University of Alberta

Student Registration System Changes

Student ID changes | Registration process changes | Administrative changes

Changes to our student self-service took effect April 4, 2011, as the Faculty of Extension moved into the University of Alberta’s central registration system, Campus Solutions. For Extension students, this means greater access to your student record in a safe, online environment.

Letter to our students (mailed in October; communicates changes to your U of A student account)

Below are responses to some questions our students may have about the new system.

Student ID changes

As a student of the University of Alberta – Faculty of Extension, you have two unique identifiers used to facilitate your relationship with the university. One is your Student ID#, a seven-digit number that replaces your Extension MISLL student ID#. The other is your Campus Computing ID (CCID) which is issued to all U of A students to provide access to many of the computer- based services.

Your Student ID

All students at the University of Alberta have a Student ID. The Student ID is your unique identifier and enables the University to connect your academic record to your personal information.

  1. What is a University of Alberta Student ID and why do I need one?
  2. How will I receive my University of Alberta Student ID?
  3. How do I obtain the new student ID if electronic access is not available to me?

Your Campus Computing ID (CCID)

Your CCID provides you access to the University’s computer-based services for students including Bear Tracks. Extension students will use Bear Tracks for online self-services: register for courses, access unofficial transcripts and request official transcripts, check for course/program confirmations letters, request withdraws, and much more.

  1. What is a University of Alberta CCID and why do I need one?
  2. Who receives a University of Alberta CCID?
  3. How will students be notified of their new CCID?
  4. When can students expect to receive their CCID?
  5. What if I already have a University of Alberta CCID or an Extension CCID?
  6. What do I do when I receive my CCID?
  7. What is Bear Tracks?
  8. Who can help me troubleshoot any problems I might have using the new system?

Registration process changes

  1. Can I still register in-person or over the phone?
  2. What do I do when the course I need is full?
  3. How does the “Watch List” differ from MISLL’s “Waiting List?”
  4. What is the Faculty Withdrawal policy?
  5. Why do I need to give my date of birth when I register?
  6. Will confirmation notices still be mailed out?

Administrative changes

  1. How do Students access their courses Grades?
  2. Will I have library or gym privileges with my U of A CCID?
  3. How do I use my University of Alberta email?
  4. What is Bear Tracks?
  5. Who can help me troubleshoot any problems I might have using the new system?



What is a University of Alberta Student ID and why do I need one?

All University of Alberta students are assigned a Student ID. This 7-digit Student ID [example 1234567] is your unique identifier at the University of Alberta. Your Student ID enables the University to connect your personal data to your academic and financial records. You will be asked for your Student ID any time you call the University to discuss any aspect of your University record.

How will I receive my University of Alberta Student ID?

If you have attended the University of Alberta and have a record in Campus Solutions you will already have a Student ID.

Faculty of Extension Students who were migrated into the University’s Campus Solutions database were assigned a Student ID. When you register in a course, either by phone or online, you will receive your Student ID on your course confirmation page. Your Student ID is important therefore please store it where you can easily find it.

The following three illustrations are examples of where you will be able to see you Student ID#:

Sample #1: Online course registration confirmation

Sample #2: Online course registration transaction receipt email

Sample #3: Course registration confirmation letter

How do I obtain the new student ID if electronic access is not available to me?

Student ID’s can be mailed to students via Canada Post to the address on record. Alternately students, when they present picture ID, can also retrieve their student ID in person at the Fac.ulty of Extension registration desk on the main floor of Enterprise Square located at 10230 Jasper Ave, Edmonton AB

What is a University of Alberta CCID and why do I need one?

A Campus Computing ID (CCID) is issued to U of A students to provide access to many of the computer-based services [including Bear Tracks, which Extension students will now use for online self-service].

Faculty of Extension students can use Bear Tracks for a wide range of functions:

  • register in courses
  • confirm course schedules/location/textbooks
  • check their grades
  • request transcripts
  • manage personal data

Your CCID can also be used to:

  • log in into eClass for online courses,
  • connect to the University Wireless System [UWS] while on campus.

All students are also assigned an e-mail account. All official University correspondence will be sent to your @ualberta.ca email account, so it is important to check your ualberta.ca email often. Your ualberta.ca email can easily be forwarded to your personal email address using Profile Manager.

Who receives a University of Alberta CCID?

Faculty of Extension students who are enrolled in an active program of study [i.e. enrolled in a Citation or Certificate Program] or have taken a General Studies course within the last two years were all sent a CCID and Temporary Password via an email the week of April 4, 2011.

If you did not receive a CCID it may be because you did not fit the criteria above or that your email address on record was not current or the email that was sent to you may have been marked as SPAM by your email service and/or program.

How will students be notified of their new CCID?

Students who do not currently have a CCID will be sent one via an email from Academic Information & Communication Technologies (AICT) using the most recent e-mail address in our records.

The CCID, temporary password, and University of Alberta e-mail address come in an attachment to the email message welcoming students to the University of Alberta. This email may have been marked as SPAM by the student’s email service and/or program. Students should check their SPAM filters.

This email will provide specific directions on how students get started with their CCID. The CCID Getting Started web page provides further information about your CCID.

Please note: To use your CCID you are required to change the issued temporary password to a permanent one. Your password must be changed prior to attempting to access either Bear Tracks or your ualberta email address Using your temporary password to access Bear Tracks will suspend your system access, and another temporary password would have to be generated and sent to you. Please change your temporary password ASAP after receiving it.

When can students expect to receive their CCID?

Students new to Campus Solutions receive their CCID notification within two days of being entered into PeopleSoft.

Students whose records were imported to Campus Solutions from MISLL will have been sent their Campus Computing Identifications (CCIDs) the week of April 4, 2011.

If you did not receive a CCID it may be because you did not fit these criteria or that your email address on record was not current or the email that was sent to you may have been marked as SPAM by your email service and/or program.

What if I already have a University of Alberta CCID or an Extension CCID?

In some cases Faculty of Extension students already have a CCID with the University of Alberta. If you are one of those people one of the following scenarios will happen:

Extension CCID = Faculty of Extension student CCID – used prior to April 4, 2011 PeopleSoft CCID = University of Alberta campus computing ID (CCID)

  1. You have an Extension CCID but no PeopleSoft CCID: Your MISLL CCID will become your PeopleSoft CCID. No additional student action required.

  2. You have an active Extension CCID and an active PeopleSoft CCID: You will have approximately two weeks to choose which ID you would like to keep. Only a small number of students will experience this and will be contacted directly by AICT. If you are contacted by AICT and do nothing your PeopleSoft CCID will become your CCID.

What do I do when I receive my CCID?

You will receive specific directions on how to get started with your CCID in the AICT notification. Further CCID information is also available at aict.ualberta.ca/ccid/getting-started.

The CCID and temporary password are e-mailed to all applicants and first time registrants, along with instructions on how to activate and use their CCID. If you receive a new CCID, the temporary password must be changed to a permanent password before the account can be used; changing the password activates your CCID. Therefore it is important that you activate your CCID as soon as possible.

Important: do not attempt to access Bear Tracks or your email address using your temporary password. Doing so will lock you out of the system, and another temporary password would have to be generated and sent to you to start all over again.

To activate your CCID and uAlberta Gmail account go to the AICT password server to set, change, or test your password. In some cases it can assist with forgotten passwords or can resend CCID and password information to you. We have prepared a short video tutorial on how to change your password:


All University of Alberta correspondence will be sent to your @ualberta.ca email account. Applicants and students should be aware of the University’s email policy. Your ualberta.ca email can easily be forwarded to your personal email address using Profile Manager.

Will I have library or gym privileges with my U of A CCID?

University of Alberta Extension students, currently registered in a diploma or certificate program, may obtain a University of Alberta Extension ONEcard for a $15 fee. Access to services must be purchased separately.

Library Access:

  • Physical library resources: Continuing Education students can purchase an ONEcard which provides them with the option to purchase access to the physical library resources.

Accessing Physical Education facilities

  • Continuing Education students must hold a valid ONEcard or a Van Vliet Centre (VVC) membership card to use the University of Alberta’s physical education facilities.
  • For more information see the Van Vliet Centre Memberships and Passes web site
  • Memberships and passes to use Van Vliet Centre facilities are sold at the Equipment Room, W-78, Van Vliet Centre.

Onecard Office: onecardinfo.ualberta.ca

How do I use my University of Alberta email?

Apps@UAlberta is a service that allows you to access your University e-mail from any web browser from anywhere in the world. All you need is your Campus Computing ID and password.

Make sure your web browser is configured to accept cookies and run Javascript, as uAlberta Gmail makes extensive use of both. Most newer browsers will use both by default.

  1. Point your browser to: apps.ualberta.ca to access the service. You will be automatically forwarded to a secure connection. This means that any data passed between your computer and the server is encrypted for your privacy. If your browser does not support secure connections, you will need to upgrade to a newer browser in order to use Apps@UAlberta.

  2. Enter your Campus Computing ID and permanent password and click the Submit button. That’s it! You’re now ready to start reading and sending e-mail. For more detailed information on how to use your @ualberta.ca email check our University Email Correspondence webpage.

The AICT Helpdesk has information on email setup and use on their web pages. Please follow the Apps@UAlberta (Gmail) and email setup links on the AICT Helpdesk website for more information.

The AICT Helpdesk can assist you with more information on accessing any of the computing resources mentioned here as well as others provided by the University of Alberta. You can also call the AICT Help Desk at (780) 492-9400. The AICT Helpdesk hours are posted on the AICT Helpdesk website.

Who can help me troubleshoot any problems I might have using the new system?

Starting April 4, 2011 your single point of contact for PeopleSoft support is the AICT Helpdesk:

  1. The AICT Helpdesk website provides CCID support along with PeopleSoft support. There are several ways to contact them:
  2. Extension RO staff may also be able to help and can be contacted at 780.492.3116.

What is Bear Tracks?

Bear Tracks is the University of Alberta’s online service that provides students, applicants, employees, and instructors access to their personal information in a safe and secure manner. To access Bear Tracks you require a CCID and Password.

  • Applicants: Check your application status; see what documents you still need to submit
  • Students: Build a schedule; enrol in and pay for classes; check your grades; print tax forms; and more
  • Instructors: See your class schedule; view and download your class rosters.
  • Employees: View your pay information, benefits summary, and update your personal information

Bear Tracks is accessible 7 days a week:

  • Sunday - Friday: 6:00 am to 2:00 am (MST)
  • Saturday: 5:00 am to 7:00 pm (MST)

More information about Bear Tracks can be found at the Bear Tracks info site.

Why do I need to give my date of birth when I register?

To maintain security and integrity of each student’s record, the University of Alberta requires information specific to each; collecting our students’ unique Date of Birth, Legal First Name, Legal Last Name and Gender helps us ensure we keep each student record unique.

Will confirmation notices still be mailed out?

Confirmations are mailed for all registrations received in person, by mail, fax, or telephone.

Students who register online can print their confirmation at the end of the registration/payment transaction. Confirmation notices are not mailed to students who register online.

Students may access a course confirmation notice at any time by logging into Bear Tracks, and in the left hand menu select Financials > Fee Assessment; select the desired term and the course. A .pdf copy of the confirmation will display for the student to print. Students may contact the registration office at 780.492.3116 for assistance.

Can I still register in-person or over the phone?

The Faculty of Extension Registration Office is committed to customer service. We will continue to offer in person (at Enterprise Square: 10230 Jasper Avenue NW, Edmonton), by telephone (780.492.3116 or 780.492.3109), and by fax registration services (780.492.0627).

Course confirmation notices will continue to be mailed to students. Students can also view and print confirmation notices from Bear Tracks.

What do I do when the course I need is full?

If the course you would like to take is full, the Watch List option in Bear Tracks will allow you to track the enrolment of that course. When you put a course on your Watch List, the system will immediately send an e-mail to your ualberta.ca account or a text to your mobile phone when a spot opens. You may then log on to Bear Tracks to see if you are able to enrol. Bear Tracks will continue to send you notifications until you register in the class or delete it from your Watch List.

How does the “Watch List” differ from MISLL’s “Waiting List?”

Note
The Watch List is temporarily unavailable

You will add or remove your own courses to the Watch List. Should you encounter a course that you are interested in that is full, the course will display Watch List button next to courses in Browse Course Catalogue, Search for Classes, and Schedule Builder. By selecting that button you add yourself to the Watch List function. When a spot opens in that course, the Watch List function immediately sends out an email (personal or ualberta.ca email addresses) or text message to each student on the a course’s Watch List. Registration for that open spot is on a first come first serve basis. Once enrolled in a class, the enrolled student is automatically removed from the Watch List.

What is the Faculty Withdrawal policy?

The Faculty’s new Withdrawal Policy comes into effect July 1, 2011 for all subsequent courses.

Students will be able to withdrawal themselves from courses beginning July 1, 2011.

  • Students who withdraw prior to the refund date (five days before the first scheduled class) are eligible for a 100% refund minus a $75 administrative fee. No refund is available after the Refund Deadline date.
  • Withdrawals can be done in Bear Tracks, by fax (780.492.0627)or in-person at the Registration Office
  • Students who transfer their registration fee to a different course are required to do this via the Registration Office and will be charged a $50 Transfer Fee.

How do Students access their courses Grades?

Beginning April 2011, students will be able to access and print their grades only through Bear Tracks. In the rare event access is not available; a hard copy may be requested through the Program Office. Program Offices will not release grades over telephone under any circumstance. Bear Tracks can be configured to send out an email/mobile communication when grades for classes are posted.




Bear Tracks

  • register in courses
  • check your grades
  • update your contact information
    …and more

Accessible 7 days a week

  • Sunday - Friday:
    6:00 am to 2:00 am (MST)
  • Saturday:
    5:00 am to 7:00 pm (MST)

Tax Credit Receipts

Access your T2202A Education Tax Credit Receipts at
Student Self-Serve > Student Financials > T2202A