University Registrar

OFFICE OF THE

University Registrar

site header

Applying for Graduation

You may have completed your studies, but you will still have to make a formal application to graduate.  On this page you will find instructions on how to successfully complete the Application to Graduate (A2G) process. It is important to follow each step listed in order on this page.

Completion of an Application to Graduate does not guarantee the awarding of a degree / diploma / certificate.

All applications are subject to academic review by the appropriate faculty or school, and approval by the Senate Committee on Academic Procedures (SCAP).

Once you have completed the application steps below, please consult the 'Information for Graduates' page for details specific to your participation in your ceremony.
Step 1: Application Windows by Faculty / School

You must formally Apply to Graduate through the SOLUS Student Centre - You will be prompted for your NetID and Password to login.

Detailed instructions on how to make your application through the SOLUS Student Centre are listed in Step 3 of this page.

Application time periods will vary from Faculty to Faculty (see below). Please identify and remember the Application Dates that apply to you!

Completion of an application to graduate does not guarantee the awarding of a degree.

Faculty/School

Application Window for Fall 2019

Arts and Science

July 15th to October 15th

Smith School of Business:

 
  • Bachelor of Commerce

July 15th to October 15th
  • Graduate Diploma in Accounting, Graduate Diploma in Business

July 15th to August 30th
  • Master of Business Administration, Master of Management Analytics, Master of Management Innovation and Entrepreneurship

Open July 15th

  • Master of Finance
July 15th to October 15th
  • Master of International Business

July 15th to October 15th
  • Master of Management in Artificial Intelligence
July 15th to September 30th

Education

July 15th to 31st

Engineering and Applied Science

July 15th to September 30th

Graduate Studies

Open July 15th

Law

July 15th to October 15th

School of Health Sciences

 

  • Medicine
Open July 15th
  • Nursing
July 15th to September 15th
  • Bachelor of Health Sciences
Open July 15th

 

Step 2: Have I completed my course requirements?

To successfully apply for graduation, you will need to have met all of the academic requirements for your program / plan as set by your Faculty or School.

If you require assistance in meeting these requirements, you will need to speak to an academic advisor in your Faculty / School Office.  A list of advisors and contacts can be found on this page under Academic Advice.

If you are a student in the Faculty of Arts and Science, please contact the office for your specific department.

Once you are confident that you have, or will, satisfy the requirements for the degree you wish to receive, you can begin the Application to Graduate (A2G) process as outlined in the next step.

Step 3: Making your Application via the SOLUS Student Centre

All Applications for Graduation are made through the SOLUS Student Centre.

How do I submit my application?

  • 1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Apply for Graduation. Click the Go button.

    1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Apply for Graduation. Click the Go button.

  • 2. Select the program that you wish to apply for graduation in.

    2. Select the program that you wish to apply for graduation in.

  • 3. Select the Expected Graduation Term and click Continue.

    3. Select the Expected Graduation Term and click Continue.

    (Please note that 'Winter 2020' is the correct selection for Spring 2020 graduation)

  • 4. Select whether you will be attending the ceremony in person, whether you would like your degree to be mailed to your primary address in SOLUS, or whether you will be picking up your degree, in person, at the Office of the University Registrar front desk sometime after the ceremony. If your diploma is a BA or BAH, you will select the diploma language to be in either English or Latin. Click the Continue button.

    4. Select whether you will be attending the ceremony in person, whether you would like your degree to be mailed to your primary address in SOLUS, or whether you will be picking up your degree, in person, at the Office of the University Registrar front desk sometime after the ceremony. If your diploma is a BA or BAH, you will select the diploma language to be in either English or Latin. Click the Continue button.

  • 5. Review all of the details of your application and when you are sure they are correct, click the Submit Application button and wait for the prompt that you were successful.

    5. Review all of the details of your application and when you are sure they are correct, click the Submit Application button and wait for the prompt that you were successful.

  • 6. The Submit Confirmation page will display when the Application for Graduation is successful.

    6. The 'Submit Confirmation' page will display when the 'Application for Graduation' is successful

Apply for Graduation

 

SPECIAL NOTE TO TEACHING ASSISTANTS AND QUEEN'S STAFF ACCESSING SOLUS:

If you are employed by Queen's either as a regular staff member, or as a graduate student working as a Teaching Assistant, the red 'SOLUS' icon will NOT appear in the MyQueen's Portal.

To access your SOLUS Student Centre profile, scroll down to the section titled 'PeopleSoft Resources' and click on the link labeled 'Student Admin.' This will take you to your SOLUS profile.

Please note that all applications for graduation are pending upon submission.

Completion of this application to graduate does not guarantee the awarding of a degree / diploma / certificate.

To monitor the status of your application, please follow Step 4, contained in the next section of this page.

Step 4: Confirming your Application / Name on Diploma / Ordering Guest Tickets / Owe Money

Once you have completed your Application, you will need to monitor your status and include the number of guests you plan to bring by following the steps below: 

Maintaining Convocation Details via SOLUS

  1. Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page
  2. In the Graduation section (3rd box), select the link labeled “Maintain Convocation Details

  3. You should find a page which will outline aspects of your application, including when the scheduled ceremony will take place, and whether your application has been received.

  4. Please verify that the Status of your application is listed as 'Applied' - You will need to return to this utility to verify that your status has been updated to 'Approved' (Please see "Your Application 'Status' " below for more details).

  5. Dropdown menus will allow you to change your attendance status for the ceremony. 

  6. During Fall Convocation, physical guest tickets are not issued for ceremonies. Applicants are still required to enter the number of invitees attending, and are subject to seating limits. Please consult the ceremony schedule page for the ticket limits for your ceremony.

  7. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room in Kingston Hall where all ceremonies are simulcast on a large screen. No tickets are required for this room. 

Your Application 'Status'

In the top right-hand corner of the table in 'Maintain Convocation Details', you will be able to see the 'status' of your application. This 'status' applies specifically to your request to graduate, and NOT to your attendance / ticket order. Questions may be directed to your Faculty / School.

Throughout the application and review period, this status will change. The following are a list of possible status options:

  • 'Applied' - this will appear immediately upon entering your application. For most Faculties and Schools, this status will remain until October 24th when all Application Windows close.
  • 'In Review' - this is generally used by the Faculty of Arts and Science in reviewing applications, and appears while Faculty staff are assessing an applicant's eligibility to graduate.
  • 'Approved' - this status appears when your Faculty or School has determined that you meet the qualifications for your degree or diploma, and will be recommended for graduation.
  • 'Awarded' - this final status appears after the University Senate has voted to officially confer your degree.
  • 'Denied' - this status will appear if your Faculty / School has determined that you have not met the requirements of your degree. Applicants who receive this status are advised to contact their Faculty / School. Contacts for each Faculty / School can be found in the 'Academic Advice' section of this webpage.

Please note that each Faculty and School determines the eligibility of their individual applicants. Questions or concerns about your status should be directed to their office. Contacts for each Faculty / School can be found in the 'Academic Advice' section of this webpage.

What name appears on my diploma?

Often students will have two versions of their name listed in SOLUS - a 'Primary' name, and a 'Preferred' name.

All prospective graduates are asked to review the presentation of their 'Primary' name in SOLUS for accuracy.

The 'Primary' name is considered the full legal name, and is used for the purposes of diploma printing and for placement in the printed Convocation program booklets.

To make a change to your 'Primary' name, you must submit a 'Name Change Form', as well as supporting documentation. The form, along with a list of acceptable documentation, can be found at: http://www.queensu.ca/registrar/forms

The deadlines for name changes for Convocation are as follows:

  •     Spring Convocation - April 30th
  •     Fall Convocation - October 15th

Please note:

  • If you change your name after the specified deadline for your convocation, there will be a charge to replace your diploma.
  • Your new name will be used on your academic transcript, as well as your diploma and the convocation program. You should know that, if it is NOT your formal legal name, future employers, licensing bodies, or other educational institutions may require proof that the transcripts and diploma are your legitimate academic records.

Ceremony seating for your guests

Although there are no physical tickets issued for Fall Convocation, graduates are still required to reserve seating for their guests. This is done via the SOLUS Student Centre.

* Please note that graduates are required to complete this task whether or not physical tickets are being issued for their ceremony.

Information on specific seating limits for each ceremony is available on the Fall 2019 Convocation schedule page.

Graduands are asked to limit the number of invitees to the number posted for their ceremony on the Convocation schedule page, and enter the number in the 'Maintain Convocation Details' screen in SOLUS after they have completed their application to graduate. Graduates do not need to book guest seating for their own attendance.

Your deadline to reserve guest seating and/or make changes to your attendance decision is October 24th, 2019.

 ** Additional Guest Seating Requests **

With the limited capacity of Grant Hall, there may not be additional guest seating for all ceremonies. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room where all ceremonies are simulcast on a large screen.

Ordering your Guest Tickets via SOLUS
  1. Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page
  2. In the Graduation section (3rd box), select the link labeled “Maintain Convocation Details
  3. You should find a page which will outline aspects of your application, including when the scheduled ceremony will take place, and whether your application has been received.
  4. Dropdown menus will allow you to change your attendance status for the ceremony ('Will Attend' or 'Not Attending'). 

In this screen, you are required to reserve seating for your guests. Information on specific guest limits for each ceremony will be posted on the Convocation schedule page.

Deadline for changes to 'Maintain Convocation Details'

Your deadline to reserve guest seating and/or make changes to your attendance decision is October 24th, 2019

 ** Additional Guest Seating Requests **

With the limited capacity of Grant Hall, there may not be additional guest seating for all ceremonies. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room where all ceremonies are simulcast on a large screen.

 

Other options for viewing the ceremonies  

For those unable to secure seating in Grant Hall for the ceremonies, we provide a viewing room located at Room 313, Kingston Hall (adjacent to Grant Hall) where ceremonies are simulcast live on a large screen.

For those unable to travel to either the Queen's campus, or Kingston, ceremonies are broadcast live here. 

Can I still graduate if I owe the University money?  

If you owe the University $50.00 or more, you can still graduate, but you will not be able to receive your diploma at the Convocation ceremony.

You will receive a tube, like all other graduands, but it will not contain your diploma. 

You should contact the Office of the University Registrar  when your account has been resolved. At that time, a diploma can be produced, and arrangements can be made to send it to you.

Step 5: Not on the Final Degree List?

Prospective graduands are strongly encouraged to review their application (following the procedure outlined in Step 4 of this page) regularly, and monitor the status of their request.

Should you find that your name has not been added to the final degree list, it is imperative that you contact your respective Faculty / School Office immediately. Academic advisors can provide assistance with regard to the status of your request, as well as provide further direction.

Are you an Indigenous student graduating this Fall?

Indigenous graduates and faculty may choose to wear traditional Indigenous attire (First Nations, Metis or Inuit), in lieu of a gown and hood, at all convocation ceremonies. You also have the option of being hooded on stage (with regalia). All graduates who choose to wear traditional regalia, must fill out the Indigenous Traditional Regalia & Gifting at Convocation Form online at least 2 weeks prior to the ceremony. This is to inform the convocation organizers.

Queen’s University acknowledges the diversity of Indigenous peoples, communities, and nations. As such it is recognized that traditional Indigenous attire may vary.

Defining Traditional Regalia

Traditional regalia refers to the traditional and often sacred clothing, accessories and artifacts worn or carried during various ceremonies, such as powwows, celebrations and pan-national gatherings. The design, type and meaning of regalia varies greatly depending on the individual who wears it, the culture from which it originates and the event where it is worn. 

For more information, please visit the Four Directions Convocation page at: https://www.queensu.ca/fourdirections/about/convocation

Not attending Convocation?

If you are on the final degree list, and selected ‘mail diploma’ when you applied to graduate, your diploma will be shipped to your primary address as listed in SOLUS three to four weeks after your ceremony.  

Please ensure your address is up-to-date (including your phone number as this is a mailing requirement).  If the address is incorrect, the diploma will be returned to Queen’s.

If you are not attending your ceremony, and you selected ‘pickup diploma’, your diploma will be available in Gordon Hall, Room 125, beginning the day of your ceremony. 

Pickup and returned diplomas will be kept on file for one year.  If you do not make arrangements to obtain this official document it will be destroyed and a replacement charge will apply.

Important Notice:  As per the Senate Policy on Student Debtors; if you have an outstanding debt to the university your diploma will not be printed.  Once you clear your debt, you may contact the Office of the University Registrar to request to have it printed. You will receive a tube at your ceremony with an explanatory letter. 

Previous Graduates wishing to attend a ceremony

If you have already graduated, were unable to attend your designated ceremony, but still wish to attend an upcoming Convocation, please do not use SOLUS.

We can process your request by completing this form.

Previous Graduates requesting to attend a future Convocation ceremony   (24 KB) 

Please bear in mind that Attendance for Previous Graduates is scheduled for FALL CEREMONIES ONLY.

Applicants should not request attendance during Spring Convocation.

Dual Degree Graduates

If you are planning to receive two degrees which are scheduled at different convocation ceremonies (i.e. BA and BASC) and would like to receive both at the same ceremony, please write to Gerry D'Amore and provide the following information:

  • name
  • student number
  • degrees to be awarded and when
  • which ceremony you plan to attend
  • your queensu.ca e-mail address

Providing that we receive your request three (3) weeks before the Convocation ceremonies, and your name is on the final degree lists, the following will take place:

  1. Both degrees will be placed in the same tube and both will be announced at the ceremony.
  2. Special arrangement information will be sent to AMS Staff in Hoods and Gowns. When you rent your hood and gown online, you must let them know that you are renting 2 hoods because you are a dual degree student, and that special arrangements have been made for you to receive both degrees at one ceremony.
  3. Please note that there will be no notation of this special arrangement in the program. You may want to bring this to the attention of your guests. (i.e. you are getting both a BA and a BASC at Spring convocations; you have requested to receive both at your BASC ceremony...notation of your BA will not be in the BASC program).

Write to Ms. D'Amore at graduand@queensu.ca or drop off your letter at Gordon Hall, Room 125. You may also mail your request to:

Office of the University Registrar,
Queen's University
Gordon Hall, Room 125,
74 Union Street,
Kingston, ON, K7L 3N6.

Academic Advice?
FACULTY OR SCHOOL STAFF EMAIL PHONE #
Faculty of Engineering and Applied Science 
    Academic Assistants

Academic Advisors
 
Faculty of Arts and Science
  Karen Scanlan asc.degree@queensu.ca (613) 533-6000 ext. 79703
Smith School of Business
  • Bachelor of Commerce
Brittany Lovelock brittany.lovelock@queensu.ca (613) 533-6000, ext. 75769
  • Queen's MBA
Kim Delaney

kdelaney@business.queensu.ca

 

(613) 533-6977
  • MBA for Business Graduates
  • MBA (Executive)
  • MBA (Americas)
  • Master of Management Innovation and Entrepreneurship
Jennifer Walsh  jwalsh@business.queensu.ca (613) 533-6000 ext. 75230 
  • Master of Finance - Remnin
Aileen Dong aileen.dong@queensu.ca (613) 533-2087
  • Master of International Business
  • Master of Finance
  • Graduate Diploma in Accounting
  • Graduate Diploma in Business
Juanita Smith juanita.smith@queensu.ca (613) 533-2302
  • Certificate in Business
Elisa Mullins e.mullins@business.queensu.ca

(613) 533-2821 

  • Master of Management Analytics
  • Master of Management in Artificial Intelligence
  • Global Master of Management Analytics
Jordan Braida jordan.braida@queensu.ca (613) 533-3219
Faculty of Education
  Faculty Office educstudentservices@queensu.ca  (613) 533-6205
School of Graduate Studies
  Rose Silva thesis@queensu.ca (613) 533-6100
Faculty of Health Sciences
  • School of Medicine
Jacqueline Schutt schuttj@queensu.ca (613) 533-2542
  • School of Nursing
Allison Mackey allison.mackey@queensu.ca (613) 533-2669
  • Bachelor of Health Sciences
Alana Korczynski korczyns@queensu.ca (613) 533-2566
Faculty of Law
  Tricia Acton actonp@queensu.ca (613) 533-6000 ext. 75318               

 

Contact Us

Questions related to an individual applicant's academic qualifications, prerequisites, and application to graduate should be directed to their Faculty Office.

Questions or concerns related to your diploma and/or convocation ceremony can be e-mailed to: graduand@queensu.ca