along with your Waterloo ID number. You may wish to contact our help desk at helpdesk@uwaterloo.ca so that your account can be reset.

I forgot my password to log into Quest. What do I do?
Please visit the WatIAM page to retrieve your password. Your User ID was sent to you via email along with your 8 digit Waterloo ID number.

I have two or more degrees from a single post-secondary institution. How do I scan (upload) these transcripts?
Only one PDF file per institution can be uploaded (if you completed more than one degree at the same institution, all transcripts/pages must be scanned as a single document). Maximum file size is 2500 KB. Do not use brackets ( ) or quotations in the file name and keep the file name short. For further information on uploading transcripts, please visit our help page.

I have uploaded/submitted my documents and/or supplementary information but they are still showing as uploaded in quest – when will they be updated to completed?
Please allow 24 hours for the status of your documents to update before contacting gradapp@uwaterloo.ca.

My previous post-secondary institution is listed incorrectly on my application or I forgot to add it to my application. Can this be corrected?
Yes. Send an email to gradapp@uwaterloo.ca with the following required information: your first name and last name as you indicated it on your online application, your date of birth (MM/DD/YYYY) and your 8 digit (numerical only) Waterloo ID number along with:
Institution:
Degree:
Field of Study:
Date Attended (From Date):
Date Attended (To Date):
Graduated/Expected/Completed (Date):
Self-Declared Overall Average:
Institution URL:

I have submitted an incorrect email address for one of my referees or they have changed their email address. How do I correct this?
Send an email to gradapp@uwaterloo.ca with the following information:
Subject Line: Change of Referee Email Address
Waterloo ID Number (as sent to you via email from Waterloo):
Program:
Term to which you have applied:
Referee Name:
Old Referee Email Address:
New Referee Email Address:
Note: If you do not have your Waterloo ID number yet, please wait until you receive it before making this type of request.

How do I change a referee?
Send an email to gradapp@uwaterloo.ca with the following required information:
Subject Line: Change of Referee
Waterloo ID Number (as sent to you via email from Waterloo):
Program:
Term to which you have applied:
Old Referee Name:
New Referee Title:
New Referee Name:
Institution:
Complete Institution Address (incl. city & country):
Address:
Telephone:
Email Address:
Note: Changing your referees can delay processing of your application up to two weeks. If you do not have your Waterloo ID number yet, please wait until you receive it before making this type of request.

One of my references told me that s/he has submitted the online reference form, but Quest shows that it has not been received. Would you please verify this?
No. Please allow 24 hours for your reference to appear as “completed “in Quest before contacting gradapp@uwaterloo.ca.

Can I submit a paper copy of my reference letter?
No. Referees are sent an email requesting that they complete an online reference form. Paper copies of reference letters are not accepted. Referees are encouraged to send an email to gradapp@uwaterloo.ca directly if they are experiencing difficulty or have issues with this process.

My referee accidentally deleted the reference request email from gradapp@uwaterloo.ca. Can you resend it?
Yes. You will need to send an email to gradapp@uwaterloo.ca with the following information:
Subject Line: Re-send Referee Email
Waterloo ID Number (as sent to you via email from Waterloo):
Program and term to which you applied:
Referee Name:
Referee Email address:

My referee has not recevied a request to submitt a reference for my application. What should I do?
Referees are contacted via email at the same time that you are sent your Waterloo ID number. Please ask your referee to check their spam/junk folders. They are also sent two reminder emails. You should verify in Quest that you have provided the correct email address. If not, please send an email to gradapp@uwaterloo.ca indicating your Waterloo ID number, the name of your referee, the incorrect email address and the correct email address and the request will be manually resent. All references are due by the application deadline of the program to which you have applied, regardless of the due date on the reference form. However, reference forms do not expire and can be submitted at a later date than the one indicated on the form.

Do I have to submit all the materials indicated in Quest?
Yes. All materials indicated in Quest are required by the academic program to which you have applied. Additional materials are not accepted.

I have uploaded all my materials. Now what?
Wait. Once your materials have been uploaded and your references have been received, your application is complete. There is NO final submission process required. Please note that admission decisions are made by the academic department and are viewable by you on Quest.

I have not received a reply from gradapp@uwaterloo.ca to my earlier e-mail. What do I do?
Wait. We respond to emails in the sequence they are received. Please do not send multiple emails; we make every effort to respond to inquiries within three business days (Monday - Friday).

Can I replace my updated transcript?
No. Once your transcripts have been uploaded they are considered final and cannot be replaced. Should you be offered admission, final, official documents will be required and further instruction will be provided at that time.

Can I edit my Supplementary Information Form (SIF) once it has been submitted?
No. Once the SIF has been submitted it is considered final and cannot be revised.

Can I replace/update my resume?
No. Once your resume has been submitted it is considered final and cannot be updated.

I have applied previously and provided documents but want to apply again. Can my old documents be used for a new application?
No. A full set of materials must be submitted for each program (application).

Can I change the program to which I have applied?
No. Program selection cannot be changed – you must re-apply for another program.

I have been offered admission to Waterloo. What do I do now?
Congratulations! Please either accept or decline your offer of admission using Quest. You will be able to view your offer letter in Quest before you accept/decline.

Note: Waterloo only issues an electronic Offer of Admission.

I have been denied admission to Waterloo and would like further information. Who do I contact?
Contact the academic department to which you applied. For contact information please visit the department website and contact the department's graduate coordinator.

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