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Graduation Procedure - Administrative Arrangements

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Section 1 - Preparation for Ceremonies

Administrative Responsibilities

(1) The responsibility for the preparation for, and conduct of, graduation ceremonies lies with the University Secretary. Many aspects of graduation have been delegated to staff from the Division of Student Services and to the Division of Student Administration. This is summarised below:

On shore graduations

TASKS RESPONSIBILITY
Preliminary
Arrange schedule of graduation dates Division of Student Services Events Team Leader/University Secretary
Make venue booking Division of Student Services Events Team Leader
Order Testamur stationery University Secretary
Arrange graduation meeting at relevant campus if required Division of Student Services Events Team Leader
Awards
Prepare potential graduand lists Division of Student Administration
Refer graduand lists to Academic Awards Committee for approval Secretary, Academic Awards Committee
Identify prize winners Office of Governance and Corporate Affairs
Print blank testamurs Division of Student Administration
Script and check prize certificates Office of Governance and Corporate Affairs
Print prize certificates Office of Governance and Corporate Affairs
Script and check testamurs Division of Student Administration
Update Honorary Awards booklet University Secretary
Arrange for signing of testamurs Division of Student Administration
Arrange selection of medal winners Secretary, University Medals Committee
Advise medal winners of their awards Secretary, University Medals Committee
Prepare medals Division of Student Administration
The Venue
Confirm venue booking Division of Student Services Events Team Leader
Arrange graduand seating Division of Student Administration
Arrange stage seating and layout Division of Student Services Events Team Leader
Transport of ceremonial furniture and mace between campuses Division of Student Services Events Team Leader
Arrange robing room for academic procession Division of Student Services Events Team Leader
Arrange for decoration of hall (if necessary) Division of Student Services Events Team Leader
Arrange for microphone equipment Division of Student Services Events Team Leader
Arrange for off stage VIP seating Division of Student Services Events Team Leader
Arrange for parking facilities Division of Student Services Events Team Leader
Invitations
Issue invitation to staff on "What's News" on behalf of Vice-Chancellor in consultation with the Office of the Vice-Chancellor. Division of Student Services Events Team Leader
Issue invitations to official guests and advise acceptances to Head of Campus/relevant Executive Dean Division of Student Services Events Team Leader in consultation with Head of the relevant campus/relevant Executive Dean for offsite ceremonies
Issue invitations to occasional speakers Office of the Vice-Chancellor
Arrange attendance of occasional speakers, and obtain CV's and advance copy of speeches Division of Student Services Events Team Leader
Consult with the Vice-Chancellor regarding the conferral of honorary degrees University Secretary
Liaise with honorary degree recipients concerning arrangements for the ceremony Division of Student Services Events Team Leader
Prepare graduand information brochure and tickets, and mail Division of Student Administration
Ensure Vice-Chancellor issues invitations to civic dinner Executive Assisstant to the Vice-Chancellor
Issue invitations to Heads of Campus' luncheons Head of the relevant campus/relevant Executive Dean for offsite ceremonies
Select those to introduce and thank occasional speakers, and those to deliver citations for honorary awards Executive Assisstant to the Vice-Chancellor
Issue invitations to introduce and thank occasional speakers, and to deliver citations Division of Student Services Events Team Leader / Office of the Vice-Chancellor
Issue invitation to act as Esquire Bedell Division of Student Services Events Team Leader in consultation with Heads of Campus / Executive Deans
Write to Chancellor, advising of arrangements for ceremonies Division of Student Services Events Team Leader / Office of the Vice-Chancellor
Arrange travel and accommodation as required for the guest speaker Division of Student Services Events Team Leader
Ceremony
Arrange publicity Media Office
Prepare program Division of Student Services Events Team Leader/ Division of Student Services
Check program Division of Student Services
Produce order of proceedings Division of Student Services Events Team Leader
Produce and deliver draft course presenter scripts Division of Student Services
Produce and deliver stage instructions for course presenter Division of Student Services
Advise on protocol (as required) Division of Student Services Events Team Leader
Arrange music Division of Student Services Events Team Leader
Programs
Arrange for printing of covers and inside coloured pages of program Division of Student Services Events Team Leader
Provide details of Order of Proceedings, Honorary awardees, and citation readers to Student Administration Division of Student Services Events Team Leader
Print final version of program Student Administration
Other Tasks
Arrange attendance of Esquire Bedell Division of Student Services Events Team Leader
Arrange for graduand gown hire Division of Student Services Events Team Leader
Arrange for gowns for Council members, occasional speakers, honorary degree recipients and Esquire Bedell Division of Student Services Events Team Leader
Arrange ushers Division of Student Services
Arrange testamur framers Division of Student Services Events Team Leader
Arrange catering Division of Student Services Events Team Leader
Arrange photographer Division of Student Services Events Team Leader
Arrange child care (if necessary) Division of Student Services Events Team Leader
Arrange Alumni promotion Alumni Office / Division of Student Services Events Team Leader
Ensure Heads of Campus/Executive Deans receive and host occasional speakers Division of Student Services Events Team Leader
Arrange to receive official visitors Division of Student Services Events Team Leader
Arrange seating of graduands Division of Student Services
Arrange marshalling of graduands Division of Student Services
Sort and handle testamurs and prizes on stage Division of Student Services
Marshall and organise the academic procession Division of Student Services Events Team Leader
Supply water to main lectern Division of Student Services Events Team Leader
Follow up
Arrange debriefing session Division of Student Services Events Team Leader
Issue thank you letters to occasional speakers Office of the Vice-Chancellor
Save one copy of each program for Register of Use of Common Seal University Secretary

Off shore graduations

TASKS RESPONSIBILITY
Preliminary
Arrange schedule of graduation dates Division of Student Services Events Team Leader
Make venue booking Division of Student Services Events Team Leader
Awards
Prepare potential graduand lists Division of Student Services
Refer graduand lists to Academic Awards Committee for approval Secretary, Academic Awards Committee
Print blank testamurs University Secretary
Script and check testamurs Division of Student Services
Arrange for signing of testamurs Division of Student Services
Check for damaged testamurs Division of Student Services prior to being couriered only
The Venue
Confirm venue booking Division of Student Services Events Team Leader
Ensure there is adequate space for graduand seating Division of Student Services Events Team Leader
Arrange stage seating and layout Division of Student Services Events Team Leader
Arrange robing room for academic procession Division of Student Services Events Team Leader
Arrange for decoration of hall (if necessary) Division of Student Services Events Team Leader
Arrange for microphone equipment Division of Student Services Events Team Leader
Arrange for off stage VIP seating Division of Student Services Events Team Leader
Invitations
Issue invitation to staff on behalf of Vice-Chancellor Division of Student Services Events Team Leader in consultation with the OVC
Issue invitations to official guests Division of Student Services Events Team Leader in consultation with the OVC
Issue invitations to occasional speakers Office of the Vice-Chancellor
Arrange attendance of occasional speakers, and obtain CVs and advance copy of speeches Division of Student Services Events Team Leader
Consult with the Vice-Chancellor regarding the conferral of honorary degrees University Secretary
Liaise with honorary degree recipients concerning arrangements for the ceremony Division of Student Services Events Team Leader
Prepare graduand information brochure and tickets, and mail Division of Student Services
Ensure Vice-Chancellor issues invitations to civic dinner Division of Student Services Events Team Leader in consultation with and Off Shore coordinators
Select those to introduce and thank occasional speakers, and those to deliver citations for honorary awards Division of Student Services Events Team Leader in consultation with and Off Shore coordinators
Issue invitations to introduce and thank occasional speakers, and to deliver citations Division of Student Services Events Team Leader in consultation with the Vice-Chancellor's Executive Assisstant
Write to Chancellor, advising of arrangements for ceremonies Vice-Chancellor's Executive Assisstant
Ceremony
Arrange publicity Media Office
Produce order of proceedings Division of Student Services Events Team Leader
Produce and deliver draft course presenter scripts Student Administration
Produce and deliver stage instructions for course presenters. Don't know what this is referring to. If it is the final script, it is the responsibility of the Division of Student Services ETL or Delegate Student Administration
Advise on protocol (as required) Division of Student Services Events Team Leader
Arrange music Division of Student Services Events Team Leader Note: Division of Student Services ETL has CDs that are taken to each ceremony. Division of Student Services Events Team Leader needs to check with the Vice-Chancellor if he wants a Musical Interlude at the larger ceremonies, ie KL
Programs
Arrange for printing of covers and inside coloured pages of program Division of Student Services Events Team Leader
Prepare program Division of Student Services Events Team Leader/Student Administration
Check program Student Administration
Provide details of Order of Proceedings, Honorary awardees, and citation readers to Division of Student Services Events Team Leader
Print final version of program Student Administration
Other Tasks
Arrange for graduand gown hire Division of Student Services Events Team Leader
Arrange ushers Division of Student Services Events Team Leader
Arrange testamur framers Division of Student Services Events Team Leader/Alumni Office (for Canada only)
Arrange catering Division of Student Services Events Team Leader
Ensure arrangements are in place for a photographer Division of Student Services Events Team Leader
Arrange Alumni promotion Alumni Office
Arrange to receive official visitors Division of Student Services Events Team Leader/Vice-Chancellor
Arrange seating of graduands Division of Student Services Events Team Leader in consultation with offshore coordinators
Arrange marshalling of graduands Division of Student Services Events Team Leader in consultation with offshore coordinators
Sort and handle testamurs on stage Division of Student Services Events Team Leader in consultation with offshore coordinators
Marshall and organise the academic procession Division of Student Services Events Team Leader
Follow up
Arrange debriefing session Division of Student Services Events Team Leader
Issue thank you letters to occasional speakers Office of the Vice-Chancellor
Save one copy of each program for Register of Use of Common Seal Division of Student Services Events Team Leader

Rescheduling of Classes during Ceremonies

(2) It was agreed that the Academic Senate approve that academic staff who wish to attend their Faculty's graduation ceremony may, with the approval of the Executive Dean or the Executive Dean's delegate, reschedule their classes if they clash with the graduation ceremony. Such rescheduling of classes will be handled informally and students will be advised by the academic staff involved (AS 91/165, 22.10.91).

Posthumous Awards

(3) Arrangements for posthumous awards should be made in consultation with the next of kin. A relative or close friend may receive the award on the deceased's behalf.

Tickets to Ceremonies

(4) Graduands are normally issued with two tickets for guests to attend their ceremony. Where space permits, three tickets may be issued.

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Section 2 - Graduation Program

Printing of Thesis Title and Qualifications in Program

(5) The thesis titles of higher degree research students are printed in the Program. The undergraduate qualifications of postgraduate students are also printed in the Program.

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Section 3 - Order of Proceedings

(6) The order of proceedings is normally as follows:

  1. entrance of the Academic Procession;
  2. the National Anthem;
  3. introduction of the Chancellor
  4. welcome to country (Indigenous speaker);
  5. presentation of graduands;
  6. conferral of awards;
  7. presentation of honorary graduates;
  8. presentation of graduates to Chancellor (and Executive Deans who will hand graduates their testamurs);
  9. musical interlude;
  10. introduction of occasional speaker;
  11. occasional address;
  12. vote of thanks;
  13. concluding remarks and invitation to refreshments by the Chancellor.

(7) The order of proceedings script, approved for use at all ceremonies, is shown in H10.

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Section 4 - Academic Procession

Order of Procession

(8) The order of procession is determined by order of precedence, persons taking part in the ceremony and seating requirements on stage. The procession moves in double file (except for the Yeoman Bedell, Esquire Bedell and Chancellor) as follows:

  1. Yeoman Bedell;
  2. student representatives;
  3. academic and support staff;
  4. members of the Board of Governors;
  5. staff participating in ceremony;
  6. Heads of School in host faculty;
  7. visiting the University Executive Deans
  8. Executive Dean of host Faculty
  9. visiting Heads of Campus
  10. host Head of Campus
  11. Bishops;
  12. Members of Parliament;
  13. local Mayor;
  14. occasional speaker;
  15. Vice-Chancellor
  16. Esquire Bedell;
  17. Chancellor

(9) Members of the procession normally wear academic dress.

Seating on Stage

(10) The Chancellor sits in the middle of the front row, with the Vice-Chancellor on his/her left and the occasional speaker on his/her right.

(11) Staff participating in the ceremony are seated as follows:

  1. the University Secretary sits to the left of the Chancellor, at the end of either the first or second row;
  2. Course Coordinators sit to the left of the Chancellor beginning in the second row;
  3. those introducing occasional speakers or reading honorary award citations sit either in the front row, or at the end of the second row to the right of the Chancellor.

(12) Persons sitting in the front row and those participating in the ceremony have their names placed on their seats on stage.

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Section 5 - Role of Course Coordinators

(13) Course Coordinators normally introduce graduates to the Chancellor during graduation ceremonies. In certain circumstances, however, a Executive Dean may be requested to nominate a member of academic staff to represent the Course Coordinator at a ceremony.

Course Coordinator Script

(14) The Course Coordinator script, approved for use at ceremonies, is available from the Graduation Coordinator.

Instructions for Course Coordinators

(15) The following instructions are issued to Course Coordinators prior to graduation ceremonies:

  1. arrive in the robing room, (give location of robing room), 20 minutes prior to the commencement of the Ceremony (do not bring your practice script with you);
  2. places in the academic procession are indicated by names taped to the floor of the robing room. When it is time for the academic procession to assemble take your place by standing on your name;
  3. you will be seated on stage during the Ceremony (your chair will have your name on it);
  4. when you are introduced by the Master of Ceremonies (MC), who is the Head of Campus or his designate, proceed to the left hand lectern;
  5. when you reach the lectern doff to the Chancellor. He will doff in return;
  6. reading from your script* you will present each graduate to the Chancellor
  7. when the last graduate on your script has been presented doff to the Chancellor and resume your seat;
  8. if your Ceremony is in Albury or Wagga, you will be handed your script before you reach the stage. If you are in Bathurst, a member of staff will place your script on the left hand lectern while you are walking towards it.