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Frequently Asked Questions
1. How do I apply to graduate?To apply to graduate, you must complete and submit an 'Application for Graduation' form to the Graduations Unit by the closing date. It is your choice whether you apply to attend a ceremony or not attend a ceremony (called graduating in absentia). Either way, you must complete and submit an application form by the closing date. Applications can be made in three different ways:
Please refer to further details under 'Apply to Graduate' section. Application closing dates are:
Please note that these closing dates are strictly enforced and late applications will not be accepted or processed. 2. Is there a fee to graduate?If you choose to attend a ceremony, either in Australia or offshore (except South Africa), the fee to graduate is $177. Payment must be forwarded with the application form (attending only). Payment can be by cheque, money order, Visa, MasterCard or EFTPOS and cash if lodging in person at any Student Service Centre except Sunway campus where the payment must be by Bank Draft or credit card only. The graduation fee covers hire of your academic dress for the ceremony, tickets to the ceremony for both you and three guests, copies of the graduation program, your pouched testamur including an official academic transcript and refreshments for both you and your guests after the ceremony. There is no fee for those students graduating in absentia (ie. not wishing to attend a ceremony). Eligible students graduating in absentia have their testamurs conferred at their faculty ceremony. Testamurs are then posted out within three weeks after their ceremony date to their postal address. Under very special exceptional circumstances, there is a late fee of $126 applicable for lodgement after the published closing date. However, this is not automatic and prospective graduands must apply to the Graduations Unit for late application approval first prior to paying the late fee. Please note the late fee is payable on top of the attending fee - therefore the total fee to apply late to attend a ceremony in 2010 would be $303. Late applications will only be considered if received one month before the scheduled ceremony and if the Graduations Unit ceremony co-ordinator has given approval as to the ability for the seating accommodation of the graduand in the ceremony. The late fee is non refundable if you are not eligible to graduate or choose to defer to a later ceremony. 3. Do I need to attend a ceremony?No, if you do not wish to attend a ceremony, complete an in absentia application form. To graduate in absentia means that your qualification is officially conferred by the University Council in your absence and your qualification goes on public record. If you choose to graduate in absentia, you do not attend the ceremony and your testamur and a copy of your academic record is posted out after their faculties ceremony date. It is therefore very important that you maintain accurate address details with the University. In absentia does not apply to the December International and all offshore ceremonies as graduates MUST attend these ceremonies. However, please note that you cannot graduate twice. ie have your testamur conferred in absentia and then attend at a later date to receive the same testamur. We certainly do not issue "dummy" testamurs and then confer later. All graduands either attending or in absentia are legally conferred by the Chancellor (on authority of University Council) and graduate on that date. Testamurs can not be released prior to the ceremony. 4. Graduating In AbsentiaAll in absentia applicants must follow the same guidelines as those set for attending graduands, including the dates for submissions of forms. Students graduating in absentia will be sent their testamur and a copy of their academic record within three weeks after their faculties ceremony date. Testamurs are posted in hard cardboard cylinders. For domestic addresses, these are posted by Australia Post and for international addresses these are posted by DHL courier. Please note for overseas postage of testamurs, a current secure residential or business address is required and overseas PO boxes will not be accepted. 5. Closing dates for undergraduate and postgraduate coursework awardsApplication closing dates are:
It is standard University procedures that students graduate in the semester after the one that they finish studying in eg. if you complete studies at the end of Semester 1 2010, then you will graduate in Semester 2 2010. Students enrolled in summer semester unit(s) are usually not eligible to graduate in Semester 1. This includes the Semester 1 ceremonies in Beijing and Kuala Lumpur. 6. Closing dates for Masters and PhD'sApplications to graduate with a Master or PhD award close one month prior to the date of the ceremony for onshore ceremonies, but early lodgement of your application form is strongly encouraged. For those Masters and PhD's wishing to graduate at an offshore ceremony, applications close two months before date of ceremony. 7. How do I know I have qualified for my degree?Any queries regarding your qualification should be directed to your faculty. Students cannot graduate until they are course completed by their faculty on the University Student Database (Callista) but you apply before you are course completed. 8. What date will my ceremony be held?Dates for the 2010 ceremonies are available here. 9. International Student CeremoniesCeremonies for international students only are held in December each year. These ceremonies are strictly held for international students whose student visa will expire prior to the Semester 1 ceremonies the following year and who wish to graduate at Clayton before returning home. Domestic (HECS/CSP or full-fee paying local) students including permanent residents, are not permitted to apply for these ceremonies. If you are an international student but are enrolled in another course in Semester 1 of the following year, your application form will not be accepted for the December ceremony as you are remaining in the country and will therefore graduate with the normal faculty ceremony in Semester 1. Only attending students can graduate on the date of this ceremony. There are no in absentia graduands at this ceremony. To apply, use the International Ceremony Application Form. Please do not use the normal Clayton Attending form. The closing date each year is 30 June and late applications are not accepted. Masters and PhDs may apply up to one month prior to the date of the ceremony. No student will be able to graduate in absentia at this ceremony. Please note however, international students do not have to attend the December ceremonies. They are welcome to attend any of the Clayton or Gippsland ceremonies or to graduate offshore or in absentia if they wish. If you are already qualified (ie. completed your course) by the end of Semester 1, you should attend the normal faculty ceremony in Semester 2 not the December International ceremony. 10. Overseas (offshore) CeremoniesCeremonies are held each year in Kuala Lumpur, South Africa and Beijing. All graduates MUST attend the ceremony and any In Absentia applications will be deferred to the next available Faculty ceremony date. The closing date for offshore ceremonies is 30 June each year for Semester 2 Kuala Lumpur and 30 November each year for Semester 1 Kuala Lumpur, Beijing and South Africa. Masters and PhDs may apply up to two months prior to the date of the ceremony, but earlier applications are strongly encouraged. 11. I would like to defer my graduationA written statement of your intention to defer your graduation is required two weeks prior to the ceremony (emails accepted). Your application to graduate will then be deferred to the next semester's graduation for your faculty. You can only defer your graduation attendance once. 12. Can I obtain a refund?If you have paid but cannot attend your ceremony and now wish to graduate in absentia, your fee will be refunded, provided the Graduation Unit is advised in writing at least two weeks prior to the ceremony. Graduands who do not show on their graduation day, will have their degree mailed to them and no refund will be issued. If you paid by credit card including all WES applications, you will need to provide us with the credit card details of card number, expiry date and card type. 13. Name DetailsThe name used at graduation will be the same as that on the University Student Database (Callista). Any changes must be advised in writing with appropriate proof (ie. birth certificate, marriage certificate, passport etc). Copies of all documents must be certified. 14. Where is the graduation ceremony held?
You can choose where you would like to graduate. You do not have to graduate at your campus of study. Robert Blackwood Hall: The venue for all ceremonies at the Clayton campus is the Robert Blackwood Concert Hall, designed by Sir Roy Grounds and named for the university's first chancellor, Sir Robert Blackwood. It houses one of the finest organs, the Louis Matheson Pipe Organ designed by Jurgen Ahrend and named for the university's foundation vice-chancellor, Sir Louis Matheson. The organ is the first example seen in the Southern Hemisphere of the work of Ahrend, widely recognised as the one of the finest organ builders and restorers in the present era. It took Ahrend more than two years to build the organ in his German studio before it was transported and installed in Robert Blackwood Hall in 1980. The case and other woodwork are made from oak, selected and seasoned by the builder for over ten years. The pipes are made from tin, lead and oak and the keyboards of boxwood and ebony. 15. How long does a ceremony take and guest information?The actual graduation ceremony lasts for approximately 90 minutes. Graduands however need to be on campus earlier to collect their academic gown and register before the ceremony and should allow appropriate time for photographs etc. and to return their academic gown after the ceremony. For Clayton ceremonies commencing at 4.00pm, academic dress can be collected on the day of the ceremony between 1.00pm and 3.00pm. All graduands must be seated in the Robert Blackwood Hall by 3.30pm. Doors for guests open at 3.00pm and seating is open. For Clayton ceremonies commencing at 8.00pm, academic dress can be collected on the day of the ceremony between 5.00pm and 7.00pm. All graduands must be seated in the Robert Blackwood Hall by 7.30pm. Doors for guests open at 7.00pm and seating is open. Graduands have reserved numbered seating and are seated in cohort order at the front of the hall and are not able to sit with their families or guests. Graduands with children therefore require another family member or friend to supervise their child/children during the ceremony. Children are not permitted to sit with graduands. Parents of infants and small children may find the ceremony too long and become restless. Graduands can request that these family guests are reserved aisle seats near exit doorways so they may leave the ceremony if necessary. Please contact your ceremony co-ordinator before the ceremony for reserved seat bookings. Prams and tripods are not permitted inside the Robert Blackwood Hall. There is a space reserved for pram parking in the foyer of the Hall. Graduands and guests are to note that the graduation ceremony will be videoed and onstage photography will also occur. 16. How many guest tickets are available?Clayton and Gippsland ceremonies: Each eligible graduand is issued with a ticket for themselves plus three guest tickets. After the initial ticket allocation approximately 3 weeks to the ceremony date, additional tickets may be requested via email to your ceremony co-ordinator . The availability of extra tickets will always be limited, and in some ceremonies, not possible at all if the ceremony is full to the seating capacity of the venue. Students should consult their ceremony co-ordinator after their initial allocation, but additional guest tickets are not guaranteed. There is usually no additional guest tickets available for the December International Student ceremonies due to the large number of attending graduands. Offshore ceremonies: Each eligible graduand is issued with a ticket for themselves plus up to three guest tickets dependant on the number of graduands and venue size. Additional guest tickets are NOT available in any offshore location. December International ceremonies: Each eligible graduand is issued with a ticket for themselves plus three guest tickets. Additional guest tickets are not usually available as these ceremonies are always very full. Tickets and gown hire forms are not posted and are collected in person in the week prior to the ceremonies. Details will be provided to eligible graduands closer to the ceremonies in their confirmation letters which are posted in November. 17. Academic Record/TranscriptGraduands will receive a free copy of their academic transcript when they graduate. If you need to apply for an academic transcript at any other time you will need to contact Student Services Centre. 18. Where can I park?Clayton campus: On the day of the ceremony only, you and your guests may park in any area marked BLUE on the Clayton campus. Vehicles parked in any other area will be issued with a parking infringement notice. Gippsland campus: ample parking available on Saturdays. 19. Academic Dress HireThe graduation fee for attending graduands includes the cost of the hire of your academic gown (three items) for use at the ceremony. You will be sent a coloured gown hire form with your graduation tickets which must be returned before the ceremony. Contact the Academic Dress Co-ordinator: Mrs Judi Munting on 9905 3146. Further information can also be seen at Academic Dress. 20. Replacement TestamurYou can request a replacement testamur if your original testamur has been lost, damaged or stolen, or if you have changed your name. To obtain a replacement testamur, you must complete and submit an 'Application for a Replacement Testamur' form. Applicants are advised to carefully read the information on the first page of the application form. Please note that it takes approximately three weeks to process the request and post out the replacement testamur. 21. Open Universities AustraliaIf you are studying through Open Universities
Australia you must apply by down loading and completing the Graduation
application form as WES cannot access your enrolled degree until your
completion is processed and acknowledged by the Faculty. Please refer to: http://www.monash.edu.au/faculties/ and http://www.oclc.monash.edu.au/open/ 22. Posthumous AwardsMonash University has policies in place regarding the awarding of posthumous awards to students who have passed away prior to completion of their studies and graduation. Details of polices and procedures for faculty use are provided at Posthumous Awards.
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