Working hard to celebrate hard work

There are 3,500 Dalhousie students convocating at ceremonies in Truro and Halifax this spring thanks to years of hard work on their part — and six months of preparation by university staff.

When students’ fall terms wind down in December, things start getting hectic for faculty and staff who have a hand in Spring Convocation. More than 100 staff in the Registrar’s Office play a role in the ceremonies by doing everything from reviewing graduation applications, checking graduation eligibility and recruiting volunteers to printing the actual degree parchments.

“Convocation involves nearly every unit within the Registrar’s Office,” says University Registrar Mike McAllister. “It brings everyone a huge sense of pride to work on a project that is so meaningful to our students and their supporters.”

Getting the details right

Three staff members who play key roles in working on the ceremonial aspects of convocation are Christina Coakley, Crystal Bona and Janet MacDonald.

“It’s like planning multiple weddings at once,” says Coakley. “It’s a balancing act. We’re coordinating honored guests, degree recipients, venues, flowers, invitations, programs, scripts, seating and a symphony for 16 unique ceremonies.”

No detail goes unchecked to ensure a successful Convocation ceremony.

“When it comes to the degree parchments, every detail matters,” says MacDonald. “From checking the spelling of names to confirming that the proper program is listed and alphabetizing them by ceremony, each parchment is double or even triple checked before it’s sent to the stage.”

Bona says that the job is “hard work, but it’s fun,” and acknowledges how important it is to students that their supporters are part of their big day.

“Their whole journey starts with their family after all, those who were there to support them throughout their entire academic career,” she says. “There’s a special moment during the Convocation ceremony where students stand to acknowledge parents and family members and in that moment, a wave of emotion floods over the entire crowd. You can just feel the level of excitement and support flourishing in the room.”        

Celebrating Dal’s graduates

After over 3,000 hours of work has been completed, the entire Dal community feels a sense of pride and accomplishment alongside those who are about to cross the stage. “The school’s entire faculty and staff feel so proud to be able to celebrate this big occasion for graduates,” says Bona. “In this moment, they’re becoming alumni and ambassadors of the university. We want their outgoing experience to be as meaningful as possible.”

Coakley emphasizes that the main focus of convocation is to benefit the graduating students. “No matter what, this day has to be about the grads. A successful ceremony that leaves them smiling reminds us why we’re here.”

For the entire team in the Registrar’s Office, Convocation represents the culmination of a student’s university experience.

“We work with students from the time they’re applying to Dal until they graduate,” says MacAllister. “It’s a busy time of year for our team but it’s also a time of year that brings so much excitement. The students work very hard to earn their degree and they deserve immense recognition for their success.”

“I never get tired of seeing students cross the stage,” says Bona. “In that moment, everything comes together. Every visit during office hours, every connection they’ve made, every question they’ve asked has led them to this accomplishment. Now, so much possibility awaits them.”