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.   Details instructions on how to make your application through the SOLUS Student Center are listed in the Step 2 section 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 Arts and Science   20 December 2011 to 13 January 2012   Commerce   20 December 2011 to 20 January 2012 Education   20 December 2011 to 30 March 2012 Engineering and Applied Science   20 December 2011 to 29 February 2012 Graduate Studies   20 December 2011 to 30 April 2012 Law   20 December 2011 to 30 March 2012 Master of International Business, Master of Finance, and Graduate Diploma in Accounting   1 March 2012 to 16 March 2012  Queen's MBA   20 December 2011 to 19 January 2012 MBA  (Business Graduates, Cornell/Queen's, Executive)   1 February 2012 to 31 March 2012 Medicine   1 February 2012 to 31 March 2012 Nursing   2 January 2012 to 31 January 2012   School of Religion (Theology programs)   5 March 2012 to 31 March 2012

• 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.
  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:   Login to SOLUS via the MyQueen's Portal, using your NetID and Password In the Portal, select the middle tab in the top left hand portion of the screen labelled "Palette" In this tab, select the hyperlink "SOLUS Student Center" Once in the Center, select "Self Service" from the left-hand navigation menu Select "Student Center" 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 Follow the process as outlined on each of the subsequent application screens. When selecting the term for Spring 2012 Convocation, please select 'Winter 2012'from the dropdown menu Once you have completed the steps, you should be presented with a confirmation screen, indicating that your application has been received for consideration. 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.

• Step 4: Confirming your Application

  Once you have completed your Application, you will be asked to confirm and update information, such as:   Is my full legal name displayed correctly in SOLUS? Will you be attending your ceremony? Will you be bringing guests, and how many?
  Verifying and Updating your Application via the SOLUS Student Center
  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 in May 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 update your attendance status for the ceremony, and entry fields allow applicants to indicate the number of guest tickets they will require.
  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
  Please note that limits on the number of guest tickets per graduand per ceremony are in place. Graduands are advised to view the ticket limits posted on the Convocation schedule for their particular ceremony.    While we will make every attempt to accommodate requests for additional tickets, this is subject to availability, and allotments above the specified limit cannot be guaranteed.   Confirmation of additional tickets will be made closer to the ceremony date.
  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: Confirming your place on the Final Degree List

  At the close of the Application to Graduate (A2G) Window, each Faculty / School will compile the list of applicants for their respective programs. The applications are reviewed to ensure that all academic requirements are satisfied.   Once fully reviewed, these lists are submitted to a Committee of the University Senate for final approval.   It is at this point when an applicant will be added to the list of participants for Convocation.   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) two to three 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, Gordon Hall, Room 125, Queen's University, 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 Ruth Sherboneau rsherboneau@business.queensu.ca (613) 533-6000 ext. 75820 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. 75230                   (613) 533-6000 ext. 78817   Faculty of Education Faculty Office education.registrar@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 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

• Contact Us

  Questions or concerns related to the Application process can be e-mailed to: graduand@queensu.ca   Questions related to an individual applicant's academic qualifications / prerequisites should be directed to their Faculty Office.