Overview of Program Completion and Graduation

Are you ready to Graduate ?

In order to complete your program and graduate from Western Sydney University, there are 5 main steps to go through to ensure you have a seamless experience.

Graduation Flowchart

1. Apply to Graduate

The University has reintroduced an Application to Graduate form from May 2022 onwards, in order to ensure students have a way to express their interest in our next Graduation round. Applications to Graduate for the ceremonies taking place in September 2022 have now closed. Applications for the next round of Graduations will be available here later in 2022.

You may have received previous advice that the University no longer requires you to apply to graduate. Although it was our intention that students are identified automatically by our student management system, this process is not yet fully operational.

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

Your application is assessed by the University to confirm that you meet the program rules and are eligible to complete your degree.

All applications for September graduation ceremonies will be reviewed in July following the Autumn session results release.

If our records show that you have not completed or have not met the program rules, you will not be eligible for September graduations and may be required to apply to graduate for a future round.

If you apply to graduate and are deemed ineligible, you will receive an outcome including what is required for you to complete your program.

If you are deemed to be eligible to graduate, you must ensure the below is finalised to be on track to progress to Step 3: Conferral. You will receive communications from the University prompting you to do this.

Finalise Holds (Encumbrances)

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

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 Graduations Team by submitting a Western Now (opens in a new window) ticket selecting “student service” “student administration” and then “graduations”.

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
  • You have advanced standing or course 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 course 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 courses
  • You have not met course 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 courses
  • Change of Grade no processed by advertised timeline
  • Course 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.).
  • 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 Graduations Team via email graduations@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). To be included in the next official conferral round your completion details must be finalised by the date provided by GRS otherwise your conferral may be delayed until the following round. Please contact the Graduate Research School to confirm details of conferral rounds Contact GRS (opens in a new window)

3. Conferral

Conferral is the official University process by which students degrees are awarded. You are considered a graduate of Western Sydney University once your conferral date has passed. Once you are conferred, you will be able to order your official Graduation Documents. You will also be invited to attend a Graduation Ceremony.

4. Graduation Documents

You will receive an email inviting you to order and pay for your graduation documents online. They will be mailed to your nominated address by registered post in September and October (unless your award was conferred in June, and then your documents will be posted in late-July). 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.

5. Graduation Ceremony

All conferred students will receive an invitation to attend the next round of graduation ceremonies, which will be held between 10 and 17 September on the Parramatta South campus.

You can decide to either:

Attend the ceremony;

If you choose to attend your graduation ceremony, you will receive emails from the University with details of your ceremony date and time. You will need to pay for your ceremony and regalia hire to attend your ceremony. You can bring a limited number of guests which will be confirmed in your ceremony allocation email.

Students are allocated to ceremonies according to their program, and therefore unable to choose the ceremony date and time. There are many factors involved in scheduling ceremonies for certain dates/times that makes catering for individual requests impossible – i.e. Officiating Party availability, mapping of certain courses to align with school ceremony allocations, venue availability and capacity.

The cost for attending a ceremony is $110 (including GST), which is paid to Silver Rose and includes regalia hire. You will receive information about this via email in August. Please note that the payment for Academic documents is separate to the ceremony fee.

Defer the ceremony; or

Deferring your ceremony means that you are nominating to attend the next round of graduation ceremonies. You can only defer your ceremony attendance once. If you choose to defer the ceremony, you will be invited to attend the first ceremony round in 2023 (likely to be April 2023 in line with the Academic calendar).

If you choose to defer and don’t attend the next graduation ceremony, you will graduate in absentia.

Graduate in absentia

This means you decide not to attend your ceremony. You will not be required to pay for the ceremony since you will not be attending it. You will still be considered as a Western Sydney University “Graduate”.

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.