Schedule of Events for Fall Convocation
Friday, 17 October 2008 Deadline for potential graduates to advise Heather Harroun, Assistant Registrar – Graduation & Publications, of (a) their intention to graduate in absentia; (b) if in dual degree program, the faculty with which they wish to sit; and (c) their need for special arrangements to pick up their academic regalia. 4:00 p.m. Special Meeting of the Academic Senate to consider the potential graduate list. Please note: this is an in-camera meeting, open only to Senators. At the conclusion of this meeting, the graduation list for Fall Convocation 2008 will be posted on the Registrar’s Official Notice Board, directly beside Room MM134. Approximate time will be 5:00 p.m.
Saturday, 25 October 2008 10:00 a.m. - 1:00 p.m.
Academic regalia and invitations to Convocation available for pick-up in room L170 (lower level), Loyola Building. 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. Students are asked to assemble in the Cornwallis Room, on the lower level of the World Trade and Convention Centre, 1800 Argyle Street. Signs will be posted to indicate where students in each academic program are to assemble. Doors to the Port Royal Room will open for guests. Academic Procession and Fall Convocation ceremony begin. Immediately following Convocation, the Post-Convocation Reception will be held in the Mariner Suites, main level of the World Trade and Convention Centre. Academic regalia can be returned at the designated area downstairs in the Cornwallis Room. Please remember to have your name checked off the borrowers list.
Sunday, 26 October 2008 1:15 p.m.
1:00 p.m. 2:00 p.m.
This information has been prepared for students who filed an Application for Graduation for the fall of 2008 and are therefore considered to be potential graduates. Receipt of this information does NOT guarantee graduation.
GENERAL INFORMATION The 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 on 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
Students in a dual degree program must contact the Assistant Registrar-Graduation & Publications, Heather Harroun, no latcr than Friday, 17 October 2008, to advise with which Faculty they wish to sit at the cercmony. Students who are graduating with both a degree and a certificate or diploma will graduate with the degree students. Students are advised that if they are registered in a dual degree program or in a degree and 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 applying for admission to that second academic program through the Admissions Office.
Invitations and Acadcmic Regalia Invitations, Gowns, and where appropriate, hoods and mortar boards, will be available in Room Ll70 (lower level), Loyola Building on Saturday, 25 October, from 10:00 a.m. to 1:00 p.m.
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 will be introduced and presented with their framed parchments.
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 BY WRITING (or faxing 902-420-5151)
Students In a Dual Degree Program or graduating with a Degree and a Certificate Students in these two categories are advised that both parchments will be presented at the same time at Convocation. The student's name will be listed twice in the Convocation Program.
Assistant
Registrar-Graduation
&
Publications,
Heather
Harroun, no later than 17 October.
It will NOT be possible to automatically pick up academic regalia after 1:00 p.m. on 25 October.
Graduating in Absentia It is most important that those who do not plan to attend Convocation advise the Assistant Registrar-Graduation &
It should also be pointed out that students who have not picked up their regalia and who have not made special arrangements with the Assistant Registrar-Graduation & Publications, are assumed to be graduating in absentia. Their parchments will not be available for presentation at Convocation nor will any provision have been made for their academic regalia. According to Academic
Publications in writing by 17 October 2008. A reply form is enclosed. This can be dropped off at the Registrar's Office mailed or faxed (902-420-5151). Those who have advised the Assistant Registrar- Graduation & Publications that they intend to graduate in absentia and DO NOT LIVE IN THE HALIFAX REGIONAL MUNICIPALITY will have their parchments mailed to their permanent home address. The mailing takes place approximately one week after Convocation. Anyone who lives in the Halifax Regional Municipality must arrange to pick up the parchment as stated below. Alternatively, after Convocation Day, providing you have asked that the parchment be held for pick-up and not mailed, it can be picked up at the Registrar's Office (during
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 asked 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 your name is very unique/difficult to pronounce, then write the phonetic spelling clearly on your Dean's Card. You must bring your Dean's Card to the Convocation Ceremony. Returning Academic Regalia Academic regalia can be returned to the specially designated area in the Cornwallis Room immediately after Convocation. This area will be open until approximately Reception. If academic regalia is being returned after 26 October, please take it to the Registrar's Office during regular office hours. Note: Academic regalia not returned before 7 November will result in replacement costs being debited to students' 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. the end of the Post-Convocation
office hours) starting on Friday, 7 November. If at all possible, you are advised to pick up your parchment rather than trusting the postal system. Damages have been frequent in the past! If you are asking someone to pick up your parchment, please provide that individual with your written permission.
Instructions For Graduating in Person Since it is not practical to hold a rehearsal for Fall Convocation 2008, the following is provided for those graduates who plan to attend the Ceremony. Lining up for Fall Convocation will take place in the Cornwallis Room, lower level of the World Trade and Convention Centre. Signs will be posted and you are asked to find your appropriate Faculty and to assist the marshals in lining up alphabetically. You are asked to assemble no later than 1:15 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. Terrence Murphy, 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.
At the conclusion of Convocation, students are asked to wait until the stage party leaves the Port Royal Room, 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 Mariner Suites.
Although it is not possible to indicate precisely how long the 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 Port Royal Room 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. The doors of the Port Royal Room will open at 1:00 p.m. to allow guests to enter. An invitation for each guest is necessary because of seating limitations and the number of special guests 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 and, shortly thereafter, extend your left hand to receive your parchment. The parchments are rolled in tubes which have a habit of being very slippery, so please make sure that you have a good grip on it before the Chancellor lets go. In removing the 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 from the presentation tube can be replaced. The cost is $56.50 ($50.00 plus 13% HST) pre-paid. The President traditionally stands beside the Chancellor to shake hands also with each graduate. Then proceed off the stage at the opposite side from that 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. Students have the option of exchanging their traditional parchment 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 honors program, this is indicated together with the subject(s) of honors. The same applies to the Co-operative Education Program. also expected to be in attendance. Guests are expected to be seated by 1:50 p.m. The academic procession begins at 2:00 p.m. with the Convocation Ceremony immediately thereafter. Parchments Guests Entering The Port Royal Room 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.
All other details with respect to a student's academic program(s) - quality point averages, major(s), minor(s), dean's list, scholarships, awards, academic probation - are found on the student's academic transcript.
Why not plan now to be an active member of the Alumni Association of Saint Mary's University!
"SMU Ambassadors" Framing Service 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; return the traditional parchment to the Registrar; and to pre-pay the processing fee of 28.25 ($25.00 plus HST). For your convenience, an order form is attached. The Student Alumni Association, in conjunction with the Saint Mary's University Bookstore, is pleased to provide an on-site instant framing service at the World Trade and Convention Centre. This service is very popular with family and friends. Please note - this service is not available during the Convocation Ceremony, only before and after the ceremony. Simply pay for the frame at the Bookstore booth, present your parchment and receipt at the Student Alumni Framing area, and it will be professionally mounted in a Canadian-made frame, complete with a maroon mat emblazoned with the official crest 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. of Saint Mary's University. Payment can be made by cash; VISA; Mastercard; American Express, or bankcard. If you (or your friends) wish to do your own framing, you can purchase the frame before or after the Ceremony itself. If your relatives and friends are looking for a graduation gift, why not mention this to them? For further information, please contact the Alumni Office at 420-5420 or by fax, 420-5140. For your Wheelchairs While the World Trade and Convention Centre is an accessible facility, physically-challenged students are asked to self-identify to the Registrar at least five working days prior to Convocation to ensure that all appropriate arrangements have been made to facilitate their graduation. · Fax the order form found in this booklet · Phone 902-491-6284 convenience and to avoid the payment line following Convocation, a pre-payment service is available at the Bookstore: · Visit the Saint Mary's Bookstore at 5916 Inglis Street
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 graduates exit the stage or will be mailed with their parchments, to those students graduating in absentia. 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.
PLEASE NOTE: NO FRAMING TAKES PLACE DURING THE CONVOCATION CEREMONY, ONLY AFTERWARDS.
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 number of students graduating, it is no longer possible to allow relatives and friends to move forward to the stage area 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 Chappell Studios Inc., which lists itself as "the professional photographer for school event”.
Yearbooks A portion of your Students Association fees go toward production of the yearbook. Each graduate is entitled to a Yearbook in their graduation year. The Yearbook production extends from September of one year to October of the next year. For example: The 2008 issue of the Yearbook starts being created in September of 2008. It will include the May (spring) grads of 2008 and the October (fall) grads of 2008. The Yearbook will go to print immediately after the fall convocation and grads will receive the book in January, 2009.
Graduation Photos in the Yearbook A Chappell photographer chooses the best position from which to photograph each graduate actually receiving his or her parchment from the Chancellor of the University; emails a 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 email addresses of all graduates in order that the company may mail photo proofs. The company has provided a written guarantee of complete satisfaction or money to be refunded, and also agrees to fulfil orders and ship them to graduates' home addresses within 45 days of the order deadline. Please contact Chappell, directly at: Chappell Studio Inc. Tel: 1-800-424-3686 We do have a preferred photographer, About Image Photography, located at 5651 Inglis Street, Halifax, Nova Scotia, B3H lK2. (Phone (902) 429-1977). Graduates are encouraged to use About Image Photography because the Students' Association has secured a discounted sitting fee, as well as competitive, quality portrait packages. About Image Photography will provide a full photography service that is hassle free to the student as they submit your photo to SMUSA on your behalf. If you have About Image Photography take your grad photo, the deadline is the Friday prior to Convocation. Should you use another photographer, you will have two weeks prior to Convocation Day to submit a hard copy of your grad photo to the Yearbook Editor. A wallet size or proof size photo will work the best. Also be sure to supply your name, phone number, faculty, and major on the back of the photo. This photo will not be returned to you. Please ensure that your permanent mailing address is on file Note: Stage Trappings will be left in place for approximately one half hour at conclusion of Convocation for students who wish to have photographs taken against the backdrops on stage. at the Registrar's Office as that is the one used by our manufacturer to mail Yearbooks.
University Medals University Medals are presented at Spring Convocations. Students who graduate in the Fall of 2008 are eligible for consideration for medals to be awarded at the 2009 Spring Convocations.
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.
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.
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.
Application to
Graduate in Absentia
(Indicating your intention to graduate without attending the ceremony) I will not be attending Convocation on Sunday, 26 October 2008. Name_________________________________Student No.____________________________________ Address____________________________________________________________________________ City/Town_____________________________Province_______________________________________ Postal Code___________________________Telephone______________________________________ Degree/diploma/certificate to be awarded___________________________________________________ When the parchments are ready, do you wish (check one) your parchment mailed to you at the address above? This will occur approximately three weeks after Convocation. Anyone who lives in the Halifax Regional Municipality MUST pick up his/her parchment at the Registrar’s Office. your parchment retained in the office for you to pick up? (This can be done from Friday, 7 November onward.)
Please return no later than 17 October 2008 to:
Heather Harroun Assistant Registrar-Graduation & Publications Saint Mary’s University Halifax, Nova Scotia B3H 3C3 (Fax: 902-420-5151)
Name:_____________________________________ Signature:__________________________________
For Office Use Only
Parchment:
Mailed on ___________________ Picked-up on _________________ By:_____________________
Withdrawal of Application for Graduation
(By filling out this form, you are no longer a potential graduate for the upcoming Convocation and will need to reapply for the appropriate time.) Name__________________________________Student No._______________________________________ Address________________________________________________________________________________ City/Town______________________________Province__________________________________________ Postal Code_____________________________Telephone________________________________________
I HEREBY WITHDRAW MY APPLICATION TO GRADUATE WITH A (please circle appropriate # or #’s if in dual program): 1. B.A. 2. B.A. (Hons) in___________ 3. B.Comm. 4. B.Comm. (Hons) in___________ 5. B.Sc. 6. B.Sc. (Hons) in___________ 7. B.Sc. & Dip. in Egn. 8. Dip. in Egn. 9. M.A. (ACS) 10. M.A. (CRM) 11. M.A. (GWS) 12. M.A. (His) 13. M.A. (IDS) 14. M.A. (Phi) 15. M.B.A. 16. M.Sc. (App Psy) 17. M.Sc. (Ast) 18. Education (specify)___________ 19. G. Dip. in CRM 20. G. Dip. in IDS 21. Cert. of Chinese Studies 22. Cert. of Criminology 23. Cert. in German Language 24. Cert. in Linguistics 25. Cert. of Hons Equiv. in___________ 26. Cert. in Human Resource Mgt. 27. Cert. in Japanese Studies 28. Cert. in Spanish Language 29. Ph.D. in Bus. Ad.
Student’s Signature: ___________________________________________Date: ________________________
Please return as soon as possible to:
Heather Harroun Assistant Registrar-Graduation & Publications Saint Mary’s University Halifax, Nova Scotia B3H 3C3 (Fax: 902-420-5151)
For Office Use Only
Date Received______________________Received By___________________Computer Updated_______________________
Request for Processing Non-Traditional Parchment
Name_______________________ Student No._________________________Telephone:___________________ Address___________________________________________________________________________________ City/Town____________________Province___________________________Postal Code___________________ DEGREE AWARDED The processing of orders for these parchments will begin approximately eight weeks after the Convocation Ceremony. Upon PRE-PAYMENT of the processing fee of $28.25 ($25.00 + H.S.T.), do you wish (check one): your parchment mailed to you at the address above? Anyone who lives in the Halifax Regional Municipality must pick up his/her parchment at the Registrar’s Office. your parchment retained in the office for you to pick up? Please call first at 902-420-5582 to ensure parchment is ready. METHOD OF PAYMENT: cheque credit card: Expiry Date money already on account (please attach receipt)
Visa Card No
MasterCard No Cardholder’s Name_____________________________ Cardholder ’s Signature___________________________
Cardholder will pay to the Issuer of the charge card presented herewith the amount stated hereon in accordance with the Issuer’s Agreement with the Cardholder.
I authorize ___________________________________________________ to pick up my parchment. Date: ____________________________________ Signature: ____________________________________
Please return to:
Heather Harroun Assistant Registrar-Graduation & Publications Saint Mary’s University Halifax, Nova Scotia B3H 3C3 (Fax: 902-420-5151)
For Office Use Only Reproduction Fees:_______Paid on:_________Traditional Parchment received back on ________by _______ Parchment:_________________Mailed on: ______________________ Picked-up on: __________________
Framing Service Pre-Payment Form
The “SMU Ambassadors” Student Alumni Association and Saint Mary’s Bookstore provide an on-site framing service following the Convocation Ceremony. A prepayment option is available to eliminate the need to make payment at the event.
Fill out the following information and choose one of the following options to contact the Bookstore at least two days before the Convocation date: Fax the completed form to 902-420-5006 Phone 902-491-6284 to place a phone order Visit the Saint Mary’s Bookstore at 5916 Inglis Street (visit our website for operating hours www.smubookstore.ca) _______________________________________________________________________ Graduate’s Last Name:__________________________ First Name:______________________ Student Number/ Phone Number ______________________ Year of Graduation ___________ Briarwood Frame (double mat with wide-profile frame) Briarwood Portrait Frame for 5X7" photo Briarwood Portrait Frame for 8X10" photo Diplomat Frame (triple mat with cherry-wood frame) QTY ____ X QTY_____X QTY_____X QTY_____X $ 89.99 =$_______ $ 43.99 =$_______ $ 54.99 =$_______ $139.95=$_______ =$________
Sub-total
Plus 13% tax = $________ Total =$________ Circle method of payment: Visa Mastercard American Express
Card Number: _____________________________________ expiry _______________ Cardholder’s Name ___________________________________ phone________________ Address to mail charge card receipt: _____________________________________________________________ Street or P.O. Box __________________________________City, Province ________________Postal Code