Applying to graduate
When will I know when my application has been approved?
Your application to graduate will be reviewed by your faculty in October and November for November conferral, and in March through May for May conferral (for the spring ceremony). The final approval will be noted when your Program Completion Status is ‘Program Completed’. You can view your Program Completion Status within the ‘Academics’ app in Workday, under the ‘Graduation’ tab. View step-by-step instructions on .
I just looked at my Program Completion Status and the status has changed. What does it mean?
Your Program Completion Status in Workday will change between your application date until two to three business days after the May or November Okanagan Senate meetings. Learn more about each Program Completion Status.
Below is a list of terms you may see and what they mean:
Applied for completion: Your Program Completion Application has been submitted successfully and will be reviewed. Applications will be reviewed once the graduation application closes at the end of February. This is a good time to contact your faculty advisor or meet with an academic advisor to ensure all graduation requirements have been met.
Evaluation deferred: Your application has been reviewed. You will be approved for graduation once you successfully complete your remaining academic requirements in your final term.
Denied: You have not satisfied the academic requirements for graduation, or you have withdrawn your application for program completion. Contact your faculty/school if you believe that you have met graduation requirements and should be eligible to graduate. Otherwise, you will need to re-apply for graduation in a subsequent session when you become eligible to graduate.
Approved for completion: Your application has been reviewed. You have been approved to graduate, but your degree has not yet officially been conferred by the Senate. This status usually appears in the months of May (spring graduation) and November (fall graduation) and will remain until the May and November Senate meetings. Your credential will not appear on your transcript until Senate meets to approve all graduates and confer their degrees.
Program completed: Your degree has been conferred (awarded) by the Senate and your credentials will appear on your transcript. This status appears after the May (spring graduation) and November (fall graduation) Okanagan Senate meetings.
My degree is not noted on my transcript yet, but I need proof that I’ve completed all my requirements. What should I do?
You can download a program completion letter from the UBC Official Documents Tool (ODMT).
Who can request the letter?
- Graduate students are eligible for letters if their program completion status in Workday is one of the following: ‘Approved for Completion’ and ‘Program Completed’
- Undergraduate students are eligible for letters if their program completion status in Workday is one of the following: ‘Evaluation Deferred’, ‘Approved for Completion’ and ‘Program Completed’
- Any Student with the Program of Study Status as Complete will receive a Registrar signed letter
If you are unable to access your program completion letter within the ODMT, contact your Faculty to request a letter of completion.
I have missed the deadline to apply for graduation. Can I still graduate?
Late applicants will only be considered if there is sufficient time to adjudicate the application. Otherwise, applicants will have to reapply during the fall graduation period.
Please email us at gradapps.okanagan@ubc.ca.
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Graduation and your program of study
My Program of Study listed in Workday is not correct. What should I do?
You can declare or change your primary major, honours, or specialization in Workday.
For further support, contact an academic advisor.
I am doing a double major. Which group of majors will I graduate with?
If you are a student completing a double major, you will be assigned to the ceremony for the major that is listed first on your student record (i.e., a double major in French and Economics will be assigned to French). To check your student record, log into Workday, select the ‘Academics’ app and then the ‘Overview’ tab.
I am currently taking a course at another university or college for credit toward my UBC degree. What do I need to do to graduate?
Follow these steps:
Arrange for an official transcript from the other institution to be mailed directly to Enrolment Services at UBCO or emailed directly to final.grades@ubc.ca if e-transcripts are offered by the issuing institution.
Send to:
Transfer credit
Enrolment Services
UBC, Enrolment Services
3272 University Way
Kelowna, BC V1V 1V7
Check the transfer credit page for more information or e-mail academicrecord.support@ubc.ca with any questions.
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Your parchment (Diploma)
How do I change the name on my parchment?
To change the name on your parchment, formerly known as a diploma, refer to our changing the name on your parchment page. To have your parchment updated with a name change, your request must be submitted prior to the Senate meeting for your conferral period.
I could not attend my graduation ceremony and was going to pick up my parchment, but I can’t make it to campus. Can someone pick it up for me?
Yes. If you would like someone to pick up your parchment, formerly known as a diploma, on your behalf, you will first need to provide them with Third-Party Authorization.
Where can I get a UBC parchment frame?
Frames for your parchment, formerly known as a diploma, are available for purchase at the UBCO Bookstore.
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Graduation ceremony
When will I know my ceremony date and time?
Details about the graduation ceremony will be available on the Graduation at UBC website.
I don’t plan on attending the ceremony. Do I still need to apply to graduate?
Yes, you are required to complete the Program Completion Application in Workday and the Graduation Application, regardless of whether you are able to attend the ceremony, or you will not be eligible to graduate. Learn how to apply to graduate.
I will not complete my degree requirements until December. Which conferral do I apply for?
If you will not complete your requirements by the fall conferral deadline, you must apply for spring graduation, following the completion of your degree requirements. If you will not complete your degree requirements by the spring conferral deadline, you must apply for fall graduation. Learn more here.
Where can I find information about my graduation gown and grad photos?
For more information about guests, ceremony schedules, gown rentals, or photos, visit the Graduation Ceremony website.
To attend graduation, my family needs a letter of invitation for their visa applications. Can you provide this?
UBC does not provide invitation letters, however you can write a letter yourself, inviting your family to come to your graduation. A template for a letter of invitation can be found on the Global Engagement Office’s website.
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If you’re not graduating
I am not ready to graduate. Why am I being prompted to apply for graduation?
Some degree or diploma/certificate programs do not have year levels, so our system cannot determine when you’ll be completing your program. For some programs, students may take from eight months to five years to graduate. We want to make sure that those who are eligible to graduate know they should apply.
I have applied for graduation by mistake. How can I withdraw my application?
You can withdraw your graduation application by sending in a written request to gradapps.okanagan@ubc.ca. When you are ready to graduate, please remember to apply again.
Who can I contact for info regarding the graduation application and parchments?
For information regarding the graduation application and parchments, formerly known as diplomas, email us at gradapps.okanagan@ubc.ca.
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