Student information

My Convocation

If you wish to participate in an upcoming Convocation, please read all the information and follow the instructions provided on this page.

1. Apply to graduate

Undergraduate students

Make sure you have completed an application to graduate. Forms are also available from the Undergraduate Records office (main floor, University Centre).

Graduate students

Complete a Graduate studies application to graduate. Forms are also available in the Graduate Records office (2nd floor, University centre).

Application deadlines for all graduating students:

Spring convocation deadline: December 1
Fall convocation deadline: July 1

Your application will initiate a review of your eligibility to graduate.

Additional information

The Grad year connections site will help you make the most of your final years at university and help you on your way through to Convocation and beyond. Find out about workshops and events, services available during your graduating year, and opportunities available from the Alumni Relations.

After Convocation, if you have not received your graduation documentation (undergraduate or graduate) or replacement documentation, visit the Office of the Registrar and enrolment services, Undergraduate records site for more information on how to proceed.

2. Register to attend Convocation or indicate non-attendance

Attending your convocation ceremony

Every student that has applied to graduate must register online, whether they plan to attend Convocation or not. Online registration for Spring 2012 Convocation will begin in March 2012.

How do I confirm my attendance?

After you have confirmed your eligibility to graduate and submitted an application to graduate, you'll receive a letter approximately 6 weeks prior to your Convocation ceremony. It will include instructions on registering for Convocation online. Please ensure that your current address is on record with My Page.

If the letter hasn't arrived by mid-October (for Fall Convocation) or mid-May (for Spring Convocation), please contact the Ceremonies and Events office.

During the online registration process, your attendance will be confirmed at a given day and time. If you choose not to attend your ceremony, you will be able to indicate this also, during the online process. You can re-access your registration information until the Convocation registration period ends.

Please note: If you are a student with special needs, please contact the Ceremonies and Events office directly to discuss your specific requirements.

3. Prepare for your Convocation day

The Convocation ceremonies take place in the University Centre Farquhar Auditorium. There are eight ceremonies during the spring Convocation period and four ceremonies during the fall Convocation period. Each ceremony lasts approximately two hours.

To view the current convocation schedule and faculty breakdown, please click here.

Parking: You and your guests will have access to complimentary parking in all parking lots marked general. Parking passes and a map of the campus will be mailed out with guest tickets prior to the ceremonies. All lots will be busy so ensure you and your guests have ample time to find parking.

Timing:

One and a half hours prior to the ceremony:

Pick up regalia before the ceremony at the Board and Senate Chambers (University Centre A180). Be sure to arrive at least one and a half hours before the ceremony to avoid lineups and possibly delaying your arrival in the Clearihue "C" Wing Marshaling Rooms.

You will be assigned a coloured hood to be worn as part of your regalia. The designated colour represents each faculty and/ or school and the degree being received.

Student regalia rental is handled through the UVic Bookstore. If you have any additional questions regarding regalia rental, please contact the bookstore.

At least one hour before the start of the ceremony:

Report to the marshaling rooms in the Clearihue “C” Wing with your reglia. There will be signs to direct you to your room.

Dress:
We request that all our graduates dress to reflect the dignity of Convocation. No flowers, jewelry, cords or emblems can be attached to your regalia. We strongly recommend that students wear footwear appropriate for walking and standing. Very high heels are hazardous on the steep auditorium stairs.

Robing:
Assistance will be available to help you to put on your gown over your clothing; pin on your hood; and put on your mortar board (cap).

Marshaling:
All graduating students will be lined up in alphabetical order within each faculty and each degree. You will each be given a name strip that you’ll give to the Dean when it’s your turn to cross the stage. If there is a need for phonetic spelling of your name, you’ll be able to write it on the name strip.

Procession: 15 minutes before the start of the ceremony, marshals will lead each group to the University Centre foyer and into the auditorium. Marshals will direct you to where you are to sit in the auditorium.

Ceremony: The ceremony will be approximately 1.5 to 2 hours in length.

Admission procedure: When your faculty is being admitted, the marshals will line you up. You’ll each cross the stage in turn. The Chief Marshal will inform you when to proceed.

Undergraduate students:

    1. Wear your tassle on the right before admission (unless you have a previous degree, in which case you wear it on the left).
    2. Hand your name strip to the dean.
    3. Walk to the marked spot (X on the carpet) beside the dean’s lectern.
    4. Pose for an official photo by the Artona photographer as your name is being read.
    5. Remove your hat and walk to the middle of the stage, in front of the Chancellor.
    6. Kneel on the kneeling stool in front of the Chancellor so s/he may tap you on the head with his/her hat.
    7. Replace your hat with the tassle on the left, proceed across the stage to pick up your degree and an alumni gift, and then return to your seat.

    Masters students:

  1. Wear your tassle on the left.
  2. Hand your name strip to the dean.
  3. Walk to the marked spot (X on the carpet) beside the dean's lectern.
  4. Pose for an official photo by the Artona photographer as your name is being read.
  5. Remove your hat and walk to the middle of the stage, in front of the Chancellor.
  6. Shake the Chancellor's hand.
  7. Replace your hat, proceed across the stage to pick up your degree and an alumni gift, and then return to your seat.

PhD students:

  1. Wear your tassle on the left.
  2. Hand your name strip to the dean.
  3. Walk to the marked spot (X on the carpet) beside the dean's lectern.
  4. Pose for an official photo by the Artona photographer as your name is being read.
  5. Remove your hat and walk to the middle of the stage, in front of the Chancellor; your PhD supervisor will follow you.
  6. Pause in front of the Chancellor to allow your PhD supervisor to place your PhD hood on your shoulders.
  7. Shake the Chancellor's hand.
  8. Replace your hat, proceed across the stage to pick up your degree and an alumni gift, and then return to your seat.

Diploma, Professional Specialization Certificate, and Certificate students:

  1. Wear your tassle on the right before admission (unless you have a previous degree, in which case you wear it on the left).
  2. Hand your name strip to the dean.
  3. Walk to the marked spot (X on the carpet) beside the dean's lectern.
  4. Pose for an official photo by the Artona photographer as your name is being read.
  5. Walk to the middle of the stage, in front of the President.
  6. Remove your hat and shake hands with the President.
  7. Replace your hat and proceed across the stage to pick up your parchment and an alumni gift, and return to your seat.

This information and a video of the admission procedure will be available for viewing in the Clearihue "C" Wing Marshaling Rooms on the day of your ceremony.

 

Following the ceremony: Immediately following the ceremony a reception will take place in the University Centre Cafeteria for all graduates and their guests. Artona (official graduation photographer) will be set up in University Centre A183 for individual or small group photographs.

Regalia: Return your regalia immediately after the reception to receive your deposit.

Outstanding fees

If you have outstanding fees, your degree, diploma or certificate will be withheld until you have cleared your account. You are advised to check your fee account on My page before the Convocation ceremony to avoid any surprise and disappointment. Questions around this can be directed to tuition@uvic.ca or 250-721-7032.

Scent free policy: The University Centre Farquhar Auditorium is a scent-free environment. Thank you for your co-operation in adhering to this policy.

Smoking bylaw: UVic is committed to providing a safe and healthy environment for students, employees and visitors. Beginning September 1, 2011, smoking will only be permitted in designated areas outside Ring Road. Look for the marked benches and new cigarette receptables in convenient and accessible locations within a three-minute walk of any campus building.

4. Post-Convocation information

Congratulations, you are now a university graduate! For your convenience, the links below can assist you with any questions or concerns that you may have regarding your recent Convocation.

5. Additional Convocation information

Student Convocation Registration

Helpful links