Graduation terms and conditions
Read our terms and conditions relating to your involvement in a University of Sussex graduation ceremony.
Acceptance of terms
Please read these Graduation Terms and Conditions ("Terms") carefully as your registration, and / or purchase of tickets, for your graduation ceremony constitutes your acceptance of these Terms. We reserve the right to make reasonable changes to these Terms at any time. These changes will be communicated to you in writing as far in advance of any changes as is reasonably possible and we will take all reasonable steps to mitigate any negative impact on you as a result of these changes.
Where there is any conflict or inconsistency between these Terms and any of our other terms and conditions governing the use of the website, these Terms shall prevail (solely to the extent necessary to resolve such conflict or inconsistency).
In these terms:
In these terms and conditions:
- ‘you’, ‘your’ means a graduand of the University of Sussex.
- ‘us’, ‘we’, and ‘our’ means the University of Sussex, a higher education corporation whose principal place of business is at Sussex House, Falmer, Brighton, BN1 9RH.
You can only attend your ceremony if an Award Board has confirmed your award before the ceremony date.
You can only attend the January ceremony if an Award Board has confirmed your award before the ceremony date.
If you have an outstanding disciplinary under Regulation 2 of the University’s regulations which has not been brought to its conclusion, or are subject to a disciplinary sanction, which includes being suspended from the University of Sussex under paragraph 6.3 of Regulation 2 of the University’s regulations, you may not be able to attend a graduation ceremony. Any decision on your attendance will be notified to you as far as possible in advance of the graduation ceremony as is reasonably practicable.
If you wish to attend your graduation ceremony you are required to register in advance. Your graduand ticket to your ceremony is free of charge, although you will need to pay for any guest tickets.
- Guest tickets
Guest tickets cost £25. All guest tickets and additional guest tickets must be purchased in advance. If you register on or before a specified date, you will be eligible to purchase a maximum of four guest tickets for summer graduation and ten guest tickets for winter graduation, through Sussex Direct at the point of registration. If you register on or after the ticket purchase closing date, we are unable to guarantee that guest tickets will be available.
On or after a specified date, any unsold guest tickets may be released for general sale via Sussex Direct and will be allocated on a first-come, first-served basis until they have sold out. These additional guest tickets cost £25 each (free for children aged 12 years and under). Graduands will be informed via email if additional guest tickets are available for their ceremony time and date.
You will receive confirmation of registration and purchase of all guest tickets by email normally within 24 hours. You are advised not to make travel arrangements for you or your guests until you have received the confirmation email. If you do not receive the confirmation email, please contact email@example.com as soon as possible. We advise you not to make travel arrangements for additional guests until you have secured tickets for them.
Tickets will be available for collection from the Registration and Ticket Collection point on the day of your graduation. You will need your final confirmation email or ID (identification) to collect these. We don't send them in advance.
All guest tickets and additional guest tickets must be purchased in advance. We cannot guarantee that any additional guest tickets will be available to purchase on the day. In the event of any additional guest tickets being purchased on the day, they are only available for sale to a guest accompanied by a graduand.
Children aged 2 years and under may attend the ceremony without a ticket if they sit on the lap of a parent or guardian. Children over the age of 3 require a guest ticket and will count towards your ticket allocation. Tickets for children 12 years of age and under are free of charge. Children must remain quiet throughout the ceremony, if there is any disruption caused then you may be asked to leave the ceremony.
If you are unable to attend the time and date of your allocated graduation ceremony, we will try to accommodate your transfer to a different ceremony time and date, although we cannot guarantee this. Please email firstname.lastname@example.org with any enquiries as soon as you know you are unable to make your allocated ceremony.
If you have an outstanding tuition fee debt with us, you will not be able to attend a graduation ceremony until the outstanding fee is paid in full.
- Access Requirements
If you need a carer to accompany you at your graduation ceremony, you must advise the Graduation team at the time of booking, as you might be eligible for a free of charge additional guest ticket. If this is the case, or if you or your guests have any other access requirements, email email@example.com as soon as possible so that we can make appropriate arrangements.
- Cancellations and refunds
We, reserve the right, acting reasonably, to cancel at any time before your ceremony. We will automatically refund any ticket fees paid. Refunds will normally be processed within five working days. In such circumstances, we are not responsible for any additional costs incurred by you or your guests.
You may cancel your registration and any guest tickets by email to firstname.lastname@example.org at any time before your ceremony and you will be eligible for a refund for any guest ticket fees paid (deadline for automatic refunds is advertised on the graduation webpages, after this date refunds will be dealt with on a case-by-case basis). Requests for refunds for tickets made after the date and time of your ceremony will be issued at our sole discretion.
If you are ineligible to attend your graduation ceremony because you have not met the criteria for conferment of an award, we will automatically refund any ticket fees paid. Refunds will normally be processed within five working days. In such circumstances, we are not responsible for any additional costs incurred by you or your guests.
We strongly recommend that you have appropriate insurance in place for all costs (such as travel and accommodation) you and your guests could incur in the event of cancellation, including due to circumstances beyond either party’s reasonable control.
- Robes and dress
You will need to book and pay for the academic gown (cap and gown) separately with Ede & Ravenscroft Ltd in advance of your ceremony date. It is mandatory that you wear the appropriate academic dress.
Any services purchased such as photography and gown hire by Ede & Ravenscroft Ltd etc. are entered into with your own contract with suppliers and should be contacted directly about their refund policy. You agree that the University of Sussex is neither liable to you whether in contract, tort (including negligence) or otherwise for any indirect or consequential losses and any losses arising from any contracts you enter into with any third parties in relation to your graduation ceremony.
Issues beyond the control of the University of Sussex should be taken up with the relevant third party.
- Data Protection
The University customarily includes the full name (as it appears in the student record system) and award title of each graduand in the programme and on graduation merchandise. You do, however, have the right to opt-out should you wish for your name to remain unpublished. If this is the case, notify us by emailing email@example.com at least 8 weeks before the date of your ceremony. Due to the timescales involved in the printing and production of the graduation materials and merchandise, if you indicate that you wish to withdraw your name within 8 weeks of the date of your ceremony, we cannot guarantee that your name will be excluded.
It may be necessary to share limited personal data (name, course and award) with relevant third party suppliers on the day of your ceremony as part of the process of organising the event (e.g. to ensure correct gowns are worn or to facilitate the running of the ceremonies), but this data will not be held or retained outside of the day.
All graduates’ names will be shared with the company that produces the official graduation souvenir T-shirt, you can opt-out of this by emailing firstname.lastname@example.org at least 8 weeks before the date of your ceremony. Due to the timescales involved in the printing and production of the official graduation souvenir T-shirt, if you indicate that you wish to withdraw your name within 8 weeks of the date of your ceremony, we cannot guarantee that your name will be excluded.
Issues beyond the control of the University of Sussex should be taken up with the relevant third party.
For further information about how we process your personal data, please see our Privacy Notice.
- On the day
Graduation is a formal occasion, and you are expected to dress appropriately in business or formal clothing. You must wear full academic dress (cap and gown) for the ceremony to gain access to the graduation auditorium. This is available from Ede & Ravenscroft Ltd who are the University’s Official gown supplier. We reserve the right to refuse you or your guests entry to the ceremony if you are not dressed appropriately.
All guests must be seated at least 10 minutes before the ceremony begins. We reserve the right to refuse entry or remove any graduand or guest where it appears to us in our sole discretion to be necessary for the good conduct of proceedings and /or the safety, health, and wellbeing of graduands, guests, or staff.
All guests must follow any applicable health, safety, and fire instructions of the University and of the venue at all times.
Large bags will not be allowed in the auditorium and should be left in the free cloakroom on site. The University accepts no responsibility for loss or theft of items left in the cloakroom.
- Use of images
Graduation is a global event with guests joining in the celebration from around the world either in-person or via the live webcast. As your name is read out and you cross the stage, your special moment will be filmed by the University and transmitted live by the University’s servers. The live stream is recorded and made available publicly on the University’s website to download and keep after each event and archived should you wish to watch again it the future. In-person guests are also welcome and encourage to film the ceremonies for their personal use.
The streaming, recording and archiving is a free service and included with your ceremony if you opt to graduate in person. If you do not wish to be streamed, recorded or archived by either the University of other guests, you may choose to graduate in absentia (i.e. not attend the ceremony or choose to attend as a guest but your name will not be read out and you will not be permitted to cross the stage).
Photographs captured during the ceremonies may be used in publicity and marketing materials for the University. Should you wish not to have your photograph used in any promotional materials please contact us at email@example.com.
Your guest(s) will also have the opportunity to opt-out of appearing on camera on the day should they wish to, and signs will be posted with instructions on how they can do this at the registration desk.
Guests are able to take their own photographs or film during the ceremony. However, we ask that you do not obstruct the views of others and do so in a discreet manner.
- Circumstances beyond our control (Force Majeure)
Neither party shall be in breach of this agreement nor liable for delay in performing, or failure to perform, any of its obligations (except any obligation to make payment) in the unlikely event that your graduation ceremony cannot take place or is delayed because of circumstances beyond our reasonable control.
Examples of such circumstances include but are not limited to: war, terrorism, civil commotion; fire, flood, adverse weather, natural disaster, act of God; outbreak of communicable disease, epidemic, or pandemic; any strike or labour dispute; interruption or failure of any utility service; any law or government order, rule, regulation, or action by a government or public authority.
In the event of such circumstances, the University will make every reasonable effort to contact you to let you know and publish information on our web pages and other suitable channels.
You and your guests should ensure that you have sufficient insurance protection to cover any losses you may suffer (such as travel or accommodation) as a result of a ceremony being cancelled or delayed. We will not be liable for any direct or indirect losses incurred by you or your guests.