Frequently Asked Questions

Frequently Asked Questions

Frequently Asked Questions

Frequently Asked Questions

Updated: 18-Sep-2020 7:30 AM

Did you consult graduating students about changes to the graduation ceremonies?

In response to provincial directives regarding events and mass gatherings during the COVID-19 pandemic, a virtual spring graduation ceremony for the Class of 2020 was held on Wednesday, June 17, 2020 for UBC Vancouver and UBC Okanagan. As restrictions on events and mass gatherings continue, as mandated by public health authorities due to COVID-19, the Fall graduation ceremony will be held virtually as well.

The virtual ceremony will be an opportunity for all graduates, guests, faculty, staff and the UBC community to gather together online to celebrate the achievements of graduates. The virtual ceremony will hold many elements our in-person ceremonies include, and some different and unique elements. Attend the virtual ceremony here: https://virtualgraduation.ubc.ca/

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What is a virtual ceremony?

The virtual ceremony will be an opportunity for all graduates, guests, faculty, staff and the UBC community to gather together online to celebrate the achievements of graduates. Links to view the virtual ceremony will be available on the graduation website one week before November 25: https://graduation.ubc.ca/schedule/

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How can I watch the virtual ceremony?

The virtual ceremony will be broadcast at https://virtualgraduation.ubc.ca/vancouver and on YouTube, Facebook and Panopto, a platform that is accessible from many countries. Links to these streams will be posted at https://virtualgraduation.ubc.ca/vancouver one week in advance of the ceremony. The broadcast is one-way – you are not required to appear on camera. We hope you engage in the ceremony by commenting during the stream, sharing on social media with #UBCgrad, and submitting your photo and/or video message to StageClip by November 16 to create a free personalized video for you to share with family and friends.

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How can I create my free, personalized commemorative video clip with StageClip?

To help commemorate your graduation, you’re invited to add your photo and/or video message to a free personalized clip that has your name and degree for you to share with family and friends. Please submit a text, photo and/or video message at https://upload.stageclip.com/. See FAQ’s related to StageClip. Your message will be inserted into a video clip, which will be available to download following the ceremony on November 25th https://virtualgraduation.ubc.ca/vancouver. The deadline to submit your message is November 16, 2020 at 11:59 p.m (PST). Watch a sample clip at https://youtu.be/uodaOX33lLU.

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I am a Spring 2020 graduate; how do I access my StageClip slide?

The Spring 2020 graduate slides can be accessed at https://ubc.stageclip.com until December 31, 2020.

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Where will virtual ceremonies be held?

The virtual ceremony/ceremonies will not be held at the UBC Vancouver campus. Attend the virtual ceremony here: https://virtualgraduation.ubc.ca/

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When is my virtual ceremony?

There will be one virtual ceremony for all graduates of the UBC Vancouver campus. The ceremony will be on Wednesday, November 25.

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Will I be able to wear graduation regalia for the virtual graduation?

All graduating students will have the option to rent regalia (Mortar board hat, hood and black gown) or purchase souvenir academic regalia, which includes a mortar board hat and black gown, to wear for the virtual graduation ceremony. For more information on these options, please visit https://graduation.ubc.ca/students/. If you have further questions about the regalia purchase and rental options, please contact alphaomega@gaspard.ca.

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Can my family view the virtual ceremony?

All graduates and their family and friends can view the virtual ceremony. Attend the virtual ceremony here: https://virtualgraduation.ubc.ca/

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Is there a limit to how many family members can view the virtual ceremony?

There is no limit to the number of family members who can view the virtual ceremony. The more the merrier.

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Can my family around the world view the virtual ceremony?

The virtual ceremony will be made available for you and your family to view, just as our previous live ceremony webcasts were available on the UBC graduation website, YouTube, Facebook and Panopto, a platform that is accessible from many countries. Links to these streams will be posted at https://virtualgraduation.ubc.ca/vancouver one week in advance of the ceremony.

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Will the virtual ceremony be available to view at a later date?

All past ceremonies are available to view on the archived webcast page of the UBC Graduation website. We will post the virtual ceremony on the same page for you to view at a later date.

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My family has booked travel – what about refunds?

Unfortunately, we do not issue refunds for travel.

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How will I receive my diploma?

Diplomas will be couriered to graduating students at no cost if your address is provided before January 31, 2021. Log-in to SSC, under the Graduation tab click ‘Courier my Original Diploma’. You will be able to provide the address where you would like your diploma couriered to. In order to receive your diploma by courier, you must provide us with a destination address (even if your address is already in our system). If you do not provide a destination address, your parchment will be held at UBC. We are aiming to begin the couriering process starting early December. Thank you if you have already submitted your courier request.

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When will I receive my diploma?

We are aiming to send out parchments starting late-June (at no cost to you). Please allow extra time for processing and delivery. If you require proof of graduation sooner, you can print off a confirmation of graduation letter or order an official transcript. Both of these documents can be printed or ordered through your SSC account.

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Why has my status changed in the SSC to “not attending graduation ceremony”?

All graduating students have had their applications updated to “not attending”, with diplomas for courier. This is to facilitate distribution of the diplomas as soon as possible after approval of graduation.

All students will be included in the virtual ceremony and when we are able to begin the planning for the in-person ceremonies, graduates will be contacted with information.

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I’ve applied to graduate in November, and want to withdraw my application and reapply to graduate in Spring.

Unfortunately, students cannot withdraw their November graduation application. If you want to withdraw for academic reasons, please consult with your faculty advising office. If you have further questions about your application, please email Enrolment Services at graduation@ubc.ca.

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Do I have to participate in the virtual ceremony?

No, participation in the virtual ceremony will be optional.

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Can I attend the virtual ceremony if I’m marked as not attending for the original in-person ceremony in the SSC?

The virtual ceremony is open to all to attend and view.

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What about graduation photography?

As the graduation ceremony will be virtual, graduation photography will not be provided. Graduates are welcome to make their own arrangements for photography with their preferred vendor.

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Can I still get photos taken for my graduating class composite photo? What is the deadline to submit my photo?

The portrait studios are following directives of the health authorities and will be in touch with those who have booked appointment times. Each department or student society makes separate arrangements for grad class composite photos. Please contact your department or student society directly for more information on deadlines.

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I heard there will be an in-person ceremony. What are the details?

We are working on planning for the in-person ceremony when it’s safe to bring people together again. Further details will be available at www.graduation.ubc.ca and www.graduation.ok.ubc.ca.

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Frequently Asked Questions

Frequently Asked Questions

Frequently Asked Questions

If you have any other questions not answered here, please contact UBC Ceremonies & Events.

How do I get my composite photo (Grad class) and graduation photos?

  • Each department makes separate arrangements to have composite photos that are often framed and hung in their premises.  Please contact the undergraduate coordinator in your program for more information.
  • The Ceremonies Office (that’s us) works with Grad Images on your graduation day.  Each graduate for whom Grad Images has an email and/or mailing address should receive a copy of their proofs within a few days.  Grad Images’ Customer Service Department will assist you with anything you need regarding your photos:  (800) 261-2576, online at www.gradimages.com, or email giservice@gradimages.net.

To attend graduation, my family needs a letter of invitation for their visa applications.  Can you provide this?

UBC does not provide invitation letters.  You can write a letter yourself, inviting your family to come to your graduation.   A template for a letter of invitation can be found here
‘Program Completion letters’ to be included as proof of graduation can be downloaded from the student service centre under ‘grades’ or provided by your Faculty.

How can I get my diploma?  My plans changed and I wasn’t able to attend my ceremony.

All diplomas are handled by Enrolment Services at Brock Hall.  To have your diploma mailed or pick up in person,  please contact Enrolment Graduation or call 604-822-9836.

I am graduating with a Dual Degree, what are my options for attending the graduation ceremonies?

Scheduling of Dual Degrees is handled on an individual basis.  You must contact Enrolment Graduation

I am graduating with a Double Major, which ceremony should I attend?

You have been assigned to attend the ceremony for the first major that is listed on your student record; e.g. if your double major is French and Economics, you are assigned to French.  To check your student record, log into the Student Service Centre (SSC), select “Registration,” and then “My Program.”

I am not able to attend my graduation ceremony this term (Spring/Fall). Can I attend the next one around?

Students should attend the ceremony for which they are graduating. Extenuating circumstances around ceremony scheduling should be directed to Enrolment Graduation.

My degree is listed incorrectly, what should I do?

Contact the Graduation department of Enrolment Services at Enrolment Graduation.

How long do the ceremonies last?

Ceremonies run approximately 75 minutes, depending on the number of students graduating.

Can I use tickets from a classmate who is not attending graduation?

Due to the large number of graduates in some ceremonies, we would appreciate if you would return unused tickets to the Chan Centre Ticket office. If you are unable to bring the tickets in person, please email chan.tickets@ubc.ca.

I have tickets, but now I find that I am ineligible to graduate – what do I do with my tickets?

Due to the large number of graduates in some ceremonies, we would appreciate if you would return unused tickets to the Chan Centre Ticket office. If you are unable to bring the tickets in person, please email chan.tickets@ubc.ca.

How do I get extra tickets?

Due to the large number of graduates in each procession and limited seating, each student can request up to a maximum of two (2) guest tickets (graduating students DO NOT require a ticket for themselves).
After the ticket request deadline has passed, the UBC Ceremonies Office in conjunction with the Chan Centre for the Performing Arts makes every effort to provide extra tickets if available. More information is posted on the Grad Tickets Request page when available.

Are my tickets for reserved seats or general admission?

Seating for all graduation ceremonies is GENERAL ADMISSION and is on a first-come, first served basis.

Do my guests need tickets for Congregation? Even small children?

Yes. Each guest, including children and infant who might sit on your lap, needs to have a ticket.  The ticketing system is designed to ensure everyone’s safety; Fire Regulations dictate the maximum number of people, big or small, who may occupy the room at one time.

I cannot pick up my tickets in person, what can I do?

If you are unable to pick up your tickets they will be held for you up to 30 minutes before the start of your ceremony. Please note we encourage everyone to pick up their tickets early to avoid long lineups and delays.
If you are unable to pick up your tickets in person, a friend or family member may pick them up for you as long as they have:
a copy of your student card

What is the Stand by line up?

If your ceremony is sold out, your guests are welcome to come early and wait in the Stand by line up in case last-minute non-attendance.   It is recommended that you line up at least half an hour before the ceremony begins.

I am a person with special needs – who should I contact?

For further information concerning arrangements for special needs (i.e. mobility assistance, captioning, interpreting services, etc.) please contact the Centre for Accessibility at 604.822.5844 at least two weeks prior to your ceremony.
For information concerning special needs parking arrangements please call UBC Ceremonies & Events at 604.822.2484.

I am confused about my graduation status on my SSC?

For all inquiries about your graduation status (Applied, Approved, Not approved, Pending and Pending Approval).  Please contact your faculty advisor.

I am not able to attend my ceremony, what should I do?

Inform Enrolment Services by emailing them at Enrolment Graduation.

My plans have changed, and I want to attend graduation, but the option to apply through my CWL is no longer available. What can I do?

Email your request to Enrolment Services at Enrolment Graduation.

What is a procession number?

This is the order in which you’ll cross the stage at your ceremony. Your procession # is listed in the Graduation Summary Details in your Graduation Application. Access your Graduation Application to find your procession number.

I have not rented my gown yet, what do I need to do and who do I contact?

Please contact UBC Bookstore Gown Rentals at gown.rentals@ubc.ca.  For full information, please visit the UBC Bookstore’s student gown rental FAQ page.

Where should my family and friends meet me after the ceremony is over?

During spring congregation, the reception takes place at the Flagpole Plaza after each ceremony. Your guests can meet you at the following booths:

  • UBC Bookstore tent
  • GradImages Photo tent

During fall congregation Flagpole Plaza is still the best place to meet with your friends and family, from there you can walk over to the Robert H. Lee Alumni Centre for the reception.

I graduated from UBC Okanagan and moved to Vancouver.  Can I receive my degree at a ceremony in Vancouver?

Unfortunately, students must attend ceremonies at their home campus.

Are the ceremonies videotaped or photographed?

All ceremonies are photographed and videotaped. For information regard ordering a video of your ceremony please go to this page, where you will be taken to an online order form

What should I wear?

Glad you asked!  Rule of thumb – wear what would make your parents proud, and remember, you’ll be looking at these pictures for a long time.
You will be given a loose-fitting, black, below-knee-length gown to wear over your street clothes. The gown is warm, and it will cover most of your clothing, but your collar (and necktie) will be visible, as will your legs and feet, especially when you walk across the stage to receive your diploma.  Handbags are not part of the academic regalia; if you must bring one, you will be asked to leave it at your seat.  Some prefer to bring a very small one with a shoulder strap that can be worn underneath the gown.

Are cameras and video recorders allowed at the Graduation ceremony?

Yes, your guests can bring their cameras and recording devices as long as they stay at their seat while doing this.

I am a UBC graduate and I would like to purchase UBC’s official regalia (i.e. hood, cap and gown). Where can I purchase this?

You can purchase UBC regalia (i.e. gowns, hoods, caps, Ph.D. regalia, etc.) at Gaspard & Sons Ltd.