Graduation & Beyond

Graduation Frequently Asked Questions

The following are a common list of frequently asked graduation questions. If you cannot find an answer to your query, please feel free to contact us.

Index

 

 Graduation Applications

 Q1. I wish to graduate, do I need to apply?

Yes, if you wish to graduate you must submit a graduation application. Students completing more than one course must submit a graduation application for each individual course. Please refer to the Graduation Key Dates for information on closing dates for Graduation applications.

 Q2. I do not wish to attend the ceremony, do I still need to apply to graduate?

Yes, if you wish to graduate but not attend the ceremony (ie have your degree conferred in your absence) you must apply. When completing your application you must select to either have your testamur and transcript posted to your current address in SOLS or nominate a third party to collect these for you. Posting charges apply if returned mail needs to be redirected to an alternative address. Please refer to the Graduation Key Dates for information on the last date to update your mailing address.

 Q3. How do I apply to graduate?

Log onto your SOLS, click on the Graduation Application link and follow the instructions on the screen.

 Q4. My SOLS isn't working, how can I apply to graduate?

Try logging on again later. If this fails your password is either incorrect or has expired. You can try logging into SOLS here using information from your student ID card and barcode, then click on the Graduation Application link.

If you have trouble with both of the above options you may request a hard copy application form from Student Central, phone 1300 ASK UOW (1300 275 869), international dialling +61 2 4221 3927 or email askuow@uow.edu.au

 Q5. I completed my course several years ago and no longer have access to my SOLS. How can I apply to graduate?

You may request a hard copy application form from Student Central, phone 1300 ASK UOW (1300 275 869), international dialling +61 2 4221 3927  or email askuow@uow.edu.au

 Q6. When are graduation applications due?

Applications for the July ceremonies close in mid May and applications for the December ceremonies close in mid October.  Please refer to the Graduation Key Dates for information on closing dates for Graduation applications.

Confirmation and Eligibility

 Q1. Which ceremony am I graduating in?

Details of each ceremony are provided by early June for July ceremonies and early November for December ceremonies.

For further enquiries contact the Graduation Coordinator, Jim Davies on 02 4221 8802 or governance@uow.edu.au or the HDR Thesis & Student Progress Officer Julie King 02 4221 3208 or jking@uow.edu.au.

 Q2. I have not received notification confirming my graduation ceremony. What do I do?

Eligible students will be notified of graduation ceremony details via SOLS.  Please refer to the Graduation Key Dates for information on Graduation Notification dates. You will need to log onto your SOLS account and select Graduation Confirmation & Eligibility. If you click on the Graduation Confirmation & Eligibility link on SOLS prior to the release date (regardless of whether you have applied to graduate or not) the following message will appear 'There is no Graduation information available for you at this time'.  Once your ceremony details are confirmed via SOLS you will need to check the correct spelling of your name, your award title(s) and ceremony time and date. It is your responsibility to carefully check your personal, course and graduation details. Please contact Student Central on 1300 ASK UOW (1300 275 869), international dialling +61 2 4221 3927 or email askuow@uow.edu.au if your details are not correct.

 Q3. When can I find out if I'm eligible to graduate?

Graduation eligibility will be confirmed via the Graduation Confirmation & Eligibility link on SOLS.  Please refer to the Graduation Key Dates for information on the Graduation Eligibility release dates.

 Q4. My child/friend is graduating can you please confirm the date and time of their ceremony?

Due to privacy reasons we are unable to provide any student information to a third party. All candidates will be individually notified of their award title, ceremony date and ceremony time via SOLS. Details of each ceremony will be available by early June for July ceremonies and early November for December ceremonies.

 Q5. I want to confirm my graduation date?

Your ceremony date and time is confirmed via SOLS. Please refer to the Graduation Key Dates for information on Graduation Notification dates. You can also find details of each ceremony by early June for July ceremonies and early November for December ceremonies. For further queries please contact Student Central on 1300 275 869 or email askuow@uow.edu.au.

 Q6. Can I change my graduation ceremony?

The graduation ceremonies are specifically allocated and should not be changed. Please contact the Conferrals Manager, Manuela Abrantes on 02 4221 3181 or email mabrante@uow.edu.au for further assistance. 

Graduation Fee Payment

 Q1. How much is the graduation fee and what does it include?

The graduation fee is currently $85.  The fee covers operational costs associated with hosting graduation ceremonies.

 Q2. How and when do I pay the graduation fee?

You must pay the graduation fee by the Friday before Graduation week. Please note that students who do not pay may not be permitted to graduate. Please contact Student Central, phone 1300 ASK UOW (1300 275 869), international dialling +61 2 4221 3927 or email askuow@uow.edu.au for more information.

In order to avoid lengthy delays on the day of your ceremony we strongly advise you to pre-pay.

How to pre-pay your graduation fee

There are several pre-payment methods:

  1. BPAY Telephone & Internet Banking: contact your participating financial institution to make this payment from your cheque, savings or credit card account. UOW's Biller Code is 950220 . Have your student reference number ready. You can find your reference number by logging onto SOLS and selecting 'Fee Statement'.
  2. Internet Payment: log onto SOLS and select 'Fee Statement' to make credit card payments (Visa, Mastercard or Bankcard) online.
  3. Pay by Phone: Call 1300 301 516 to make credit card payments (Visa, Mastercard, Bankcard or American Express) over the phone.
  4. Alternatively you can pay in person by EFTPOS , Cheque, Money Order and Credit Card (Visa, Mastercard, Bankcard or American Express) by visiting Student Central in Building 17. Cash payments are not accepted. Student Central is open from 9:00am to 5:00pm Monday to Friday.
How to pay your graduation fee on the day

Payment facilities will be available at Student Central in Building 17. Student Central is open from 9:00am to 5:00pm Monday to Friday. You can pay by EFTPOS , Cheque, Money Order and Credit Card (Visa, Mastercard, Bankcard or American Express). Cash payments are not accepted. If you do decide to pay on the day, please be advised that you may experience delays and queues. We would also encourage you to arrive at least 90 minutes before your ceremony.

 Q3. I am not attending the graduation ceremony, do I still need to pay the graduation fee?

No, only graduands who have confirmed their attendance at the ceremony must pay the graduation fee.

 Q4. I am purchasing my own academic dress, am I still required to pay the graduation fee?

Yes, students who have purchased their academic dress are required to pay the graduation fee.

 Q5. I am a staff member of UOW, am I still required to pay the graduation fee?

Permanent and limited term full time UOW staff members may apply for a fee exemption. Part time, casual, and staff members of ITC, UniCentre, and URAC are not exempt from the graduation fee. You may want to contact your faculty or employer to see if they can support you by paying your graduation fee. Please contact the Conferrals Manager, Manuela Abrantes on 4221 3181 or email mabrante@uow.edu.au for further information.

 Q6. I am a graduate speaker for my faculty at Graduation, am I still required to pay the graduation fee?

Graduate speakers are exempt from the graduation fee. Please contact the Conferrals Manager, Manuela Abrantes on 4221 3181 or email mabrante@uow.edu.au for further information.

 Q7. I pre-paid my graduation fee however I have just found out I am not eligible to graduate?

Please submit a written request to Student Central to apply for a refund of your graduation fee. Refunds are sent by cheque to your current mailing address in SOLS and take approximately two weeks.

 Q8. In my graduation application I indicated that I would attend the ceremony. I changed my mind and did not attend and now my results are withheld. How can I view my results?

Please submit a written request to Student Central to apply for a fee reversal of your graduation fee. If approved, a Fees Officer will reverse the graduation charge and remove the withheld from your record so you can view your results.  Fee reversal applications are considered in exceptional circumstances only.

 Q9. In my graduation application I indicated that I would attend the ceremony . I prepaid my graduation fee and then changed my mind and did not attend, can I get my money back?

Please submit a written request to Student Central to apply for a refund of your graduation fee. If approved, refunds are sent by cheque to your current mailing address in SOLS and take approximately two weeks. Refund applications are considered in exceptional circumstances only.

Change of Attendance and Deferring

 Q1. I am an international student who needs to travel back home and will miss my graduation ceremony. Can I collect my testamur before my ceremony?

No. All awards are conferred at the graduation ceremonies by the Chancellor. If you are unable to attend your ceremony, your testamur (certificate) will either be made available for collection from Student Central or be posted to you. Please ensure you have selected the correct Testamur Collection Option in the graduation link in SOLS (ie collect your testamur personally, authorise a third party to collect your testamur, or have your testamur posted to your current address on SOLS). Posting charges apply if returned mail needs to be redirected to an alternative address.
Alternatively, you can defer your graduation. Please see below for further information about deferring your graduation.

If you need evidence of completion of your degree before the ceremonies (eg. for job hunting, etc), you will need to submit an Official Letter Request online via SOLS (Student Forms link). Information on available official letters can be found at http://www.uow.edu.au/student/forms/ under the Document Request section of the Student Forms and Documents page. These letters take up to two weeks to process. For further assistance please contact Student Central on 1300 ASK UOW (1300 275 869), international dialling +61 2 4221 3927 or email askuow@uow.edu.au.

 Q2. I wish to change my graduation attendance option from non-attending to attending or from attending to non-attending. When and how do I do this?

You must finalise your attendance option by the date specified as per  Graduation Key Dates. To change your attendance option log onto SOLS , click on the Graduation Application link, click on Review, click on Change Attendance. 

Higher Degree Research Students

 Q1. I am a doctoral/masters research student - who can I talk to about my graduation application?

If you need further information on your graduation ceremony you can contact the Graduation Coordinator, Jim Davies on 02 4221 8802 or governance@uow.edu.au or the HDR Thesis & Student Progress Officer, Julie King on 02 4221 3208 or jking@uow.edu.au.

 Q2. I am a doctoral/masters research student - when will I find out the date of my ceremony?

Doctoral and Masters Research students will be allocated to the ceremony according to the School in which they are enrolled for their Higher Degree Research Award. Eligible students will be notified of graduation ceremony details via SOLS. Please refer to the Graduation Key Dates for information on Graduation Notification dates. You will need to log onto your SOLS account and select Graduation Confirmation & Eligibility to view this information.

For further enquiries contact the HDR Thesis & Student Progress Officer Julie King 02 4221 3208 or mailto:jking@uow.edu.au.

Guest Tickets

 Q1. How many guests can I bring?

Each graduand will be allocated up to three (3) guest tickets, this includes children requiring seats. The ceremony lasts around two hours and children may get restless. Any child not in a pram will require a seat and a ticket.

The Hall has a strict limit on the number of people that can be safely accommodated inside, and so there is a limit on three (3) guest tickets for each graduand.

The graduation ceremonies are also screened live on a television in the foyer of the Hall for those guests unable to be seated in the Hall.

For further enquires contact the Graduation Coordinator, Jim Davies on 4221 8802 or governance@uow.edu.au.

 Q2. Where do I get my tickets?

Tickets are distributed to graduands at the Registration Desk before each ceremony. Tickets are not available before the day.

 Q3. Are extra tickets available?

Extra tickets are not available prior to the day of your ceremony. In fairness, each graduand is allocated up to three (3) tickets on the day .

The Hall has a strict limit on the number of people that can be safely accommodated inside, and once this limit is reached, no more guests will be admitted.  If spare tickets become available, these will be handed out in the Hall foyer 20 minutes prior to the start of the ceremony

The graduation ceremonies are also screened live on a television in the foyer of the Hall and the UniBar for those guests unable to be seated in the Hall.  

For further enquires contact the Graduation Coordinator, Jim Davies on 4221 8802 or governance@uow.edu.au. 

Parking

 Q1. Is parking available for graduating students?

On site parking is available. Graduands are entitled to one free parking space on the day and time of their allocated ceremony. There are limited numbers of free parking spaces and these will be allocated on a first in, best served basis. You are encouraged to travel with your guests in one vehicle.
 

 Q2. Where can I park?

There is parking available for graduation in the UniCentre car park (enter via the first roundabout). If, however, this facility becomes full, Security Gate-keepers will advise you of alternative parking locations on, or around the University. Please allow additional time in case you have to park some distance from the University Hall. To minimise parking congestion, you are encouraged to travel with your guests in one vehicle. More information is available at http://www.uow.edu.au/parking/. 

Special Requests including Special Seating

 Q1. I have a guest/s with special seating requirements? Who can help me with this?

We can assist with your special seating requirements. These may include: arrangements for guests with mobility or vision needs. Contact the Special Seating Coordinator, Antoinette Faddoul on 4298 1338 or afaddoul@uow.edu.au at least 1 week before your ceremony with the following information:

  • your full name
  • your contact phone number
  • the date and time of your ceremony
  • your guest's special access or seating needs
  • the total number of guests you wish to bring to the ceremony.

 Q2. I have a VIP ticket - who should I contact for further information?

You can contact the VIP Coordinator, Antoinette Faddoul on 4298 1338 or afaddoul@uow.edu.au 

 Q3. I will be a graduate speaker for my ceremony. Who should I contact for information?

You can contact the Graduate Speaker Coordinator, Matthew Kusi-Appauh on 4239 2370 or mkappauh@uow.edu.au

 Q4. I will be a guest speaker for graduation. Who should I contact for information?

You can contact the Guest Speaker Coordinator, Jim Davies on 4221 8802 or jim_davies@uow.edu.au

 Ceremony Enquiries

 Q1. What time should I arrive and what happens on the day?

You need to be seated in the University Hall 30 minutes before your ceremony begins, so to allow time to register and collect your gown, have time for photographs, and seat your guests, you should arrive on campus 90 minutes before your ceremony. Ceremony registration closes 45 minutes before your ceremony starts, so please register as soon as you arrive. If you arrive late, you may not be able to participate in your ceremony, and your graduation fee will not be refunded.

 Registration Desk Opening Hours:

  • For the morning ceremony commencing at 9.45am, the Registration desk is open from 8.00am until 9.00am.
  • For the afternoon ceremony commencing at 2.30pm, the Registration desk is open from 1.00pm until 1.45pm.
  • For the evening ceremony commencing at 7.00pm, the Registration desk is open from 5.30pm until 6.15pm.

PLEASE NOTE: If you arrive after the Registration desk is closed, you will be considered as a 'latecomer' and may not be permitted to participate in the ceremony. 

You are strongly encouraged to register early so as to avoid disappointment. 

 On the day you will need to do the following and there may be delays at any of these stages:

  1. Find a parking space if you or your guests are driving to the University.
  2. If you have not paid your graduation fees go directly to the Student Central in Building 17 to pay your fees and make sure you collect your receipt of payment.
  3. Proceed to the registration area in the upstairs foyer of Building 11, UniCentre. Make sure you bring your Student Card for identification.
  4. At the registration area you will be given your program booklet, your guest tickets and then you will be dressed in your academic dress by UOW staff in the same area.
  5. As it is very busy and crowded in the registration area we ask that you arrange to meet your guests in a convenient location, e.g outside near the Hall or the UniBar.
  6. You then should give the tickets to your guests.
  7. After the ceremony you and your guests are invited to stay for refreshments.
  8. Return your academic dress to the registration area. If you are in a morning ceremony you must return your dress by 1pm, if you are in an afternoon ceremony you must return your dress by 5pm, and if you are in the evening ceremony you must return your dress by 9.30 pm.

Students who arrive late may not be permitted to participate in the ceremony, and will not have their graduation fee refunded.

Further details are available on http://www.uow.edu.au/student/graduation/procedures.html

 Q2. What should I do if I am running late for my ceremony?

If you arrive late you must proceed directly to the registration desk. If you do not arrive within 20 minutes of the starting time, you will not be able to participate in the ceremony.

 Q3. What do I need to bring to my ceremony?

Please bring your student card with you for identification purposes. If you no longer have your student card please bring another form of photographic identification such as a driver's licence.

 Q4. How long do the ceremonies take?

Graduation ceremonies are a maximum of 2 hours in length depending on the number of students in the ceremony.

 Q5. Can I leave after I have received my testamur and before the end of the ceremony?

You are requested to stay until the end of the ceremony to support your colleagues.

 Cultural Needs and Dress enquiries

 Q1. What should I wear to the ceremony?

Students generally wear smart casual to semi-formal dress. You will be wearing an academic gown over your clothes but your clothes will still be visible under the gown, particularly in the front. You will also be wearing an academic trencher or bonnet. You will need to walk up a set of stairs onto the stage, and down another set of stairs as you leave the stage, so we recommend that you consider this when selecting your footwear. You may want to check the graduation photos on the website for further information. See http://www.uow.edu.au/student/graduation/photos/index.html

 Q2. I would like to wear traditional dress for my ceremony is that possible?

You are very welcome to wear your culture's traditional dress at your graduation. You may contact the Graduation Coordinator, Jim Davies on 4221 8802 or governance@uow.edu.au for more information.

 Q3. I would like to match my clothing to the academic dress.

For information on the colour of the academic dress please refer http://www.uow.edu.au/student/graduation/dress.html

 Q4. Does the Graduation Fee include hiring of the academic dress?

Yes, the graduation fee covers the cost of hiring a gown, hood and trencher/bonnet.

 Q5. When do I collect the academic dress?

If you are hiring your academic dress you collect it once you have registered on the day of your ceremony. Please refer to 'What time Should I Arrive' question above for registration opening times.

 Q6. I would like to purchase my academic dress so I have it to keep. How do I arrange this?

You can purchase UOW academic dress through the UniShop. Please refer to http://www.uow.edu.au/student/graduation/hire.html for costs and further details.

 Q7. I am concerned about the graduation ceremony and about what happens on the stage.

Feel free to contact the Graduation Coordinator, Jim Davies on 4221 8802 or governance@uow.edu.au who can explain what happens on the stage and will be happy to assist you with any concerns. 

Other Campuses

 Q1. Are there any graduation ceremonies held at other campuses/locations?

Offshore

There are ceremonies held at the University's offshore locations for students who are studying their degree from an offshore location. Unfortunately students who are enrolled in their course at the Wollongong campus are not permitted to attend one of the graduation ceremonies at an offshore location.

Other onshore campuses

From December 2011, UOW Shoalhaven students can have their degrees officially conferred/awarded at a Shoalhaven Graduation ceremony. Shoalhaven students should select Shoalhaven December Graduation when applying to graduate via SOLS.

Celebrations are held in Bega for students studying their degree at the Bega Education Centre. The other campuses may also have celebrations. You should check with staff at your campus on when and if these celebrations will be held. These celebrations are usually held in December.

These graduation celebrations are different from the Graduation ceremonies held at the Wollongong and Shoalhaven campuses. They are a celebration of students' achievements, and graduands' awards are not conferred at these celebrations.

Students at the other campuses must apply to have their awards conferred at the Wollongong campus ceremonies (or Shoalhaven campus for Shoalhaven students) and also to attend the local celebration functions. However if you do not wish to attend the Wollongong or Shoalhaven Graduation ceremonies but you still want to have your degree formally conferred/awarded, you should select 'Not Attending Graduation Ceremony' when applying to graduate via your SOLS account.

 

Last reviewed: 19 March, 2013