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Information for Staff and Faculty

 

Volunteer Duties

Marshals

Faculty marshals should arrive dressed in regalia at least 30 minutes before the start of the ceremony and check in at the Registrar's table at the east entrance of the Multipurpose Building by the mule head. Marshals who do not own their own regalia may rent it through the UCM Bookstore in advance.

Red marshal cords will be handed out by the Registrar's office at the check in table (east entrance by the mule head).

Marshals 1 & 2

Duties During Processional:

  • For fall semester only: before leading the students down the center aisle these two marshals should determine which side the banner bearer will be seated on. Make sure a seat is saved for this student.
  • Marshals 1 and 2 will be the first to lead the students up the center aisle to their seats.
  • The first row or two will be saved for the readers and special guests. When you get the first empty aisle, walk through the chairs to the outer aisle leading the students to follow you. If during the fall ceremony be sure to save a seat for the banner bearer.
  • Ask students to remain standing until the MC instructs them to be seated. After the first row is filled, move to the end of the second row to assist getting students to the end of the row, making sure that each seat is filled. Leave one empty row in between colleges (fall ceremonies only).
  • Continue until all students are seated and then leave an empty row between students and faculty. Seat the remaining marshals (5-14) and the faculty from the gauntlet. After the platform party has reached the stage, take a seat with the marshals.

Duties During Conferring of Degrees:

  • You will assist students as they approach the ramp to the substage. Make sure that they have their name card in their hand and let them know that they will give it to the name card reader. The student will not get this card back. Let students know that they will shake the President's hand, then their dean's hand, and the they will exit using the center aisle.

Duties During Recessional: - 

 Marshals 3 thru 16: Duties to be assigned.

Name Card Readers

Name readers should arrive at least 30 minutes before the ceremony start time and check in at the Registrar's Office volunteer table at the east end of the arena.  After checking in, you can take your reserved seat at the end of the front row of the student seating - your chair will be marked for you.

There are two main name card readers per commencement ceremony and two back up readers.  Readers will be provided with the list of candidate names during the week of finals.  You will be provided with a small box on the podium in which to place the cards and a bottle of water. 

Students will approach the sub-stage from both sides of the arena, and the two name readers will take turns calling names.  The name card readers will read student's full names as printed on the name card and any Latin Honors (honors only apply to undergraduate degree candidates).   Cards should be kept in the order that they are read and given to Registrar's staff after the ceremony.  The cards are later used by the photographers to match up photos with students.  

Stationary Hooders (Faculty)

Stationary Hooders are only needed for the graduate ceremony, not the undergraduate ceremonies.  Stationary Hooders should arrive at least 30 minutes before the ceremony start time and check in at the Registrar's Office volunteer table at the east end of the arena.  After checking in, please proceed to the line-up area for your college.  You will be the first person to lead in your college's degree candidates.

Each college will identify 1-2 stationary hooders (a primary and a back-up).  These faculty members will stand on a platform facing the crowd and will hood each student in the college before they approach the ramp to the substage.  In addition to the stationary hooder, each academic program will have 1 program hooder that will walk in the line in front of their students and will assist with the hooding of their students, facing the student. After the student is hooded they will move to a photo station before going up the ramp to the substage.

Program Hooders (Faculty)

Program Hooders are only needed for the graduate ceremony, not the undergraduate ceremonies. Program Hooders should arrive at least 30 minutes before the ceremony start time and check in at the Registrar's Office volunteer table at the east end of the arena. After checking in, please proceed to the line-up area for your college.  You will be the first person to lead in your program's degree candidates.

Each academic program will have 1 program hooder.  (Please only one to keep the line moving!)  This faculty member will line up with the students at least 30 minutes before the start of the ceremony. Make sure that all students have their name card and that they are carrying (not wearing) their hoods. Make sure that your students proceed into the arena in a single file line and are seated on the same side of the center aisle. 

The program hooder will walk in the line in front of their students during the processional and will be seated with the students on the arena floor. When your row is released to approach the stage, you will go ahead of the students and walk past the stationary hooder. You will then assist with the hooding of your students, facing the student. After the student is hooded instruct them to move to the photo station near the ramp to the substage. Tell them to hold the card down or behind their back so it's not apparent in the photos.

Line Up Assistants (Faculty and Staff)

Faculty and staff assisting with line up can find a map of program locations here.

 

How to assist students during line up:
  • make sure each student has their name card.  If they do not have one they can get one at the Registrar's Office ticket booth at the west end of the building on the first floor.
  • make sure they are dressed in their regalia with the zipper to the top
  • if the student does not have their regalia, they must go to the University Store at the Crossing!
  • make sure their tassel is hanging to the left of their face
  • if they have lost their tassel, extras may be found in the ticket booth near the west doors
  • make sure graduate students have their hoods, but are not wearing them
  • the hood is carried on the left arm, folded in half (long ways) with the colored felt part near the hand and the pointed front part hanging away from the body
  • tell students that a commencement program is placed on their chair and that they need to have their hands free (except for the name card) when they approach the stage
  • let them know that they will be photographed before crossing the stage

Other Volunteers (Faculty and Staff)

Faculty and staff members who are not serving as a marshal or hooder, but who are serving in a general volunteer capacity should arrive at least one hour before the ceremony start time and check in at the Registrar's Office volunteer table at the east end of the arena.  You will receive an email from the Registrar's Office during finals week with more information about volunteering.

General Information for Volunteers 

  • If you have a university name tag, please wear it.
  • You may park anywhere at the Multipurpose Building (except for accessibility reserved spots).  You might want to park near an exit for a speedy getaway.
  • Your coats/valuables may be kept in the main office (room 101) or we have some less-secure space under the home bleachers on each side near the tables with the programs.
  • There is a first aid station in room 114 - staffed with medics.
  • If guests would like to recycle their programs they can drop them off at one of the program tables at each entrance.  
  • Programs are also available electronically here

Basic Info About Commencement

  • The May Commenement ceremony contains degree candidates for both spring and summer semester.  All summer degree candidates are invited to participate in May because UCM does not hold a commencement ceremony in August. 
  • A total of about 1800 students are graduating this Spring/Summer (UG and GR)
  • Number of degree candidates by ceremony (not all candidates attend the ceremonies): 
    • Friday 2:30pm:  552
    • Friday 6:00pm:  504
    • Saturday 10:00am:  377
    • Saturday 2:00pm:  368
  • Students will be released to cross the stage from front row to the last row.  
  • Two students will approach the stage (one from the left and one from the right) outer aisles at the same time.  The name readers will alternate reading names.  The student will shake the President's hand on the sub-stage, then their Dean's, and then will exit down the center aisle and go back to their original seat.
  • A live feed of the ceremony can be found here

Common Student Questions

Where can I pick up my name card?  Go to the ticket booth at the west entrance of the Multi.

I lost my name card, what do I do?  Go to the ticket booth at the west entrance of the Multi.  We'll make you a new one

Where can I pick up my regalia?  Have to go to the University Store at the Crossing.  Hurry!!

I have my name card and regalia, now where do I go?  Line up with your college.  Line up areas are one the first floor in the West hallway and on the second floor.

Will I get a program?  Yes, all students already have one on their seat waiting for them in the arena.

Where do I meet my family after the ceremony?   Weather permitting, graduates will be led OUTSIDE of the building.  Make a plan to meet your family outside.  

When will I get my diploma?   Diplomas will be mailed in July for Spring graduates and in October for summer graduates.  

I earned two degrees, can I get another diploma holder?  Only one is included in the graduation fee.  Any additional can be purchased through the University Store at The Crossing.
 

Common Guest Questions

Where will my student be sitting?  On the arena floor in random order.  Students are not lined up by major or name.  For the Saturday 10:00am ceremony, students in the College of Education will be seated at the front of the student section and students in the College of Arts, Humanities, and Social Sciences will be seated behind them.  

Where should I sit?  Anywhere except the chairs on the arena floor or seats reserved or held for the disabled/special guests.  Seating on the "home side" (north side) have backs and may be more comfortable for some guests.

Where is accessible seating?  Wheelchair seating is available on the first floor on the visitor side (south stands).  The ramp is located to the left of the stands.  Wheelchair seating is also available on the second floor on the home side (north stands).  The elevator is located in the east hallway.  (Before referring folks to wheelchair seating, check to see what spots are still available!  They fill up very fast.)

Where are the restrooms?  There are 4 sets of restrooms located on the first floor and one set on the second floor.  On the first floor, three sets are located in the main hallway that runs the length of the arena – this includes the men’s and women’s locker rooms which may also be used.  The fourth set of restrooms on the first floor can be found in the auditorium in the southeast corner (to the left of the visitor stands) - these are often pretty empty!

Where is a baby changing station?  Baby changing stations are available in the women’s faculty restroom (room 111) and also in the men’s restroom in the southeast corner of the arena.

What do I do with my stroller/walker/wheelchair?  F or those who are not being seated with their chairs/walkers, there is storage space available in the space to the left of the visitor stands (southeast corner of the arena) and some space by the stands in the northwest corner.

Why is my student not listed in the program?  Students had to apply for graduation by March 27, 2020 to make the printing of the program.  

How do I order the pictures that the photographer's take?  Students will receive information via e-mail about a week after the ceremony from GradImages.  They can be contacted at 800-261-2576 and at giservice@gradimages.net. 

How do I order a video of the ceremony?  Ordering information can be found on the inside cover of the commencement program or also here.

 

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