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FAQs

Guidance for students that do not complete their course in time to attend the ceremony

If I don't graduate due to re-sits, what happens to my tickets and the bookings for my gown and photographs?
What is the refund procedure if I do not pass or cannot attend the ceremony?
Can I defer graduating in person to the November ceremony?

Useful email addresses and contact numbers

Problems accessing online booking;:
Telephone: +44 (0)115 848 2855
Email

Graduation ceremony queries
Telephone: +44 (0)115 848 2255
Email

Library queries
Telephone: +44 (0)115 848 2175
Email

Venues, dates and times

When are the NTU ceremonies?
The next graduation ceremonies will take place from 16 -19 July 2013. Full details can be found on the graduation dates page.

Where are ceremonies held?
All graduation ceremonies will take place at the Royal Concert Hall, Nottingham.

How long will the ceremony last?
Usually between one hour fifteen minutes to one hour thirty minutes.

Your invitation

How are students invited to the ceremonies?
Schools confirm to the Academic Registry which students are eligible to graduate. Eligible students are invited by the Academic Registry in February (for the July ceremonies) or late September (for the November ceremonies) via their university email account, and also to any primary private email account if the University hold one on record. No invitations are issued by post. It is therefore imperative that students keep their contact details up to date and regularly check their email or they may miss the opportunity to attend their graduation ceremony.

The email will provide further details, directing them to the NTU graduation web site for more information and to confirm attendance and book any guest tickets online.

How do I book tickets and indicate my attendance?
Students attending the July 2013 ceremonies must register online by 5 pm on 29 May 2013 once they have received their invitation.

Students must not wait for their results before confirming their attendance and any guest tickets required.

Students must register whatever their decision, i.e. even if they plan to attend without guests or do not wish to attend the ceremony.

Registration can only be done via the website. Unfortunately we are unable to accept confirmation of attendance or ticket requirements by telephone or email.

When do I need to reply by?
You must respond by registering online by the deadline stated in your invitation, 29 May 2013. Once you have replied you will be unable to amend your status online.

I do not wish to attend my graduation ceremony; do I still need to complete the online registration?
Yes. We need you to tell us if you are not attending and update your contact details. We will be posting your graduation certificate to you after the ceremony and need to know where to post it.

What if I am in debt to the University?
You should ensure any outstanding debts are cleared and library books returned prior to the ceremony or we will be unable to release any tickets you have booked for graduation. Please check the useful contacts section for more information.

Tickets and certificate tubes

How much are the tickets?
Guest tickets are priced at £25 each.

You do not require a ticket for yourself if you are graduating, but all guests must have a ticket. Due to the nature and length of the ceremony please consider the suitability of bringing a child under eight years old as a guest. Please note that all seats are priced the same and there are no concessionary prices.

What does the ticket price include?
The ticket price includes entry to the ceremony at the Royal Concert Hall, a copy of the ceremonial programme and attendance at a reception in the Newton building. Light refreshments are served for 45 minutes after the ceremony, and you will have the opportunity to catch up with friends and family.

How many guest tickets can I purchase?

All students are initially eligible for 2 guest tickets each which must be booked and paid for by the initial deadline. If you do not book and pay for your tickets by the deadline they will be released to students wishing to purchase extra tickets.

Am I guaranteed the above number of guest tickets and if so, until when?
Applications received and tickets paid for by the deadline are guaranteed. Not thereafter.

Can I reserve tickets online and pay for them later ?
No. You cannot reserve tickets and pay for them later.

Are the tickets refundable?
Tickets are non-refundable with the exception of students who have to re-sit, or have an appeal or request for reconsideration in process. In these cases, refunds are processed after the ceremonies have taken place.

When will I receive my tickets?

If you have a permanent UK address: Guest tickets will be sent to your permanent home address approximately two weeks prior to the ceremony (unless you have requested otherwise at the time of booking, in which case please refer to the information below).

If you have a permanent address outside of the UK: Your guest tickets will be held for collection on the day or can be collected from the Student Services desk in the Newton building from 8 July onwards on production of your student ID card.

I am an international student - how can I obtain a visa letter for my guests?
If you or any of your guests require a visitor visa to enter the UK, you will need to obtain a letter of invitation. In order to do this you will need to purchase your guest tickets online first and then complete a form which should be returned to the Academic Registry so we can produce the letters for you.

How much are certificate tubes?
These are £5 each. We advise you purchase one in advance on the web site when you book your guest tickets. Alternatively, tubes will be available to purchase on the day.

Where and when can I collect my tube?
If you pre-order a certificate tube online, you will be sent a voucher with your guest tickets. Present this at the Student Services desk in Newton on the day and you will be given your tube.

Robe hire

How do I order a gown?
You can order your robe from Ede and Ravenscroft. It is your responsibility to ensure you obtain the correct academic dress from them.

Place your order online to benefit from a £5 saving on the normal hire price. If you do not have access to a computer, you can hire or buy your outfit from their call centre on 01223 861854, open from 9 am - 5 pm Monday to Friday. Please note: you will not receive the on-line hire discount if you order via the call centre.

Ede & Ravenscroft cannot guarantee to supply you with an outfit if you leave your booking later than 21 days before the ceremony. Limited spare stock is taken to the ceremony, but this is charged at a premium rate on a first come first served basis.

Where is the collection and drop off point for gowns and hoods?
The Newton building. Stewards will be able to direct you on the day.

What should I wear under my gown?
As the graduation ceremony is a formal event we recommend that you wear smart dress. The graduation hood will need to be attached to your clothing to hold it in place, so for practicality we recommend wearing a button though jacket or shirt which will enable you to attach the hood to your clothing without pins.

Photography

Where and when can I have photographs taken?
Professional photographers, Success Photography, will be available to take studio photographs from 8 am to 4 pm in the Newton building on the day of your graduation.

Advance booking is recommended to avoid queuing on the day. Contact Success Photography via their website

On the day

How early must I arrive?
You should be in the area where the ceremonies take place at least two hours before the ceremony starts, to allow yourself enough time to collect your gown, have photographs taken and register your attendance before the ceremony begins. Please remember there will be several hundred students doing the same as you so do not leave it to the last minute as there may be queues!

What do I need to do on arrival?
Once you have collected your gown, you should report to the student entrance at the rear of the Royal Concert Hall where our registration stewards will allocate you your seat. Student seats are numbered and it is important that you remain in your allocated seat. You must register at the rear of the Concert Hall at least 45 minutes before the ceremony is due to start. Student registration closes 30 minutes prior to the ceremony. After this time we cannot guarantee your inclusion in the ceremony.

Where do guests need to go?
Guests should enter the Royal Concert Hall via the main front entrance where they will be directed to their seats by stewards. Guests are asked to be seated 30 minutes before the ceremony starts.

Is there any car parking available?
Unfortunately the University is unable to provide any car parking facilities. Disabled parking is available on Burton Street at the rear of the Concert Hall. Parking is available in the City's NCP car parks. The nearest is Trinity Square. Please visit the travel arrangement section of the web site for more information.

How do I get from the Midland train station to the Royal Concert Hall?
The easiest way is by tram. There is a terminus at Midland Station which stops directly outside the Royal Concert Hall at the Royal Centre tram stop.

What happens during the ceremony?
Guests and Graduands will be asked to stand for the Academic Procession. The Registrar will formally address the congregation.

Graduands are presented by having their name read out by the Dean of School in small groups. They will cross the stage, shaking hands with the Head of their College, and receive their certificate.

Graduands will exit on the opposite side of the stage and return to their allocated seat.

Following the awards, a closing speech will be made by the Chancellor or Vice-Chancellor.

Can I take a push-chair into the Royal Concert Hall?

Due to health and safety regulations these are not allowed inside the Concert Hall, but may be left in the foyer area during the ceremony.

After the ceremony

Where is the post ceremony reception?
Refreshments are served for 45 minutes immediately after the ceremony on level 1 of the Newton building.

When will I receive my certificate?
For those attending the ceremony you will normally be presented with your certificate on stage. We aim to post any remaining certificates to your permanent home address (unless you have requested otherwise online at the time of booking) within a month of the ceremony.

What if I still haven't received my certificate after four weeks?
Please check that you have no debts outstanding to the University, including the Library, and then complete this form .

Is there a video or DVD of my graduation ceremony available?
Each graduation ceremony is filmed and uploaded to the graduation web site within a month of the ceremony taking place. You can download your graduation ceremony and save it to your computer free of charge.

Frequently asked questions

Can I defer graduating in person to a later ceremony?

Due to the high number of students graduating each year and the associated planning involved, students are invited to graduate at a specific ceremony. Students will only be deferred to a later ceremony if they have not passed in time to graduate at the initial ceremony or have an appeal or request for reconsideration in process. Any other requests to defer to a later ceremony can only be considered in exceptional circumstances, since the graduation dates are published well in advance.

If I don't graduate due to re-sits, what happens to my tickets and the bookings for my gown and photographs?
Any tickets purchased will be refunded to the card or account initially charged and you will need to re-confirm your attendance and ticket requirements when you receive the invitation to the next ceremony (if you are eligible) as tickets are not transferrable between ceremonies.

You must also contact Success Photography and Ede and Ravenscroft to inform them you wish to defer your photography or gown booking to the next ceremony. As these are independent companies, we cannot do this on your behalf.

What is the refund procedure if I do not pass or cannot attend the ceremony?
Tickets are non-refundable with the exception of students who have to re-sit, or have an appeal or request for reconsideration in process. In these cases, refunds are processed after the ceremonies have taken place.