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:

  • 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
  • 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.
  • 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 all finalised (you must not have any pending grades eg. NA, N, I, J grades as these will stop you moving forward to completion - please speak to your school and have them update your record), check you have all majors/minors correct on your record, if they are not listed they will not appear, if you have one that you are not eligible for, this will block you moving through to completion.  If unsure contact your academic to confirm they are correct prior to deadlines (or contact studentcompletions@westernsydney.edu.au prior to deadlines to move to a future conferral round) if you leave it and details are incorrect, it cannot be changed once deadlines have passed.
  • If you have studied outside the program study path (eg. completed a unit in placement of another) you may require Contrary to Program Completion assessment. If your MySR is showing you have not met requirements and you believe you have, please speak to your Academic Program Advisor as they may need to submit CTPR for you.  If this is not finalised by the deadlines you will be assessed for a future conferral round.
  • If there are any outstanding fees or program requirements (including pending grades, outstanding credit) by the advertised timelines your student record will not be completed for the upcoming conferral round.  It is your responsibility to ensure all details are correct on your student record.  Anything outstanding needs to be finalised by the advertised timelines.
  • If you apply for a Review/Change of Grade or Supplementary assessment you will be uncompleted and moved to a future round.  You must apply through the official channel, if you do not, and we are not aware of the change of grade your documents will reflect the old grade and is unable to be changed.  If you do not go through the official channel you will need to email studentcompletions@westernsydney.edu.au to advise us to enable us to put a hold on your completion/conferral as details are unable to be changed if you are conferred.
  • 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.
  • Please make sure  you have all your eligible Majors/Minors/Concentrations selected, this is your responsibility to ensure they appear on your record, if you have any that you are not eligible for this will block you from moving to completion, you must remove these by the deadlines to be assessed for completion. Information must be correct, seek school advise if you are unsure.
  • 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.
  • 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) or any other holds on your student record.  If your contact details, name are incorrect or showing an active hold, please email studenthub@westernsydney.edu.au to inquire how to make changes, the graduation team is unable to make these changes
  • 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.

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 (when advertised) 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.

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 October 2023 and January 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:

  • Your student record and ensure y our 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). You must do this by submitting correct certified documentation to the student hub on any campus –  please refer to the Change of Personal Details webpage).  Any late changes will incur a replacement change of name testamur fee.
  • 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.
  • Keep checking your student record 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.
  • If you know you have studied outside program 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 DW 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 you will 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.

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 October conferral

Timeline for January conferral

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

27 September 2023 (please refer to other timelines below)

Students enrolled in Spring – You will receive emails from the night of the Wednesday 29 November – results on MySR is Friday 1 December.  You will be assessed as of the results in your results email.  No result you will not be included in assessment.

(please refer to other timelines below)

For students who studied outside Spring session – ie completed a session prior to Spring – your student record must be ready for assessmentMonday 20 November 2023 (no extensions)

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, 8 September 2023

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

Email to students

  • to advise you may be   close to completion and are under assessment, however it appears you have   details outstanding which you need to finalise by the deadlines
  • to advise you are   sitting at 95% or more in Degree Works.    This is to remind you to submit any outstanding documentation or check   your majors are correct that may be preventing you from meeting the 100% in   Degree Works(ie transfer credit, have incorrect majors on their record, have   not entered a compulsory major).

Are you ready for completion email will be sent by end of day, week ending Friday, 8 September 2023

You need to have your student record fixed and sitting at 100% by close of day Friday, 22 September 2023

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 close of day as of the above timelines for either Spring enrolled students or students who completed outside Spring session

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, 8 September 2023

Any hold needs to be removed by end of day Tuesday 19 September 2023 (this is removed, not actioning) 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 ending Friday, 10 November

Any hold needs to be removed by end of day Monday, 20 November 2023 (this is removed, not actioning) 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

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).

These need to be submitted through your MySR by end of day 22 September 2023.  You must believe you will have completed the program requirements by advertised 27 September 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 Monday, 20 November 2023

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 6 October 2023.

Students to respond with any errors by end of day Wednesday 11 October.  If no response to email, conferral will be as per information provided in your communication and no changes after this date are permitted.

Name changes need to be submitted to student hub by end of day Monday, 9 October and processed by 11 October 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 what the change is 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 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.

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 what the change is 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 Thursday 26 October 2023

End of day Wednesday 24 January 2024

Email to students to advise they are now conferred

End of day week ending Friday 3 November 2023

End of day week ending Friday 2 February 2024

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

Will be posted by end of week 17 November 2023

Will be posted by end of week 16 February 2024

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

To be confirmed, current date will be 30 November 2023

To be confirmed, current date will be 1 March 2024

Ceremony

If you are conferred in October 2023, this will be aligned to a ceremony in 2024 - this is not managed by the graduation team you can check the https://www.westernsydney.edu.au/graduation

You will receive further communication about graduation ceremonies leading up to the event. Any questions please reach out to the Student Services Hub via our form.

If you are conferred in January 2023, this will be aligned to a ceremony in 2024 - this is not managed by the graduation team you can check the https://www.westernsydney.edu.au/graduation

You will receive further communication about graduation ceremonies leading up to the event. Any questions please reach out to the Student Services Hub via our form.

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:

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.

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.

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.

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.