PhD student attending Convocation

Registration to graduate

All graduating students must register in order to receive their degree. Online registration is open during three periods of the year:

  • To graduate in the spring:
    • November 14 to 24, 2017, and
    • Mid-February to March 31, 2018
  • To graduate in the fall:  Late July to September 15, 2017

If you are expected to graduate, you will receive an email to your @uOttawa.ca address when online registration opens.

How to register

During one of the above periods, log into uoZone. On the Applications tab, select Apply for graduation and follow the instructions. Once you apply, you can track your graduation status in your Student Center (also available on the Applications tab in uoZone).

Note: If you’re submitting a request for a degree in a program other than the one you’re enrolled in or you missed the registration period above, you must submit a completed registration for degree and request for diploma (PDF) form to your faculty.

For more information, see the How to Apply for Graduation tutorial, under the Apply for graduation application in uoZone.

Pronouncing your name

On the registration form, indicate how the presenter should pronounce your name. To help the presenter read your name clearly, write ONLY the phonetic pronunciation of your name in the designated box (see examples of what to do and what not to do below).

You can select the language in which your name should be pronounced (English or French) from a separate list on the form.

Last name First name What to do - Phonetic full name What NOT to do
Elgharib Chantal Shantal El-ga-rib My last name is pronounced “elle-ga-rib.” Thanks!
Delorme Ian Ee-un de-lorm Pronounce my name in English
Schumacher Lukas Lookas Shoomaacher Phonetic surname: Shoomacher
Iqbal Roozanil N/A I am no longer attending convocation.
Special cases

If you don’t receive an email

If you think you will have met the requirements of your program by the end of this term and have not received an email by late February for spring convocation or August 15 for fall convocation asking you to complete the Registration for Degree and Request for Diploma form, please contact your faculty.

If you fail to meet your degree requirements

If you fail to meet your degree requirements after having submitted the Registration for degree and request for diploma (PDF), you will have to fill out a new form once you have met the requirements in order to register for the appropriate convocation. However, if you paid fees to obtain an additional copy of your diploma, they will automatically be credited to your account for the next convocation.

Rental of gowns and hoods

All candidates must wear academic gowns and hoods for the convocation ceremony. The academic regalia of all University of Ottawa degree programs include a specific gown and hood for each degree.

To ensure the best possible experience for our graduates, the University of Ottawa has retained the services of Gaspard LP. By providing a few details in advance, you’ll receive a freshly pressed gown and hood prepared especially for you on the day of the ceremony.

Purchasing online in advance

The fees for gown and hood rental are $44 online in advance.

The online gown and hood rental service is available starting at 10 a.m. on Monday, September 18, 2017, and running until 5:30 p.m. on Thursday, October 26, 2017. No cancellations are permitted after this date and no refunds will be given. Changes to rental orders can be made online through the Gaspard LP website prior to this date only. Sign on using your email address and the password you chose when you placed your rental.

Purchasing in person

The fees for gown and hood rental are $64 on Convocation day.

After October 26, you’ll need to rent your gown and hood in person on the day of your ceremony at the National Arts Centre (NAC). The cost is $64 (cash, Interac, Visa and MasterCard are accepted). If you plan to rent yours in person, please arrive 90 minutes prior to the start time for your ceremony.


If you have any questions about regalia reservations, contact Gaspard LP at alphaomega@gaspard.ca or 1-866-949-5703 from Monday to Friday between 9:30 a.m. and 5:30 p.m.

Diplomas

You will receive an original regular-size diploma (21.6 cm by 26.7 cm) free of charge at your ceremony. Unclaimed diplomas will be mailed out.

At any time after Convocation, you can order a duplicate copy or a large format diploma (43.2 cm by 35.6 cm) through uoZone (under the Applications tab, select Purchase Official Documents.

Receiving two degrees from two different faculties

If you’re going to be receiving two degrees from two different faculties, you can attend both graduation ceremonies or ask to receive both degrees at the same ceremony. In either case, both degrees will be announced. Email aocs-graduation@uOttawa.ca and indicate your preference.

Taking courses at another institution

If you’re taking courses for your degree at another institution, ask this institution to send an official transcript to your uOttawa faculty or school as soon as possible (no later than September 15 to graduate in the fall or May 15 to graduate in the spring).

Name change request
  • Make sure your personal information is correct by clicking Personal Information in uoZone. Your personal data will be displayed as it currently appears in uoCampus, the student information system. Your name on the screen (your “primary name”) is the one that appears on your official documents, such as your diploma and transcripts.
  • To change your primary name, go to InfoService and submit a Request for Name Change form, along with the supporting documents listed on the form.
  • For your name change request to be processed before your diploma is printed, you must submit your form by March 31 (to graduate in the spring), by September 15 (to graduate in the fall) or by November 24 (for those whose degree will be conferred in December)
  • If you have recently gone to InfoService to make a name change request, it may take up to two weeks before the change appears.

Guest tickets for Convocation

Every guest, including infants and children, must have a ticket. As a graduate, you do not need a ticket; your seat is reserved at the front of the room.

InformationInternational student

If you are an international student and need a temporary visa for any family members, email InfoService at infoservice@uOttawa.ca for instructions.

When to order guest tickets

Guest tickets for your convocation ceremony will be available free of charge through the Ticketmaster website between 10 a.m. on Friday, October 27, 2017, and 11:45 p.m. on Thursday, November 2, 2017. Guest tickets are available on a first-come, first-served basis.

Make sure that you order all of the tickets you need during this period. Unclaimed tickets are offered to the general public 90 minutes before each ceremony (one per person while supplies last). They can be picked up at the NAC box office. Note that there are usually only a small number of tickets remaining at this point.

Number of guest tickets per student

Doctoral students are allowed up to six guest tickets.

How to order guest tickets

We will send an email to your @uOttawa.ca address with further ticket details a few days before Ticketmaster opens.

Convocation day

Before the ceremony

  • As a doctoral candidate, you will be among the first to be called to the stage to receive your diploma. You must arrive at the National Arts Centre (NAC) at least 60 minutes before your convocation ceremony begins. The usher will take you to the robe area, where you will be given your personal identification ticket and your robe.

Late arrivals: If you arrive less than 45 minutes prior to the time your Convocation ceremony starts, you may not be able to sit with the graduates receiving the same degree as you. 

During the ceremony

  1. When the dean of your faculty calls your name, move onto the stage, where you will be greeted by your thesis supervisor (or a designate). You will be accompanied by your supervisor and the registrar to centre stage, where the President or the Chancellor will be standing.
  2. Stand just to the left of the President or the Chancellor, at a right angle. From behind you, the registrar will pass the hood over your head. It will drape off your shoulders over the back of your robe and across your neck in the front. Your supervisor will hand your diploma to the President or the Chancellor, who will present it to you and shake your hand.
  3. Cross in front of the President or the Chancellor, and, accompanied by your supervisor, continue towards stage right (the side of the stage to your right when you are facing the audience).* Your supervisor will accompany you to the end of the row leading to the seat reserved for you on stage, shake your hand and return to stage left.

    *If your supervisor is required to accompany another candidate immediately after you, your supervisor will shake hands with you before you step ahead to shake hands with the President or the Chancellor. You will then continue towards stage right by yourself, where you will be accompanied to the row for the seat reserved for you on stage.
Information

You must wear your personal identification ticket at all times, both before and during the Convocation ceremony. Your ticket will be given to you when you arrive backstage and then scanned. It will also be scanned before you step on stage and after you exit the stage. This will keep the convocation ceremony running smoothly.

After the ceremony

You may keep your robe for 45 minutes after the conclusion of the ceremony. Your robe must then be brought to the robe return area of the NAC.

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