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Before the Day

About the Ceremonies

1. When does the University hold degree ceremonies?

2. I am due to graduate in the summer (July), when will I receive details about the summer ceremonies?

3. I am due to graduate in the winter (January), when will I receive details about the winter ceremonies?

4. When is my ceremony?

5. How do I know which ceremony I should attend?

6. Can I change the date and time of my ceremony?

Online Registration

1. How do I apply to attend the graduation ceremonies?

2. Do I still need to register online if I am not attending?

3. I am planning to defer my graduation to attend a future ceremony; do I still need to register online this time?

4. Should I wait until I get my results before I register online?

5. Am I guaranteed a place at the ceremony?

6. What choices do I have for graduation?

7. What happens if I choose to attend the ceremony?

8. What happens if I choose to graduate in absentia?

9. What happens if I choose to defer my graduation?

10. What happens if I registered to attend the ceremony and now cannot make it or wish to change my options?

11. What happens if I registered to attend but do not turn up on the day?

12. How do I access the online registration form?

13. I cannot access the online form, what should I do?

14. If I cannot access the online form, does that mean I am not eligible to graduate?

Am I Eligible?

1. I have received the graduation invitation email, does that confirm I am eligible to graduate and my name is on a pass list?

2. How do I know if I am eligible to graduate?

3. Where can I check that my name is on a Pass List?

4. What happens if I have registered to attend the ceremony and I am not eligible to attend?

5. Will I receive notification of my award from the University?

6. Can I get my certificate before the ceremony?

Overseas Students

1. I need official confirmation that I am returning to the UK for my graduation, how do I go about obtaining a Visa letter for myself or my guests?

Guests

1. How many guest tickets can I have?

2. Is there a charge for tickets for myself or my guests to attend the ceremony?

3. Can I request extra guest tickets?

4. What happens if I have more guests than guest tickets?

5. Will my guests be allocated specific seats in the Hall?

6. What should my guests wear?

Tickets

1. I haven’t received my tickets yet, when and how do I get my tickets?

Accommodation

1. Can I book accommodation on campus for my ceremony?


When does the University hold degree ceremonies?

The University holds ceremonies twice a year, in July and January.

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.

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I am due to graduate in the summer (July), when will I receive details about the summer ceremonies?

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 Student Records Online 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.

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I am due to graduate in the winter (January), when will I receive details about the winter ceremonies?

We will contact you by email from early November onwards.

Please make sure you keep your details up to date on your Student Records Online 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.

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When is my ceremony/How do I know which ceremony I should attend?

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.

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Can I change the date and time of my 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.

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How do I apply to attend the graduation ceremonies?

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.

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Do I still need to register online if I am not attending?

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.

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I am planning to defer my graduation to attend a future ceremony; do I still need to register online this time?

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.

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Should I wait until I get my results before I register online?

No. 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.

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Am I guaranteed a place at the ceremony?

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.

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What choices do I have for graduation?

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.

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What happens if I choose to attend the ceremony?

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.

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What happens if I choose to graduate in absentia?

Your certificate will be posted out to you 2-4 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 1-2 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.

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What happens if I choose to defer my graduation?

If you choose to defer your graduation, you will still need to register otherwise you will automatically graduate in absentia. You can choose to defer to the next set of ceremonies or the ones after that i.e up to a year's time. You will then be invited to register again once registration opens for the ceremonies you have chosen to defer to.


What happens if I registered to attend the ceremony and now cannot make it or wish to change my options?

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.

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What happens if I registered to attend but do not turn up on the day?

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.

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How do I access the online registration form?

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.

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I cannot access the online form, what should I do?

Before contacting us, please ensure that you have attempted to access the correct way and keyed in the correct information in the correct format.

If you still cannot access please contact us and we will check your access.

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If I cannot access the online form, does that mean I am not eligible to graduate?

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.

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I have received the graduation email, does that confirm I am eligible to graduate and my name is on a pass list?

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.

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How do I know if I am eligible to graduate?

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.

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 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 studentfinance at warwick dot ac dot uk.

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.

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Where can I check that my name is on a Pass List?

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 graduateschool at warwick dot ac dot ukbefore 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.

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What happens if I have registered to attend the ceremony and I am not eligible to attend?

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.

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Will I receive notification of my award from the University?

If you are a postgraduate, you will receive an email letter from the Student Records Management 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.

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Can I get my certificate before the ceremony?

No. Degree certificates are only issued at the time of the ceremonies. Certificates cannot be collected or posted before this time.

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I need official confirmation that I am returning to the UK for my graduation, how do I go about obtaining a Visa letter for myself or my guests?

Since March 2018, we have been assured by the Home Office UKVI Policy Team that the Border Force officers have been briefed that attending your Graduation Ceremony is a permitted activity for students who have completed their course successfully, hold a valid Tier 4 visa and wish to return to the UK for the purpose of attending their Graduation Ceremony. If you fall into this category you no longer need to apply for a Standard Visitor visa (although you can if you wish to). However, please note that the Border Force officials retain the right to establish that you are genuinely coming back to the UK to do what you said you would, and so it is important that you have sufficient evidence in your hand luggage in case you are asked (for example, an email sent from Graduation Team confirming your registration; an email from professional services or your academic department confirming you have passed your degree; a return ticket to your home country after the Graduation Ceremony etc).

For your guests, they would normally require a ‘Standard Visitor Visa’. The University cannot provide invitation letters for your family or friends but you can write a letter inviting each of your guests to your ceremony - check the Immigration Service General Visitor Visas webpage for more information (scroll down the page to see the 'sample invitation letter'). If you need to contact the International Student Office for further advice, please complete the online form.

If you do not have a valid Tier 4 visa, you should apply for a ‘Standard Visitor Visa’. To do so you should request a Student Status letter, and include in your visa application a print-out of the email from the Graduation Team which confirms that you have been invited to attend the Graduation Ceremony, and a print-out of the email from professional services/your academic department confirming that you have passed your degree. Please refer to this webpage for more information as to what other documents you may need for this visa application.

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How many guest tickets can I have?

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.

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Is there a charge for tickets for myself or my guests to attend the ceremony?

No, we do not make a charge for graduand or guest tickets. Entrance is free.

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Can I request extra guest tickets?

No. Any available extra guest tickets will be allocated on a first-come, first-served basis and are subject to availability. Graduands will be allocated a maximum of two. Any spare tickets may be collected from 08.30 (for 11.00 ceremonies), and from 11.30 (for 15.00 ceremonies). These may only be requested by the graduand, at the same time as collecting pre-allocated tickets. Location TBC.

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What happens if I have more guests than I have guest tickets?

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.

Guests will be able to watch the ceremonies from the Piazza, on the big screen which is situated outdoors, next to Rootes building. Alternatively, we are now offering a live stream of the ceremony which can be viewed here, allowing family and friends to watch from the comfort of home.
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.

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Will my guests be allocated specific seats in the Hall?

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.

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What should my guests wear?

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).

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I haven’t received my tickets yet, when and how do I get my tickets?

We do not post tickets.

Tickets should be collected on the day of your ceremony, location TBC. 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).

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Can I book accommodation on campus for myself and my guests?

Accommodation availability is still be confirmed. Please keep checking the website for any updates.

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