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 year, 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.

Apply for graduation (My page) 

Applying to graduate

How do I apply to graduate?

  • If you are entering the last term of your program, you must submit an application for graduation.  Log into MyPage and click on the Graduation tab. All students MUST complete this step to be considered for graduation.

  • An application fee is assessed and is payable immediately, by credit card only. This application fee is non-refundable and non-transferrable.

  • Applications open one year in advance. You may choose to apply anytime until the deadline for that term: see below. If you do not complete your degree requirements, your application will not be forwarded to the next term. In that case, you must submit a new application through MyPage, including a full application fee. Your academic record will be reviewed to confirm that your program requirements have been or will be met within that term. 

Am I eligible to graduate?

Review your program with your supervisor to confirm that your degree requirements will be met by the end of term. This information is displayed in your Degree Evaluation (CAPP report), available through MyPage, Student Services tab. The graduate secretary in your department will create a Letter of Recommendation and other forms, which will be sent to the GARO office for review. Contact your graduate secretary if you have questions about your department's process. 

Dates and deadlines

Establish a timeline for completion with your supervisor to ensure you have completed your requirements in time for graduation. The master’s and PhD student’s checklist can help you establish your plan. 

Last term in program: final registration and/or thesis defense Deadline to apply for graduation: regular fee Late application period: late fee assessed Application closes online Graduation: Senate awards degrees Convocation ceremony
Fall (September-December) 15 November 16 November - 31 December 31 December May Spring (June)
Winter (January-April) 15 February 16 February - 30 April 30 April May Spring (June)
Summer (May-August) 15 July 16 July - 31 August 31 August October Fall (November)

Graduation Fees

  • You must pay the graduation fee(s) when you submit the application for graduation:
Application Fee $44
Archival Fee (Thesis/dissertation students only) $15
Late Fee (Applications submitted after deadline) $10

Completing and defending your work (thesis/dissertation students only)

Request your oral exam

Each student must submit the final draft of their thesis/dissertation for review by their supervisory committee. Contact your supervisor, graduate adviser or graduate secretary for your 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. See the academic calendar for exceptions. 

Final Completion Paperwork

Talk with your graduate secretary about these forms. Some of them are your responsibility. 

* 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. 

  • 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 garo@uvic.ca and include your full name and student number.  Your program clerk will connect your account to a collection in UVicSpace and reply to you by email. 
  • 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: either your thesis will be approved or corrections will be required. 
  • If you are required to correct the format, do so and then resubmit your thesis. You must delete the old file before uploading a new file.
  • You will receive an email confirming that your thesis format has been approved (or corrections are still required). 
  • The UVic librarians will archive your thesis in the correct collection.
  • Library and Archives Canada will harvest your thesis, along with all others from UVic, and archive a copy in their collection. 
  • Google Scholar and other search engins regularly crawl UVicSpace, to share your work with other scholars in your field. 
  • 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

Application for graduation program review

You can review the status of your application in MyPage: Your Application(s) for Graduation.  You will be notified of major milestones via email. 

  • Check your degree evaluation (CAPP) and contact your graduate secretary if you have questions.
  • Submit your application through MyPage. Select the term in which you intend to complete your program. Your application will not be moved forward to the next term if it takes you longer than anticipated to complete your program requirements: you will be required to submit a new application. 
  • GARO will review your record to confirm that you're nearing completion of your program. 
  • Defend your thesis/dissertation/final project if this applies to your program. Make any corrections; submit your thesis/dissertation to UVicSpace.
  • Final grades will be submitted. Information will be sent from your department to GARO. 
  • Check with your graduate secretary: you may be responsible for some forms or have other responsibilities related to your department. 
  • GARO will complete two full evaluations of your record to confirm that you have met all program requirements. 
  • Your name will be added to the convocation list for review and approval by the Faculty of Graduate Studies and Senate. 
  • Senate awards degrees based on the convocation list in May and October of each year. 
  • You will be contacted by the Ceremonies and Special Events office regarding convocation. 
  • Convocation is held in June and November of each year. 

Completion Postponement Fee Adjustment (CPFA)

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.

If you have not yet paid the minimum tuition fee assessments for your program, the remainder will be assessed to your tuition account when your program is complete. You would not be eligible for CPFA. See the calendar for the minimum number for your program. 

To complete your program by the end of the current term

  • Submit everything to GARO by the last day of the last month of the term: April 30, August 31, and January 2 (aim for the last working day in December)
  • Make all thesis/dissertation format corrections immediately to avoid paying tuition in the following term

To complete your program within the first month of the next term and be eligible for the Completion Postponement Fee Adjustment

  • Register in your thesis/dissertation course for the new term (full tuition will be assessed)
  • Defend your thesis on or before the 15th of the first month of the new term
  • Submit everything to GARO by the last day of the first month of the new term: January 31, May 31, September 30
  • GARO will adjust your tuition from the regular fee assessment to the reduced CPFA amount. See the graduate calendar for details: CPFA
  • Ancillary fees will be assessed for the term. Questions should be addressed to the GSS.  

Convocation and your degree parchment

Attending your convocation ceremony

  • See the University of Victoria's Ceremonies and Events website for information on the convocation ceremonies.
  • Keep your mailing address and e-mail address up-to-date in MyPage until after graduation so that the Ceremonies and Events office can reach you.
  • You must apply to graduate in order to receive information about the upcoming convocation. This information includes registration for attendance at the ceremony, info about gown rental and parking, and options for receiving your degree by mail or pick-up. 
    • May convocation: the Ceremonies and Events office will contact graduate applicants in mid-April
    • November convocation: the Ceremonies and Events office will contact graduate applicants in mid-September.
  • Gowns, robing, and finding your assigned seat: on the day of your convocation ceremony, you will be assigned a room and a robing assistant. They will help you to ensure that your gown is correctly pinned and adjusted. You'll receive more instructions about the ceremony itself, and you'll be escorted from this room to the auditorium by a ceremony marshall. 

Getting your degree parchment (diploma)

After graduation

Whether you need help to start your resume or CV or want to know the best way to ask for a reference letter, there are tools available to help you get on the academic track. Looking to publish? There are some excellent publishing resources available to help get you started.

Career Services

Take advantage of the information and services available to help you with your job or post-doctoral search.

 

Student mental health
Professional development
Three Minute Thesis (3MT)
Graduate Students' Society

Program information