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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).

Are you an Aboriginal student graduating this Spring? 

The Four Directions Aboriginal Student Centre would like to hear from you. 

Contact the Centre by e-mailing laura.maracle@queensu.ca or by calling 613.533.6000, ext 75712

The deadline is Thursday, April 30th, 2017.

2017 Baillie Award for Excellence in Secondary School Teaching

Graduating this year? Nominations are open for the 2017 Baillie Award for Excellence in Secondary School Teaching. Please take the time to nominate a high school teacher who had a positive influence on you. Teacher-recipients each receive $10,000 and are invited to your convocation ceremony to receive their award. The nomination deadline is Monday, March 6th at 9:00 a.m.

Click here for more information

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 Spring 2017

Arts and Science

December 1st, 2016 to April 30th, 2017

Smith School of Business:

 
  • Bachelor of Commerce

December 1st, 2016 to April 15th, 2017

  • Graduate Diploma in Accounting, Graduate Diploma in Business

Open December 15th, 2016

  • Master of Business Administration, Master of Finance, Master of Management Analytics, Master of Entrepreneurship and Innovation

December 1st, 2016 to March 31st, 2017

  • Master of International Business

December 1st, 2016 to April 30th, 2017

Education

December 15th, 2016 to April 14th, 2017

Engineering and Applied Science

December 15th, 2016 to February 28th, 2017

Graduate Studies

December 1st, 2016 to April 30th, 2017

Law

December 1st, 2016 to March 31st, 2017

Medicine

 February 1st, 2017 to March 31st, 2017

Nursing

December 15th, 2016 to February 28th, 2017

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. From the 'other academic...' dropdown box, select 'Apply for Graduation' and click the go button.

    1. From the 'other academic...' dropdown box, select 'Apply for Graduation' and click the go button.

  • 2. Select the program you wish to apply for graduation in by clicking on the displayed link

    2. Select the program you wish to apply for graduation in by clicking on the displayed link.

  • 3. Select the term for graduation and click 'Continue'. Please note that the correct term will be the preceding term in which graduates are approved (Winter Term for Spring graduates; Summer Term for Fall graduates).

    3. Select the term for graduation and click 'Continue'. Please note that the correct term will be the preceding term in which graduates are approved (Winter Term for Spring graduates; Summer Term for Fall graduates).

  • 4. Select whether you will be attending the ceremony in person, if you would prefer your degree is mailed to your primary address on SOLUS, or if you will pick it up in person from the Office of the University Registrar front desk sometime after the ceremony. Then click 'Continue'

    4. Select whether you will be attending the ceremony in person, if you would prefer your degree is mailed to your primary address on SOLUS, or if you will pick it up in person from the Office of the University Registrar front desk sometime after the ceremony. Then click 'Continue'

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

    5. Review all details of your application and when you are sure they are correct, click 'Submit Application' and wait for the prompt that you were 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 Spring Convocation, physical guest tickets are issued for most ceremonies. 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 April 30th 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?

The name used in the production of diplomas and included in Convocation program booklets is your full formal legal name as recorded by the University. This version of your name will be displayed in the ‘Apply for Graduation’ application process.

In other parts of SOLUS, you will see different presentations of your name; however, you will not see your full legal name.

Applicants are asked to carefully review the name displayed during the ‘Apply for Graduation’ process to ensure that it is correct.

To confirm your legal name on record, please contact our staff by e-mail at: solus@queensu.ca or by calling 613.533.6894

How can I correct my full formal legal name?

To make a change to your full formal legal 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.

Questions?

Should you have questions about the Name Change process, or require assistance, please contact our staff by e-mail at: solus@queensu.ca or by calling 613.533.6894

Ceremony tickets for your guests

Graduates must reserve seating for their guests for ceremonies during Spring 2017 Convocation. 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 ticket limits for each ceremony is available on the Spring 2017 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 tickets for their own attendance.

 

Your deadline to reserve guest seating and/or make changes to your attendance decision is April 30th, 2017.

 ** 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 in Kingston Hall 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 order guest tickets and/or make changes to your attendance decision will be posted in the near future

 

 ** Additional Ticket Requests **

You will be contacted if your request for additional tickets was unsuccessful. With the limited capacity of Grant Hall, we are not expecting that there will be extra tickets 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 in Kingston Hall where all ceremonies are simulcast on a large screen.

Ticket Pickup Schedule

Graduates (or their delegate) will be required to pickup and sign for their tickets in person at Room 125, Gordon Hall (74 Union Street) as per a schedule to be announced in the near future.

NOTE: Tickets are non-transferable

Other options for viewing the ceremonies

For those unable to secure seating in Grant Hall for the ceremonies, we provide two options for viewing.

There is a viewing room located at Room 101, 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 Aboriginal student graduating this Spring?

Are you an Aboriginal student graduating this Spring? 

The Four Directions Aboriginal Student Centre would like to hear from you. 

Contact the Centre by e-mailing laura.maracle@queensu.ca or by calling 613.533.6000, ext 75712

The deadline is Thursday, April 30th, 2017.

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. 

Diplomas shipped out and returned as undeliverable, not picked up, and those where we had no address/phone number for shipping will be kept on file for two calendar years.  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 BSCE 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 Andrea Labelle labellea@queensu.ca (613) 533-6000 ext. 79706
School of Business
  • B.Com.
Julie Carty Jcarty@business.queensu.ca (613) 533-2301

School of Business

  • Queen's MBA
Kim Delaney

kdelaney@business.queensu.ca

 

(613) 533-6977

School of Business

  • MBA for Business Graduates
  • MBA (Executive)
  • MBA (Cornell/Queen's)
  • Master of Management Analytics
  • Master of Finance
Jennifer Walsh 

 

 

 

 

jwalsh@business.queensu.ca

 

 

 

(613) 533-6000 ext. 75230 

 

 

 

School of Business

  • Master of Finance - Remnin
Emily Mantha emantha@queensu.ca (613) 533-6000, ext. 36176

School of Business

  • Master of International Business
Jennifer McNeely

jmcneely@business.queensu.ca

(613) 533-6000 ext. 78817

School of Business

  • Certificate in Business
Elisa Mullins e.mullins@business.queensu.ca

(613) 533-2821 

School of Business

  • Master of Entrepreneurship and Innovation
Allison Bright brighta@queensu.ca (613) 533-2084

School of Business

  • Graduate Diploma in Accounting
Chrystalla Frantzeskos chrystalla.frantzeskos@queensu.ca (613) 533-3219

School of Business

  • Graduate Diploma in Business
Dan McBride daniel.mcbride@queensu.ca (613) 533-3298
Faculty of Education Faculty Office

educstudentservices@queensu.ca 

(613) 533-6205
School of Graduate Studies Rose Silva rose.silva@queensu.ca (613) 533-6100
Faculty of Health Sciences
  • School of Medicine
Jacqueline Schutt schuttj@queensu.ca (613) 533-2542
Faculty of Health Sciences
  • School of Nursing
Carol Davidson nursing@queensu.ca (613) 533-2668
Faculty of Law Nancy Somers jsomersn@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