The policy outlines the requirements and process for graduation at Otago Polytechnic.
Graduation Policy
Section
Academic
To be read in conjunction with
The relevant Otago Polytechnic policies, procedures and guidelines and the New Zealand Institute of Skills and Technology (NZIST) policies, procedures and guidelines as per the Otago Polytechnic Transitioning (Grandparenting) From NZIST Policy.
Approval Date
27 November 2026
Approved By
TKM
Next Review
27 November 2028
Responsibility
Deputy Executive Director: Operations
Pastoral Care Code Outcomes
Outcome 1: A learner wellbeing and safety system
Purpose
Policy
1. Graduation Ceremony
1.1. Otago Polytechnic will host at least one (1) graduation ceremony annually in Dunedin. Refer to Upcoming Graduation Dates Information.
a) Graduands may be able to register to graduate at the Auckland International Campus ceremony (AIC) subject to capacity. Refer to Graduation - Auckland International Campus - Otago Polytechnic.
b) Bachelor of Occupational Therapy graduands based in Kirikiriroa Hamilton will usually graduate in Kirikiriroa Hamilton but may choose an alternative ceremony location.
c) Graduation ceremony arrangements at locations outside Dunedin may vary.
1.2. Purpose of Graduation
a) Graduation ceremonies provide an opportunity to:
Formally recognise and celebrate the achievements of ākonga who have completed a formal qualification.
Welcome graduates into the wider community and alumni.
1.3. Graduation Planning and Process (Dunedin Ceremony)
1.3.1. Academic Registry and the Graduation Coordinator will develop and communicate the Graduation Timeline to key stakeholders.
a) Prior to each ceremony, Academic Registry will generate a list of eligible graduands from the Student Management System (SMS) and send it to Schools for verification.
b) Any additions and amendments to the graduation list must be submitted to Graduation Coordinator no later than ten (10) working days before the ceremony.
c) The official Order of Ceremony will include all registered graduands attending.
d) Graduation ceremony planning and arrangements at locations outside Dunedin may vary.
2. Eligibility to Graduate.
2.1. Qualification Award: A formal qualification is awarded when all programme of study/qualification requirements have been successfully. (Refer to Grade Tables, Honours, Distinction and Merit Guidelines)
2.2. Award Documentation: Graduands will receive their qualification certificate and academic record once qualification requirements have been met.
2.3. Outstanding Debt: Graduands must pay all fees and debts at least ten (10) working days before their graduation ceremony. This includes:
Tuition fees
Material fees
Fines as notified by the University of Otago Proctor.
2.4. Consequences of Debt: Ākonga with outstanding debt:
May access their academic record but will not have their award formally conferred until all debt is cleared.
Will be unable to enrol in further Otago Polytechnic programmes or courses until all debt is cleared.
2.5. Responsibilities
a) Graduation Coordinator
Oversees preparation of graduation reading lists.
Manages additions and changes to the graduation reading list in accordance with the graduation timeline.
Compiles the official Order of Ceremony for registered graduands.
b) Academic Registry Team Leader
Verifies graduand debt status.
3. Registering for Graduation
3.1 Registration Requirements: Ākonga must register by the published deadline using the process outlined on the Otago Polytechnic website. Refer to How to Register.
a) Graduands may attend only one (1) graduation ceremony, normally within two (2) years of their qualification being conferred.
b) Graduands must specify their preferred ceremony location at registration.
c) Registrations close approximately six (6) weeks before the ceremony.
3.2. Accessibility:
a) Reasonable arrangements will be made to ensure graduands with impairments can access the stage safely, independently, and with dignity. Any exceptions to crossing the stage must be approved by the Graduation Coordinator.
b) Reasonable arrangements will be made to ensure guests with impairments will be able to participate in the ceremony.
3.4. Multiple Awards:
a) Graduands receiving two (2) awards from the same college will cross the stage once, with both awards announced.
b) Graduands receiving awards from different colleges will be guided by advice from the Graduation Coordinator.
4. Academic Regalia
4.1 Academic Regalia Requirements: Graduands must wear the academic regalia associated with the qualification being awarded or a previously awarded higher qualification.
4.2. Cultural Attire: Graduands may wear cultural or traditional garments of significance, such as a korowai or ta'ovala.
a) Where academic dress is required, these garments may be worn over or under the regalia.
4.3. Collection and Return: Information regarding the hire, collection, and return of academic regalia is available on the Otago Polytechnic website. Refer to Gowns and Academic Regalia Hire.
4.4. Kaimahi Academic Dress: Kaimahi participating in graduation ceremonies must wear the academic regalia to which they are entitled.
a) Kaimahi Equivalent Academic Regalia: Where qualifications do not have recognised regalia entitlement, approved equivalent regalia may be worn.
The Graduation Coordinator will determine the appropriate equivalent regalia.
b) Kaimahi with No Regalia Entitlement: Kaimahi who are not entitled to academic dress must wear appropriate business or cultural attire.
5. Approved Academic Regalia and Facing Colours
5.1. Headwear: Graduands will carry the headwear associated with their award onto the stage.
a) Graduands may wear the headwear of a previously awarded qualification during the ceremony but may be required to remove it before crossing the stage.
6. Otago Polytechnic Diploma, Degree Facing Colours and Hoods
6.1. Otago Polytechnic hood and facing colours identify the relevant qualification discipline or field of study.
7. Posthumous Awards: The awarding of qualifications posthumously is managed in accordance with the Ākonga Critical Incident Policy, and Ākonga Critical Incident (ĀCI) Policy, Appendix 2. Ākonga Death Posthumous Award Procedure.
8. Honorary Awards: The granting of honorary degrees and recognition awards is governed by the Honorary Degrees and Recognition Awards Policy.
9. Cancellation of Awards
9.1. Grounds for Cancellation: Otago Polytechnic may refuse to confer, or may revoke, an award where it is satisfied that:
a) The qualification requirements were not fully met.
b) The award was obtained through an academic integrity breach, serious misconduct, or dishonest practice.
c) The ākonga made a materially false or misleading statement in relation to obtaining the award.
9.2. Awards Issues in Error: Otago Polytechnic may revoke any award that has been conferred or issued in error.
9.3. Effect of Revocation: Revoking of an award is final, and the graduate's academic record will be amended accordingly.
9.4. Approval Authority: All decisions to cancel or revoke an award must be approved by the Chief Executive of Otago Polytechnic.
References
Approved
Approved by:
Andrew McSweeney
Chief Executive
27 October 2026