Frequently Asked Questions

Family smiling with their graduate

Preparing for Convocation

Where can I find the date and time for my upcoming convocation?

When you log into the registration site you will see the day and time of your convocation https://studentservices.uwo.ca/secure/convocation2022

Where can I see that I am eligible to graduate?

Potential October graduates can check their status by logging into Student Center. Go to the Academics tile and choose Graduation to see your current Graduation Status and potential convocation date.

Note: Degree conferred will not appear on an Official Transcript until your convocation date in October.

Why does it say my degree/certificate has not been awarded?

Potential October graduates can check their status by logging into Student Center. Go to the Academics tile and choose Graduation to see your current Graduation Status.

Note: You must be in Program Complete to register for convocation and order guest tickets.

How many tickets will I receive for Autumn Convocation?

Depending on your ceremony you will be able to select between 2 and 4 guest tickets. At this time we do not have extra tickets. Check the ticket site the week of October 10 to see if we are able to release more tickets for your ceremony. Ticket numbers are based on the number of students graduating in each ceremony. We will have a better idea of numbers when we see how many students register to attend.

Does my child need a ticket to attend convocation?

All guests, including children, attending the convocation ceremony will require a ticket.

I want to apply for graduation in June, when will that be available?

Application to graduate in June 2023 will open on March 1, 2023 for undergraduates and will open for Master's and PhD students January 1, 2023.

Can I register to attend Convocation as a 'walk-on'?

There will be a limited number of walk on spots for each ceremony. You will need to register before October 4 to ensure there is space for you to walk on. To register visit https://studentservices.uwo.ca/secure/convocation2022

How do I make Accessibility arrangements for my Convocation ceremony?

We encourage graduates with permanent or short term disabilities who require special arrangements to participate in their Convocation ceremony to email convosec@uwo.ca when your conferral of degree or award of diploma is confirmed. Please use the subject line "Graduation Accessibility". Western strives to provide an inclusive environment and we will work to ensure that each graduate is able to participate in a way that acknowledges equality, inclusiveness and celebration.

Please note:

  1. While the Convocation ceremony takes place in Alumni Hall, other events of the day including parking, regalia pickup, Alumni reception, etc. are in various locations across campus. Review the Convocation Day Student Checklist for more information.
  2. The processional route travelled by graduates on the day of the ceremony include stairs, ramps and long hallways.
  3. Accessibility Services at Western has helpful resources, including campus maps and building floor plans.

How do I rent my Academic Regalia?

You can preorder your Academic Regalia at http://buildagrad.ca/Western during posted times. If you do not order regalia by the preorder deadline, you can still rent regalia the day of your ceremony for an extra charge. Rental preorder dates will be posted on the Photo and Academic Regalia page. For further details, please contact the Book Store at Western.

How do I preorder my Convocation photo?

Attending graduates will have their portraits taken at Convocation, and Western will provide a 5x7 photograph free of charge after the ceremony. Please visit Photo and Academic Reglia for step-by-step instructions on how to preorder your photo.

Do all graduates and guests require proof of vaccination to attend convocation?

Yes, all graduates and their guests must attest to their vaccination status when they register and order tickets. Students granted an exemption for medical or creed/religious beliefs are required to participate in Western’s COVID-19 rapid antigen testing program.

How can I order a frame for my diploma?

You can order your diploma frame through The Book Store at Western https://bookstore.uwo.ca/products/bookstore/frames.

Convocation Day

Can I attend any Convocation ceremony?

No. The Order of Convocation dictates the date and time of your graduation ceremony. If you would like to attend your graduation you must attend the ceremony at the date and time specified. You may attend other ceremonies as a guest of another graduate provided that they are able to provide you with a ticket that will permit you entrance into their ceremony.

How long are the ceremonies?

The 10:00am ceremony generally does not run past 12:00pm, and the 3:00pm ceremony generally does not run past 5:00pm.

Are the ceremonies videotaped or photographed?

Convocation ceremonies are recorded and a live webcast of each ceremony is available online here. Convocation videos will be posted on Western’s YouTube channel 6-8 weeks following the ceremony and will be available online for a year.

During the ceremonies, photographers from Western will be taking photos which may be used by the University for promotional or archival purposes. The photos taken during Convocation may or may not include your recognizable image. Visit the Convocation Day Photography and Video page for more information.

Can my child(ren) sit with me during the ceremony, or cross the stage with me?

Western encourages all students to celebrate their Convocation day with friends and family however, only those individuals eligible to graduate are permitted to cross the stage. Equally, we ask that your family remain in the seating reserved for guests.

Where should I park for my ceremony? Is there Accessible parking available?

Parking will be available in both South Valley and at Windermere Manor (see map for all campus parking). A shuttle service will be provided for both areas, and will run until 6pm. Parking will be free of charge on a first-come first-served basis. Accessible parking is available in the Alumni Hall parking lot.

For addtional information, please visit the Arrival and Assembly page.

How early should I arrive before my ceremony?

We encourage graduates and their families to arrive 2 hours before their ceremony to allow enough time to park, pick-up Academic Regalia, and find your line-up location

All graduates MUST report to their line-up location no later than the times listed below:

  • Morning Ceremony: 8:45 a.m.
  • Afternoon Ceremony: 1:45 p.m.

How can I cancel my application to graduate?

If you have already applied to graduate and would like to withdraw your application it is recommended that you first contact your home faculty Academic Counselling office for direction. The contact information for each Faculty can be found here: https://registrar.uwo.ca/faculty_academic_counselling.html

After Convocation

When can I get a letter that shows my program is complete?

Once Degree Conferred appears on your Web Academic Report (Unofficial Transcript) you can order an Official Western Letter on your Student Center under View and Order Documents > Order Official Western Letters.  The letter will show that your program is complete.

See https://registrar.uwo.ca/services/official_western_letters.html for full details on ordering an Official Western Letter including fees and processing time.

When can I get a letter that shows my degree is awarded?

Western degrees will be conferred and graduation "awarded" status will be reflected on your letter on the day of convocation for Spring graduates. You can order an Official Western Letter on your Student Center under View and Order Documents > Order Official Western Letters. 

See https://registrar.uwo.ca/services/official_western_letters.html for full details on ordering an Official Western Letter including fees and processing time.

When will my transcript show my program is complete?

Your transcript will show program complete once Degree Conferred appears on your Web Academic Report (Unofficial Transcript).

When will my transcript show that my degree has been conferred?

Western degrees will be conferred and graduation "awarded" status will be reflected on official transcripts on the day of your convocation.

How will I receive my diploma?

For Spring and Autumn graduates you can order through Diploma Mailing on your Student Center account.

How do I retrieve my Convocation photo?

Students who preregistered for a photo will receive an email from GradImages after Convocation with a Promotional Code and Customer Number to log in with.

Students who did not preregister for a photo can go to www.gradimages.ca to contact the Customer Service Team for a Promotional Code. In either case, please visit Retrieving Your Photo for step-by-step instructions.

Where do I return my Academic Regalia?

We ask that all graduates return their Academic Regalia by 6:00 p.m. at the Mustang Lounge, UCC.

Can I take pictures with my family after the ceremony?

Absolutely! Directly following the Convocation ceremony, we welcome graduates and their families to take advantage of our beautiful campus for photo opportunities. Some great areas include, the courtyard by the 3M Centre, the front gates by the Western Sign, UC Hill in front of the tower, the Ivey Garden (back of University College), and the courtyard by the UC (to the North), in front of the McIntosh Gallery.

Can I pick up my diploma or have it mailed to me?

Yes. Please visit Degrees/Diplomas for more information.

Can I come on campus to get my degree if I am not vaccinated?

All members of our community – including students, employees and visitors – are required to provide proof of vaccination to be on campus as part of the COVID-19 Vaccination Policy.
Students granted an exemption for medical or creed/religious beliefs are required to participate in Western’s COVID-19 rapid antigen testing program.

Where is the Alumni Reception following the Convocation ceremony?

Following each ceremony, we invite graduates to join fellow alumni for refreshments. Location and times TBD.

Can I walk on in a future ceremony?

There will be a limited number of walk on spots for each ceremony. Check back one month before the ceremony you want to attend.

Staff and Faculty

If I am a member of Faculty, Senate, the Board of Governors or an Emeritus/a Professor, can I take part in the Academic Procession?

Yes, members of Faculty, Senate, the Board of Governors and Emeritus/a Professors should email convosec@uwo.ca if they wish to participate in the Academic Procession.

What is the Convocation Board policy regarding hooding of graduating students?

At Convocation, faculty members at Western and other recognized universities will be permitted to hood immediate family members, and doctoral supervisors will be permitted to hood their doctoral candidates, provided that arrangements are made with the Secretariat by contacting convosec@uwo.ca at least one week before the relevant Convocation ceremony.

How do faculty members request their Academic Regalia?

Academic Regalia is provided to all members of faculty when joining the academic procession. It is not provided for use during a faculty awards ceremony. For information about ordering your Regalia, please contact  convosec@uwo.ca.

If I am a staff member at Western, can I volunteer to help with Convocation?

Staff are welcome to volunteer to serve as an usher during a Convocation ceremony. Staff should contact the appropriate Dean's office (for the Faculty that the ceremony is for) in order to obtain further information.