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

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.

2. Eligibility Review

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

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.

Related Links

• Academic Documents
• Award Verification Service
• DFAT Documents
• FAQ’s