Frequently Asked Questions

Graduation Registration - Attending or Not Attending

Ceremony Information

Tickets

Robes/Gowns

Graduation Day

Degree Certificates

Guests and Visitors

Graduation Registration - Attending or Not Attending

1.    Am I eligible to come to Graduation?

You are eligible to attend Graduation if you have completed your degree successfully before the end of June.  Students who complete their degree successfully after the beginning of July will be eligible to attend the next Graduation Ceremonies in July of the following year.

2.    How do I register for Graduation?

You will be asked  by email  to log on to your Student Record on the web to complete the Graduation Registration process which will appear as a button under the 'My Tasks' heading on the front page of your Student Record by the beginning of April.  If you have not received an email or the task does not appear on your Student Record on the web then you should contact us on aocstaff@aber.ac.uk and we will advise you further.  The deadline for completing the Graduation Registration task is the 30 April at the latest.  If you do not complete the Graduation Registration process by this date we cannot guarantee you a place at Graduation.

You should note however that you need to order your robe/gown and make arrangements for accommodation etc. separately.  Links to websites you may need are below:

    - Gown Hire from Wippell
    - Tempest Photography (photographs, DVD) 
    - University Accommodation 
    - Campus Clothing (commemorative T-shirts, etc.)

3.    What if I no longer have access to my Student Record?

Almost all taught students should have access to their Student Record as long as you are using the same email ID and password as you had when you were registered last.  If you were awarded your degree since October last year you should be able to access your record and click on the 'Graduation' task. 

If you deferred your graduation from July last year or you were awarded your degree before last October it is possible you will no longer have access to your Student Record.  If this is the case you will be contacted through your private email account and asked to use a link in order to complete your Graduation preference. 

If you do not receive an email or you cannot access your Student Record you should contact aocstaff@aber.ac.uk for further information and help.

4.    What if I don't want to go to the Graduation Ceremony? 

It is not compulsory to attend the Ceremony you can opt to graduate in absentia, and to do so all you need to do is complete the Graduation task on Your Student Record online when it is available.  It is essential that you complete the task so that we know that the details we will print on your final degree Certificate are correct and that the address we will post it to is also correct.

5.    I have missed the Graduation Registration deadline of 30 April, what should I do?

If you want to come to the ceremony you must contact us immediately through aocstaff@aber.ac.uk and we will do our best to try and accommodate you and your guests however it depends on how many places we have left in your ceremony.  In your email to aocstaff@aber.ac.uk you should give us your full name as you would like it to appear on your degree certificate, your student reference number and your study scheme details.  Unfortunately registering after the 30 April means that we cannot guarantee you a place at Graduation. 

If you do not wish to attend the ceremony but missed the 30 April deadline to inform us you should email aocstaff@aber.ac.uk immediately.  You will need to confirm your full name as you would like it to appear on your Certificate, your student reference number, your study scheme details and the address you would like the Certificate to be posted.

6.    Am I able to defer attending a Graduation Ceremony?

If you do not wish to attend Graduation in the July of your final year of study, you are permitted to defer your attendance for one year only and ask to come to the July Graduation ceremony the following year.  However to do this you must contact aocstaff@aber.ac.uk before the 30 April deadline to request to be deferred.  If you do not ask to be deferred or you do nothing you will automatically be deemed to have 'graduated in absentia' and you will not be able to come to any future ceremony.

7.     Can I choose which ceremony I attend?

No, unfortunately it is not possible for a graduand (student) to choose the ceremony they wish to attend.

8.    I have already received my final degree certificate; can I still attend a ceremony?

Once you have received your degree certificate you are deemed to have 'graduated in absentia'.  This means that you are no longer a 'graduand' and not eligible to graduate at one of the ceremonies.

9.    I missed last year's event.  Can I come to this one?

If you deferred your attendance last year by contacting us on aocstaff@aber.ac.uk then you will be eligible to come to the next Graduation event.

If you said you were going to be present but didn't turn up then we will have deemed you to have 'graduated in absentia' and you will not be able to come to any future ceremony.

If you did nothing last year and didn't tell us whether you intended to come to Graduation or not we will have automatically deemed you as having 'graduated in absentia', and will not be able to come to any future ceremony. 

10.   I may have some outstanding debt owing to the University, can I still attend?

If you have any outstanding tuition fees owing to the University you will not be allowed to attend Graduation, 'graduate in absentia' or be issued with your final degree certificate until the debt has been cleared in full.  You must ensure you have paid all debts by the end of May.  If you are unsure whether you have any debts owing we advise you contact the Fees Office on fees@aber.ac.uk.   

11.   How do I get a letter to obtain a visa to attend the graduation ceremony?

Our International Student Advisor (email; immigrationadvice@aber.ac.uk) is dealing with invitation letters for graduation ceremonies.  This service is for students only, who have left the UK but wish to return to Aberystwyth to attend their graduation ceremony in July.  The University is not able to issue invitation letters to family or friends of graduands.  Family and friends should apply for a 'general visitor visa'.  Information on how to apply can be found here https://www.gov.uk/standard-visitor-visa.

 

Ceremony Information

1.    When are the ceremonies held?

Details of the ceremonies will be available late February via the Order of Ceremonies web page.  

2.    In which ceremony is my study scheme?

 By the begining of March a list of Study Schemes showing Degree Ceremonies will be available online.

3.    Where are the ceremonies held?

All the ceremonies will be held in the Great Hall of the Arts Centre, Penglais Campus in Aberystwyth. (http://www.aber.ac.uk/en/maps-travel/)

4.    Where do I sit in my Ceremony?

The seating arrangements are carefully planned so that you arrive on stage when your name is being called.  There will be a team of staff on hand to help you find your seat.  Once seated in your allocated seat please do not change seats with anyone else as this could lead to the wrong name being called out when you are on stage.

5.    What if I don't want to go to the Ceremony? 

It is not compulsory to attend the Ceremony.  You can opt to graduate in absentia, and to do so all you need to do is complete the Graduation task on Your Student Record online when it is available.  It is essential that you complete the task so that we know that the details we will print on your final degree Certificate are correct and that the address we will post it to is also correct.

6.    My ceremony date is inconvenient.  Can I attend another ceremony?

Unfortunately, it is not possible to change your ceremony date.  If you cannot attend the prescribed date you will graduate in absentia.

 

Tickets

1.    How many guest tickets will I be allocated?

Every graduand (student) who has registered to attend a ceremony will automatically be allocated two guest tickets.  Entry to the ceremony for all guests will be by ticket only.  Graduands do not require a ticket, you will be allocated a seat in the ceremony as long as you have completed the Graduation task on your Student Record by the 30 April deadline.

2.    Where do I collect my guest tickets?

Your guest tickets will be waiting for you to collect when you register at the Registration Desk in the Performance Studio in the Arts Centre on the day of your ceremony. 

3.    What if I want more than two guest tickets?

It is envisaged that there may be a small number of tickets available for some ceremonies once all graduands have registered.  Any spare tickets will be allocated on a first come first served basis. You will be asked to complete a task to register your request for an additional TWO tickets which will go live at 9am on the 4 May.   The task will be available for approximately 11 days.  We will email you at the beginning of May with further information on how you make a request for additional tickets.  You should note however that any 'Additional Tickets' will be allocated on a first come first served basis, therefore, students are encouraged to completed the 'Additional Tickets' task as soon as possible.

Although tickets to the Great Hall are limited, you can bring additional family and friends with you to your graduation as the ceremonies are also streamed live into the Arts Centre Cinema and in the Students' Union.  So, even if your family and friends are unable to secure an additional ticket for the day, they can still enjoy and be part of your special day at your graduation.  An advantage of viewing the ceremonies in the cinema or union is that your friends and family are free to get up and move around during the ceremony.

 

Robes/Gowns

1.    Do I have to wear a Robe/Gown to my ceremony?

Yes.  In order to be allowed to attend the ceremony you MUST wear a robe/gown.  If you are not in your robe/gown you will not be allowed to attend the ceremony.

2.    Do I need to order a Robe/Gown before Graduation?

Yes.  You must order your robe/gown before Graduation to ensure that one will be there for you on the day.  To order your robe/gown see the Robes section of this web site.

3.    When do I collect my Robe/Gown?

You will collect your robe/gown on the day of your ceremony.  Staff will be on hand to direct you to the robing area.  Robes/gowns will be available from 8.30am in the Parry Williams building (TFTS).  You may collect your gown at any point during the day - please note that although advisable, you do not have to be in your robe for the Graduation rehearsal.  You must return your robe/gown by 6.30pm.

4.    What do I need to bring with me to collect my robe/gown?

You will need the order confirmation or the acknowledgement card, if one has been sent to you by the robing company.

5.    How do I wear my cap and robe?

The robing staff will be on hand to help you and ensure you are dressed correctly.  For comfort and practicality we recommend that you wear a top or shirt that buttons to the neck, as this makes it easier to attach your hood.  A supply of hair grips is also advisable to help secure your cap.

 

Graduation Day

1.    What time should I arrive on the day?

You should arrive early enough in order to give yourself enough time to complete registration and collect your robe without having to rush.  Remember that it will be busy and you may have to queue for registration and robes.  Registration for morning ceremonies is open from 8.30am and registration for afternoon ceremonies is open from 11.30am.

2.    When do I need to be at the Great Hall?

You are asked to present yourself for rehearsals at the Great Hall at 9.30am for the morning ceremony and 1.30pm for the afternoon ceremony.  Please ensure you are seated for the ceremony itself at least 15 minutes before it is due to start.

3.    What do I do first?   

Your first task should be to register.  You can do so in the Performance Studio in the Arts Centre. 

4.    What do I do if I am late?   

If you arrive late and you have missed registration you should go along to the Registration Desk immediately where staff will be on hand to help.

5.    What does registration involve?

When you register you will be given your identity card bearing your name and seat number, a degree certificate collection ticket and your guest tickets.  Please keep your identity card safe as you will need to hand it to the Chief Marshal as you go on stage to receive your degree in the ceremony.

6.    Where and when do I collect my cap and robe/gown?

Graduands taking an Aberystwyth degree should hire their Academic Dress (robe) from J. Wippell's and Company, please see the Robe section of the website for more information. The robing room in the Parry Williams building will be open from 8.30 every day of graduation. 

7.    How will I know what to do during the ceremony?

We run rehearsals in the Great Hall for each ceremony.  You are asked to present yourself for your rehearsal as follows:

*  9.30am for the morning ceremonies

*  1.30pm for the afternoon ceremonies

It is essential for all graduands to attend their rehearsal to ensure they are aware of the conduct of the ceremonies.  Rehearsals last about half an hour.  Please ensure you are sitting in the correct seat number as shown on your identity card which you will have collected when you registered.  There will be a break between the rehearal and the ceremony itself where you will be able to leave the Great Hall and re-join your family and friends.

8.    Do I sit anywhere in the ceremony?

No, it is important that you sit in the seat number allocated to you.  Your seat number will be printed on your identity card which you collect at registration.  It is important you keep this card safe as you will be asked to hand it to the Chief Marshal before you go on to the stage.  If you are unsure about which seat you should sit in there will be member of staff on hand to help you.

9.    What do I need to take with me to the ceremony?

You need to be dressed correctly in your robe.  Please ensure you have your identity card (given to you when you registered); you will need to hand this in to the Chief Marshall before you go on stage.

Please note that, once you have been presented for and admitted to your degree, you will not necessarily return to the same seat that you occupied at the start of the ceremony.  Therefore please avoid carrying handbags, cameras etc. with you during the ceremony.

10.    What does the ceremony involve?

In the ceremony, you will be “presented” to the Vice-Chancellor by a Presenter who will read out your name and the names of your fellow students being admitted to the same degree. When your name is called, you will walk across the stage and shake hands with the Vice-Chancellor. You will then return to be seated. When all admissions to your particular degree have been completed, you will be asked to stand to receive the Greetings of the Chancellor/Vice Chancellor of the University.

Procedure:

  • A Marshal will collect you and your group from your seats when it is time to go on stage to be presented to the Vice-Chancellor.
  • Follow the Marshal and stay with your group.
  • The Presenter will read the names of each student.
  • When your name is read out you will walk towards the Vice-Chancellor, and shake her hand.
  • The Marshals will take you back to be seated.

When all presentations to a particular degree have been completed (e.g. all BA candidates), all those graduates will be asked to stand to be admitted to their degree by the Vice-Chancellor and to receive the Greetings of the Chancellor of the University.

11.   Can I leave as soon as I get my degree?

Except in an emergency, graduands (students) are expected to remain seated throughout the ceremony.

12.   How long does a ceremony last?

The ceremony will last approximately 1 hour 20 minutes.  There is also a 30 minute rehearsal before each ceremony which graduands must attend.

13.   How do I get a commemorative programme and how much are they?

Printed programmes will be available at registration and at the entrances to the Great Hall.  They are free of charge for all graduands and guests.

14.   Can I collect my Degree Certificate on the day?

Yes, as long as you registered to say you were attending before the 30 April deadline your final Degree Certificate will be waiting for you to collect, after you have graduated, in the Parry Williams building.

15.   What happens after the ceremony?

Immediately after the ceremony you are invited to congregate on the La Scala steps, outside the Arts Centre, for departmental group photos.  The buildings on campus will be open and you are welcome to visit the departments during the day.  Most departments hold their own receptions, either prior to or after the ceremony.  Your department will contact you directly.

 

Degree Certificates

1.    When will I receive my Degree Certificate?

If you registered to say that you will be attending graduation your Degree Certificate will be available for you to collect after your ceremony in the Parry Williams Building. 

If you registered to say you would not be attending graduation your Degree Certificate will be posted to the home address recorded on your Student Record within 6 weeks of graduation taking place.

2.    Where is my certificate posted to if I choose not to go to graduation?

Degree certificates are posted to the home address recorded on your Student Record at the end of July.  Please ensure you check your address details before the end of June to ensure we post it to the correct address.

3.    I forgot to pick up my Degree Certificate, what do I do now?

Don't worry, any uncollected Degree Certificates will be posted out to the recorded home address on your Student Record.  Please note it can take up to 6 weeks for all certificates to be posted.

4.    It has been more than 6 weeks since graduation and I haven't received my certificate?

Please email the Certification section of the Academic Quality and Records Office on aocstaff@aber.ac.uk with your details.

5.    My degree certificate has been lost or destroyed, how do I order a replacement?

Aberystwyth University

Graduates with an 'Aberystwyth University' degree from 2010 onwards can obtain their replacement certificates by registering at digitalcertificates.aber.ac.uk

University of Wales

Graduates with a degree from the 'University of Wales' can obtain their replacement certificates by contacting the University of Wales Registry. Details on how to obtain your certificate can be accessed by clicking on the following link Replacement Certificates.

 

Guests and Visitors

1.    Where is Graduation held?

Graduation is held on the main University Penglais Campus in the Arts, Centre Great Hall, see here for maps and travel advice

2.    Where do we collect our guest tickets?

The guest tickets are given to the graduand (student) when they register at the Graduation Registration Desk before the ceremony.  Attendance at the ceremony is by ticket only however guests can still come along to enjoy the day as all the ceremonies are streamed live on large screens in the Arts Centre Cinema and Students' Union.   

3.    Can I and my guests take photographs during the ceremony?

Yes, graduands and guests are permitted to take photographs during the ceremony.

4.    Where can we park?

Campus service staff will be on hand to direct visitors to the available car parks on campus.  A section of the Arts Centre car park will be reserved for disabled permit holders.  A minibus shuttle service will be available for visitors parking in the car parks furthest from the Arts Centre.

5.    Is there a provision for disabled guests?

Students whose guests have special requirements are asked to complete the section called 'Special Requirements' on the Graduation task on the Student Record during April, giving as much information as possible in order for us to ensure we make appropriate arrangements.  University staff may also contact you nearer the time of the ceremonies to confirm arrangements.  Students who have problems accessing this task should contact aocstaff@aber.ac.uk with details of the special requirements.

6.    What happens after the ceremony?

Immediately after the ceremony students are invited to congregate on the La Scala steps, outside the Arts Centre, for departmental group photos.   The buildings on campus will be open and you are welcome to visit the departments during the day.  Most departments hold their own receptions, either prior to or after the ceremony.  The department will contact the graduand directly.

7.    My guests require accommodation?

Please visit the 'Overnight Accommodation' section of the web site.

8.    Are there places to eat?

There are a number of places to eat on campus and in the town, please click here for more information.