Graduation & Convocation: FYI for Student Advisors

General Information  |  Adding graduates and/or creating new SGASTDNs
E-mails to students who have declared their intent to graduate

General Information

  • The Registrar’s Office uses students’ umanitoba e-mail addresses for its mass communications with students. This includes all e-mails sent from the Convocation staff regarding graduation and convocation.
  • Please advise your students to confirm their addresses and phone numbers in their Aurora records to make certain that they are current and correct.
  • The Convocation staff distributes flyers to offices around campus (including faculty offices) to be posted in high student traffic areas. These flyers remind upcoming grads to declare their intent to graduate and to advise them that info is sent to umanitoba e-mail addresses. Thank you so much for posting these in your area!
  • All information and instructions regarding Convocation are on-line. We do not mail hard copies of any Convocation information to graduating students.
  • The Registrar’s Office does mail a letter (over Neil Marnoch’s signature) advising graduands that they have been approved by Senate to graduate. This letter typically goes out within 5 business days of the May, October, and February Senate meetings.

    We do not advise students if they have not met the requirements.


Adding graduates and/or creating new SGASTDNs

  • We ask that you make every effort to add graduation information to students’ records as the requests come into your office. If you are unsure of any details regarding that process, please feel free to contact the Convocation office.

    Please note that only ONE SGASTDN record should have a graduation information on it. If you create a new SGASTDN for any student, please make sure to delete the grad information from the old record. This is the only way to ensure that students will not receive multiple e-mails indicating that they are receiving multiple degrees. It will save you phone calls in the long run!
  • Please do not schedule deferred exams or supplemental exams for pending graduates after Senate approves your list. You have 48 hours after Senate meets to add students’ names to your list of graduands. Only under extenuating circumstances can names be added after that time.
  • Any students who are added after the grad list has been submitted to the Convocation Coordinator MUST be directed to the Registrar’s Office to pick-up a hard copy of their e-mails, to verify their full legal names, and to verify the accuracy of the degree that Aurora shows as being earned. No e-mails are sent to these students.


E-mails to students who have declared their intent to graduate

  • 3 e-mails are sent to upcoming grads. Each e-mail clearly states that it is not a confirmation of their eligibility to graduate. We begin sending these e-mails approximately 8 weeks prior to graduation/convocation.
    • The first contains general information telling them about the process, referring them to the Convocation website and the FAQ. This first e-mail also gives us a chance to identify e-mail addresses with problems, allowing us to attempt to contact the students and help them access their information.
    • The second e-mail asks students to confirm their full legal name and the degree that they are expecting to receive. They are advised to check their Aurora records to confirm major, minor, concentration, and programs (e.g., cooperative programs).
    • The third e-mail has 3 sections: information for ALL graduates, information for those who will not be attending convocation, and information for those who will be attending convocation. It is this e-mail that includes the link for them to order academic attire and to confirm that they will be attending convocation.
  • Our experience has shown that students miss these e-mails for one of 3 reasons:
    • They have not claimed their umanitoba account.
    • They have forwarded their mail to a personal account. N.B. Please do not encourage your students to forward to any personal account. The e-mail is often considered by these providers to be spam; and, as you are aware, umanitoba e-mails have been banned by some hosts. As well, sometimes these personal accounts have been closed. We have no way of identifying these students.
    • They do not maintain their umanitoba accounts – full mailboxes mean no new e-mails can be delivered and students do not receive their information.
  • The e-mails are sent to 3 different groups of people. The first is the largest – students who have declared graduation by the deadline. Two more groups are created to catch any students who have declared their graduation through your office after the self-declaration date has passed. This catches all students who appear on the grad list that you send to Convocation.


Updated June 19, 2018.