Graduation
Handbook
for
School Contacts
2006/7
Issued November 2006
GSC Handbook 2006/7
Index
Contents
Page
Introduction and Contacts
3
Student Invitations
 Send-out dates
 Contents of Invite Pack
 Deadlines for return
4
Gown Hire for Graduands
 Ede & Ravenscroft details
 Robing venue
 University of Wales Academic Dress
 Cardiff University Academic Dress
6
Guest Ticket Policy (for Students)
9
Publication of Student Names
9
Staff Attendance
 As part of the Procession
 As part of the Audience
10
Staff Gowns
11
Certificates
7
8
12
 University of Wales Awards
 Cardiff University Awards
Admission to an Award
12
Debtors
13
School Events
13
Photos
13
DVDs, Webcast & E-Cards
14
Accommodation
14
Publication of ceremony Dates
15
Dates of Summer Ceremonies
15
Summary of Deadlines & Dates – Winter
16
Summary of Deadlines & Dates – Summer
17
Contacts
18
Appendices
1. A-F Contents of Student Invite Packs
2.
Staff Invite Form
3.
Example of Staff robe ordering form
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GSC Handbook 2006/7
Introduction and Contacts
If you have any queries regarding the information provided in this
handbook, please do not hesitate to contact any of the Graduation Team
listed below:
Sarah Wilde, Assistant Registrar (Assessment & Graduation) – ext 79135
Frances Morris-Dunderdale, Registry Officer – ext 79205
Executive Officer – ext 75147
Alys Southwood, Clerical Officer – ext 75016
GENERAL QUERIES
For general enquiries relating to the ceremony arrangements, please
contact the Team on:
Tel: 029 20 879000
Email: Graduation@cardiff.ac.uk
Fax: 029 20 876982
The Role of the Graduation School Contact
Graduation School Contacts (GSCs) are appointed by the School to
undertake the following roles:
-
To take receipt of communications on matters affecting Graduation
from the Graduation section, and advise the School accordingly.
To ensure that key information to students regarding Graduation is
advertised within Schools, including deadlines and procedural
information.
A summary of relevant deadlines is provided on pages 14 and 15 of this
Handbook.
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GSC Handbook 2006/7
Student Invitations
The method used for sending graduation invitations differs according to
whether the student is obtaining an Undergraduate or Postgraduate
award.
Undergraduate
Undergraduate Students are invited to attend the Summer graduation
ceremonies before they have qualified for their award. The invitation
packs are sent to Graduation School Contacts in March to distribute to the
relevant students.
It is important that GSCs check that there is a set of student invite packs
for each course, and that there is a pack for each student expected to
complete the course. If any are missing, contact the Graduation Team as
soon as possible so that they can be reproduced and redistributed.
Postgraduate
1. Certificates and Diplomas
Students who have qualified with a Cardiff University Postgraduate
Certificate or Diploma will be invited to attend the Winter
Ceremony exclusively.
Invitation packs are sent out following a meeting of the Awards
Committee. The invitations are sent directly to the home addresses
which we hold on SIMS. Therefore, it is imperative that the PG
Records Section of Registry is notified of any address changes.
2. Degrees
Students who have qualified with Postgraduate Degrees will be
invited to attend the Summer Ceremony exclusively. They are also
sent invitation packs to their home address after the University
Awards Committee has confirmed their award.
Please note:- Students with outstanding debts to the University
will not be presented to the Awards Committee and therefore will
not receive a Graduation pack.
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GSC Handbook 2006/7
Send-out Dates
Invitation packs will be sent out on the following dates in 2007:
Winter Ceremony
Postgraduate Certificate &
Diploma invitations
1st Mailing
2nd Mailing
Week beginning 11th December 2006
Week beginning 22nd January 2007
Only Mailing
1st Mailing
2nd Mailing
3rd Mailing
Week beginning 19th March 2007
Week beginning 2nd April 2007
Week beginning 14th May 2007
Week beginning 11th June 2007
Summer Ceremonies
Undergraduate invitations
Postgraduate invitations
Contents of Invite Pack
The following information is included in the pack that students receive.
Copies of these documents are included in Appendix 1.
A.
B.
C.
D.
E.
Invitation letter
Attendance form
Ede & Ravenscroft Gown hire flyer
Ede & Ravenscroft photography flyer
Video/ DVD Flyer
Label for ticket address
F. Accommodation Form (summer ceremonies only)
Deadline for Return of Attendance Form
All Undergraduate students are required to return an attendance form
to the Assessment & Graduation section of Registry - whether they
have already qualified or are awaiting their result.
It is mandatory for each student to return the attendance form so that
Registry is informed of whether they will attend the ceremony or not.
The deadlines for the return of all attendance forms are:
Winter ceremony
Wednesday 28th February 2007
Summer ceremonies
Friday 1st June 2007
(* 3rd PG mailing deadline is 30th June 2007)
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GSC Handbook 2006/7
Gown Hire for Graduands
All students (graduands) are required to wear academic dress (cap, hood
and gown).
Ede & Ravenscroft
Graduands can order their academic dress from Ede & Ravenscroft by
telephoning or via the website
Ede & Ravenscroft
01223 861854
www.gownhire.co.uk.
A copy of the leaflet sent to students can be found in the appendices.
Cardiff University student gown orders can be submitted from:
- December for the Winter ceremony
- April for the Summer ceremonies
Robing Venue
The gowns for students will be delivered directly to the robing venue
and will only be available for collection on the day of the ceremony.
When collecting their gown, graduands must bring their
acknowledgement card (for orders made by phone) or order number (for
orders made over the web).
The robing venue for both Winter and Summer ceremonies will
be:
The Great Hall, Students’ Union
The full details of gown ordering is available on the Registry web pages
at:
www.cardiff.ac.uk/9154
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GSC Handbook 2006/7
Academic Dress
The Colours for academic dress depends on whether the student is
graduating with a University of Wales award or Cardiff University award.
University of Wales Awards
Bachelors and Masters wear a black stuff or silk gown of the patterns
customary for these degrees.
Bachelors' hoods are of the Oxford form, and are made of black stuff or
silk, except in the Faculty of Music, in which they are made of dark blue
silk. Bachelors' hoods are bordered with silk of the colours proper to the
respective Faculties.
Masters' hoods are of the Cambridge form, and are made of black silk,
except in the Faculty of Music, in which they are made of dark blue silk.
Masters' hoods are lined with silk of the colours proper to the respective
Faculties. In addition the hood of a Master of Philosophy is bordered with
crimson. The hood of a Master of Research is lined with silk of the colours
proper to the Faculty in which the degree was awarded
The colours proper to the Faculties are:
Arts or Letters
BA, MA
Science
BSc, MChem, MPhys, MSc,
DClinPsy, DSc
Engineering
BEng, MEng, EngD
Music
BMus, MMus
Law
LLB, LLM, LLD
Theology or Divinity
BD, MTh, DD
BTh
Architecture
BArch
Economic and Social Studies
BScEcon, MScEcon
MBA
Education
Bed, MEd, EdD
Medicine
MB, BCh, MD, MCh
BMedSc
BDS, BSD, MScD, DDSc
BN, BMid, MN, DNursSci
MPH
Mazarin blue shot with green
Bronze colour (yellow shot with black)
Red shot with green
Pearl colour (a shot silk of three hues)
Red shot with purple
Mazarin blue shot with red
Mazarin blue shot with red, edged with white
Shot silk of scarlet red
Red shot with yellow
Red shot with yellow, lined with pale blue
Green shot with white
Green shot with black, edged with white
Bronze colour (yellow shot with black), edged with
green shot with black
Shot silk of saxe blue, edged with purple
Green shot with white, edged with red
Green shot with white, edged with emerald green
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GSC Handbook 2006/7
Cardiff University Awards
Bachelors
Black undergraduate gown
Cardiff Red hood, Oxford style, lined with Soft White silk
Ordinary square black cap
Taught Masters
Black Master’s gown
Cardiff Red hood, Oxford style, lined with Royal Blue silk
Ordinary square black cap
Integrated Masters
(MChem, MEng, etc)
& Extended Masters
(March, MBBCh, BDS)
Black undergraduate gown
Cardiff Red hood, Oxford style, lined with Soft White silk
edged with Royal Blue
Ordinary square black cap
Graduate/Postgraduate
Certificate
Black undergraduate gown
Cardiff Red hood, Oxford style, lined with Beige silk
Ordinary square black cap
Graduate/Postgraduate
Diploma
Black undergraduate gown
Cardiff Red hood, Oxford style, lined with Powder Blue silk
Ordinary square black cap
Research Masters
Black Master’s gown
Cardiff Red hood, Oxford style, lined with Lilac silk
Ordinary square black cap
Doctors
Cardiff Red gown with full sleeves with Forest Green facings
and sleeve linings, edged with Silver Grey
Cardiff Red hood, Oxford style, lined with Forest Green Silk,
edged with Silver Grey
Black velvet bonnet with black & silver silk tassel
Senior Doctors
Cardiff Red gown with full sleeves with Pale Gold facings
and sleeve linings, edged with Silver Grey
Cardiff Red hood, Oxford style, lined with Pale Gold Silk,
edged with Silver Grey
Black velvet bonnet with black & silver silk tassel
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GSC Handbook 2006/7
Guest Ticket Policy
All Graduands will be allocated 2 guest tickets for family or friends who
wish to attend the Graduation ceremony.
Every year Registry is inundated with requests from potential graduands
who would like more than the allocated 2 guest tickets. Tickets are
limited due to the capacity of St David’s Hall.
Spare Tickets
We are unable to estimate how many, if any, spare tickets may be
available until after the deadline for the return of attendance forms.
Therefore we ask that students do not contact us asking for extra tickets.
Any spare tickets will be allocated either on the day or via the Ticket
Hotline, after the deadline has passed, on a first come first served basis.
Information regarding the availability of tickets, which option will be
used, telephone numbers, and dates when lines will be open will be
published on the graduation web pages as soon as details are finalized.
www.cardiff.ac.uk/9153
Publication of Student Names
Graduands, guests and staff attending should be aware that the Cardiff
University graduation ceremonies will be broadcast publicly. Names and
Schools of graduands are published in the graduation programme. The
University will also release to the local press a list of names of those
receiving their degrees in person at the ceremony. Audio and visual
images of the ceremony are publicly available via; the sale of personalised
videos of the ceremony; a live ‘on-campus’ video link-up; and a live
‘worldwide’ broadcast of the ceremony via the Internet. By participating
in this event, graduands, guests and staff consent to this publication.
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GSC Handbook 2006/7
Staff Attendance
As part of the Procession
Registry will send out invitations to GSCs for distribution to Staff so
that they can experience their School ceremony and support their
students.
Invites for the Winter ceremony are sent in January, and for the
Summer ceremonies in May. The invitation is open to all academic and
academic-related staff in Schools.
The staff procession is a key part of the ceremony and staff are
encouraged to show support for their students by wearing academic
dress and taking part in the procession. If any staff member would like
to take part in the procession, then they will contact the relevant
Graduation School Contact to obtain a Staff Attendance Form
(Appendix 2) and an Ede and Ravenscroft Robe Ordering form (sample
Appendix 3).
The attendance form should be returned to the Graduation Team and
the robe ordering form should be sent to Ede & Ravenscroft with the
appropriate payment.
It is imperative that the Graduation Team be notified of staff who wish
to attend so that we can ensure that there is a seat on the Stage for
them.
If a member of staff has agreed to take part in the staff procession, they
will need to be at St David’s Hall at least 30 minutes before the start
time of the ceremony. They can then proceed to the Green Room,
where they can collect their academic dress and line up with School
colleagues for the procession to be lead into the auditorium.
As part of the Audience
If a member of staff does not want to be part of the procession, then
they can attend as a member of the audience. To facilitate this, staff
are also asked to complete the Staff Attendance form (as before).
Tickets will be sent to Staff at the beginning of March (Winter
ceremony) or in mid June (Summer ceremonies) at the address
stipulated on the form.
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GSC Handbook 2006/7
Staff Gowns
All staff who wish to attend a ceremony as part of the staff procession will
need to wear academic dress. If they do not possess their own robes, then
they will need to hire them. Staff can order their cap and gown from Ede
& Ravenscroft by obtaining a staff gown order form from the Graduation
School Contact. When the order form is complete, staff will need to send
it directly to Ede & Ravenscroft with payment.
Please be aware that the cost of hiring academic dress is not covered by
Registry. In most cases the School will agree to cover this cost, so please
check with the appropriate person in your School.
All staff gowns are delivered by Ede & Ravenscroft directly to the Green
Room on level 2 in St. David’s Hall, on the morning of the ceremony.
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GSC Handbook 2006/7
Certificates
University of Wales Awards
These certificates are not issued by Registry, but by the Federal
University of Wales Registry. They are sent out to the home address
listed on SIMS. This process usually takes 6 to 8 weeks after the
Awards Committee meeting.
To contact the University of Wales Registry:
029 20 382656
uniwales@wales.ac.uk
Cardiff University Awards
Certificates for Cardiff University Awards are issued by the
Undergraduate and Postgraduate sections of the Registry. This process
also takes 6 to 8 weeks
To contact the Undergraduate Department:
ugrecords@cardiff.ac.uk
To contact the Postgraduate Department:
pgrecords@cardiff.ac.uk
Admission to an award
Cardiff University now has their own Degree-awarding powers and is no
longer a member of the University of Wales. Therefore, all graduands are
now admitted to their award at an Awards Committee meeting. This
means that the Graduation ceremony is a celebration event and not a
means of conferring a degree on a graduand. Students will receive their
certificates regardless of their attendance at a ceremony.
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GSC Handbook 2006/7
Debtors
If a graduand has outstanding debts to the University, they will not be
considered at an Awards Committee meeting. This means that they will
not receive their award and therefore cannot take part in the graduation
ceremony.
Any unsettled fees must be paid before a student can attend a ceremony.
Finance Department contact details:
Philip Dummet
Janet Davies
029 2087 5253
029 20 87 4167
School Events
We would be grateful if Schools would inform us of any events that they
are organising to coincide with the graduation ceremony. This is so that
we can publicize the event, and School contact details, on the graduation
web pages.
Photos
Ede and Ravenscroft are the official photographer for the Graduation
ceremonies.
Ede & Ravenscroft
01223 861854
Individual and family photographs are available by advanced booking or
on the day. Students are sent an Advance Order Form in their invitation
pack. Sample sets of photographs will be on display at graduation.
Photographs are also taken (whenever possible) on the stage as students
shake hands with the VC and these are also available to order.
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GSC Handbook 2006/7
DVD
The Graduation ceremonies will be recorded by 1st Take Ltd and available
to purchase on video or DVD. Orders can be placed on the day of
graduation at the Order Desk on the 3rd Floor at St Davids Hall.
1st Take Ltd
01454 321614
www.1st-take.com
Live Webcast
The ceremonies will also be broadcast live worldwide so that friends and
relatives can watch. The ceremonies are also saved there for later
viewing. However, please be aware that if there are technical difficulties
this may not be possible.
E-Cards
A selection of free graduation eCards can be sent from the University’s
website.
www.cardiff.ac.uk/ecards
The cards can be used to congratulate graduates on their success or for
graduates to send to spread the word of their graduation or send thanks
for support during their studies.
Accommodation – Summer Ceremonies only
The University’s Residences and Catering Division offers Bed and
Breakfast accommodation in July for graduands and their guests. Leanne
Munkley would be able to answer any queries on the number below.
RESID
029 20 876365
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GSC Handbook 2006/7
Publication of ceremony dates
The dates for the graduation ceremonies are published on the graduation
web pages at:
www.cardiff.ac.uk/9148
www.cardiff.ac.uk/9149
(Winter date)
(Summer dates)
The 2007 ceremony dates are as follows:
THURSDAY 15 MARCH
@ 2 pm
Certificates and Diplomas
WEDNESDAY 11 JULY
@ 10.30 am
School of Dentistry
School of Healthcare Studies
School of Nursing and Midwifery Studies
@ 1.30 pm
School of Medicine
School of Postgraduate Medical and Dental Education
MONDAY 16 JULY
@ 10.30 am
Cardiff School of History and Archaeology
Cardiff School of Social Sciences
@ 1.30 pm
Cardiff School of Engineering
Manufacturing Engineering Centre
Cardiff School of Earth, Ocean and Planetary Sciences
Welsh School of Architecture
@ 4.30 pm
Cardiff School of Journalism, Media and Cultural Studies
Cardiff School of European Studies
Cardiff University School of Welsh
Cardiff School of Music
TUESDAY 17 JULY
@ 10.30 am
Cardiff Business School (BSc Business Admin & MBA)
@ 1.30 pm
Cardiff Business School (excluding Business Admin)
@ 4.30 pm
Cardiff School of Biosciences
Cardiff School of Computer Science
Cardiff School of Mathematics
WEDNESDAY 18 JULY
@ 10.30 am
Cardiff School of City and Regional Planning
Cardiff School of English, Communication & Philosophy
@ 1.30 pm
Cardiff School of Religious and Theological Studies
Cardiff Law School
@ 4.30 pm
Cardiff School of Optometry and Vision Sciences
Cardiff School of Chemistry
Welsh School of Pharmacy
Cardiff School of Physics and Astronomy
Cardiff School of Psychology
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GSC Handbook 2006/7
Summary of Deadlines
& Dates
Winter Ceremony
Undergraduate invitations are sent out
Postgraduate invitations are sent out
December 2006
December 2006 and
January 2007
Gown orders can be submitted to
Ede & Ravenscroft
From December 2006 until
28th February 2007
Invitations are sent to academic staff in
Schools
January 2007
Registry send staff tickets out to Schools
March 2007
Students to return attendance forms
to Registry
By 28th February 2007
Final Award Board for invite to
Graduation Ceremony
16th January 2007
Registry sends out guest tickets to
graduands
March 2007
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GSC Handbook 2006/7
Summary of Deadlines
& Dates
Summer Ceremonies
Undergraduate invitations are sent out
19th March 2007
Postgraduate invitations are sent out
1st mailing - Week beginning 2nd April 2007
2nd mailing - Week beginning 14th May 2007
3rd mailing - Week beginning 11th June 2007
Gown orders can be submitted to Ede &
Ravenscroft
From March 2007 until 30th June 2007
Invitations are sent to academic staff in
Schools
May 2007
Registry send staff tickets out to Schools
July 2007
Students to return attendance forms
to Registry
1st June 2007*
Final Award Board for invite to
Graduation Ceremony
Postgrads = 19th June 2007
Undergrads = 10th July 2007
Registry sends out guest tickets to
graduands
June 2007
(* 3rd PG mailing deadline is 30th June 2007)
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GSC Handbook 2006/7
Contact Details
Graduation
Office, Registry
For general
enquiries relating
to the ceremony
arrangements
Tel:029 20 879000
Email: Graduation@cardiff.ac.uk
Fax: 029 20 876982
Ede &
Ravenscroft
For gown hire and
photography
orders
Tel: 01223 861854
Website: www.Gownhire.co.uk
St. David’s Hall
For details about
the ceremony
venue
Tel: 029 20 878500
Website:
www.stdavidshallcardiff..co.uk
Cardiff Students’
Union
For details about
robing venue
Tel: 029 20781400.
Fax: 029 20781407
Leanne Munkley,
RESID
For
accommodation
bookings
Tel: 029 20 876365
(summer ceremonies
only)
This handbook has been produced by the Assessment and Graduation
team in Registry.
If you have any comments or useful information to incorporate into the
next publication, please contact us on Graduation@cardiff.ac.uk.
18