Coco Commencement Notes - „08
Rehearsal
The rehearsal itself was well-coordinated. Even after going over the logistics of the
ceremony, describing individual duties to each participant, highlighting potential
problems and addressing concerns (e.g. potential tripping dangers at the base of the main
riser to the stage), the rehearsal itself lasted less than 45 minutes. The overall preparation
for the event was quite impressive and numerous concerns raised by the committee in
previous reports were addressed (including the effective placement of chairs outside the
tent area, better sightlines of graduates ascending the stage, etc.).
Commencement
Overall, the ceremony went very smoothly. It ended on time (despite unexpected (and
sometimes lengthy) presentations by dignitaries who had committed to speaking at the
late minute), and a cursory survey of students and their families showed very favorable
reactions to the commencement ceremonies.
There were a few concerns regarding the initial process of dividing graduates by degree
program and ensuring their assembly in the designated lecture halls. While the additional
staffing of the tables where degree candidates registered and received their cards
eliminated the long lines of last year, the science lobby was often crowded with graduates
standing with their families. While there were many touching scenes, it might be
necessary in future years to restrict the science lobby to “graduates only.”
Second, the doors into the Science Courtyard were not propped open (as recommended
by the committee last year) until the committee itself did so, and there was a significant
amount of unsightly trash left that had accumulated in the courtyard by the time graduates
began the march to the tent. If volunteers could be found to tidy up the courtyard, this
might greatly improve the aesthetics of what for many graduates will be one of their final
visions of the campus.
Finally, there were numerous requests for bobby pins, and it might help if a supply could
be kept at the registration tables, along with extra registration cards. The women‟s
bathroom ran out of soap early in the morning - something that must be addressed in
future commencements. Also, the electronic sign at the entrance to the Science
Courtyard was flashing an outdated message (“Graduating Seniors! Pick up your caps
and gowns at the bookstore…”). Perhaps a congratulatory message could be
programmed into the sign to better capture the spirit of the day and/or announce to
graduates that the science lobby was the primary assembly point.
It might be helpful to have marshals report to their assigned rooms a bit earlier in the
future. However, the assembly of the various degree programs went quite well.
Marshals did an effective job of telling students what to expect during the ceremony, and
of outlining the basic rules concerning conduct and the conferral of degrees (though
projected images of instructions and seating diagrams might be helpful in the future). Of
special importance was the announcement prohibiting children from accompanying their
parents onto the stage. This issue was much discussed by the committee in the last year,
and while all agreed that it is wonderful to have students celebrate the day with their
families and loved ones as participants, the practice of carrying small children up the
ramp to the stage raised issues of liability that could not allow the practice to continue.
The committee suggested last year that signs posted around the campus might help clear
up confusion regarding the location of various aspects of the ceremony (parking, the
ceremony, etc.), and the signs provided seemed to help a lot. However, there was no
clear indication of where students were to assemble, and many students were observed
wandering around lost and asking for directions. As was suggested last year, a small
“information table,” staffed with a couple of volunteers and placed in front of the
administration building between the main quad and the parking lot, could help direct
families and graduates to the proper places. Also, the signs could be a bit more specific,
as it was noted that several graduates had proceeded directly to the tent and several more
were spotted wandering around campus asking for instructions on where to go.
At the main entrance to the campus, the unauthorized vendors were again out in force.
The committee was informed that since these vendors are not actually on campus
property, the college can do nothing with regards to supervising the products being
offered nor in collecting a share of the profits of such sales. However, it was observed
that at least one vendor had aligned flowers for sale along the inside of the fence and up
the walkway toward the tent. Also, public safety or the NYPD should be asked to at least
verify that these tables are staffed by individuals holding the proper vendor permits.
Again, this would seem to be an issue of potential liability…
The college-approved vendors inside the gates did a much better job this year with
regards to keeping their sales areas clear of trash. However, it seems that additional
tables might be set up to provide a wider selection of merchandise from both them and
the bookstore. Also, it was noted that many audience members (and even graduates)
were buying drinks from the vending machines at the entrance to the Temp. Building.
Since the hot dog cart was also inundated with customers, perhaps Metropolitan Food
Services might consider setting up additional refreshment areas in the future to better
serve these needs while helping defray the overall costs of the event.
Despite some initial confusion during the distribution of regalia, the gathering and
marching of the faculty went quite well, thanks to the preparedness of the faculty
marshal. However, they were in position for about ten minutes before the first students
proceeded through the “gauntlet” and into the tent. Our only suggestion towards
resolving this issue would be better coordination of departure times of the students from
the Science Courtyard, or to designate two people on cell phones to inform the faculty
marshal of the actual positions and ETA of the procession.
This year‟s chair placement design seemed to work quite well. As was discussed in
committee, extra chairs had been left on carts and attendees simply pulled them off as
needed, but this seemed to lead to inefficient seating, as well as posing a potential hazard
to audience members and a potential liability to the College. This year, Building and
Grounds did an excellent job of placing the extra chairs in triangular formations outside
of the tent seating areas, and this did an nice job in funneling people into the aisles and in
encouraging more effective use of the overall seating. This helped accommodate those
that were late to ceremony as well.
The tent, seating, and landscaping of the track area looked great, and Building and
Grounds are to be commended on their work. The placement of departmental signs and
water tables was very nice (though the issue of some department having reception tables
while others do not is something that should be addressed at future committee meetings).
The Office of Public Safety also did an excellent job. Their professionalism and courtesy
does much to enhance the public image of the college at this event. However, as much as
we want Queensborough to remain a campus that is “open” the community, there should
be NO joggers allowed on the track during the ceremony (as was observed this year).
The seating of graduates is an issue at any commencement. It is often one of the most
time consuming elements of any graduation, and every ceremony will have its “glitches.”
However, the process of seating graduates at this year‟s commencement took over 25
minutes, and the line of graduates was often at a complete standstill. In past committee
meetings, we have discussed numerous remedies to this problem (having students march
in two lines, shorter rows of seats, having the faculty start seating after the last students
pass through the gauntlet instead of following the procession, etc.), but it is a topic that
needs revisiting in the future.
Professor Sneed and his students finished their excellent rendition of the National
Anthem at 10:20 (and thanks again to the Music Department for their support and
assistance with the ceremony). However, during the speech by Senator Schumer, it was
noted that the sound outside the tent was a bit weak, and that the speaker near the
entrance to the ceremony was not working at all. Another concern was the lack of regalia
for several of the distinguished speakers. Extra sets of regalia should be available if
necessary…
The conferral of degrees began at 11:20. As was discussed numerous times in previous
committee meetings, this is a unique element of our ceremony, as many colleges do not
announce individual graduates. This is an important part of Queensborough‟s
commencement, and it should continue. However, it only works because of a small
group of talented faculty who are able to both read the names accurately and with proper
timing. This practice should be continued…
There were a couple of problems during the conferral of degrees. First, the reader‟s
microphone was not adjusted properly, and the first few graduates went to the podium
without proper introduction. A more diligent mic check is needed during this stage of the
ceremony (perhaps a “test” student or two?). Also, coordination between the reader and
the platform party could be a bit better. If a student or two is accidentally “conferred”
with the wrong degree (especially if the student is late or has seated incorrectly), the
ceremony should simply move forward instead of trying to correct the error.
As the AAS and Certificate students proceeded to the stage, they were instructed to cut in
front of the audience and directly to the base of the ramp. This should be avoided if
possible because it impedes the view of the audience.
The reading of names finished at 11:50, and the singing of the Alma Mater began. And
while Professor Sneed‟s ensemble did a wonderful job of performing the piece, it might
be helpful to start the performance with a short introduction to the piece and its history,
its relationship to the Mission of the College, and a brief recognition of the faculty by all
attendees. The presenter could then have everyone turn to the proper page in the program
for the lyrics (with musical notation as well?). Additionally, the practice of having
selected graduates recite poetry in their first language should always be a part of every
graduation ceremony at Queensborough.
Evaluation and Summary of Recommendations
Good rehearsal
Very good ceremony
Efficient registration
Need extra cards at tables
Ensure restrooms are properly cleaned and stocked
Provide bobbi-pins as necessary
Restrict Science Lobby to “Graduates Only”
Improved Sanitation in Science Courtyard
Updating electric signage at entry to Science Courtyard
Marshals should report earlier
Signage and Information
Information table in front of the Administration Building
Improved signage
Vendors
Consider liability and licensing of unauthorized vendors
Restrict vendors to off-campus sales
Expand college-approved vending services
Faculty
There should be additional support from the regalia rental company with regards
to distribution of caps and gowns
The Ceremony
NO JOGGERS!
Improved seating
Sound problems
Regalia for dignitaries?
Degree Conferral
Ensure proper microphone operation
More coordination between platform party and the reader
DO NOT have AAS and Certificate degree students cut in front of the stage
Alma Mater
Emphasize the relationship between the Alma Mater and the Mission of the
College