WINTER
CONGREGATIONS
King’s Hall, Armstrong Building,
Queen Victoria Road, Newcastle upon Tyne
Monday 3 December and Tuesday 4 December 2007
INFORMATION FOR GRADUATES
(Initial and Higher Degrees)
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Congregations Information – Checklist
Before the Day:
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Check the date and time of your ceremony by visiting http://www.ncl.ac.uk/congregations/.
Submit a Personal Details and Congregations Form to the Congregations Office by 8th November (p.2).
Receive email from the Congregations Office confirming receipt of your application – contact
Congregations on 0191 222 6117 if you do not receive this (p.3).
Request extra tickets (if desired) between 12th November and 16th November (p.3 and 4)
Appear on a pass list by 22nd November (p.3)
Be debt-free to the University by 22nd November (p.3).
Receive an email confirming your ticket allocation during week beginning 26th November (p.4).
Return Gown Hire Form to Gray & Son Robemakers by 30th November (p.4).
Request invitation letter from the Congregations Office to support a visa application for you or your
guests (if necessary).
On the Day:
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Plan to arrive at Newcastle University AT LEAST an hour before your ceremony – preferably earlier.
Collect your ticket and your guest tickets from the Percy Building. You will need to bring photographic ID.
Collect your robes from the Bedson Teaching Centre.
Get official photographs taken (if desired) before or after the ceremony (p.5).
Go to King’s Hall to be registered and seated no later than 30 minutes before the ceremony (p.4).
Your guests should be seated in King’s Hall no later than 15 minutes before the ceremony.
Attend a reception after the ceremony (p.5).
Congregations Information – In Detail
Applying To Attend: Initial and Taught Higher Degrees (all undergraduate and taught postgraduate
degrees)
Students wishing to attend a December Congregation must complete and return a Personal Details and
Congregations form by THURSDAY 8th NOVEMBER 2007. In the majority of cases, this form will be emailed
to you at your Newcastle University email address, but forms are also available from:
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Student Progress Reception at 6 Kensington Terrace
the Congregations website at http://www.ncl.ac.uk/congregations/
your Graduate School (if you are a postgraduate student)
Applying To Attend: Research Higher Degrees (all postgraduate research degrees)
All students who expect to complete their Research Higher Degree and wish to attend a Congregation
ceremony must complete and return a Personal Details and Congregations Form by THURSDAY 8th
NOVEMBER 2007. Forms are available from:
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Student Progress Reception at 6 Kensington Terrace
the Congregations website at http://www.ncl.ac.uk/congregations/
your Graduate School
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Your Place At The Ceremony
Unfortunately, due to limited capacity in King’s Hall, places at the congregations will be allocated on a first
come, first served basis. Early application is therefore advisable. If ceremonies reach full capacity, our
website will indicate this, and any further applicants will be advised that their name is on a waiting list for a
place. Following the December 2007 ceremonies, there will be Congregations held in April 2008 (Higher
Degrees only), July 2008, and December 2008.
You must have successfully completed your degree and your name appeared on an official Newcastle
University pass list by no later than THURSDAY 22nd NOVEMBER 2007 in order to be eligible to attend the
ceremony. Research degree students should bear this date in mind with regard to their examination by Viva
and subsequent submission of hardbound thesis copies, and seek advice from their Graduate School if
necessary.
Confirmation of Receipt of Application
When we receive your Personal Details and Congregations form, we will email you to acknowledge receipt of
the form. If you have not received an email within 10 days of submitting your form, please contact the
Congregations Office on 0191 222 6117.
Terms and Financial Obligations
In order to be eligible to attend a Congregation ceremony, students must have kept the terms required and
must have discharged all their financial obligations to the University (including tuition fees, student wellbeing
loans, library fines/debts, unreturned books, etc). All students are encouraged to ensure that all of their
financial obligations are cleared as soon as possible. WITHOUT EXCEPTION all debts to the University must
be cleared by THURSDAY 22nd NOVEMBER 2007 in order for a student to attend the December Congregation
and receive their degree parchment.
Tickets
All tickets are free of charge, and include an invitation to the reception after the ceremony.
King’s Hall
Each student will automatically be allocated three tickets at the relevant Congregation: one for the graduate
and two tickets for their guests in King's Hall.
Television Relay
A television relay of the ceremony, with projection to a six-foot screen, will be shown live in the Robert Boyle
Lecture theatre, Armstrong Building, whilst the ceremony is taking place.
Extra Ticket Requests
The extra ticket request service will be operative from 9.00am on 12th November to 5.00pm on 16th
November 2007. Applications submitted outside of this timeframe will not be accepted. Students requesting
extra tickets should e-mail congregations.enquiries@ncl.ac.uk and provide the following information:
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Full Name and student number
Degree
Number of extra tickets requested
Tickets will be allocated on a first come, first served basis, subject to availability. Where extra King’s Hall
tickets are available, these will be allocated first, followed by the TV Relay tickets available for each
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ceremony. Students should be aware that there is no guarantee that they will receive the number of extra
tickets requested, or that the tickets will necessarily be in King’s Hall. We recommend that no students
should request more than 2 extra tickets. Students without e-mail access may submit a request in writing, to
Extra Ticket Request, Congregations Office, Newcastle University, 6 Kensington Terrace, Newcastle upon
Tyne, NE1 7RU.
During the week beginning 26th November 2007, all students will receive an email informing them how many
tickets they have been allocated. Please check the details of this email. If you have not received this email
by Friday 30th November, please contact the Congregations Office immediately. Students without access to
email should phone the Congregations Office to find out their ticket allocation. Please note that we will not
be able to give any ticket information out before 26th November.
Ticket Collection
All tickets must be collected from the Congregations staff in the Percy Building foyer on the day of the
ceremony. Tickets will not be available until the day of your Congregation, although they may be collected at
any time on that day. Please ensure that you collect your tickets at least an hour before your ceremony is
due to begin. The ticket desks will be open from 8.00am until 4.00pm on the day of your ceremony.
Graduates will receive their own ticket, plus their two guest tickets for King’s Hall, and any extra tickets which
they may have been allocated.
Graduates should ensure that they have a form of photographic identification with them when they come to
collect their tickets (University smart card / driver’s licence / passport). All tickets will be available for
collection by the graduate only.
Academic Dress
The academic costume proper to the degree must be worn by all graduates. Full details of all Newcastle
academic dress are available online at http://www.ncl.ac.uk/congregations/ceremonies/gownhire/dress/.
Academic dress may be bought or hired from the University Robemakers, Gray & Son Robemakers (Durham)
Limited, 4 Neville Street, Durham, DH1 4EY (tel: +44 (0)191 386 4168, fax; +44 (0)191 386 0689). The gown
hire order form is available online at http://www.ncl.ac.uk/congregations/assets/documents/gown_hire07.rtf.
Please complete and return the order form to Gray & Son Robemakers direct, not to the University, by Friday
30th November.
The Robemakers will bring all gowns and hoods to the University on the day of the ceremony, where they will
be available for collection from the Bedson Teaching Centre from 8.00am. Graduates should collect their
academic dress at least 45 minutes before their ceremony is due to begin.
Graduates should dress smartly for the occasion; for example, a suit or trousers/skirt.
Arriving at the Hall
After collecting their tickets and their academic dress, graduates should report to King’s Hall no later than 30
minutes before their ceremony, wearing their robes and carrying their hoods.
Graduates will be guided into King’s Hall via the South Door. As you arrive you will be registered and then
directed to your numbered seat. Please ensure that you sit in the correct seat. Once all graduates are seated,
and before the ceremony begins, you will be briefed on the ceremonial procedure.
Your guests need to be in their seats at least 15 minutes before the ceremony begins and will be directed to
their seats by the Hall Marshals. Please note that graduates will not be seated with their guests, but in a
separate section with their fellow graduates.
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The Ceremony
The Academic Procession enters the Hall and is seated. The Vice-Chancellor (or Deputy-Vice-Chancellor or
Pro-Vice-Chancellor, if presiding) will open the Congregation and the Provost will read out the names of the
graduates. The graduates will proceed to the dais (stage) to have their hood placed over their head by the
Hooding Marshal, cross the dais, and shake hands with the Vice-Chancellor, and then return to their allotted
place in the Hall. The same procedure is followed for each group of graduates to be presented. When all
degrees have been announced, the Congregation concludes with a short address by the Vice-Chancellor (or
Deputy-Vice-Chancellor or Pro-Vice-Chancellor), who will then lead the Academic Procession out of the
Hall.
Footage of past congregations at Newcastle University can be found at
http://www.ncl.ac.uk/congregations/ceremonies/view_online/archive.php
Please note that the Congregation will last approximately 45 minutes to one hour.
Additional Support
The university is fully committed to ensuring an inclusive, accessible environment to all graduates and
guests. Please inform us of any additional support that we may be able to offer you when attending this
event, either by completing the relevant section of your Personal Details and Congregations Form or by
contacting the Congregations Co-ordinator (mailto:laura.jarvis@ncl.ac.uk or 0191 222 6225) as soon as
possible with further details so that the necessary arrangements can be made, if required.
Receptions
After each ceremony there will be a University reception in the Lindisfarne Room, King’s Road Centre for the
graduates, their guests, and members of staff who have attended the Congregation. Everyone with a ticket,
including a ticket for the TV relay, is entitled to attend the reception. Your School will contact you if they are
holding their own reception.
Photographers
There is one official commercial photographer (Tempest Photography) appointed by the University to take
studio photographs. In addition, a photograph of each graduate's degree presentation in the Hall will be
taken automatically. Tempest can be contacted on telephone number (01736) 752 411, and their products
can be viewed online four weeks prior to your ceremony at http://www.tempest-graduations.co.uk.
Web Broadcasts
Each ceremony will be shown live on the Congregations website http://www.ncl.ac.uk/congregations to
enable your family and friends who may be unable to attend in person to view your graduation. Repeat
showings will also be available, at the same web location, as soon as possible after the event.
Directions and Car Parking
Information on how to reach the University and where to park can be found at
http://www.ncl.ac.uk/congregations/ceremonies/venue.php A limited number of parking spaces will be
available on the University precinct for the cars of graduates and guests with special needs, but students
must contact the Congregations Office in advance of this requirement, in order for the arrangements to be
put in place. Buildings on campus can be found on the map at the end of this document.
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Cancellations
Missing graduates on the day of graduation cause extreme disruption to the proceedings. A student who
applies to attend a Congregation and is unavoidably prevented from attending must inform the
Congregations Office immediately. If you are contacting us during the Congregations period (3rd and 4th
December) you must contact us by telephone; otherwise please email or write to us. Graduates wishing to
attend a future Congregation must subsequently complete another Personal Details and Congregations Form
to book a place at that Congregation, as you will not automatically be added to the list for the next
Congregation. The next Congregations will be held in April 2008 (Higher Degrees only), July 2008 and
December 2008.
Degree Parchments
Degree parchments are not handed out at the December ceremonies but will be posted to all graduates at
the address specified on their Personal Details and Congregations Form.
Your name will be displayed on your degree parchment exactly as it is written on the Personal Details and
Congregations Form. Please therefore ensure that your name has the correct spelling and that all of your
legal names are written on your form. Please note that initials cannot be printed on your degree parchment
and surnames will be printed in CAPITALS.
It is important for all students to inform their School / Graduate School AND the Congregations Office of any
changes to personal details (e.g. names, addresses) as and when they occur.
Diplomas and Certificates
Students for diplomas and certificates are not eligible to attend a Congregation ceremony.
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Contact Details for the Congregations Office
Postal Address: Congregations Office, Newcastle University, 6 Kensington Tce, Newcastle upon Tyne, NE1
7RU
Website: http://www.ncl.ac.uk/congregations/
Email address: congregations.enquiries@ncl.ac.uk
Phone: +44 (0)191 222 6117 or +44 (0)191 222 6126
Fax: +44 (0)191 222 8970
Campus Map
T&P
F
C
F
GH
F
R
KEY
C = Ceremony (Armstrong Building)
F = Food and drink outlets (Old Library Building, Students Union, Northern Stage)
GH = Gown Hire (Bedson Teaching Centre)
R = Receptions (King’s Road Centre) – some Schools may hold their own reception in a
different venue
T&P = Tickets and Photographs (Percy Building)
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