A graduation ceremony taking place in Bristol Cathedral

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.

Access requirements

It is your responsibility to inform us if either you or one of your guests has an access requirement. If you fail to do so before the registration deadline we cannot guarantee that the appropriate arrangements can be put in place in time for your graduation ceremony.

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.

Children

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 graduation@uwe.ac.uk 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.

Data protection

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 graduation@uwe.ac.uk 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 graduation@uwe.ac.uk 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 graduation@uwe.ac.uk

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 graduation@uwe.ac.uk before the registration deadline.    

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).

Debt

If you have an outstanding tuition fee debt that is not cleared before the registration deadline, we cannot guarantee that your name will be included in the programme and we cannot guarantee that we will be able to include you in the ceremony.

Deferrals

If you are unable to attend your Awards Ceremony, you are permitted to defer your graduation once to either the next appropriate ceremony or the subsequent appropriate ceremony. Please confirm in writing to graduation@uwe.ac.uk that you wish to defer by the registration deadline of the current Awards Ceremony season and we will confirm your deferral.

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.

Eligibility

Undergraduate students

You can only attend your ceremony if an Award Board has confirmed your award before the ceremony date.

Postgraduate students

You can only attend the July ceremony if an Award Board has confirmed your award in February or earlier.

You can only attend the November ceremony if an Award Board has confirmed your award before the ceremony date.

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 accounts at first. 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. We will do so weekly. 

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 graduation@uwe.ac.uk. Once the registration deadline has passed, we will not be able to register students who claim they have not received the invite email.

Excused and Condoned Credit

If you have accepted Condoned or Excused Credit you will have a week-long period, from the date your results were published, to inform the Graduation Team of your intention to attend your ceremony. Your initial two guest tickets will still be guaranteed during that period. However, if you have not registered for your ceremony after that week we can no longer guarantee including you.

Force majeure

If the Awards Ceremony cannot take place or is delayed or the ceremony time needs to change due to circumstances beyond the control of UWE Bristol, including (without limitation) fire, explosion, terrorist act (or threat of terrorist act), act of God, pandemic, national mourning (any member of the royal family), student registration exceeds our capacities or as a result of any industrial action or dispute involving UWE Bristol, or the venue at which the Awards Ceremony is due to be held, UWE Bristol will not be liable for any losses direct or otherwise incurred by the graduands or their guests.

Guest tickets

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. We cannot transfer guest tickets to another graduate or to guests who have not been present in the cathedral during the ceremony.

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.

Interim Awards

If you have claimed an Interim Award, you will have a week’s grace period following the publication date of your results when you can register for your ceremony. During this period, your initial two guest tickets will still be guaranteed. If you have not registered for your ceremony by the end of this week we can no longer guarantee that we will be able to include you.

On the day

You must bring your booking confirmation and photo ID (student ID card) 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 guest tickets and 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.

Registration

You must register for your ceremony before the registration deadline to guarantee your place at the ceremony. If you fail to register before the registration deadline (or within a week of your publication date if you are condoned, have accepted Excused Credit or claimed an Interim Award) we cannot guarantee that you will be able to attend your ceremony.

Robes and dress

If you choose to wear robes, they must be hired or purchased through the University’s official robe suppliers, Ede and Ravenscroft.

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 and still images will also be available from Visions Unlimited 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 graduation@uwe.ac.uk 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.

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