This policy will be updated in line with ongoing government guidance which may have an impact on Arden University’s graduation ceremonies.
As the graduating student, you are responsible for reading this policy and the information this page links through to.
The University does not accept responsibility and expressly excludes liability to the fullest extent permitted by law for:
- Any loss or damage to any personal property left unattended during an event organised by the university unless caused by the negligence of the university or its employees; or
- Death or any personal injury suffered by you at a university event unless caused by the negligence of the university or its employees.
1. Registration and Eligibility
The University publishes its schedule of graduation events and which cohort of students will be included on the Graduation Website. Eligible students will be invited to book online when registration opens. You must book online for your graduation by the deadline. If you miss the deadline, you are not guaranteed a place at your ceremony. You may request a late place up until 2 weeks before the ceremony date and if there is capacity you will be permitted to book online but you will not feature in the graduation brochure. After this date your only option is to request a deferral, please see section 12 of this policy.
In the event that the graduation ceremony becomes fully booked prior to you making a booking and registration closing you will be invited to attend the next ceremony instead.
You will not be eligible to attend a graduation ceremony if the Progression and Award Board determines that you have not met the requirements of your award or you intend to enrol on a further stage of your course (e.g. a top-up to honours) or you have an appeal in progress.
Additionally, any student who has an outstanding debt to the University will not be allowed to attend a graduation ceremony nor receive their certificate, so you should ensure any outstanding debts are cleared before your registration period closes.
2. Tickets
The University reserves the right to make changes to the scheduled timings where necessary. In this instance you will be informed via email and any existing tickets will be transferred to the new ceremony time.
Graduates receive a complimentary ticket. You are permitted to book and pay for up to 2 guest tickets by the published deadline. You are able to book a ticket free of charge for children aged twelve and under however this ticket is still in your allocated ticket total. If you miss the deadline, guests will not be guaranteed a place at your ceremony.
Extra guest tickets may be made available after main registration has closed and subject to maximum venue capacity. If there is capacity to accommodate extra guests, guest ticket registration will be opened again for the period as defined on the graduation website and will be notified to you by email. There may be further guest tickets available to purchase on the day, on a first come first served basis.
No one will be admitted to the ceremony without a ticket. All guests, including children aged twelve or under must have their own ticket.
Tickets will only be issued if you are eligible for graduation.
You will be advised before the graduation via email if your tickets will be available to collect on the day or if you will receive them in advance of the ceremony. Guidance on timing and location of collection will be detailed on the graduation website and notified to you by email at least 1 week before the event.
This is a family occasion so children are welcome to attend, however, they must be accompanied by a ticket-holding adult and have their own ticket.
Ceremonies last for around 2 hours, so may not be suitable for very young children. Out of respect for other guests, we ask that children are taken outside if they do become unsettled.
3. Gowns
All graduates are encouraged to wear academic dress for your graduation ceremony.
Graduates can only wear academic dress which is hired or purchased from our appointed graduation gowning partner. This must be the correct attire for your award. You will not be able to graduate if you are not wearing the correct Academic Dress.
Academic dress should be hired or purchased online through the link on the graduation web pages.
4. Behaviour
How you conduct yourself on the day reflects on you, your guests, and the University. We want everyone to enjoy the day so ask you to respect others who are also graduating with you.
Arden University does not tolerate aggressive or threatening behaviour by or to our graduates, their guests or any University staff.
5. Right to refuse entry
All graduates and guests must be seated by the time stated on the timetable for the day. Entry for graduates and guests is not normally possible once a ceremony has started.
We reserve the right to ask any person to leave the ceremony if they are being disruptive to the proceedings or to other guests.
We will not admit anyone without a ticket.
We reserve the right to refuse entry to a graduation ceremony.
6. Security
Random bag searches may take place for security reasons at all venues in use during graduation. It is recommended that no large bags are taken into either the auditorium or other venues in use for graduation. There will be cloakrooms available.
Only food and drink purchased on the premise can be consumed by guests. The following items are not permitted to be brought into the venue:
- Food
- Drink/Alcohol
- Weapons or anything resembling a weapon
- Drugs
If you see anything suspicious or that gives cause for concern, please inform a member of the graduation team or security at any venue.
In the event of an emergency, please follow all instructions on the day from security, University staff or emergency services personnel.
7. Accessibility requirements
If you or a guest requires special arrangements, such as wheelchair access, sight or sound facilities, or other assistance, you should let us know this at the time of registration to allow us time to organise the appropriate arrangements and seating.
If you have not requested arrangements via the form, please email graduation@arden.ac.uk with your requirements and we will do our best to help you.
If you do not contact us to discuss your requirements in advance of the day, we may not be able to help.
8. Taking your own photos and footage
You can take your own photographs or film during the ceremony. However, we ask that you do not obstruct the views of others and that you take your photographs in a discreet manner as possible.
Please note that no cameras or phones are permitted to be used on stage. However, your guests are welcome to take photographs from their seats.
9. Photography and filming
The Arden University Graduation ceremonies are professionally filmed.
Professional photographers will also be taking photographs of the event. Graduates, staff and guests are all likely to be captured in either this film or in photographs.
Film footage and photographs taken may be used for media publications, advertising, on our website at a later date, and on social media.
You can read our full privacy notice here.
10. Data protection and your personal information
You can read our full privacy notice here.
11. Force Majeure
In the event of Arden University’s graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to) fire; explosion; terrorist act (or threat of a terrorist act); act of God; death of monarch; pandemic, endemic, epidemic, outbreak; industrial action by the staff of the graduation venue(s); the graduation venue no longer being available to the University for any reason; dispute involving the University and the graduation venue(s), the University will not be liable for any losses direct or otherwise incurred by graduates or their guests.
In the unlikely event that a graduation ceremony has to be cancelled or rearranged, the University will make every effort to contact you to let you know, with as much warning as we possibly can. We will also make every effort to publish information on our web pages and other suitable channels.
12. Deferral
It is not normally possible to attend a different graduation ceremony in the same round of ceremonies. A request can be made by a graduate to move ceremony within that scheduled period or to defer to the next scheduled graduation period and this will be considered subject to capacity.
We will not consider a deferral of ceremony beyond 12 months.
We may require supporting evidence of the mitigating circumstances which require you to defer or change ceremony.
If you would like to be considered for a deferral, you can request this by contacting the Graduation Team via email at graduation@arden.ac.uk. You will need to attach supporting evidence.
A decision to change or defer is made on behalf of the Academic Registrar and is final.
13. Refunds
If you cannot attend your ceremony an order for gown, tickets and photography can be cancelled up until 7 days before the event.
You may be charged an admin fee; your statutory rights are not affected. If you are unable to attend the ceremony and do not inform us before this date, we will be unable to provide a refund.
Please view Graduation Attire Terms and Conditions for full details regarding cancellation and refunds.
14. Graduation Privacy Notice
This policy document should be read alongside the information contained within the graduation pages on our website www.arden.ac.uk/graduation
Your name will appear in the Graduation brochure. If you do not want your name included for these purposes you must tell us be emailing dpo@arden.ac.uk no later than 5 weeks prior to the date of your ceremony. When emailing please ensure that you include your STU number and Programme of Study.