University of Illinois at Chicago
College of Medicine
Commencement Activities
for Medical and Graduate Students
Friday, May 7, 2004
2:00 p.m.- 4:00 p.m.
UIC Pavilion
525 Racine Avenue
Chicago, Illinois 60607
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Table of Contents
Cap, Gown and Stole Distribution………………..……………………………….…………….. 3
AOA and COM Honor Medallions, Stoles, and other Materials…………………………….…3
Graduation Announcements………………………………...…………………………………..3
Class Photography………………………………………………………………………………3
Music……………………………………………………………………………….…………....4
Pavilion…………………………………………………………………………………….…….4
Commencement Speaker………………………………………………………...……….……….4
Pavilion Parking……………………………….……………………………………..….………4
Communication System……………………….……………………………………....…………4
Graduates and Faculty Assembly……………………………………………………………….4
Graduates and Faculty Processional…………………….…………………………...………….5
Hooding………………………………………………………………….…………..………….5
Photography…………………………………….……………………….…….……….………..5
Recessional…………………………………………….……………………….………………..6
Reception………………………………………………………………….……………………..6
Diploma………………………………………………………………………………………….6
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Commencement Activities
for May 7, 2004
If you have questions regarding Commencement, please contact Lillye Hart, Associate Dean and
Commencement Coordinator at (312) 996-3500, lhart@uic.edu or contacts as listed below. Should you
wish to share this information with your invited guests, this memo is also available online, on the OSA
web site at http://www.medicine.uic.edu/osa/M4Year click on Commencement.
Cap, Gown and Hood Distribution and Return – Medical and Graduate Students
Orders: On Friday, March 12, 2004 from 10:00- 12:00 p.m. and 1:30 – 3:00, Lucille Harris from
Student Affairs, along with a representative from Traditions USA and Marilyn Jackson from
CIU Bookstore will be taking measurements on the first floor lobby of CMW. Please make
checks payable to UIC Bookstore for the amount of $63.79 for medical students, $86.95 for PhD
students and $54.32 for Masters students. For those unable to attend on March 12, please
contact Lucille Harris in Student Affairs at (312) 996-2450.
Distribution: Caps and Gowns will be available for pick up from the CIU Bookstore, 8:30am to
5:00pm on Monday, May 3, 2004. If you cannot pick up your regalia in person, please give your
designee a signed note to release your cap and gown.
Return: MD Caps and Gowns must be returned on Friday, May 7, 2004, following the
Commencement Ceremony. Bins will be set up in Room 1070 (first floor) of the Student Services
Building (SSB). Graduates keep their hood, specialty stole, and tassel. If the Cap and Gown are
not returned, you will be assessed a fee of $100/per day.
Contact: Lucille Harris at (312) 996-2450.
AOA and COM Honor Medallions, Stoles and Other Materials – Medical Students Only
Each honor graduate, AOA and College of Medicine Honor Graduate, will receive respective
medallions in recognition of achievement. For those receiving honors, these medallions will be
available for pick up in Room 119C CMW on Tuesday, May 4 and Wednesday, May 5, 2004.
On Thursday, May 6, the pick up will be in OSA only. Also available for pick-up at that time
will be packets containing specialty stoles, a gift from the college, immunization documents,
Alumni Association materials, etc. for all graduates.
Graduation Announcements
Enclosed is a packet of fifteen graduation announcements. Medical students who do not need
the announcements in this packet, please share them with a classmate or turn them in to the
Office of Student Affairs. A limited supply of extra announcements will be available in the
Office of Student Affairs. To provide fair access, during the first week of distribution, students
may take five additional announcements. At the end of the week students may take what they
need until the supply is depleted.
PhD and Masters students may obtain extras from Carol Gerby, Deans Office, in Room 124
CMW.
Class Photography
The Class Group Photo for Medical Students and the Class Group Photo for PhD and Masters
students will be taken on Thursday, May 6, 2004 at 9:30 a.m. by the Office of Photographic
Services in the Gymnasium of the Chicago Illini Union (CIU) on Wolcott Street. Please arrive
at this location, dressed in Cap, Gown, and Specialty Stole at 9:00 a.m. promptly.
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Music
The Asbury Brass will provide music for Commencement.
Pavilion
The Pavilion (Insert 2 - vicinity of the Pavilion) will open for guests at 1:00 p.m. on May 7,
2004. Ushers will be available to assist guests (including disabled guests) and provide
information.
If special arrangements are needed for a disabled family member, please arrive by 1:00 p.m. and
go to the “Guest Services” entrance on the Harrison Street side of the Pavilion. Elevators are
located within the Pavilion. Ushers will be available to assist the disabled family member, if
needed.
Accommodations for wheelchairs will be in a designated area on the Pavilion floor. The upper
level seating is fixed; however, a wheelchair can be accommodated next to the partitioned areas.
Commencement Speaker
Lori B. Andrews, JD, was chosen by the Class of 2004 as Commencement Speaker. Ms. Andrews
is a Distinguished Professor of Law and Director of the Institute for Science, Law and
Technology, Chicago-Kent College of Law at Illinois Institute of Technology.
Pavilion Parking
Parking is available for $5 in Lots 1A and 1B (south of the Pavilion), and Lots 7 &11 (Parking
Structure east of the Pavilion). Maps are enclosed (Insert 2).
Communication System
To assist with information flow on May 7, the College’s Commencement telephone number at
the Pavilion is (312) 413-5727. The telephone will be monitored beginning at 12:30 p.m.
Graduates and Faculty Assembly
All graduates should arrive at the Pavilion no later than 1:00 p.m. with Cap, Gown, Hood, and
Specialty Stole. If you ordered a cap and gown, we assume you plan to participate in the
Commencement Ceremony. If your plans change, please let the Office of Student Affairs know
immediately.
Medical Students contact: Lucille Harris at (312) 996-2450.
Masters and PhD Students contact: Carol Gerby at (312) 996-4498
Faculty will be transported to the Pavilion from the College of Medicine West for arrival and
should line up at the corner of Polk and Wolcott no later than 1:00 p.m.
Pavilion Line Up: Faculty and graduates will line up on the west side, first floor, of the Pavilion
Parking Structure - Lot 7 (Insert 2). Graduates will line up in two parallel lines, and in
alphabetical order. The procession onto the Pavilion floor will be single file and in alphabetical
order. Staff from the Office of Student Affairs will coordinate the line up.
PhD and Masters Students: PhD students will line up directly behind the medical students, and
Masters students will line up behind PhD students. Line up is in alphabetical order by
department (also in alphabetical order).
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Commencement Processional begins promptly at 2:00 p.m. on May 7, 2004
Graduates and Faculty Processional
Order of Procession
2:00 p.m.
Dean Sandlow processes to the Platform and Opens Commencement
followed by:
Dean Moss, Trustee, Chancellor Manning, COM Deans and other
platform parties
(During this time, lined up graduates will process 3/4th of the entry ramp from the Parking
Structure to the east entry at the back of the Pavilion. Faculty will process through the two
lines of graduates, and into the back stage area of the Pavilion. During the faculty processional
through the graduates, graduates will face the faculty line).
College of Medicine Banner Carrier
Department Heads and Faculty
MD Candidates
Graduate College Banner Carrier
PhD Degree Candidates
Masters Degree Candidates
The Department Heads will process and be seated on the Platform. Faculty, led by the
Department Heads, will process into the Pavilion to the center of the floor, and up the center
aisle to the faculty seats located on the south side of the Pavilion floor.
Medical Graduates, led by the Associate Dean for Student Affairs, process onto the Pavilion
floor to the center of floor and up the center aisle to the graduate’s seats located on the north
side of the Pavilion floor. A map of the Pavilion Processional is attached (Insert 1).
Doctoral and Masters graduates, led by Dean Clark Hulse, will process onto the Pavilion floor
following the medical students in the same pattern described above.
Hooding
The Associate Dean for Student Affairs and the faculty hooder chosen by the medical students
will hood medical graduates. When the cue is given, students will rise in rows, and proceed to
the north aisle. Each graduate will then be called by name to the hooding station, where they
will be hooded and then congratulated by the Dean, Trustee, and Chancellor. The graduate
exits the platform at the south end and returns to the original seat via the center aisles.
The advisor (or designee) will hood each of the PhD and Masters students following the medical
students’ hooding ceremony. This process mirrors that of the medical students above.
Photography
Hooding: During the Ceremony, Office of Photographic Services photographers will take
individual pictures of each graduate at the Hooding Station. Proofs of each picture will be
mailed to each graduate directly from the Office of Photographic Services. Payment for
photographs is the responsibility of the participating graduate.
Family Photos of the Graduate: Family photography areas, located in the bleachers, are
designated on the north and south sides of the platform. To ensure that each family member has
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the opportunity to take the photo of their graduate, please have family members move to this
designated area just prior to the individual graduate’s Hooding and return to their seats
immediately thereafter. (Insert 1 - area 102 and 116)
Family Photo with the Graduate: Following the Commencement Recessional, UIC
photographers will be available at the Reception, for one hour, to take a family and graduate
photo. These photos will be taken in the Student Services Building in Room 1070. This
arrangement, including payment for the photographs, is the responsibility of the participating
graduates.
Recessional
When Commencement is declared closed by Dean Sandlow the Recessional will flow in the
following order:
Dean Sandlow
Dean Moss and Platform Party
Graduates
Faculty
All guests should remain seated at this time to allow the graduates and faculty to complete the
recessional. Exit doors for guests are located at street level.
Reception
The Commencement Reception for all graduates, guests, faculty, and staff will begin
immediately following the ceremony. The Reception will be held in the Student Services
Building (SSB). SSB is located at 1200 W. Harrison Street, immediately adjacent to the
Pavilion.
Diploma
University of Illinois diplomas will be available for pick-up for MD graduates from the UIC
Office of Records and Registration (ORR), 1200 Student Services Building (SSB), for two weeks
after Commencement on May 7, 2004. May 9, 2004 is the official UIC graduation date, and this
is the date that will appear on all diplomas. Before diplomas (and official transcripts) can be
released, ALL graduation requirements must be complete with a final grade. The College of
Medicine Office of the Registrar will inform the ORR to release MD diplomas (and transcripts)
as all grades are received, provided all “holds” are cleared from the graduate’s record and caps
and gowns are returned.
Diplomas that are not picked up will be sent to the address submitted on the “Graduation
Intent” form. Contacts in the ORR are Michelle Garcia (312) 413-1004 or Aurora DelRosario
(312) 996-7350, if you want your diploma held for pick-up after the second week following
Commencement.
The ORR will mail diplomas for PhD and Masters students, three to four months after the
Commencement Ceremony.
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