Graduation 2023 - Staffing Team

Whether you have assisted with Graduation before or will be involved for the first time this year, there are a variety of staffing roles which are essential to the smooth running of the celebrations across the week.

Graduation is being held between Tuesday 18 July and Thursday 20 July 2023 and the order of ceremonies can be seen here.

Staff from across the University play a key part in welcoming our returning Graduands and their guests; assisting with registration; answering queries at help desks, providing directions and advice, together with ceremonial roles as marshals in the Great Hall.

To be part of the team for this year's celebrations, please refer to the details below to identify the role(s) you would be able to assist with and email events@aber.ac.uk to provide your availability.  Please include the following information:

  • Name
  • Department
  • Role(s) available for
  • Dates / Time slots available

Please provide responses by 16.30 on Wednesday 5 July. Individuals will then be contacted to confirm the rota for this year’s ceremonies.

How to Get Involved

For each of the staffing roles a short description, including the start and finish times, are detailed below.

Full briefing information will be provided in advance and individuals taking on roles within the Great Hall will be asked to attend a rehearsal.

Please discuss volunteering with your Line Manager to gain their agreement in principal.

Please note that for some roles, staff t-shirts or marshalling gowns will be provided.

If you have any queries regarding volunteering at Graduation, please contact:
Sarah Bizby (Events Team, Global Marketing and Student Recruitment) - events@aber.ac.uk

Staffing Roles

Roles

Location and Hours 

Description

Information / Help Desk

 

Foyer,
Aberystwyth Arts Centre

 

 
  • Welcoming guests, answering general queries and resolving any issues individuals may raise;

  • Providing directions to facilities and signposting to additional support as required.

  • Colleagues will be briefed in advance and a member of the central Graduation Team will be based at the desk.

  • A staff t-shirt will be provided for this role.

Hours:

Tuesday 18 July : 07.30 – 13.30 | 13.00 -19.00 (or 09.00 – 15.00)

Wednesday 19 July: 07.30 – 12.30 | 12.00 – 17.00 (or 09.00 – 15.00)

Thursday 20 July: 07.30 – 13.30 | 13.00 -19.00 (or 09.00 – 15.00)

Information Point

 

 

Foyer,
Parry Williams Building

 

 

  • Welcoming graduands and their families;

  • Providing directions to facilities and signposting to additional support as required;

  • Acting as a point of contact between the Information Desk in the Arts Centre / Suppliers based in the building (Robing and Photography).

  • Colleagues will be briefed in advance.

  • A staff t-shirt will be provided for this role.

Hours:

Tuesday 18 July: 07.45 – 13.30 | 13.00 – 19.00 (or 09.00 – 15.00)

Wednesday 19 July: 07.45 – 13.00 | 12.30 – 17.30 (or 09.00 – 15.00)

Thursday 20 July: 07.45 – 13.30 | 13.00 -19.00 (or 09.00 – 15.00)

Ceremony Marshals

 

 

Great Hall,
Aberystwyth Arts Centre

 

 
  • Assisting with seating graduands in the Great Hall during the rehearsal.

  • Under the direction of the Chief Marshal, act as a fixed point marshal to direct graduands to stage and back to their seats.

  • Assisting with the egress of graduates from the Great Hall following the ceremony.

  • Please note this role involves standing for parts of the ceremony.
  • A marshal robe will be provided on the day for this role.
  • A rehearsal will be held in the Great Hall on Monday 17 July for marshals involved in this year’s ceremonies.

Hours:

Tuesday 18 July: C1 09.00 – 12.00 | C2 12.30 – 15.30 | C3 15.30 – 18.15   

Wednesday 19 July: C4 09.00 – 12.00 | C5 12.30 – 15.30

Thursday 20 July: C6 09.00 – 12.00 | C7 12.30 – 15.30 | C8 15.30 – 18.15   

Seating Team (Graduands)

Great Hall,
Aberystwyth Arts Centre
  • Meeting and greeting graduands at the doors to the Great Hall.
  • Directing graduands to seats within the Great Hall.
  • Assisting with the seat checking process to ensure that graduands are sitting in the correct seat within the Great Hall.
  • Colleagues will be briefed in advance (no previous knowledge needed) and a member of the central Graduation Team will coordinate this activity on the day.    

Tuesday 18 July: 08.45 – 10.00 | 12.15 – 13.30 | 15.15 – 16.30

Wednesday 20 July: 08.45 – 10.00 | 12.15 – 13.30

Thursday 21 July: 08.45 – 10.00 | 12.15 – 13.30 | 15.15 – 16.30

Minibus Driver

Penglais Campus
  • Providing a shuttle bus service between car parking locations (Penglais Campus , Fferm Penglais, Pentre Jane Morgan) and Aberystwyth Arts Centre.
  • Volunteers will need to hold appropriate licence entitlements.
  • Colleagues will be briefed in advance.

Hours: 

Tuesday 18 July:   Service to run between 08.00 – 19.30*

Wednesday 19 July: Service to run between 08.00 – 17.30* 

Thursday 20 July:    Service to run between 08.00 – 19.30*

*Shifts to be split within this

If you have any queries regarding volunteering at Graduation, please contact: Sarah Bizby (Events Team, Global Marketing and Student Recruitment) - events@aber.ac.uk