♦ FINALIST LETTER

• All students who comply with all the requirements for the qualification will be sent an SMS confirming their finalist status and one of the following finalist letters, namely either K02/K08 should be downloaded from the UP Portal ˃Self Service.
• Access www.up.ac.za and select the “My UP Login” link to log onto the UP Portal with your UserID and password.
• Click on the tile titled “Academic Information”
• Select “Graduation Information"
• Go to “Communications” and click on “details”
• Click on “View” [K02] and download the letter appearing on your portal

You are kindly requested to verify your personal details and degree information on your student portal. Please carefully check this information for correctness as this will appear on your qualification certificate and email any corrections to [email protected].

If you will not attend the graduation ceremony, your qualification certificate will be kept in safekeeping at: Graduation office [Administration building, building no 5 on the campus map], 2nd floor Room 2-31.

 Verification/corrections/special requests need to be done as follows:

• Access www.up.ac.za and select the “My UP Login” link to log onto the UP Portal with your UserID and password.
• Click on the tile titled “Academic Information”
• Select “Graduation Information”
• Click on "Indicate your request for graduation"

Students are advised to contact their Faculty if they have not received an SMS and/or the finalist letter does not appear on ˃Self Service.

Click here for Faculty contact details.

No corrections will be accepted after the date mentioned in your finalist letter.

NB: If you change your cellular number after the date mentioned in your finalist letter, you will not receive an SMS.

♦ PRESENTATION CARD

• Candidates/graduates are requested to show their finalist letter/ID/passport when collecting their presentation card 60 minutes prior to the commencement of the proceedings at the place as indicated in their finalist letter.

• Candidates/graduates are requested to be seated not later than 30 minutes prior to the commencement of the proceedings.

• Staff members of the University of Pretoria will direct candidates/graduates to the entrance where personnel of the University of Pretoria (dressed in black and white with name tags) will take candidates/graduates to their seats.

♦ GUESTS

Access tickets for guests

Only four (4) guests for candidates/graduates and six (6) guests for doctoral candidates are invited to attend the ceremony. Guests are requested to take their seats at least 20 minutes prior to the commencement of the proceedings. 

Children younger than six years are not allowed.

Please take note of the following:

• The right of admission is reserved at all graduation ceremonies of the University of Pretoria.

• All students and/or their guests must comply with the applicable rules governing the graduation ceremony at the University of Pretoria.

• All students and/or their guests must comply with the instructions of the Co-ordinator of the graduation ceremony.

Disabled candidates/graduates/guests

• Disabled candidates/graduates should please contact their Faculty for special arrangements.
• Guests who are disabled or frail will be accompanied by staff of the University of Pretoria (dressed in blue gowns) to special seats reserved for disabled and/or frail guests.

♦ PROTOCOL AND PROCEDURE

Before the official ceremony/proceedings commence:

• All UP personnel will be wearing black and white, with the University blazer and either university scarf or tie and nametag, and Graduation assistants can be recognised by their blue University gowns for easy identification should you require any information or assistance
• In the event of a medical emergency, a paramedic is available. You can approach any personnel member for assistance.
• No vuvuzelas, whistles or any other instruments may be used during the ceremony. Your cooperation in this regard is appreciated. Should any of the aforementioned instruments be used, it will unfortunately be confiscated.
• Clapping of hands is the preferred form of applause.
• Please note that no food or beverages are allowed in the venue.
• You are requested to switch off your cell phone and refrain from moving about in the venue to take photographs or make video recordings while the ceremony is in session.
• Photographers will be available throughout the day. You are welcome to have photographs taken before and after the ceremony. The official photographers will take formal photographs during the ceremony. Students can complete an order form should they wish to order these formal photographs.
• In the event of an emergency, you are requested to leave the venue in an orderly manner. All side doors will be opened so that you can exit as quickly as possible. Please follow the instructions from UP staff.
• Restrooms are located around the venue.
• You are requested not to leave the venue before the dissolution of the assembly.
• Please take note that it is not allowed to take a “selfie” on stage.
• You are welcome to join us after the graduation ceremony for liquid refreshments that will be served outside the venue.
• You are kindly requested to stand when the Academic Procession enters the venue and also at the conclusion of the proceedings when the Procession leaves the venue.

Procedure during the graduation ceremony:

Candidates/Graduates:

The procedure commences when the candidate/graduate takes a position next to the Dean or representative and hands over the presentation card. The Dean or representative reads the first name and surname of the candidate/graduate. Should the candidate/graduate be awarded a prize or medal or obtain the qualification with distinction, the information will appear on the presentation card and is read by the Dean or representative. The first photograph will be taken with the student standing next to the Dean. Thereafter, the candidate/graduate walks to the Chancellor, Vice-Chancellor and Principal, or Vice-Principal, who congratulates them. and only candidates/graduates are capped with the academic cap. Thereafter, the candidate/graduate walks to the Registrar or representative who places the academic hood over their shoulders. A second photograph is taken during this step. The candidate/graduate is then congratulated by the Chairperson of the Convocation or a representative. Candidates who obtained their qualifications with distinction will be congratulated by the Representative of the Student Representative Council (SRC). The candidate/graduate then walks off the stage to the table where their certificate is handed to them. Another photograph of the candidate/graduate is taken here. Candidates/candidates/graduates should.

Doctoral candidates:

The doctoral candidate takes a position next to the Dean or supervisor and is then introduced to the audience, and their citation is read out. Thereafter, the same procedure as for other candidates/graduates is followed.