Frequently asked questions

The University of Waterloo celebrates student’s academic achievements with convocation ceremonies in the spring and fall. Convocation is one of the largest events run on campus and requires assistance from many ambassadors — a team of over 100 is needed to run one ceremony!

We are recruiting campus ambassadors — students, staff, and faculty — to help run a smooth, safe and celebratory event for graduating students and their families.

Volunteerism is a great way to test out different roles and opportunities, as well as give back to something you’re passionate about.

At the University of Waterloo, we are all in the business of student success — making sure students have what they need to thrive and reach the milestone of graduation. Being a convocation ambassador offers a unique opportunity for you to learn new skills, support the celebratory event and connect with campus colleagues and students. This experience will strengthen your skill set, allow you to network with campus colleagues and learn more about how the University functions as a community.

You’ve come to the right place to begin the process of getting involved in convocation! You will find detailed information on this web page.

You can be an ambassador for as many ceremonies as you would like, subject to your manager’s approval. Convocation ceremonies take place during regular business hours and on evenings and weekends, and thus your manager will need to approve the time away from the office.

• You will develop skills related to the ambassador role(s) you register for. Skills could include:
  • Leadership skills
  • Customer service skills
  • Organizational skills
  • Relationship development skills
  • Time management skills
  • Communication skills
• If you are a staff member and work on an evening or weekend you could receive time in lieu for the hours worked.
• By giving back to Waterloo’s convocation you will gain a deeper connection to the community and build pride for the institution you work at.
• A recognition letter from the president of the University of Waterloo thanking you for your commitment, which can be used during your performance review.
• A lunch or dinner provided either before or after your convocation shift when you work two shifts.

Policy 18 outlines the Training and Development approach the University of Waterloo takes when it comes to staff development. It is recommended you review this to understand Waterloo’s stance on this topic.

Participation as an ambassador for convocation is encouraged by the president of the University of Waterloo. Requesting time off is necessary and approaching your manager in a timely manner inquiring about this opportunity is important.

This frequently asked questions page can be shared with your manager to answer many of their questions.

It is important to highlight to your manager the professional and personal development you will gain as an employee, the skill you will bring back to your current role and the opportunity to assist in the major milestone for all students on campus — what we all work hard to see achieved!

See Policy 16: Overtime, University Support Staff to understand the approach the University of Waterloo takes when it comes to time in lieu.

If you participate as an ambassador for a ceremony outside of regular business hours (evening and weekend ceremonies) you may or may not receive time in lieu for your commitment. If time in lieu is not granted by your manager, you can still donate your time to an evening or weekend ceremony. Please still consider participating at convocation if time in lieu is not approved by your manager.

There are many ambassador roles to apply for at convocation.

An extensive list of the teams and roles available can be found on the ambassador homepage.

Since convocation runs during regular business hours, in the evenings and on weekends, you will need to request approval from your manager to participate as an ambassador and the number of ceremonies.

If you are a student or retiree, please feel free to participate in as many ceremonies you can accommodate.

It is best to come dressed in business casual attire (e.g., dress pants, dress shirt/blouse, business skirt/dress, etc). This is a celebratory event where guests will be dressed in more formal clothing so we want to ensure ambassadors align with the occasion.

Depending on your role you may be required to wear a black convocation gown which will be provided to you free of charge. The gown is placed over the clothes you are already wearing.

It is recommended to wear comfortable shoes as you will be on your feet throughout the ceremony.

The University of Waterloo celebrates student’s academic achievements with convocation ceremonies in the spring and fall. Convocation is one of the largest events run on campus and requires assistance from many ambassadors — a team of over 100 is needed to run one ceremony!

We are recruiting campus community members to help run a smooth, safe and celebratory event for students graduating and their families in attendance.

When you approve a staff member to become an ambassador for convocation, the employee's home department will release them for the hours required. See the ceremonial timelines below. It is your discretion as to whether lieu time is granted to your staff member for hours worked outside of regular business hours (i.e., evening and weekend ceremonies).

For shifts worked outside of the employee’s regular business hours, it is recommended the home department honour time in lieu for the hours worked. The amount of lieu time calculated can be determined based on the ceremony timelines found below. A typical ambassador shift is approximately 4 hours in length.

Should you decide not to provide time in lieu for ambassador hours worked in the evenings and on weekends, it is then a decision for your staff member as to whether they would like to donate their time to convocation. Convocation would still benefit greatly from any staff member who chooses to donate their time — feel free to encourage this participation.

Convocation is a celebratory milestone and is an opportunity for campus community ambassadors to share in the celebration and link their work directly to this milestone.

This is a professional development opportunity for your staff. Convocation volunteerism offers the opportunity for staff members to work with a cross-functional team to learn new skills, hone current ones and experience different opportunities that could shape their career trajectory. Depending on the ambassador role your staff member takes on they would learn the following:

• Leadership skills
• Customer service skills
• Organizational skills
• Relationship development skills
• Time management skills
• Communication skills, etc.

Convocation volunteerism is also an opportunity for your staff member to connect and network with other staff on campus, only strengthening the campus community.

Convocation ambassador will receive a letter of recognition from the president of the University highlighting their contribution to convocation that can be used during your staff member’s performance review.