Thank you for signing up to help facilitate the December 2016 Undergraduate Commencement Ceremony for the College of Liberal Arts & Sciences, University College, and the College of Medicine.

There will be an instructional meeting in B5 Jessup Hall on December 12, 2016 at 10:00 a.m., and an Outlook invite will be forthcoming.  Parking passes and a PDF iconFall 2016 Facilitator Map with Frequently Asked Questions handout will be distributed during the meeting. If you cannot attend the meeting please contact Joshua Hutchison and all relevant materials will be delivered via campus mail.

Arriving at the Arena

The ceremony takes place on December 17, 2016, at 9:00 a.m. in Carver Hawkeye Arena.  Doors open to the public at 8:00 a.m., so facilitators are asked to arrive between 7:30 and 7:45 a.m.  Please park in Lot 46 off Hawkins Drive located directly west of the Arena. Show the provided parking pass to the security guard at the lot entrance and place the pass on your dashboard.

You must enter Carver Hawkeye Arena through the North Entrance.  UI Security and Registrar staff will be at this entrance screening people as they enter.    Take the elevator at the north entrance down to level one.  Proceed left out of the elevator and then take a right down the tunnel.  The Hadley Room is about halfway down the tunnel to the right.  

Light refreshments will be provided and you may leave your personal belongings in this room. There will be a security person watching the room but the Office of the Registrar is not responsible for lost or stolen items; it is suggested to leave any valuables elsewhere.

Task Instructions

Please review the following instructions depending on which task you were assigned.  You are responsible for understanding the duties of the assigned task, please contact Joshua Hutchison if you have any questions.

Card Handout | Commencement Ambassador |  Greeter | Line-up | Photo Backdrop

Card Handout

Participants at this station will be responsible for handing out name cards to students, or, in some cases, having the student fill out a card. 

Prior to 8:00 a.m.

  • Pick up a Commencement Staff lanyard, specified index card box, Map with Frequently Asked Questions handout and head up to the concourse no later than 8:00 a.m.
  • The index card box will contain extra name cards, pencils, safety and bobby pins.
  • Proceed to your assigned table and layout the name cards alphabetically on the table.

8:00 a.m. to 9:00 a.m.

  • Distribute name cards to the graduates.
  • Inform the graduates that they can move freely around the concourse but they need to be at their line-up area no later than 8:45 a.m.
  • If a graduate sees their name card allow them to take it.
  • If you cannot find a name card, please have the graduate fill out a new one.  There will be extra cards and pencils in your card box.  (Stress that the information on the back of the card is necessary for students to receive complimentary proofs of photos taken by Flash Photography.) 

9:00 a.m. - Processional Begins

  • Please remain at your table until the processional is over and all graduates are seated.  Before leaving your post, please check to see if there are any late arrivals. 
  • Late arrivals will also need their name cards and can either tag on to the end of their processional line, or if really late, will need to be escorted to the elevator and lower level by Commencement Staff.  Late arrivals may be seated after the processional by going to the first floor/tunnel area. 
  • Find someone with a two-way radio to alert Sara or Josh that the student is on his/her way to the seating area and they will help the student find a seat with the other graduates.
  • Once all graduates have been seated and the ceremony begins, pack up any remaining name cards, put back into the index card box, and head back down the elevator to the Hadley Room.
  • Enjoy any remaining refreshments, return the Commencement Staff lanyard and two-way radio, gather any personal belongings, and you're free to leave!

Commencement Ambassador

Participants at this station will be responsible for assisting guests with questions and providing direction after they enter the arena. 

Prior to 8:00 a.m.

  • Pick up a Commencement Staff lanyard, two-way radio, Map with Frequently Asked Questions handout and head up to the concourse no later than 8:00 a.m.
  • Assist Greeters with getting commencement programs ready to distribute.
  • Be at your assigned door prior to 8:00 a.m.

8:00 a.m. to 8:45 a.m.

  • Assist guests on where to sit using the map as a guide. (Graduates will walk down to the floor near their card handout table)
  • Direct anyone with limited mobility to the accessible seating in Section K - N or the Feller Club Room.
  • Direct graduates to proper card hand out tables. Inform students that they are able to move freely around the concourse, but should report back to line up with their card no later than 8:45 a.m.
  • Use the Frequently Asked Questions handout to address guest and graduate questions.

8:45 a.m. to 9:00 a.m. - Assist with Student Lineup

  • Begin to assist the lineup staff and marshal with lining up students for the processional. If students are outside, please encourage them to move inside.
  • Caps should be worn with the tassels on the right during the processional. The tassels will be turned to the left side, after the degrees have been conferred during the ceremony. 
  • Students should not have anything in their hands other than name cards.  Purses, balloons, flowers, and bottles are not allowed in the student seating area, and should be left with family or friends in attendance.  
  • Each chair in the student seating area has a University program. Therefore, students should not carry a program in the processional. 
  • Please remind students that cell phones must be turned off or silenced, and gowns must be zipped.
  • Distinction stars, for students who have earned them, should be placed on the left gown sleeve halfway between the shoulder and elbow.    

9:00 a.m. - Processional Begins

  • Please remain on the concourse level until the processional is over and all graduates are seated.  Before leaving your post, please check to see if there are any late arrivals. 
  • Late arrivals will also need their name cards and can either tag on to the end of their processional line, or if really late, will need to be escorted to the elevator and lower level by Commencement Staff.  Late arrivals may be seated after the processional by going to the first floor/tunnel area. 
  • Use a two-way radio to alert Sara or Josh that the student is on his/her way to the seating area and they will help the student find a seat with the other graduates.
  • Once all graduates have been seated and the ceremony begins, head back down the elevator to the Hadley Room.
  • Enjoy any remaining refreshments, return the Commencement Staff lanyard and two-way radio, gather any personal belongings, and you're free to leave!

Greeter

Participants at this station will be responsible for handing out programs and welcoming guests to Carver-Hawkeye Arena. 

Prior to 8:00 a.m.

  • Pick up a Commencement Staff lanyard and Map with Frequently Asked Questions handout and head up to the concourse no later than 8:00 a.m.
  • Assist other Greeters with preparing commencement programs for distribution.
  • Be at your assigned door prior to 8:00 a.m.

8:00 a.m. to 9:00 a.m.

  • Doors officially open at 8:00 a.m.  Graduates have been instructed to report by 8:15 a.m., but many will likely arrive as soon as (and sometimes before) the doors open. 
  • Programs will be placed near the south and west doors. Boxes of programs will be opened ahead of time for the convenience of the greeters. 
  • The commencement program contains the Order of Events and the larger University of Iowa Commencement Program.  Please hand a program to each guest if they want one.  There will be a program on each graduate chair on the floor, so graduates should not take a copy. 
  • If graduates ask where they should put coats, we recommend they leave all personal belongings with family or friends in the audience. 
  • Guide graduates to the card handout tables to pick up name cards and line up for the processional.  Sign standards positioned around the concourse will indicate where graduates need to report. Additional signage will be near the south and west doors.   
  • Platform Officials have been asked to enter through the north doors, however, if they should enter through a different door, please direct them to the elevator near the north doors.

9:00 a.m. - Processional Begins

  • Please remain at the concourse level until the processional is over and all graduates are seated.  Before leaving your post, please check to see if there are any late arrivals. 
  • Late arrivals will also need their name cards and can either tag on to the end of their processional line, or if really late, will need to be escorted to the elevator and lower level by Commencement Staff.  Late arrivals may be seated after the processional by going to the first floor/tunnel area. 
  • Use a two-way radio to alert Sara or Josh that the student is on his/her way to the seating area and they will help the student find a seat with the other graduates.
  • Once all graduates have been seated and the ceremony begins, head back down the elevator to the Hadley Room.
  • Enjoy any remaining refreshments, return the Commencement Staff lanyard, gather any personal belongings, and you're free to leave!

Line-up

Participants at this station will be responsible for lining students up and preparing them to walk to their seats. 

Prior to 8:00 a.m.

  • Pick up a Commencement Staff lanyard, two-way radio, and Map with Frequently Asked Questions handout and head up to the concourse no later than 8:00 a.m.
  • Station yourself at your assigned card handout/lineup area and assist with name card hand out prior to 8:00 a.m.

8:00 a.m. to 8:35 a.m. - Assist Card Handout

  • Assist the the Card Handout at your assigned area.

8:35 a.m. to 9:00 a.m. - Lineup Students

  • Begin to assist the marshal with lining up students for the processional.
  • Students should be lined up lined up by 8:45 a.m.  
  • Caps should be worn with the tassels on the right during the processional. The tassels will be turned to the left side, after the degrees have been conferred during the ceremony. 
  • Students should not have anything in their hands other than name cards.  Purses, balloons, flowers, and bottles are not allowed in the student seating area, and should be left with family or friends in attendance.   
  • Each chair in the student seating area has a University program. Therefore, students should not carry a program in the processional. 
  • Please remind students that cell phones must be turned off or silenced, and gowns must be zipped.   
  • Distinction stars, for students who have earned them, should be placed on the left gown sleeve halfway between the shoulder and elbow.

9:00 a.m. - Processional Begins

  • Please remain on the concourse level until the processional is over and all graduates are seated.  Before leaving your post, please check to see if there are any late arrivals. 
  • Late arrivals will also need their name cards and can either tag on to the end of their processional line, or if really late, will need to be escorted to the elevator and lower level by Commencement Staff.  Late arrivals may be seated after the processional by going to the first floor/tunnel area. 
  • Use a two-way radio to alert Sara or Josh that the student is on his/her way to the seating area and they will help the student find a seat with the other graduates.
  • Once all graduates have been seated and the ceremony begins, head back down the elevator to the Hadley Room.
  • Enjoy any remaining refreshments, return the Commencement Staff lanyard, two-way radio, gather any personal belongings, and you're free to leave!

Photo Backdrop

Participants at this station will be responsible for monitoring the Photo Backdrop and assisting guests and graduates with photo opportunities.

Prior to 8:00 a.m.

  • Pick up a Commencement Staff lanyard, and Map with Frequently Asked Questions handout and head up to the concourse no later than 8:00 a.m.
  • Station yourself at your assigned area. 

8:00 a.m. to 9:00 a.m.

  • Doors officially open at 8:00 a.m.  Graduates have been instructed to report by 8:15 a.m., but many will likely arrive as soon as (and sometimes before) the doors open. 
  • Help take photos and monitor the area.
  • If graduates ask where they should put coats, we recommend they leave all personal belongings with family or friends in the audience. 
  • Guide graduates to the card hand-out tables to pick up name cards and line up for the processional.  Sign standards positioned around the concourse will indicate where graduates need to report. Additional signage will be near the south and west doors.   

9:00 a.m. - Processional Begins

  • Please remain on the concourse level until the processional is over and all graduates are seated.  Before leaving your post, please check to see if there are any late arrivals. 
  • Late arrivals will also need their name cards and can either tag on to the end of their processional line, or if really late, will need to be escorted to the elevator and lower level by Commencement Staff.  Late arrivals may be seated after the processional by going to the first floor/tunnel area. 
  • Use a two-way radio to alert Sara or Josh that the student is on his/her way to the seating area and they will help the student find a seat with the other graduates.
  • Once all graduates have been seated and the ceremony begins, head back down the elevator to the Hadley Room.
  • Enjoy any remaining refreshments, return the Commencement Staff lanyard, gather any personal belongings, and you're free to leave!

Commencement Ceremony Frequently Asked Questions

What should graduates do when arriving at the arena?

Graduates need to pick up name cards when they arrive at the arena. Card hand-out tables are positioned around the concourse and there are maps near the entrances with locations of the card hand-out tables.  The card hand-out table they need to go to is determined by their last name.

What should a graduate do if they don't have a name card?

Graduates who do not have a name card should get a blank one at the card hand-out station. Graduates need to fill out both sides: one for the reader and one for the photographer. 

When do graduates need to be at their assigned areas?

All graduates need to assemble for the processional on the concourse in their designated areas 15 minutes prior to the start of the ceremony. We recommend students leave personal belongings with family or friends in the audience. 

What to do if a graduate has a question about Honors or Distinction?

If graduates have questions about Honors or Distinction not appearing on their name cards, contact Tom Pace via two-way radio.  Tom will be at the card hand-out station by section NN. He will have a list of students who have earned Honors or Distinction and can assist students.  Distinction stars should be attached to the left gown sleeve halfway between the shoulder and elbow.

What should graduates do if they don't have the proper apparel?

Graduates who have ordered apparel should visit the Iowa Hawk Shop’s apparel table on the north concourse (Section EE).  Additional apparel is available on a “first-come, first-served” basis. Caps should be worn with the tassels on the right during the processional. The tassels will be turned to the left side after degrees have been conferred. 

Where should guests sit?

Guests can choose their seats. Signs are posted around the concourse to show where graduates are sitting on the floor.

Where is there accessible seating?

Accessible seating can be found between sections K – N on the concourse level.

Is there additional accessible seating away from the concourse?

The ceremony will be broadcast on TV screens in the Feller Club Room near the north entrance.  Seating in this area is intended for individuals with limited mobility and up to four assistants.

Where are the restrooms?

Restrooms can be found on the concourse level. Signs are posted at each of these locations.   Consult your map for the nearest to your area.

Are there concessions?

Concessions can be found near the north entrance (around section CC).  Select beverages and packaged candy will be available.

Can guests use the elevator to get to the floor?

General public are prohibited from using the elevator.  Guests can access seating from the concourse and must take the stairs to their seats. 

How long does the ceremony last?

Expected ceremony duration is 1.5 - 2 hours.

Will programs be available for guests?

Order of Events will be available for guests near the south and west doors. A full program will be placed on each graduate chair.  

Up to two programs may be ordered, at no charge, for the Spring 2017 Commencement ceremonies.  Programs will not be available prior to Spring Commencement. Program orders will be shipped, free of charge, after the Spring 2017 ceremonies.