1. WINTER GRADUATION 2013 INFORMATION PACK Faculties of Art, ECS, Health Sciences, Humanities, Ocean and Earth Science and Psychology

2. Address Exams, Awards & Graduation Office Student Services Centre George Thomas Building 37, Room 2113 University of Southampton Highfield Southampton UK SO17 1BJ Telephone +44 (0) 2380 593620 (office open 8.30am – 4.00pm) Email graduate@soton.ac.uk Before contacting the office, please have the following information ready:  Student ID number  School  Award degree and subject Website www.southampton.ac.uk/graduation The Graduation Ceremony is a formal occasion at which your award will be conferred and provides a fitting occasion to celebrate your achievement in the company of family, friends and fellow graduates. If you are unable to attend, you have the option to graduate in absentia (‘in absence’) and we will post your Award Certificate to your chosen UK address. The closing date for registering your attendance or non-attendance is 31st October 2013. You are advised to register early to avoid disappointment – do not wait until you receive your results. If you choose to attend your Ceremony it is important that you read this information carefully. More in depth and updated information is displayed on the dedicated Graduation website. On the Graduation website you will find the ‘Frequently Asked Questions’ pages – these are very informative and you may find them useful. * Subject to being awarded As a Graduand you are invited to attend the Winter Graduation* at the University of Southampton held on 17, 18 and 19 December 2013 Winter Graduation 2013

3. Apply online using the link you will be sent via email. You should do this even if you are not attending – we need to know if you wish to graduate in absentia to be able to post your certificate to you. Clear all outstanding debts to the University (such as course fees, library fines and accommodation costs) and return any University property that may be in your possession. Contact your Faculty if there is any question over your eligibility to graduate. Order your academic dress from Wippells at www.wippellgownhire.co.uk if you are attending the Ceremony. Book restaurants at the University or externally and book accommodation if you and your guests intend to stay nearby. Use the online application to notify the Graduation Office if you or your guests have any additional health requirements. Visa Letters: Graduands from overseas may apply to the Graduation Office for a letter that they can present to their home authorities with an application for a visa, confirming they are a registered student expecting to attend a graduation ceremony in this academic year. They can do this using the online application. Please note, you must be eligible to graduate before a visa letter can be issued. If you are in any doubt please contact your Faculty. Please allow 5 working days for your visa letter to be sent or emailed to you. Your request will be processed and you may opt to collect your visa letter from our office. Things to do before Graduation (for comprehensive details on all aspects of Graduation please see the website: www.soton.ac.uk/graduation). Introduction

4. Graduand and your automatically allocated 2 guest tickets are free of charge for the graduation ceremonies. Graduands will be allocated a specific seat in the ceremonial hall, which they will be informed of via the printable e-ticket emailed to them in December (approximately 1 week before the ceremonies begin). Each graduand will automatically be allocated 2 free guest tickets. On the day graduands should print off their e-ticket and bring this with them to register their arrival and collect their guest tickets from the ticket collection and information desk, which is located in the Student’s Union Building. TICKETS WILL NOT BE POSTED TO YOU Please note that guest tickets can only be collected by graduands with their printed e-ticket who have already collected their academic dress. Registration and tickets are available for collection one and a quarter hours before your ceremony. NB graduands must be seated 30 minutes before the start of their ceremony. Guests must be seated 20 minutes before the start of the ceremony – or seats may be reallocated. Requesting extra guest tickets Graduation ceremonies are extremely popular events and almost always full. For this reason each graduand is automatically allocated 2 guest tickets. However, we do offer two further levels of customer service which, whilst not guaranteed, may enable you to obtain a maximum of 2 extra guest tickets. On the day, 45 minutes before each ceremony starts, the Deputy Halls Manager (identified by crimson robes and located at the guest doors of the auditorium) will take a list of names and be able to issue extra tickets for the seats of any ‘no show’ guests for each ceremony. The charge for extra tickets is £10 each. We will do our utmost to secure extra guest tickets for you but a successful outcome cannot be guaranteed. Please do not be deterred from inviting further family and friends as there are many venues relaying the ceremonies live to plasma screens. Tickets

5. Academic dress is mandatory at the University of Southampton graduation ceremonies. It is your responsibility to obtain the appropriate academic dress from our supplier, J. Wippell & Company Limited. FOR MORE INFORMATION AND TO PLACE YOUR ORDER, HEAD TO WWW.WIPPELLGOWNHIRE.CO.UK The Wippells website also contains a very informative full photographic representation of each academic robe. Here you will also find the Wippells Frequently Asked Questions page which will help answer any questions that you may have concerning your academic dress. Do not leave ordering your robe, hood and mortarboard until the last minute, Wippells require a minimum of four weeks to process your academic dress order. Wippells will send a confirmation receipt of your order. A payment receipt will also be sent and overseas students may choose to use this receipt to claim back tax. Graduand robing will be available as follows : Page 5 Collect and return your robe, hood and mortarboard from the Student Union Building (SUSU Cafe). Graduation ceremonies are formal occasions therefore smart dress is appropriate, jeans and trainers are not permitted. All graduands attending ceremonies are expected to be suitably attired and to wear the academic dress appropriate for their award. Women should wear a buttoned blouse and skirt, a dress (long or short sleeved), or a suit/trouser suit with dark shoes. Men should wear a suit, shirt and tie, with dark shoes. Where appropriate, we welcome graduands who wear traditional or national Dress or full military uniform. For practicality we recommend that you wear a button through blouse/shirt, which will enable you to attach the academic hood to your clothing without pins. However it may be a good idea to bring some safety pins with you so that your Hood will remain secure. For ladies their mortarboard is pinned to their hair securely and you will not be asked to remove your mortarboard during the ceremony. Men are asked to remove their mortarboard on entering the auditorium of the ceremonial hall. You are asked to keep your mortarboard securely under your LEFT arm throughout the ceremony and during your presentation to the Presiding Officer. Men will once again wear their mortarboard on exiting the ceremonial hall. Important - Do not wait for confirmation of your award before ordering your academic dress as a charge will only be made for academic dress actually used. In the event that your academic dress is not required, your money will be refunded, provided you inform Wippells in writing within 30 days following the ceremony and include your request in a stamped self-addressed envelope. Graduand Robing CollectionCeremonyReturns 8 am10 am5.30 10 am12 noon5.30 12 noon2.15 & 3 pm4pm

6. Before the Ceremony On arrival at the Highfield Campus please collect your academic dress by making your way to the Student Union Building 42. Here you will find Wippells, the University’s robe makers. Next, head to the Ticket Collection and Information Desk to register your arrival and collect your guest tickets – located in the same area. Please remember that to collect your tickets you must be wearing your academic dress. Ticket collection is available an hour and a quarter before the start of your ceremony and closed for lunch between 12-1pm. Important – Graduands must collect their guest tickets and then register at the Ceremony Registration Desk in the foyer of the Turner Sims. Please present your e-ticket for access to the ceremonial hall. If graduands do not register they will have their name removed from the readers list and will not have their name announced, or be presented, during the ceremony. Once you have collected your tickets, please make your way to the Turner Sims which is your ceremonial hall and register your attendance. Graduands are asked to hand any personal possessions to their guests for safe keeping at this time. Venue doors open 45 minutes before the ceremony takes place. Graduands must be seated 30 minutes before the start of the ceremony. Please do not change seats or position in the line-up for presentation. Please turn off mobile phones. Guests must be seated 20 minutes before the start of the ceremony. Any available seats can be allocated to additional guests. The ceremonial halls doors will close 10 minutes before the start of the ceremony, after which time there can be no further admittance. All mobile phones must be switched off – not just on silent as any incoming calls are picked up by the public announcement system. During the Ceremony On entering the auditorium of the ceremonial hall female graduands keep their mortarboards/bonnets on, male graduands remove their mortarboard/bonnet and place them securely under their LEFT arm until they are ready to leave the ceremonial hall. Graduands and guests will be asked to stand whilst the graduation procession enters the ceremonial hall. Once the graduation procession has reached the platform, graduands and guests are asked to be seated. The Presiding Officer will declare the congregation open, and make the opening address. At the appropriate moment, the Faculty Marshal will ask your row to stand for presentation and guide you to the Graduands’ Marshal, near the platform area. Your name will be checked again. When the Reader calls your name, walk across the platform to stand in front of the Presiding Officer. They will then place their hands over your hands (your hands are palms pressed together as if in prayer), and say a few words of congratulations to you. Leave the platform on the far side, where an usher will guide you on circuiting the ceremonial hall. A School Marshal will guide you to your return seat. Please be aware that this may not be your original seat and therefore you cannot leave personal possessions under your seat. Restrictions on entrance to the Auditorium The University of Southampton reserves the right to refuse admission or to ask any graduand or guest displaying inappropriate behaviour to leave the ceremony. On the day/during the Ceremony

7. Ceremonial Hall Graduation ceremonies are held on the Highfield Campus in the Turner Sims Concert Hall. Ticket Collection and Information Desk The Ticket Collection and Information Centre Desk is located in the Student Union Building 42 and is where ALL graduands must come to register their arrival and collect their guest tickets for entrance into the ceremonial hall. Please see the graduation facilities map before your ceremony day to identify the location of this ticket desk. Graduand Robing collection and drop-off Wippells & Co, the University robe makers can be found in SUSU Cafe located in the Student Union Building 42, behind the Jubilee Sports Centre. Photography, DVDs and University Gifts These three facilities are available from The Cube, located once again in the Student Union Building, lower level. Plasma Screen facilities can be found at the following locations: Hartley Suite, Turner Sims Foyer, The Arlott Bar, The Graduation Family Marquee. Food and refreshments can be purchased from: The Piazza Restaurant, The Hartley Bar, The Arlott Bar, Lattes Coffee Shop, The Blue Room, The Bridge Bar, The Stags Head Bar. Please refer to the Graduation Map overleaf for the location of the various venues at Graduation. The Graduation Family Marquee Set in the middle of the proceedings this marquee provides a large 8ft x 6ft live-link cinema screen of the ceremonies as they happen. This marquee seats 120 persons, in rows, and as it is on level ground is ideal for guests with mobility difficulties and children in buggies/pushchairs. As this is the University of Southampton family marquee there are also some extra provisions for children, including bean-bag seating, buggy parking and a TV showing CBeebies children's programmes. Open from 9am – 5.30pm. Please note: There is no provision for leaving children unaccompanied at any time. A responsible parent/guardian must remain with each child at all times. If you wish to leave your child in nursery care there is a fully Ofsted regulated nursery on campus, places must be booked in advance. NB Venues are open from 8am – 5pm for refreshments. Graduation Venues

8. Page 18 Up to 2,000 visitors are expected to visit the University on each day of graduation. There is parking only for Blue Badge holders and some reserved spaces for graduands and guests with additional health requirements. Pre-registration will be necessary to secure a parking space at Highfield. If you or your guests experience mobility problems please be advised that the Uni-link bus service is fully wheelchair/mobility friendly. This includes the bus service that runs from the dedicated Graduation Wessex Lane (Halls of Residence) park & ride location and drops you at the entrance door to graduation. With advanced planning you may choose to organise your car driver to drop your guests at the Highfield Campus and then go and park-up at Wessex Lane. Please be sure to pass this information to whoever will be driving on the day. The pantomime will be taking place in the Nuffield Theatre throughout winter graduation, running 3 performances a day. This means that the pay and display car parks will be in heavy demand. All other car parks will be unavailable due to coach parking for schools attending the pantomime. The roads around the University have restricted residential parking, which is strictly enforced. Parking at other campuses or halls of residence will not be permitted. However, to ease your journey to Highfield Campus we offer you the dedicated graduation park and ride service. These special graduation shuttle buses will run continuously non stop between 8am and 5pm on 17, 18 and 19 December. This is over and above the regular Uni-Link bus service with the U1 and U6 buses calling at Wessex Lane and on to the Highfield Campus interchange. This will mean that a bus will be available approximately every 10 minutes. If you miss the graduation bus please use the regular Uni-Link U1 or U6 and this will drop you at the interchange by the Nuffield Theatre, graduation venues will be signposted from here and the U1 and U6 returns past Wessex Lane until 10pm daily. Parking in Wessex Lane also offers you the peace of mind of helpers all the way, at the entrance to parking, bus alighting, bus travel, along with direction once on the Highfield Campus through to your return journey. Dedicated graduation parking bus service helpers will be available to offer assistance from 8am – 5pm on all days. The cost for this service is only £5 per car, not person, and this includes the bus fare for all your guests. The link to the online store can be found on the website: http://www.southampton.ac.uk/graduation/winter/southampton/parkandride.html Park and Ride Service

9. How to contact the Graduation Office: Please email: General enquiries – Graduation@soton.ac.uk Application enquiries – Gradapps@soton.ac.uk Additional Health Requirement enquiries – Gradar@soton.ac.uk Visa requests – Gradvisa@soton.ac.uk Address Graduation Office Student Services Centre George Thomas Building 37, Room 2113 University of Southampton Highfield Southampton UK SO17 1BJ Telephone +44 (0) 2380 594 775 (office open 9.30am – 4.30pm) Website www.southampton.ac.uk/graduation University Gifts: www.soton.ac.uk/gifts +44 (0) 2380 597 358 Tempest Graduation Photography: www.tempest-graduations.co.uk +44 (0) 1736 752 411 Cam3Media (DVDs): www.cam3media.co.uk +44 (0) 2588 650 456 Alumni: www.soton.ac.uk/alumni +44 (0) 2380 592 747 Careers: www.soton.ac.uk/careers +44 (0) 2380 593 501 Catering and Hospitality: www.soton.ac.uk/catering +44 (0) 2380 596 692 Uni-link Buses: talk2us@unilinkbus.co.uk +44 (0) 2380 595 974 Tourism: www.visit-southampton.co.uk +44 (0) 2380 833 333 Useful Contacts

10. Campus Overview