• Section 1 - Preparation for Ceremonies
• Administrative Responsibilities
• Rescheduling of Classes during Ceremonies
• Posthumous Awards
• Tickets to Ceremonies
• Section 2 - Graduation Program
• Printing of Thesis Title and Qualifications in Program
• Section 3 - Order of Proceedings
• Section 4 - Academic Procession
• Order of Procession
• Seating on Stage
• Section 5 - Role of Course Coordinators
• Course Coordinator Script
• Instructions for Course Coordinators

November 2021 – This document is rescinded and replaced by the Conferral and Graduation Policy. 

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 Success and to the Division of Student Administration. This is summarised below:

On shore graduations

Off shore graduations

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.

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.

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.

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.

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.