University Registrar

OFFICE OF THE

University Registrar

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Information for Graduates

Congratulations!

We want you to make the most of this memorable day.

To ensure that your Convocation is the most enjoyable experience possible, there are a few necessary steps for you to take.

 

Spring 2020 Convocation – Planning for Alternative Scheduling

On March 16, 2020 Principal and Vice-Chancellor Patrick Deane released an update regarding the continuing operation of Queen’s University in light of the rapid spread of COVID-19 around the world wherein he advised that the traditional Spring 2020 convocation ceremonies will not take place. 

Our graduates have worked hard to attain academic success, and we are committed to ensuring they have the opportunity to celebrate this achievement, just as previous classes of Queen's graduates have - with friends and family at Convocation.

The Office of the University Registrar is looking at Fall 2020 as a possible time frame for these ceremonies to occur keeping in mind this is a constantly evolving situation and the future is impossible to predict. The next ceremonies are planned for November 2020 (Fall) and May and June 2021 (Spring).

We will be reaching out directly to affected graduates via email in September with regard to what alternative scheduling is being planned. Updates will also be posted on our website.

In the meantime, we appreciate your understanding and look forward to providing you with an update in the near future.

  
Hood and Gown Rentals

The Alma Mater Society (AMS) rents academic hoods and gowns online to graduating students. Online rental costs are:

  • $35.00 for Undergraduate and Master's regalia,
  • $40.00 for Ph.D.regalia with or without graduation cap
  • $55.00 for Ph.D.regalia with beefeater hat.

Rentals for Spring 2020 Convocation are able to be made online via the AMS Hood and Gown website at https://www.buildagrad.ca/queensu in advance of those ceremonies. 

If you miss the posted deadline for renting hoods and gowns online, they can still be rented at convocation at the rate of $55.00 for Undergraduate and Master's, and $60.00 for PhD's.

On the day of your convocation, please arrive at Kingston Hall 90 minutes before the ceremony to pick up your prepaid hood and gown. Please bring your Student Card, or government issued Photo ID (Driver's Licence, Health Card, Citizenship Card, etc.), and the rental confirmation number.

If you did not rent online, please bring your Student ID, or Photo ID, and a cash payment
 How to book your hood and gown  Returning Regalia

 

Hoods and Gowns can now be rented online from the AMS. Please go to: https://www.buildagrad.ca/queensu

Online ordering begins on December 1st, 2019 at 10:00 am (EST) and closes May 9th, 2020 at 5:30 pm (EST).

If you miss the online ordering deadline, you may still rent your hood and gown the day of your ceremony. Please note, however, that prices will be higher with same day rentals.  

The schedule for Hood and Gown Rental Pickups for Spring 2020 will also be posted here when it becomes available.

 

 

Items must be returned immediately after the ceremony. Kingston Hall will be open for returns for 1.5 hours following each ceremony. Attendees will be charged the following rates for unreturned or damaged regalia:

  • Bachelor's/Master's Robe $72.00
  • Full Fit Robe $110.00
  • Bachelor's Hood $43.50
  • Master's Hood $48.75
  • PhD Robe $300.00
  • PhD Hood $103.50
Ceremony Seating

 Deadline to Reserve

Graduates must reserve seating for their guests for ceremonies during Spring 2020 Convocation. 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 ticket limits for each ceremony is available on the Spring 2020 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 tickets for their own attendance.

Your deadline to reserve guest seating and/or make changes to your attendance decision is April 30th, 2020.

 ** Additional Guest Ticket 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.

Reserving your Guest Seating 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 (3rd box), select the link labelled “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'). 

  5. 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.  
Deadlines for changes to 'Maintain Convocation Details'

Your deadline to order guest tickets and/or make changes to your attendance decision is April 30th, 2020.

 ** Additional Guest Ticket Requests **

You will be contacted if your request for additional tickets was unsuccessful. With the limited capacity of Grant Hall and the Queen's Centre, we are not expecting that there will be extra tickets 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.

Ticket Pickup Schedule

Graduates (or their delegates) will be required to pickup and sign for their tickets in person at Room 125, Gordon Hall, 74 Union Street, for ceremonies held in Grant Hall.

Ticket pickup for ceremonies held in the Athletics and Recreation Centre (ARC) will be located near the entrance of the ARC on Earl Street.

Schedules will be posted here in 2020.

Other options for viewing the ceremonies

For those unable to secure seating for the ceremonies, we provide two options for viewing.

GRANT HALL CEREMONIES:

There is a viewing room located at Room 313, Kingston Hall (adjacent to Grant Hall) where ceremonies are simulcast live on a large screen.

MAIN GYMNASIUM, ATHLETICS AND RECREATION CENTRE:

There is a viewing room located in the lobby area of the Kinesiology Building (28 Division Street) where ceremonies are simulcast on a large screen.

 

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

We are committed to ensuring that all of our Convocation participants - graduands, guests and faculty - experience a day that is enjoyable, as well as memorable.  

We recommend that you arrive as early as possible, and no later than 30 minutes prior to the start of the ceremony. Please consult the Ceremony Schedule page for when doors open for the venue. ARRIVING EARLY ENSURES THAT YOU WILL RECEIVE SUITABLE SEATING BEFORE THE PROCESSION, WHICH BEGINS 15 MINUTES PRIOR TO THE START TIME. 

For those attending who have specific needs prior to, and during, the convocation ceremonies, we offer the following information and services:

 Hearing Equipment

 Campus Accessibility

Hearing devices (TELELOOPS) are available inside the front entrance of Grant Hall for each ceremony. No reservations are required.

For individuals (graduands and/or guests) requiring the services of a sign language interpreter, please submit a Special Needs Form detailing your request. We would ask that requests be made as early as possible in order to facilitate arrangements.

Queen's University continually strives to improve accessibility on campus.

The University has developed an online Accessibility Guide intended to help students, faculty, staff and visitors to the campus.

The link to this page can be found at: http://www.queensu.ca/camplan/access/index.html

 
Special Needs Seating Form

If a graduate or a guest attending Convocation has a disability, seating can be reserved by completing our online form, which can be located by selecting the link to this page:

Special Needs Form

Construction, Directions and Parking

Planning your upcoming trip to Kingston and the Queen's Campus?

The City of Kingston routinely conducts road construction and repairs during the year.

For a current list of road projects, including closures and delays, please visit the City's website at: http://www.cityofkingston.ca/residents/roads-and-traffic/road-closures

Please note that while there is parking available on campus, individual parking places may not be located in proximity to the ceremony venue (Grant Hall or the Athletics and Recreation Centre).

We recommend that attendees allow for sufficient time to make their way to the venue from where they park.

 Free Parking

Paid Parking

On Campus

During Convocation, all Queen's surface "Permit Required" parking lots and "Permit Required" on-street parking spaces provide free parking during Convocation ceremonies.

PLEASE NOTE, HOWEVER, THAT VEHICLES PARKED IN "PERMIT REQUIRED RESERVED 24/7" PARKING SPACES WILL BE TICKETED.

Payment is still required in all City of Kingston on-street metered parking spaces and 'Pay and Display' zones.

Please respect special needs parking spaces and fire lanes.

Underground Parking

A paid underground parking lot is located on Stuart Street (at the corner of University Avenue).

Please respect special needs parking spaces and fire lanes.

'Pay and Display' Meters

Payment is required at all City of Kingston on-street parking meters and in the municipal parking lots on the waterfront. Meters will accept coins or credit cards.

Please Note: Hourly rates will vary according to location.

 

Directions from Toronto
Directions from Toronto to Kingston 

Follow Hwy #401 East to Kingston

Directions from Montreal
Directions from Montreal to Kingston

Follow Hwy 20 West (becomes Hwy #401 West in Ontario) to Kingston.

Directions from Ottawa
 Directions from Ottawa to Kingston

Follow Hwy #416 South to Hwy #401, then Hwy #401 West to Kingston.
Directions from Syracuse, NY
Directions from Syracuse to Kingston

Follow Interstate 81 North to the International border, then Hwy #401 West to Kingston.
Directions to the Queen's Campus

From Highway #401 (Macdonald-Cartier Freeway), exit at Sir John A. Macdonald Blvd. (Exit 615) and drive south to Union Street.

Turn left at the lights and travel six blocks to get to the main campus.

Ceremonies will be held in Grant Hall and the Athletics and Recreation Centre

  • To get to Grant Hall, turn right onto University Avenue. Grant Hall is the third building on your left (Building 41 on the Campus Map.)
  • To get to the Athletics and Recreation Centre, turn left onto University Avenue, then right onto Earl Street. The Athletics and Recreation Centre is located on your right (QCENTR / 284 Earl Street on the Campus Map.)
Where and When to Arrive

Please consult the convocation dates schedule to determine which ceremony you are to attend, as well as the pickup schedule below for the appropriate time to obtain your hood and gown.

Before going to your assembly room, please give yourself sufficient time (we recommend 90 minutes) to do the following:

1. Come to Kingston Hall (or Mitchell Hall for ARC ceremonies) to pick up your prepaid hood and gown, or rent your regalia; and,

2. Pick up your name card in Kingston Hall (Mitchell Hall for ARC ceremonies).

3. Check your personal belongings in the Security Coat Check room.

We require graduands to be gathered in their designated assembly room in Kingston Hall (Mitchell Hall for ARC ceremonies) no later than:

  • 9:15 a.m. for the morning ceremonies
  • 11:45 a.m. for the 12:30 pm ceremonies
  • 1:45 p.m. for the 2:30 pm ceremonies
  • 2:15 p.m. for the 3:00 pm ceremonies

Ceremonies last approximately 1.5 to 2 hours.

GRADUATES WILL LEAVE AND PROCEED FROM KINGSTON HALL TO GRANT HALL (or MITCHELL HALL TO THE MAIN GYMNASIUM AT THE ARC) 15 MINUTES BEFORE YOUR CEREMONY START TIME

PLEASE NOTE: If you are arriving late, you may miss the academic procession.

What to Bring

In order to make your day go smoothly, we recommend that you bring the following items with you to Convocation:

  • Your photo identification (Student ID, or government issued ID, such as a Driver's Licence or Health Card)
  • Cash payment for Hood and Gown rental if you did NOT book regalia in advance
  • Mints or throat lozenges
Photographs
Personal Professional

 

 

 

Friends and family are welcome to photograph graduates during the Convocation ceremony. To ensure that everyone in attendance can view the ceremony, we would kindly ask that family and friends take pictures from the side aisles.

You will be asked to exit from the venue (Grant Hall or ARC) at the end of the ceremony to allow preparation for the next ceremony which follows immediately.

Pictures can be taken at any number of scenic locations on the Queen's campus after the ceremony. Some of the most popular locations include the exterior of Grant Hall and Summerhill.

    

** Please note that photography services are organized and coordinated directly through the vendor.

Kingston Hall Scheduling will be available in Spring 2020.**                                                                                                                          
Diploma Frames / Replacements

Diploma Frames

Diploma Replacements

Diploma and graduation photo frames are available to purchase online.

Diploma frames are priced between $100 and $205 plus taxes. Frame sales will be located in Kingston Hall after each ceremony.

Frames can be viewed and ordered at http://displayitwithqueenspride.ca.

Please direct any inquiries to Alumni Relations at 1.800.267.7837 (locally at 613.533.2060) or by  e-mail to alumserv@queensu.ca

Those wishing to order a replacement diploma can do so by accessing this form.

Diploma Replacement Form (43 KB)
Are you an Indigenous student graduating this Spring?

Indigenous graduates and faculty may choose to wear traditional Indigenous attire (First Nations, Metis or Inuit), in lieu of a gown and hood, at all convocation ceremonies. You also have the option of being hooded on stage (with regalia). All graduates who choose to wear traditional regalia, must fill out the Indigenous Traditional Regalia & Gifting at Convocation Form online at least 2 weeks prior to the ceremony. This is to inform the convocation organizers.

Queen’s University acknowledges the diversity of Indigenous peoples, communities, and nations. As such it is recognized that traditional Indigenous attire may vary.

Defining Traditional Regalia

Traditional regalia refers to the traditional and often sacred clothing, accessories and artifacts worn or carried during various ceremonies, such as powwows, celebrations and pan-national gatherings. The design, type and meaning of regalia varies greatly depending on the individual who wears it, the culture from which it originates and the event where it is worn. 

For more information, please visit the Four Directions Convocation page at: https://www.queensu.ca/fourdirections/about/convocation

 

Special Hooding Requests

The practice of allowing Special Hooding during Convocation ceremonies is governed by the following policy.

 Senate Committee on Academic Procedures - Guidelines for Special Hooding 

  The practice of special hooding arrangements is highly desirable.  It adds warmth and a personal touch to the ceremony and does not delay the proceedings.  It is recommended that there be no substantial change to the existing policy; however, to ensure that the situation is equitable and consistent among Faculties and Schools, the following is recommended: 

 

1.  The privilege of special hooding is normally extended to Queen's faculty, members of the Board of Trustees, and  senior administrative staff to hood close family members (e.g., children, spouses, parents, grandparents, grandchildren, etc.)  This privilege may also be extended to academic faculty members from other universities.  Graduate supervisors may only in exceptional circumstances hood their students. 

2.  A request for special hooding, which includes assurance from the student involved that he/she is agreeable, should be submitted in writing to the Office of the University Registrar, Student Records and Services at least two weeks before the scheduled convocation. 

3.  The Associate University Registrar (Student Records and Services) and University Registrar, in consultation with the Dean of the Faculty/School where necessary or appropriate, have the responsibility to consider and approve recommendations with due consideration to: 

a) enhancing the convocation experience for the student concerned, 

b) ensuring reasonable consistency of practice across Faculties/Schools; and, 

c) preventing undue interference with the convocation ceremony.