Program Completion and Conferral

Are you ready for Program Completion and Conferral?

1. Program Completion

If you believe you are near program completion - there are some important details you (as the student) need to check and make sure your record is correct, or take the necessary action to have your record correct (if you are study under the Graduate Research School, you need to contact them directly in relation to your completion and timelines as we do not complete your records, this include Master of Philosophy, Doctor of Philosophy, Master of Research, Bachelor of Research):

Are Your Program Details Correct? Check your student record for completeness - you can check this through your MySR - there is no register to graduate, you just need to check your details and take necessary action if not complete, it is your responsibility to ensure your program details are correct or you may not be processed for completion/conferral. It is your responsibility to ensure your student record appears correct and all details are finalised by advertised timelines.

Please also ensure your contact details (personal email and mobile number) are up to date in My Student Records (MySR) so you can be contacted with further information about your ceremony. If you have any ceremony questions please call the Student Services Hub on 1300 668 370 or email studenthub@westernsydney.edu.au. Note that the Graduation team does not manage the ceremonies.

Pay for your Documents: To receive your official graduation documents (Testamur and AHEGS), you will need to place an order and make payment through Payments. Please note that Payments will require you to create an account with your personal email address to make payment for your official graduation documents. If you are graduating from more and integrated program or double program in the same conferral round (i.e. a Diploma and Bachelor or a double Bachelor), you only need to make one payment as they will be mailed together (this is not for those graduating from two separate awards eg. Bachelor and Masters), to purchase follow the below:

Payments > Western Sydney University Payments > Graduations > Official Documents (Graduates and Alumni). Graduation documents are $30 within Australia and $55 outside Australia.

Note: If you have previously graduated from a program and have not paid to have your graduation documents mailed out, any payment received will automatically be assigned to the earlier award documentation and those will be posted. If you know you have documents in archives, you can elect to make payment and email us advising you have some in archives and we can retrieve and send with your new award, this will be a 2-3 week wait or you can make 2 payments. If we find documents in archives we will automatically send those.

Graduation documents are no longer handed out at our graduation ceremonies and will instead be mailed to your nominated address at time of payment through Payments. Please ensure you pay for your documents. Documents will commence being posted out as per information that will provided in our email communication when you are being completed, you will receive an email with tracking details once sent. Any questions please email studentcompletions@westernsydney.edu.au

To be eligible for the next conferral round, your student record must be ready for completion as per the timelines below (no extensions permitted to these timelines):

Deadlines

Important timelines for January 2024 and April 2024 Conferral Rounds - Please read the important checks and your record has to be complete by the advertised deadlines (you cannot just be actioning or submitting the required documentation at the time of the deadlines): You as the student need to ensure you check your Degree Works (DW) to ensure all details are correct and nothing outstanding. The below is a list of checks you are responsible for to minimise the risk of not being conferred and moved to a future conferral round:

Important Checks:

In the first instance if you are a student studying a double or integrated program you will need to register your early exit from each component of your program as you near completion - this is an option under the graduation selection in your MySR, if you do not submit your early exit you may not be identified for completion. Double and Integrated programs can take early exit from first component (as per handbook) and continue with second component.
If you are a student wanting to early exit (if available) from your enrolled program you need to submit an early exit request (you do this through your MySR - there is an option under the graduation selection), if you do not submit your early exit you will not be identified for completion assessment. If you are not in a double degree or integrated, if you take an early exit you must reapply if you wish to continue with the full program at a later date.
If you are in a bolt on program it is your responsibility to visit your academic program advisor for that bolt on progam asking them to organise the advanced standing to be added to your bolt on program and this can only be done once you have completed all the 8 units and the units in your stand alone Bachelor program.
Your student record and ensure your Legal name is correct (not your preferred name, your legal name. This should match your passport. The name in our communication is what is listed as “Your Legal Name” on the system (if incorrect you must update this by the advertised deadline (listed below). Any late changes will incur a replacement change of name testamur fee. If your name is incorrect, you need to come on campus and advise the Student Services Hub (formerly Student Central) by showing your supporting documentation. Alternatively, you can Express Post the Change of Personal Details Form, including the certified copies of supporting documentation. These updates must be received and processed by advertised deadlines (as per below) amendments after these date will incur a fee - so it is important to update immediately. If you have questions relating to name changes please call the Student Services Hub on 1300 668 370 or email studenthub@westernsydney.edu.au. Note that the Graduation team are unable to make changes to your name.
Program details: Please check that the details listed, which will appear on your Testamur and Australian Higher Education Graduation Statement (AHEGS), are correct - this includes checking your grades are correct and as you expected (you must not have any pending grades eg. NA, N, I, J grades as these will stop you moving forward to completion /conferral - please speak to your school and have them update your record)
Award details including Majors/Minors/Concentrations and Teaching Areas are correct, if incorrect this may prevent you being conferred in this round or your documentation will be incorrect, no changes permitted past the advertised deadlines listed below.
Check and clear any pending grades (NA, N, I, J, in progress) appearing on your record even if it is not required for completion of your program (in particular multi session units eg industrial experience, placements). Any pending grade will prevent you being conferred. If you have a pending grade or any subject with no grade, please reach out to your school to have these updated with a grade.
Please make sure you do not have enrolled units under the program you wish to be completed from,if there are enrolled units for a future round (not a current round which falls within the advertised deadlines) you will automatically be removed from assessment.
You should be checking your student record, statement of account and emails to ensure no late fees or administration holds are added.
Please make sure your contact details are updated and correct to ensure you receive all communication and updates, that is your personal email address and phone number.
If you know you have studied outside program structure/rules, please seek assistance from your school to submit a “contrary to course rules ticket” to have this finalised by the advertised deadline.
If you believe you are ready for completion, please take action to have your Degree Works sitting at 100% by the advertised deadlines
If you are applying or waiting for a Review of Grade, Supplementary exam or results you must advise us so that we can move you to a future round, if you do not advise us and have a result you may be conferred and no change of grades are able to be made and you will be conferred with the result that is on your record.
If you are studying Cross Institutional at another institute you do have to meet the advertised deadlines. This will most probably result in you not been eligible for the closest conferral and may result in you being included in a future round. Due to the tight timelines we are unable to move these deadline dates.
100% on degreeworks does not mean you will be completed/conferred. Your MySR will only update to "complete" once you have been assessed academically and administratively. This may take a number of weeks to update even if your degreeworks shows 100% that is academically met only.
If there are any outstanding fees, program requirements (including pending grades, outstanding credit), administration holds by the advertised timelines you will be declined for completion and/or conferral. It is your responsibility to ensure your record is correct and complete.

It is your responsibility as the student to make your student record is correct and ready to move onto conferral. Conferral is the official University process by which students’ degrees are awarded after final University approval. You are considered a graduate of Western Sydney University upon your conferral date. This is not your graduation ceremony date

Task

Timeline for January 2024 conferral

Timeline for April 2024 conferral

Your student record needs to be ready for assessment (no extensions to deadlines)

Student record needs to be ready for assessment by end of day Wednesday 29 November 2023

Students enrolled in Spring – Results emails will commence being sent end of day Wednesday 29 November (your student record will be assessed as per the result uploaded on this date). Results on MySR is Friday 1 December - we will have already received your results. You will be assessed as of the results in your results email. No result means you will not be included in assessment.

End of Day Friday 1 March 2024 your record will be assessed as per uploaded Summer results, no result or outstanding grades, holds fees, will result in you being moved to a future conferral round

Email to students who have a "completed" status on their student record

You are now complete email will be sent by end of day, week ending Friday, 10 November 2023

These email will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

End of Day Friday 16 February 2024 - check your details including name, program details, completed the Academic Integrity Module, no outstanding grades from previous session.

You have until end of day Wednesday 13 March 2024 to respond to email advising of any incorrect program details and submit documentation for name changes (name change to documentation to be submitted by Monday 11 March 2024

These email will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

Email to students

You are close to completion

You have outstanding fees, holds, grades which need to be finalised

You are currently enrolled

Near completion - may need to submit any outstanding documentation or check your majors are correct this will prevent you from meeting the 100% in Degree Works (ie transfer credit, have incorrect majors listed, have not entered a compulsory major).

Are you ready for completion email will be sent by end of day, week ending Friday, 10 November 2023

You need to have your student record fixed and sitting at 100% by end of day Wednesday 29 November for all potential January conferral students

All students enrolled in 2H – due to Government changes, your record is unable to be completed until after your Term ends. As a result you will not receive further communication advising you are complete and your final check your details until week ending 12 January, 2024 and you will have 2 business days to check your details and notify of any errors. However, your deadlines are as per above to have your record ready, it is purely the completion on your record that cannot be actioned you do not have extended timelines as your official results release is as per other sessions.

End of Day Friday 16 February 2024 - check your details including name, program details, completed the Academic Integrity Module, no outstanding grades from previous sessions, no fees outstanding, Any outstanding details (apart from currently enrolled Summer subjects) need to be finalised by end of day Wednesday 28 February 2024 (this is removed from your record) or you will be moved to a future conferral round.

Currently enrolled Summer students will receive this email, you need to have all details apart from your currently enrolled summer subjects finalised as per the the above deadline being Wednesday 28 February, 2024.

Email to students who have outstanding fees/administration hold.

You as the student need to review your emails and student account relating to outstanding fees, administration holds, library fees (will only be sent via email from the library)

Important Hold on Record Unable to progress to completion/conferral Email will be sent by week ending Friday, 10 November

Any hold needs to be removed by end of day Monday, 20 November 2023 (this is removed from your record) or you will be moved to a future conferral round

Important Hold on Record Unable to progress to completion/conferral Email will be sent by week End of Day Friday 16 February 2024

Any hold needs to be removed by end of day Wednesday 28 February 2024 (this is removed from your record) or you will be moved to a future conferral round

HDR students

Please contact GRS who will provide you dates you are to have all your student record details finalised. You can contact the GRS team by submitting a WesternNow ticket

Contact GRS Team

Double Degree/Integrated/Early Exit from main program

Early exit applications (for integrated programs, double degrees or if you are taking an early exit from your full program).

This needs to be submitted by end of day Monday, 20 November 2023

If not submitted on time you will not be assessed for the conferral round

Early exit applications (for integrated programs, double degrees or if you are taking an early exit from your full program).

This needs to be submitted by end of day Wednesday 28 February 2024 to be included in April conferral

If not submitted on time you will not be assessed for the conferral round

Email to students - final opportunity to check details for conferral

Check your details email for conferral will be sent by end of day Friday 8 December 2023.

Students to respond with any errors by end of day Wednesday 13 December. If no response to email, conferral will be as per information provided in your communication and no changes after this date are permitted. If you are an honours student, we may not have this information at this time but will update you once level received by school and will be added to your record (please feel free to reach out to your school to ensure they are processing).

Name changes need to be submitted to student hub by end of day Monday, 11 December and processed by 13 December 2023 (if you had checked previous communication, this should have already been checked and fixed).

It is your responsibility to submit correct certified documentation for processing Change of Personal Details. Any late changes will incur a replacement change of name testamur fee.

Regardless how small the change may be, you must complete the Change of Personal Details process; the Student Completions Team are unable to make changes to your name.

Check your details email for conferral will be sent by end of day Friday 8 March 2024.

Students to respond with any errors by end of day Wednesday 13 March 2024. If no response to email, conferral will be as per information provided in your communication and no changes after this date are permitted. If you are an honours student, we may not have this information at this time but will update you once level received by school and will be added to your record (please feel free to reach out to your school to ensure they are processing).

Name changes need to be submitted to student hub by end of day Wednesday 13 March 2024 to respond to email and submit documentation for name changes (name change to documentation to be submitted by Monday 11 March 2024

It is your responsibility to submit correct certified documentation for processing Change of Personal Details. Any late changes will incur a replacement change of name testamur fee.

Regardless how small the change may be, you must complete the Change of Personal Details process; the Student Completions Team are unable to make changes to your name.

Conferral Date

End of day Wednesday 24 January 2024

End of day Wednesday 3 April, 2024

Email to students to advise they are now conferred

End of day week ending Friday 2 February 2024

These email will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

Will be sent by end of day Friday 5 April 2024

These email will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

Posting of graduation documents (to those who have made payment) How to pay will be provided in our email communication.

Will be posted 3 weeks post conferral, around week ending 16 February 2024

These will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date if you have not received tracking details but have made payment

Documents to be posted by end of day Friday 26 April 2024 to those who have made payment prior to conferral

E-Testamurs to be sent to those who have paid These will be issued through MyeQuals to your personal email address

Mid-March 2024

These will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

Will be uploaded and sent by mid May 2024

These will be sent in batches, others may receive before you. Even if your friend has received it and you have not, only reach out after this advertised date.

Ceremony

For information on the next Graduation Ceremony round, including dates, regalia hire, registration fees, and guest tickets, please visit our Graduation Ceremonies webpage Graduation Ceremonies. If you require further assistance, please submit a Graduation Support & Advice ticket via WesternNow for a prompt response. The student completions team no longer manage the event and will not be able to respond to ceremony questions, you must use the above link.

To ensure you are able to be contacted, please ensure your contact details (personal email and mobile number) are up to date in My Student Records (MySR) so important information is not missed.

Conferral dates are aligned to different ceremonies, this information will be updated on the events website once details are known https://www.westernsydney.edu.au/graduation please follow the information on the events webpage relating to the ceremony.

Early Exit, Diploma or one component of your double degree

Note: there is a separate process for the below situations:

If you wish to exit early from your enrolled award
If you are wanting to graduate with your Diploma in an Integrated Award
If you want to graduate from the first component of your Double Degree

You can apply for these three processes via the following steps:

Log in to MySR
Click on the Banner menu on the top left (three horizontal bars)
Click on Banner > Student > Graduation > Early Award and Exit Request
You can check your eligibility to receive an Early Award here and apply if you are eligible

You will get an outcome based on the Graduation team’s assessment of your request.

Please also ensure you have confirmed the following prior to making your application to graduate:

Paid all debts Holds (Encumbrances) you may have incurred with the University
Checked and updated your personal and contact details in MySR or update by Changing your personal details

2. Eligibility Review

For your student record to be completed and included in the next applicable conferral round your student record needs to be ready for completion as per the advertised deadlines. Your record must be complete to progress, this means:

If you are a student studying a double or integrated program you will need to register your early exit from each component
Are your program details correct, please check your MySR
There are no outstanding program requirements (including pending grades ie. NA, N, I, J, outstanding advanced standing from previous study, cross institutional study , outstanding fees, outstanding government requirements on your student record, outstanding industrial / placement grades)
Please make sure you have all your eligible Majors/Minors/Concentrations/Curriculum Areas listed. It is your responsibility to ensure all details are correct and listed
Please make sure you remove any Majors/Minors/Concentrations/Curriculum Areas you are not eligible for as these will prevent you moving to completion/conferral
Please check your statement of account and emails to ensure there are no outstanding program fees or library fees or administration holds (library fees will be via email only)
All grades must be appearing on your record, check they are what you expect. If you have outstanding grades or pending grades from current or previous sessions (I, J, N) you must follow up with your school to have these finalised or you will be declined for completion/conferral, this is your responsibility to ensure your student record is correct for completion
No outstanding Review of Grades/Change of Grades/Supplementary assessments pending (you must advise us if you still have grades pending review. If you do not and you are conferred, the result on the system cannot be changed once conferred, it is your responsibility to withdraw from conferral if you are waiting for an outcome)
If you are waiting for an honours level, this will be updated once we have received from your school. If we have not provided a level and you receive our final communication "Check your details for Conferral" please send us an email to advise it is still missing - just to ensure your document details will be correct.

Conferral is the official University process by which students’ degrees are awarded after final University approval. You are considered a graduate of Western Sydney University upon your conferral date. This is not your ceremony date. If you are wanting ceremony information please contact Graduation Ceremonies | Western Sydney University

If you apply for a Review/Change of Grade you will be uncompleted and moved to a future round. You must apply for the ROG through the online form, if you are going through the school directly you must email studentcompletions@westernsydney.edu.au to advise you are doing a Review of Grade so we put a hold on your record, if you do not and the review is upheld if your record has been completed we are unable the change the details. You must also inform us when the grade has been updated to have the hold removed

Finalise Holds (Encumbrances)

Please check your statement of account and emails for outstanding fees. You must clear all outstanding debts with the University before you can be completed/conferred. This includes:

Tuition Fees
Student Services and Amenities Fee (SSAF)
Loans
Library fines
Equipment fees
TCSI holds
USI Holds

Potential Graduates with outstanding debts will not be permitted to graduate. If your debt is not cleared before the advertised completion/conferral dates, you will not be included on the graduation list until all debts are cleared. Please refer to Holds (Encumbrances) for information on how to pay, what will happen if you don't clear your debts, and how to get help and advice.

Once you've cleared any debts, please ensure you advise the Student Completions Team by submitting emailing studentcompletions@westernsydney.edu.au

Have all outstanding results resolved

Any activity that results in a delay to your final results leads to your completion and conferral being moved to a future month. Such activities include (but are not limited to):

Sitting a deferred exam
Sitting a supplementary exam
Submitting an additional assessment
Submitting documentation for special consideration
Misconduct hearings (regardless of final outcome)
Your results are not finalised by the advertised timelines
You are currently enrolled
You have outstanding grades
Professional placement / Industrial Experience processing/ Industry Based Learning / grades are not complete
Incomplete Contrary to program Rules application
You have not submitted an early exit application via MySR for double degree programs or integrated programs
You have advanced standing or program transfer details still pending
Cross Institutional details are not finalised
Your post census miscellaneous unit is not finalised and transferred by the advertised timelines
You were given an extension to submit work and results not finalised by advertised timelines
You have not met program requirements by the advertised timelines (regardless of cps achieved)
Cross Institutional study results are post our advertised timelines, unfortunately we are unable to extend our timelines
Delays in processing marks
You have not received an honours level for honours programs
You have not met program requirements by the advertised timelines (regardless of cps achieved)
Cross Institutional study results are post our advertised timelines, unfortunately we are unable to extend our timelines
Delays in processing marks
You have not received an honours level for honours programs
Change of Grade no processed by advertised timeline
Program variation not finalised on student record
Enrolment issues not finalised
You are doing the GPA neutral scheme (2021 only)
Submitted documentation for a review of grade

If you have outstanding details, please contact your Academic Program Advisor requesting them to finalise outstanding details to enable you to move forward in the graduation process.

Check Award & Completion details (Specialisations, Honours Class, Medal)

Please check that your specialisations are shown correctly (Majors, Minors etc.). Please remove any that you will not complete as this will block you from completion if incorrect
Testamur Majors will be shown on your testamur (degree certificate) and the Australian Higher Education Graduation Statement (AHEGS).
Non-Testamur Majors and Minors will be shown on your AHEGS only – please refer to the Handbook or your Academic Program Advisor if unsure.
If you have completed study allowing you to graduate with Honours, check that your level of Honours has been added to your record. If your level of Honours is not reflected on your record, contact your Honours Coordinator promptly to ensure the information is added by the advertised timeline.
If you believe you have met the requirements to be awarded Distinction or University Medal, check that this has been added to your record. If you are unsure whether you are eligible to graduate with Honours, Distinction or a University Medal, refer to the Graduation Policy / Document / Policy DDS

Check personal and contact details

You need to check your full legal name as held in your student record. You can view your legal name by checking Name on Testamur in MySR. Your full legal name is what appears on all of your official documents from the University including your Testamur (degree certificate) and the Australian Higher Education Graduation Statement (AHEGS).

If you need to change your legal name, you will need to complete the following form.

Changing your personal details

Notify the Student Completions Team via email studentcompletions@westernsydney.edu.au immediately once you have completed the above steps to notify us that you have submitted correct documentation for your name to be changed or charges may be incurred for any changes.

Please note that No titles or brackets will be printed on the testamur.

You must also ensure that all your contact details are accurate in MySR to receive important graduation information and documents.

Submit Your Thesis Before Graduation

Are you a research student? If you are a Research graduate, you must follow communication and details as provided by the Graduate Research School (GRS) ensuring all documentation is submitted to them by the timelines. If all details are not finalised and provided to GRS and any outstanding administration details may result in your conferral being delayed until the following round.

3. Conferral

Conferral is the official University process by which students degrees are awarded after final University approval. You are considered a graduate of Western Sydney University upon your conferral date. This is not your ceremony date. If you are wanting ceremony information please contact Graduation Ceremonies | Western Sydney University

4. Graduation Documents

You will receive communication with information on how to order and pay for your graduation documents online once you are deemed eligible for completion. Documents will be mailed to your nominated address by registered post as per information we will provide in our emails (usually 4 weeks post conferral). Graduation documents include your Testamur (degree certificate) and the Australian Higher Education Graduation Statement (AHEGS).

Note: You will not receive your graduation documents at your graduation ceremony.

Congratulations! Successful completion of all these steps makes you a Western Sydney University Graduate and you are now one of our Alumni. Find out everything our Alumni team can do for you at Alumni.

Program Completion and Conferral

Are you ready for Program Completion and Conferral?

1. Program Completion

Deadlines

Early Exit, Diploma or one component of your double degree

2. Eligibility Review

Finalise Holds (Encumbrances)

Have all outstanding results resolved

Check Award & Completion details (Specialisations, Honours Class, Medal)

Check personal and contact details

Submit Your Thesis Before Graduation

3. Conferral

4. Graduation Documents

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