Maintaining Convocation Details via SOLUS

1. Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page

2. In the Graduation section (3^rd box), select the link labeled “Maintain Convocation Details”

3. You should find a page which will outline aspects of your application, including when the scheduled ceremony will take place, and whether your application has been received.

4. Please verify that the Status of your application is listed as 'Applied' - You will need to return to this utility to verify that your status has been updated to 'Approved' (Please see "Your Application 'Status' " below for more details).

5. Dropdown menus will allow you to change your attendance status for the ceremony. 

6. During Fall Convocation, physical guest tickets are not issued for ceremonies. Applicants are still required to enter the number of invitees attending, and are subject to seating limits. Please consult the ceremony schedule page for the ticket limits for your ceremony.

7. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room in Kingston Hall where all ceremonies are simulcast on a large screen. No tickets are required for this room. 

Your Application 'Status'

In the top right-hand corner of the table in 'Maintain Convocation Details', you will be able to see the 'status' of your application. This 'status' applies specifically to your request to graduate, and NOT to your attendance / ticket order. Questions may be directed to your Faculty / School.

Throughout the application and review period, this status will change. The following are a list of possible status options:

• 'Applied' - this will appear immediately upon entering your application. For most Faculties and Schools, this status will remain until October 24th when all Application Windows close.
• 'In Review' - this is generally used by the Faculty of Arts and Science in reviewing applications, and appears while Faculty staff are assessing an applicant's eligibility to graduate.
• 'Approved' - this status appears when your Faculty or School has determined that you meet the qualifications for your degree or diploma, and will be recommended for graduation.
• 'Awarded' - this final status appears after the University Senate has voted to officially confer your degree.
• 'Denied' - this status will appear if your Faculty / School has determined that you have not met the requirements of your degree. Applicants who receive this status are advised to contact their Faculty / School. Contacts for each Faculty / School can be found in the 'Academic Advice' section of this webpage.

Please note that each Faculty and School determines the eligibility of their individual applicants. Questions or concerns about your status should be directed to their office. Contacts for each Faculty / School can be found in the 'Academic Advice' section of this webpage.

What name appears on my diploma?

Often students will have two versions of their name listed in SOLUS - a 'Primary' name, and a 'Preferred' name.

All prospective graduates are asked to review the presentation of their 'Primary' name in SOLUS for accuracy.

The 'Primary' name is considered the full legal name, and is used for the purposes of diploma printing and for placement in the printed Convocation program booklets.

To make a change to your 'Primary' name, you must submit a 'Name Change Form', as well as supporting documentation. The form, along with a list of acceptable documentation, can be found at: http://www.queensu.ca/registrar/forms

The deadlines for name changes for Convocation are as follows:

•     Spring Convocation - April 30th
•     Fall Convocation - October 15th

Please note:

• If you change your name after the specified deadline for your convocation, there will be a charge to replace your diploma.
• Your new name will be used on your academic transcript, as well as your diploma and the convocation program. You should know that, if it is NOT your formal legal name, future employers, licensing bodies, or other educational institutions may require proof that the transcripts and diploma are your legitimate academic records.

Ceremony seating for your guests

Although there are no physical tickets issued for Fall Convocation, graduates are still required to reserve seating for their guests. This is done via the SOLUS Student Centre.

* Please note that graduates are required to complete this task whether or not physical tickets are being issued for their ceremony.

Information on specific seating limits for each ceremony is available on the Fall 2019 Convocation schedule page.

Graduands are asked to limit the number of invitees to the number posted for their ceremony on the Convocation schedule page, and enter the number in the 'Maintain Convocation Details' screen in SOLUS after they have completed their application to graduate. Graduates do not need to book guest seating for their own attendance.

Your deadline to reserve guest seating and/or make changes to your attendance decision is October 24th, 2019.

 ** Additional Guest Seating Requests **

With the limited capacity of Grant Hall, there may not be additional guest seating for all ceremonies. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room where all ceremonies are simulcast on a large screen.

1. Click on the “My Academics” link located in the Academics section of your introductory SOLUS profile page
2. In the Graduation section (3^rd box), select the link labeled “Maintain Convocation Details”
3. You should find a page which will outline aspects of your application, including when the scheduled ceremony will take place, and whether your application has been received.
4. Dropdown menus will allow you to change your attendance status for the ceremony ('Will Attend' or 'Not Attending'). 

In this screen, you are required to reserve seating for your guests. Information on specific guest limits for each ceremony will be posted on the Convocation schedule page.

Your deadline to reserve guest seating and/or make changes to your attendance decision is October 24th, 2019

 ** Additional Guest Seating Requests **

With the limited capacity of Grant Hall, there may not be additional guest seating for all ceremonies. If the number of guests you wish to invite exceeds the posted limit for your ceremony, we provide a special viewing room where all ceremonies are simulcast on a large screen.

For those unable to secure seating in Grant Hall for the ceremonies, we provide a viewing room located at Room 313, Kingston Hall (adjacent to Grant Hall) where ceremonies are simulcast live on a large screen.

For those unable to travel to either the Queen's campus, or Kingston, ceremonies are broadcast live here. 

If you owe the University $50.00 or more, you can still graduate, but you will not be able to receive your diploma at the Convocation ceremony.

You will receive a tube, like all other graduands, but it will not contain your diploma. 

You should contact the Office of the University Registrar  when your account has been resolved. At that time, a diploma can be produced, and arrangements can be made to send it to you.