University Registrar

OFFICE OF THE

University Registrar

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Information for Faculty

Convocation marks the culmination of a student's career at Queen's, but it also represents the rewarding and enriching mentorship provided by members of our faculty.

Our ceremonies are a celebration of the successful partnership between student and educator - an enduring legacy.

Members of the Queen's faculty play an important part in this auspicious occasion and their participation is always welcomed.

Academic Procession
Dates and Times

The Academic Procession assembles 30 minutes prior to the start of each convocation ceremony. The assembly rooms are located on the second level of Kingston Hall.

For dates and times of all Fall 2017 Convocation ceremonies, please click here.

To confirm your participation in the Academic Procession at Convocation, please submit the Academic Procession RSVP form. Those requiring regalia may submit their order on this form as well.

Faculty Regalia & RSVP Form - Fall 2017 Convocation

For those faculty members who are also Queen's graduates and require a hood and/or gown for Convocation, please consult the Regalia Requests section of this page.

Faculty who are not Queen's graduates may be able to request a plain black robe for the procession.

Receptions

Receptions are the responsibility of the Faculty or School concerned, and faculty members are encouraged to attend these functions to meet with graduands and their families.

Chancellor's Procession

The Chancellor is the highest officer, and ceremonial head, of the University.

Modeled after similar positions at Scottish universities, this office was created in 1874, and first filled in 1877. It was enshrined into law in 1882.

For the purposes of Convocation, the Chancellor presides over the ceremony, and represents the authority by which degrees, diplomas, and certificates are conferred.

At Convocation, the Chancellor leads his or her own procession, which includes the University Principal, and the University Rector. This procession may also include Honorary Degree recipients, as well as any other individuals as may be specified.

The current Chancellor of Queen's University is Mr. Jim Leech, BSc, MBA, IC.D

Marshals

Marshal is a term used in several official titles of various branches of society - in academia, politics, law enforcement, and in the military.

The word derives from the Old High German marah (meaning horse) and schalh (meaning servant), and originally meant "stablekeeper." As Marshals became valued members of Medieval European courts, this title grew both in stature and prominence. Over the preceding centuries, the title of Marshal has been used in relation to many prominent positions or offices.

A university marshal often leads, or guides, graduates in a procession to the location where the graduating ceremony, or Convocation, takes place.

In our Convocations, the Marshal is often a ranking member of the University's faculty or administration. Their duties include instructing the various processions (Academic, Chancellor's, and Graduate) on how to enter the Convocation Hall, as well as directing each group to their respective place when they arrive.

Their role ensures that the key participants in the Convocation ceremony are in the proper position in a timely and orderly fashion.

Regalia Requests

Faculty members who are themselves graduates of Queen's University and require a hood and/or gown for Convocation need to reserve their regalia in advance.

Faculty Regalia & RSVP Form - Fall 2017 Convocation

Should you experience difficulties in submitting our form, you may contact us via e-mail at graduand@queensu.ca  or phone 613.533.6000, extension 74050 with your request.

Please note that members of the Procession who are not Queen's graduates will need to make their own arrangements for hoods. However, if they require a black gown it must be reserved in advance using the online form.

All reserved gowns and/or hoods will be available from University Registrar staff in Room 209, Kingston Hall prior to the Academic Procession for each respective ceremony.

Special Hooding Requests

The practice of allowing Special Hooding during Convocation ceremonies is governed by the following policy:  

Senate Committee on Academic Procedures - Guidelines for Special Hooding

The practice of special hooding arrangements is highly desirable.  It adds warmth and a personal touch to the ceremony and does not delay the proceedings.  It is recommended that there be no substantial change to the existing policy; however, to ensure that the situation is equitable and consistent among Faculties and Schools, the following is recommended:

1.  The privilege of special hooding is normally extended to Queen's faculty, members of the Board of Trustees, and  senior administrative staff to hood close family members (e.g., children, spouses, parents, grandparents, grandchildren, etc.)  This privilege may also be extended to academic faculty members from other universities.  Graduate supervisors may only in exceptional circumstances hood their students.

2.  A request for special hooding, which includes assurance from the student involved that he/she is agreeable, should be submitted in writing to the Office of the University Registrar, Student Records and Services at least two (2) weeks before the scheduled convocation.

3.  The Associate University Registrar (Student Records and Services) and University Registrar, in consultation with the Dean of the Faculty/School where necessary or appropriate, have the responsibility to consider and approve recommendations with due consideration to:

a) enhancing the convocation experience for the student concerned,

b) ensuring reasonable consistency of practice across Faculties/Schools, and

c) preventing undue interference with the convocation ceremony.