Graduation terms and conditions

1. Registration, guest tickets, and special requirements

1.1 Registration process

1.1.1 If you are provisionally eligible, you will receive an email invitation to register for a graduation ceremony via your RCL email account. This does not confirm your final eligibility, as eligibility may be affected by your circumstances after the invitation has been sent. If you were expecting an invitation and haven’t received one, please contact the Alumni Office.

1.1.2 You must register using the official RCL form before the deadline stated in your invitation to guarantee your place at the graduation ceremony. Late registrations will not be accepted.

1.1.3 If you are unable to attend the scheduled graduation ceremony, you may:

• Apply to defer to a subsequent graduation ceremony (up to a maximum of two deferrals).
• Graduate in absentia, in which case your certificate will be posted to you.

1.1.4 To defer, you must notify the Graduation Office no later than three weeks before the scheduled graduation date. If you defer twice and do not attend, you will automatically graduate in absentia.

1.1.5 If you fail to register or defer your graduation ceremony before the deadline, you will be unable to attend and will automatically graduate in absentia.

1.2 Guest tickets

1.2.1 Each graduand is allocated two free guest tickets at the time of registration. You must apply for these free tickets when you register to guarantee availability.

1.2.2 If additional tickets become available, a second ticket release will be issued on a first come, first served basis. Graduands will be notified in advance of the release date, along with details of ticket pricing.

1.2.3 There is no guarantee that additional guest tickets will be available.

1.2.4 You will receive confirmation of your own ticket and guest tickets via email to your RCL email address, usually within 24 hours of registration. It is strongly advised that you do not make any travel or accommodation arrangements for guests until guest tickets are confirmed. If you do not receive your confirmation email, please contact the Graduation Team.

1.2.5 Guests who are unable to secure tickets may watch the graduation ceremony via live stream on the RCL website or at a designated on-campus viewing area near the graduation venue.

1.2.6 Guest ticket refunds – Refunds for paid guest tickets can only be requested up to seven days before the ceremony and will be subject to an administration fee of £5 per ticket. Refund requests must be submitted in writing to the Graduation Office before the deadline. Refunds will not be issued after this date.

2. Accessibility arrangements

2.1 We are committed to ensuring that all graduands and their guests have an accessible and inclusive graduation experience. If you or your guests require accessibility arrangements, including but not limited to wheelchair access, hearing loops, or other adjustments, you must inform us at the point of guest ticket purchase by completing the designated section of the ticket registration form.

2.2 Requests for accessibility arrangements must be submitted by the deadline for guest ticket purchases to allow sufficient time for accommodations to be arranged. Late requests will be considered on a case-by-case basis, but accommodation cannot be guaranteed.

2.3 If you have any questions regarding accessibility, please contact the Graduation Office as soon as possible.

3. Children and babies

3.1 Children and babies are welcome to attend, but please note that graduation ceremonies are formal and lengthy events. It is the responsibility of the attending guest(s) to ensure that children are appropriately supervised and that, if necessary, they are removed from the venue if they cause disruption.

3.2 Children under the age of two do not require a ticket but must sit on the lap of a parent or guardian throughout the ceremony.

3.3 Children aged two and above must have a guest ticket and will be counted toward the ticket allocation.

3.4 Baby pushchairs may be stored in the designated area within the graduation hall.

3.5 Children under 16 must be accompanied by a ticket-holding adult guest at all times. Graduands are seated separately from guests, so a graduand cannot act as the responsible adult for a child during the ceremony.

3.6 Complimentary alcoholic drinks will be served at the post-graduation reception to guests aged 18 and over. Parents/guardians of attendees under 18 are responsible for their conduct. RCL reserves the right to request proof of age and to refuse alcohol to any guest unable to provide appropriate identification.

4. Photography, filming, and data protection

4.1 The graduation ceremony will be professionally filmed and photographed. By attending the ceremony, graduands and guests consent to being recorded for RCL’s official media, which may be used for promotional purposes, including the university website, social media, and marketing materials.

4.2 Guests and graduands may take personal photographs and videos during the ceremony. However, the use of professional cameras, tripods, and flash photography is prohibited inside the ceremony venue.

4.3 The ceremony will be broadcast via live stream on the RCL website. Graduands who do not wish to appear in the broadcast must notify the Graduation Office no later than seven days before the ceremony.

4.4 Personal data collected for graduation registration, ticketing, and gown hire will be processed in accordance with RCL’s data protection policy.

5. Academic dress and conduct

5.1 Graduands must wear the official RCL academic dress, which includes a gown, hood, and mortarboard, as provided by the university’s approved supplier.

5.2 Graduands should wear formal or smart business attire. Clothing that may obstruct the wearing of the graduation robe (e.g., oversized hoods, large accessories, or bulky coats) should be avoided.

5.3 Footwear should be appropriate for walking across the stage – excessively high heels or casual footwear such as flip-flops are not advised.

5.4 Guests are encouraged to wear smart or business casual attire. While there is no strict dress code for guests, we recommend avoiding overly casual clothing such as sportswear, beachwear, or excessively distressed denim.

6. Cancellations, rescheduling, and force majeure

6.1 If you can no longer attend the ceremony, you must inform the Graduation Office at least seven days in advance. Your attendance may be deferred, or you may opt to graduate in absentia.

6.2 RCL reserves the right to reschedule, relocate, or cancel the graduation ceremony due to unforeseen circumstances, including but not limited to:

• Severe weather conditions
• Government restrictions or public health guidance
• Security risks or operational challenges

6.3 RCL is not responsible for any costs incurred by graduands or guests, including but not limited to travel, accommodation, and gown hire, in the event of ceremony cancellation or rescheduling.