Before the day - postgraduate ceremonies
The information on this page is relevant to students completing a Taught Postgraduate degree in Autumn 2023.
Make sure you're ready for everything graduation day has in store by reading all of the information on this page, which includes how to register and key graduation deadlines
Eligibility and registration
**Registration is now closed**
Eligibility
You need to register your graduation intentions before results are published. In order to graduate at ceremonies in January 2024, you must meet the following criteria:
- Have an ‘Expected End Date’ of November 2023
- Register your intentions by the deadline given above. The deadline was Friday 27 October 2023.
- Successfully complete your programme of study
- Have your exam results submitted to the Student Administration Service by 6 November
- Have no outstanding debts to the University
You should complete the registration process on the assumption that you will successfully complete your studies. Receiving an invitation to register does not imply you have been successful; we invite all students who may successfully complete in time for the ceremonies so they can make arrangements in advance. Do not wait until you receive your results before you register for the ceremony because this is after the registration deadline. If you have not successfully completed when we receive the examination results, we will automatically remove you from the attendee list.
*Please note that students awarded a Postgraduate Certificate are not eligible to attend a graduation ceremony. Your certificate is not issued by the Events Team and can be requested here.
Graduating in person
When you register for graduation, you will be able to apply for guest tickets and advise us of any special seating or access requirements that you or your guests have. The registration process also serves as confirmation of your personal details (eg: confirmation of your name as it will appear on your certificate). For more information on your name, please refer to the ‘your name’ section of this page.
Graduating in absentia
If you are not attending in person, the registration enables you to confirm your personal details (eg: confirmation of your name as it will appear on your certificate) and to provide the address where your certificate should be posted to. You should also ensure that you have read the information relating to the ‘postage of certificates’ on this page.
Cancelling your place following registration
If your plans change and you are no longer able to attend, cancel your place. If you don’t cancel your place in advance, we will be unable to send you your certificate.cancel your place here
Your name
Printed name
When you open the registration form, your name will be shown. This is taken directly from your student record and will be the name printed in the programme and on your certificate. Names are printed following the naming convention at the University and will appear as forename, middle name(s), surname as held on the record. If this is incorrect you need to change it before you register.
Once your name has been amended, you can then register your graduation intentions by the deadline. Queries relating to changing your name should be directed to SSiD.
If you do not want your name to appear in the programme, please advise the Events Team in writing no later than Friday 10 November - email: graduation@sheffield.ac.uk
Name pronunciation
Your forename and surname (as held on your student record) will be announced as you cross the platform. If you have a name that is frequently mispronounced, you can provide guidance on how to say your name correctly. This information will be added to the presenter's script.
The deadline to complete the name pronunciation form is Friday 24 November.
Examples
|
Name |
Guidance notes |
|
Roisin |
Ro-sheen |
|
Ionita |
Yo-ni-tza |
|
Swietochowski |
Sventa-hoski |
|
Grau |
Rhymes with cow |
|
Lishen |
Lap-Sun |
Certificates
Attending graduation
If you attend your ceremony you will receive your certificate on the day.
Not attending graduation
If you are not attending graduation you need to register your intention to graduate in absentia. Doing so not only gives you the opportunity to confirm your personal details, but also to provide an address for us to post your certificate to following the ceremonies. If you don't complete this process, we are unable to send your certificate.
Please note, it is not possible for someone to collect your certificate on your behalf at the graduation ceremony.
Postage of certificates
Certificates cannot be posted until after graduation ceremonies have concluded. We aim to have all certificates dispatched within a 5 week period.
Certificates to the UK
Certificates sent to addresses within the United Kingdom are sent by second class mail as standard.
The deadline for ordering Royal Mail Special Delivery has now passed.
Certificates to overseas addresses
Royal Mail is unable to provide a tracking service for most overseas countries. Certificates are therefore sent by standard airmail.
The deadline for purchasing DHL delivery to overseas addresses has now passed.
Certificates lost in transit
Although the majority of certificates are received safely, occasionally some items will get 'lost'. In order to guarantee the delivery of your certificate, we would strongly advise you to use one of the guaranteed methods above.
If your certificate doesn’t arrive using these methods please contact us. If you choose a standard service for delivery, you will need to order a replacement certificate (for which the usual fee will be charged) from Student Services. Please note that a request for a replacement certificate cannot be submitted until 2 weeks from the date of dispatch for addresses within the UK, and 7 weeks from the date of dispatch for addresses outside the UK.
Delivery times
Delivery time once certificates are dispatched is completely outside the control of the University.
Mail within the UK is usually delivered within 5 working days from the date of dispatch. Mail outside of the UK can take up to 7 weeks depending on the destination country.
Robe hire
If you wish to attend your ceremony it is compulsory to wear academic dress (robes, hood and hat). You can hire or purchase these directly from the official robe makers for the University, Ede & Ravenscroft, or an alternative supplier that provides University Regulation compliant academic dress.
How to hire
Robe hire is now open and can be accessed here until Friday 15 December:
Robing opening times
Robes will be available for collection from Uni Central on Level 4 of the Students' Union Building as follows:
Monday 8 to Friday 12 January
- 9.30am ceremonies - 7.30am to 8.45pm
- 12.15pm ceremonies - 9.15am to 11.30am
- 3.45pm ceremonies - 12.15pm to 3pm
- 6.30pm ceremony - 3.45pm to 5.45pm
Robes must be returned by 6pm each day with the exception of Thursday where robe returns will be accepted until 8.30pm.
Cancelling robe hire
If you are no longer able to attend your ceremony, you can cancel your robe hire via the Ede & Ravenscroft website. Full details should be included in your booking confirmation email.
Robe types and hood colours
View photograph examples of the different types of robes and hoods for each level of study and department here:
Academic dress examples (PDF, 743kb)
Tickets
You should select the number of guest tickets you require when registering for graduation. A maximum of 2 guest tickets are guaranteed, along with your own graduand ticket.
Additional tickets
If additional guest tickets are available, you will be notified by email during the week commencing 13 November. The exact date will be confirmed closer to the time.
Downloading e-tickets
Your e-tickets (containing assigned seat numbers for you and your guests) will be available for you to download from 2pm on Wednesday 3 January*.
Special seating and accessibility requirements
You must inform us of any specific access requirements or special assistance that you or your guests may need by completing the relevant section of the graduation registration form.
Once tickets have been allocated, we may not be able to accommodate special arrangements but we will do our best to meet these requirements.
If you require the loan of a wheelchair for the day, visit your local British Red Cross Association
Children
Children over the age of three will require a ticket for the ceremony.
Due to the length and formal nature, we do not recommend bringing young children to the ceremony. Guests with young children may wish to watch the ceremony live in the Auditorium in the Students’ Union, where the atmosphere is informal and tickets are not required.
Children are not permitted on the platform at any time.
Schedule
The schedule for the January 2024 pages can be found here:
January 2024 Postgraduate Ceremony Schedule
Photography and souvenirs
Official photographs
The official graduation photographers are Ede & Ravenscroft located in the Students' Union on each day. You can pre-book photography packages when you order your robes through Ede & Ravenscroft or you can turn up on the day.
Opening times
Photographs can be taken either before or after your ceremony. The opening times for the photography service will be confirmed nearer the time.
Location
Level 4 Students’ Union (adjacent to robing).
Official graduation film
Your graduation ceremony will be recorded by the University and will be available for you to purchase on USB memory stick.
University gifts and souvenirs
University gifts and souvenirs are a great way to remember your time at the University of Sheffield. A full range of gifts and souvenirs, including ‘Made in Sheffield’ items, will be available for purchase in the foyer of the Octagon Centre on graduation days.
Graduand Checklist
|
Task |
Deadline |
|
Register to confirm if you wish to graduate in person or in absentia |
Friday 27 October |
| Additional guest tickets are released | w/c 13 November 2023 (exact date tbc) |
|
Ensure the name pronunciation form has been completed (if relevant) |
Friday 24 November |
|
Inform the Events Team if you do not want your name to appear in the graduation programme |
Friday 10 November |
|
All debts to the University must be cleared |
By completion of your course |
|
Ensure you have read all information on visas (if applicable) |
|
|
Order your robes |
No later than Friday 15 December |
|
Pre-order photography |
No later than Friday 15 December |
|
Download your e-tickets containing seat numbers for you and your guests |
Wednesday 3 January* *Please note that this date has changed due to the University being closed on Tuesday 2 January. |
|
Ensure you've read the 'graduands instructions' for detailed instructions about the ceremony |
Day before your ceremony |
Graduand Final Details
Final information for graduands
Terms and conditions
Cancellation or postponement of the event
While every effort will be made to host graduation ceremonies as planned, the University may cancel, delay, or postpone its graduation ceremonies due to circumstances beyond its control or where ceremonies can no longer reasonably or safely take place.
In the event of any postponement or cancellation, the University will communicate this clearly on its website and will contact each attending student directly with as much notice as is reasonably practical.
The University will not be liable for any costs incurred by either the graduand or guests due to postponement or cancellation of the event. This includes, but is not limited to, travel, accommodation and subsistence costs or any loss of business or earnings.
Therefore, the University strongly advises that graduands and their guests ensure they have sufficient insurance protection to cover any losses they may incur as a result of postponement or cancellation of ceremonies and book flexible rates for travel and accommodation wherever possible.
Academic robes
By confirming your attendance at graduation, you the graduand confirm that you agree to wear official University of Sheffield academic robes provided by our official supplier, robing company Ede & Ravenscroft Ltd, or an alternative, University Regulation compliant supplier at the ceremony.
Data protection
Publication of names
The names of graduating students will be printed in the graduation programme which is available to all ticketed guests on the day. If you would like your name removed from this publication, you must advise the Events Team in writing. Please email graduation@sheffield.ac.uk giving your full name, student registration number and award title and clearly confirm that you wish to be removed from the programme.
We do not print degree classification in the graduation programme.
Digital media
- Graduation video - The ceremony proceedings are filmed and the recording is available to purchase after the ceremony. By electing to take part in the ceremony proceedings, you are giving permission for your image to be recorded.
- Graduation live web cast of the ceremony - The graduation ceremonies are broadcast live over the University web site. By electing to take part in the ceremony proceedings, you are giving permission for your image to be recorded and broadcasted.
- Photography - Professional photographers will be on campus during graduation and their photographs may be used in the university's future promotional literature. By electing to take part in the ceremony proceedings, you are giving permission for your image to be photographed and used.
Graduand and guest conduct
Graduands and guests are expected to behave in a manner fitting for the occasion. Any person who becomes disruptive will be asked to leave the hall.