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Our Terms and Conditions

By registering to attend a Durham University ceremony you, the student, and your guests, are acknowledging that you have read, understood and agreed to the terms and conditions set out below.

1. Inclusion of Student Names and Images

By registering to attend a ceremony or accepting a guest ticket, students and guests are agreeing to the following:

  1. Roving photography throughout our events which may be used for marketing purposes and shared on social media.
  2. Photographs of the students, captured by an external supplier affiliated with Durham University as they cross the stage during the ceremony, are available after the ceremony to view and purchase.
  3. Live streaming of the ceremony via an external supplier affiliated with Durham University.
  4. Streaming of the ceremonies via the Durham University website.
  5. Student names and awards (and thesis title if applicable) in the programme insert.
  6. Student names announced on stage during the ceremony.
    1. Correct name pronunciations cannot be guaranteed. Students are given the option of submitting a name pronunciation (if it is often mispronounced) to their Faculty Office in advance of the specified deadline. This is provided to the Faculty Representative, who reads the names during the ceremony, on the day.

2. Registration and Attendance

a. Students who are invited to a graduation ceremony are subject to the following conditions:

  1. Students are only eligible to attend if they are formally awarded by a specified date.
  2. Students who do not successfully complete their award by the specified deadline will be moved to the next graduation cohort and will need to contact gowning and photography suppliers directly regarding their order.
  3. Durham University is not and will not be responsible for reimbursing or compensating students or their guests for any costs incurred relating to travel, accommodation, visa applications or any other items where a student is moved in 2.a.ii.

b. Communication regarding registering attendance at the graduation ceremony will be by email and on the ceremony web pages.

  1. All students expected to be eligible to attend will be sent reminder emails until they confirm whether they will or will not be attending. These emails will be sent to personal and university email addresses logged on the student’s Banner record. It is the responsibility of the student to ensure the email addresses logged on Banner are accurate and to contact Student Records to update if not.
  2. If a student has not received the emails regarding their ceremony it is the responsibility of the student to follow this up with the Ceremonies Unit by contacting us.
  3. Once the registration deadline has passed we will not be able to register late students. It is the responsibility of the student to ensure they register before the deadline. Students who have missed registration will not be able to attend a future ceremony.
  4. We do not accept any responsibility for students who have missed registration.
  5. The only true and honest source of ceremony information is the Ceremonies Unit so all communication should be directed there. The Ceremonies Unit is not responsible for misinformation from other sources.

c. In order to attend a Durham University graduation ceremony a student must satisfy the following criteria:

  1. Have registered via the online registration system by the specified deadline and received a confirmation email.
  2. Have notification from Durham University that their award has been ratified prior to the specified deadline.
  3. Been awarded a qualification eligible to attend graduation (Bachelor, Undergraduate Master, Postgraduate Certificate, Postgraduate Diploma, Postgraduate Master or Doctorate award). Students awarded any other qualification e.g. Undergraduate Certificate, Undergraduate Diploma or Graduate Diploma, are not eligible to attend the ceremony.
  4. Settled all tuition fee debt (for more information see section 6).

d. Students eligible for in-absentia degree conferrals (which take place between the ‘usual’ in-person ceremonies) will be contacted via email to register for their degree documents and advise if they wish to attend the next available ‘in-person’ ceremonies.

  1. Students who do not register will have their degree documents posted out as per section 3.b.
  2. Students who do not register or confirm that they do not wish to attend the ceremony will not receive any further communications from Ceremonies and will not be invited to any future ceremonies.

3. Degree Documents

  1. Degree certificates are not issued at the ceremonies, they are posted to the ‘Parchment delivery address’ listed on the online registration system. It is the responsibility of the student to update this address during the allotted registration period.
  2. Once the specified registration deadline has passed, the degree certificate will be posted to the address listed on the online registration system regardless of whether it has been updated. A cost will be incurred to send to an alternative address after the specified deadline.
  3. Degree certificates will be dispatched within 8 weeks of the conferral/ceremony. Overseas students can request courier delivery to track the documents/speed up delivery but this must be requested by the specified deadline.
  4. Soon after the degree is conferred, students will receive a pdf of their transcript and confirmation of their award to their Durham University email account (these cannot be sent to personal email accounts). These attachments should be saved immediately as access to them closes after a limited period. If a student fails to save their copy during this period, a cost will be incurred to send a further pdf.

4. Refunds

  1. Attendance at the graduation ceremony is free of charge but students must pay to hire academic dress (cap and gown) separately with Gray and Sons Robemakers (the external supplier affiliated with Durham University) in advance of the specified deadline.
  2. The closing date for all online bookings and refunds shall be shared with students as part of the registration information.
  3. Requests for refunds of gowning and photography costs must be directed to the gowning and photography suppliers.

5. Deferrals

  1. Students should attend the first ceremony they are invited to and are eligible to attend. Students are allocated a ceremony based on their department and are unable to attend an alternative ceremony save in exceptional circumstances, and this is at the discretion of the Ceremonies Unit.
  2. Deferral of a ceremony is reserved for exceptional circumstances only and is at the discretion of the Ceremonies Unit. Deferral is to the next available ceremony (as dictated by the Ceremonies Unit) and exceptional circumstances do not include, for example, work commitments, holidays, family events or guest availability.
  3. Deferral requests should be made during the relevant registration period, by contacting us, and requests after the specified deadline will not be considered.

6. Debts

  1. In accordance with Statues and Regulations: General Regulations no degree or other qualification shall normally be conferred upon a student while they have a tuition fee debt owing to the University.
  2. Any student with an outstanding tuition fee debt will have their degree certificate withheld and will not be able to attend the ceremony until such time as Student Registry and the Ceremonies Unit is notified by Credit Control that the debt has been cleared.
  3. If the debt is not settled by the specified deadline the student will not be able to attend a ceremony and will not be invited to any future ceremonies.
  4. Students are responsible for ensuring they respond to the Credit Control department at Durham University regarding outstanding debts on their account.

5. Behaviour

  1. Durham University does not tolerate abusive, violent or disrespectful behaviour towards its staff. Neither will Durham University tolerate this behaviour towards our students, their guests or members of the public.
  2. Durham University has a security presence at locations used for ceremony activities and reserves the right to remove any student or guest in line with 5.a.
  3. Students and/or guests who display disruptive or inappropriate behaviour, including but not limited to excessive consumption of alcohol, will be asked to leave the event or be refused entry.
  4. Students wearing clothing which displays offensive or derogatory slogans or writing will be asked to leave the event or be refused entry.

6. Dress Code

  1. The graduation ceremony is a formal occasion. Students and guests should dress accordingly
  2. By registering to attend the graduation ceremony you are agreeing to wear the official Durham University academic dress Statues and Regulations: General Regulations, to be hired from the external supplier affiliated with Durham University (Gray & Son Robemakers Durham Ltd, 4 Neville St, Durham DH1 4EY).
  3. Gown sharing is not permitted and gowns from suppliers unaffiliated with Durham University should not be worn.
  4. We reserve the right to refuse students entry to a ceremony if the incorrect academic dress is worn.

7. Guests

  1. Guest ticket requests must be made via the online registration system only. In order to maintain a fair and transparent system requests outside of this will not be considered.
  2. The online registration system is live, students can return/amend/request extra tickets throughout the allotted registration period.
  3. Once registration is closed, requests for extra tickets should be made at the Guest Ticket Desk on the day of the ceremony. Requests via other methods will not be considered.
  4. Guest seating on the day is on a first come first served basis. Seats are filled from front to back in the Nave (centre) first and then in the Side Aisles.
  5. The view of the stage in the Side Aisles is restricted/minimal due to the Cathedral architecture however television monitors are installed throughout the Cathedral to give a view of the ceremony. Ceremonies are also live-streamed online and to an alternative location on campus.

8. Special Requirements

  1. Students are given the opportunity to advise the Ceremonies Unit of any special requirements for themselves and/or guests when registering for the ceremony via the online registration system.
  2. Students and/or guests can also contact the Ceremonies Unit directly to discuss any special requirements during the allotted registration period.
  3. It is the responsibility of the student and/or guests to declare any disabilities/request any special requirements as these are not provided to the Ceremonies Unit by any other means.

9. Children

  1. Graduation ceremonies are formal occasions with long periods of waiting around therefore the attendance of young children is discouraged.
  2. Tickets are required for children over the age of 2 to enter Durham Cathedral for the ceremony and these should be included within the specified ticket allowance. Babies under 2 do not need a ticket but should be seated in the guest's lap.
  3. An alternative venue is provided by Durham University, on campus, for viewing the ceremonies on a live stream which may be preferable for guests with young children. These viewing areas are subject to technical capacity and may be withdrawn without prior notification.
  4. Children should be supervised at all times whilst at the event.
  5. Children (including babies) are not permitted to sit with the graduating student in Durham Cathedral, accompany them in the Great Hall or during the graduand procession.

10. Ceremony

All attendees who enter the ceremonies venue (including all surrounding land and facilities which are under the ownership and/or control of the operator during the event) shall:

  1. Follow all applicable signage, guidelines and instructions from university staff, venue staff, the police or other emergency services present at the venue.
  2. Only attempt to access those areas to which they are entitled.
  3. Arrive as per the timings requested by the Ceremonies Unit. Students who are running late should contact the Ceremonies Unit for advice and will not be able to cross the stage if they arrive after the ceremony start time. We do not accept responsibility for missed ceremonies.

10. Liability

  1. In the event of postponement or cancellation of Congregation ceremonies, the University will endeavour to communicate this on the website and by contacting the attending students with as much notice as is reasonably practical.
  2. Under no circumstances shall the University be liable for any actual or alleged loss by the student or guests arising from the cancellation or postponement of the event. This includes, but is not limited to, travel, accommodation and subsistence costs or any loss of business or earnings. Students and their guests should ensure they have sufficient insurance protection to cover any losses they may incur as a result of postponement or cancellation of Congregation.
  3. We reserve the right to refuse entry or remove any student or guest from the event where it appears to us in our sole discretion to be necessary for the good conduct of proceedings and/or safety, health and wellbeing of students, guests or staff.
  4. Issues beyond the control of Durham University should be taken up with the relevant third party.
  5. Failure to comply with any of the above terms and conditions may result in the student losing their place at the graduation ceremony.

11. Data Protection

For further information on how we use the personal data collected as part of the registration process, please read our Privacy Notice.