Eligibility, personal details and name changes
Eligibility
- The only paper correspondence you will receive from UTAS regarding graduation is the Graduation Eligibility Letter. It will be mailed to your term address approximately six weeks prior to your ceremony. The letter will indicate that you have been identified as a potential graduate and contain important details relevant to your ceremony, including how your name will be shown on your certificate.
- Your Faculty is responsible for determining whether you are eligible to graduate and for notifying the Student Centre. If you have not received your Graduation Eligibility Letter by the last week in June (course completion semester one) or the last week in October (course completion semester two), contact your Faculty Office to find out if you are listed as a potential graduand. For any reasons other than course completion issues please contact the Student Centre.
- Click here for a list of Faculty Officer contacts.
- If your graduation status shows that you could graduate in August or December and you believe that you should not be graduating at this time, please contact your Faculty Office as a matter of urgency.
- If you are debarred because you owe the University money, you cannot graduate. Payment for debts must be made six weeks before your ceremony or you will not be eligible to graduate. CHECK YOUR ESTUDENT WEB PAGE REGULARLY – you may not be debarred now but you might be in the future. Check, and check again regularly.
- If you have failed any of the units required for the completion of your degree you will NOT be permitted to graduate. You should re-enrol for the following year, as you will not be eligible to graduate until all course requirements are met.
- If you are awaiting cross-institutional results from another university and they have not been finalised by the middle of July or the end of November, you will NOT graduate in the next round of ceremonies. You should contact your Faculty Office for further information.
- If you are sitting a Deferred Ordinary Examination (DO) before the August ceremonies it is likely that the exam and marking period will be within the guidelines set for eligibility. Therefore if you pass your DO exam and are eligible then it is likely that you will be included in an August ceremony.
- If you are sitting a Supplementary Examination before the August ceremonies it is likely that the exam and marking period will be within the guidelines set for eligibility, therefore if you pass your Supplementary Exam and are eligible then it is likely that you will be included in an August ceremony.
- If you are sitting a Deferred Ordinary Examination (DO) before the December ceremonies, because of the timing of these examinations (a week before the ceremonies), you will NOT graduate in December.
- If you are sitting a Supplementary Examination before the December ceremonies, because of the timing of these examinations (a week before the ceremonies), you will NOT graduate in December.
- If after receiving your examination results you wish to apply for a change of assessment (e.g. with an Honours level, or grade of pass) then it is highly unlikely that you will graduate in the next round of ceremonies because the assessment process usually goes beyond the cut-off date for entry into a ceremony. Therefore if you choose to have a reassessment then you also choose to forego graduating, and you will be removed from the next round and moved to the following round of ceremonies.
Changes to personal details
- Check your personal details on your Graduation Eligibility Letter and your eStudent web page. Click here to visit your eStudent web page.
- If you wish to make changes to your details, advise the Student Centre immediately.
- Remember to carefully check your name. It must be your legal name because your certificate is a legal document. (See University requirements for name changes below)
- The main means of communicating with you about graduation will be via this website. It is therefore essential that you check regularly for updates or contact graduation@utas.edu.au. DON'T FORGET TO REFRESH YOUR SCREEN EACH TIME YOU VISIT OR YOU MAY BE LOOKING AT OLDER FILES.
- Continue to check your eStudent web page regularly for changes, for example: If you have paid your outstanding debts, check that your debar notice has been removed; if you have said you will be attending, check your attendance status to confirm this; if you have changed your name check the change has been made.
- Changes generally appear 24 hours after being made, except for fee paying which can take up to five days.
- It is preferred that changes are made at least six weeks prior to your ceremony.
- Errors cannot be corrected after the ceremony.
University requirements for name changes
- Name changes have to be made no later than 21 days before your ceremony.
- To change your name, contact the Student Centre.
- Certificates are printed using your full legal name which is presumed to be the one in which you are enrolled. This is the name which is shown on your Graduation Eligibility Letter.
- Documentary evidence of a change, such as a birth certificate, extract of birth registration, passport, marriage certificate, citizenship papers, divorce decree, or registered deed poll, is required for a change to be made.
- Contractions (e.g. Greg, Ben, Geoff, Liz, Di etc.) and initials (e.g. John F. Smith, or Laura W. Brown) are not acceptable unless documentary evidence of the legality of the name is provided.
- IT IS ESSENTIAL THAT YOU HAVE YOUR LEGAL NAME ON YOUR CERTIFICATE and not a name by which you are commonly known. For example, if you have a middle name which is not shown on University files, but that middle name is on your birth certificate or passport, then you must have that name on your certificate as well. With security issues being tightened worldwide, many institutions will not accept that 'John Smith' is the same person as 'John Charles Smith' even with the same date of birth.
- If you are an overseas student, particularly from an Asian country, you may find that the University has ordered your names incorrectly. Please advise the Student Centre how you would like your names to be ordered. A copy of your national ID card or passport is required as proof if you wish to add or delete names not shown on the letter sent to you. Unless you advise us, your family name (surname) will always be put last.
- If you are attending your graduation ceremony, your name will be read out to the audience by the Dean when you are presented to the Chancellor. If you have a name which has a particular pronunciation, or it is not obvious from the spelling what the correct pronunciation is, please supply us with a 'plain English' phonetic version. For example, if your surname is Szajnaq, it would be helpful to know that it is pronounced Shay-nark.
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Inability to attend
- If you are not going to attend your ceremony, please change your attendance status on your eStudent web page up to 21 days prior to your ceremony, or contact the Student Centre after that date.
- If you do not attend your ceremony you will graduate ‘in absentia’, i.e. without being in attendance – your degree will be conferred in your absence.
- If you graduate in absentia arrangements will be made for you to receive your certificate by Certified Mail (within Australia), Registered Mail (for overseas students) or some other delivery means.
- Certificates are usually posted in September (after August graduation) or early February (after December graduation). Your academic transcript and a copy of the program will be enclosed with your certificate.
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‘Walking through’ a ceremony
- Graduating in absentia means you can request to participate in a later ceremony as a 'walk-through' candidate. This means that your degree will be conferred in your absence ('in absentia') at your normal ceremony, but you can participate in a later ceremony in exactly the same manner as other candidates, except that your name will appear in the graduation program of the earlier ceremony, and you will be presented with a 'blank' certificate (this is because your certificate will already have been sent to you after the earlier ceremony). This allows you to have your degree conferred at the appropriate time, while still having the opportunity to participate in a ceremony at a time convenient to you.
- Once you have been certified it is not possible to defer your graduation, although it is possible for your Faculty to delay certification under certain circumstances.
- If you wish to request a walk-through, please email graduation@utas.edu.au.
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Conferral in absentia through Council
- All graduands are automatically scheduled to have their degrees conferred or diplomas awarded at the next round of graduation ceremonies. In certain circumstances graduands may need to receive their awards earlier than the next round of ceremonies.
- If you are eligible to graduate and need to have your award conferred early, you may have it conferred by the Chancellor at the next available meeting of the University Council. For more information please contact the Student Centre.
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Academic dress
What academic dress to wear
- Academic dress used at the University of Tasmania is patterned on that used at the University of Oxford.
- The TUU (Tasmanian University Union) provides academic dress hire to all graduands and staff members. See Gown Hire for more information.
- Gowns for AMC Graduands will be available through the AMC. Details are available on the AMC website: www.amc.edu.au/students/graduation.
- The academic dress specified by University Council is:
- Associate Diploma: a gown and trencher cap (mortar board).
- Associate Degree: a gown, stole (unless you are a graduate, in which case, wear the dress of your highest award) and trencher cap (mortar board).
- Diploma: a gown, stole (unless you are a graduate, in which case, wear the dress of your highest award) and trencher cap (mortar board).
- Bachelor (pass and honours): a gown, a hood with the edge lined in your Discipline colour, and trencher cap (mortar board).
- Graduate Diploma or Graduate Certificate: a gown and hood in the colour of your previous highest degree, otherwise a gown, stole and trencher cap (mortar board).
- Master: a gown, hood lined entirely with silk of the appropriate colour, and trencher cap (mortar board).
- Doctor: a gown and hood lined entirely with silk of the appropriate colour, and bonnet.
- See also Notes on Academic Dress
- The University does not make the wearing of academic dress compulsory, but would prefer all those participating in the ceremony to wear it.
- The graduation ceremony is a formal occasion and students and their guests are encouraged to dress appropriately. As a guide, dress which would be suitable for a special dinner or a job interview would also be suitable for the graduation ceremony.
- The colours associated with academic dress generally distinguish the Faculty to which you belong (or, in some cases, the discipline within a Faculty).
- The TUU will know your award and will supply you with the correct colours.
How to wear academic dress
- The TUU staff will be present at the ceremony venue to help you with your academic dress.
- Academic dress is worn over your normal attire.
- Insert information and video on how to wear gowns, hoods and mortarboards
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Graduands and guests with special needs
- If you have special needs because you use, say, a wheelchair, crutches or have a guide dog, please let us know what your requirements are.
- At some venues (e.g. stage access at the Albert Hall) is it essential that we know your requirements well in advance of the ceremony so preparations can be made to meet your needs.
- If a guest needs special seating (e.g. in a particular area because of an inability to climb stairs, or there is a wheelchair) please let us know so we can reserve seating.
- Wheelchair access is available at all venues.
- Please ask guests with special needs to arrive early so ushers can make your guests comfortable before the venue becomes too crowded.
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Parking
- No special parking is available for Launceston and Hobart graduation ceremonies.
- Please allow plenty of time to park and get to the venue.
- Parking spaces near the Albert Hall, Launceston and the Grand Chancellor, Hobart are often difficult to find.
- Graduands and guests with a disability who require assistance with parking should contact the Student Centre.
- For Sydney graduands and guests we recommend the Entertainment Centre car park. Please go to the Powerhouse Museum website for more details
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Ceremony proceedings
Arrival at the ceremony
- Please be present at the graduation venue at least one hour before the advertised commencement time.
- You may need to collect your academic dress if you have not already done so and find your allocated seat.
- A short rehearsal takes place approximately 30 minutes before the start of the ceremony and it is vital you are seated at this time to understand your role in the ceremony.
Graduate seating
- You must be in your seat 30 minutes before the advertised commencement time.
- Your name will be on one of the seats.
- Ushers at each venue will help you find your seat.
- Do not swap seats with anyone else. Your presentation to the Chancellor and the issue of your certificate is dependent on you sitting in the correct seat.
- It is vitally important that you take your name card, and any other cards on your seat, when you are called to the stage to meet the Chancellor. These cards form part of the script for the ceremony and you will be reminded of all this information during the rehearsal.
Guest seating
- Your guests should be seated at least 15 minutes before the advertised commencement time of your ceremony.
- No guests will be admitted once the ceremony has commenced.
- Because of the formality of the occasion, all ceremonies start exactly on time.
- Advise your guests to leave plenty of time to find parking, the venue, and their seats.
- As guests do not have allocated seats, those who come earliest will obtain the best seats.
- Doors open one hour before the start time of your ceremony.
- Please note that seating in Theatres 3 and 4 at the University Centre, Hobart is approached by stairs and may not be suitable for elderly people.
Photographs and videos
- Photography and video recording by family and guests in the graduation venue is permitted, provided that the person taking photos stays seated and no external floodlights are used.
- Standing near the stage area or in any aisle is not permitted.
The order of proceedings
- The order of the proceedings at each ceremony will be on the back of your name card, and in the Graduation Program, both of which will be on your seat.
- A short rehearsal takes place approximately 30 minutes before the start of the ceremony and it is vital you are seated at this time to understand your role in the ceremony.
- All graduates should acknowledge the Chancellor by doffing their hats to him before being congratulated. You will be shown how to do this during the ceremony rehearsal.
- Should the Governor of Tasmania be present at a ceremony and be seated on the stage he should also be acknowledged. You will be shown how to do this during the ceremony rehearsal.
- Generally, the ceremony will take about an hour, but larger ceremonies (such as in the Albert Hall, Launceston or the Grand Chancellor, Hobart) can take up to 90 minutes.
Children
- Graduation ceremonies are formal occasions with several speeches and are, therefore, not always suitable for young children.
- If you wish to take young children, please be prepared with a snack, a drink and a quiet toy/book/activity.
- No child-minding service is provided.
- Parents with young children or babies are requested to sit near an exit to ensure minimum stress to all concerned. If you have any concerns please contact the Student Centre.
Programs
- An official Graduation Program will be on your seat when you arrive at the ceremony.
- A program will be posted to you if you do not attend.
- In Launceston and Hobart, guests may purchase Graduation Programs for $2 each, and the proceeds are used to fund Alumni bursaries.
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After the ceremony
Refreshments
- At the conclusion of the ceremony, the Chancellor and Vice-Chancellor will invite you and your family and guests to refreshments.
- The location of the refreshments will be announced at the conclusion of the ceremony.
Photography
- Professional photographers will be in attendance at the ceremonies.
- Photographers are privately contracted by the TUU and are not part of the Student Centre functions.
- Photos are taken on the day either before or after the ceremony.
Certificate framing
- Professional framers will be in attendance at the ceremonies.
- Framing companies are privately contracted by the TUU and are not part of the Student Centre functions.
- Frames can be selected and certificates framed on the day.
- Information on framing services can be found on the TUU website.
Video/DVD recording and graduation plaque
- A professional video recording of the entire graduation will be made at most ceremonies. It will include scenes from the University campus, the entrance procession, welcoming speeches and a close-up of the Chancellor greeting each graduate.
- The tape will be replayed immediately after the ceremony and you may purchase copies from the agents on site. You may also order a copy in advance.
- Video recording has been authorised by the University and is Copyright.
- A personalised plaque is available for purchase after the ceremony.
- See the sample on display at the Ambassador Production desk on the day of the ceremony.
- For further information, prices, booking forms, advanced orders etc. contact www.ambassador.com.au
- These services are privately contracted by the University and are not part of the Student Centre functions.
Testamur certified copies
- You can have your certificate (testamur) colour-copied and certified on the spot by a Commissioner for Declarations before you frame it. It is useful to have such copies for applying for jobs in countries other than Australia.
Graduation memorabilia
- The Tasmania University Union (TUU) has merchandise available for sale at each ceremony, or by mail order.
- Items include coffee mugs, graduation bears, beer and wine glasses, ties, spoons and fashion accessories.
- Contact the TUU for details and price lists.
- The Alumni website also offers merchandise.
After graduation
There are some valuable services provided by the University to assist graduates. You can find information on these on the University website:
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Certificates and transcripts
- Once you have completed your studies and your status has been formally recognised, you are eligible to receive a certificate (testamur) from the University.
- Your certificate is presented to you at your graduation ceremony if you attend.
- If you do not attend (i.e. you graduate in absentia), arrangements will be made for you to receive your certificate by Certified Mail (within Australia), Registered Mail (for overseas students) or some other delivery means. Certificates are usually posted in September (after August graduation) or early February (after December graduation).
- The certificate is a legal document, issued under the direction of the Director of Student and Academic Services and the Vice-Chancellor, and imprinted with the University Seal.
- If you lose your certificate, or it is damaged, a replacement can only be made after you have made a statutory declaration outlining the circumstances of the loss or damage, and, if accepted, pay a fee of $25.
- Apply for a replacement certificate.
- If you are having your certificate framed, please make sure that the certificate is not subjected to heat, glue or pressure during the framing process, or the special paper of the certificate will be damaged beyond repair.
- The name on your certificate (and in the Graduation Program) is the name which is printed on all correspondence from the Student Centre to you. If you require changes (e.g. spelling mistakes, or a change to the order in which we have shown your names), please advise the Student Centre immediately. See University requirements for name changes.
- A transcript of your academic record, giving complete details of your studies at the University, including the programs completed and the awards made, will be posted to you in September (for August ceremonies) and February (for December ceremonies).
- If you are graduating in absentia your academic transcript will be mailed with the package containing your certificate and Graduation Program.
- The transcript is the document you should use for supporting job applications and applying for positions in other study programs.
- You may obtain additional certified transcripts of your academic record by completing a request form at the Student Centre, or by writing to the Examinations Officer at the University and enclosing a pre-payment fee. Or you can contact the Student Centre.
- You can download most forms at the Student Centre website.
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Information for Research Higher Degree graduands
- The Graduate Research Unit will send you a letter prior to your ceremony stating either that you are eligible to be approved for admission to your degree, or that you are potentially eligible to be approved, providing you attend to specified outstanding matters.
- Please check this letter carefully as it will outline the steps you need to complete in order to graduate.
- Generally this will involve having your thesis approved, having your thesis bound and presented to the Graduate Research Unit, being 'signed-off' by your Head of School, your Supervisors, and Academic Senate, paying your debar fees (if any), and any other special requirements shown in the letter.
- If you are attending the ceremony you will be required to provide a plain English 40-word abstract of your thesis which will be read out to the audience at your ceremony. Please email this to graduation@utas.edu.au. It must be received three weeks before your ceremony date. If you want advice on how to word your abstract send an email to graduation@utas.edu.au, and some sample copies of other 40-word abstracts will be sent to you.
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