Graduation terms and conditions
Structure and governance
NB. These Terms and Conditions will be updated in line with ongoing government guidance which may have an impact on the University of Portsmouth’s Graduation Ceremonies.
As the Graduating student, you are responsible for reading these terms and conditions and the information this page links through to.
In the event of the University of Portsmouth’s Graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to): fire; explosion; terrorist act (or threat of a terrorist act); act of God; death of monarch; pandemic; industrial action or dispute involving the University or the venue(s) at which the ceremonies and Graduation services are due to be held, the University will not be liable for any losses direct or otherwise incurred by Graduates or their guests.
In the unlikely event that a ceremony has to be cancelled or rearranged, the University will make every effort to contact you to let you know. We will also make every effort to publish information on our web pages and other suitable channels.
Data protection and your personal information
In order to be able to run the Graduation ceremonies efficiently, we (the University of Portsmouth Graduation team) need to ask you for some personal data, and may need to share some of that data with our partners who help us to provide the Graduation services, and with colleagues within the University such as the Alumni team. This section of the document explains how we will use your data in line with the requirements of the Data Protection Act 2018.
When booking attendance at your Graduation ceremony your name and contact details are pre-populated from data within the student record system. We ask you to confirm your contact details and the number of guest tickets you require, along with any special/visa requirements you or your guests may have.
We will use your details to produce the Graduation programme. All names are printed in full in the Graduation programme, which is a public document given to all Graduating students, staff and guests at the ceremony. If you achieve a first-class or distinction in your studies, the programme will list your name under the appropriate heading.
We will also use your details to produce your Graduation e-Tickets, and to ensure that you are issued with the correct gown for the correct ceremony.
In order to produce the Graduation programme and to arrange your academic dress for the ceremony, we need to share your details with third party providers. The details we share are only those that are needed to complete the necessary work, and the sharing is carried out under the terms of the data sharing contracts we have with these third party suppliers.
We believe that this processing of your personal data (and the filming of the ceremonies as explained below) is necessary for the University’s and our third party suppliers’ legitimate interests in arranging, advertising and producing the annual Graduation ceremonies.
If you attend a Graduation ceremony, your first name and surname will be announced. We are unable to use names that do not appear within your official name as registered on your student record. If you have a query about your name you should contact your MyPort Hub to make a change to your officially registered name. Names cannot be amended after an award has been made. Only the names of those Graduates who attend a Graduation ceremony will be announced.
You should contact us via email@example.com to discuss any issues in relation to this use of personal information. Please note that whilst we can explain to relatives how a Graduation ceremony works, we cannot discuss your attendance at the ceremony with them, without your prior written consent.
You are entitled to request a copy of the data you provide to us in an electronic format so that you may pass that data to another body (the right to data portability), as well as to request a copy of the data we hold about you (a Subject Access Request). You are also entitled to raise an objection to the processing where the processing of data we hold about you is likely to cause you damage or distress, and to request either the rectification of any incorrect data, the restriction of any further processing of your data or the erasure of your data (right to be forgotten). You have the right to withdraw your consent for processing your personal data where we have originally asked for your consent. However, where we collect your personal data under another legal basis, it may not be possible for us to remove all of your personal data from our records if you request this.
If you require any further information on, or wish to object to, any of the uses to which we put your data, you should contact Samantha Hill, the University’s Data Protection Officer on +44 (0)23 9284 3642 or Samantha.firstname.lastname@example.org
Finally, you have the right to complain about the processing of your data to the UK regulator, the Information Commissioner’s Office. For more information about this body and how to make a complaint, please see www.ico.org.uk .
Ceremony Booking and Tickets
The University reserves the right to make changes to the schedule timings where necessary. In this instance you will be informed via email and any existing bookings/tickets will be transferred to the new ceremony time.
You must book tickets by the published booking deadline to attend your Graduation ceremony. If you miss the deadline, you are not guaranteed a place at your ceremony, or your two free guest tickets.
No one will be admitted to the ceremony without a ticket.
Tickets will only be issued if you are eligible for Graduation.
Find out more about tickets on our tickets page.
Photography and filming
The University of Portsmouth Graduation ceremonies are professionally filmed. These films are available to watch live, and at a later date, via the University of Portsmouth YouTube channel.
Professional photographers will also be taking photographs of the event. Graduates, staff and guests are all likely to be captured in either this film or in photographs.
Film footage and photographs taken may be used for media publications, advertising, on our website at a later date, and on social media.
By attending the Graduation ceremony, you and your guests understand that you may be recorded and your image used in the manner described. If you do not wish your image to be captured in this way, please speak to a member of the Graduation team as soon as possible, to discuss potential options.
Taking your own photos and footage
You are able to take your own photographs or film during the ceremony. However, we ask that you do not obstruct the views of others and that you take your photographs in a discreet manner as possible.
Please note that no cameras or phones are permitted to be used on stage. However, your guests are welcome to take photographs from their seats.
You must wear an Academic Dress for your Graduation ceremony. This must be the correct attire for your award. You will not be able to Graduate if you are not wearing the correct Academic Dress.
You must be appropriately dressed for your Graduation ceremony. Find out more about Academic Dress and what you should wear underneath on our academic dress and photography page.
In order to Graduate, you must meet the eligibility criteria.
If you have any outstanding tuition fees to the University you will not be able to attend your Graduation ceremony. If you have debt you should discuss the payment of this as soon as possible with our Finance Department. You can do this by contacting our Finance Department via email@example.com to make a payment please go to the finance department webpage.
The dates and times of the ceremonies are as published. You will be invited to your ceremony, relevant for your award. It is not normally possible to attend a different ceremony in the same round of ceremonies.
Graduates may not normally defer their Graduation ceremony.
Under exceptional circumstances we will consider a deferral, for no longer than one academic year, to the following Graduation ceremony. Exceptional circumstances include (but are not limited to); bereavement, illness (family member or Graduates), deployment, or jury service. As a general rule, students would not be approved for a deferral if they decided to attend another event (such as a holiday or wedding) rather than their Graduation.
If you believe that you can evidence exceptional circumstances, and would like to be considered for a deferral, you can request this using the "My Graduation" tab in your Student View, you will need to attach supporting evidence.
The decision is made on behalf of the Academic Registrar and is final.
All requests to defer to the next years’ Graduation must normally be submitted the 1 July.
Requests for refunds should normally be received within 30 days of the last Graduation ceremony.
Any student who is unable to attend a Graduation ceremony due to academic reasons will automatically receive a full refund of any monies paid to the University or any of its external suppliers. This does not include those who are eligible to attend the Graduation ceremony if they have been awarded an Ordinary Degree.
Otherwise refunds will only be given in exceptional circumstances. Exceptional circumstances include (but are not limited to); bereavement, illness (family member or Graduate), deployment, visa refusal or jury service. As a general rule, students would not be approved for a refund if they decided to attend another event (such as a holiday or wedding) rather than their Graduation.
All requests for refunds should be submitted using the "My Graduation" tab in your Student View, you will need to attach supporting evidence.
All refunds have to be approved by the Academic Registrar and decisions are final.
All refunds will be credited to the account used when making the original payment.
How you conduct yourself on the day reflects on you, your guests and the University. We want everyone to enjoy the day so ask you to respect others who are also graduating with you.
The University of Portsmouth does not tolerate aggressive or threatening behaviour by or to our Graduates, their guests or anyone in the employment of the University.
Right to refuse entry
All Graduates and guests must be seated by the time stated on the timetable for the day. Entry for Graduates and guests is not normally possible once a ceremony has started.
We reserve the right to ask any person to leave the ceremony if they are being disruptive to the proceedings or to other guests.
We will not admit anyone without a ticket.
We reserve the right to refuse entry to a Graduation ceremony.
Random bag searches may take place for security reasons at all venues in use during Graduation. It is recommended that no large bags are taken into either the Guildhall or other venues in use for Graduation.
If you see anything suspicious or that gives cause for concern, please inform a member of the Graduation Team or Security at any venue.
In the event of an emergency, please follow all instructions on the day from Security, University staff or Emergency Services personnel.
Health and safety
All visitors must follow Health, Safety and Fire instructions of the University and of the venue at all times. All Graduates and guests must behave in an appropriate manner. We have the right to eject anyone behaving inappropriately or causing concern in relation to safety, health or wellbeing.
In addition, the Portsmouth Guildhall House Rules must be followed by those attending the ceremonies at this venue.