Frequently asked questions

 

Applying to graduate

Fees

Course completion letters

Graduation ceremonies

Replacement documents

Applying to graduate

Do I have to graduate from my course?

Yes. Every student that has completed their course must graduate. The graduation process involves an assessment by the school and approval by the University to verify that you have met the requirements for the award you have studied. Once you have graduated you will be issued your testamur and AHEGS.

How do I graduate?

It is not an automatic process. You will need to follow the steps on the graduating page.

I am a Higher Degree Research student, do I have to apply to graduate online through MySR?

If you are a Higher Degree Research student (Doctorates and Masters Honours) you are not required to apply online as this will be completed by the Postgraduate Research Student Administration on your behalf. This does not apply to you if you are a Master of Teaching (Honours) student, you still need to apply to graduate online through MySR.

Higher Degree Research students should contact the Postgraduate Research Student Administration on sa-research@uws.edu.au. If you are unsure if this applies to you then apply online to ensure you do not miss the closing dates.

I cannot access the MySR online registration, what should I do?

If you have not paid all of your library fines, replacement ID fees or student fees you will have a financial encumbrance. Any financial encumbrance will prevent you from being able to graduate. You will need to pay any outstanding fees and have the encumbrance removed prior to applying. If this applies to you, contact Student Central as soon as possible.

How do I apply to graduate if I finished my degree some time ago and I do not have access to MySR or my old UWS email?

If you completed your degree some time ago and never graduated and now wish to, contact graduations@uws.edu.au.

When do I find out the date of my graduation?

An invitation to graduate containing the date of your ceremony will be sent to you via MyMail approximately six weeks before graduations are scheduled to commence.

Where will my graduation ceremony take place?

Graduation ceremonies are held in the Ian and Nancy Turbott Auditorium (Building EE), Parramatta campus, corner of Victoria Road and James Ruse Drive, Parramatta. For directions please visit the Parramatta campus page.

I am supposed to graduate in the current round of ceremonies, but now wish to graduate at a later date. How can I change this?

Email graduations@uws.edu.au no later than the cut-off date advised in the graduation ceremony email sent to your MyMail account. In the event that you have already paid to attend your ceremony, you should still follow the same procedure. You will not be required to pay for graduation again.

Important: You can only defer your graduation ceremony once. If any circumstances arise that mean you are unable to attend your deferred graduation ceremony, you will have to graduate in absentia. Deferrals are not reversable.

I wish to participate in the December graduation ceremonies but have not received an invitation?

December graduation is only open to a small cohort of schools and students determined by the University. If you have not received an invitation unfortunately you will not be able to participate in the December graduation ceremonies.

Can I change the ceremony I am attending to a different one in the same round of graduation ceremonies?

Unfortunately, no it is not possible to change the ceremony you are attending.

What if I am unable to attend my graduation ceremony?

If you are unable to attend your ceremony, you will graduate 'in absentia' and your testamur and AHEGS will be sent to you pending payment through iPay, once the graduation ceremonies are finished.

The in absentia fees are as follows:

  • $30 for postage within Australia
  • $45 for postage outside Australia

Your testamur and AHEGS will be posted to your current postal address in MySR, so make sure your address is up to date.

Can I graduate from my master and undergraduate degrees at the same time?

No, you must graduate from your undergraduate degree before you graduate from your masters. If you do not wish to attend both ceremonies, you can graduate in absentia from one degree and attend the ceremony for the other.

If I am graduating from a double degree with B Laws, can I participate in December graduation?

Yes, but only if you have already graduated from the first component of your double degree. For example, if you are graduating from B Business/B Laws, then you will need to have graduated from the B Business degree in a previous graduation round before you are able to graduate from your B Laws in the December ceremonies.

If I am graduating from a double degree with B Laws, do I attend two ceremonies?

No. The preference is for you to graduate from one ceremony that you elect. To elect the ceremony please contact graduations@uws.edu.au. You will graduate wearing the hood in the colours of the degree that you have chosen to graduate from and will receive the graduating documents from both degrees at the same time.

I am an International student and my parents need confirmation for visa purposes, how do I get an invitation letter to send to them?

Please contact the UWS International Office.

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Fees

How do I know if I have an encumbrance?

Check your Statement of Account accessible through MySR to view any fees you owe. You can also go to any Student Central to find out the details of your encumbrance. For further information please see the encumbrance page.

How do I pay my encumbrance?

If you have outstanding library fees you must pay through iPay or through your student ID at one of the UWS libraries. If you have outstanding student fees please go to the Paying your fees page or view the options listed on the bottom of your electronic Statement of Account, accessible through MySR.

Is there a fee associated with graduation?

Yes, if you are graduating there is a compulsory fee of:

  • $55 if you are attending (excluding the cost of the regalia hire or purchase)
  • $30 if you graduating in absentia. If your address is overseas the fee is $45.

In addition to the compulsory fee, if you are attending graduation you will need to hire or purchase your regalia.

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Course completion letters

How do I know if I am eligible to apply for a course completion letter?

A course completion letter can be provided if you have completed your course or are about to receive your final session’s results.

Letters are issued after final results are released, all course requirements are met and the School has given approval. Course completion letters will not be released until all financial encumbrances are paid. 

Letters are produced and sent by the Assessment and Graduation Unit once approval has been received from the School. The Assessment and Graduation Unit dispatch these letters within 14 business days. There may be delays in the dispatch of letters during the graduation period (April, September and December) due to the unit not receiving approval from the school and during extended University closures, such as the Christmas break. 

Do I need to pay for a course completion letter?

Yes. A non-refundable fee must be paid via iPay, with the receipt number for the payment included on the application.

Fee amounts are:

  • $30 for postage within Australia
  • $45 for postage outside Australia

How do I apply for a course completion letter? 

You need to complete an Application for Course Completion Letter [PDF, 92Kb] (opens in a new window) along with paying the required fee online using iPay. Applications can be submitted at any Student Central or mailed to the Assessment and Graduation Unit, Locked Bag 1797, Penrith, NSW, 2751.

Do I still need to apply to graduate if I receive a course completion letter?  

If you apply for, and are granted, a course completion letter you will not need to apply to graduate separately. You will be included in the next appropriate graduation round pending final approval.  

When can I expect to receive my completion letter?

Letters are issued when all course requirements are met and the school has given approval. Completion letters can only be issued when final grades are uploaded and all encumbrances have been lifted from your student record. Letters will normally arrive 5 to 10 days after your application is received. 

I am a nursing student, do I need a course completion letter for registration? 

You don't need a course completion letter for professional registration. Please contact the School of Nursing at bachelorofnursingenquiries@uws.edu.au for more information.

When and where can I collect my completion letter?

Personal collection, faxing or emailing of transcripts/records is not possible. Your course completion letter and graduation information will be posted to your address as listed in MySR. Please ensure your mailing address is current and correct. Further information about your graduation will be emailed to you via your student email account so check your student email regularly.

I am an International student, how can I demonstrate that I am enrolled full time in a degree at UWS? 

If you are enrolled at UWS you may request a supplementary letter to verify your enrolment status at the University. Please contact UWS International at isa@uws.edu.au for more information.  

I am a psychology student, how can I let AHPRA know I have completed my course? 

You will need to apply for a course completion letter and a transcript.

If you would like your documents to be sent directly to AHPRA, please add the following address when placing an order through iPay.

Psychology Board of Australia
GPO Box 9958
Sydney NSW 2001

Alternatively you can have your documents sent to your home address where you can send the documents to AHPRA.

Who can I contact about course completion letters? 

For more enquiries about course completion letters please email coursecompletion@uws.edu.au.

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Graduation ceremonies

What do I receive when I graduate?

You will receive your AHEGS (Australian Higher Education Graduation Statement) and testamur.

What is a testamur?

The testamur includes the graduate’s full name as recorded in MySR, the name of the award, the name of any key programs (where applicable), certain majors, any class of honours, awards with distinction, the date of conferral and a unique UWS registration number. The graduate’s testamur is issued under the University’s Seal, is conferred by the Board of Trustees and signed by the Chancellor, Vice-Chancellor and Academic Registrar.

What is an AHEGS?

An Australian Higher Education Graduation Statement (AHEGS) provides information on the course of study undertaken, details of a student’s academic achievements, information on the university at which the degree was undertaken and details of the Australian higher education system.

When should I arrive and where can I park? 

You need to arrive and register no later than 90 minutes prior to the beginning of your ceremony. If you have hired regalia, remember to allow extra time to collect it.

On-site parking is available at no cost on the day of your graduation ceremony. Parking locations can be found on the Parramatta campus page.

All parking rules displayed must be observed and can be found on the UWS Parking page.

How do I hire my regalia?

Graduands select to hire their regalia through iPay by selecting the following option:

  • Attending graduation (hire regalia)

The listed cost covers the compulsory attendance fee and the hire of your regalia on the day.

If you have hired your regalia, please ensure it is returned no later than 45 minutes after the completion of your ceremony to the registration area (Building EB). If your regalia is not returned you will be charged the replacement cost.

How do I purchase my regalia?

Graduands select to purchase their regalia through iPay by selecting the following option:

  • Attending graduation (purchase regalia)

You will then need to select:

  • Graduation fee: In person
  • Purchase: Bachelor gown (or Masters gown if applicable)
  • Purchase: Trencher (Excludes PhD) and
  • Purchase: Bachelor Hood

For more information about regalia purchasing, please see the Pay for graduation page.

I am attending my graduation and I wish to purchase the regalia hood and hire the gown/trencher. How do I do this?

Log in to iPay and select to purchase your regalia, as advised above. You will then need to select:

  • Graduation fee: In person
  • Hire ACAD dress: Gown
  • Hire ACAD dress: Trencher and
  • Purchase: Bachelor Hood

I am not attending my graduation and I wish to purchase the regalia. Can I get my regalia mailed to me?

Yes. Log in to iPay and select to purchase your regalia, as advsied above. Then select the items you wish to purchase and also include the ‘Postage’ cost.

Can I bring my own regalia?

You are able to bring your own regalia to graduation provided it complies with UWS regalia standards and it is used in graduations for the award which you will be conferred with (i.e. Bachelor, Masters, PhD).

If you plan to bring your own regalia you must first contact the Graduation Team to confirm compliance with UWS regalia standards. If it does not comply with UWS standards, then you will not be permitted to wear it at the graduation ceremony and you will be required to pay for the hire of regalia on the day. 

Am I able to bring more than four guests?

Each graduand is allocated four guest tickets. Due to the large number of graduands in each ceremony and the limited capacity of the auditorium, it is highly unlikely that you will be issued with any more than four tickets.

Am I allowed to bring children?

Parents are more than welcome to bring their children. However please note that children over the age of two must occupy their own seat and count as a guest for ticketing purposes. In addition, fire regulations do not permit strollers in the auditorium, however storage is available in the foyer.

If children become restless during the ceremony, you may take them to the marquee where a live feed of the ceremony is displayed for your convenience. However, to minimise disruption of the proceedings, once you have left the auditorium you will not be allowed to return.

As a graduate, what should I wear?

Regalia must be worn to all UWS graduation ceremonies. Regalia can be hired or purchased from the University.

Due to the formal nature of regalia, it is recommended that you wear smart attire to your graduation ceremony as the gowns are open at the front. Thongs, sandals, t-shirts and casual attire are not recommended.

If wearing heels, you should bring them with you when you are fitted for your regalia to make sure your gown is the right length.

What do I do when I arrive?

As soon as you arrive, you need to register at the registration desk (Building EB) to ensure you are on the attendance list for inclusion in the ceremony.

Once you have registered, you will be provided with your seat allocation and guest tickets. A maximum of four tickets are issued to each graduand. Additional tickets are unlikely due to the limited capacity of the auditorium; however a viewing screen is available in the marquee for guests without a ticket. After you have registered you will be fitted for your regalia.

Please note the following:

  • graduands that arrive after the commencement of the ceremony may not be permitted to participate
  • guests need to arrive approximately one hour prior to the commencement of the ceremony to ensure entry to the auditorium and collection of tickets

What do I do during the ceremony?

During the ceremony you will be asked to stand as graduands and your award will be conferred. You will then be called, row-by-row, to await inpidual presentation in sequence. It is important that you remain in your allocated seat to ensure your name is called in the correct order.

On the day, we will provide you with a demonstration of the protocol for receiving your award.

How long is the ceremony?

The ceremony will take approximately 1-2 hours.

What if I need to change my name or it is spelt incorrectly?

If you require a change of name, you need to submit a Change of Personal Details form [PDF, 152Kb] (opens in a new window) or go to Student Central to change your name. If you have changed your name please contact graduations@uws.edu.au to ensure your testamur and AHEGS reflect your new name. 

It is possible to change the name that appears on your testamur and AHEGS once printed. However, this incurs a fee of $250. 

When you receive your letter inviting you to graduate it is advised that you carefully check the spelling of your name and all details on the letter to ensure they are correct.

Am I allowed to take photographs or videos of the ceremony?

Family and friends are more than welcome to take photographs and/or videos of the ceremony, however you must remain seated at all times.

Professional photographs are taken at the ceremony of each graduand as they cross the stage and shake hands with the Chancellor. This photo is available for purchase after the ceremony. In addition, professional photographs with family and friends can be taken in the onsite studios before and after the ceremony.

How do I indicate that I require wheelchair access during my ceremony?

When you apply online you have the opportunity to elect any special requirements you may need, such as:

  • Wheelchair access
  • Walking frame access
  • Assistance to cross the stage
  • Sign language interpreter

If the assistance you require is not listed, please contact graduations@uws.edu.au.

How do I order graduation photography, framing, plaques and DVDs?

Below is a list of the providers of UWS graduation photography, framing, plaques and DVDs. To avoid queues on the day of your graduation you can pre-order products. Contact the inpidual supplier for more information.

Graduation DVD and plaque
Ambassador Productions Pty Ltd (opens in a new window), Tel: (02) 9962 8251.

Graduation photography
Southam Studios Graduation Photography (opens in a new window), Free call: 1800 192 776

Testamur framing 
  Jackson Frames (opens in a new window), Tel: (08) 9999 1805

What refreshment options are available during graduations?

UWS has a number of services available for those attending graduations. The University provides light refreshments on the day of graduation in the marquee opposite the auditorium for graduates and their guests.

In addition the following options are available for the purchase of refreshments.

Bakehouse - treat yourself to a quick bite to eat. There's great coffee, gourmet pies, delicious pastries and more.

Open: from 8.00am
Location: Building ER

Boilerhouse - celebrate graduation in style at the new table service restaurant specialising in Asian cuisine. Enjoy breakfast, lunch, a coffee or a drink at the bar.
Open: 8.00am - 5.00pm
Location: Centre of the campus precinct
Please visit the Boilerhouse site for the graduation menu, a video walkthrough or to book.

Subway - enjoy the delicious range of made-to-order sandwiches on freshly baked bread.
  Open: 8.00am - 5.00pm
  Location: Building EN (food court)

Rec Hall Cafe - alfresco dining on the deck of the 'HUB'. There's coffee and hot food including burgers, chips and schnitzels.
Open: from 7.30am
Location: Building EG

Coffee Cart - grab a coffee on the go.
Open: from 8.00am
Location: Building EA

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Replacement documents

Do I receive a transcript when I graduate?

No, you will receive an AHEGS which provides the same information as your transcript with additional details on the award you have graduated from.

How do I order a copy of my transcript?

If you require a copy of your academic transcript you need to order through iPay. Personal collection, faxing or emailing of transcripts or records is not possible. The Graduations Team will mail your transcript to you using the nominated address on your request form.

  Please allow 10 working days within Australia and 15 working days for overseas post. This time is to allow for processing, printing, postage and any possible delays due to peak work periods within the Graduations Team. If you have questions regarding academic transcripts please email graduations@uws.edu.au or phone 02 4736 2022.

How do I order additional copies of my AHEGS?

Additional copies of your AHEGS are ordered through iPay. Personal collection, faxing or emailing of AHEGS or records is not possible. The Graduation Team will mail your AHEGS to you using the nominated address on your request form.

  Please allow 10 working days within Australia and 15 working days for overseas post. This time is to allow for processing, printing, postage and any possible delays due to peak work periods within the Graduations Team.

How do I get an extra copy of my testamur?

There can only be one testamur for each award in circulation at any time. Therefore you cannot order additional copies of your testamur.

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