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The College of William and Mary Commencement 101 This is it!
The College of William and Mary
Commencement 101
This is
it!
Things We Will Cover
• Weekend Events• Registration and Tickets to the Main
Ceremony• Regalia• Disability Accommodations• Parking• Food• Weather• Random Details
What is the difference between Commencement and Graduation?
Commencement Weekend series of events celebrating
students who are graduating
Graduation Completion of your degree requirements
so you can officially receive your diploma
Participation in Commencement is not required to graduate.
Who is eligible to participate in this year’s Commencement Exercises
Undergraduates: • January 2014: Let your department know
• May 2014: All degrees
• August 2014: You will not receive a diploma. Let your department know
Graduate Students:August 2013: Let your department/school know
January 2014: Let your department/school know
May 2014: All degrees
August 2014: Check with your department/school for permission. You will not receive an actual diploma at your diploma ceremony.
Key Weekend Events Friday Senior Class Dance
Saturday Baccalaureate Multi-Faith Service Alumni Induction Ceremony Interdisciplinary Program Events Candlelight Ceremony & Reception
(stand-up event, no chairs at Candlelight)
Sunday Walk Across Campus College-Wide Main Ceremony Departmental Ceremonies
The Walk Across Campus
Students gather in front of the Wren Building at 8:45 a.m. Sunday morning for a final walk together across campus. The Honorary Marshals will lead the procession from the Wren Building to W&M Hall. Once at the Hall, you will form the academic procession. Commencement staff and signs will guide you to the proper location.
Family members may watch. However, all guests should be seated in W&M no later than 9:45 a.m.
A pre-recorded video of the Walk Across Campus will play in W&M Hall starting shortly after 9:30 a.m.
The Main CeremonySunday, May 11, 2014, 10:00
a.m.
Ceremony consists of: Remarks from the President
Commencement speaker and student speaker
Commencement awards presented
Degrees are conferred as a group. Only PhD and EdD degree candidates will be called to the stage for individual recognition.
Length = Approximately 2hours, 15 minutes
• Tickets required for all guests (more on tickets later…)
• Graduating students wearing regalia do not need a ticket
• There is no rehearsal. Sit with your friends.
• Doors to W&M Hall open at 8:00 a.m.
Student Speaker
Each year a graduating student is selected to deliver an address at the main Commencement ceremony.
Anyone participating in the May ceremony -- undergraduate and graduate students alike -- are eligible.
The topic must be a theme to which any graduate could relate.
To apply: complete the online application by March 12, 2014 (11:59 p.m.) Late applications will not be accepted. Application and guidelines are on the Commencement website.
Departmental CeremoniesSunday, May 11, 2014, 1:30
p.m. Departmental Events Follow Main Ceremony
Diplomas will be presented at that time (except Graduate Arts and Sciences)
Check with your department to find out if they have any seating restrictions
Diploma ceremonies will be listed in the Commencement program
Some of these events take place in outdoor locations (rain plans will be included)
Interdisciplinary programs/International Relations
Events are on Saturday NO diplomas are presented on Saturday
Double Majors
When you register for Commencement, let us know which
departmental ceremony you will attend if you are a:
• Double Major -- unless you specify, your diploma will go to the department of your primary major.
• Interdisciplinary Major -- to ensure your diploma is in the correct location on Sunday
Special Note for Global Studies / International Relations: The Global Studies / IR ceremony takes place on Saturday (no diplomas presented at this time). There is not a departmental ceremony for GS/IR majors on Sunday. You will pick up your diploma at W&M Hall following the main ceremony.
Make sure you can graduate...
Check status on:
HOLDS
INC grades
Degree Evaluation Check (undergraduates)
Confidential Directory Blocks
Verify your mailing address and update if necessary
Contact the Registrar’s Office at 757-221-2800 if you have questions
Very Important ! Make sure you have taken care of academic and/or financial issues before Commencement Weekend. The Registrar and Bursar are the only offices that can assist with these issues, and they will be closed Commencement Weekend. Resolve any issues early!
Registration is required if:
You plan to walk in the main ceremony
Want guest tickets (4 per
graduate)
Registration is online and will be open from February 17 through March 17 (W&M login is
required)
Registration to Participate
You will be notified via W&M email
when to begin
registering
• Only those who have filed their Notice of Candidacy to Graduate with the Registrar’s Office will be able to access the form.
• Filing your Notice of Candidacy does not automatically register you for the Commencement ceremony (you must also complete the on-line registration)
• Registration will run for one month— no need to rush!
• If you try to access the registration form and cannot, contact [email protected] immediately
• You can request guest tickets only BY REGISTERING
• If you miss the registration deadline, we may not be able to provide you with the full allotment of tickets (4 tickets)
• Late registrations – you will have to come to the Student Affairs office to complete a late form. We will review late registrations on a case-by-case basis
Registration to Participate
Tickets – Main Ceremony
You do not need a ticket for yourself if you are walking in the Academic Procession.
If you are not walking and choose to sit in the audience, you WILL need a ticket
5th Ticket Requests: after registration closes we review the number of ticket requests. If tickets still remain, those who registered by the deadline will be able to apply for a 5th ticket
If the number of 5th ticket requests exceeds the number of remaining tickets/seats, we will hold a randomized computer drawing
Due to space limitations in W&M Hall, we will not be able to provide any graduating student with more than 5 guest tickets (5 is the maximum we ever hand out)
Tickets – Main Ceremony
Still short on tickets? Ask friends if they are using all their tickets
Exchange tickets with friends AT NO CHARGE
Direct your guests without tickets to one of the live stream viewing locations
Commonwealth Auditorium Mason School of Business, Brinkley Commons
Remember, there are generally no limitations to the number of guests who can attend the departmental ceremony (where your name is
called and you receive your diploma)
The buying and selling of Commencement tickets is not permitted!
Ticket Distribution
• If you find you are not graduating and have picked up tickets, return them should you wish to request Commencement tickets in a different year
• We do not mail tickets to family members. Upon written request, tickets are mailed only to students who have already graduated and left campus (i.e., Winter Graduates)
• Tickets are distributed to degree candidates only (photo ID is required). Do not send a friend to pick-up your tickets – we will give them only to you!
• Ticket pick-up is on campus (dates/times will be provided after registration closes).
• Guests must have official Commencement tickets to be admitted to W&M Hall
The W&M Bookstore is the contact for all regalia
Undergraduate Robes black with a green stripe on the sleeve
Bachelor’s Package = $90.83 + tax
Masters Robes all black plain sleeves
Master’s Package = $94.22+ tax
Undergraduate and Masters regalia are available for purchase only;
there is no rental option
Announcements and Class Rings Personalized announcements & rings
can be ordered online at Josten’s website.
General, non-personalized announcements can be purchased at
the bookstore.
Regalia, Announcements, etc.
Available for either rent or purchase
Doc Package: Rental = $94.97 + tax Purchase = $719 + tax & shipping
Hoods are not worn with Oxford-style robes What to wear under your robe: black
slacks/skirt with a white shirt/blouse
Deadlines for ordering doctoral regalia:
Custom Purchased – Friday, March 21, 2014 Rental Regalia – Friday, April 11, 2014
There is a late fee if you order after the April 11 deadline.
Doctoral Regalia
Grad Finale Events
Each spring, the Bookstore holds a Grad Finale in the Sadler Center to provide a one-stop shop for regalia and graduation-related items.
Grad Finale sales event March 18, 2014 (11-6) March 19, 2014 (10-4)
Sadler Center
Law SchoolMarch 13, 2014 (11-4)
Law School Lobby
Students who miss the Grad Finale should visit or call the Bookstore to order regalia and other merchandise (757-221-1669)
Regalia, when do we wear what?
Regalia is NOT worn for: Baccalaureate Service
Alumni Induction Ceremony
When to wear regalia: Candlelight Ceremony (cap & gown – no hood)
All Sunday events (complete regalia)
The tassel is worn on the right side of the mortar board until you are awarded your degree
Only those graduates wearing appropriate academic regalia will be permitted to process (walk). Nothing may be carried into the William and
Mary Hall Commencement ceremony (e.g., balloons , stuffed animals, beverages, etc.)
Disability Accommodations at W&M Hall
Form is available in mid- February on the Commencement website to
request these services
The main entrances to William & Mary Hall involve a number of stairs in order to access the doors/seating. If you have guests that cannot negotiate a number of stairs, you should request the following:
VEHICLE ACCESS PASS (Drop-Off for Disability/Limited-Mobility):
• Allows drop-off and ramp entry into W&M Hall (entrance at floor level)
• Your party must have a DISABILITY ACCESS PASS or handicap hang tag to access the road behind the Hall
• Provides easiest access to wheelchair seating or the limited-mobility section
• The Vehicle Access Pass is NOT a handicapped parking permit.
Main Ceremony – W&M Hall Wheelchair Accommodations
The main entrances to William & Mary Hall involve a number of stairs in order to access the doors/seating. If you have guests that cannot negotiate a number of stairs, you should utilize the following:
WHEELCHAIR SEATING (This is floor seating) • Special tickets are required for this
section • Disability tickets are part of your
allotment of tickets – not extra• One person may sit with wheelchair
guest in this section and will receive a disability ticket
• The College cannot provide wheelchairs -- contact local vendors in Williamsburg regarding rentals.
Form is available in mid-February on the Commencement website to
request these services
Main Ceremony – W&M Hall Limited-Mobility
Accommodations The main entrances to William & Mary Hall involve a number of stairs in order to access the doors/seating. If you have guests that cannot negotiate a number of stairs, you should utilize the following:
LIMITED-MOBILITY SECTION (Lower level seating) • Special tickets are required for this
section • Limited-mobility tickets are part of your
allotment of tickets – not extra• We cannot seat your entire party in this
section • You will be issued special tickets one for
the guest needing this seating and one to allow someone to sit with them
Form is available in mid-February on the Commencement website to
request these services
Main Ceremony – W&M Hall ASL / Hearing Impaired Accommodations
AMERICAN SIGN LANGUAGE (No special tickets required-just let us know you need this service)
• Seating is a first-come, first-served • ASL interpreter• Headphones for hearing impaired
guests who desire them• Also available at department
ceremony with two-week advance notice.
Form is available in mid-February on the Commencement website to
request these services
Security at the Main Ceremony. . .
Commencement is a ceremony with a long tradition and great dignity. Please be reminded that alcoholic beverages are prohibited before and
during the “Walk Across Campus” and at William and Mary Hall.
W&M Hall: Prohibited Items• Backpacks and bags measuring larger than 1’ x 1’ x 1’• Umbrellas: Leave umbrellas at the door in an umbrella bin.• Outside food & drink: Concessions will be sold in W&M
Hall• Cameras with a lens greater than 4”• Firearms and other weapons• Laptop computers• Alcohol, use of any tobacco products, or illegal
substances• Noisemakers, laser pointers, balls, frisbees, inflatable
objects• Chairbacks, coolers, ice chests, • Pets• Anything deemed unsafe by police or event staff
Parking on Campus
• Advise your guests to park somewhere near your departmental ceremony and walk to W&M Hall.
• On Commencement weekend visitors may park in any space on campus marked Faculty, Staff, or Resident.
• City of Williamsburg – city street parking is enforced with a decal system – do not park on city streets which require resident color decals.
• Be aware of other postings for no parking during this weekend and adhere to sign rules. Parking regulations are enforced 7 days a week, 24 hours/day.
• Handicapped Parking -- Only vehicles with state-issued (any state) handicapped license plates or placards may park in the handicapped parking. At the main ceremony (W&M Hall) there are a limited number of handicapped spaces surrounding W&M Hall. These spaces are distributed on a first-come, first-served basis.
• The College DOES NOT issue any type of parking pass for Commencement Weekend – handicapped or otherwise.
Traffic gets very heavy by 8:45 a.m. on Sunday --EXPECT DELAYS!
Food on Sunday. . .
• Concessions: Will be available at W&M Hall before the ceremony (breakfast biscuits, assorted pastries, granola bars, water, coffee, juice).
• Pre-ordered Lunches: Sunday’s main ceremony will finish just after 12:00 noon. Guests may pre-order lunches for pick-up following the ceremony. Order form will be available in the spring.
• Departmental Receptions: Most departments offer light refreshments at their individual receptions following the departmental ceremony.
Weather
Rain locations are listed in the schedule
Sign up to receive text alerts (form on website)
Regular updates via Facebook, Twitter, Commencement website
Special Events Information Line: 757-221-3868
The Student Affairs Office (Campus Center 219) will be open from 9-3 on Saturday May 10 to assist you with ticket or event questions.
Make sure you have resolved any academic or account issues at the registrar’s office or bursar well beforehand (Student Affairs cannot assist you with these matters).
On Sunday, May 11 there will be an information office staffed at W&M Hall from 8-11:00 am.
Staffing on Commencement Weekend
If you live on campus...
Graduating seniors must turn in their residence hall keys by 12:00 noon on the Monday following Commencement. If you have any additional questions about moving out of the halls, please contact the Office of Residence Life at (757) 221-4314.
Graduating students must turn in their residence hall keys by 12:00 noon on the Monday following Commencement.
If you have any additional questions about moving out of the halls, please speak with your RA or contact the Office of Residence Life at (757) 221-4314.
Commencement Events Office of Student Affairs
at email: [email protected] or 757-221-1236
Graduation Requirements Office of the Registrar
at email: [email protected] or 757-221-2807
Regalia and Graduation Merchandise W&M College Bookstore
at 757-221-1669
Commencement website: www.wm.edu/commencement
Who do I ask?
Questions
