Student Invitations

Graduation Handbook for School Contacts 2006/7 Issued November 2006 GSC Handbook 2006/7 Index Contents Introduction and Contacts Student Invitations  Send-out dates  Contents of Invite Pack  Deadlines for return Gown Hire for Graduands  Ede & Ravenscroft details  Robing venue  University of Wales Academic Dress  Cardiff University Academic Dress Guest Ticket Policy (for Students) Publication of Student Names Staff Attendance  As part of the Procession  As part of the Audience Staff Gowns Certificates  University of Wales Awards  Cardiff University Awards Admission to an Award Debtors School Events Photos DVDs, Webcast & E-Cards Accommodation Publication of ceremony Dates Dates of Summer Ceremonies Summary of Deadlines & Dates – Winter Summary of Deadlines & Dates – Summer Contacts Appendices 1. A-F Contents of Student Invite Packs 2. Staff Invite Form 3. Example of Staff robe ordering form 12 13 13 13 14 14 15 15 16 17 18 Page 3 4 6 7 8 9 9 10 11 12 2 GSC Handbook 2006/7 Introduction and Contacts If you have any queries regarding the information provided in this handbook, please do not hesitate to contact any of the Graduation Team listed below: Sarah Wilde, Assistant Registrar (Assessment & Graduation) – ext 79135 Frances Morris-Dunderdale, Registry Officer – ext 79205 Executive Officer – ext 75147 Alys Southwood, Clerical Officer – ext 75016 GENERAL QUERIES For general enquiries relating to the ceremony arrangements, please contact the Team on: Tel: 029 20 879000 Email: Graduation@cardiff.ac.uk Fax: 029 20 876982 The Role of the Graduation School Contact Graduation School Contacts (GSCs) are appointed by the School to undertake the following roles: To take receipt of communications on matters affecting Graduation from the Graduation section, and advise the School accordingly. To ensure that key information to students regarding Graduation is advertised within Schools, including deadlines and procedural information. A summary of relevant deadlines is provided on pages 14 and 15 of this Handbook. 3 GSC Handbook 2006/7 Student Invitations The method used for sending graduation invitations differs according to whether the student is obtaining an Undergraduate or Postgraduate award. Undergraduate Undergraduate Students are invited to attend the Summer graduation ceremonies before they have qualified for their award. The invitation packs are sent to Graduation School Contacts in March to distribute to the relevant students. It is important that GSCs check that there is a set of student invite packs for each course, and that there is a pack for each student expected to complete the course. If any are missing, contact the Graduation Team as soon as possible so that they can be reproduced and redistributed. Postgraduate 1. Certificates and Diplomas Students who have qualified with a Cardiff University Postgraduate Certificate or Diploma will be invited to attend the Winter Ceremony exclusively. Invitation packs are sent out following a meeting of the Awards Committee. The invitations are sent directly to the home addresses which we hold on SIMS. Therefore, it is imperative that the PG Records Section of Registry is notified of any address changes. 2. Degrees Students who have qualified with Postgraduate Degrees will be invited to attend the Summer Ceremony exclusively. They are also sent invitation packs to their home address after the University Awards Committee has confirmed their award. Please note:- Students with outstanding debts to the University will not be presented to the Awards Committee and therefore will not receive a Graduation pack. 4 GSC Handbook 2006/7 Send-out Dates Invitation packs will be sent out on the following dates in 2007: Winter Ceremony Postgraduate Certificate & Diploma invitations 1st Mailing 2nd Mailing Week beginning 11th December 2006 Week beginning 22nd January 2007 Summer Ceremonies Undergraduate invitations Postgraduate invitations Only Mailing 1st Mailing 2nd Mailing 3rd Mailing Week beginning 19th March 2007 Week beginning 2nd April 2007 Week beginning 14th May 2007 Week beginning 11th June 2007 Contents of Invite Pack The following information is included in the pack that students receive. Copies of these documents are included in Appendix 1. A. B. C. D. E. Invitation letter Attendance form Ede & Ravenscroft Gown hire flyer Ede & Ravenscroft photography flyer Video/ DVD Flyer Label for ticket address F. Accommodation Form (summer ceremonies only) Deadline for Return of Attendance Form All Undergraduate students are required to return an attendance form to the Assessment & Graduation section of Registry - whether they have already qualified or are awaiting their result. It is mandatory for each student to return the attendance form so that Registry is informed of whether they will attend the ceremony or not. The deadlines for the return of all attendance forms are: Winter ceremony Summer ceremonies Wednesday 28th February 2007 Friday 1st June 2007 (* 3rd PG mailing deadline is 30th June 2007) 5 GSC Handbook 2006/7 Gown Hire for Graduands All students (graduands) are required to wear academic dress (cap, hood and gown). Ede & Ravenscroft Graduands can order their academic dress from Ede & Ravenscroft by telephoning or via the website Ede & Ravenscroft 01223 861854 www.gownhire.co.uk. A copy of the leaflet sent to students can be found in the appendices. Cardiff University student gown orders can be submitted from: - December for the Winter ceremony - April for the Summer ceremonies Robing Venue The gowns for students will be delivered directly to the robing venue and will only be available for collection on the day of the ceremony. When collecting their gown, graduands must bring their acknowledgement card (for orders made by phone) or order number (for orders made over the web). The robing venue for both Winter and Summer ceremonies will be: The Great Hall, Students’ Union The full details of gown ordering is available on the Registry web pages at: www.cardiff.ac.uk/9154 6 GSC Handbook 2006/7 Academic Dress The Colours for academic dress depends on whether the student is graduating with a University of Wales award or Cardiff University award. University of Wales Awards Bachelors and Masters wear a black stuff or silk gown of the patterns customary for these degrees. Bachelors' hoods are of the Oxford form, and are made of black stuff or silk, except in the Faculty of Music, in which they are made of dark blue silk. Bachelors' hoods are bordered with silk of the colours proper to the respective Faculties. Masters' hoods are of the Cambridge form, and are made of black silk, except in the Faculty of Music, in which they are made of dark blue silk. Masters' hoods are lined with silk of the colours proper to the respective Faculties. In addition the hood of a Master of Philosophy is bordered with crimson. The hood of a Master of Research is lined with silk of the colours proper to the Faculty in which the degree was awarded The colours proper to the Faculties are: Arts or Letters BA, MA Science BSc, MChem, MPhys, MSc, DClinPsy, DSc Engineering BEng, MEng, EngD Music BMus, MMus Law LLB, LLM, LLD Theology or Divinity BD, MTh, DD BTh Architecture BArch Economic and Social Studies BScEcon, MScEcon MBA Education Bed, MEd, EdD Medicine MB, BCh, MD, MCh BMedSc BDS, BSD, MScD, DDSc BN, BMid, MN, DNursSci MPH Mazarin blue shot with green Bronze colour (yellow shot with black) Red shot with green Pearl colour (a shot silk of three hues) Red shot with purple Mazarin blue shot with red Mazarin blue shot with red, edged with white Shot silk of scarlet red Red shot with yellow Red shot with yellow, lined with pale blue Green shot with white Green shot with black, edged with white Bronze colour (yellow shot with black), edged with green shot with black Shot silk of saxe blue, edged with purple Green shot with white, edged with red Green shot with white, edged with emerald green 7 GSC Handbook 2006/7 Cardiff University Awards Bachelors Black undergraduate gown Cardiff Red hood, Oxford style, lined with Soft White silk Ordinary square black cap Black Master’s gown Cardiff Red hood, Oxford style, lined with Royal Blue silk Ordinary square black cap Black undergraduate gown Cardiff Red hood, Oxford style, lined with Soft White silk edged with Royal Blue Ordinary square black cap Black undergraduate gown Cardiff Red hood, Oxford style, lined with Beige silk Ordinary square black cap Black undergraduate gown Cardiff Red hood, Oxford style, lined with Powder Blue silk Ordinary square black cap Black Master’s gown Cardiff Red hood, Oxford style, lined with Lilac silk Ordinary square black cap Cardiff Red gown with full sleeves with Forest Green facings and sleeve linings, edged with Silver Grey Cardiff Red hood, Oxford style, lined with Forest Green Silk, edged with Silver Grey Black velvet bonnet with black & silver silk tassel Cardiff Red gown with full sleeves with Pale Gold facings and sleeve linings, edged with Silver Grey Cardiff Red hood, Oxford style, lined with Pale Gold Silk, edged with Silver Grey Black velvet bonnet with black & silver silk tassel Taught Masters Integrated Masters (MChem, MEng, etc) & Extended Masters (March, MBBCh, BDS) Graduate/Postgraduate Certificate Graduate/Postgraduate Diploma Research Masters Doctors Senior Doctors 8 GSC Handbook 2006/7 Guest Ticket Policy All Graduands will be allocated 2 guest tickets for family or friends who wish to attend the Graduation ceremony. Every year Registry is inundated with requests from potential graduands who would like more than the allocated 2 guest tickets. Tickets are limited due to the capacity of St David’s Hall. Spare Tickets We are unable to estimate how many, if any, spare tickets may be available until after the deadline for the return of attendance forms. Therefore we ask that students do not contact us asking for extra tickets. Any spare tickets will be allocated either on the day or via the Ticket Hotline, after the deadline has passed, on a first come first served basis. Information regarding the availability of tickets, which option will be used, telephone numbers, and dates when lines will be open will be published on the graduation web pages as soon as details are finalized. www.cardiff.ac.uk/9153 Publication of Student Names Graduands, guests and staff attending should be aware that the Cardiff University graduation ceremonies will be broadcast publicly. Names and Schools of graduands are published in the graduation programme. The University will also release to the local press a list of names of those receiving their degrees in person at the ceremony. Audio and visual images of the ceremony are publicly available via; the sale of personalised videos of the ceremony; a live ‘on-campus’ video link-up; and a live ‘worldwide’ broadcast of the ceremony via the Internet. By participating in this event, graduands, guests and staff consent to this publication. 9 GSC Handbook 2006/7 Staff Attendance As part of the Procession Registry will send out invitations to GSCs for distribution to Staff so that they can experience their School ceremony and support their students. Invites for the Winter ceremony are sent in January, and for the Summer ceremonies in May. The invitation is open to all academic and academic-related staff in Schools. The staff procession is a key part of the ceremony and staff are encouraged to show support for their students by wearing academic dress and taking part in the procession. If any staff member would like to take part in the procession, then they will contact the relevant Graduation School Contact to obtain a Staff Attendance Form (Appendix 2) and an Ede and Ravenscroft Robe Ordering form (sample Appendix 3). The attendance form should be returned to the Graduation Team and the robe ordering form should be sent to Ede & Ravenscroft with the appropriate payment. It is imperative that the Graduation Team be notified of staff who wish to attend so that we can ensure that there is a seat on the Stage for them. If a member of staff has agreed to take part in the staff procession, they will need to be at St David’s Hall at least 30 minutes before the start time of the ceremony. They can then proceed to the Green Room, where they can collect their academic dress and line up with School colleagues for the procession to be lead into the auditorium. As part of the Audience If a member of staff does not want to be part of the procession, then they can attend as a member of the audience. To facilitate this, staff are also asked to complete the Staff Attendance form (as before). Tickets will be sent to Staff at the beginning of March (Winter ceremony) or in mid June (Summer ceremonies) at the address stipulated on the form. 10 GSC Handbook 2006/7 Staff Gowns All staff who wish to attend a ceremony as part of the staff procession will need to wear academic dress. If they do not possess their own robes, then they will need to hire them. Staff can order their cap and gown from Ede & Ravenscroft by obtaining a staff gown order form from the Graduation School Contact. When the order form is complete, staff will need to send it directly to Ede & Ravenscroft with payment. Please be aware that the cost of hiring academic dress is not covered by Registry. In most cases the School will agree to cover this cost, so please check with the appropriate person in your School. All staff gowns are delivered by Ede & Ravenscroft directly to the Green Room on level 2 in St. David’s Hall, on the morning of the ceremony. 11 GSC Handbook 2006/7 Certificates University of Wales Awards These certificates are not issued by Registry, but by the Federal University of Wales Registry. They are sent out to the home address listed on SIMS. This process usually takes 6 to 8 weeks after the Awards Committee meeting. To contact the University of Wales Registry: 029 20 382656 uniwales@wales.ac.uk Cardiff University Awards Certificates for Cardiff University Awards are issued by the Undergraduate and Postgraduate sections of the Registry. This process also takes 6 to 8 weeks To contact the Undergraduate Department: ugrecords@cardiff.ac.uk To contact the Postgraduate Department: pgrecords@cardiff.ac.uk Admission to an award Cardiff University now has their own Degree-awarding powers and is no longer a member of the University of Wales. Therefore, all graduands are now admitted to their award at an Awards Committee meeting. This means that the Graduation ceremony is a celebration event and not a means of conferring a degree on a graduand. Students will receive their certificates regardless of their attendance at a ceremony. 12 GSC Handbook 2006/7 Debtors If a graduand has outstanding debts to the University, they will not be considered at an Awards Committee meeting. This means that they will not receive their award and therefore cannot take part in the graduation ceremony. Any unsettled fees must be paid before a student can attend a ceremony. Finance Department contact details: Philip Dummet Janet Davies 029 2087 5253 029 20 87 4167 School Events We would be grateful if Schools would inform us of any events that they are organising to coincide with the graduation ceremony. This is so that we can publicize the event, and School contact details, on the graduation web pages. Photos Ede and Ravenscroft are the official photographer for the Graduation ceremonies. Ede & Ravenscroft 01223 861854 Individual and family photographs are available by advanced booking or on the day. Students are sent an Advance Order Form in their invitation pack. Sample sets of photographs will be on display at graduation. Photographs are also taken (whenever possible) on the stage as students shake hands with the VC and these are also available to order. 13 GSC Handbook 2006/7 DVD The Graduation ceremonies will be recorded by 1st Take Ltd and available to purchase on video or DVD. Orders can be placed on the day of graduation at the Order Desk on the 3rd Floor at St Davids Hall. 1st Take Ltd 01454 321614 www.1st-take.com Live Webcast The ceremonies will also be broadcast live worldwide so that friends and relatives can watch. The ceremonies are also saved there for later viewing. However, please be aware that if there are technical difficulties this may not be possible. E-Cards A selection of free graduation eCards can be sent from the University’s website. www.cardiff.ac.uk/ecards The cards can be used to congratulate graduates on their success or for graduates to send to spread the word of their graduation or send thanks for support during their studies. Accommodation – Summer Ceremonies only The University’s Residences and Catering Division offers Bed and Breakfast accommodation in July for graduands and their guests. Leanne Munkley would be able to answer any queries on the number below. RESID 029 20 876365 14 GSC Handbook 2006/7 Publication of ceremony dates The dates for the graduation ceremonies are published on the graduation web pages at: www.cardiff.ac.uk/9148 www.cardiff.ac.uk/9149 (Winter date) (Summer dates) The 2007 ceremony dates are as follows: THURSDAY 15 MARCH @ 2 pm WEDNESDAY 11 JULY @ 10.30 am School of Dentistry School of Healthcare Studies School of Nursing and Midwifery Studies School of Medicine School of Postgraduate Medical and Dental Education Certificates and Diplomas @ 1.30 pm MONDAY 16 JULY @ 10.30 am @ 1.30 pm Cardiff School of History and Archaeology Cardiff School of Social Sciences Cardiff School of Engineering Manufacturing Engineering Centre Cardiff School of Earth, Ocean and Planetary Sciences Welsh School of Architecture Cardiff School of Journalism, Media and Cultural Studies Cardiff School of European Studies Cardiff University School of Welsh Cardiff School of Music @ 4.30 pm TUESDAY 17 JULY @ 10.30 am @ 1.30 pm @ 4.30 pm Cardiff Business School (BSc Business Admin & MBA) Cardiff Business School (excluding Business Admin) Cardiff School of Biosciences Cardiff School of Computer Science Cardiff School of Mathematics WEDNESDAY 18 JULY @ 10.30 am @ 1.30 pm @ 4.30 pm Cardiff School of City and Regional Planning Cardiff School of English, Communication & Philosophy Cardiff School of Religious and Theological Studies Cardiff Law School Cardiff School of Optometry and Vision Sciences Cardiff School of Chemistry Welsh School of Pharmacy Cardiff School of Physics and Astronomy Cardiff School of Psychology 15 GSC Handbook 2006/7 Summary of Deadlines & Dates Winter Ceremony Undergraduate invitations are sent out December 2006 Postgraduate invitations are sent out December 2006 and January 2007 Gown orders can be submitted to Ede & Ravenscroft From December 2006 until 28th February 2007 Invitations are sent to academic staff in Schools January 2007 Registry send staff tickets out to Schools March 2007 Students to return attendance forms to Registry By 28th February 2007 Final Award Board for invite to Graduation Ceremony 16th January 2007 Registry sends out guest tickets to graduands March 2007 16 GSC Handbook 2006/7 Summary of Deadlines & Dates Summer Ceremonies Undergraduate invitations are sent out 19th March 2007 Postgraduate invitations are sent out 1st mailing - Week beginning 2nd April 2007 2nd mailing - Week beginning 14th May 2007 3rd mailing - Week beginning 11th June 2007 Gown orders can be submitted to Ede & Ravenscroft From March 2007 until 30th June 2007 Invitations are sent to academic staff in Schools May 2007 Registry send staff tickets out to Schools July 2007 Students to return attendance forms to Registry 1st June 2007* (* 3rd PG mailing deadline is 30th June 2007) Final Award Board for invite to Graduation Ceremony Postgrads = 19th June 2007 Undergrads = 10th July 2007 Registry sends out guest tickets to graduands June 2007 17 GSC Handbook 2006/7 Contact Details Graduation Office, Registry For general enquiries relating to the ceremony arrangements For gown hire and photography orders For details about the ceremony venue For details about robing venue For accommodation bookings Tel:029 20 879000 Email: Graduation@cardiff.ac.uk Fax: 029 20 876982 Ede & Ravenscroft Tel: 01223 861854 Website: www.Gownhire.co.uk St. David’s Hall Tel: 029 20 878500 Website: www.stdavidshallcardiff..co.uk Tel: 029 20781400. Fax: 029 20781407 Tel: 029 20 876365 Cardiff Students’ Union Leanne Munkley, RESID (summer ceremonies only) This handbook has been produced by the Assessment and Graduation team in Registry. If you have any comments or useful information to incorporate into the next publication, please contact us on Graduation@cardiff.ac.uk. 18