University Registrar

OFFICE OF THE

University Registrar

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2017 - 2018 Guide to Registration and Fees

 Understanding SOLUS tutorials

SOLUS is a Gaelic word which means “knowledge and light.” It also stands for Student On Line University System.

The SOLUS Student Centre is the primary means by which online services are provided to students. Whether you are new to Queen’s, or are a returning student, you will access SOLUS for a variety of things – from checking your fees, to selecting your classes, to viewing your class and exam schedules, to downloading forms for Enrolment Verification and Income Tax purposes. The following ‘How-To’ Navigation Guide is designed to help you through the basic steps involved in beginning your academic year.

As with any technology, the more you use a service the more comfortable you become with it.

We encourage you to take the time to navigate SOLUS on your own – click on the various links within the Student Centre and see where they lead.

The Office of the University Registrar’s ‘SOLUS Central’ webpage contains several instruction guides for all the ways you can use the SOLUS Student Centre – from managing your academics and personal information to planning your finances. Just visit www.queensu.ca/registrar/solus

Accessing SOLUS
  • 1. Navigate to https://my.queensu.ca and log in using your NetID and password.

    1. Navigate to https://my.queensu.ca and log in using your NetID and password.

  • 2. In the upper right hand corner, click on the banner labeled 'SOLUS' to access the Student Online University System.

    2. In the upper right hand corner, click on the banner labeled 'SOLUS' to access the Student Online University System.

SPECIAL NOTE TO TEACHING ASSISTANTS AND QUEEN'S STAFF ACCESSING SOLUS:

If you are employed by Queen's either as a regular staff member, or as a graduate student working as a Teaching Assistant, the red 'SOLUS' icon will NOT appear in the MyQueen's Portal.

To access your SOLUS Student Centre profile, you will first have to click on the menu item labeled "My Applications." You will be directed to a new page, with a section  titled 'PeopleSoft Resources'.

Click on the link labeled 'Student / HR Self Serve (PRD).' This will take you to your SOLUS profile.

Navigating SOLUS

 

You are now in the main page of your profile – you should be able to see the title ‘WELCOME TO SOLUS – [Your Name's] STUDENT CENTRE’. Your SOLUS profile page is divided into four main sections: Academics, Finances, Personal Information and Admissions.

You are now in the main page of your profile – you should be able to see the title ‘WELCOME TO SOLUS – [Your Name's] STUDENT CENTRE’

Your SOLUS profile page is divided into four main sections:

  • Academics – which includes such services as Class Schedules, Course History, Enrolment and Course selection, Exam schedules, Transcripts, Verification of Enrolment, and Grades;
  • Finances – includes charges by due dates, fee statements, information on account activity (payment and billing records), accepted payment methods, Queen’s awards and scholarships you have been granted, links to online bursary applications, as well as instructions to set up Electronic Funds Transfers between Queen’s University and your Canadian banking / financial institution (Please note that this is not a way to pay your fees –that must still be done through your bank / financial institution);
  • Personal Information – includes primary and admissions addresses, email addresses, phone numbers, and emergency contacts. Here you will also be able to authorize permission for others to access academic and / or financial information related to your studies at Queen’s;
  • Admissions – includes information about applying for admission to a program at Queen’s, information on submitting Personal Statements of Experience (PSE) and Supplemental Essays, as well as reviewing the status of your application.

 

Academics

During Course Selection, SOLUS functions just like lots of e-commerce sites, with a ‘SHOPPING CART’ that you can load with classes. Your Enrolment Appointment is the date/time when the store opens for business. You’ll be able to see it in the ‘ENROLMENT DATES’ box on the right hand side of your SOLUS home page.

If you will be choosing some or all of your courses, log on to SOLUS as of July 4th to find your Shopping Cart and Enrolment Appointment time.

There are three (3) windows for Course Selection:

  • July 10 to 19 (July Open Enrolment), when some courses will have restrictions to ensure students who need certain courses receive priority, and
  • July 20-28 and August 22 - September 22 (September Open Enrolment), when all courses will be available to you as long as you have the right prerequisites.

You will be free to add or remove classes from your ‘SHOPPING CART’ as you plan your academic year. You can start adding courses to your shopping cart as of July 4th, after the Timetable is posted. Times and locations for each class are presented in SOLUS to help you plan your weekly schedule.

There may be situations where you have classes scheduled immediately after the other. Relax – classes normally end ten minutes early in order to allow students enough time to get to their next course.

REMEMBER! You can’t finish enrolling in classes until your Enrolment Appointment. Your Enrolment Appointment is displayed in the Enrolment Dates box on the right-hand side of your Student Centre.

Related Tutorials:

Choosing Your Classes
  • * Select either SEARCH or ENROLL.
    * Search will take you to your shopping cart;
    * ENROLL will take you to enrolment. You can’t enroll in courses until your Enrolment Appointment.
    * You may also select the ‘SEARCH FOR CLASSES’ green button on the right.

  • * When searching for classes, ensure that you have the Course Career field set to Undergraduate (see red arrow) .

    * If you are selecting courses offered by Continuing and Distance Studies, you will need to change the field to ‘Distance Studies’ before entering the course you are interested in.

  • * Click here (red arrow) to select class.

  • * Congratulations – you have successfully added a class to your shopping cart.

    * To continue adding classes to your shopping cart, simple select ‘START A NEW SEARCH’ (green icon) and repeat the above process.

Swapping Classes
  • Decided that you didn’t want that class? Click on the‘ SWAP’ tab in order to switch it for another.

  • * Enter the search criteria for the class you want to take in its place.

    * Once you have entered the criteria, click on the ‘SEARCH’ icon.

  • Click ‘SELECT CLASS’ to choose the right course section.

  • * This screen will show both the course you want to swap and the course you want to get. Click ‘FINISH SWAPPING’ if the information is correct.

    * If the information is not correct, you can exit by clicking on ‘CANCEL’.

  • A confirmation screen will appear, letting you know whether or not the swap was completed.

Dropping Classes
  • * To drop a class, simply select ‘DROP’ from the tabs located above, then click the check box that corresponds to the class being dropped.

  • * To confirm your selection, click on the ‘FINISH DROPPING’ icon. To cancel the drop, you may click on either ‘CANCEL’ or ‘PREVIOUS’.
    * When the Open Enrolment period for a term has passed, you will still have an opportunity to drop classes, but they will result in a partial withholding of course fees.

Checking Your Timetable

Your SOLUS profile gives you access to your course timetable. Just choose the ‘CLASS SCHEDULE ’option from the dropdown menu in the ‘MY ACADEMICS’ section. SOLUS provides two options to view your schedule – either by a weekly calendar, or by a list view. Clicking on the ‘DISPLAY OPTION’ radio buttons above the schedule will allow you to pick the option you prefer.

  • OPTION 1: Calendar View

    OPTION 1: Calendar View

  • OPTION 2: List View

    OPTION 2: List View

 

Financials

Payment of tuition and compulsory fees completes the registration process. Your SOLUS profile is an essential tool in paying tuition and other fees.

While the University does offer a number of payment options (a complete listing can be found at www.queensu.ca/registrar/financials/HowToPay) most students will pay their fees by online bill payment through their Canadian bank or financial institution.

Electronic Funds Transfer (EFT) is used by the University when transferring funds back to students, whether for award deposits or fee refunds. In order for the University to be able to transfer possible credits to student bank accounts, we require that the following information be entered into SOLUS (see tutorial below):

Related Tutorials:

Entering Banking Information

  • In the Finances section of SOLUS, you will find a link to the screen where you can give account information related to the Canadian bank / financial institution you deal with. It is located in a box with a bank building icon and labeled ‘ENTER / REVIEW BANK INFORMATION’
  • In the Finances section of SOLUS, you will find a link to the screen where you can give account information related to the Canadian bank / financial institution you deal with. It is located in a box with a bank building icon and labeled ‘ENTER / REVIEW BANK INFORMATION
  • In this screen, you will be asked to enter account information for the Canadian bank / financial institution you deal with.
  • The information required (Bank Code, Transit Code,Account Number) can be found on bank-issued cheques for your account as per this diagram.
  • Once the information has been entered, click on the ‘SAVE’ icon.

    Please remember that we cannot accept information for bank accounts residing with institutions outside Canada.

Tracking Your Fees

Keeping track of your student account is an important part of the registration process. SOLUS provides you with detailed information on your account in two ways:

  • Screen image of SOLUS - Fee Account Summary on main page

1 A basic summary on the main screen, under Finances,which tells you whether or not you owe fees.

2 Through the links and dropdown menu in the Finances section, you can select specialized and detailed reports on your student account, such as  Charges Due.

Account Activity

  • Screen image of SOLUS - Account Activity

    Please note that it often takes 2-4 business days for electronic transactions through your financial institution to be sent to the University and credited to your account.

    In order to ensure that accounts are credited by the term deadlines, students and/or payees are advised to make their online payment in advance of this date.

Charges Due

  • Screen image of SOLUS - Charges Due

    By clicking on the 'Account Inquiry' tab in the Finances section, then clicking on the 'Payments' sub-tab, you will be able to view your payment history. You can set the dates in order to generate a list of payments over a particular period of time.

 

 

Maintaining Personal Information

From time to time during your studies, the University may need to contact you for a variety of purposes. Ensuring that your personal contact information is correct is vitally important

It is important that you keep your emergency contact information and your current address up-to-date. Review it every September and April, to ensure it is accurate.

Related Tutorials:

Verifying Your Personal Information

Editing / Updating Your Mailing Address

  • 1. Scroll down to the 'Personal Information' section, select 'Addresses' from the dropdown box then click go.

    1. Scroll down to the 'Personal Information' section, select 'Addresses' from the dropdown box then click go.

  • 2. Here you can click 'Edit' to update your current address or 'Change a Future Address' to set your address to change sometime in the future.

    2. Here you can click 'Edit' to update your current address or 'Change a Future Address' to set your address to change sometime in the future.

Addresses (Mailing)

Editing / Updating Your Telephone Number

  • 1. On the main page of SOLUS scroll down to the Personal Information section, click on the ‘other personal…’ dropdown box and select Phone Numbers. Click the Go button.

    1. On the main page of SOLUS scroll down to the Personal Information section, click on the ‘other personal…’ dropdown box and select Phone Numbers. Click the Go button.

  • 2. On the Phone Numbers page, you can change your preferred number and add or remove numbers. Once you have made your changes, click the Save button.

    2. On the Phone Numbers page, you can change your preferred number and add or remove numbers. Once you have made your changes, click the Save button.

Telephone Numbers

Editing / Updating Your Emergency Contacts

  • 1. On the main page of SOLUS scroll down to the Personal Information section, click on the Emergency Contact link.

    1. On the main page of SOLUS scroll down to the Personal Information section, click on the Emergency Contact link.

  • 2. Here you can add, remove, and edit your current emergency contacts. Please ensure you click the Save button to commit all changes.

    2. Here you can add, remove, and edit your current emergency contacts. Please ensure you click the Save button to commit all changes.

Emergency Contacts
Assigning Access To Your Personal Records

Your academic and financial information is protected by Ontario government law (FIPPA) and University Senate policy. This means that access to your records will not be given to any individual unless you grant them access.

  • 1. On the main page of SOLUS scroll down to the Personal Information section, click on the ‘other personal…’ dropdown box and select Release of Information. Click the Go button.

    1. On the main page of SOLUS scroll down to the Personal Information section, click on the ‘other personal…’ dropdown box and select Release of Information. Click the Go button.

  • 2. The Release of Information page displays who you have currently authorized access to parts of your student account. On this page, you can add or remove people.          *Please note that Section 1 is not used for current students.

    2. The Release of Information page displays who you have currently authorized access to parts of your student account. On this page, you can add or remove people.

    *Please note that Section 1 is not used for current students.

Granting Permission to Release Personal Information
Verifying Your Enrolment

At various times, you may be required to provide a document to a third-party. The ‘Verification of Enrolment’ Form is a snapshot of your current (or past) registration status at Queen’s. It confirms the following information:

  • Your program of study
  • The number of credit units successfully completed
  • The number of credit units you are (or were) enrolled in for the academic period; and
  • The start and end dates of your academic period

SOLUS allows you to generate and print an official Verification of Enrolment letter in a PDF document.

The Verification of Enrolment form may be required for the following:

  • RESP agreement forms
  • Student Line of Credit verification of enrolment letters
  • Confirmations for non-Queen's awards (external scholarships and awards)
  • Provincial Health care Insurance forms
  • Confirmation of your student status to external agencies (e.g. bank, student association)

  • 1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Enrollment Verification. Click the Go button.

    1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Enrollment Verification. Click the Go button.

  • 2. Select the appropriate year and then click the retrieve button to load your Verification of Enrolment report.     Warning: The Verification of Enrolment report will appear in a new window so ensure that you do not have pop-ups blocked.

    2. Select the appropriate year and then click the retrieve button to load your Verification of Enrolment report.

       Warning: The Verification of Enrolment report will appear in a new window so ensure that you do not have pop-ups blocked.

Enrolment Verification