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Information for Staff and Faculty

Please note, for the May 2021 commencement ceremonies, specialized instructions will be emailed to faculty/staff volunteers in late April.

 

Optional, but encouraged, training sessions will be available at the following dates/times.  All trainings will be held on Friday, May 7th in the Multipurpose Building.

  • 8:30am, training for staff/faculty volunteers 
  • 9:00am, training for college stationary hooders and program hooders*
  • 9:30am, training for faculty marshals*

*Please note: faculty who are acting as hooders during the graduate ceremonies may not also be a Marshal at those ceremonies.  Unless you've figured out how to clone yourself.

 

Volunteer Duties

Marshals

Faculty marshals should arrive dressed in regalia at least 60 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).

The spring 2021 commencement ceremonies will use 12 marshals per ceremony.  Each marshal number will be assigned specific duties to be performed during the degree conferal portion of the ceremony.

To maintain social distancing, there will be no student "line-up" in the hallways and no student processional.  Instead, students will be seated by marshals when they arrive.

Floor seating information:

  • The first row will be saved for the name readers and special guests. 
  • A few minutes before the ceremony start time, ask the students to stand for the platform party processional and to remain standing until the emcee instructs them to be seated.
  • If there is more than one college represented at a ceremony, an empty row will be left between the students in each college.
  • There will also be an empty row between students and faculty.
  • After the platform party has reached the stage, take a seat behind the students
  • Some marshals will be needed to seat late arrivals

Duties During Conferring of Degrees:

  • Students will be released in one row starting at the front.  Students will go to their right, up the right ramp, across the stage and down the left ramp, back to their original seat.  There will be no center ramp from the sub-stage.
  • 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.
  • Some of the spring and summer candidates will have brought their diploma covers with them to the ceremony.  These students should carry their diploma covers up to the stage with them.  Students that do not already have a diploma cover will receive one on the stage.
  • Due to COVID-19 students will not shake the President's nor their dean's hand.

Duties During Recessional: 

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.

For the Spring 2021 ceremonies, there will be at least one name card reader per ceremony with some ceremonies having two name readers (one per college).  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.  

Note: faculty who volunteer as Name Readers may not serve as Marshals for the same ceremony.

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.

Note: faculty who volunteer as college stationary hooders may not serve as Marshals for the same ceremony.

Program Hooders (Faculty)

Program Hooders are only needed for the graduate ceremony, not the undergraduate ceremonies. Program Hooders should arrive at least 60 minutes before the ceremony start time and check in at the Registrar's Office volunteer table at the east end of the arena. For the December 2020 ceremonies, there will be no student line-up in the hallways of the Multi.  Students are being asked to get to their seat upon arrival to aid with social distancing.  After checking in, please proceed the seating section for your college/academic program and assist students to their seats.  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 sit with the students at least 60 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.  

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.

Note: faculty who volunteer as program hooders may not serve as Marshals for the same ceremony.

Line Up Assistants (Faculty and Staff)

To promote social distancing, there will be no student line-up for the May 2021 ceremonies.  Students will be directed to their seats upon arrival.

 

After assisting students to their seats: 
  • 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 (unless they have opted out of hooding due to COVID-19 concerns
  • 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 and after crossing the stage, students may remove their masks for these photos
  • students will also have their picture taken on the sub-stage with Dr. Best, but must wear their mask on the sub-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

  • Students will be released to cross the stage from front row to the last row.  
  • A live feed of the ceremony can be found here

Common Student Questions

Where can I pick up my name card?  It will be waiting for students on their seat, in alphabetical order.  Name cards are placed only for students who RSVPd.

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?  Sit in your assigned seat and stand when the ceremony begins.  You may be seated when the Master of Ceremonies says.

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?   Graduates will be led OUTSIDE of the building using the east and southeast doors.  Make a plan to meet your family outside.  

When will I get my diploma?   Diplomas will be mailed in early July for spring graduates and early 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 alphabetical order.  Graduate students are also divided up by college/academic program.  

Where should I sit?  Family groups will be escorted to seating by staff/faculty volunteers.  Rows/spaces will be marked off for social distancing.

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 26th, 2021 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 (available on flash drive)?  Ordering information can be found on the inside cover of the commencement program or also here.

 

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