Preparing for Convocation
Step 1: Submit Your Graduation Application
If you are registered in your final program requirements, Submit a Graduation Application to the Office of the Registrar according to the deadlines listed below.
- December 15 for Fall term program completion
- April 15 for Winter term program completion
- August 15 for Summer term program completion
Step 2: Verify Your Name In the Student Centre
It is your responsibility to ensure your personal student information is correct and up-to-date.
Your full legal name, as shown on the Student Centre, is what is used on official College documents, such as transcripts and diplomas. Please ensure we have your correct legal name as this is what will appear on your diploma. In addition to spelling, please verify that capitalization, spacing and punctuation are also correct.
On your Student Centre, select the general info tab then select the link Names and check the diploma name. This is the name that will be printed on your diploma. If you'd like to make changes/additions/deletions to your name (including middle names), submit a Name Change form with the required documentation to the Registrar's Office before May 15 for the Spring Convocation in June and September 15 for the Fall Convocation in October.
Step 3: Verify your Email and Mailing Addresses
Verify your email and mailing addresses are up-to-date by:
- May 15 for Spring convocation (in June)
- September 15 for Fall convocation (in October)
Convocation information is sent via email to your Seneca email account. If you're not using your student email account, change your preferred email on your Student Centre to ensure you receive timely updates. If you don't attend the ceremony, your diploma will be held in the Registrar's Office at the Markham Campus for pick-up after the convocation ceremonies. If you are unable to pick up your diploma, you can arrange to courier your diploma to the mailing address listed in your Student Centre.
Step 4: Verify Your Graduation Status
If you have submitted a Graduation Application, you can check your graduation status from your Student Centre by clicking on Other Academics from the drop down menu and by selecting Graduation. You will see one of the following statuses:
- Expected: You have submitted a Graduation Application or you have been identified as being a potential grad based on your current enrolments.
- Pending: Your record will be reviewed to determine your eligibility for graduation once all final grades have been submitted.
- Graduated: Congratulations – you have met all your program requirements!
- Not Met: After a review of final grades it was determined that you did not meet the program requirements for graduation at this time.
If you have any questions and/or concerns about your graduation status, please contact your Registration Adviser or email email@example.com.
Step 5: Pay Outstanding Fees
Your diploma and official final transcript may be withheld if outstanding fees are not paid by June 15 for the Spring convocation and October 15 for the Fall convocation. You can check for outstanding fees and fines from your Student Centre.
Step 6: Check Your Ceremony Date and Time
Ceremonies are held at the Newnham Campus in the gymnasium located in Building G. Graduates should arrive one (1) hour and 15 minutes before their ceremony start time. Convocation Ceremony: Fall or Spring.
Step 7: Check Your Email Regularly
Important convocation information is sent via email to your Seneca email account. If you're not using your student email account, change your preferred email on your Student Centre to ensure you receive timely updates.
Step 8: RSVP, Reserve Your Gown and Invite Your Guests
If you are attending your ceremony, please confirm your attendance for yourself and your guests and reserve your gown on Student Centre. You may invite a maximum of three (3) guests. Tickets are not issued. Family and friends may also join in the celebration by viewing your ceremony’s live webcast.
Step 9: Arrange Accommodation for Accessibility Needs
If you have accessibility needs and require special seating, an alternative to climbing the stairs to the Convocation stage, or other accommodations, please send an email with your specific request to firstname.lastname@example.org as soon as possible. The Convocation team will connect with you to ensure your needs are met.
Step 10: Book Your Studio Portrait or Class Photo
Portrait and class photos can be taken in advance by appointment. Please visit Convocation Services for details.
On the day of your ceremony, the graduation photographer will be on site to take studio portraits.
At your photo session, the photographer will provide you with a user name and password which you can use to log into www.snapstudios.ca where you can review your photos and/or order individual portrait packages to suit your needs.
Step 11: Order Your Diploma Frame
Step 1: What to Wear
Suits, sports jackets and ties, dresses, and dress pants are all good choices. Please note that high heels may be unsafe when you're using the stairs to the stage. It is not appropriate to carry flowers, purses, or other articles in the convocation ceremony. There is no storage facility for items - leave these items with your guests for safe-keeping. Remember to turn off or set all electronic devices to mute.
Step 2: Parking
On-campus parking is free in selected lots during Convocation. Signs will be posted on the days of the ceremonies. Every effort will be made to direct guests to parking areas as close as possible to the site of the ceremony, which will be in building G. Guests with mobility concerns may be dropped off at the entrance of building E F.
Step 1: Pick Up Your Name Card
A name card has been prepared for you. Your card indicates your name, group and a sequence number which is your position in the procession line, your order number for seating, and your order number to cross the stage. You will need to pick up your name card from the designated group tables in the Senecentre. Keep this card with you at all times!
Step 2: Pick Up Your Gown
Pick up your gown in room E1406 between 8:45 a.m. to 9:35 a.m. for morning ceremonies and 12:45 p.m. to 1:35 p.m. for afternoon ceremonies. You will be required to show your name card when picking up your gown.
Note: You are required to return the gown after the ceremony. An academic hood will be included for degree graduates. You are required to return the hood and the gown after the ceremony.
After you’ve collected your gown return to the Senecentre.
Step 3: Line Up to Enter the Gymnasium
Students, faculty, and special invitees enter the gymnasium at exactly 10:00 a.m. and 2:00 p.m. for the ceremony. You need to be lined up in the Senecentre by 9:35 a.m. for morning ceremonies and 1:35 p.m. for afternoon ceremonies. The convocation marshall will help you to line up according to the sequence number on your name card to ensure you are positioned to be seated in the correct order (alphabetical by program). The marshall will also give you instructions about the procession and ceremony.
Please be punctual. If you are late, you may not be able to take part in the procession and will be seated in a separate area from your classmates for the remainder of the ceremony.
Step 4: Receive Your Credential
Here's what happens when you receive your credential:
- A marshall will lead you to the stairs at the right side of the stage.
- As you approach the stage, you will be asked to show your name card to ensure you are in the right sequence.
- You will then give your name card to another staff member and proceed towards the stage marshall who will direct you when it is time to go up the stairs and on to the stage.
- You will stand facing a member of the College’s Board of Governors, who will congratulate you, followed by either the President or Vice President Academic and your faculty.
- When your name is announced you will cross the stage and exit by the stairs on the left side of the stage.
- Smile! Friends and family will be able to take photos of you.
- At the bottom of the stairs, you'll receive your credential and a copy of the program.
- Marshalls and ushers will guide you back to your seat.
Step 1: Convocation Reception
Celebrate your convocation with your family and friends. A reception will be held immediately after your ceremony in the cafeteria. Complimentary desserts and refreshments will be served.
Step 2: Purchase or Pick Up Your Pre-Ordered Frame
You may purchase or pick up your pre-ordered credential frame outside the cafeteria on the day of your ceremony.
Step 3: Return Your Gown
Family and friends will want to take photos of you in your academic gown. Please remember, however, that you need to return your gown and hood (for degree graduates) to room E1404.