Spring Convocation

Please see the University of Victoria's Ceremonies and Events website here for information on the Spring convocation ceremonies.

In order to be eligible for Spring Convocation the application for graduation form must be submitted by December 1, 2012, and all requirements must be completed by April 30, 2013. All students and faculty should be familiar with the regulation on degree completion and graduation.

The convocation list must be in its complete and final form before approval by the dean, Faculty of Graduate Studies or designate, after review by departmental representatives. For this reason, it is not possible to place any students on this list who have not completed all degree requirements by April 30, 2013. This deadline has been set as late as possible to provide flexibility for students and their committees, and cannot be extended.

Recommended latest dates

For the guidance of the academic units (and particularly for supervisors of students intending to graduate in June 2013), we offer the following dates as recommended deadlines. The dates listed in each section below are the latest recommended dates. Students who are able to complete requirements earlier are encouraged to do so.

Request your exam

Submitting your request for oral examination

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.

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.



Grades

Grades must be submitted by the department/school to Graduate Admissions and Records on official grade sheets before the announcement of the oral examination.

Oral exam dates

Holding your oral examination

It is recommended that oral examinations be held as early as possible.

• For master's thesis degrees: no later than Friday, March 15, 2013.
• For doctoral dissertations: no later than Friday, March 1, 2013.
• For master's non-thesis degrees: no later than Friday, March 22, 2013.

Letter of recommendation

The department/school prepares the letter of recommendation for degree, usually in advance of the oral examination. It will be signed by the examining committee upon satisfactory completion of the examination. The only required signatures are those of the chair of your supervisory committee and the chair of your department. Other signatures may be added at the discretion of the academic unit. All signatures must be originals (i.e., not one person signing for another).

Your letter of recommendation can be submitted to the Graduate Admissions and Records Office after you have passed your oral examination and your thesis/dissertation is in its final form.

Your final copy

Submission of the final copy of your thesis or dissertation

Please ensure that the thesis/dissertation approval form is brought to the oral examination. Original signatures of all committee members are required on this form.

You must submit the thesis/dissertation in its final form to the Graduate Admissions and Records Office in person. There are still some official steps at this point which require a legal signature. If there are any problems, they can only be resolved if you are present. Missing signatures will result in the cancellation of the application to graduate.

If circumstances make in-person submission impossible, arrangements must be made with the Graduate Admissions and Records Office before you leave campus. If you are leaving campus immediately following your oral examination, you are strongly advised to complete your degree requirements well in advance of the published deadlines.

Fees

Graduation application fees

Your application to graduate fee is $40 if your application is submitted before the deadline, and $50 is your application is late. In addition to this standard fee, there are associated costs for archiving and microfilming. Please see the application for graduation for details regarding these options and if these fees apply to you.

Fee installments

The University of Victoria requires graduate students to make a minimum number of fee installments during their time at UVic. You should check your fee status at the Graduate Admissions and Records Office well before the degree completion deadline. Do not ask the accounting office as they will only have the balance required for the current term’s registration.

Students with outstanding accounts may attend the convocation, but do not receive a diploma. Any fees owing to the university must be paid by August 31, 2013.

Co-op students

Co-op students who are enrolled in a work term during the winter session (Sept.–Apr.) who wish to convocate in the Spring Convocation must make arrangements with their department for their work term report to be submitted and graded by the final business day in April.