Frequently Asked Questions

Due to the global Coronavirus outbreak, a decision has been made to postpone Aberystwyth University’s July 2020 graduation ceremonies.   We will ensure that students are kept informed of important updates via their University email account.  Information will also be posted on our graduation webpages.

Updated 20/03/2020

Postponed Ceremonies – July 2020

1. Why has the decision been made to cancel the graduation ceremonies scheduled for the 14th – 17th July 2020?

Due to the global Coronavirus outbreak, a decision has been made to postpone Aberystwyth University’s July 2020 graduation ceremonies.   

While students in their final year can of course graduate, under current circumstances we cannot be sure when we will be in a position to hold a celebration of their success.   Once we know when it is likely to be safe and responsible to hold these events we will update you with our plans. 

2. When will the rescheduled ceremony dates be available?

Once we know when it is likely to be safe and responsible to hold these events we will update staff and students with our plans.  Graduation ceremonies provide unforgettable memories for our students and their families and we look forward to celebrating with you in due course.

3. When will I need to register for the rescheduled ceremonies?

Once the new ceremony dates are confirmed, students will be informed of the timescale for registration.

4. I have a booking to stay in University-managed accommodation during the postponed ceremonies, how do I arrange for a refund?

Our Conference Office team will be in contact with those individuals who have to booked to stay in University accommodation.  In the interim, if you have any queries, please contact the Conference Office on 01970 621960 / conferences@aber.ac.uk.

5. Does the postponement of graduation impact on the awarding of my degree?

It is important to stress that our decision does not impact on the University awarding you your degree. Provided you meet the requirements of your course we will confer your degree at a University Examination Board as is our normal practice.

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 during this academic year or have received an award from Aberystwyth University other than from Lifelong Learning or Welsh For Adults. Lifelong Learning and Welsh for Adults students have their own ceremony. 

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.

You will be advised in advance when this task will open, together with the deadline for completion (notification via email / updates posted online and included in the weekly email message to students and staff).

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 no longer have access to your Student Record 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 Graduation.office@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 Certificate are correct and that the home address we will post it to is also correct.

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

Further information will be provided to students on the option to defer attendance for one year when invited to register for graduation.

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

Yes, If you indicated that you wished to attend a ceremony you will be invited to officially register to attend. If you indicated that you wished to graduate in Absentia you will not be asked to attend.

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

If you deferred your attendance last year by contacting us on Graduation.office@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 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. 

8.   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 or be issued with your final award 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.   

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

Our Certification Unit (email; aocstaff@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.  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?

Due to the global Coronavirus outbreak, a decision has been made to postpone Aberystwyth University’s July 2020 graduation ceremonies.   Once we know when it is likely to be safe and responsible to hold these events we will update staff and students with our plans  

2.    Where are the ceremonies held?

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

3.    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.

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

It is not compulsory to attend the Ceremony.  You can opt not to attend, 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 award Certificate are correct and that the address we will post it to is also correct.

 

Tickets

1.    How many guest tickets will I be allocated?

Every 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.  Graduating Students 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 Recordin line with the deadlines provided.

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?

Once all students have registered, should any spare tickets be available for our ceremonies, we will advise students on the process to register a request for an additional ticket. Please note, however, that any 'Additional Tickets' will be allocated on a first come first served basis, therefore, students are encouraged to completed any 'Additional Tickets' task as soon as possible.

Although tickets to the ceremonies 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 website.

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.  Further information will be provided in advance of the ceremonies.

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

You will need to provide photo ID (e.g. Aber Card), at the point of collection and have access to your emails from the gown hire company in the rare case of a query with your booking.

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. Further information will be provided in advance of the ceremonies to enable you to plan your day.

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

You are asked to present yourself for rehearsals at the Arts Centre before the ceremony starts. Further information will be provided in advance of the ceremonies to enable you to plan your day. 

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 award in the ceremony.

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

Graduands taking an Aberystwyth award should hire their Academic Dress (robe), please see the Robe section of the website for more information. 

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

We run rehearsals for each ceremony.  You are asked to present yourself for your rehearsal before the ceremony. Students are to be seated 45 minutes before the ceremony is scheduled to start.

It is essential for all students 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.


It is essential for all students 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. .

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 ensure you have left any guest tickets with your accompanying visitors before the rehearsal as they will need these for entry..

Please note that, once you have been on stage, 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 from your seats when it is time to go on stage to be presented to the Vice-Chancellor.
  • Follow the Marshal and stay in the order you have been placed.
  • The Presenter will read the names of each student.
  • When your name is read out you will walk towards the Vice-Chancellor.
  • The Marshals will take you back to be seated.

When all presentations to a particular award have been completed (e.g. all BA candidates), all those students 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 award?

Except in an emergency, 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 in the ceremony venue. .  They are free of charge for all students and guests.

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

Further information on award certificates will be provided  once the ceremony dates are confirmed.

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.

 

Award Certificates

Further information in award certificates will be provided once the ceremony dates are confirmed. 

My 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 a replacement certificate here

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 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, students 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 Graduation.office@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.    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.