Graduation requirements and deadlines
It only takes a few steps to cross the stage and receive your degree, but a lot more goes into getting you there. If you are completing your degree requirements this session, be aware that the university has several rules governing the degree completion and graduation process. Familiarize yourself with these by reading the Faculty of Graduate Studies regulations on degree completion and graduation in the University Calendar.
How do I apply to graduate?
If you are entering the last session of your program, you should submit an Application for Graduation. To do so you can click the appropriate button at the top of this page or log into My page and go to your 'Graduation' tab. You will not be considered for graduation automatically. All students wanting to graduate from their program MUST complete this step.
A graduation application fee is assessed at the time of application and is payable immediately, by credit card, at the time of application. This application fee is non-refundable and non-transferrable.
If you do not complete your degree requirements before the associated deadline for convocation, your application can not be forwarded to the next convocation date. You will need to re-apply and pay again as an additional evaluation on your file is initiated each time you apply for graduation.
Am I eligible to graduate?
Check over your program as shown on your Degree Evaluation (CAPP) report (available in your Student Services on MyPage) with your supervisor to confirm that your degree requirements will be met by the deadlines. Your Application for Graduation will initiate a review of your eligibility within the Graduate Admissions and Records office.
Dates and deadlines
Dates and deadlines vary depending on whether you are planning to attend fall (November) or spring (June) convocation. Make sure you establish a timeline for completion with your supervisor to make sure you have completed your requirements in time for graduation. The master’s and PhD student’s checklist can help you establish your plan.
|Final Registration / Thesis Defense||Application for Graduation Deadline||Application closes online (student charged late fee)||Convocation Ceremony|
|Fall (September-December)||15 November||31 December||Spring (June)|
|Winter (January-April)||15 February||30 April||Spring (June)|
|Summer (May-August)||15 July||31 August||Fall (November)|
- You must pay the graduation fee(s) when you submit the application for graduation.
- Your Application for Graduation will be assessed the following fees:
|Archival Fee (Thesis/dissertation students only)||$15|
|Late Fee (Applications submitted after deadline)||$10|
Request your oral exam
Each student must submit the final draft of their thesis/dissertation for review by their supervisory committee. Please contact your supervisor, graduate adviser or graduate secretary for the departmental deadlines. They'll specify the time required by your supervisory committee to review your thesis/dissertation before the submission of your Request for Oral Examination (Doctoral) or Request for Oral Examination (Master's).
The request for oral examination must be signed by the entire supervisory committee and submitted to the office of the Dean of Graduate Studies:
- at least 30 working days prior to the set exam date for doctoral degrees
- at least 20 working days prior to the set exam date for master's theses
- at least 10 working days prior to the exam date for non-thesis master’s degrees
This request implies that the thesis/dissertation meets the standards for examination and the supervisory committee is satisfied that extensive re-writing will not be required.
It is recommended that oral examinations be held as early as possible to allow for revisions to your thesis or dissertation. Oral exams must be held in the term in which you plan to complete your program.
Final Completion Paperwork
The following can serve as a checklist of documents required before your program is considered complete:
- Application for Graduation, submitted through MyPage
- Letter of Recommendation, signed by your supervisory committee *
- Thesis/Dissertation Approval form, signed by your examining committee *
- Final thesis/dissertation uploaded to UVicSpace
- Withholding form, if applicable, sent to the Faculty of Graduate Studies directly
* Forms may be submitted electronically to your graduate program clerk.
Submit the final copy of your thesis or dissertation to UVicSpace
Submit your thesis or dissertation to UVicSpace before the last day of the term in which you defend. Submission steps are as follows:
- Create an account in UVicSpace at https://dspace.library.uvic.ca/password-login
- Email your program clerk at GARO to confirm that you have created an account. If you do not know the email address for your program clerk, email firstname.lastname@example.org and include your full name and student number. Your program clerk will connect your account to a collection in UVicSpace and email you to confirm that you may now submit your thesis.
- Complete all corrections as required by your examining and supervisory committees.
- Complete the submission steps.
- A GARO program clerk will review the format of your thesis. You will receive an email confirming that your thesis format has been approved; or alerting you to any corrections which are required to the format.
- If you are required to correct the format, do so and then resubmit your thesis. You will receive an email confirming that your thesis format has been approved.
- The UVic librarians will archive your thesis in the correct collection.
- If you are withholding your thesis, the UVic librarians will manage the withhold process through UVicSpace. If you wish to extend the period for which your thesis is being withheld, complete a new withholding form and submit this to the Faculty of Graduate Studies no less than one month prior to the end of the original withholding period
Once you submit your application for graduation a program review is initiated. Graduate Admissions and Records will review your program in relation to the calendar year in which you started to ensure that you have completed all required and elective elements.
You can review your Application for Graduation status on Your Application(s) for Graduation. You will be notified of major milestones via email throughout this process.
Students who have defended their project, thesis or dissertation within the first 15 days of a term may be eligible for the Completion Postponement Fee Adjustment ($250) in lieu of a full tuition fee payment.
To be eligible, students must be registered in the term in which the defense takes place, and have paid their minimum program fee instalments prior to that term. Final documents must be received in GARO by the final business day of the month.
Students making use of the CPFA will not be eligible for graduation in the term in which they defend. Students completing under the provisions of the CPFA in September or January will graduate in the spring, and students completing under CPFA in May will graduate in the fall.
Attending your convocation ceremony
- The Ceremonies and Events office will send an information letter to all graduation applicants in mid-April regarding May convocation, or end of September regarding November convocation. The letter contains information about how to register to attend the convocation ceremony, request an automatic mail-out of your degree or request that your degree be held for pick-up.
- Be sure to maintain a current address until after graduation by updating your address on My Page under your personal profile to ensure any correspondence about convocation can reach you.
Getting your degree parchment (diploma)
- Your degree is the final chapter of your UVic story. There are many options available for you to get your parchment (or how to replace it if it’s been lost!).
- Find out how to order certified copies or degree completion letters once your degree has been conferred.
- Senate meets to approve degrees twice a year (end of May for Spring Convocation and end of October for Fall Convocation). Your degree notation will not appear on your transcripts until after these meetings.
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