Morning - responses from Surrey
*We hold ceremonies in April for our PG student and July for our UG students. If a PG student cannot attend their ceremony in April they can defer until the following year, they are not permitted to attend in July. The most common reasons for deferral are due to visa issues but we do not restrict the deferral to exceptional circumstances. We probably have about a dozen students a year who choose to defer.
*If they have not responded by the deadline then we still try to accommodate them but if we really cannot then we have to defer them until the following year.
*We will always try to do what we can to allow them to attend the ceremony they should be in but if we really cannot then we will invite them the following year.
Miv Fagg
Senior Assistant Registrar
Assessment & Awards
University of Surrey
Guildford
GU2 7XH
T: +44(0)1483 689031
F: +44(0)1483 683811
-----Original Message-----
From: ARC Assessment Practitioners Group [mailto:[log in to unmask]] On Behalf Of Val Pickard
Sent: 06 July 2015 16:43
To: [log in to unmask]
Subject: Award Ceremony Deferrals
Dear All
Apologies if you are up to your eyes in award ceremonies but we are in the process of moving from one ceremony per year (held in January currently so all have been awarded) to two ceremonies July and November with invites provisional on passing. So next year we have a Jan, a July and a Nov ceremony. For those of you who have the two ceremony periods could you let me know what your rules are for allowing graduates to defer to the next ceremony within the year.
Our current process is to allow students in exceptional circumstances to attend the next ceremony which is obviously a year later but do you experience students declining their actual ceremony invite to attend the next one within the same year for reasons that do not constitute exceptional circumstances, eg going on holiday.
Do you also have cut-off dates for accepting the invitation to the ceremony and if they do not meet this deadline do you then allow them to attend or defer to the next?
If an administrative error means that we missed inviting a grad how would you deal with this - do you put the onus on the student to alert you to the fact that they should be graduating at the point the invites go out?
Any other advice gratefully received.
thanks
Val
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