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Convocation celebrates students’ academic accomplishments. This procedure applies to all students included in convocation ceremonies at Conestoga, as noted in the Convocation Participation Chart.

Students registered for courses in non‐cohort delivered programs must complete the program of study within the timeframe communicated via program information on the college website.

51���� maintains a glossary of terms specific to the institution. The terms in use for this document are defined below.

Academic Team

• Establish, publish and communicate program standards to students at the beginning of the program, and inform active students of all changes made to the program of study after the semester of admittance.
• Keep students informed of progress throughout the semester.
• Determine the academic promotion decision.

Registrar's Office

• Ensure policy and procedures are in place, accessible and communicated.
  
• Approve students for graduation.
• Develop convocation timeline and schedule.
  
• Determine order of programs for convocation ceremonies.
  
• Maintain the accuracy and confidentiality of all student records.
  
• Ensure all documents presented to graduates are prepared and distributed.
  

Snstitutional Strategy and Engagement

• Maintain a slate of distinguished alumni as possible Convocation Speakers.
• Communicate and confirm with the approved Convocation Speakers their invitation from the College to speak at Convocation. 
• Act as the official host for the Convocation Speaker at the specific Convocation ceremony and issue an official thank you from the College.
  

Student

• Complete all program requirements for their program of study.
  
• Submit an Application to Graduate Form to the Registrar's Office if registered as a part-time or continuing education student.
  
• Register attendance for convocation where applicable.
  

Student in Cohort Programs:

1. Students enrolled in the final semester of their program (potential graduate) are invited to attend the next scheduled convocation ceremony pending a final promotion decision.
   
2. Convocation information and schedules are posted on the college website in advance of ceremonies.
   
3. The Registrar's Office will:
   1. Ensure eligible students are included in the appropriate convocation ceremony.
   2. Prepare student documents, award letter(s), and credentials(s) for pick up/mailing or presentation. Credential will include:
      1. Student name as recorded in the college student information system;
      2. Name of the credential;
      3. Formal name of the student’s program as approved by Ministry of Colleges, Universities, Research Excellence, and Security;
      4. Date (month/year) in which the student completed the program.
      5. Arrange pick up or delivery to students who do not attend their convocation.
4. Academic teams will forward promotion decisions for graduation status (Program Complete) to the Registrar's Office by the deadline.
   1. Decisions received by the Registrar's Officer after the deadline will not be considered for awards and honours and graduates may not appear in the convocation program.

Students in Non-Cohort Programs:

Part-time and Continuing Education students who wish to graduate must:

1. Complete and submit the Application to Graduate Form for their program to the Registrar’s Office no later than the posted deadline.
   Note: Applications received after the deadline will be invited to the next convocation.
2. The Registrar's Office generates and reviews the students’ Progress Report. If the Progress Report:
   1. Reflects all courses in the program of study are complete, a Program Complete (Graduate) or Met Requirement decision is entered onto the student’s records.
      1. Student will be included in convocation ceremony if applicable (see Convocation Participation Chart).
   2. Reflects missing or failed courses, the Progress Report is reviewed by the Academic Team.
      1. Academic Team reviews Progress Report and communicates the graduation decision to the Registrar's Office.
         1. Registrar's Office will include student in the convocation ceremony.
         2. If a request to graduate is denied, the student will be contacted.

Convocation Participation Chart