Frequently Asked Questions

Family smiling with their graduate

Preparing for Convocation

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

When you log into the registration site you will see the day and time of your convocation: https://www.uwo.ca/univsec/senate/convocation/index.html

Where can I see that I am eligible to graduate?

Potential 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.

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

Potential 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 my Convocation Ceremony?

Depending on your ceremony each graduate is eligible for between 2-4 complimentary guest tickets. We do not have extra tickets. Ticket numbers are based on the number of students graduating in each ceremony. 

Does my child need a ticket to attend convocation?

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

Where can my out-of-town family/friends stay when coming in for my convocation?

Western does not have on-site accommodations available during the convocation ceremonies.  You will need to look at options off campus that are available in the community.

I want to apply for graduation, when are the deadlines?

Undergraduate, Professional, Certificate and Diploma Students*

You must apply to graduate by the deadlines below:

  • Spring Convocation (June): Opens March 1, deadline is April 30
  • Autumn Convocation (October): Opens July 1, deadline is September 8
  • In-Absentia February Convocation: Opens November 1, deadline is January 22

Graduate (School of Graduate and Postdoctoral Studies) Students**

You must also apply by the deadlines below:

  • Spring Convocation (June): Opens January 1, deadline is April 30
  • Autumn Convocation (October): Opens May 1, deadline August 31
  • In-Absentia February Convocation: Opens September 1, deadline is December 31

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

If you have graduated with the previous 2 years you are eligible to request to participate in either the June or October in person ceremonies. There will be a limited number of walk-on spots for each ceremony and you will need to register in advance to ensure there is space for you to walk on. Registration for Walk-ons will open in late May.

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 fill in this survey two weeks or more before your ceremony once the conferral of degree or award of diploma is confirmed.

You will be contacted regarding your responses on the form and provided more information to make the day as smooth as possible for you. 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. 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.

Can I wear my traditional Indigenous Regalia to my convocation ceremony?

You are more than welcome to wear your traditional Indigenous Regalia at your convocation ceremony we just ask that you notify the Convocation Coordinator (cprice22@uwo.ca) of your intent to do so.

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.

Is a Mortar Board graduation hat included with my Regalia rental?

Mortar board graduation hats are available for purchase at the bookstore but are not part of your regalia rental. They are a nice accessory for photos after your ceremony but they are not permitted as you cross the stage at convocation.

How can I order a frame for my diploma?

You can order your diploma frame through The Bookstore: https://bookstore.uwo.ca/products/bookstore/frames.

I'm an International student, how do I invite my family to attend my Convocation ceremony?

Visit the IESC website for more information on how to invite your family.

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.

Do I have to stay for the entire ceremony?

Out of respect for everyone involved in the ceremony, it is expected that all grads and guests remain in their seats until convocation has been dismissed by the Chancellor.

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.

How many people will be in attendance at each Ceremony?

Convocation ceremony attendance is determined by Faculty and Degree awarded as a result ceremonies will vary in size. The estimated maximum number of attendees including graduates and guests is 1700.

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.

What should I wear?

What you are wearing underneath your gown will show (less for doctoral gowns), so don't be afraid to dress up. Suits or sports jackets and ties, dresses and dress pants are all good choices. When considering footwear, know that you will be going up and down stairs next to the stage and high heel shoes may be unsafe.

It is not appropriate to carry flowers, purses, or other articles in the convocation ceremony. Graduates are asked to please leave personal belongings with relatives prior to entering the line-up location, or leave belongings with an attendant at the line-up location.

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

Parking will be available in the South Valley and Huron Flats lots

A shuttle service will be provided for both areas, and will run until 6:00pm.  Parking will be free of charge on a first-come first-served basis.  Accessible parking is available in the Alumni Hall parking lot. To see a map of these locations click here.


For additional 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

What to do in the event of an emergency, if you require support or have questions of a general nature during your convocation ceremony.

Please note that there are a large number of volunteers supporting each convocation ceremony so if you have an emergency situation or require additional support please reach out to one of the many volunteers and they will assist you with your questions or engage the appropriate personnel to offer support.

Will Brescia students be able to participate in the walk from the Brescia Hill to Alumni Hall?

 

Convocation celebrations for Brescia graduates will include a collective walk from Ursuline Hall to Alumni Hall before the Convocation ceremony, and a reception for graduates and their guests afterwards.

Questions? Please e-mail brescia-info@uwo.ca.

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?

This year, you will receive your diploma parchments in the Mustang Lounge after your convocation ceremony.

For those convocating in the morning ceremony, you will be able to pickup your degree beginning at 11:00AM.

For those convocating in the afternoon ceremony, you will be able pickup your degree beginning at 3:00PM.

We will remain open for degree pick-up until 6:00pm. Students will not be able to pick-up their degrees prior to these times.

You will be required to provide your Western ONECard or government-issued photo ID to pick up your parchment.

If you are unable to pick-up your degree on the day of your ceremony it will be available for pickup in-person from Student Central after 3 business days following the date of your scheduled ceremony.

How do I retrieve my Convocation photo?

Students who pre-registered 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!  Western Alumni will be celebrating our newest alumni with complimentary photos with instant downloads.

Following the ceremony, visit us in front of University College, the Beryl Ivey Garden (back of University College), McIntosh Gallery and inside D. B. Weldon Library.

Other great locations include, the courtyard by the 3M Center, the front gates by the Western Sign, and  the courtyard by the UC (to the North).

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

Yes. If you are unable to pick-up your degree on the day of your ceremony it will be available for pickup in-person from Student Central after 3 business days following the date of your scheduled ceremony.

Please visit Degrees/Diplomas for more information.

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.