For Graduates 

Congratulations!

We want you to make the most of this memorable day.

To ensure that your Convocation is the most enjoyable experience possible, there are a few necessary steps for you to take:  

• Hood and Gown Rentals

  	The Alma Mater Society (AMS) rents academic hoods and gowns online to graduating students. Online rental costs are $30.00 for undergraduate and Master's regalia, and $35.00 for Ph.D. regalia.   Rentals for Spring 2012 Convocation will be able to be made online via the AMS Hood and Gown website in advance of those ceremonies.    If you miss the deadline for renting hoods and gowns online, they can still be rented at convocation at the rate of $50.00 for undergraduate and Master's, and $55.00 for Ph.D's.
  On the day of your convocation, please arrive at Kingston Hall one hour before the ceremony to pick up your prepaid hood and gown. Please bring your Student Card, or government issued Photo ID (Driver's Licence, Health Card, Citizenship Card, etc.), and the rental confirmation number.   If you did not rent online, please bring your Student ID, or Photo ID, and a cash payment.
  How to book your hood and gown	Returning Regalia
  Visit http://buildagrad.ca/queensu where you can place your hood and gown order. Orders through this link can be made up to Sunday, May 27th, 2012.   A link to the schedule for Hood and Gown Rental Pickups will be posted here when it becomes available.	Items must be returned immediately after the ceremony. Kingston Hall will be open for returns for 1.5 hours following each ceremony. Attendees will be charged the following rates for unreturned or damaged regalia:   Bachelor's/Master's Robe $72.00 Full Fit Robe $110.00 Bachelor's Hood $43.50 Master's Hood $48.75 PhD Robe $300.00 PhD Hood $103.50

• Ceremony Tickets 

  	Graduands will be required to book guest tickets for their invitees to Convocation.   Tickets are booked via the SOLUS Student Centre through the 'Maintain Convocation Details' page. The deadline for updating your status and booking tickets is Friday, May 25th.   Each ceremony will have specific limits regarding the number of tickets per graduand. Please refer to the Schedule of Ceremonies for the number of allowable tickets per graduand.
  Ordering Tickets on SOLUS
  Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page (It is the 4th link, located immediately above the 'other academics...' dropdown menu 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.' Dropdown menus will allow you to update your attendance status for the ceremony, and entry fields in the top right hand corner of the table allow applicants to indicate the number of guest tickets they will require. Click on the green icon labeled 'Submit'. The screen will flash momentarily to indicate that the order was received. You will not get a confirmation screen, but your ticket order will appear in 'Maintain Convocation Details'on every subsequent visit.
  Ticket Pick-Up	Additional Tickets
  Graduates (or their delegates) will be required to pick up and sign for their tickets in person at Room 125, Gordon Hall (74 Union Street). The person who picks up the tickets must sign for them, and show Photo ID:   * For students, their Queen's Photo ID Card is preferred * For delegates, government-issued photo identification (such as a driver's licence,  government health insurance card, or passport) will be required.   The pick-up schedule for guest tickets will be posted here when available.   Please note that tickets are non-transferable.	With the small venue of Grant Hall, we are not expecting there will be extra tickets.    Once all students have confirmed both their attendance and initial ticket orders, we will be able to confirm whether or not additional tickets will be issued. Graduating students will be contacted via e-mail the week of May 28th to confirm if those tickets will be issued.
  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 via our website at:   http://www.queensu.ca/registrar/currentstudents/convocation/websim.html

• Special Needs

  	We are committed to ensuring that all of our Convocation participants - graduands, guests and faculty - experience a day that is enjoyable, as well as memorable.    We recommend that you arrive as early as possible, and no later than 30 minutes prior to the start of the ceremony. Doors open 90 minutes prior to each ceremony. Arriving early ensures that you will receive suitable seating before the Procession, which begins 15 minutes prior to the start time.   For those attending who have specific needs prior to, and during, the convocation ceremonies, we offer the following information and services:
  Hearing Equipment	Campus Accessibility
  Hearing devices (TELELOOPS) are available inside the front entrance of Grant Hall for each ceremony. No reservations are required.   For individuals (graduands and/or guests) requiring the services of a sign language interpreter, please submit a Special Needs Form detailing your request. We would ask that requests be made as early as possible in order to facilitate arrangements.	Queen's University continually strives to improve accessibility on campus.   The University has developed an online Accessibility Guide intended to help students, faculty, staff and visitors to the campus.   The link to this page can be found at: http://www.queensu.ca/camplan/access/index.html
  Parking during Convocation	Special Needs Seating Form
  Free Parking:   During Convocation, all Queen's "Permit Required" parking lots and "Permit Required" on-street parking spaces provide free parking during Convocation ceremonies.   Paid Parking:   Payment is still required in all City of Kingston on-street metered parking spaces and 'Pay and Display' zones. Meters will accept coins or credit cards.   Please Note: Hourly rates will vary according to location.   A paid underground parking lot is located on Stuart Street (at the corner of University Avenue). Another paid underground parking lot is located on Union Street, beneath Tindall Field (immediately across from Goodes Hall and west of the intersection of Union Street and University Avenue).   Please respect special needs parking spaces and fire lanes.	If a graduate or a guest attending Convocation has a disability, seating can be reserved by completing our online form, which can be located by selecting the link to this page:     Special Needs Form

• When and Where to Arrive

  Please consult the convocation dates schedule to determine which ceremony you are to attend, as well as the pickup schedule below for the appropriate time to obtain your hood and gown.   We require graduands to be gathered in their designated assembly room in Kingston Hall no later than 9:15 a.m. for the morning ceremonies, no later than 1:45 p.m. for the afternoon ceremonies, and no later than 5:45 p.m. for the evening ceremonies.   Ceremonies last approximately 1.5 to 2 hours.   Before going to your assembly room, please give yourself sufficient time to do the following:   1. Come to Room 125, Gordon Hall (74 Union Street) to pick up any guest tickets you may have ordered;   2. Come to Kingston Hall to pick up your prepaid hood and gown, or rent your regalia; and,   3. Pick up your program and name card.   PLEASE NOTE: If you are arriving late, you may miss the academic procession, and may not receive your diploma at the ceremony.

• What to Bring

  	In order to make your day go smoothly, we recommend that you bring the following items with you to Convocation:   Your photo identification (Student ID, or government issued ID, such as a Driver's Licence or Health Card) Cash payment for Hood and Gown rental if you did NOT book regalia in advance Your camera, with fresh batteries Mints or throat lozenges

• Photographs

  	To mark this special day in the lives of our graduands, we offer the opportunity to arrange commemorative photographs  - both formal and informal - during Convocation:
  Professional	Personal
  Can Grad Studios (416.253.6466 ) are at the ceremony to take a picture of the graduands. Proofs will be mailed to each student shortly after the ceremony, with the option to purchase. Please make sure the Registrar's Office has the graduating student’s current mailing address on file.   Taylor Photographic Studios (613.541.1098, Toll Free: 1.888.484.9558) will be set up. This is a wonderful opportunity to get a professional photograph of the graduand on his or her own, or with family and friends. Proofs can be viewed online with the option to purchase.	To ensure that everyone in attendance can view the ceremony, we would kindly ask that family and friends take pictures from their seats.   After the ceremony, pictures can be taken on the premises, or at any number of scenic locations on the Queen's campus. Some of the most popular locations include the exterior of Grant Hall, and Summerhill.

• Diploma Framing / Replacements

  Diploma Framing	Diploma Replacements
  Diploma and graduation photo frames are available to purchase online.   Diploma frames are priced between $95 and $199 plus taxes. Frame sales will be located in Kingston Hall after each ceremony.   Frames can be viewed and ordered at http://displayitwithqueenspride.ca.   Pre-order discounts are available until June 6th, 2012.   Please direct any inquiries to Alumni Relations at 1.800.267.7837 (locally at 613.533.2060) or by  e-mail to alumserv@queensu.ca	Those wishing to order a replacement diploma can do so by accessing this form.   Diploma Replacement Request Form (43 KB)

• 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 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.