Degrees & Awards Congregation for the conferment of - York Minster - York St John University
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Congregation for the conferment of
Degrees & Awards
York Minster
February 2022
Information Guide
York St John University 1
York St John University is hosting graduation
Contents Page
ceremonies for the Class of 2021 in February 2. Ceremony dates 4
2022. Thank you for your support while we 3. Tickets 5
have worked towards hosting rescheduled 3.1 How to confirm your attendance and book guest tickets 5
ceremonies delayed by the pandemic. 3.2 Extra guest tickets 5
3.3 Ticket refunds 5
The following guide is for graduands attending
3.4 Lost or not received tickets 6
February 2022 ceremonies, with everything 3.5 U nable to attend the ceremony 6
you need to know about your degree 3.6 C ontact details for ceremony tickets 6
ceremony, how to book, what to do on the day
and frequently asked questions. 4. Livestreaming 7
5. Dress code 8
Academic congregations will be held to
celebrate the conferral of degrees and awards 5.1 Gown hire 8
upon students of the University who have 5.2 Academic Dress 8
successfully completed their studies and 6. Photography and video 10
had their award conferred at the Board of
6.1 Professional photography 10
Examiners for Progress and Award (BEPA)
6.2 Personal photography 10
between November 2020 and December 2021.
7. Arrival instructions 11
8. Entry to the Minster 11
9. Security 11
10. G
raduand and guest seating 12
11. During the ceremony 12
12. P
ost-ceremony refreshments 12
13. Data Protection 13
14. Useful Information 14
14.1 Visas for overseas students attending the graduation 14
14.2 Accessibility 14
14.3 Additional Requirements 14
14.4 Car parking 14
14.5 Babies and Children 14
14.6 Certificate and Transcript 15
14.7 Can I defer my attendance? 15
15. Congregation gifts 16
16. Alumni 16
17. Careers 16
18. Campus map 18
19. HEAR – Information for students 20
2 Information Guide York St John University 3
2. Ceremony dates 3. Tickets
Date Time School 3.1 How to confirm your attendance 3.2 Extra guest tickets
and book guest tickets
If additional tickets become available for
Monday 7 February 10.00am School of Education, Language and Psychology degreeceremonies@yorksj.ac.uk
your ceremony, we will make them available
An invitation to your graduation ceremony, to you in January. The number of tickets we
Monday 7 February 1.45pm School of Education, Language and Psychology
has been sent to your personal or home will be able to offer will depend on the size of
Tuesday 8 February 10.00am School of Education, Language and Psychology email address. If you have not received each ceremony. Any additional tickets will be
your invitation or you have changed your allocated on a first come, first served basis via
Tuesday 8 February 1.45pm School of Science, Technology and Health contact details recently, please let us the Ede and Ravenscroft online portal. Emails
know by contacting degreeceremonies@ will be sent out by the University to notify you
Wednesday 9 February 10.00am School of Science, Technology and Health yorksj.ac.uk. The deadline to confirm your when/if these extra tickets are available.
York Business School attendance and book guest tickets was
If any of your guests are no longer able
Friday 17 December.
to attend please let us know by emailing
Wednesday 9 February 1.45pm York Business School Your own seat number in the Minster will be degreeceremonies@yorksj.ac.uk. This will
on your e-ticket which will be emailed to you allow us to release tickets to others in your
Thursday 10 February 10.00am York Business School
around a week before the ceremony, along ceremony.
with your guest tickets. Please ensure that
Thursday 10 February 1.45pm School of the Arts
you give your guests their tickets as these 3.3 Gown refunds
will be checked on entry to the Minster. If you have hired your gown and find that
Friday 11 February 10.00am School of the Arts
School of Humanities The University is waiving the cost of up to you can no longer attend, you can request a
two guest tickets. Initially you will be able to refund via the Ede and Ravenscroft booking
Friday 11 February 1.45pm School of Humanities book two guest tickets only (your own ticket website. Requests received by email by
is also free), but further tickets may become 5:00pm on 21 Janaury 2022 will be refunded
available in January. Guest tickets must be in full. After this deadline no further refunds
ordered before the ceremony. will be given. The University works hard
to ensure that the degree ceremonies are
If you experience any technical issues with enjoyable and celebratory, and as they are
ordering your tickets and /or gown, please non-profit making, we cannot issue late or
contact the dedicated customer service post-ceremony refunds.
department at Ede and Ravenscroft on
Customer_services@academic-services.
co.uk or telephone 0370 2421170 (national
rate).
4 Information Guide York St John University 5
4. Livestreaming
If you have family or friends who are unable Although every effort is made to ensure the
to attend the ceremonies, they will be able to live webcast is available to all viewers, York
watch a livestream of the occasion. St John University cannot accept liability for
any loss of webcast availability.
Each ceremony will be streamed live from
York Minster and will be available to view on
the York St John University Events YouTube
channel: https://www.youtube.com/c/
ysjuevents and be available for a limited
period following graduation week. The
footage will not be available for purchase.
3.4 Lost or not received tickets 3.5 Unable to attend
Graduand and guest e-tickets are issued the ceremony
by email via the Ede and Ravenscroft If you are unable to attend the ceremony
online booking system. Please print out or please contact the University on 01904
download onto a mobile device and bring 876757 as soon as possible, giving your name
all tickets with you on the day as they will and the title of your award. We hope, however,
be checked and verified by staff on entry that your arrangements will proceed without
to the Minster. If you have any problems any difficulty and that your ceremony will
downloading your tickets or do not prove both memorable and enjoyable for you
receive them please contact the Ede and and your guests.
Ravenscoft Graduation team, before the day
of the ceremony on: Customer_services@ 3.6 Contact details for
academic-services.co.uk or telephone ceremony tickets
0370 2421170 (national rate). If you are having technical issues ordering
Your seat number in the Minster will be on your tickets, you will need to contact Ede and
your e-ticket (graduands only). Please make Ravenscroft directly. For other graduation
sure that you are aware of this number enquiries, please email the University
before you enter the Minster so that we can Degree Ceremonies team on
show you to your seat as quickly as possible. degreeceremonies@yorksj.ac.uk.
6 Information Guide York St John University 7
5. Dress code
5.1 Gown hire 5.2 Academic dress
Graduation is a formal occasion and Graduation is a formal occasion, please
academic gowns are required for all dress in smart clothes.
participating students and staff.
Students may wear their national costume, if
You can hire your gown through the Ede & they would like to. The Minster can get very
Ravenscroft online booking website at the cold in November, so graduands and their
same time as you confirm your ceremony guests are advised to wear warm clothes.
attendance.
Students must be wearing a gown in order
You will need to provide details of your height to graduate. Ede & Ravenscroft provide this
and head measurements. gowning service.
Ensure you order the correct gown - they For York St John University ceremonies
are different for each level of award. The mortar boards are not worn during the
final deadline for ordering your gown is 21 ceremony but may be worn following the
January 2022. conferral of all awards or when processing
out of the Minster.
Hired gowns will be available for
collection from the Merchant Taylors’
Hall, Aldwark, YO1 7BX on the day of
your ceremony from 7:00am and must
be returned to the Hall by 5:00pm. The
Merchant Taylors’ Hall is a short distance
from the University campus and York
Minster, please refer to the map at the
end of this guide for directions. You and
your guests will be required to wear a face
covering in this venue.
8 Information Guide York St John University 9
7. Arrival instructions 8. Entry to the Minster
Please allow at least two hours to collect Graduating students should enter the
your gown and have your photographs taken Minster by the South Door on Minster Yard
before the start of your ceremony. Collect (near the Roman Column and the statue of
your gown from the Merchant Taylors Hall Constantine).
and then make your way to the York City
Guests with additional needs will be sent an
Church for photography. Please refer to the
email with specific information on what they
map at the end of this guide for directions.
should do on the day - they should bring this
Roads are very congested in York and car email with them to the Minster.
parking is in short supply. Please allow plenty
You and your guests are required to wear a
of time for your journey and to negotiate the
face covering inside York Minster.
traffic in York.
All ceremonies will last approximately 1 hour 9. Safety and security
30 minutes .
We are holding several smaller graduation
6. Photography and video For morning ceremonies, gowns and ceremonies in February at reduced capacity
photographs will be available from 7.00am. to ensure that distancing can take place.
6.1 Professional photography Photographers will also be present during
You will need to be gowned and arrive at York You and your guests will be required to
Ede & Ravenscroft are providing the the ceremonies to photograph every wear a face covering inside York Minster
Minster by 9.30am at the latest.
photography for the ceremonies and you graduand receiving their award on the stage but you will be permitted to remove it when
can pre-book your photography package - these photos will be available to purchase For afternoon ceremonies, gowns and you cross the stage. We will respond to any
through their online booking website at the from the Ede and Ravenscroft online gallery photographs will be available from 10.00am. changes in national guidance regarding
same time as you confirm your attendance afterwards. You will need to be gowned and arrive at York Covid-19 and keep you informed of any
and hire your gown. Minster by 1:15pm at the latest. actions you may need to take.
After the ceremonies Ede and Ravenscroft
Photography will take place at York City will be able to supply you with the password If you are inadvertently delayed and think Please note York Minster has adopted
Church, Gillygate, YO31 7EA. Please to access the photographs. You will need that you may be late for the start of the security arrangements to help keep all
make your way to the photography to find your photo and then follow the ceremony, please make sure that you contact our visitors as safe as possible. All guests
location once you have collected your instructions on screen. Any queries can be the University on 01904 876757 as soon as are asked to limit any articles they bring
gown. York City Church is a short addressed to possible. with them to small personal hand bags.
distance from the University campus and Backpacks, luggage and suitcases of any
photography@edeandravenscroft.com
York Minster, please refer to the map at description will not be permitted into the
the end of this guide for directions. You building. All visitors to York Minster may be
6.2 Personal photography
and your guests will be required to wear a asked to have their belongings searched by
face covering in this venue. There are no restrictions on photography in a member of the Minster Police. We are very
the Minster, but we do ask graduands and grateful for your cooperation.
their guests to consider others when taking
photographs.
10 Information Guide York St John University 11
10. Graduand and 11. During the Ceremony 13. Data Protection
guest seating At the appropriate time, you will be directed Graduates, guests and staff attending Audio and visual images of the ceremony
Graduating students will find their individual onto the stage where your award will be graduation ceremonies should be aware are publicly available through a livestream
seat number on their e-ticket (sent by email conferred. A photograph of you crossing the that they are regarded as public events. broadcast of the ceremony via the internet,
a week before the ceremony). When entering stage will be taken by the Ede & Ravenscroft The names of graduates (including those which includes the announcement of
the Minster, graduands will be directed to official photographer You will then be graduating in absentia) are published in graduate names. There may also be local
their seats by the stewards. Please sit on the directed by University staff back to your seat. commemorative graduation brochures media or University photographers and
chair with your name and number on it. which are distributed on the day to all in videographers present at the event and, by
Once the ceremony is declared closed the
attendance. In accordance with principles attending, you give permission to use any
Once you have taken your place, please academic procession will leave the Minster
set out in the General Data Protection general images in publications, promotional
remain in your seat – if your seat is empty, it through the South Transept doors. The
Regulation (GDPR), graduates are asked materials, advertisements, websites or any
will indicate you are absent, and you will not stewards in charge will direct new graduates
to ‘opt in’ to give their consent for their other digital media or filming authorised
be presented for your award. to join the procession at the appropriate
names to be listed in the brochure. Details by the University. By attending the event,
moment, out through the South Transept
Guests do not normally have pre-allocated include name and course only, NOT degree graduates and guests consent to be party
doors, and into the Minster Piazza - where
seats. Guests should follow instruction from classification. If anyone graduating in to these practices. Please make yourself
you should wait for your guests to re-join you.
the stewards on where to sit. Please note in person, or in absentia objects to the known on the day if you do not wish to be
larger ceremonies there are overflow seating Guests should remain in their seats until publication of their personal data they featured in any photography.
areas in the Minster which do not have a directed to leave the Minster via the Great should choose not to ‘opt in’ during the
direct view of the stage but will have screens West door. booking process and their name will not
to broadcast the ceremony. be published. The University cannot be
responsible for graduation brochures once
All seats have extra leg space to ensure
they have been distributed to guests.
guests are as comfortable as possible.
Guests should remain in their seats until
directed to leave the Minster by a steward
after the ceremony.
York Minster can get very cold in February,
therefore we recommend that guests dress
as warmly as possible for the ceremonies.
12 Information Guide York St John University 13
14. Useful Information
14.1 V
isas for overseas students 14.4 Car parking
attending the graduation The many public car parks in York will be sign
It may be necessary for international posted. Information on parking and maps
graduands to request an invitation letter to of the City of York and the campus can be
support a visa application. Please email your found on our visitor information page.
details to degreeceremonies@yorksj.ac.uk.
The long-stay car parks closest to the
University are at Union Terrace, Foss Bank
14.2 Accessibility and St John’s Street.
If you or any of your guests require a
wheelchair space, please indicate this when Please note: there is a vehicle height
you register on the Ede and Ravenscroft restriction in the car parks of 6’ 6”.
booking portal. The entrance points at the Car parking facilities are not available on
Minster for both graduands and guest are campus or at the Minster.
accessible for wheelchairs. 14.6 Certificate and transcript 14.8 Changes to your ceremony
14.5 Babies and children Due to the impact of the pandemic on these (force majeure)
14.3 Additional requirements The University aims to make its graduation delayed ceremonies, you will receive your In the event of the graduation ceremony
Should you or your guests have any ceremonies as welcoming as possible, degree certificate and transcript in the post being cancelled or delayed due to
additional requirements you feel we should but the formal nature and duration of the prior to your ceremony. circumstances beyond the University’s
be aware of, please indicate these when ceremonies may make them unsuitable for control, we will (where at all possible)
you register on the Ede and Ravenscroft babies and small children. All children that 14.7 Can I defer my attendance? rearrange the ceremony for an alternative
booking portal. We will then ensure suitable require their own seat must have their own date but will not be liable for any losses
It is University policy that attendance at incurred by you or your guests. Examples of
arrangements are made for you or your ticket, babies and small children can sit on
graduation ceremonies cannot normally such circumstances include natural disaster,
guests during the ceremony. This information guest’s knees.
be deferred; you are expected to attend acts or threats of terrorism, civil disturbance,
is held securely and only shared with those
Any children attending graduation must be the ceremony following completion of national mourning, government actions,
involved in the running of the ceremony.
accompanied by an adult other than the your award. However, deferral may be pandemic, industrial action, flood, fire,
graduating student as guests and graduating permitted if genuine circumstances prevent explosion, or the graduation venue becoming
students do not sit together. you from attending your ceremony. For otherwise unavailable.
consideration of deferral please email
degreeceremonies@yorksj.ac.uk. Please
note you must apply for deferral before the
date of your ceremony and attend a new
ceremony within one year.
14 Information Guide York St John University 15
15. Congregation gifts 17. Careers / Graduate
The Students’ Union (SU) stocks clothing
Outcomes
and gifts on behalf of the University, A national survey capturing the activities
including graduation teddy bears, hoodies, and perspectives of graduates launched
ties and other assorted gifts. All products December 2018. The responses to this
are available from the Students’ Union Graduate Outcomes survey will be crucial
Information Point throughout the year. in allowing current and future students to
make informed choices and in helping us to
The SU building is located in the centre of
evaluate and promote our courses.
campus and is easy to find. Whether you’re
celebrating your graduation, or want to spoil To support the survey, we are required
someone you’re proud of, our official YSJU to hold accurate contact details for you,
hoodies, T-shirts and graduation gifts are the including a personal email address, at least
perfect way to share success. one telephone number, and a postal address
(this can be a parental/guardian address).
16. Alumni We would be very grateful if you could now
This year’s degree ceremony is a celebration review and update the details we currently
of your time at YSJ. It’s the start of a new hold about you. Please, contact the York
phase and the Alumni team can’t wait to join St John University Careers, Placements
you on your journey and support you into the & Student Opportunities Team on 01904
future. Staying in touch with YSJ as an alumni 876710 or GraduateOutcomes@yorksj.
means you get to hear all about our news, ac.uk to update your contact details.
find out about new Postgraduate and other
courses, events and reunions and access our The survey is owned by HESA, the Higher
specialist career advice, no matter where you Education Statistics Agency, who have
are in your life. published more information for students as
well as guidance on how your contact details
To keep in contact follow us on Twitter (@ will be used:
YSJUAlumni), LinkedIn (York St John Alumni)
or email Alumni@yorksj.ac.uk www.hesa.ac.uk/innovation/outcomes/
students
www.hesa.ac.uk/about/regulation/data-
protection/notices
16 Information Guide York St John University 17York St John
University
(YO31 7EX)
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Gowning
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York City
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Photography
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GILLYGATE
BOOTHAM MINSTE
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RD Class of 2021
Graduation Gowning
and Photography
FEBRUARY 2022
18 Information Guide York St John University 1919. HEAR – Information for Undergraduate students HEAR stands for Higher Education Achievement Report. This is a report of your University achievements, including academic results and extra-curricular activities and awards. The HEAR is a written report that lists in sections your achievements during your time at University including module titles and grades, any awards you have received and any extra-curricular activities that you have been involved in. The HEAR is designed to be shared securely with others, for example with potential employers, employment agencies or postgraduate admissions departments. Currently the HEAR is only available to undergraduate students. If you have studied an undergraduate programme with us you will have been given details at the start of your programme that will allow you to access your HEAR through Gradintel. Gradintel are a company who provide the IT solution for many Universities for the HEAR. They also provide other services to employers who are able (data protection permitting) to search HEAR records when seeking graduates with specific skills. In addition to having online access to your HEAR, you can create a personal profile within your personal Gradintel space. You can use your HEAR as a prompt at job applications and interviews, for writing covering letters and personal statements. 20 Information Guide York St John University 21
Contact us
For any enquiries related to
graduation please contact
the Student Records team at
degreeceremonies@yorksj.ac.uk
or telephone 01904 876757.
22 Information GuideYou can also read
