How do I know when I will graduate?
How will my name be printed on my testamur?
My name on my Graduation invitation is incorrect, how do I have it corrected?
I am not able to attend my Graduation ceremony
How can I get my testamur before my Graduation ceremony?
I didn't attend my graduation ceremony, how do I get my academic records?
Can students have their graduation documents sent to them?
Can I attend a later Graduation date or an overseas ceremony?
I have a library fine or a debt to the University, can I still attend a graduation ceremony?
When will I receive an invitation to my Graduation ceremony?
How much does it cost to attend my graduation ceremony?
What is included in the Graduation Package?
Completing the online Graduation Ceremony and Academic Dress Registration Form
What date to I have to RSVP by?
I have registered to attend Graduation but am now unable to attend
How do I purchase academic dress?
What do I wear under my Academic dress?
What colour is my Academic Dress?
Can somebody else pick up my Academic Dress?
Will there be assistance with wearing Academic Dress?
What time is my Graduation Ceremony?
How many guest tickets are available?
Are my guest tickets posted to me?
Can children/babies attend graduation ceremonies?
I/my guest has mobility difficulties/hearing or vision impairment
What time do I need to arrive for my Graduation Ceremony?
Can my guests take photos and video during the ceremony?
What is the Graduate Reception and where is it held?
How do I know when I will graduate?
When you have completed all the requirements of your degree program, the Faculty looking after your program will qualify you and send you an email to confirm your eligibility to graduate.
If you are eligible, you will be sent an invitation to a Graduation ceremony date approximately 6 weeks prior to your ceremony via email to your UoN email address (in myHub), and through Australia Post.
The invitation will direct you to the Graduation website where you will register if you will or will not be attending or wish to defer your graduation ceremony (for up to one year).
Please ensure that your contact details are current at all times on myHub and you continue checking your UoN email account. Information may be sent to you for several months following graduation.
How will my name be printed on my testamur?
Your name will appear on your testamur and in the Graduation Booklet EXACTLY as it appears in on your invitation to Graduation.
A testamur is a legal document and as such we can only print names that are your legal titles. It must be the same name as your other official documents, i.e. birth certificate, passport, etc. We will not print nicknames, shortened, preferred or diminutive forms of your name, or initials.
UoN Singapore students only:
The above does not apply to UoN Singapore graduates who will have their family name capitalised on their testamur. All documents will be printed in the Western name format of given names, followed by family name.
My name on my Graduation invitation is incorrect, how do I have it corrected?
Your name will appear on your testamur and in the Graduation Book EXACTLY as it appears on your invitation letter. The testamur is a legal document and as such we can only print names that are your legal titles. It must be the same name as your other official documents ie birth certificate, passport, etc. We will not print nicknames, shortened, preferred or diminutive forms of your name, or initials.
If you would like to change your name please complete the Name Change Advice and provide all required documentation. You should refer to the Name Change Guidelines to view the required documentation. You need to submit the form and documentation at least 6 weeks prior to your Graduation ceremony.
Any name changes must be made before your graduation ceremony (even if you are not expecting to attend).
If you do not make changes prior to this, your testamur will include the name printed on your invitation.
I am not able to attend my graduation ceremony
If you do not wish to attend your graduation ceremony you must still complete the online Graduation Ceremony Registration and Academic Dress Form and nominate how you wish to receive your graduation documents. Please note: if you elect to have your documents mailed please allow 6 to 8 weeks after the ceremonies for delivery.
You can also nominate to have your name printed in the Newcastle Herald. (Please note:Â A graduate’s name will only be printed in the Herald if they have filled in the online form and ticked the corresponding box.)
After the Graduation Ceremonies, collection dates and times will be listed on the graduation website if you elect to collect your graduation documents.
UoN Singapore graduates who do not wish to attend the graduation ceremony there is no need for you complete the registration form. You will be able to collect your documents from Singapore campus.
How can I get my testamur before my Graduation ceremony?
If you require your testamur prior to your graduation ceremony, you will need to complete a Request Early Release of Testamur form. There is a cost of $100 and a processing time of up to 4 weeks once you have been completed in your degree.
Please note: applications will not be processed 2 weeks before or during the graduation ceremony period.
UoN Singapore graduates will have their testamurs posted to Singapore campus upon completion and may collect their documents prior to the Graduation ceremony.
I didn't attend my graduation ceremony, how do I get my academic records?
If you didn't attend your Graduation Ceremony and you indicated your preference to collect your graduation documents, they will be available for collection from a Student Hub for a specified time frame, please visit Graduation for details.
After this time the documents will be posted to your mailing address by registered post.
Can students have their graduation documents sent to them?
Students who do not attend Graduation still need to complete the Graduation Registration and Academic Dress form before the RSVP date and select that they would like their documents mailed to them.
These documents will be mailed to the mailing address listed in myHub. If you are an international student and you are going back to you home country before the graduation ceremony, you will need to update you mailing details in myHub.
Graduation documents are mailed out progressively after all the graduation ceremonies have been held. Please allow 4-6 weeks for delivery of your documents.
I'm an international student and need a letter/invitation for my parents to attend a Graduation ceremony. Can you provide this?
International student support can help you with this. Please contact them on International-Reception@newcastle.edu.au
I have a library fine or a debt to the University, can I still attend a graduation ceremony?
Graduates who are indebted to the University (due to outstanding fees and fines) may attend their Graduation Ceremony but are not eligible to receive their graduation documents. Please ensure you clear all debts incurred with the University prior to completing your studies.
Can I attend a later Graduation date or an overseas ceremony?
If you would like to defer your graduation to one of the ceremonies to be held at Callaghan in October or April or would prefer to attend an overseas Graduation Ceremony, please go to the online Graduation Ceremony Registration and Academic Dress Form and click ‘I wish to defer my graduation’. If you elect to defer to a future graduation ceremony, your graduation documents will be held until that ceremony.
Please note: the months listed above are approximate.
When will I receive an invitation to my Graduation ceremony?
The University will send you an invitation to attend a Graduation Ceremony by post and email (to your UoN email) approximately 6 weeks before the Graduation Ceremonies.
This letter will provide details about your qualification and the ceremony you have been invited to attend. It will also contain the RSVP dates and direct you to the online Graduation Ceremony and Academic Dress Form that you will need to complete. The online form will not be available until after invitations have been mailed.
Please note:
- We do not accept late registrations
- If you do not receive an invitation by 4 weeks before the ceremonies, please email graduation@newcastle.edu.au
How much does it cost to attend my graduation ceremony?
Australia: If you choose to hire your academic dress the cost of the Graduation Package is $155.
Singapore: The cost of the Singapore Graduation Package including academic dress hire is SGD$325 (inclusive of SGD$100 refundable deposit).
What is included in the Graduation Package?
Australian Graduation Package:
Your Graduation Package includes:
- Academic Dress Hire
- Your trencher (black cap) as a memento (bonnet excluded)
- A University of Newcastle pin and bag
- Seating for you and up to three (3) guests* at your ceremony in the Great Hall
- Tickets for you and up to three (3) guests* to the Graduate Reception after the ceremony
- Access to an electronic copy of the handshake photograph taken when you receive your graduation documents from the Chancellor. (Please note: when the photo is available, an email will be sent to your UoN email account with details on how to access it.)
If you choose to purchase all or part of your academic dress you will receive the Graduation Package at a reduced priced.
*PhD graduates receive up to six (6) guest tickets in recognition of their achievement
UoN Singapore Graduation Package:
Your Singapore graduation package includes:
- Academic Dress Hire (if applicable)
- 1 Graduate and 2 Guest Tickets* for an official ceremony program and light refreshments
- A complimentary handshake photograph with the Chancellor
- 1 stage photograph and 1 group photo in an exclusive folder
PhD graduates receive up to four (4) guest tickets in recognition of their achievement
Completing the online Graduation Ceremony and Academic Dress Registration Form
When filling in the form you will need to tell us:
- Whether you intend to buy or rent your academic dress
- Your head circumference and height (required for your academic dress)
- If you want your name published in the Newcastle Herald. (This is a voluntary service provided by the Newcastle Herald and publication depends on the availability of column space.)
- How many guests you would like to bring to the ceremony
- whether or not you or your guests have any special seating needs (e.g. mobility or hearing difficulties).
- Your credit card details (only Visa or Mastercard are accepted).
Please ensure you have all of these details before starting the form.
The form must be completed in full and payment made for you to be registered for Graduation.
Registration will open once invitations have been sent out.
What date to I have to RSVP by?
The RSVP date to attend Graduation is on your invitation and the Graduation ceremony webpage. If you do not fill in the online form before this date you will not be able to attend the Graduation ceremony.
Please note: once you submit the form correctly you will receive a receipt number and a confirmation email. If you do not receive these confirmations, your response has not been received and you must contact Ask UoN or phone (+61 2) 4921 5000 prior to the RSVP date.
I have registered to attend Graduation but am now unable to attend
If you find that you are unable to attend your graduation ceremony after you have already registered using the online form, please advise Graduation on (+61 2) 4921 5000 or by emailing
graduation@newcastle.edu.au as soon as possible.
Please note: The cost of the graduation package will only be refunded if the Graduation office is notified 48 hours before your nominated ceremony - email graduation@newcastle.edu.au.
UoN Singapore graduates:
For Singapore graduates, requests for refunds will be considered where extenuating circumstances apply, however a SGD$35.00 administration fee will apply.
How do I purchase academic dress?
Gowns, caps and hoods are available for purchase from Academic Dress Hire, contact details below:
Callaghan campus
Academic Dress
Shortland Building
UoN Services Limited
Callaghan NSW 2308 Australia
Telephone: (+61 2) 4985 4132
Email: ad-hire@newcastle.edu.au
What do I wear under my Academic dress?
Graduation is a formal occasion, please ensure that you come appropriately dressed in semi-formal attire as the gown is open at the front and your attire is visible beneath the gown.
If you wish to colour coordinate clothing and accessories with academic dress, please see the Academic Dress page on our website.
Please note that you will need to negotiate stairs after receiving your degree hence stilettos or excessively high heels are not recommended. These stairs are directly in front of the audience, so short dresses/skirts are also not recommended.
For men, a buttoned shirt and a tie are recommended as it will assist in securing the graduation hood.
Remember, your photograph will be taken as you are presented with your testamur.
What colour is my Academic Dress?
The items of academic dress required for your award are noted in your letter of invitation to graduation. To see a list of academic dress colours visit the Academic Dress Colours web page.
Can somebody else pick up my Academic Dress?
Yes, a third party can collect your Academic Dress on your behalf if they have a letter of authorisation from you (including your student number).
Will there be assistance with wearing Academic Dress?
University staff wearing maroon gowns will be available prior to your ceremony to provide assistance with dressing in the academic dress.
What time is my Graduation Ceremony?
Please go to the Graduation ceremony webpage to see the list of degrees on which day.
The Graduation ceremony allocations by program for the October 2013 Graduation Ceremonies is now available.
How many guest tickets are available?
Up to three (3) guest tickets* are included as part of the Graduation package. You may request up to 3 extra guest tickets at a cost of $15 per ticket, however availability is not guaranteed.
If the purchase of additional guest tickets exceeds the venue capacity, a refund will be given for unallocated guest tickets. Graduates will be advised if they have been unsuccessful in gaining additional guest tickets.
*Research graduates receive up to 6 guest tickets in recognition of their achievement.
Singapore Graduation Ceremonies:
Singapore graduates have up to two (2) guest tickets included as part of the Graduation package. Singapore Research graduates are allocated up to four (4) guest tickets.
You may request extra guest tickets at a cost of SGD$25 per ticket. Â Availability is not guaranteed.
Are my guest tickets posted to me?
No, guest tickets are not mailed out. You will receive your guest tickets at the Registration Desk on the day of your Graduation.
Guest seating at Graduation Ceremonies is not reserved therefore it is advisable that your guests be seated as early as possible when the doors open one hour before the ceremony.
Guests without tickets can view the ceremony from the television screens in the foyer of the Great Hall at Callaghan Graduation Ceremonies and in a lecture theatre at Ourimbah Graduation Ceremonies. Unfortunately, entry to the auditorium is restricted to ticket holders only (due to OH&S requirements).
How do I request additional guest tickets for my Graduation after I have submitted my registration form?
To request additional guest tickets for your Graduation ceremony after submitting the Graduation Registration and Academic Dress Hire form please email graduation@newcastle.edu.au. Additional tickets may be requested at a cost of $15 per ticket but are not guaranteed.
Can children/babies attend graduation ceremonies?
Yes. Small children and babies in attendance must be cared for by a guest of the graduate and are not permitted to sit with the graduate during the ceremony. Children over 2 years will require their own seat/ticket.
Prams and strollers MUST be left in the Foyer during the Graduation Ceremony due to OH&S regulations.
At Callaghan, if infants become distressed during the ceremony, they can be taken by their parent/carer to the Crying Room. The Crying Room is a soundproofed glass booth located at the top of the stairs at the rear of the Great Hall. As seating is limited in this room guests are asked to return to their seat when the child settles.
I/my guest has mobility difficulties/hearing or vision impairment
If you and/or your guests require special needs seating you notify us these requirements when completing the online Graduation Ceremony Registration and Academic Dress Form.
Special needs seating encompasses:
- Mobility and seating difficulties
- Guests with hearing or vision impairments
- Medical Conditions that require seating close to an exit.
If you have nominated special needs seating you may be contacted by Graduation and Prizes prior to the ceremony to discuss your needs.
Guests who have been nominated for special needs seating must present their ticket to the Special Needs Usher (at the rear door of the auditorium) when they are ready to be seated. Guests can enter the Great Hall up to one hour before the commencement of the ceremony.
Disabled car parking - Vehicle access for graduates and guests with mobility difficulties is available at the back of the Great Hall.
Wheelchair access to Great Hall - Wheelchair access to the foyer of the Great Hall is through the front and rear door of the building. Wheelchair access into the auditorium is through the rear door.
Disabled facilities - A disabled toilet is situated between the male and female toilets in the Great Hall, and can be easily accessed from the foyer area. Access to the foyer of the Great Hall is through the front and rear door of the building.
Hearing impairment - Callaghan only - Guests with hearing aids are invited to use the audio loop that is available in the Great Hall. To access this facility, simply select position “T” on your hearing aid.
What time do I need to arrive for my Graduation Ceremony?
You should arrive 1½ hours before your ceremony start time.
What to do when you arrive:
- Collect your academic dress from Academic Dress Hire if you have not already done so, at Callaghan this is located on Level 2, Shortland Building (access is via the ramp in carpark 5).
- Register at the Registration Desk - it is situated in the marquee outside the Great Hall. Here you will collect your ticket with your specified seat number and your guest tickets.
- Distribute guest tickets to your invited guests before you enter the Great Hall. (Their seats are not reserved but they can enter the auditorium one hour before the ceremony.)
- Put on your academic dress before entering the auditorium. University staff wearing maroon gowns situated near the registration desk will assist you.
- Be seated 30 minutes before the commencement of your ceremony so we can brief you on how the ceremony is run. You should enter the auditorium via the front door. Ushers will be available to show you to your allocated seat.
Singapore Graduation Ceremonies:
You should arrive for the Singapore Graduation Ceremonies 1½ hours before your ceremony start time. Once you arrive you will need to:
- Register your attendance.
- Distribute guest tickets to your invited guests before you enter the Hall (their seats are not reserved but they can enter the auditorium one hour before the ceremony).
- Put on your academic dress before entering the auditorium.
- Be seated 30 minutes before the commencement of your ceremony.
Can my guests take photos and video during the ceremony?
Photographs and videoing are permitted in the auditorium but guests must remain in their seats during the ceremony. Remember - you will have access to a digital photo of you receiving your testamur.
What is the Graduate Reception and where is it held?
As part of your graduation package you and your guests are invited to attend the Graduate Reception. At Callaghan, it is held in the Brennan and McLarty Rooms in the Shortland Building.
At the reception you will be served a selection of finger foods and enjoy live music. This runs for approximately 1.5 hours.
Also available at the reception are:
- Individual or group portrait photography
- Testamur framing and plaques
- University of Newcastle memorabilia.
