Graduation Summer 2011

Transcription

1 Graduation Summer 2011 Congratulations, you are about to complete your studies! Graduation is an important opportunity for you and your family, friends and University staff to celebrate your academic achievement. This brochure contains important information about your graduation day. Please take time to read it. If you have a question that is not answered here, our web pages contain a wealth of information about graduation or you can contact the graduation team if you have further queries. We hope that you enjoy your graduation day! 1

2 Graduation Checklist There are some things that you need to do before the ceremony. Order your academic gown Print your gown hire confirmation Check your eligibility Pay any outstanding fees Arrange any individual requirements The information in this booklet will help you to prepare for the day. Eligibility to graduate Due to the scale of the graduation event, information about the ceremony is distributed before the results are published. You must check your eligibility to graduate before attending the ceremony. Recommendations for awards will be available on the Portal from 5pm on Friday 17 June You can check the official pass list at Log in and click on the Course tab to access the Degree Result Channel. Please note that the graduation team are unable to confirm your eligibility to graduate. If you have a query regarding the recommendation of your award please contact Student Administration. Outstanding debts Graduands are reminded that fees and other sums due to the University should be paid in full and according to the terms of the invoice. All debts should be settled in full by Friday 17 June 2011 at the latest. Any student who has not settled their debts with the Finance Department by the deadline will not be permitted to graduate or to be awarded a degree, diploma or certificate. Please see the Finance Department web pages for details on how to pay. 2

3 Gown Hire Graduands are required to wear full academic dress (cap, gown and hood) which should be hired from the University s approved supplier, Ede & Ravenscroft Ltd. Academic dress should be ordered by 21 June. Orders placed after this time may be subject to a surcharge. To order your academic dress you can complete an on-line order form at or phone the call centre on Photography Tempest Photography is the University s official graduation photography company. The photographers will be working in the Photography Marquee at the following times: and 12.00noon 2.30 for students graduating at the am ceremony 1pm 2.15 and pm for students attending the 3.00pm ceremony All photographs are taken digitally and you do not need to pre order or book an appointment. For further information regarding photography packages and prices please see the Tempest Photography web pages at Individual Requirements If you or your guests have an individual requirement, for example mobility, visual or hearing impairment or a medical dietary requirement, we will do our best to make appropriate arrangements. Vegetarian food is provided as standard and there is an induction loop in the Hall so you do not need to contact us under these circumstances. Individual Requirement forms are available to complete on the graduation web pages and should be returned no later than Friday 24 June. Once we have received your completed form we will make the relevant arrangements and contact you with further information about them. Parking & Accommodation Parking for graduands and guests will be on the Sports Field adjacent to the Graduation Hall and on Beeston Lane. Disabled parking permit holders may be dropped off outside the Graduation Hall and leave cars in a reserved parking area if prior arrangements have been made. If you or your guests require this facility please contact us at least two weeks prior to the ceremony. If you require overnight accommodation, the Hotel Reservation service is able to book overnight accommodation at local hotels at a discounted rate. Please telephone to get more information and make a booking or see the web page at 3

4 Additional Guest Tickets A limited number of additional guest tickets for the Summer 2011 graduation ceremonies will be available for students to purchase. Additional guest tickets will go on sale on the online shop available at Please see below for the timetable of sales and availability of tickets for each ceremony. These tickets are sold on a first come first served basis and are non-refundable. To purchase tickets you must know at which ceremony you are graduating, available from summerceremonies.aspx, your student ID number, your UoN address for identification purposes only and details of the card you are using to purchase. It does not need to be the graduating student who purchases the tickets but the purchaser will need to have all of the above information to complete the process. The online shop requires you to enter a delivery address. This is an unavoidable aspect of the software, please do note that tickets are not posted out and they are to be collected on the day of the ceremony when you register at the Sports Centre. This year the University is trialling the screening of a live broadcast of the graduation ceremony. Guests will be able to watch the ceremony via a live link from a seated broadcast marquee adjacent to the sports hall where the ceremony is taking place. Tickets are priced at and will cover the cost of a commemorative brochure of the day, post-ceremony refreshments within the hospitality marquee and will ensure that you are allocated a place in the marquee for the duration of the free broadcast. This new facility is limited to 70 places, and tickets will be restricted initially to 2 per student. Under twos who do not require their own seat will a need a complementary infant ticket. Please call in this instance. Please note that in the event of the live-feed to the marquee being lost, tickets will not be refunded. Students purchasing Broadcast (Marquee) tickets can still also purchase Audience (Sports Hall) tickets from this site where available. Date of sale of tickets Ceremony Date Availability Monday 6 June July am 2 per student 2 12 July pm None available 3 13 July am 2 per student 4 13 July pm unlimited 5 14 July am 2 per student 6 14 July pm 1 per student Tuesday 7 June July am 1 per student 8 15 July pm 2 per student 9 18 July am 2 per student July pm 1 per student July am 2 per student July pm unlimited Wednesday 8 June July am unlimited July pm 2 per student July am unlimited July pm 2 per student July am unlimited 4

5 Ticket Collection All ceremonies take place at the Sports Centre, University Park. Guest tickets will be not be posted prior to the ceremony. Students will be sent a confirmation detailing the number of guest tickets that they have purchased and are asked to bring this with them on the day. Graduands will be issued with the correct number of tickets when they arrive to register. If you are travelling separately please make arrangements to rendezvous with your guests to hand over their tickets. If guests are unable to make arrangements or are running late, graduands can make arrangements when they register for guests to collect tickets from the Foyer after student registration has closed. Please note that tickets will only be issued where the graduand has registered. The doors to the Graduation Hall will open for guests at the following times: 9.45am for morning ceremonies 1.45pm for afternoon ceremonies Guests enter the Graduation Hall via the main entrance and are asked to take their seats at least half an hour prior to the start of the ceremony. Guest seats are not numbered, therefore the earlier guests take their seats the more choice they will have. Refunds Guest tickets are not normally refundable unless your name does not appear on a pass list. Payments for guest tickets will be refunded automatically only if you do not successfully complete your studies. If you are eligible to graduate and your guests are unable to attend you must apply for a refund. Refund applications should be made by Wednesday 6 July Refund forms are available form the graduation web pages. Refunds will be made according to the original method of payment and after the ceremony session has ended. 5

6 Information for Graduands Registration The first thing you must do when you arrive at the Sports Centre is register in the Small Sports Hall. Registration will be open at the following times: am for the am ceremonies pm for 3.00 pm ceremonies You will be issued with a numbered seat ticket. It is important that you sit in the seat that has been allocated to you as this corresponds to the correct order of presentation and receipt of certificates. You should keep your ticket with you as you will need it to gain entry to the Hospitality Marquee after the ceremony. You will also be issued with your guest tickets when you register for the ceremony. Collecting your academic gown Immediately after registering you should collect your gown from the Ede & Ravenscroft stand behind the registration desks. You must show your web/telephone order confirmation, so make sure you have this information with you. You will not be permitted to go onto the platform if you are not dressed in academic gown and hood. It is your responsibility to make arrangements for the hire of appropriate academic dress. Gown should be ordered at least three weeks prior to the start of the ceremony period or a late surcharge may be payable. You will find a link to the gown hire company direct from our web pages. Once the ceremony is over and you have had your photographs taken you should return your gown to the Ede and Ravenscroft team in the Gown Return Marquee. What to wear at graduation Ensuring that your academic dress sits properly and looks good for your photographs can be difficult. Gowns are generally easy to wear although they can tend to slip backward especially if worn over a silky top. Hoods can cause more difficulties and may slide outwards and off your shoulders. A shirt and tie or blouse with buttons down the front is useful to secure hoods. You are expected to wear smart clothing and a shirt and tie is required for male graduands. Casual clothing, ie jeans, T shirts and trainers are not considered appropriate attire for graduation ceremonies. We reserve the right to refuse entry to students wearing jeans and/or trainers. Unfortunately there are no cloakroom facilities at the Sports Centre so please do not bring additional clothing or bags. 6

7 Information for Graduands What to expect at the ceremony You must be registered, gowned and in your seat by 10.30am for morning ceremonies and 2.30pm for afternoon ceremonies. Once in the Hall it is important that you remain in your seat. If you are not in your seat by 10.30am / 2.30pm, even if you have registered, you may not be allowed to go onto the platform to receive your award or may not be able to sit with the rest of your cohort. If you arrive once the ceremony is underway you may not be allowed to collect your award. Please allow plenty of time to make your journey on the day. A programme, which states the order of presentation, will be on your seat. You should wear your cap when entering and leaving the Hall, but should remove it when seated. Leave your cap on your seat when you go to the platform. You will move, in order, from your seat to the ramp leading to the platform where the Marshall will check your name. As soon as the Dean of your Faculty announces your name, walk across the platform. If the Chancellor is presiding, pause in front of the Presiding Officer s table bearing the Mace - turn towards the Presiding Officer and bow then proceed to the other side of the platform to shake hands with the Pro-Vice-Chancellor. If the Vice- Chancellor is presiding you should cross the platform and shake hands with the Vice- Chancellor. You then continue down the ramp to collect your certificate and return to your seat. Stewards will be present to brief you on the day guide you at all stages. They will be wearing blue academic gowns and will be happy to assist you with any difficulties or answer any questions. Your certificate will be presented to you as you leave the platform. If for any reason a certificate is not available on the day it will be sent to the address on your graduation form. You will not be able to collect certificates on behalf of students not present at the ceremony. Data protection Information supplied by you on your graduation application form, either online or paper version, will be used for the purposes of processing your application for attendance at your ceremony and the purchase of guest tickets for that ceremony. In addition we will pass your name and contact details to the Students Union, Alumni Relations, the Centre for Career Development and occasionally to your School. Information supplied may be held on a computer based system that is maintained in accordance with the provisions of the Data Protection Act Any or all of the information may be held for a period of up to five years. We will pass your name only to the University s graduation DVD production team and to an external company who produce Class of 2011 memorabilia T-shirts. We will not discuss the details of your graduation with anyone else (relative, friends etc) unless you give us written permission to do so. Graduands and their guests should be aware that the graduation ceremonies are regarded as public events. Names will be published in the ceremony programme. Audio and visual images of the ceremony are publicly available via the internet live broadcast. 7

8 Useful contact information Useful contact information The Graduation Team Graduation The University of Nottingham E Floor Portland Building University Park Nottingham NG7 2RD Tel: Fax: graduation@nottingham.ac.uk Finance Department Tel: sgraduation.asp Tel: Ede & Ravenscroft graduation-services/ Tel: University Merchandise Tel: Student Administration Tel: Tempest Photography 8