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 6 to 23, 2018, and
- Mid-February to March 31, 2019
- To graduate in the fall: Late July to September 15, 2018
If you are expected to graduate, an email will be sent 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 and the registration period is still open, please send an email to your faculty. If the registration period is closed, please 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||I am no longer attending convocation.|
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.
The fees for gown and hood rental are $45 online in advance or $65 on Convocation day.
Purchasing online in advance
The fees for gown and hood rental are $45 online in advance.
The online gown and hood rental service is available starting at 10 a.m. on Tuesday, September 18, 2018, and running until 5:30 p.m. on Wednesday, October 17, 2018. 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 $65 on Convocation day.
After October 17, you’ll need to rent your gown and hood in person on the day of your ceremony at the Shaw Centre. The cost is $65 (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.
Policy on traditional Indigenous attire at the convocation ceremonies
Students of Indigenous backgrounds who wish to wear traditional ceremonial attire in the place of an academic gown and hood are permitted to do so without requiring permission from their faculties.
If you have any questions about regalia reservations, contact Gaspard LP at firstname.lastname@example.org or 1-866-949-5703 from Monday to Friday between 9:30 a.m. and 5:30 p.m.
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 23 (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
Order your free guest tickets now!
The Gee-Gees ticketing system will be available until Saturday, October 27, 2018 at 11:45 p.m.
You must order your tickets using the Gee-Gees ticket account. You cannot order tickets through any other account. Even if you already have a Gee-Gees account, you must use the user name and password we emailed you.
If you didn’t receive your user name and password in your uOttawa.ca email account, contact infoservice@uOttawa.ca indicating your name and student number.
Every guest, including infants and children, must have a ticket. Guest tickets are available on a first-come, first-served basis and seating is not assigned. As a graduate, you do not need a ticket; your seat is reserved at the front of the room.
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 in the Colonel By Foyer of the Shaw Centre (Level 1).
Cancelling your tickets
If you have ordered tickets through the Gee-Gees ticketing system but are not going to attend or use them all, please email aocs-graduation@uOttawa.ca indicating your name and student number.
Number of guest tickets per student
Doctoral students are allowed up to six guest tickets.
If you are an international student and need a temporary visa for any family members, email InfoService at infoservice@uOttawa.ca for instructions.
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 Shaw Centre 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
- 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 Associate Vice-President, Enrolment Management and Registrar to centre stage, where the President or the Chancellor will be standing.
- Stand just to the left of the President or the Chancellor, at a right angle. From behind you, the Associate Vice-President, Enrolment Management and 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.
- Cross in front of the President or the Chancellor, and, accompanied by your supervisor, continue towards stage left (the side of the stage to your left 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.
Important — After you receive your diploma, out of respect for your fellow graduates, please return to your seat for the remainder of the ceremony.
*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 left by yourself, where you will be accompanied to the row for the seat reserved for you on stage.
After the ceremony
You may keep your robe for 45 minutes at the conclusion of the ceremony, after which you must bring it to the robe return area on level 1 of the Shaw Centre (Colonel By Foyer).