TERMS AND CONDITIONS
Use of your data and data protection
Students and guests should be aware that the graduation ceremonies are regarded as public events. Names and qualifications will be published in the graduation programme. The names and awards printed in the programme and other publications (including external publications, for example, The Portsmouth News) are as accurate as possible at the time of going to print. If you do not wish your data to be used for this purpose, please email firstname.lastname@example.org and include your student ID.
We are unable to discuss the details of an individual’s graduation ceremony with anyone else (relative, friend and so on) unless given written permission by the student. You may send this permission to email@example.com.
The University of Portsmouth Alumni Association will use your contact details to keep you informed about events, further study and other university-related activities. They will not pass your details to a third party. If you do not wish your data to be used for this purpose, please email firstname.lastname@example.org.
Photography and filming
and guests who attend the graduation ceremonies give their consent to the
recording and transmission of their images (still and moving) for University of
Portsmouth publicity purposes.
Eligibility to attend graduation ceremonies
achieve a recognised award upon which they are registered are automatically
eligible to attend the graduation ceremony following their successful
completion. (This does not include short courses.)
Candidates are not eligible to attend graduation until they have submitted the approved final thesis as a PDF copy in accordance with Research Degree Regulations, which can be found here.
The final electronic copy of the thesis, as approved by the Examiners, must be submitted to the Research Degrees Section in Academic Registry by 31 May 2018. If the thesis is submitted after this date the candidate will be invited to the next period of graduation ceremonies.
Booking and ticket availability
All students are
required to register and book to attend their graduation ceremony by the stated
deadline. This is done using the online booking system, details of which are
sent to students in the months leading up to the ceremonies. We guarantee each
student a maximum of 2 guest tickets as long as they are booked by the
specified deadline. In some cases further tickets may be available, and if that
is the case you will be able to book them from the online store. Depending on
how busy the ceremonies are, we may remove tickets from your online booking
Graduates may not normally defer their graduation ceremony.
Under exceptional circumstances we will consider a deferral, for no longer than one academic year, to the following graduation ceremony. You should email email@example.com with your student ID, your full name and your reason for requesting a deferral. The decision is made by the Academic Registrar and is final.
Please note: There is currently only one graduation period of the University, annually in July.
If you have any outstanding debt to the University you may forfeit your opportunity to attend your graduation ceremony.
Requests for refunds should normally be received within 30 days of the last graduation ceremony (for 2018 this will be Sunday 26 August).
Any student who is unable to attend a graduation ceremony due to academic reasons will receive a full refund of any monies paid to the University or any of its external providers (currently Wippell Gown Hire and Success Photography). This does not include those who are eligible to attend the graduation ceremony if they have been awarded an Ordinary Degree.
If you or any of your guests receive a visa refusal you should contact firstname.lastname@example.org and include details of the visa refusal and we will then review the request for a refund.
Otherwise refunds will only be given in exceptional circumstances. All requests for refunds should be emailed to email@example.com with a copy of your booking details and a reason for the request. All refunds will be credited to the account used when making the original payment.
No refunds are given for Grad Ball tickets but there is provision to sell these on. All ticket sales for the Grad Ball are managed separately by UPSU.
Transcripts and parchments
If you or your guests require a visa to
gain entry into the United Kingdom to attend your graduation ceremony you may
request a visa support letter by entering details when you book your tickets for
the ceremony. Please note that you may only request a visa support letter for
yourself and any guests that have a reserved place at the ceremony.
On the day
Gowning and ticket collection closes 30 minutes before the start of each ceremony. If you believe that you are not going to be able to arrive to meet this deadline you must contact the Information Desk on 023 9284 5319 who will advise on your options.
If you arrived late it may not be possible to get you into your ceremony, particularly if the ceremony has started. We would, however, try to offer acceptable alternatives.
Graduation ceremonies are formal occasions and as such it is expected that you will dress accordingly. Jeans, tee shirts and training shoes are NOT acceptable. If you come to collect your gown and are inappropriately attired you will be asked to find more appropriate clothing before you will be allowed to don your academic dress.
Each ceremony has an average of 350 graduands and 1600 guests.. How you conduct yourself in the ceremony reflects on you and your guests. We want all of you to enjoy celebrating your success so ask you to respect others who are also graduating with you.
No mobile devices are allowed with you on stage, but your guests are welcome to take photographs and/or video footage during the ceremony as long as this does not interfere with the enjoyment of others.
The University of Portsmouth does not tolerate aggressive or threatening behaviour by or to our students, their guests or anyone in the employment of the University.
In the event of an emergency, please follow all instructions on the day from Security, University staff or Emergency Services personnel.
Health and safety (Guildhall rules)
= Laser pens are NOT allowed
= No dogs (except assistance dogs)
= No smoking (including electronic cigarettes) anywhere in the venue
= Late arrivals we be seated at a suitable time in the proceedings
= There is a no standing policy in the Circle (first floor)
= No admittance will be allowed without a ticket (tickets are limited for Fire Regulations purposes)
In the event of the University of Portsmouth’s graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to): fire; explosion; terrorist act (or threat of a terrorist act); act of God; pandemic; industrial action or dispute involving the University or the venue(s) at which the ceremonies and graduation services are due to be held, the University will not be liable for any losses direct or otherwise incurred by students or their guests.