Winter (January) Convocation
Sunday, January 22, 2012
1:00 PM
Saint Mary's University, Theatre Auditorium, McNally Main
Distribution of Academic Regalia and Dean's Cards
Invitations and Academic Regalia will be available for pick-up in Room L170 (lower level), Loyola Building on Saturday, 21 January, from 10:00a.m. to 1:00p.m.
Students from out of town who are unable to pick up their regalia and invitations and are unable to have a friend or relative do it for them may be able to make special arrangements in writing by e-mailing Julie Tye at julie.tye@smu.ca, no later than 13 January.
It should be noted that students who have not picked up their regalia and their Dean's Card by 1:00 p.m. on 21 January or who have not made special arrangements or who have not formally applied to graduate in absentia, are assumed to be graduating in absentia. Their parchments will not be taken to the ceremony and therefore will NOT be available for presentation at Convocation nor will any provisions have been made for their academic regalia.
According to Academic Regulation 27 (c): “Students will not be permitted to convocate if they are not attired in the academic regalia appropriate to their academic program at Saint Mary's University.”
Dean's Card
Graduates are advised to ensure that they obtain their Dean's Card at the same time as their academic regalia. This is vital for the graduation ceremony because it is the only method by which your Dean knows your name and can therefore announce it at Convocation. If you name is unique/difficult to pronounce you may wish to write the phonetic spelling clearly on your Dean's Card. Do not forget to bring your Dean's Card to Convocation.
Invitations to Winter Convocation
These may be obtained when academic regalia and Dean's Cards are signed out. Students will be issued a maximum of four (4) invitations to the ceremony. These MUST be presented at the door. Once the ceremony begins, guests without invitations are free to take any seats in the audience section which are unoccupied.
Convocation Ceremony
Sunday, January 22, 2012
12:00 p.m. Students are asked to assemble in the Conference Hall (Loyola 290) Signs will be posted to indicate where students in each academic program are to assemble.
12:00 p.m. Doors to the McNallyTheatre Auditorium will open for guests.
1:00 p.m. Academic Procession and Winter Convocation ceremony begin.
Immediately following Convocation, the Post-Convocation Reception will be held in the Conference Hall (Loyola 290)
Academic regalia can be returned to Loyola 170. Please remember to have your name checked off the borrowers list.
President's Hall of Academic Excellence
As part of the University’s bicentennial celebrations (1802-2002), in May 2002, the President’s Hall of Academic Excellence was officially opened. Located directly outside the President’s Office in the main corridor of the McNally Building, its purpose is to provide a permanent visible record of all students who earned their academic credentials with a distinction and/or won a Governor-General or University Gold Medal. A listing is also displayed in this Hall of those members of Faculty who have won the Father William A. Stewart, S.J., Medal for Excellence in Teaching, the President’s Award for Excellence in Research or the Dr. Geraldine Thomas Education Leadership Award. The University is extremely proud of the academic achievements of its top students and talented faculty members and wanted to ensure that all who visit the McNally Building will know who those students and faculty members are.
Near the conclusion of the Convocation Ceremony, students who have qualified for induction and will be recoginized for their acheivements.
University Medals
University Medals are presented at Spring Convocations. Students who graduate in the Fall 2011and Winter 2012 are eligible for consideration for medals to be awarded at the 2012 Spring Convocations.
Governor General’s Medals
A gold medal is awarded to the student in a graduate program who has the most outstanding overall academic record at the University. A silver medal is awarded to the undergraduate with the highest cumulative grade point average and overall academic performance at the University.
Faculty and Division Medals (Undergraduate)
In the Faculties of Arts, Science and Sobey School of Business and in the Division of Engineering, University Gold medals are awarded to the undergraduate students with the highest cumulative grade point average.
Medals in Graduate Programs
University Gold Medals are awarded for the Master of Management Co-operatives and Credit Unions, Applied Psychology, IDS, and MBA programs only. The top graduate is recommended by the Deans of Arts, Science, and Sobey School of Business, as appropriate, to Senate. Normally only one medal per program is awarded annually. In the case of a tie, Senate determines the recipient of the medal.
Instructions for Graduating in Person
Since it is not practical to hold a rehearsal for Winter Convocation, the following is provided for those graduates who plan to attend the Ceremony.
Lining up for Winter Convocation will take place in the Conference Hall (Loyola 290). Signs will be posted and you are asked to find you appropriate Faculty and to assist the marshals in lining up alphabetically. You are asked to assemble no later than 12:00 p.m. Gowns, hoods, and for graduate students, mortar boards are also to be worn at Convocation. Volunteers from the staff of the University will be on hand to assist you and to answer any last minute questions.
When the Master of Ceremonies, Dr. David Gauthier, Vice President (Academic & Research), announces the particular academic program from which you will graduate, please RISE AND REMAIN STANDING until the Dean of your Faculty has introduced your academic program and indicated that all students have qualified for graduation.
In the case of all programs (except the diploma and certificate programs) there will then be a very brief reply from the Chancellor. Then students in the first row of a particular program will move to the right or left (depending on which side of the Theatre Auditorium they are seated) when instructed to do so by the Marshal of Students (or his designate). The remaining students in the same academic program seated in the second row and beyond will sit down and remain seated until given the signal to go to the front of the stage area.
Upon reaching the stage area, there will be one student standing directly in front of the Dean’s podium ready to present his/her Dean’s card to the Dean of the Faculty. Please wait until the Dean reads your name from the card, then proceed to the centre of the stage, where you extend your right hand to the Chancellor to receive a handshake.
The President traditionally stands beside the Chancellor to shake hands also with each graduate. Then proceed off the stage at the opposite side from which you entered and return to the empty seats in the students section of the room. It is imperative that you remember to bring your Dean’s Card to Convocation, since this is the only way by which the Dean knows who you are and therefore, will be able to introduce you for the presentation of your parchment.
At the conclusion of Convocation, students are asked to wait until the stage party leaves the Theatre Auditorium, then to move to the centre aisle to join the academic procession as it leaves. Please arrange to meet your guests at the Reception in the Conference Hall.
Although it is not possible to indicate precisely how long the Convocation Ceremony will last, an estimate would be approximately one-and-a-half to two hours. Graduates and their guests are expected to respect one another; hence to remain in their seats until the Ceremony has been completed and the stage party and graduates have recessed.
Guests Entering the Theatre Auditorium
The doors of the Theatre Auditorium will open at 12:00 p.m. to allow guests to enter. An invitation for each guest is necessary because of seating limitations and the numbers of special guests also expected to be in attendance. Guests are expected to be seated by 12:50 p.m. The academic procession begins at 1:00 p.m. with the Convocation Ceremony immediately thereafter.
Graduating in Absentia
It is very important that those graduates who do not plan to Convocation submit an application to “Graduate in Absentia” by Friday, January 13th, 2012.
Graduates who have advised the Registrar's Office that they intend to graduate in absentia , and do not live in the Halifax Regional Municipality , will have their parchment mailed to their permanent home address. This mailing will take place approximately one week after Convocation. Anyone who lives in the Halifax Regional Municipality must arrange to pick up your parchment at the Registrar's Office.
Parchments will be available for pick up starting on Friday, January 27th, 2012. If at all possible, you are advised to pick up your parchment rather than having it mailed. Damages have been frequent in the past. If you are asking a friend to pick up your parchment, please provide that individual with your written permission.
Students who opt to graduate in absentia are advised that their names will be printed in the official Convocation Program but will NOT be read out at the Convocation Ceremony itself.
Order of Proceedings, including the Presentation of Degrees, Diplomas, and Certificates
Processional
O Canada
Invocation
Installation of the University Chancellor
Valedictory Address
Presidential Remarks
Conferral of Honorary Degrees
Convocation Address
Conferring of Degrees, Diplomas, Certificates and Induction to the President’s Hall of Academic Excellence
Closing of Convocation
Recessional
Photographs at Convocation
All academic institutions struggle with how best to provide graduating students with the opportunity to have their photograph taken at the moment of graduation. With the large number of students graduating, it is no longer possible to permit relatives and friends to move forward to the stage area or on the actual floor of Convocation to take photographs. Also, the lighting is tricky and the results not always good. For these reasons, we have had to find an alternative.
In recent years, the University has contracted with Grad Images™ , which lists itself as “the professional photographer for school events”. A Grad Images™ photographer chooses the best position from which to photograph EACH graduate actually receiving his or her parchment from the Chancellor of the University; mails a passport-size photo proof; and provides each graduate with the opportunity to select from a variety of photo packages with no obligation to purchase.
The University provides the names and home addresses of all graduates for the sole purpose of enabling this company to mail photo proofs. The company has provided a written guarantee of complete satisfaction or money will be refunded and also agrees to fulfill orders and ship them to graduates' home addresses within 45 days of the order deadline.
Grad Photos
GradImages is the official photographer for our Convocation. Proofs will be sent to your home and via email within three to five days after graduation. Pictures can be ordered online, by phone or by mail. Graduation Images can be contacted at
800-372-3686 or via email at www.gradimages.ca.
Since photographs will be available, family members and guests are encouraged to remain in their seats, relax and enjoy the ceremony.
Note: Stage trappings will be left in place for approximately one half hour at the conclusion of Convocation for students who wish to have photographs taken by family and friends against the backdrops on the stage. There will also be two photo backdrops of the University available for pictures.
Special Arrangements for Students and Their Guests
Interpreters for the Deaf
Following the traditional practice of the University, interpreters for the deaf will be on stage for the Convocation service to enable hearing-impaired students and guests to follow the proceedings. They will be positioned on the left-hand sector of the stage.
Wheelchairs
While the McNally Building is an accessible facility, physically-challenged students are asked to self identify to the Assistant Registrar, Graduation and Publications, Heather Harroun, at least five working days prior to Convocation to ensure that all appropriate arrangements have been made to facilitate their graduation.
Students in a Dual Degree Program or Graduating with a Degree and a Certificate/Diploma
Students in these two categories are advised that both parchments will be presented at the same time at Convocation. However, the Dean will announce that the student is graduating with either a dual degree or a degree and certificate. The student's name will be listed twice in the Convocation Program.
Students in a dual degree program must contact the Assistant Registrar, Graduation and Publications at heather.harroun@smu.ca no later than January 7th, 2012 to advise with which Faculty they wish to sit and hence to graduate at Winter Convocation.
Students who are graduating with both a degree and a certificate will graduate with the degree students. Note: Students in the combined Bachelor of Science and Diploma in Engineering program will graduate as a separate group.
Students are advised that if they are registered in a dual degree program or in a degree and a certificate program, and graduate with only one of these qualifications, they are assumed to have discontinued the second academic program. Such students must reactivate their status by following the appropriate procedure in applying for admission for a second undergraduate credential.
Graduation Pins
Once again this year, each member of the graduating class will be presented with a unique Alumni Pin. These will be distributed when the graduates exit the stage. The Alumni Association of Saint Mary’s University is responsible for providing these pins. You are encouraged to wear your pin with pride and distinction.
Framing Service
The Saint Mary’s University Bookstore, is pleased to provide an on-site, instant framing program following graduation ceremonies. (Please note: This service is NOT available during the Convocation ceremony.)
Simply present your diploma at the designated area. In seconds, it will be professionally framed in a high quality, Canadian-made frame, complete with a mat emblazoned with the official crest of Saint Mary’s University.
How to Wear Your Academic Hood
The academic hood is worn so that on the left-hand side, the black is on the top; whereas on the right-hand side, the University colours are showing, i.e., the lining of the hood. If there is a small loop on the hood, it goes on the bottom and can, if you wish, be placed over a shirt or blouse button. In order to ensure the hood stays in place and is comfortable during Convocation, graduates are encouraged to pin the hood at the shoulders with safety pins. Assistance in putting on the hood and arranging it properly will be provided at the Metro Centre.
Returning Academic Regalia
Academic regalia can be returned to Loyola 170 immediately after Convocation. This area will be open until approximately the end of the Post-Convocation Reception.
If academic regalia are being returned after 22 January, please take it to the Service Centre, Enrolment Services during regular office hours. Note: Academic regalia not returned before 27 January will result in replacement costs being debited to the student’s account which in turn results in transcripts and other official documents being withheld until the debt has been paid in full or the academic regalia returned in good order.
Be sure to have your name marked off the check-out list when you return your attire so you will not receive a bill for replacement costs. Replacement costs are $300.00 plus $45.00 (HST) for a total of $345.00 for an academic gown; $75.00 plus $11.25 (HST) for a total of $86.25 for a hood; and $50.00 plus $7.50 (HST) for a total of $57.50 for a mortar board.
Parchments
In removing parchments from the presentation tubes, students are advised that these are printed on special paper stock and must be handled carefully. In order to remove them from the tubes, twist the parchment into as small a roll as possible and very gently pull it out of the tube. Parchments which are badly creased or torn as a result of improper removal for the presentation tube can be replaced. The cost is $50.00 plus $7.50 HST for a total of $57.50, pre-paid.
Since the year 2000, students have the option of exchanging their traditional parchment presented at Convocation for a non-traditional one. The traditional University parchment delineates the name of the degree; the student's name and the date conferred plus any earned academic distinctions. If the student has completed an honours programme, this is indicated together with the subject (s) of honours. The same applies to the Co-operative Education Programme. All other details with respect to a student's academic programme(s) – grade point average; major(s); minor(s); Dean's list; scholarships; awards; academic probation – are found on the student's academic record as indicated in Academic Regulations 27 and 32.
These are and continue to be the traditional practices of almost every degree granting post-secondary institution in Canada. The non-traditional parchment shows the subject(s) of the major(s) and, if applicable, the minor(s) as well as the non-major status in Arts. The process requires the student to order a new parchment; turn in the traditional parchment to the Registrar; and prepay the processing fee of $28.75 ($25.00 plus HST).
Posting of Graduation List
The graduation list will be posted on Friday, 20 January 2012 at approximately 5:00p.m. on the Service Centre's Main Bulletin Board, directly outside of Room 101, McNally Building, main corridor. The list will also be posted on the web site shortly after Senate approval.
Graduation DVD
Want to order a DVD of your Convocation ?
This page last modified Friday, 30-Mar-2012 13:51:53 ADT