Graduation FAQs

Unfortunately, deferring your graduation is not an option. The March 2026 graduation ceremonies form part of the 2025 graduation series and graduate cohort, which we are required to report in accordance with the regulatory and reporting requirements of the Department of Higher Education and Training (DHET). Graduates who do not attend their ceremony in March 2026 will therefore graduate in absentia. 

Log in to the student portal > Academics > Graduation ceremony > select No for attending your ceremony > choose either courier delivery or self-collection.

Please complete the form before 12:00 on Friday, 6 March 2026.

We would encourage you to still indicate your absence by completing the Absence from graduation section on the student portal.

If you are unable to attend your ceremony or indicated that you would graduate in absentia, you will receive your graduation documentation through DHL Couriers.

The following applies to both local and international graduates:

1. Verifying address and contact details: Ensure your current physical address and contact numbers are updated on the system. DHL Couriers will use this information for delivery.
2. DHL Couriers will contact you on the contact number provided on our system to notify you of the delivery.
3. Address requirement: Make sure your physical address is accurate. DHL cannot deliver documentation to PO Box addresses.
4. Updating process: You can update your information by sending a request to our Client Services Desk at [email protected] or call 021 808 9111
5. Please update your details before Friday , 6 March 2026 at 12:00.

*Please note, the University will not be held responsible for incorrect details (addresses and contact numbers) on the system that may lead to delivery to the wrong addresses or failure to confirm deliveries due to incorrect contact numbers.

Graduates will be incur a fee of R500,00 for any graduation documents issued incorrectly because of incorrect details on the system.

Graduands who fail to update their information by the deadline, will need to arrange delivery with DHL Courier Services themselves via https://www.dhl.com/za-en/home/get-a-quote.html.

For further inquiries regarding the delivery of your graduation documents: please send an email to [email protected].

You can update your information by sending a request to our Client Services Desk at [email protected] or 021 808 9111.

Please update your details before Friday, 6 March 2026 at 12:00.

Expected delivery date for local graduates:

Graduation documentation for all graduates residing in South Africa will be sent via DHL starting from Thursday, 2 April 2026. Kindly note, the Easter weekend may impact the delivery of graduation documents.

1. Local delivery timeframe:

The expected delivery time for local deliveries is two (2) to five (5) working days. Please note that deliveries to remote areas may take slightly longer.

2. Tracking our documentation:

You will receive a tracking number via SMS. It is essential to ensure that your cell phone number is up to date on the system to receive the tracking number.

3. Delivery dates for international graduates:

For international graduates, graduation documents will be sent via DHL Courier Services, starting from Thursday 2 April 2026.

4. International delivery timeframe:

The delivery for international shipments may take five (5) to seven (7) working days, depending on your location.

5. Verifying your address and contact details:

Please ensure your current physical address and contact numbers are up to date on the system. DHL will use this information for delivery. You can update your information by contacting [email protected] before Friday, 6 March 2026 at 12:00.

6. DHL will contact you:

DHL will contact you on the contact number provided on the system to notify you of the delivery. Please verify that your street address and contact details are accurate.

7. PO Box addresses:

DHL cannot deliver to PO Box addresses registered on the system. Please ensure you provide the correct physical address for delivery.

*The University will not be held responsible for incorrect details (addresses and contact numbers) on the system, which may lead to delivery to the wrong addresses or failure to confirm deliveries due to incorrect contact numbers.

Graduates will incur a fee of R500,00 for any graduation documents issued incorrectly because of incorrect details on the system. It is your responsibility to update your details before the closing date of Friday, 6 March 2026 at 12:00.

If you fail to update your information by the deadline, you will need to make your own arrangements with DHL Courier Services via https://www.dhl.com/za-en/home/get-a-quote.html. 

For further inquiries, please contact send an email to suparcels@sun.ac.za.

DHL (local and international deliveries): https://www.dhl.com/za-en/home/tracking.html

Please use your tracking number as a reference.

If you have not received your tracking number, please contact the SU Client Services at +27 21 808 9111 to request your tracking number from the system.

If you are unable to attend the graduation ceremony and wish to apply for self-collection of your graduation documents, you can do so. To apply, follow these steps: 

1. Log in to the student portal > Academics > Graduation ceremony > select No for attending your ceremony > self-collection.
2. The deadline to apply for self-collection is Friday, 6 March 2026 before 12:00. After this date, no further requests will be accepted, as the documents will be packaged and sent to the Information Desk for collection.

Starting from Monday, 30 March to 30 June 2026, you can collect your documents at the Client Service Information Desk, Inorganic Chemistry Building (no 4 on the campus map), Bosman Street.

The collection hours are from 08:00 to 16:30 on weekdays.

If you have any further questions or need assistance, please contact the information desk [[email protected]].

If you submitted a self-collection request before the closing date, this is the process for collecting your documents:

1. Collection location: Your graduation documents will be packaged and made available for collection at the Client Service Information Desk, Inorganic Chemistry Building (no 4 on the campus map), Bosman Street, Stellenbosch, from Monday, 30 March to 30 June 2026, between 08:00 to 16:30 on weekdays.
2. Self-collection requirements: To collect the documents yourself, you will need to provide proof of identity with a clear, visible photo of yourself and your student number.
3. Third-party collection: If someone else will be collecting the documents on your behalf, they must present a confirmation letter that grants them permission to collect the documents. The letter should include their relevant identification details, your contact number and the date of collection. Please ensure that the letter is signed.

By following these steps, you can gain entry and successfully collect your graduation documents during the designated collection period.

If you have any further questions or need more assistance, feel free to contact [email protected].

Yes, you can. However, we can only provide you with your academic transcript once your degree has been conferred at your graduation ceremony. 

• Graduands who urgently need proof of completion of their qualification before their degree has been conferred, may request a declaration of confirmation via email: [email protected]. Please include your SU student number and your identity number, and specify whether you would like the declaration in English or Afrikaans.
• If you are in urgent need of copies of your academic documents, you may send a request to [email protected] to receive an electronic copy of your academic documents. You are requested to specify your need in the subject line (please also include your student number), by indicating either or both of the following:

1. Academic record and/or
2. Degree certificate

Students with outstanding fees

Students who have outstanding fees are still welcome to attend their graduation ceremony. The sheath received at the ceremony will not contain the official graduation documents. Instead, it will include a reminder to settle the outstanding balance on the student account. Graduation documents will be issued as soon as the account has been paid in full.

Students with outstanding balances funded by NSFAS

Students funded by the National Student Financial Aid Scheme (NSFAS) who still have an outstanding balance are still welcome to attend their graduation ceremony. The sheath received at the ceremony will only contain their academic record. The official degree certificate will be issued once NSFAS has settled the account.

Declarations

Students with outstanding debt, including NSFAS-funded students, may request a declaration confirming the completion of their academic programme. Requests can be sent to [email protected]. Please include your SU student number and your identity number, and indicate whether you prefer an English or an Afrikaans declaration. 

Payment deadline

To ensure that students receive their graduation documents at the ceremony, please note that all outstanding amounts must be settled by 12:00 on Friday, 13 March 2026.

For payment arrangements, please contact: Student Fees: 021 808 4521 / 4913 | [email protected]

For further assistance, please contact: Client Services Centre: 021 808 9111 | [email protected]

Yes, your SUN card and PC login will expire on 31 March 2026.

There are a few administrative tasks to consider when it comes to your electronic services, for example email and data before you leave Stellenbosch University. Read more about the things you need to organise before your account is deactivated.