Below you will find a series of the most commonly asked questions about the University's award ceremonies and certificates. Before you use our "Contact Us service" please check whether we have already answered your question. If we haven't answered your specific question below then please proceed with your enquiry by clicking on the Contact Us link at the foot of the page.
- When does the University hold degree ceremonies?
- I am due to graduate in the summer (July), when will I receive details about the summer ceremonies?
Am I Eligible?
On the Day
- Can I get a DVD of my ceremony?
Food and Drink
Other General Queries
The University holds ceremonies twice a year, in July and January. Check the future dates.
The July ceremonies are usually held during the third week after the end of the summer term.
The January ceremonies are usually held over 3 days in the penultimate week in January.
Undergraduates and postgraduates, receiving an award of degree level and above, can choose to attend either a July or January ceremony.
Undergraduate finalists will be sent an email around mid May.
Postgraduates will be sent an email from mid May onwards.
Please make sure you keep your details up to date on your central student record as well as informing your department. If you will no longer have access to your Warwick email, please ensure that you contact us with your personal email address and we will update your records.
We will contact you by email from early November onwards.
Please make sure you keep your details up to date on your central student record as well as informing your department. If you will no longer have access to your Warwick email, please ensure that you contact us with your personal email address and we will update your records.
Departments and their courses are assigned to a particular ceremony date and time. The schedule of ceremonies is normally published in March/April for July ceremonies, and October for the January ceremonies. Joint courses will be assigned to the ceremony at which the lead administrative department has responsibility for the joint course. If you are unsure, please contact us to confirm which ceremony you will attend.
There are usually two ceremonies held each day, one at 11.00 and one at 15.00.
Keep checking for the current schedule page to be published around these times to confirm the date and time of your ceremony.
No. If you cannot make the date and time of the ceremony that your course is assigned to, you have the option to defer your graduation ceremony to a future ceremony (although you cannot defer beyond one year), or, you can choose to graduate in absentia and receive your certificate in the post or request that it is held for collection.
You will need to complete the online registration form.
Online registration for July ceremonies usually opens during May and the online registration form for the January ceremonies usually opens early November.
Yes! If you are eligible to graduate at the next ceremonies, you MUST register even if you do not want to attend the ceremony or you are planning to defer to attend a future ceremony. If deferring, you need to opt out of the first available ceremonies. This means that we can transfer your details to your chosen future ceremony. If you do not do this, you will graduate in absentia, by default, at the first available ceremonies at which you are eligible to graduate - you would not be permitted to defer your graduation after the registration deadline. You should also register to let us know if you are not attending the ceremony and wish to graduate in absentia, otherwise we will not be able to post your certificate to you after the ceremonies.
We also gather further information relating to the use of your personal information by the University, so it is important for you to complete this.
Yes! You have to opt out of the ceremony at which you are first eligible to graduate. If you do not register online and you are eligible to graduate, you will be awarded your degree in absentia instead and you will NOT be permitted to attend a future ceremony.
Your certificate would also remain at the University as we would not have confirmation of where to send this.
No! Do not delay your registration process, it may be too late to include you and the venue has a maximum capacity which cannot be exceeded. It is usual practice to invite students to the ceremony before results are known, given various time constraints. If it transpires that you are not eligible to graduate, your name will not appear on our graduation lists for the day and your online graduation response will not be actioned.
Please also ensure that you register by the deadline given.
No, places are limited. The venue has a maximum capacity and not all graduands are guaranteed a place. Places are booked on a first come, first served basis so we strongly advise you to complete the online registration as early as possible to book your place and to avoid disappointment. Amongst other things, the University takes into account previous attendance data, data on non-attendance and the number of students expected to graduate. This is, in part, to estimate the minimum number of ceremonies required whilst ensuring that the venue is not under utilised.
When you register online, you can choose to attend the ceremony, graduate in absentia (i.e. not attend), or defer your graduation with the intention to attend a future ceremony. If you have already deferred graduation previously, you will NOT be given the option to defer again.
Depending on your choices, you will need to complete the details on the screens presented to you as you work through the form.
In addition to the online registration form, you must order your robe well in advance of the ceremonies from the robe providers and ensure that you read the checklist and key dates and timetable for the day, making sure you know where to be and when.
As for the day, you will be presented with your certificate on stage at the ceremony.
If you have confirmed your attendance but do not turn up on the day, your degree will be awarded in absentia and you will not be permitted to attend a future ceremony. Your certificate will be posted to you after the ceremonies, if you have provided your address (please allow up to 8 weeks for delivery after the ceremonies). Read more about award certificates.
If you have paid for hire of robes, and ordered photos etc, you will be able to request refunds of these direct from the companies if you do not attend on the day – please contact them promptly to arrange refunds.
Your certificate will be posted out to you 4-6 weeks after the ceremonies finish (if you have provided your address), by our normal postal method (ie First Class post for UK and Recorded Delivery for overseas addresses). If you have requested the option of delivery by courier, a payment of £20.00 for UK, or £40.00 for overseas addresses is required) - courier requests (paid for) will be posted within 2-3 weeks after the ceremonies. You can also opt to have your certificate held for collection by yourself or someone elected by you. Read more about award certificates.
You will not be eligible to attend a future ceremony.
You must register online to let us know that you want to opt out of the first available ceremonies at which you are eligible to graduate. You will then be contacted again nearer the time of your chosen ceremony.
You will be required to complete a new online registration form at that time to confirm your new intentions. You will not be given the option to defer again when you complete the new online form - you will only be given the option to attend or to graduate in absentia.
Your certificate would be issued at the time of your chosen ceremony – it cannot be issued before this time. Read more about award certificates.
You are not permitted to defer beyond one year.
You can change your details by re-accessing the online registration process, anytime up until the registration deadline. After the deadline, it depends how close we are to the event as to what options are still available to you, but you should contact us as soon as you know you cannot attend to discuss what options you have at that time. We regret that we cannot guarantee to change registration requests received after the registration deadline.
Your name will be crossed off the list of names to be called out and your degree will be awarded in absentia instead.
You will not be permitted to attend a future ceremony.
Your certificate will be posted to you after the ceremonies, if you have provided your address (please allow up to 8 weeks for delivery). Read more about award certificates.
If you have paid for hire of robes, and ordered photos etc, you will be able to request refunds of these direct from the various companies – please contact them promptly to arrange refunds.
Full details are given on our online registration web page. There are two ways to access:
- If you still have access to your IT account sign in to your Start.Warwick and select 'Student Records Online' from your 'My Warwick Admin Systems' gadget, then you should see the 'Awards Ceremony' tab. If you do not have the gadget, click on 'Add a Gadget' at the top right hand corner of your Start.Warwick screen and choose 'My Warwick Admin Systems' and click on 'Add this Gadget'. Further information about how to get this gadget can be found on the IT Services Helpdesk Leaflet 10. The gadget will appear on your front tab when loaded. Complete the online form on the 'Awards Ceremony' tab, ensuring you click ‘FINISH’ at the end.
- If you no longer have access to Start.Warwick, you should click on the appropriate ‘Register’ button on the Registration section of our web page which will take you to a login page where you will be asked to give your student ID number (7 digits) and your password to access the online form.
Before contacting us, please ensure that you have attempted to access the correct way and keyed in the correct information in the correct format.
TIP: If you no longer have your Start.Warwick account and are attempting to access through the login page, please ensure that you are keying in your student (not staff) 7 digit number and your password.
If you still cannot access please contact us and we will check your access.
No, not necessarily. There are various reasons why you may not have access to the online form.
It could simply be that we are not yet aware of your potential eligibility to graduate and will therefore not have contacted you yet or created your graduation record (which enables you to access the online form).
If you haven’t received details or cannot access the online form and you believe that you are/will be eligible to graduate, you should contact us so we can follow this up.
No, not necessarily. Due to the proximity of examination boards and ceremonies it is usual to send out graduation invitations BEFORE results are known.
We look at your student record to check if you are potentially due to graduate (given your expected end date) and we contact students based on this and other information.
To be eligible to graduate you must have cleared all your debts and your name must appear on a Senate or Steering Committee approved pass list by the deadlines stated. Please check the key dates and eligibility criteria.
You must have cleared all of your study related debts with the University (it is your responsibility to do this), and your name must appear on a Senate or Steering Committee approved pass list by the deadlines published in the key dates section.
Students recommended for a lower award (such as Postgraduate Diploma) will not be able to graduate at a formal Congregation.
University regulations stipulate that a qualification cannot be awarded/conferred on any student who has study related debts outstanding to the University (including library fines). All study related debts must be cleared by the date published in the key dates in order to graduate. Payment by cash or credit card is recommended to avoid delays. Payments made by BACS or cheque are subject to a clearance period of 10 working days. If you are unsure, you can check your account balance through your Start.Warwick Student Record Online account). If you no longer have access to your Student Record Online account you can also contact the Student Finance Office at firstname.lastname@example.org.
Due to the proximity of some Boards of Examiners meetings in relation to the deadline for receipt of pass lists and online registration, it is usually necessary for the Awards and Ceremonies Team to contact students BEFORE results are known. Receipt of any graduation email invite DOES NOT, therefore, imply successful completion of your studies and you must ensure that you meet the above criteria in order to graduate. If you are unsure of the date that your Examination Board is sitting, then please contact your departmental secretary, as the Awards and Ceremonies Team does not have a full list of Examination Board dates that are due to take place within the available time.
The qualifications of Diploma, Certificate and Award are NOT awarded at a University Awards Ceremony but certificates for these lower qualifications are distributed to recipients by mail after they have been approved by University Senate or Steering Committee. Read more about award certificates.
Unfortunately, because of the format of pass lists, they cannot currently be published on the web site.
However, postgraduate students will receive a letter to confirm the conferral of their award after Steering Committee approval, although this will be sent out usually 1-3 weeks after Steering Committee approval has taken place.
Undergraduate pass lists from May/June Examination Boards, will be available from your department shortly after the Examination Board has met and will also be displayed in the Atrium of University House during the last few weeks of the Academic Year.
Taught postgraduate lists may be displayed in your department shortly after the Examination Board has met and your department will contact you to confirm the outcome of the Examination Board decision.
As taught postgraduate lists are not displayed in University House, it would be reasonable to assume that if your department has contacted you to confirm the Examination Board decision (subject to Senate/Steering approval) which confirms the recommendation of a degree level award, and, they have sent the pass list to the Academic Office for approval 5 working days BEFORE the Pass List deadline, then you should be eligible to graduate (providing you have no debts outstanding to the University).
For research degrees, your name will not be presented on a Pass List until the Graduate School is in receipt of all documentation, including both External and Internal Examiners' reports, usually after the viva has taken place and any corrections have been submitted and signed off by the Internal Examiner. This also includes receipt of your bound copies and CD for the library. If you are unsure if you will complete in time, please seek advice from the Graduate School Office before booking any arrangements for your ceremony.
Check the key dates to confirm the deadline for awards to be conferred by Senate in order to graduate at the next available ceremony.
You will not be able to graduate and attend that ceremony if your award has not been approved by Senate/Steering or if you are in debt to the University.
The Awards and Ceremonies Team will not action your registration request and your name will not appear in the graduation proceedings.
If you have successfully completed your studies but are in debt to the University, you will be invited to the next available ceremonies after you have cleared your debt.
If you have not completed your studies or your award has not been approved by Senate/Steering in time, you will be invited to attend the next available ceremonies, after you have successfully completed at degree level.
If you have been awarded a lower qualification of Postgraduate Diploma/Certificate/Award then you will not be able to attend a ceremony and your certificate will be issued and posted to your address, approximately 6-10 weeks after the ceremonies. Read more about award certificates.
If you are a postgraduate, you will receive an email letter from the Student Records Office, approximately 1-2 weeks after approval of your award by Senate/Steering. Undergraduates are notified via the final examination board pass lists which will be displayed in your department and in the Atrium of University House.
We can only guarantee two guest tickets for entrance to the ceremony. Guest tickets are not posted - they are collected on the day of your graduation in the same venue as your robes.
No, we do not make a charge for graduand or guest tickets. Entrance is free.
No, extra guest tickets will be allocated on a first-come, first-served basis and are subject to availability. These can be requested from the ticket collection point in Rootes Restaurant, Rootes Building.
Due to seating capacity and the number of attending graduands there is always a limit on the number of guests tickets we can allocate but we do hope that they will be able to enjoy and celebrate the rest of the day with you. If your guests have any queries on the day, they should enquire at the Box Office at the Warwick Arts Centre.
There will be a live video link to the plasma screens in the foyer areas of the Arts Centre where guests without entrance tickets to the Butterworth Hall will be able to see the ceremony. The ceremony may also be shown in the Cinema (subject to availability). This is an informal viewing area and guests are welcome to come and go as they please at anytime during the ceremony proceedings and therefore, tickets are not required for entrance to the Cinema.
Guests will also be able to watch the ceremonies from the Piazza, on the big screen which is situated outdoors, next to Rootes building.
A DVD will be available to purchase should you or your guests which to order a copy either before the event or on the day from their stand. Further details are available on our Souvenirs web page.
No, guest tickets for entrance to the ceremony are not numbered and stewards will direct your guests to seats inside the Butterworth Hall. Guests who wish to sit together should enter the hall together. Wherever possible we will make every effort to seat all members of the same party together, however, guests are equally welcome to sit separately from other members of your party if they wish. Please read our guest section for further details.
Guests are not necessarily required to be smartly dressed, however, as it is a formal event most guests do prefer to be appropriately dressed for the occasion (e.g. collar and tie).
We do not post tickets.
Tickets should be collected on the day of your ceremony from Rootes Restaurant, Rootes Building. Please refer to the timetable for the day for collection details.
Please collect your tickets before you collect your robe. It is important to note that guest tickets will also be in the envelope along with your numbered graduand ticket. Please ensure that you give the tickets to your guests before you separate from them to join the graduand entrance queue on the day, as your guests will need to enter through a separate door and will not be allowed to enter the ceremony without the tickets. You must keep your own ticket with you at all times because you will need your ticket to enter the hall and it has your seat number on it (read more).
You should tick the appropriate boxes on the online registration form. We will make appropriate arrangements if you need assistance/support on stage to receive your degree or if you or your guests require flat floor seating.
The stage will have ramps at either side ensuring access for everyone to receive their award on stage. The seating area is mostly tiered and accessed via stairs which are low and wide. Wheelchair access is available throughout the Warwick Arts Centre and marshals will be on hand to assist upon arrival should you require assistance.
Guide dogs/hearing dogs are welcome throughout Warwick Arts Centre. Please let us know (through the online form) in advance if you will be bringing a guide/hearing dog. Guide/hearing dogs may be taken into the ceremony or they can be cared for by a member of staff during the ceremony.
It is important that you inform us if you or any of your guests are wheelchair users or if you require other accessible seating arrangements in the Hall, otherwise we cannot guarantee we will be able to meet your/their needs on the day as space is limited.
Yes, everybody graduating will need to wear full Academic Robes (read more).
A gown, hood and hat will need to be worn which you should order online well in advance from our robe providers.
You need to order your robes online, well in advance of the ceremony, from our robe providers.
Gowns can either be hired for the day or purchased if you prefer. You will need to know the date and time of your ceremony (check the schedule), your qualification (eg PhD, MEng, BA, FdA, etc) and your height, chest and hat size to order your robe - please have this information to hand when you order.
A brief description of the colours is available in our Robe and Hood Colours section.
You will need to collect your robes prior to your ceremony from the Warwick Arts Centre (check the timetable for the day).
University regulations state that all graduands must be smartly dressed (eg collar and tie).
Members of the armed forces may wear the appropriate uniform and members of religious orders their normal mode of dress.
Graduands may also wear their national dress.
Stewards will be checking that graduands are smartly dressed. Any graduands whose clothes are considered unsuitable (e.g. jeans/trainers) will be excluded from the ceremony (read more).
TIP: Although the hood is secured with velcro to your gown, it is also useful to bring pins or safety pins so you can secure your hood at the shoulders so it does not slip back or slide off your shoulders. Ladies: you may also wish to bring hair grips to help secure your hat.
You need to leave enough time on arrival at Warwick, including collecting your tickets and robes from Rootes Restaurant, Rootes Building, and for you to be seated in the Butterworth Hall in the Arts Centre 45 minutes BEFORE the start time. Your guests need to be seated half an hour BEFORE the start time of your ceremony. Ensure that you read the timetable for the day to assist you with timings.
Please allow extra time for traffic and parking if you are arriving by car. It is your responsibility to ensure you are in time for the ceremony; ensure you check the timetable for the day and the free park & ride to assist you with your timings and travel plans.
All graduands and guests are requested to use the FREE Park & Ride facility will be in operation from Stoneleigh Park on each day of the ceremonies. Buses will travel at 15 minute intervals throughout the day. Travelling time to campus is approximately 15-20 minutes. To ensure you are guaranteed to be on campus in time for your ceremony, please arrive at Stoneleigh Park by the times stated on the Park & Ride section.
For full information and directions to Stoneleigh Park check the Park & Ride details.
For graduands and guests who are blue badge holders or for those with restricted mobility requiring accessible parking, please also check the Park & Ride details.
Ceremonies usually last approximately one hour - one and a half hours.
The ceremony will commence with the entrance of the academic procession for which all graduands and guests should stand. After an opening address from the Chancellor, Vice-Chancellor or Deputy-Vice-Chancellor, the first row of graduands will be led down towards the stage.
All graduands present in the Hall will be presented to the Chancellor, Vice-Chancellor or Deputy Vice-Chancellor by the relevant Faculty Chair in order of qualification and course of study.
You will be prompted to go up on stage as your name is read out, where you will be presented to the Chancellor or Vice-Chancellor to shake hands.
At the far side of the stage you will collect your certificate from a senior academic and then you will walk off the stage and return to your seat.
Approximately half way through the proceedings an honorary graduand will be presented for the award of an honorary degree or a speech will be delivered by an invited orator.
No; we will need to seat you in presentation order. Your guests will be seated in a separate guest seating area.
Your guests' tickets are not numbered and they will be shown to seats when they enter (read more).
You MUST register before entering the ceremony and sit in the seat number allocated to you (the number is shown on your ticket). There will be a brochure with your name on it which will be laid out on your seat. Please ensure you are seated on time (read more) and please ensure you do not move seats (otherwise you may not be able to graduate!).
A member of the graduand seating team will guide you to your seat.
You must not swap seats otherwise you will be in the wrong order to be presented and you will end up with the wrong certificate. It may also mean that you will not be able to graduate if we cannot locate you in your seat when the graduand seating team are checking for absentees after doors close. You must remain in your specified seat so that we can confirm that you are present and that you will not be crossed off the list of proceedings as absent!
No, you will be presented in alphabetical order by qualification then in alphabetical order within your course.
Honours level qualifications will be listed before all non honours qualifications.
Only qualifications, course titles and names are read out.
Usually, there is an Honorary Graduand presented for an honorary award in each ceremony. A Chancellor's medal may also be awarded. We also present The Warwick Award for Teaching Excellence during the ceremonies and the Outstanding Student Contribution Awards. (read more).
If you or any of your guests feel unwell, please inform any member of graduation staff.
First Aid will be in attendance at all times.
If you feel unwell during the ceremony, please inform one of the ushers inside the ceremony.
Your department may organise their own reception for their students. Please contact your department to check. You may also be interested in finding somewhere to eat and drink on campus to continue your celebrations - check the Warwick Retail website.
Mygraduationfilm.com will be providing video coverage at your graduation ceremony, capturing your special moment centre stage.
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The event is recorded using multiple cameras. All cameras are directed and controlled live within an on-site studio, allowing us to provide comprehensive quality coverage of your ceremony.
Mygraduationfilm.com offer a range of products ensuring that you can re-live your day and share it with those who couldn't be there.
So don't miss out on this opportunity, visit www.mygraduationfilm.com to see what they offer and to order your graduation film.
The ceremonies can be quite long and tiring for children. You are encouraged to make use of the FREE kids club/crèche (operated by staff from the University's Ofsted outstanding rated nursery) for the comfort of your children and other guests in attendance. Children are allowed into the ceremony, although children over the age of 2 will require their own seat and therefore a guest ticket (only 2 guest tickets are guaranteed).
The kids club/crèche is booked on a first come first served basis. Check the kids club/crèche section for more information.
You should complete the booking form available at the end of the online registration process (or as soon as booking details are available). Details and the link to the booking form will be available in the kids club/crèche section of our web page.
The booking is made direct with the crèche provider and they will contact you to confirm if your child/children have a place. Spaces are limited and are on a first come first served basis so we would recommend that you complete the booking form as soon as this this available.
One form per child is required.
Information can be found on the Warwick Retail website.
Accommodation availability is to be confirmed. Please check back on our website nearer the time for updates.
The Immigration Service can provide you with a letter to assist with your visa (complete the online request form) and further information is available on their web page Travel and Re-entry to the UK. They cannot provide letters for your family or friends. You will need to write a letter inviting each of your guests to your ceremony - check their General Visitor Visas information (scroll down the page to see the 'sample invitation letter') to assist you with this. If you need to contact them for further advice, please email email@example.com.
If you are attending your degree ceremony, your certificate will be presented to you on stage.
If you are deferring to a future ceremony, your certificate will be issued at the time of your chosen ceremony (it cannot be issued before this time).
If you are graduating in absentia, then your certificate will be posted out 4-6 weeks after the ceremonies (providing you have given your certificate postal address on the online form). Please allow up to 8 weeks for delivery.
If this is to a UK address, then it will be sent by first class mail, and if to an overseas address, then it will be sent by recorded mail.
If you have requested your certificate to be posted by courier, and if payment of £20.00 (for UK addresses) or £40.00 (for overseas addresses) is received, we will post your certificate 2-3 weeks after the ceremonies.
As an exception to the above, if you are a student at Warwick Manufacturing Group, and have registered through the IGDS route at one of the overseas centres, your certificate will be posted to the overseas centre office by courier (in this instance, you are not expected to pay for the courier service as this cost will be met by the University).
If you have requested your certificate to be held for collection through the online form, we will hold this for collection as requested. Collection is from the Student Reception from 2 weeks AFTER the ceremony week.
For further details on posting and collection arrangements, please check the Award Certificates section on our web page.
No. Degree certificates are only issued at the time of the ceremonies. Certificates cannot be collected or posted before this time.
You should contact the Awards and Ceremonies Team via our online enquiry form.
Yes, if you have lived in University owned accommodation, you may be charged for cleaning and repairs once you have vacated the property. These charges may be applied to your account AFTER you have graduated from the University.