Information for staff
Members of General Assembly are welcome to attend graduation ceremonies and form part of the academic procession. Staff attendance is coordinated through School Operations Managers or their nominees.
Staff information for December 2023
The winter 2023 ceremonies will be held on Thursday 14 and Friday 15 December 2023 at the Loughborough campus.
Ceremony times for individual Schools can be found here. Staff attendance at the ceremonies and receptions will be coordinated by Deans/Operations Managers or their nominee.
Procedure on the Day - Summer ceremonies
Car parking
All staff are asked to refrain from parking in the Hazlerigg/Sir David Wallace area on the days of graduation ceremonies as space is limited and needs to be kept available for VIP guests and disabled visitors.
Chancellor's Platform Party, Council Procession, Heads of Departments and Public Orators, Members of the General Assembly and Senate Processions, and Marshals
Members of staff and guests who are joining the Procession should collect their robes from the Pearce Committee Room in Hazlerigg by the time indicated in the table below. Please note that all members of the Academic Procession will congregate and process from Hazlerigg.
The Procession will form at approximately the time indicated in the table below. The Procession, led by the Marshals, will begin on a signal from a member of the Graduation Team after the Dean's List has been finalised and will make its way to the Sir David Wallace Building. The Marshals will lead the procession into the Sports Hall and onto the stage where you should sit in your designated seat. Your name will be on the relevant seat on the stage.
Procession lists and seating plans will be available in the robing room. These will indicate your place in the procession and also where you will be seated on the stage.
|
Ceremony |
Ceremony starts |
Collect robes by |
Procession assembly |
Return robes by |
|---|---|---|---|---|
|
Summer |
10.00 |
9.30 |
9.45 |
18.00 |
|
Summer |
13.45 |
13.15 |
13.30 |
18.00 |
|
Summer |
16.00 |
15.30 |
15.45 |
18.00 |
After the ceremonies
All staff
When the ceremony finishes, the Marshals will lead the processions out of the hall. Staff who have borrowed gowns should return them to Ede and Ravenscroft.
Procedure on the Day - Winter ceremonies
Car parking
All staff are asked to refrain from parking in the Hazlerigg/Sir David Wallace area on the days of graduation ceremonies as space is limited and needs to be kept available for VIP guests and disabled visitors.
Chancellor's Platform Party, Council Procession, Heads of Departments and Public Orators, Members of the General Assembly and Senate Processions, and Marshals
Members of staff who are joining the General Assembly or Council/Senate Procession should collect their robes from the foyer of the Clyde Williams building by the time indicated in the table below. Please note that all members of the Academic Procession will congregate and process from the foyer of the Sir John Beckwith building.
The Procession will form at approximately the time indicated in the table below. The Procession, led by the Marshals, will begin on a signal from a member of the Student Records and Operations Team after the Dean's List has been finalised and will make its way to the Sir David Wallace Building. The Marshals will lead the procession into the Sports Hall and onto the stage where you should sit in your designated seat. Your name will be on the relevant seat on the stage.
Procession lists and seating plans will be available in the robing room. These will indicate your place in the procession and also where you will be seated on the stage.
|
Ceremony |
Ceremony starts |
Collect robes by |
Procession assembly |
Return robes by |
|---|---|---|---|---|
|
Winter |
10.30 |
10.00 |
10.20 |
18.00 |
|
Winter |
14.30 |
14.00 |
14.20 |
18.00 |
After the ceremonies
All staff
When the ceremony finishes, the Marshals will lead the processions out of the hall. Staff who have borrowed gowns should return them to Ede and Ravenscroft.
Marshals and Other Volunteers
A number of marshals and volunteers are required to support each ceremony. Roles include platform marshals (Mace Bearer, General Assembly Marshal, and Honorary Graduand Marshal) plus hall marshals to assist with the flow of students and the issue of certificates. Volunteers are also required for the student registration desk.
If you would like to get involved in this very special event, please contact graduation@lboro.ac.uk.
Staff Graduands
Staff who are graduating will be seated in the main student blocks in the hall, as opposed to on the stage.
As a member of staff you will also receive an email invitation to join the academic procession and sit on the stage. As a staff graduand, please ignore this email and respond only to the one sent to you as a student. Please follow the standard student booking process to confirm your attendance at the ceremony and order your gown via Ede and Ravenscroft directly at https://www.gownhire.co.uk/Gownhire/FindInstitution.aspx. If you are unable to attend the ceremony, your certificate may be collected from the Student Records & Operations Counter in the Rutland Building, on or after the date of the ceremony.
Academic Dress Hire
When your place at a ceremony is confirmed, the Student Records & Operations Team will hire your academic dress from Ede and Ravenscroft. If you have never attended a ceremony at the University as a member of staff, the team will contact you to ask for your details. If your details (award, institution, etc.) have changed since you last attended a graduation please contact Student Records & Operations to confirm your requirements. Further guidance on academic dress is given below.
If you are a member of staff who is graduating, you will be seated within the student blocks and will need to have confirmed your place via the student booking process. Please hire your academic dress directly from Ede and Ravenscroft.
Guidance on Academic Dress
All staff intending to join the academic procession, including platform marshals, must wear academic dress. Staff should wear the gown and hood which represents the institution from which they graduated and the qualification obtained.
Staff who Own Academic Dress
- If you own your academic dress, you should wear this for the ceremony.
- Staff who wish to purchase new robes should contact Ede and Ravenscroft.
Hiring Academic Dress
- Ede and Ravenscroft are the official robe-makers for the University and will supply a wide range of academic dress to Loughborough University staff.
- The Student Records & Operations team will order the gowns for you from Ede and Ravenscroft direct.
Collecting Your Gown
- Gowns can be collected on the morning of the ceremony from foyer of the Clyde Williams building from 8.30am. All you need to do is give your name to the staff on duty in the robing room.
- Inside your robe will be a ticket with a name and reference number on it. THIS TICKET MUST NOT BE REMOVED UNDER ANY CIRCUMSTANCES as it will be needed to register the return of the robe after the ceremony. Please inform one of the Ede and Ravenscroft staff in the robing room if it becomes detached.
- Gowns should be returned to the robing room after the ceremony.
Note for Graduates of Non-UK/Irish Institutions
Ede and Ravenscroft are unable to provide robes for Institutions outside the UK & Ireland. As an alternative they hold a small stock of miscellaneous un-adopted designs, or if you give a full description of your desired dress they will endeavour to supply a close match.
Note regarding University of London
Please state if you are a member of Convocation (this applies to all degrees other than PhD and Higher Doctorates). If no indication is given non-Convocation robes will be supplied.