Degree Completion and Graduation

The University Senate grants degrees in fall and spring each year. The formal conferral of degrees takes place at a convocation ceremony in the fall and spring each year. Graduates become members of the Convocation of the University as soon as their degrees are granted by the Senate, which generally occurs several weeks before the convocation ceremony. Students who require proof of degree completion prior to convocation can obtain a letter from the Graduate Admissions and Records Office.

Each candidate for a degree, diploma or certificate must complete a formal application for graduation. The deadlines to submit completed applica-tions are July 1 for Fall graduation and December 1 for Spring graduation. The Application for Graduation forms are available through the Graduate Admissions and Records Office or online at <www.uvic.ca/graduatestudies/assets/docs/forms/appforgraduation.pdf>. A graduation fee is assessed at the time of application, and is payable by the end of the month in which application is made.

The deadlines for completing all requirements for the degree are the final business day in August for Fall graduation, and the final business day in April for Spring graduation. Details are available on the web site of the Faculty of Graduate Studies .

Students can be considered for awarding of a degree only when all of the following requirements have been satisfied:

1. For doctoral and master's with thesis candidates, submission of the final copies of the dissertation or thesis. Regulations governing the proper submission are set out on the faculty website at <www.uvic.ca/graduatestudies/resourcesfor/students/thesis/index.php>. Only the latest version of these instructions is valid. Normally, a copy of all approved dissertations and theses will be published and held in the University's collection.
2. Submission of the Letter of Recommendation for the program from the academic unit to the Graduate Admissions and Records Office. This letter states that all academic requirements have been completed.
3. Payment of all outstanding fees. Those who have outstanding accounts will not receive a diploma or be issued any transcripts. Students should especially be aware of the minimum program fee for graduate degrees. All students should check their fee status at the Graduate Admissions and Records Office.

Transcript of Academic Record

On written request of the student, a certified transcript of the student's academic record can be sent directly to the institution or agency indicated in the request. Each transcript will include the student's complete record at the University to date. Since standing is determined by the results of all final grades in the session, transcripts showing official first term grades are not available until the end of the session, unless the student has attended the first term only.

Students' records are confidential. Transcripts are issued only at the request of students. All transcript requests must be accompanied by payment (see Other Graduate Fees). Transcripts will be issued within five working days after a request is received, unless a priority request is made. See <registrar.uvic.ca/undergrad/records/forms/online/transcripts.html> for more details.

Transcripts will not be issued until all financial obligations to the University have been cleared. Students who require verification of completion of program requirements prior to senate ratification of the program should request a “supporting letter” in addition to the official transcript.