Graduation GUIDES

When you are near the completion of your program, it is crucial for you, as the student to ensure the accuracy of your student record. 

There is no register to graduate; instead, you must review your program and personal details through MyStudentRecord and update any incomplete information.

Ensuring the correctness of your student record and program details is your responsibility and failure to do so by the graduation deadlines may result in delays in processing your program completion and conferral.

Please log into your MyStudentRecord (MySR), at the Banner menu, follow step-by-step checklist below.

1. Degree Work: 

Degree Works allows you to track the progress you are making in your program. You can check your progress at anytime in your studies.

Once 100% of your degree requirements are satisfied in Degree Works, the University will review your record to confirm all academic requirements have been met and complete your degree  

• Log into MySR => At the Home page => Select Degree Work

• The requirement and credit point of your conferred program must be 100%

2. My Result: 

• Check if your grades are fully and correctly updated. If you have an un-finalised grade or any subject with no grade, please reach out to your Student Advisors to have these updated with a final grade.

• Count total Transferred Credit (TC), they must be 120 credit points.

• Scroll down the page, at Program Summary Information, make sure the total Credit Point achieved must be 240 credit points.

• The list of subjects with a tick at column "Counted in GPA" means that subject will be included to calculate your GPA. You can refer to GPA Calculator page to see how GPA is calculated and check if it is correct.

Important (Review of Grade):

• If you apply for a Review/Change of Grade, you will be uncompleted and moved to a future conferral round.

• You must email Student Completion Team at studentcompletions@westernsydney.edu.au to advise you are submitting a Review of Grade so we can put a hold on your record and move you to a future conferral round.

• It is your responsibility to withdraw from conferral if you are waiting for an outcome.

• If you do not and the review is upheld, if your record has been completed we are unable the change the details.  

• You must also inform Student Completion Team (at studentcompletions@westernsydney.edu.au) when the grade has been updated to have the hold removed.

3. Completion status

Go to MySR > Open the Banner menu (three horizontal bars) in the top left corner 

Navigate to Banner > Student > Graduation > Check completion status

• Check if your graduation status is "Program requirement met, pending conferral assessment".  This status means you have completed your program, but final checks such as holds or outstanding fees are still in progress. 

• Check if there is any overdue fee, or Active Hold must be 0 or blank or n/a;

• Check your full legal name (see part 4 below for more details in the correct orders of name)

• Program code: BBUS 2786; BCOM 1696, BDATA 3770)

• Program name: Bachelor of Business; Bachelor of Communication; Bachelor of Applied Data Science

4. Personal Detail

You should check your personal details to make sure they are accurate. This will help ensure that your conferral documents are in your correct name and you can receive important updates about your conferral and graduation ceremony. 

The correct name order in the degree is Given name + Surname

E.g: If your name is NGUYEN Tran Minh Cat Tien

=> the name on the degree is: Tran Minh Cat Tien NGUYEN

If your legal name is incorrect, you will need to submit a Change of Personal Details form. Find out more information on the Change of Personal Details webpage. This action must be completed before the Graduation deadlines.

If you do need to change your name, it is important that you notify Student Completion Team by emailing studentcompletions@westernsydney.edu.au. You should also let us know once the change has been made.

If your degree is conferred with the incorrect legal name, you may need to pay for a replacement testamur.

5. Register in subjects

Go to View registration information and check to make sure you do not have currently enrolled subjects under the program you wish to be completed from.

• • If there are no further subjects found, you can move on to the next step

  • If there are some subjects enrolled in the coming terms which you are no long need to take, please delete them before the Graduation deadlines

  • If there are subjects enrolled because you are enrolling to BData Program, check and make sure its Study Path is BData-3770

If there is any problem, you can reach out to Student Advisors team at vietnamstudenthub@westernsydney.edu.au before the Graduation deadlines to be supported. 

Once your program has been marked complete, your record will progress to be assessed for conferral.

Head over to the Step 2 below for more information about the rules, timelines and other requirements.

Your access to Western Sydney University online systems (MySR, vUWS, e-library, student emails) will be deactivated after your official conferral.

Please make sure you update your contact information at the link personal contact details as well as My Student Records (MySR) so you can be contacted with further information about your graduation ceremonies in Vietnam and Australia.  

To be eligible for the next conferral round, your student record must be ready for conferral as per the graduation timelines (no extensions permitted to these timelines)

Timelines for each conferral will be updated regularly. Do not screenshot that page as you will not get the most up-to-date information. Make sure you check this information live at the link graduation timelines

Find your conferral date and the corresponding ceremony based on your program completion date at link Conferral/Ceremony round

1. Graduation document package:

The package of conferral documents (2025 onwards) include:

• Testamur (degree certificate) (1 - hard copy)

• Testamur (degree certificate) (electronic)

• Australian Higher Education Graduation Statement (AHEGS) (electronic)

• Academic Transcript (electronic)

2. Ordering timeline and fees

To be able to receive the Graduation documents at the first batch sent out, you are strongly recommended to completing ordering the graduation documents at least 2 weeks prior to your official conferral date.

Graduation documents package (listed above) are free of charge. If you require an additional AHEGS or Academic Transcript (hard copy), you will need to submit a separate request and an additional fee will be applied. 

3. How to order: 

To receive your official conferral documents, you will need to place an order and make payment through this Payments - Conferral Documents (2025 onwards) link. 

Please note that Payments - Conferral Documents (2025 onwards) will require you to have an account with your personal email address to order your official conferral documents. If you do not have an account for Payments in your personal email address, click on 'Sign up' and follow the prompts. 

You can find step-by-step instructions at the link How to order 

📌 Remember: Do not use your stage 2 email address to create this account, because this email and all access to stage 2 resources will be deactivated after your conferral. Instead, use your personal email.

4. Delivery of documents (hard-copy): 

Documents are delivered to the address you nominate in your order - not your address in your MySR. If you have changed your address since placing your order, please submit a new order with your updated address. 

All documents are sent via registered post, Australia Post, and EMS Vietnam. You will receive an email with tracking details once the documents are sent.

Registered post requires a signature on delivery. If you are not home to sign for your documents, sometimes they will be taken to the nearest post office for you to collect them.  It is essential you track the delivery of your documents so you know the expected arrival of your documents and make arrangements to be available for signature or collect from the post office.

To track your parcel, you can track at Australia post (https://auspost.com.au/); then, when it arrives Vietnam, you will also use that code to track delivery at EMS Vietnam (https://ems.com.vn)

5. What if delivery fails?

If your posted Testamur is returned to us, we will email you advising we have them and confirming address for re-posting. You may be required to cover the cost of re-posting your documents.

6. Receive electronic Testamur and AHEGS documents:

Digital documents (eTestamurs, eTranscript and eAHEGS) will be progressively emailed to your nominated email address via MyeQuals for those who have ordered through the Conferral Documents (2025 onwards) link. This allows your official credentials to be viewed, shared and verified securely. 

📌 Note: If you require an Academic Transcript (hard copy), you can follow the instruction link Academic documents to submit your request. Please note that this is a separate request from the package documents above and an additional fee will be applied.

Conferral is the official University process by which student degrees are awarded after final University approval. You are considered a graduate of Western Sydney University once your conferral date has passed. 

Conferral is not your graduation ceremony date and you do not need to attend the University on your conferral date.

Once you are conferred, you will be able to receive your official Graduation Documents (see how to order at step 3 above) and will also be invited to attend Graduation Ceremony events in Vietnam and Australia (see step 5 below).

Refer to Graduation dates for the conferral timelines and times expected to receive instruction emails.

Graduation ceremony dates are advised closer to the event and provided at least 1 month beforehand.

📌 To avoid confusion, in all emails related to the Graduation ceremony in Vietnam, we will clearly write "Graduation Ceremony - Western Sydney Vietnam" in the subject lines. If you receive email that mentions only "Graduation", it refers to the ceremony in Australia.

🇦🇺 Graduation ceremony (in Australia)

All conferred students will receive an invitations to attend the next round of graduation ceremonies, normally at the Parramatta South campus. You can either attend the ceremony, defer the ceremony, or graduate in absentia. 

You will receive instruction on this ceremony from Australian Student Hub team. Find more details on Graduation ceremony in Australia Graduation Ceremony. 

🇻🇳 Graduation ceremony (in Vietnam)

Conferred students will also be celebrated their graduation in Vietnam annually. We will communicate to eligible students via their registered email and our official media channels at least one month in advance.

Successful completion of all these steps makes you a Western Sydney University Graduate and you are now one of our Alumni. Update your personal contact details link, join the LinkedIn Alumni Group HERE, and discover everything our Alumni team can do for you at Alumni webpage: (https://www.westernsydney.edu.au/alumni) 

Q: I received invitation from Western Sydney to Graduation. If I do not go to Australia, what should I do?

If you do not go to Australia to attend the ceremony, you can graduate in absentia. Once you select this option, it cannot be reversed. You will be required to fill in a phone number to complete this form. If you do not have Australian number, you can use Western Sydney number +612 9852 5111

You should read the instruction email carefully and follow the instruction there.

Q: When will I be invited to Graduation in Australia?

After conferral, you will receive an invitation to register and pay to attend your upcoming graduation ceremony. Invitations will be sent to your student email. Find details at Graduation page.

Q: Do I need to register or pay a graduation fee to attend my graduation ceremony? 

You must register and pay the graduation fee by the specified deadline to attend your graduation ceremony. You will then receive your ceremony details approximately 3 weeks from the ceremony date range. 

Q: What does Graduation Ceremony Fees include?

To attend your ceremony, you will be required to pay the graduation fee which covers your guest tickets and regalia hire that needs to be worn during the ceremony. As part of your package, you will be given your trencher (hat) to keep (with the exclusion of PhD bonnets), and a maximum of four guests tickets (of any age, including babies and children) 

Q: After making the registration and pay for the fee, I change my mind, can I request a refunds? 

Refunds can be made available to students under strict criteria.

• More than 10 business days' notice prior to their ceremony: a full refund. 

• Less than 10 business days' notice prior to their ceremony: no refund.

Q: How much does it cost to attend a graduation ceremony? 

To attend your ceremony, you will be required to pay an amount (as mentioned in the instruction email) which covers your guest tickets and regalia hire that needs to be worn during the ceremony. As part of your package, you will be given your trencher (hat) to keep (with the exclusion of PhD bonnets) and a maximum of four guests tickets (of any age, including babies and children). 

Q: How many guests can I bring to my Graduation ceremony? 

Graduation is a ticketed event, and tickets are required for all guests entering the venue (of any age, including babies and children). Your graduation fee covers a maximum of four guest tickets. 

Q: Where do I find my guest tickets? 

Guest tickets are included in your order from Silver Rose. Open the attachment you were sent when you paid your graduation fee. 

Q: What graduation documents will I receive on the ceremony? 

Your graduation documents are mailed to you after your award has been conferred and you have ordered through Payments - Conferral Documents (2025 onwards). These documents are not presented at the graduation ceremony; instead, students will be presented with a memento during the ceremony for a photo opportunity and as an additional keepsake.  

Q: I am graduating in absentia. Will my name be announced at the graduation ceremony? 

Students who are graduating in absentia will NOT have their name announced at the graduation ceremonies. 

Q: Who should I contact if I request visa support?

You can contact ISB support team on your visa. You can reach them via email overseas.study@isb.edu.vn or phone number 0909 625 468 (Ms. Phương).

Q: Does the school organize a Graduation tour for students and parents?

You can register with our partner GlobalX via the form Graduation Trip or via phone number 096 158 3337 (Ms. Phượng) or via email  phuong.truong@globalx.edu.vn for the details on Graduation trip.

Q: When is the next Graduation ceremony in Vietnam?

Date: 18 October 2025 (Saturday)

Venue: To be announced

Registration link: To be announced

Fee: You are required to deposit an amount of 1.000.000 vnd when you pick up the Graduation gown. This amount will be reimbursed after you return the gown.

Gown pick up date: 01 October 2025 - 03 October 2025

Gown return date: 20 October 2025 - 22 October 2025

Q: Do we have another Graduation ceremony later this year 2025 in Vietnam?

Yes, in 2025 we have the Graduation Ceremony in Vietnam in May and October 2025

Details on this ceremony will be sent to eligible students in approximately August 2025

Q: When will I be invited to Ceremony in Vietnam? 

WSU Vietnam team will send invitations to potential students at least 1 month in advanced. Please keep checking your email for information. 

Q: Do I need to register or pay a fee to attend my Graduation ceremony in Vietnam? 

Invitations will be sent to you at least 1 month before the Graduation ceremony. That email will include the guidelines on how to register and pay the fee. You must follow the instructions and deadlines given on that email. 

Q: What documents will I receive on the ceremony? 

Your conferral documents package includes:

• Testamur (degree certificate) (hard copy)

• Testamur (degree certificate) (electronic)

• Australian Higher Education Graduation Statement (AHEGS) (electronic)

• Academic Transcript (electronic)

Your graduation documents are mailed or posted to your nominated address after your award has been conferred. 

These documents are not presented at the graduation ceremony in Australia or in Vietnam. 

Instead, students will be presented with a memento (congratulation letter) during the ceremony for a photo opportunity and as an additional keepsake.  

Q: I am graduating in absentia. Will my name be announced at the Vietnam Graduation ceremony? 

Students who are graduating in absentia will NOT have their names announced at the graduation ceremonies. 

Q: How long does the ceremony take?

Graduation ceremony typically runs for 3.5 to 4 hours. All graduates and guests are required to remain in the hall until the conclusion of the ceremony. Please include this in your plan when attending the day. 

Q: How many guests can I bring to the ceremony?

Graduation is a ticketed event, and tickets are required for all guests of any age, entering the hall, including babies and children. Graduated students do not require ticket.

Your registration includes 2 guests (per student), attending the ceremony and remaining in the hall until the end of the ceremony. Please note that we are unable to accommodate requests for additional tickets and requests will be declined.

Guests with tickets must be at the hall no later than 30 minutes prior to the beginning of the ceremony.

We do not limit the other guests, who come to celebrate with you before or after the ceremony around the university venue.

Please note that the University may need to adjust the number of guests permitted within the hall on the day, depending on capacity restrictions and rules in place by the Government at the time.

Q: When and How can I receive tickets for guests?

You can collect tickets and graduation gown at the same date you register in the registration form.

Q: What happens if my guest forgets to bring the ticket?

We are unable accommodate requests for guest without ticket to enter the hall. We suggest that guest can stay in the university venue or surrounding areas to wait until the ceremony closing to take photo and celebrate with new graduates.

Q: What should I wear including regalia? 

A graduation ceremony is a formal occasion with smart casual wear being the minimum standard for graduates and their guests. You will be required to wear the approved Western Sydney University regalia over your clothes when taking part in a graduation ceremony. Keep in mind:

• The academic gown is three-quarters in length and opens at the front, so your clothes will be visible. 

• The gown is made of heavy material, so you may wish to leave your jacket with your family or friends.

• The hood is one size only. The hood colour is based on your program.

• You will be wearing an academic trencher on your head; we recommend a hairstyle that allows this to sit comfortably.

Q: What to do if I am late?

It is highly recommended that you arrive at the University with plenty of time to find parking, register, dress in academic dress, and make your way to the Hall at least 30 minutes before the start of your ceremony.  

If you arrive after the close of registration, we are unable accommodate you to participate in the ceremony. You will be able to wear your regalia to take photos around the venue, or after the closing ceremony.

Q: When can I expect to receive the Graduation documents?

Graduation documents will be posted to your nominated address (filled when you make order through Payments - Conferral Documents) 3 weeks after your conferral. Then plus 3 - 4 weeks delivery time from Australia to Vietnam. You can view Graduation Deadlines for your information.

For example, if your conferral is in April, you complete the document order as per deadline, you can expect to receive the Graduation documents in June or early July.

Q: When and How can I receive digital degrees? 

eTestamurs will be sent to those who have ordered for graduation documents. These will be issued through MyeQuals to your email address provided upon conferral.

You can view Graduation Deadlines for details when you can expect to get it.

Q: How do I track the delivery of my hard copy conferral and academic documents?

You will receive an email with Australia Post tracking details once the documents are sent.

They requires a signature on delivery. If you are not home to sign for your documents, sometimes Australia Post will take them to the nearest post office for you to collect them.  It is essential you track the delivery of your documents so you know the expected arrival of your documents and make arrangements to be available for signature or collect from the post office.

To track your parcel, you can track at AU post (https://auspost.com.au/); then, when it arrives Vietnam, you will also use that code to track delivery at EMS (https://ems.com.vn)

Q: My hard copy documents have been returned to sender, what should I do?

If your documents can’t be delivered, you are not at home to sign for your documents or you do not collect your documents from the post office, they will be returned to our office.  At that time we will email you advising we have them and confirming your address for re-posting. You may be required to cover the cost of re-posting your documents.

Q: How do I receive my electronic conferral and academic documents?

Digital documents will be delivered through My eQuals, allowing your official credentials to be viewed, shared and verified securely. 

Q: What's the difference between an Australian Higher Education Statement (AHEGS) and a testamur?

A testamur is your official degree certificate. It includes graduates name, award title (name of the degree), date on which the award was conferred

An AHEGS is a larger document which includes the graduates name and student ID number, award title (name of the degree), date on which the award was conferred, any applicable key programs, specialisations, majors or sub-majors, all units undertaken within the award, advanced Standing (if applicable), course Grade Point Average (GPA), honours award level and special awards (if applicable), information about the graduate's higher education qualification, the institution where the qualification was obtained and the Australian higher education system.

Q: What's the difference between an AHEGS and academic transcript/record?

An academic transcript/record can be issued at any time throughout your studies and will list all units you have studied (at the time the order is placed) for all courses you have studied in at the University. 

An AHEGS can only be issued once you have graduated. An AHEGS lists only the units you have studied in the course you've graduated from. It also provides additional information about your qualification, the institution where this qualification was completed and the Australian higher education system. 

Q: When and How to request for Completion Letter and Academic Transcript from Western Sydney? 

If you order the Completion letter for study purpose, you must order this letter from Western Sydney University. You can find the instruction at the link Academic document. You can order after your official conferral date.

If you order the Completion letter for working purpose, UEH-ISB can verify this information for you. You can make the request via this form, 1 month after the final results officially released on MySR.

Q: The Academic Transcript or AHEGS shows my stage 1 subjects as transferred credit. How can I order the stage 1 transcript?

You can request via the link Stage 1 transcript

Q: What is My eQuals?

My eQuals is an online academic record platform, used by Western to provide verified official documents digitally to students who can then share with third parties.

This is a safe and trusted platform and is Australia and New Zealand’s official tertiary credentials platform for universities, TAFEs and tertiary education providers.

The My eQuals platform provides:

• Western with the ability to issue certified documents online.

• 24/7 access for students to their certified qualifications, which can then be shared with nominated third parties

• Third parties’ access to view verified official documents issued by Western (once shared by a student).

Q: How do I log into My eQuals?

Once you have placed an order for an electronic document via the Academic Document Ordering System you will receive an email with instructions on how to access your digital document in My eQuals.

This two minute video explains everything you need to know:  How to create and access a My eQuals account

Highlights:

• Remember to wait for an email from your education provider inviting you to create an account - don’t create account before you received this email

• Learn how to set up alternative login methods, so you can continue accessing your account once you graduated (and your student email account is no longer active)

Q: When can I get access to My eQuals?

eTestamurs, eTranscript and eAHEGS will be progressively emailed to your nominated email address via My eQuals for those who have ordered through the Conferral Documents (2025 onwards) link. 

Refer to the link Important conferral date to find out when you can expect to get access to My eQuals.

Q: How can I share my digital documents with others?

You can share your digital documents online with third parties, free of charge, using the generated link (to your chosen document) and emailing that link to the third party. Be sure to include context as to what it is you are sharing with them, and why.

Find out more about sharing your digital documents on the My eQuals website or watch the How to share academic credentials with My eQuals video.

Q: Who can see my digital documents?

Once Western has issued you with a digital document via the portal, you are in total control of that document. Only you can see your document(s), and decide who you will share them with, including how long.

My eQuals digital academic documents are clearly certified when shared with third parties. Even after your records have been issued, the cryptographic security that My eQuals use is periodically updated to ensure long-term protection.

Please note, Western Sydney University remains the provider and issuer of our student records and has the ability to update and/or revoke documents.

Q: How long are My eQuals documents valid for?

eTestamurs, final transcripts and AHEGS are life-long documents and never expire.

There may be circumstances where you may need a document re-issued and, in these cases, the updated (reissued) document in the portal will either override the old document or replace it, in which case the old document will no longer be available.