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Awards and Ceremonies Terms and Conditions

All graduating students are responsible for reading these terms and conditions and the relevant information linked to via this page. The terms and conditions are to be read in conjunction with University Ordinance 14: Degree Ceremonies and University Regulation 21: Conferment of Degrees.

Click on each heading below to expand the information.

• Degree Ceremonies are normally held in January and July every year.

• The schedule is published at least one week prior to the commencement of the previous congregation. The schedule is created based on expected ceremony attendance and can vary from year to year.

• Graduands will only be invited to the ceremony in which their department and course is scheduled.

• All graduands must register when asked to by the Awards and Ceremonies Team and must do so by the deadline provided.

• Graduands have the option to attend their allocated ceremony, defer to a future set of ceremonies, or graduate in absentia.

• Spaces at the ceremony are allocated on a first-come, first-served basis. In the event that a ceremony reaches full capacity, graduands will be offered the opportunity to register for an alternative ceremony, usually on the same day but this cannot be guaranteed.

• Graduands can only defer their ceremony once, up to a maximum of one year. Deferring graduands will not be eligible to receive their certificate until their deferred ceremony.

• Graduands graduating in absentia will have their certificate made available for collection or posted to them, as requested during registration. They will not be permitted to attend a future degree ceremony.

• Graduands who fail to register by the deadline will automatically graduate in absentia.

• Graduands who change their intentions after the registration deadline should contact the Awards and Ceremonies Team immediately. Requests to attend ceremonies will be accommodated, subject to capacity, and requests to defer permitted, up until 14 calendar days before the first day of the congregation. After this time all students unable to attend will graduate in absentia.

• Graduands who register to attend their degree ceremony, but do not attend, will automatically graduate in absentia.

• Receipt of an invitation to register for a degree ceremony does not constitute eligibility to attend.

• Full eligibility criteria can be viewed here.

• Students who have registered to attend a degree ceremony or to graduate in absentia, who cease to be eligible, will be notified by the Awards and Ceremonies Team. Should such students subsequently become eligible at a later date, they will be invited to register for the next available degree congregation.

• Graduands registering to attend a graduation ceremony will receive one free graduand ticket and up to two free guest tickets (requested when registering).

• Graduand and guest tickets are issued on the day of the ceremony.

• Tickets can only be collected by graduands and graduands can only collect their own graduand and guest tickets.

• In the event that a graduand or guest requires their registered carer to attend, an extra ticket will be allocated. Requests must be made directly to the Awards and Ceremonies Team. Guests with accessibility requirements, including those with carers, will be allocated reserved seating at the ceremony. We reserve the right to ask to view proof of a caring role on the day of the ceremony, where an extra ticket has been allocated.

• Lost guest tickets will not be replaced.

• In the event that there are extra guest tickets available, these will be issued on a first-come, first-served basis on the day of the ceremony, subject to a maximum of two per graduand.

• Graduands registering to graduate in absentia are not entitled to guest tickets.

• It is the responsibility of students to inform the Awards and Ceremonies Team of any accessibility requirements for both themselves and their guests as part of the online registration process so that such requirements can be appropriately accommodated. Students should contact the Awards and Ceremonies Team as soon as possible if they have not indicated these in the online registration form.

• If a student fails to register accessibility requirements of themselves or guests in advance of their ceremony the University cannot guarantee they can be met.

• Graduands attending ceremonies are required to dress in accordance with University Regulation 21, which includes wearing academic dress.

• Academic dress should be hired or purchased from the University Robemakers, Ede and Ravenscroft.

• It is the responsibility of students to ensure they have made appropriate hiring (or purchasing) arrangements with Ede and Ravenscroft prior to their ceremony. Neither the University, nor Ede and Ravenscroft, can guarantee the availability of suitable robes if a student has not made such arrangements before the day of their graduation.

• Candidates whose clothes and/or academic robes are considered unsuitable may be excluded from the ceremony.

• All graduands and guests must be seated in the Butterworth Hall 30 minutes prior to the start time of the ceremony. Entry cannot be guaranteed after this time.

• In the event that a graduand arrives late for their ceremony, all efforts will be made to offer the graduand the opportunity to attend a later ceremony that day or the following day.

• The graduation ceremonies are professionally filmed, broadcast live on the web and shown on other University of Warwick screens, with the footage made available for purchase as a Digital Download and DVD after the ceremonies. By registering to take part in the graduation ceremony, graduands are giving permission for their image and that of their guests to be recorded.

• Other professional photography and videography takes place on campus on behalf of the University during graduation which may be used for University of Warwick marketing purposes. If graduands or their guests do not wish to be featured, they should let the photographers/videographers know on the day.

• Certificates are issued as physical certificates only. Certificates will not be sent in a digital format.

• Students must not hold any outstanding study-related debts with the University in order to receive their certificate. The University reserves the right to withhold certificates until such debts have been cleared in full.

• Students who attend a graduation ceremony (including those who have deferred) will be presented with their certificate on stage during the ceremony.

• Certificates for students who graduate in absentia will either be sent by post, courier, or collected in person from the University. Students who graduate in absentia cannot be issued with their certificate prior to their corresponding degree ceremony taking place. Posting and collection arrangements are laid out in full on the Award Certificates webpage.

• Certificates will be sent to students receiving lower awards and not eligible to attend a degree ceremony by first class post (UK addresses) or international tracked and signed post (overseas addresses) to the home address held on the student record, unless they request otherwise, no sooner than two weeks after notification of conferral, to allow the opportunity for addresses to be updated.

• Certificates will be issued using the official name as held on a student's central record at the time of graduation. It is the responsibility of students to ensure that their official name is correct at all times (including any middle names and accents) by updating this via Student Records Online where necessary, or through alerting the University to any errors/misspellings. Names on certificates cannot be changed after graduation. This continues to apply where an individual's name changes after graduation, including name changes due to marriage or divorce, but excluding name changes associated with a change of gender/gender identity.

• Graduates will be issued with one certificate only and cannot request more. In the event that a certificate is lost or stolen, a replacement certificate can be issued, at a charge of £40. The original certificate will be cancelled and the replacement certificate will state that it is a replacement.

• Replacement certificates issued in response to notification of a change of gender/gender identity will be issued free of charge, provided the original certificate is returned to the Awards and Ceremonies Team. Where an original certificate is lost or stolen, the standard charge of £40 will apply.

• In the event that a certificate needs reissuing, for example to reflect a change of classification following a successful appeal, any previously issued certificate will need to be returned to the Awards and Ceremonies Team, before a new certificate will be issued. In such circumstances, the new certificate would be issued as an original certificate and not a replacement.

• The Awards and Ceremonies Team will operate in accordance with all relevant University of Warwick Privacy Notices.

• The Awards and Ceremonies Team will not discuss personal information with a third party (whether via telephone or email) without express written permission from the student. We reserve the right to ask individuals security questions in order to confirm identity.

• Contact details provided when registering for graduation will be shared with students' academic department, upon their request, for the purposes of contacting students with regard to graduation related communications/activities organised by their department.

• Contact and address details provided when registering for graduation will be provided externally to the courier company (DHL) for the sole purpose of arranging delivery of certificates and to provide students with tracking details via email once the shipment is booked, where students choose to graduate in absentia and receive delivery of their certificate by courier.

• The names of nominated individuals may be provided by students if they have arranged for that individual to collect a certificate on their behalf. Such names will only be shared between the Awards and Ceremonies team and Student Services for collection purposes.

• After graduation, the University and students' academic departments will use the contact details provided when registering for graduation to stay in touch with students for alumni engagement and fundraising purposes. These include careers advice, alumni discounts and services, journals access, mentoring, invitations to events and calls to support fundraising projects. Students and alumni can update their details at any time after graduation on www.warwickgrad.net.

• After successful completion of your course, you will be contacted by a specialist research organisation engaged by the Higher Education Statistics Agency (HESA) and asked to complete a survey on activities and perspectives of UK graduates. For the purposes of the survey, the University will provide to HESA and/or the organisation acting on HESA’s behalf, your contact details held in the University’s records. You may be contacted by email, text and telephone. When you are contacted you can, if you wish, decline to take part in the survey. For more information see HESA’s Graduate Outcomes website and student collection notice. The University will process your contact details for these purposes on the basis that it is necessary for the performance of a task carried out in the public interest. The University will also use data collected through the survey for the purposes of analysis and research and to provide anonymised information to current and prospective students and external organisations. The University will process your survey responses for these purposes, and for the purposes of alumni engagement and fundraising, on the basis of the University’s legitimate interests. For more information on how your data will be processed by the University after graduation, please visit the Alumni Data Privacy Notice.

• Students who attend a ceremony will have their official name announced by the Presenter before crossing the stage to receive their certificate (and as per any additional pronunciation guidance provided by a student as part of the online registration process).

• Details of graduand and/or accessible seating requirements provided when registering for graduation will be shared with University of Warwick staff assisting with seating on graduation day.

• The University produces a commemorative graduation brochure, which lists the names of graduands under their faculty, qualification and course title. Where a graduand is awarded '(with distinction)' or a first class degree, an asterisk will be printed next to the name. No other degree classifications are published. Where permission for inclusion is provided when registering for graduation, names will be shared with approved design and printing companies for the sole purpose of brochure production.

• The University (Warwick Retail) may produce a commemorative t-shirt/sweatshirt including graduand names only. Where permission for inclusion is provided when registering for graduation, a list of names will be provided to Warwick Print for the sole purpose of printing graduation apparel for sale by Warwick Retail.

• Graduands are asked careers support questions when registering for graduation. The University will use the information provided in response to question 1 (Are you still looking for a job or further study place for after graduation?) for the purposes of analysis and research to understand the employment circumstances of our students and graduates and to improve career support services. The information may be shared with students' academic departments. Where graduands do not wish for their information to be used for these purposes, they should select 'prefer not to say'. Where graduands answer yes to question 2 (Would you like the University to contact you to offer careers support?), the University will contact them via email and/or phone to offer careers support. For more infomration on how the University uses personal information for the purposes of career and skill development, see the University's Student and Alumni Privacy Notices.

• The University may cancel, delay, or postpone its graduation ceremonies for a given period due to circumstances beyond its control and under which the ceremonies can no longer reasonably, or safely, be expected to take place. Such circumstances may include (though are not limited to): fire, flood, explosion or any other incident that renders the venue in which the Degree Congregation is due to be held unsafe to use; terrorist act (or threat of a terrorist act); natural disaster; pandemic; industrial action; or a period of national mourning.

• The University cannot be held liable for any losses direct or otherwise incurred by students and guests if graduation ceremonies are cancelled, delayed, or postponed as a result of any unforeseen circumstances.

• Any changes to the ceremony schedule as brought about by unforeseen circumstances will be communicated to attending students via email and advertised clearly on the University's website.