Graduation terms and conditions
Please read these terms carefully as your registration, and/or purchase of guest tickets, for your Awards Ceremony constitutes your acceptance of these terms.
Cancellations and refunds
It is possible for you to cancel your registration and guest tickets before the registration deadline. After the registration deadline, we are unable to refund you for your guest tickets, except in exceptional circumstances.
2020 update: The University is closely monitoring the developments with the Coronavirus outbreak, and will be following government advice, especially in regards to proceeding with large public gatherings. This is a reminder that in the event of cancellation, the University does not accept liability for any costs/expenses incurred by those due to attend the ceremony.
If one of your guests is bringing a child who is three years of age or under the child can attend the ceremony free of charge. If the child will be coming in a pram or pushchair it is your responsibility to email firstname.lastname@example.org to let us know. We cannot guarantee appropriate seating if you fail to email us before the registration deadline.
All children must be supervised by an adult at all times before, during and after the ceremony.
All eligible and provisionally eligible students will have their names, dates of birth, student numbers and awards of study added to the graduation database. We store this information in order to administrate graduation and under the legal basis of legitimate interest.
Once your information is no longer needed for the administration of graduation your personal details will be removed from our database.
All eligible and provisionally eligible students will have their full names, dates of birth and awards of study uploaded to the UWE Bristol Online Store. This process occurs so that students can register for their graduation ceremony and is carried out under the legal basis of legitimate interest.
If you don’t want your details uploaded you will need to contact email@example.com before you receive the graduation invite to request this. You can also email the same address after you have received your invite to request to have your details removed. Please note that if your details are removed you will need to phone the graduation line to register for your ceremony on +44(0)117 32 83934.
All eligible students will have their full names and awards sent to our Printing and Stationary Service via encrypted email. Our Printing and Stationary Service will publish these in the programmes distributed at the ceremonies. This will be carried out under the legal basis of legitimate interest. If you do not want your name to be printed, you must notify us at firstname.lastname@example.org before the registration deadline.
All eligible and provisionally eligible students will have their names, dates of birth, student numbers and awards of study sent to Ede & Ravenscroft via encrypted email. This speeds up the online booking process for robes and ensures that Ede & Ravenscroft have the correct robe details for graduates. This is carried out under the legal basis of legitimate interest. If you would like Ede & Ravenscroft to delete your details please email email@example.com
All eligible students will have their names and awards sent to Campus Clothing via encrypted email. Campus Clothing will print the names of eligible students on apparel sold on the day of the ceremony. This is carried out under the legal basis of legitimate interest. If you would like us not to send your name and award please email firstname.lastname@example.org before the registration deadline.
A Gecko Engage form will be used to gather the following information; Student ID, First name, Last Name and access requirements for graduates and guests. This information will be deleted from Gecko and our database when it is no longer needed for administrating the award ceremonies.
Gecko Engage will also be used to gather thesis titles, short synopsis and long synopsis for postgraduate research students. This data will be deleted from Gecko engage and our database when it is no longer needed for administrating the award ceremonies.
The Events Team will not discuss your student record or any details relating to your graduation with a third party, including parents. If you would like us to discuss your details with a third party you will need to complete a consent form (InfoHub login required).
We hope to be able to accommodate most people in the revised schedule, even if that means adding another date range to our ceremonies. More information will follow.
If you purchase guest tickets then request to defer, we can only refund you if we have received your email before the registration deadline or in an exceptional circumstances.
It is not possible for you to carry over your registration or guest tickets to the ceremony you are deferring to. Instead, you will need to purchase guest tickets for your new ceremony, conforming with the appropriate deadlines.
Emails from us
Eligible and provisionally eligible students will be sent the graduation invite via email. This will be sent to your UWE Bristol email account and your personal email address. We will resend the invite to the UWE Bristol and personal email addresses of students that do not confirm if they will or will not attend and students who get to pending registration status.
Pending students will receive a weekly chaser email. Students who haven't registered, confirmed they won't attend, or got to pending status will be resent the graduation invite twice.
We will send registered students an email to confirm the availability of additional guest tickets and a diary date reminder after the registration deadline has passed.
After the registration deadline we will send an email to registered students who have not completed their awards to confirm that they will not be able to attend graduation and to explain our guest ticket refund policy. A second email will go out to these students who purchased guest tickets on the day of their ceremony to confirm that their refund has been sent to our finance team.
We will also send eligible students a feedback survey following the graduation ceremonies.
It is possible to unsubscribe from these emails by using the unsubscribe link at the bottom of one of the emails.
If a student has not received the invite email it is the responsibility of the student to follow this up with the Graduation Team by contacting us at email@example.com. Once the registration deadline has passed, we will not be able to register students who claim they have not received the invite email.
Once registration opens, you will be able to purchase a maximum of two guest tickets before the registration deadline. Tickets cost £15 each and must be purchased via the Online Store. Once the registration deadline has passed, your two initial guest tickets will no longer be guaranteed.
We cannot guarantee that there will be additional tickets available for your ceremony. If there are additional guest tickets, they will be sold for £15 each on a first-come, first-served basis via the Online Store. After the registration deadline we will contact registered eligible students to confirm availability of additional tickets.
If you purchase additional tickets they are non-refundable, except in exceptional circumstances. We retain the discretion to set the maximum amount of additional tickets you will be able to purchase.
It is not possible for you to use your guest tickets at any graduation ceremony other than one you have been invited to.
Tickets are not transferable. We try and make the process of allocating tickets and additional tickets as fair as possible. We do not permit the transfer of tickets between students or permit any request to the graduation office to transfer tickets. All guest tickets are required to be collected with photo ID, so if you transfer tickets there is a risk you will not be able to collect this ticket on the day of your ceremony. We reserve the right to withdraw tickets we know have been transferred.
If you booked your guest tickets earlier in the registration process your guests will be seated towards the front of the seating plan. If you booked your tickets later on your guests will be seated towards the back. Please note that this ruling does not apply to guests with access requirements.
On the day
You must bring your student card or another form of photo ID to your Awards Ceremony, allowing sufficient time at the venue to register and collect guest tickets and your academic robe. We require proof of purchase from all graduands so that they can collect an academic robe – only the graduand can collect guest tickets and robes.
All guests will need to be seated 15 minutes before the Awards Ceremony starts. If your guests arrive late we cannot guarantee their original seats and may seat them at the back of the seating plan to avoid disturbing the ceremony.
Access to the reception in the marquee will only be granted to guests who have been in the cathedral to watch the ceremony. Any guests who do not have tickets will not be able to attend the reception. All tickets are non-transferable.
We reserve the right to refuse entry or remove any graduand or guest where it appears to us in our sole discretion to be necessary for the good conduct of proceedings and/or the safety, health, and wellbeing of graduands, guests or staff.
Robes and dress
Use of images
We recognise that not all of your friends and family can attend in person, so our graduation ceremonies are professionally filmed and broadcast live on our Awards Ceremony web pages.
The footage of the ceremonies will be available from I am a Graduate.com after the ceremonies so you, friends and family can re-watch them.
All eligible students will have their full names, emails and awards sent to StageClip via encrypted email. StageClip will create personalised downloadable video clips for each graduate. Clips are then stored for up to a year after your ceremony, and this will be carried out under the legal basis of legitimate interest. If you do not want your clip to be created, you must notify the Graduation Team at firstname.lastname@example.org before the registration deadline.
Please note that footage may also be used by UWE Bristol for media publications and advertising. Ceremony films will be archived for future reference.
All graduands and guests should be aware that they may feature in this footage. By registering to take part in your graduation ceremony and by purchasing guest tickets, you are giving permission for your image to be recorded.
The stage clip service will not be available for Hartpury students, who do not have their awards accredited by UWE Bristol.