VIII. Undergraduate Degree Regulations and Procedures
Graduation
C. Procedures
Student's Responsibilities
A student must submit a formal application in order to be considered as a candidate for a degree or diploma at a specific convocation. There are three convocation periods throughout the year-- early October, mid-February, and early June. An application for graduation must be submitted by the student no later than the deadline for the specific convocation period as specified in Section III--Schedule of Dates.. Late applications will be accepted with the submission of a late fee (refer to Section VI--Schedule of Fees).
Following submission of the application to graduate, the student will receive confirmation of the application, along with information on subsequent procedures. An additional late fee will be assessed in those cases where changes are requested by the student after the deadline date as this will affect the printing of the degree/diploma parchment.
Although the Office of Registrarial Services will attempt to send an e-mail to every potential graduate inviting them to apply to graduate via WebAdvisor for Students (My Application for Graduation), it is the student's responsibility to ensure that they submit their application for graduation by the published deadline dates in Section III - Schedule of Dates. Specific applications details are as follows:
Application for a Certificate or Diploma
A student who is registered in the General Studies program or the non-degree program and who expects to complete the requirements as set down in Section XI of the calendar for one of the certificate or diploma programs, should contact the Centre for Open Learning and Educational Support.
Application for Graduation from Degree Programs
An e-mail inviting students to apply to graduate via Web-Advisor for students (My Application for Graduation) will be sent to each student registered in a general degree program when his/her completed plus inprogress credits equal 15.00 credits or more; and to students registered in an honours degree program when their completed plus inprogress credits equal 20.00 credits or more. All other students with an active academic program who wish to apply to graduate may access 'My Application for Graduation' on WebAdvisor for Students.
Students who are not currently active students must submit a hard-copy Application for Graduation form, accompanied by the appropriate fee. This application form and instructions for the completion of the application are available at http://www.uoguelph.ca/regweb/publications/index.shtml.
It is the responsibility of the student to submit the completed form prior to the published deadline date.
Application for Honours Equivalent
A student who is registered in an honours equivalent program who expects to complete the requirements as set down in the calendar for one of the honours programs, should submit an "Application for Completion of Honours Equivalent" form available from the Convocation Coordinator, Enrolment Services, Office of Registrarial Services. The same deadlines for applications to graduate apply to the applications for honours equivalent.
Chair's Responsibilities
The department chair receives both the Academic Evaluations for all students who have applied for a degree with a specialization administered by that department and a listing of those students. The department chair (or designate) must review these records to determine if each student has satisfied:
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general University requirements,
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overall program requirements and
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specialization requirements.
Each check is to be reported on the form supplied, and the form is to be forwarded to the program counsellor by the date specified on the accompanying memorandum. If an applicant satisfies the requirements for the degree, or diploma sought, Registrarial Services will report the name of the student to the Assistant Vice-President (IRP) & Registrar. If an applicant fails to satisfy any requirement(s), Registrarial Services will inform the student of that decision.
Registrar's Responsibilities
Enrolment Services, Office of Registrarial Services initiates an "Application for Graduation" process for the appropriate group of regular and special students.
Enrolment Services processes those applications received prior to the deadline and forwards a confirmation of both the receipt of the application and the information supplied by the student and advises students of the date and time of the convocation ceremonies.
Enrolment Services forwards Academic Evaluation and check sheets to department chairs to obtain decisions on eligibility of the applicants. Enrolment Services informs students not approved by the departments of the rejection and the reasons for it.
The Convocation Coordinator will present a list of all recommended graduands to the Assistant Vice-President (IRP) & Registrar for approval.