Graduation Summer 2015 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 is full of information about graduation, please take time to read it and share it with your guests. If you have a question that is not answered here please contact the graduation team. We hope that you enjoy your graduation day!

Graduation deadlines

ASAP—Check your ceremony date and time here

25 March—Register for graduation and purchase guest tickets on the Portal

12 June—Pay any outstanding fees

12 June— Deadline for submitting a deferral for to Student Administration

15 June—Deadline for submitting hard bound thesis

16 June- Order your academic gown

20 June- Deadline for Individual Requirements form

Guest ticket purchases You can purchase 2 guest tickets when you register. Guest tickets are £20, this price will cover: parking, welcome tea and coffee, admission to the hall, a proceedings brochure and post-ceremony refreshments. Graduating students do not need a ticket. Guest tickets are NOT posted out in advance. They are available for collection by the graduand on the day of the ceremony. Additional tickets Due to capacity of the East Midlands Conference Centre we cannot sell more than 2 tickets to any stu-dent during the registration period. We cannot guarantee that extra tickets will be available. We will contact all students with information about any extra tickets in the middle of May. Live-stream tickets The ceremony will be live-streamed to a large screen in the Auditorium in the East Midlands Confer-ence Centre. These tickets cost £12 and include post-ceremony refreshments and a commemorative brochure of the day. Live-stream tickets are sold at the same time any as any additional tickets, full details will be sent out after registration has closed. Refunds If you no longer need your guest tickets or you are no longer able to attend, please let us know as soon as possible. We can arrange a refund for your tickets by the original payment method if you noti-fy us by the 1st July 2015. Further details on guest tickets and information for guests.

Registering to graduate—Deadline 25th March

Graduating in absentia (not attending) —Deadline 25th March

You will not be able to register after the deadline, so make sure you register on the portal and pur-chase your guest tickets by the 25th March. If you are unsure whether or not you will complete your course in time you should still register; if you don’t complete your studies in time then you can get a refund for your guest tickets and you will be moved to the next set of ceremonies. Contact details Check your name and contact details are correct. We will use both you personal and your university email addresses to contact you and, for those graduating in absentia, certificates will be posted to the permanent address. For further information please see our website.

If you do not wish to attend your ceremony, you must still register using the online form on the portal by the 25th March. If you do not register as graduating in absentia then your certificate will not be posted to you. Certificates Certificates are posted up to 3 weeks after the ceremony date. It is not possible for you to receive your certificate before the ceremony or for someone else to collect it on the day.

To do before your graduation

Gown hire—Deadline 16th June

Opens 2nd March.

If you are not wearing academic dress you will not be able to cross

the stage on the day.

To order your academic dress you can complete an online order

form at www.gownhire.co.uk or phone 01223 861854. There is a

£5 discount if you order online by 16 June. All queries regarding ac-

ademic dress should be directed to Ede and Ravenscroft.

Individual requirements—Deadline 20th June

Please fill in the form by the deadline and send it to graduation if your guest has one of the following:

Mobility issues

Visual difficulties

Hearing difficulties

Dietary requirements (inc. vegan)

There is an induction loop in the EMCC. Vegetarian food is offered as standard.

Carer tickets

There is a possibility to purchase carer tickets for a charge of £10 if additional care is required for a

guest.

Full information regarding individual requirements can be found on our website.

Visas for graduands and guests

If you require a letter confirming your graduation for visa purposes, you should request a confirma-tion of student status letter here.

Accommodation and Evening Dining

Accommodation is available at the Orchard Hotel, adjacent to the East Midlands Conference Centre on campus. A £10 discount on published rates is available to the graduating student and their guests, to take advantage of this please forward a copy of your confirmation of registration email to orchardreservations@deverevenues.co.uk when booking.

The hotel also has a restaurant if you wish to book an evening meal. Call 0844 346 1216 or email bramleys@deverevenues.co.uk More information about the hotel and restaurant can at: http://www.deverevenues.co.uk/locations/east-midlands-conference-centre-and-hotel

On the day

Additional details of the day will be sent nearer the time. For those students who wish to see more

detailed information at this stage please look at our website.

Registration is at Rutland Hall, then ceremonies and refreshments take place at the East Midlands

Conference Centre (EMCC). A map and directions are here

Free car parking

Registration and gown collection

Free car parking is available for everyone. On the day, drive to Rutland Hall and follow the instructions of the parking attendants. Disabled parking This is available on request, please see here for more details.

Guests

If guests are running late, graduands can leave guest tickets at the

East Midlands Conference Centre to be collected on arrival. This

ensures that graduands can be in the Hall on time.

Guest seating is on a first come first served basis. Therefore the

earlier guests take their seats the more choice they will have.

The ceremony

When graduands enter the Hall they must sit in the correct numbered seat, this is vital so that you

cross the stage at the correct time to receive your certificate.

You should wear your cap when entering and leaving the Hall, but should remove it when seated.

Leave your cap and your belongings on your seat when you go to the platform, you will be returning

to the same seat after crossing the stage.

There will be stewards on hand to answer any questions, they will be wearing blue robes.

Registration will take place in the dining room at Rutland Hall, please see here for a map. You will be issued with your numbered graduand ticket and your guest tickets. Ceremony registration times: 10.00 Ceremony: 8.15—9.15 11.45 Ceremony: 10.00—11.00 15.00 Ceremony: 13.15—14.15 17.00 Ceremony: 15.15—16.15 If you are late for registration you may not be allowed entry into the ceremony. If you are late, please go to the East Midlands Conference Centre and register there.

Timings for the day

Ceremony 1 Ceremony 2 Ceremony 3 Ceremony 4

8.15—9.15 10.00—11.00 13.15—14.15 15.15—16.15 Registration

9.00 10.45 14.00 16.00 Doors open

Graduands seated by 9.30 11.15 14.30 16.30

10.00—10.40 11.45—12.30 15.00—16.00 17.00 –18.00 Ceremony (approx. end)

10.40—12.00 12.30—13.45 16.00—17.00 18.00 -19.00 Post ceremony refreshments

18.00 18.00 18.00 20.00 Gown return closes

Please make a note of the timings below, due to there being at least 3 ceremonies a day we do request that graduands and guests do adhere to the timings.

What to wear at graduation

Graduation is a formal event and therefore we suggest that graduands dress as they would for a job interview. Flip flops, trainers, t-shirts and jeans are not allowed. Anyone dressed inappropriately may be unable to graduate. Due to the nature of the hoods they tend to slide off the shoulders, we advise wearing a shirt so they can be secured using the buttons. If you are wearing a dress/top then please bring some safety pins to secure your hood.

There is only a small un-manned cloakroom facility at the East Midlands Conference Centre, this will

be reserved for prams and suitcases.

Refreshments

Refreshments will be served for an hour after the ceremony has fin-ished, these are included in the ticket price for guests. There will also be a bar where you can purchase additional drinks if desired. Your school may also host an event, they will send invites separately.

Official photography is available at the East Midlands Conference Centre before the ceremony (if there is time before the ceremony starts after you have registered) and also after the ceremony. The photographers will be available all day (until approx. 6pm). You cannot pre-book this service. Packages start from £27 and photographs can be ordered on the day, or online at a later date. For all queries please contact Tempest.

Official photography

During the ceremony you are encouraged to clap and cheer as all

graduands cross the stage.

Please respect other graduands and do not leave the hall until the

end of the ceremony.

We know what an important celebration this is for you as well as

the graduands and therefore guests are often keen to take many

photos during the ceremony, we request that whilst doing so you

remain in your seat. Please do not block the aisles and try not to block the view of other guests.

During the ceremony

Information for guests

Tickets

Live-stream tickets for guests to watch a live screening of the ceremony within the Auditorium at the East Midlands Conference Centre will be available to purchase in May. Live-stream tickets cost £12 and more information concerning purchasing them will be emailed to students nearer the time.

If a guest does not obtain a ticket they can still be part of the celebrations, they are able to go to the Graduation Village and take part in the official photography and other activities, however they can not enter the graduation hall or the refreshment tent. Guests who cannot attend but wish to watch the ceremony can do so via a live stream on the Gradua-tion website. Children's tickets For children under 2 years old tickets are complimentary, however the child must sit on a guest’s knee. Children over 2 must have a normal guest ticket. Children are welcome, but please be aware this is a formal event and children can become a little bored!

UoN merchandise and Alumni Relations

Official University memorabilia will be on sale in the East Midlands Confer-ence Centre after the ceremony. After your graduation day it can be purchased here. The Alumni Relations team will be available for more information on the Alumni network, head to their stall to sign up for the Alumni newsletter.

Graduation video

Mygraduationfilm.com will be providing video coverage at your graduation ceremony, capturing the special moment centre stage. www.mygraduationfilm.com

Finance Department http://www.nottingham.ac.uk/finance/ Tel: 0115 84 66770 Student Administration http://www.nottingham.ac.uk/asd/ Tel: 0115 84 66356

Tempest Photography

http://www.tempest-graduations.co.uk/client/

sgraduation.asp

Tel: 01736 752411

Ede & Ravenscroft

http://www.edeandravenscroft.co.uk/graduation-

services/

Tel: 01223 861854

University Merchandise

http://store.nottingham.ac.uk/

Tel: 0115 9513725

Certificates Team

graduation-certs@nottingham.ac.uk

Useful contact information

Data protection Information supplied by you on your graduation application form will be used for the purposes of pro-

cessing your application for attendance at your ceremony and the purchase of guest tickets for that

ceremony. We will also use the data for statistical purposes. We will share information with Student

Administration, the Exams Team and your School and will pass your name only to the external compa-

ny which produces ‘Class of 2015’ memorabilia T-shirts. Information supplied may be held on a com-

puter based system that is maintained in accordance with the provisions of the Data Protection Act

1998.

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 and qualifications, but not degree classes, will be published in the proceedings bro-

chure. Audio and visual images of the ceremony are publicly available via the internet live broadcast.

Professional photographers may be in attendance throughout the entirety of the graduation celebra-

tions and any photographs may be used in future publications.

Phone: 0115 951 5108 Email: graduation@nottingham.ac.uk Website: Summer graduation

Graduation team contact information