Procedure to Submit nominated students

to

HEC Montreal

1. Access the «HEC Montreal Exchange Program».

Connect to the following address: http://enligne.hec.ca/servlets/iclientservlet/GAP8ET/

You will be directed to the “HEC en ligne” Web page.

You have the possibility to select your language of preference to access this application, French or English.

Use the User ID and Password which was provided to you by the International Student Affairs Office to access this application.

Enter your User ID and Password then click on «Open Session» button.

The main menu is now displayed.

In your main menu page you will find two available links.

The first one «Add Student Nomination Form» will allow you to add a new candidacy for a given term.

The second «Consult Student Nomination Form » will allow you to consult previous nominations made for various terms. The history will be available by term to give you a follow up for all the nominations you submitted to HEC Montreal.

2. Submit a new nomination to the HEC Montréal exchange program.

Information relating to the user

At the top of this page, you will find the name of the contact person, the user ID, the name of your university as well as the request no # of this candidacy. In the case, this information is incorrect, notify us by e-mail at .

Identifications of the candidate

Last Name and First Name: Enter the name and first name of the candidate, use the format, first letter in capital letters (example: Doe John). The format as well as the errors in this field will be reflected on the admission letters and on all documents that originates from our database, including the student transcript.

Write the name and first name in accordance with the birth extract.

Gender: Select the appropriate value.

Name at Birth: Enter this field only if birth name is different from name specified above.

Date of Birth: Select the date of birth of the candidate using the following format (YYYYMMDD) or use the calendar icon in the right of the field to select date.

* If you don’t hold the required student’s information below (birth country, birth location and/or Citizenship country), please enter the information to the best of your knowledge. A validation will be made upon the student’s arrival.

*Birth Country: Select the birth country of the candidate. Enter the first letter of the country then click on the drop down arrow in the right of this field to view full selection.

*Birth Location: Enter the birth city of the candidate. Enter text format using capital letter for the first letter of the city (example: Montreal).

Birth State: This field is required only for the countries Canada and United States.

Citizen Status in Canada: The available values for the legal status in Canada are the following:

Canadian citizen

Visitor with study permit (Visitor for more than 6 month stay)

Visitor without study permit (Visitor for less than 6 month stay)

*Citizenship Country: Select the Citizenship Country of the candidate. Enter the first letter of the country then click on the drop down arrow in the right of this field to view full selection.

Home Address of the candidate

Enter his current home address.

Country: Select the country. Enter the first letter of the country then click on the drop down arrow in the right of this field to view full selection.

No & Street: Enter current home address of the candidate.

City: Enter current city of the candidate

Province/State: This field is required only for the countries Canada and United States..

PostalCode: Select value.

Telephone number: Enter area code and number.

Email Address: Enter the candidates email address. This address will be used for all the future communications with the candidate’s.

Mailing Address

All admission letters as well as the transcripts for the outgoing exchange program will be sent to the attention of the contact person we have in our database for your university.

Validate the mailing address which appears in this section. In case of error, notify us by Email to .

Study Program

Exchange Period: Select One Term of Full Year.

Admit Term: click on the drop down arrow in the right of this field to view selection. Enter the arrival term of the student at HEC Montreal.

Once the term is entered, the start and end dates of this specific term will be displayed for information.

Program: Click on the drop down arrow in the right of this field to view selection.

Process Request

Save for later: Use this button to save your entries but have the possibility to return in this request in order to add data or to be able to continue entering your request at a later moment.
Submit to HEC Montreal: When you consider that this request is complete. Once you submit to HEC Montreal, you can no longer make any modification to this request. All the fields will be grayed and not accessible.

In order for HEC Montreal to process a candidacy, you must submit the request by cliking on the “Submit to HEC Montreal” button. Once submitted, the system will do a verification to ensure all fields required are completed. In the case where information is missing an error message will be posted to indicate the values missing.

Delete this request: You also have the possibility to delete a request. A message will confirm this action.

Student ID: Once HEC Montreal processes your request you can consult the student ID number assigned.

Status: Once the file is completed, the system will update the status of the request.

The status indicates the evolution in the processing of the candidacy file.

For information purpose, here are the steps involved in the process of a candidacy.

Status Description

Incomplete Request to be completed by partner

Received by HEC Request ready to be processed

Validated by HEC Request validated

Processedby HEC To be completed by candidate

Completed Completed by candidate

Admitby HEC Process completed

You can submit another candidacy by clicking on the « return » button. This step will bring you back to the main menu, you can then select to add a new nomination, consult an existing request or close your session.
Note: You must not submit two candidacies for the same student in the same term.

2006-06-20 Page: 7 de 10