University Registrar

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Applying for Graduation

You may have completed your studies, but you will still have to make a formal application to graduate.  On this page you will find instructions on how to successfully complete the Application to Graduate (A2G) process. It is important to follow each step listed in order on this page.

Completion of an Application to Graduate does not guarantee the awarding of a degree / diploma / certificate.

All applications are subject to academic review by the appropriate faculty or school, and approval by the Senate Committee on Academic Procedures (SCAP).

Step 1: Application Windows by Faculty / School

You must formally Apply to Graduate through the SOLUS Student Centre - You will be prompted for your NetID and Password to login.

Detailed instructions on how to make your application through the SOLUS Student Centre are listed in Step 3 of this page.

Application time periods will vary from Faculty to Faculty (see below). Please identify and remember the Application Dates that apply to you!

Completion of an application to graduate does not guarantee the awarding of a degree.

Faculty/School

Application Window for Fall 2020

Arts and Science

July 27 to October 15, 2020

Smith School of Business:

 
  • Bachelor of Commerce

July 27 to October 15, 2020
  • Graduate Diploma in Accounting, Graduate Diploma in Business

July 27 to August 30, 2020
  • Master of Business Administration, Master of Management Analytics, Master of Management Innovation and Entrepreneurship

Open July 27, 2020
  • Master of Management in Artificial Intelligence
July 27 to October 1, 2020
  • Master of Finance
July 27 to October 1, 2020
  • Master of International Business

July 27 to October 15, 2020

Education

Open July 27, 2020

Engineering and Applied Science

July 27 to September 30, 2020

Graduate Studies

July 27 to October 15, 2020

Law

July 27 to October 15, 2020

Faculty of Health Sciences

 

  • Medicine
July 27 to October 15, 2020
  • Nursing
July 27 to September 15, 2020
  • Bachelor of Health Sciences
Open July 27, 2020
Step 2: Have I completed my course requirements?

To successfully apply for graduation, you will need to have met all of the academic requirements for your program / plan as set by your Faculty or School.

If you require assistance in meeting these requirements, you will need to speak to an academic advisor in your Faculty / School Office.  A list of advisors and contacts can be found on this page under Academic Advice.

If you are a student in the Faculty of Arts and Science, please contact the office for your specific department.

Once you are confident that you have, or will, satisfy the requirements for the degree you wish to receive, you can begin the Application to Graduate (A2G) process as outlined in the next step.

Step 3: Making your Application via the SOLUS Student Centre

All Applications for Graduation are made through the SOLUS Student Centre.

How do I submit my application?

  • 1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Apply for Graduation. Click the Go button.

    1. On the main page of SOLUS, click on the ‘other academic…’ dropdown box and select Apply for Graduation. Click the Go button.

  • 2. Select the program that you wish to apply for graduation in.

    2. Select the program that you wish to apply for graduation in.

  • 3. Select the Expected Graduation Term and click Continue.

    3. Select the Expected Graduation Term and click Continue.

    (Please note that 'Summer 2020' is the correct selection for Fall 2020 graduation)

  • 4. Select whether you will be attending the ceremony in person, whether you would like your degree to be mailed to your primary address in SOLUS, or whether you will be picking up your degree, in person, at the Office of the University Registrar front desk sometime after the ceremony. If your diploma is a BA or BAH, you will select the diploma language to be in either English or Latin. Click the Continue button.

    4. Select whether you will be attending the ceremony in person, whether you would like your degree to be mailed to your primary address in SOLUS, or whether you will be picking up your degree, in person, at the Office of the University Registrar front desk sometime after the ceremony. If your diploma is a BA or BAH, you will select the diploma language to be in either English or Latin. Click the Continue button.

  • 5. Review all of the details of your application and when you are sure they are correct, click the Submit Application button and wait for the prompt that you were successful.

    5. Review all of the details of your application and when you are sure they are correct, click the Submit Application button and wait for the prompt that you were successful.

  • 6. The Submit Confirmation page will display when the Application for Graduation is successful.

    6. The 'Submit Confirmation' page will display when the 'Application for Graduation' is successful

Apply for Graduation

Please note that all applications for graduation are pending upon submission.

Completion of this application to graduate does not guarantee the awarding of a degree / diploma / certificate.

To monitor the status of your application, please follow Step 4, contained in the next section of this page.

Step 4: Confirming your Application / Name on Diploma / Owe Money

Coronavirus (COVID-19)

Recent developments in the evolving outbreak of coronavirus (COVID-19) have led to the decision by the University, as a precaution, to postpone the Fall 2020 Convocation schedule, and its constituent ceremonies.

This means that you will still graduate if your application has been approved by your Faculty or School, but that your ceremony will be scheduled for a later date.

The awarding of approved degrees, diplomas and certificates will still proceed as per the timelines set out on our Grades information page. If approved, they will be conferred on – and be effective as of - the respective dates.

Staff will ensure that the academic standing of our graduates are acknowledged and recorded, and that diplomas are distributed in a timely manner.

This decision to postpone ceremonies has not been taken lightly. The health and safety of our broader Queen’s community – students, faculty, staff, our families and friends – are of primary importance. These measures are being taken as a means of addressing this priority.

We understand and appreciate the impact this decision will have on our graduates and their families. In the coming days and weeks, we will be assessing what alternatives may be available to commemorate these accomplishments in the future. In the meantime, those who have made travel and accommodation arrangements will have sufficient time to cancel those bookings.

In the meantime, we would ask that you proceed with the steps outlined below - to aid us in processing your application for graduation, as well as gather information to be used in planning for ceremonies to be announced in the near future.

 

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 (3rd 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. . 

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 April 30th 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.
Can I still graduate if I owe the University money?

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.

Step 5: Not on the Final Degree List?

Prospective graduands are strongly encouraged to review their application (following the procedure outlined in Step 4 of this page) regularly, and monitor the status of their request.

Should you find that your name has not been added to the final degree list, it is imperative that you contact your respective Faculty / School Office immediately. Academic advisors can provide assistance with regard to the status of your request, as well as provide further direction.

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

Diploma Mailing

If you are on the final degree list, your diploma will be shipped to your primary address as listed in SOLUS three to four weeks after your ceremony.  

Please ensure your address is up-to-date (including your phone number as this is a mailing requirement).  If the address is incorrect, the diploma will be returned to Queen’s.

Pickup and returned diplomas will be kept on file for one year.  If you do not make arrangements to obtain this official document it will be destroyed and a replacement charge will apply.

Important Notice:  As per the Senate Policy on Student Debtors; if you have an outstanding debt to the university your diploma will not be printed.  Once you clear your debt, you may contact the Office of the University Registrar to request to have it printed. You will receive a tube at your ceremony with an explanatory letter. 

Previous Graduates wishing to attend a ceremony

If you have already graduated, were unable to attend your designated ceremony, but still wish to attend an upcoming Convocation, please do not use SOLUS.

We can process your request by completing this form.

Previous Graduates requesting to attend a future Convocation ceremony   (24 KB) 

Please note that this applies to those who have graduated prior to 2020. Graduates in Spring and Fall 20202 do NOT need to submit this form to attend a future ceremony in 2021 unless they are unable to attend the ceremonies that will be scheduled for them in the future.

Dual Degree Graduates

If you are planning to receive two degrees which are scheduled at different convocation ceremonies (i.e. BA and BASC) and would like to receive both at the same ceremony, please write to Gerry D'Amore and provide the following information:

  • name
  • student number
  • degrees to be awarded and when
  • which ceremony you plan to attend
  • your queensu.ca e-mail address

Providing that we receive your request three (3) weeks before the Convocation ceremonies, and your name is on the final degree lists, the following will take place:

  1. Both degrees will be placed in the same tube and both will be announced at the ceremony.
  2. Special arrangement information will be sent to AMS Staff in Hoods and Gowns. When you rent your hood and gown online, you must let them know that you are renting 2 hoods because you are a dual degree student, and that special arrangements have been made for you to receive both degrees at one ceremony.
  3. Please note that there will be no notation of this special arrangement in the program. You may want to bring this to the attention of your guests. (i.e. you are getting both a BA and a BASC at Spring convocations; you have requested to receive both at your BASC ceremony...notation of your BA will not be in the BASC program).

Write to Ms. D'Amore at graduand@queensu.ca or drop off your letter at Gordon Hall, Room 125. You may also mail your request to:

Office of the University Registrar,
Queen's University
Gordon Hall, Room 125,
74 Union Street,
Kingston, ON, K7L 3N6.

Academic Advice?
FACULTY OR SCHOOL STAFF EMAIL PHONE #
Faculty of Engineering and Applied Science 
    Academic Assistants

Academic Advisors
 
Faculty of Arts and Science
  Karen Scanlan asc.degree@queensu.ca (613) 533-6000 ext. 79703
Smith School of Business
  • Bachelor of Commerce
Brittany Lovelock brittany.lovelock@queensu.ca (613) 533-6000, ext. 75769
  • Queen's MBA
Kim Delaney

kdelaney@business.queensu.ca

 

(613) 533-6977
  • MBA for Business Graduates
  • MBA (Executive)
  • MBA (Americas)
  • Master of Management Innovation and Entrepreneurship
Jennifer Walsh  jwalsh@business.queensu.ca (613) 533-6000 ext. 75230 
  • Master of Finance - Remnin
Yuemin Wang yuemin.wang@queensu.ca (613) 533-3397
  • Master of International Business
  • Master of Finance
  • Graduate Diploma in Accounting
  • Graduate Diploma in Business
Juanita Smith juanita.smith@queensu.ca (613) 533-2302
  • Certificate in Business
Elisa Mullins e.mullins@business.queensu.ca

(613) 533-2821 

  • Master of Management Analytics
  • Master of Management in Artificial Intelligence
  • Global Master of Management Analytics
Jordan Braida jordan.braida@queensu.ca (613) 533-3219
Faculty of Education
  Faculty Office educstudentservices@queensu.ca  (613) 533-6205
School of Graduate Studies
  Rose Silva thesis@queensu.ca (613) 533-6100
Faculty of Health Sciences
  • School of Medicine
Jacqueline Findlay jacqueline.findlay@queensu.ca (613) 533-2542
  • School of Nursing
Shelly West wests@queensu.ca (613) 533-2668
  • Bachelor of Health Sciences
Alana Korczynski korczyns@queensu.ca (613) 533-2566
Faculty of Law
  Tricia Acton actonp@queensu.ca (613) 533-6000 ext. 75318               
Contact Us

Questions related to an individual applicant's academic qualifications, prerequisites, and application to graduate should be directed to their Faculty Office.

Questions or concerns related to your diploma and/or convocation ceremony can be e-mailed to: graduand@queensu.ca