Terms and conditions

It is the responsibility of the graduand to read through and understand the terms and conditions below and to contact the Graduation Office if they have any queries.  By registering to attend the February 2018 University of Bristol graduation ceremonies the graduand is agreeing to the following:

Registration and tickets

Graduands must submit their online form to register for graduation by Monday 11 December 2017.  Graduands who submit their registration form after the deadline are not guaranteed attendance at their graduation ceremony.  No tickets will be allocated until a registration form has been submitted.

If you graduate ‘in absentia’ at a graduation ceremony you will not be permitted to attend a future ceremony for the same degree.

Any graduand who registers by the deadline is guaranteed their ticket and two guest tickets. 

Graduands can request one extra ticket in advance by sending an email to graduation-extratickets@bristol.ac.uk.  Your full name, student number and degree course must be included in the email.  Your request will be entered into a random ballot, and you will be informed by email no later than 5.00 pm on Monday 5 February 2018 if your extra ticket has been allocated.  

Graduands may request more than one extra ticket but only one per person will be allocated in the first instance and only to those who have requested them.  If there are any additional tickets after the ballot, they will be allocated to students who have requested more than one.

The deadline for extra ticket requests is Friday 19 January 2018.

Should any extra tickets become available after you have been notified of the result of the ballot, they will be allocated on a first come, first served basis on teh day of your ceremony, from the ticket collection point only, at the specified times.

Please note that there is no guarantee that any extra tickets will be available to graduands who have requested them.

Tickets for the graduation ceremonies will only be issued to eligible graduands who have registered to attend the ceremony. 

Please see Ticket allocation and collection for further information.

Academic dress

Academic dress is obligatory at University of Bristol graduation ceremonies and should be ordered from the University’s gown hire provider, Ede & Ravenscroft.  The charge to hire or purchase academic dress is made directly to the gown hire provider and any enquiries about a gown order should be directed to them.  Please see Gown hire and collection for further information.

Eligibility

Eligibility to graduate in February 2018 is subject to the following criteria:

Children and babies

Due to their formal nature, the ceremonies are occasions which babies and young children may not enjoy.  We therefore recommend that any graduand or guest with childcare responsibilities seek alternative childcare arrangements.  However, we do recognise that on occasion the circumstances of a graduating student may mean that it is necessary for a baby or young child to attend.  Due to the limited capacity of the Great Hall at the Wills Memorial Building any child aged 2 or over must be allocated a guest ticket, and each baby or child must be accompanied by an adult guest.  Please note that prams and pushchairs may not be brought into the Hall.

Data protection

In accordance with the Data Protection Act (1998) the Graduation Office can only discuss a graduand’s ceremony with the graduand.

Graduands who attend a graduation ceremony will have their first name (or preferred middle name) and surname announced.  We are unable to use names that do not appear within the graduand’s official name as registered on their student record.  If a graduand has a query about their name they should contact their Faculty Office to make an amendment to their officially registered name.  Names cannot be amended after an award has been made. 

Graduands' names are printed in full in the graduation programme and may be used on University merchandise.  If a graduand has obtained a first class honours or distinction degree classification, their names will be printed under the heading of that degree classification in the programme.  Graduands should contact the Graduation Office to discuss any issues arising in relation to this use of personal information.

Date and time of ceremony

The date and time of the ceremony as published in the schedule of ceremonies on the Graduation website is confirmed.  Graduands are invited to the relevant ceremony for their degree and cannot choose to attend a ceremony at a different time or day within the degree congregation. 

Debts

Outstanding tuition fee debts to the University of Bristol must be settled in full by the relevant deadline which has been set for the ceremonies.  See Eligibility for further information. 

Deferrals

Graduands can request deferment to the February 2019 congregation by emailing Graduation Office by the registration deadline date.

Graduands can only defer their graduation attendance once. 

If you choose to defer you will receive your degree certificate at the ceremony at which you graduate and will not be able to obtain it any sooner.  See Certificates and Transcripts for further information. 

Please note that we are unable to accept deferral requests after the congregation has taken place.

Filming and photography

Photography is permitted during the ceremony.  However, we ask that you do not obstruct the views of others and that any photographs are taken in as discrete a manner as possible.  

All University of Bristol graduation ceremonies are professionally recorded and footage may be used by University of Bristol for media publications, including online postings.  The ceremonies are streamed live and graduands should contact the Graduation Office to discuss any issues arising in relation to this.

Mobile Phones 

Graduands must ensure that their mobile phone is on silent during the ceremony. 

Right to refuse entry

The graduand must be robed and seated prior to the start of the ceremony, in accordance with the timetable.  No graduand or guest will be allowed to enter a ceremony once it has commenced. 

The University of Bristol reserves the right to ask any person to leave the ceremony venue if they are making unnecessary noise which is disruptive to the proceedings or to other guests. 

The University of Bristol reserves the right to refuse entry to the graduation ceremonies.

Specific seating

The graduand agrees that any special requirements for guests and graduands such as wheelchair access, sight or sound facilities are submitted at the time of registration to allow for appropriate seating allocation.

Unforeseen circumstances

The University of Bristol aims to provide graduation ceremonies as advertised but reserves the right to make alterations to ceremonies if necessary, or in the case of unforeseen circumstances such as adverse weather conditions. In the unlikely event that a ceremony has to be cancelled, rescheduled or postponed, the University will make every effort to contact graduands and in addition will announce information on the University website and via other channels available.

In registering to attend their graduation ceremony, students will be deemed to have accepted the above terms and conditions.

Glossary 

Academic dress/gown

The collective term for the gown and hood worn by graduands and academic staff.  Caps or hats are included for higher doctorates only. 

Deferral

The process by which an invited graduand postpones their graduation ceremony attendance to a future ceremony (at the discretion of the Graduation Office). 

Eligibility

Eligibility depends on your degree being awarded at an examinations board by Friday 19 January 2018, and all outstanding tuition fees being cleared by Monday 8 January 2018. 

Graduand

A student who has been invited to attend a graduation ceremony but has not yet had their degree conferred. 

Conferred

Formally awarded a degree at a graduation ceremony, eg 'conferred in absentia' would mean 'formally awarded a degree in your absence'.

Certificate

A document issued by the University to signify that a student has attained a specified level of academic achievement.  The certificate bears the signature of approved officials, the University crest, and contains various security features.

Transcript

An official document that shows:

The units which have been taken in each year of study; the assessment and reassessment (as appropriate) grades for each unit; the total number of credits gained in each unit taken and in each year of study; the degree awarded, degree classification and date of award (where applicable).

Degree congregation

The collective term for all graduation ceremonies taking place during the same period, i.e. February degree congregation or July degree congregation.