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 this 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).

• Step 1: Application Windows by Faculty / School

  You must formally Apply to Graduate through the SOLUS Student Center - You will be prompted for your NetID and Password to login.   Detailed instructions on how to make your application through the SOLUS Student Center 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 2013 Arts and Science   December 1st to March 31st   Commerce   December 1st to March 31st Education   December 1st to March 31st Engineering and Applied Science   December 1st to February 28th Graduate Studies   December 1st to April 30th Law   December 1st to March 31st Master of International Business   December 1st to March 31st Master of Finance   December 1st to March 31st Graduate Diploma in Accounting   December 1st to March 31st Queen's MBA   December 10th to February 28th MBA  (Business Graduates, Cornell/Queen's, Executive)   December 1st to March 31st Medicine   February 7th to March 8th Nursing   December 6th to February 28th School of Religion (M.Div., B.Th., M.T.S.)   December 1st to March 31st

• 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.   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 satisfied 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 Center 

  All Applications for Graduation are made through the SOLUS Student Center.   Each Faculty and School has a particular specified period during which time Applications can be received. This is called the "Application Window".   Application Windows differ, and it is imperative that applicants do NOT submit their application at times other than those outlined on this page.       Please be advised that PeopleSoft services, including the SOLUS Student Center, are NOT supported by Google Chrome. When initiating your Application for Graduation, it is recommended that you use an alternate web browser (Internet Explorer, Safari, Firefox).
  How do I access the SOLUS Student Center?
  Go to the MyQueens Portal at http://my.queensu.ca/dt You will be asked for your NetID and Password – if you don’t have one, click on the link below the login fields and you will be assigned one (You will need to provide your Student ID Number and Birthdate to complete that process). Once you have your NetID and password, login to the system. You will be taken to a new page with your name presented in large letters in the banner area. There are three tabs in the top left hand corner below your name – select the middle tab, labeled ‘Palette’ In this sub-screen, select the link in the page labeled “SOLUS Student Center” You will navigate to a new screen, where your SOLUS profile will open.
  Entering your Application via the SOLUS Student Center
  If you have your NetID and Password, you are now ready to Apply to Graduate:
  	You are now in the main page of your profile - you should be able to see the title "Welcome to SOLUS - [Your Name's] Student Center"   You should be able to see a section labelled "Academics" - in this section, click on the dropdown menu titled "other academic.."   Select the item labelled "Apply for Graduation", then click on the icon to the immediate right
  	In this screen, you will see displayed information on your degree, including your specific academic program.   To proceed, click on the hyperlinked Academic Program.   If no degree program is displayed, you will need to contact an academic advisor in your Faculty or School.   If you receive a message indicating that your ceremony has not been set up, you will be instructed to contact the Office of the University Registrar.
  	Once you click on the hyperlink, you will be taken to a new page to select your Graduation Term.   For those planning on applying for Spring 2013 Convocation, you will need to select "2013 Winter" from the dropdown menu.   Once you have completed your selection, click on the green icon labeled 'Continue'.
  	From this screen, you will be asked to verify your information before submitting your application. This includes:   1. Your full legal name (used for both your diploma and the printed Convocation program); and, 2. Whether or not you are attending your ceremony (and options for receiving your diploma if you are absent).   The third section related to Diploma Language applies only to those graduates receiving either a Bachelor of Arts, or a Bachelor of Arts (Honours).   For all other degree types, diplomas are printed in English only.   Once you have verified that the information presented is correct, click on the green 'Continue' icon.
  	In this screen, you have one final chance to either submit or amend your application.   If you are satisfied with what is presented, click on the green icon marked 'Submit Application'
  	If your application has been successfully submitted, you will receive a confirmation screen with a blue checkmark icon.   You will also receive a message confirming your application directed to your @queensu.ca e-mail address.   If you do not see this confirmation screen, you may need to repeat the previous steps.   If you experience further navigation or accessibility issues, you can contact the Office of the University Registrar at graduand@queensu.ca
  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

  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
  Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page In the Graduation section (3rd box), select the link labeled “Maintain Convocation Details” 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. 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.' Between the time you applied and your final approval, your status will change to "In Review" - this simply means that your Faculty / School is aware of your intention to graduate and is reviewing your academic records to see if you have met the prerequisites of your degree. This is a normal process, and at various times, a majority of applicants may fall within this category. Dropdown menus will allow you to change your attendance status for the ceremony.  During Spring Convocation, you are required to reserve guest tickets for your guests. Information on specific ticket limits for each ceremony is posted on the Convocation schedule page.
  Is your name correct?
  When you applied to university you were asked to submit your full legal name.  This name appears as your ‘primary name’ in your student file and will appear on the final degree list.   This list is used with regard to how your name appears on your diploma and in the convocation program.   Please check your name on SOLUS.  In your student center you will see a section named ‘Personal Information’ and within this area click on Names.    If you do have to make a name change please complete the form available at: http://www.queensu.ca/registrar/aboutus/forms/name_change_req.pdf   Name changes must be submitted to the Office of the University Registrar no later than October 14th  for Fall Convocations and no later than April 30th for Spring Convocations.   Please note:  If you change your name after the specified deadline for your convocation, there will be a charge to replace your diploma.
  Ceremony Tickets for your Guests
  Graduates are required to reserve guest tickets for Spring Convocation ceremonies.   Ticket limits for each ceremony is posted on the ceremony schedule page.
  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.

• 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 you via FedEx (must be signed for) at  your primary address on the Student Online University System (SOLUS) three to four weeks after your ceremony.     Please ensure your address is up-to-date.  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, Rm 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.

• 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.   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 BSCE) 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: Both degrees will be placed in the same tube and both will be announced at the ceremony. 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. 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 BSCE at spring convocations; you have requested to receive both at your BSCE ceremony...notation of your BA will not be in the BSCE 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 Teresa Pires tpires@business.queensu.ca   (613) 533-3265 School of Business MBA for Business Graduates MBA (Executive) MBA (Cornell/Queen's) Master of Finance Graduate Diploma in Accounting   Master of International Business Jessica Power                   Jennifer McNeely jpower@business.queensu.ca                     jmcneely@business.queensu.ca   (613) 533-6000 ext. 78858                   (613) 533-6000 ext. 78817   Faculty of Education Faculty Office education.registrar@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 Jane Emrich jane.emrich@queensu.ca (613) 533-6000 ext. 74283                   Theology Programs Cheryl O'Shea   osheac@queensu.ca (613) 533-2109

• 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