Procedure for Policy 2.4 Awarding of Degrees, Associate Diplomas, and Degree Certificates/Diplomas in Extraordinary Circumstances

The official version of this policy is housed with the University Secretariat.  In the event of a discrepancy, the official version will prevail. Click here for a printable version of this policy. 

Parent Policy: Policy 2.4 - Awarding of Degrees, Associate Diplomas, and Degree Certificates/Diplomas in Extraordinary Circumstances
Approving Authority: Senate
Responsible Office: Office of the Vice-Provost (Student Affairs), Office of Graduate and Postdoctoral Studies
Responsible Officer: University Secretary
Original Approval Date: December 5, 2012
Most Recent Revision Date: November 22, 2021

1. Evaluation

1.1. Normally, the Office of Student Affairs will initiate a request for the appropriate form of recognition according to the eligibility requirements as listed under section 4.2 of this policy, upon notification of the student’s death or permanent incapacitation.

1.2. The Office of Student Affairs will work with the Office of Registrarial Services, the Office of Graduate Studies, or the regional campuses as appropriate, to confirm enrollment and verify the student’s progress towards completion of program requirements.

2. Communication and Recognition

Once eligibility is confirmed, the Office of Student Affairs shall

2.1. Provide the next-of-kin with information regarding arrangements for conferral of a degree at a convocation ceremony or in absentia where an academic degree, associate diploma, degree certificate/ diploma shall be awarded.

2.2. Deliver an “In Commemoration” parchment to the next of kin where such a parchment shall be awarded.

Once awarded, the Registrar’s Office shall

2.3. Include a notation that the degree, associate diploma or degree diploma/ certificate was conferred on the student’s transcript where such has been awarded.

2.4. Enter an “In Commemoration” notation on the student’s transcript where such has been awarded.