Academic Services

Graduation: The 'Conferring of an Award' application form

The ‘Conferring of an Award’ application form is sent via post to students that are eligible to graduate

The ‘Conferring of an Award’ application form must be submitted whether you intend to be present at a graduation ceremony, graduate ‘in absentia’, or defer your graduation.

Applications to attend a ceremony postmarked after the specified due date will not be accepted.

Upon receipt of your completed application form an acknowledgement email will be sent to your La Trobe student email account.

How to fill in and submit the 'Conferring of an Award' application form

Attending the ceremony

Your allocated ceremony date, time and venue location appear ‘Conferring of an Award’ application form in Section 3 (Ceremony Details). If you want to attend your allocated ceremony, tick the ‘graduate in person’ box and confirm the location.

If you are unable to attend your allocated ceremony you may wish to graduate ‘in absentia’ or defer to a ceremony next semester or next year (please read below).

Graduate ‘in absentia’

If you are unable or do not wish to attend a graduation ceremony you can choose to graduate ‘in absentia’.
 
Your award (degree) will be conferred ‘in absentia’ at the ceremony and the testamur forwarded by receipted mail within Australia or via the DHL courier service overseas. If you would like to collect your testamur please indicate this on the form. Testamurs will be mailed or be available for collection within 4 weeks of the graduation ceremony date.

Please note: An award may only be conferred once. If you graduate ‘in absentia’, you will not be eligible to attend a ceremony at a later date.

Testamurs will be available for collection or posted only to those who have returned their ‘Conferring of an Award’ application form or written/emailed the Graduations Unit with a request to issue the testamur.

No payment is required if you are graduating ‘in absentia’.

Defer your Graduation

Defer for honours or further studies: Graduands intending to pursue an honours degree (e.g. BA going on to BA Hons) or postgraduate students who are articulating to a higher qualification (e.g. GradDip Art Therapy articulating to Master of Art Therapy), at La Trobe University should select to defer their graduation for honours or further studies. When you are eligible to graduate with the higher degree you will be sent a new ‘Conferring of an Award’ application form.

Defer to a ceremony next Semester/Year: If you are unable to attend your graduation ceremony, but wish to attend a graduation ceremony at a later date, please indicate the semester, year and campus location. A new ‘Conferring of an Award’ application form will be sent to you in January if you elect to graduate in Semester 1 (Autumn) or in August if you elect to graduate in Semester 2 (Spring).

Please note: Semester 2 (Spring) ceremonies are normally held in October at the Bundoora Campus only.

No payment is required if you are deferring your graduation.

Personal Details

To ensure you receive your guest tickets and further information regarding graduation, changes to your correspondence details should be noted on your ‘Conferring of an Award’ application form in Section 1 (Personal Details).

Graduation Details

Graduation Name: The name that appears on your ‘Conferring of an Award’ application form in Section 2 (Graduation Details) is taken from your student enrolment record. This name will be printed on your degree testamur and in the graduation program.

Requested changes to your name must be supported by a certified copy of documentation that clearly shows how your name should appear.

Acceptable documentation includes: passport, marriage certificate, birth certificate/extract, drivers licence, change of name certificate etc. Changes requested without supporting documentation will not be processed.

Department or Major Study: This information is from your student record. If you believe this information is incorrect you must contact your school/faculty administration office to request an amendment to your record.

Previous Qualifications and Thesis Title: This section is applicable to PhD and Professional Doctorate graduands only. If your listed qualifications are incorrect or do not appear on the form please provide details in the space provided and attach a certified copy of either your testamur or academic transcript for verification.

If your thesis title is incorrect please contact the Research Services Office.

Graduation Information

Height: Provide an estimate of your height for gown hire.

Pronunciation: If you are attending a ceremony and believe the Dean may have difficulties pronouncing your name please complete Section 7 (Pronunciation) on the back of your ‘Conferring of an Award’ application form.

Special Assistance: Tick 'yes' if you or your guests require special assistance (e.g. wheelchair access, AUSLAN interpreter) and provide details in Section 8 (Special Assistance) on the back of the ‘Conferring of an Award’ application form.

Guest Tickets

Each attending graduand will be issued with TWO guest tickets. If you would like to request additional tickets please indicate the number of extra tickets desired in the space provided.
 
Please note: Additional tickets are subject to availability and are not guaranteed. To avoid disappointment please do not request an excessive number of additional tickets. Graduands do not require a ticket.

Ticket packs will be forwarded by mail to postal addresses in Australia approximately two weeks prior to the graduation ceremony. Graduands with an overseas postal address will have ticket allocation and ceremony information details sent via email.

Graduation Fee

The attendance fee includes the hire of academic dress and light refreshments after the ceremony. If you are attending a graduation ceremony you must enclose payment when you return your ‘Conferring of an Award’ application form.

Payment can be made by providing a valid MasterCard or Visa credit card number and expiry date in Section 5 (Payment Details) or by sending a cheque/money order made payable to La Trobe University with your application form.

Academic Dress

If you have purchased or already own the appropriate academic dress the graduation fee is $46. Please Note that black gowns are not acceptable.

Examples of La Trobe academic dress along with a list of La Trobe academic regalia colours can be viewed here

If you wish to purchase your academic dress or have any questions regarding the processing of the graduation fee please contact the
Academic Gowns Officer via email: a.domantay@latrobe.edu.au or phone: +61 3 9479 2456

Outstanding Monies

Graduands who owe money to the University are not entitled to have their award conferred.

Details of any monies currently outstanding are indicated on the ‘Conferring of an Award’ application form in Section 4 (Outstanding Monies). It is your responsibility to ensure that any debts, including those incurred after printing of the ‘Conferring of an Award’ application form, are paid.

If you have a library fine, overdue fees, an unpaid student loan or other financial encumbrance your testamur will not be issued. Please contact your local student administration office for advice on payment options.

                                                                                                          
Declaration

To certify that all of the information provided is accurate, please sign and date the form in Section 6 (Declaration) before returning it to the University.

Returning the Form

If you have been sent a Reply-Paid envelope, please use this envelope to post your form back.

You can return the form in person to the Student Centre (Level 2 David Myers Building) or the Guild Office (upper level, Union Building)

You can scan-email the form to graduations@latrobe.edu.au or,

You can fax the form to +61 3 9479 1994

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