Terms and Conditions

Terms and Conditions 

In these terms and conditions (“Terms”),

Acceptance of terms

1: Please read these Terms carefully as your registration, and/or purchase of tickets, for your graduation ceremony constitutes your acceptance of these terms

2: Where there is any conflict or inconsistency between these terms and any of our other terms and conditions governing your use of the website, these terms shall prevail (solely to the extent necessary to resolve such conflict or inconsistency)

Registration and purchase of tickets

3: If you wish to attend your graduation ceremony you are required to register and purchase any guest and party tickets you require through UDo and your Student Centre, or in some cases via the online shop link, in advance. The deadline for registration and ticket purchase is clearly stated on your invitation email.

Your attendance at the award's ceremony is free of charge, although you will need to pay us for any guest tickets. Graduate tickets are not transferable to other students or guests.

Guest tickets cost £15 each and we encourage you to book early to ensure availability of tickets. 

You must confirm your attendance through UDo by the date given on your invitation, even if you do not require any guest tickets. If you have been sent the online shop link but don’t require guest tickets, please confirm your attendance by emailing graduation@derby.ac.uk before the deadline.

Requests to attend the ceremony after the deadline date stated on your invitation will not be granted. A request to defer to the next set of ceremonies will be considered if you contact us at graduation@derby.ac.uk.

By confirming your attendance and/or purchasing guest tickets, you are agreeing to these Graduation Ceremony Terms and Conditions.

You will receive confirmation of your order by email to an active email address, normally within 24 hours of registration. We strongly advise that you do not make any travel or accommodation arrangements for yourself or your guests before securing confirmation of your tickets (including graduate and guest tickets), or ensure that where you do so, you are able to cancel such arrangements. If you do not receive your confirmation email, please contact the Graduation team

4: If your award is not confirmed on UDo by the date given on your invitation, you will not be eligible to attend the ceremonies and your invitation to the ceremonies will be withdrawn. You will be invited to a later ceremony. If you have purchased any guest tickets these will be refunded after the ceremonies have taken place. You do not need to request the refund as it will be processed automatically following the ceremonies. If you wish to attend a ceremony later in the year, you will need to confirm your attendance and re-purchase tickets once you have received your invitation. The University does not accept any liability for any other direct or indirect expenses incurred following yours or your guest’s attendance, travel, accommodation etc. without limitation

5: If you do not achieve the award you registered for and you exit your programme of study with a Certificate of Higher Education or a Diploma of Higher Education you will not be eligible to attend the ceremonies. Any guest tickets you have purchased will be refunded after the ceremonies have taken place. The University does not accept any liability for any other direct or indirect expenses incurred (travel, accommodation etc. without limitation). Your certificate will be posted to you after the ceremonies

6: Tuition fee debts must be settled by the deadline provided in the invitation. If tuition fee debts are not settled by this date you will not be able to attend the ceremonies. Any tickets you have purchased will be refunded after the ceremonies have taken place. The University does not accept any liability for any other direct or indirect expenses incurred (travel, accommodation etc. without limitation). Your certificate will also be withheld until all tuition fee debts have been settled

7: University of Derby are not liable nor responsible for any clothing hired/purchased by Ede & Ravenscroft and therefore refund requests/complaints are to be directed to Ede & Ravenscroft only.

We strongly advise that you do not throw your mortarboard to avoid damage. The University does not accept any liability for any injury caused to yourself or to third parties as a result of mortarboards being thrown

8: There is no entitlement to change to a different ceremony

9: If you are unable to attend your graduation, you may defer your attendance once to the next available award ceremony.  In this case please email graduation@derby.ac.uk with your request to be added to the deferral list. It is your responsibility to contact us to confirm your place three months prior to the next set of ceremonies and if you don't do this, your place is not guaranteed. If any tickets have been purchased these will be refunded if we receive your request before the date specified on your invitation.  You will need to purchase tickets for the ceremony you defer to

10: If you studied at one of our partner colleges, you may be invited to the partner college’s awards ceremony. You may only attend one ceremony. If you choose to attend your college’s ceremony you will not be eligible for an invitation to the University of Derby’s awards ceremonies. Even if you don’t attend your college ceremony, we will not send you an invitation to our ceremonies unless you advise us by email to graduation@derby.ac.uk that you would like to attend. The ceremony you will be invited to (July or November) will be at our discretion

11: If you are a graduate with additional needs and need a carer to accompany you at your award's ceremony, you may be entitled to one additional free guest ticket. If this is the case, please contact us as soon as possible by email to graduation@derby.ac.uk so that we can make appropriate arrangements.  If any of your guests require a carer, you will need to purchase a £15 guest ticket for the carer.  Please contact graduation@derby.ac.uk for advice if the guest carer ticket will take you over your allocated number of tickets

12: You will receive confirmation of purchase by email as soon as your payment has been processed. You are advised not to make travel arrangements for you or your guests until you have ordered your tickets and received your email payment confirmation and your award has been confirmed by the Assessment Board (the University does not accept any liability for any other direct or indirect expenses incurred such as travel, accommodation etc. without limitation). If you do not receive the confirmation email, please contact graduation@derby.ac.uk as soon as possible

13: Tickets for Derby Graduation ceremonies will be sent electronically to primary email addresses on the system a week before the ceremonies. The tickets will have a QR code to be scanned on the day informing our staff how many tickets you have purchased.  Tickets for Buxton ceremonies will be posted to your home address the week before the ceremony (tickets for graduates with an overseas home address will be available to collect at The Dome Box Office on the day of the ceremony)

14: Children aged up to three years old may attend the ceremony without a ticket, provided that they sit on the lap of a parent or guardian in the guest seating area. Children over the age of 3 require a guest ticket and will count towards your ticket allocation, (detailed in your invitation email). PLEASE NOTE - all children (under 18's) MUST BE ACCOMPANIED by at least one adult guest. Children are required to sit in the guest area with the accompanying adult. For Health and Safety reasons, children are not permitted to cross the stage or sit in the graduate seating area

15: We do not accept any responsibility for registrations or guest ticket reservations that we do not receive for any reason on or before the deadline date given in the invitation, whether lost, delayed, corrupted or otherwise and regardless of any technical difficulties or malfunctions

16: Tickets purchased on the day, subject to availability, are only available to a guest accompanied by a graduate

Cancellation and refunds

17: You may cancel your registration and any guest tickets by sending an email to graduation@derby.ac.uk. If we receive your cancellation on or before the date specified on your invitation, you will be eligible for a refund of any guest ticket fees paid. See also registration and purchase of tickets paragraphs 4, 5 and 6 if your award is not confirmed by the above dates or if you have outstanding tuition fees

18: Refund requests which don’t meet the criteria laid out in paragraphs 4, 5, 6 and 17 will only be granted in exceptional circumstances and are at the discretion of the Assessment and Awards Manager. Refunds will only be made to the original card payment and registered card holder

On the day of the Ceremony

19: All guests and graduates must be seated at least 20 minutes before the ceremony begins. Graduates arriving at the registration desk less than 20 minutes before the start of the ceremony may not be seated with their cohort and will cross the stage at the end of the ceremony

20: Guest seats are not allocated and seating is on a first-come basis. We reserve the right to refuse entry or remove any graduate 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 graduates, guests, or staff. Out of respect for all graduates and guests, guests must remain seated throughout the ceremony, except in exceptional circumstances. Graduates are expected to remain seated in the graduate seating area for the duration of the ceremony, other than when lining up to cross the stage

21: We respectfully ask that all graduates and their guests remain quiet and courteous while the ceremony is in progress

Mobile phones and other electronic devices must be turned off or put on silent mode. You must refrain from making or taking phone calls during the graduation ceremony.

How we use your data

22: For further details about how we use your information please review the Privacy Statement on the UoD website. If you do not wish your information to be used in this way, you must notify us as soon as possible by emailing graduation@derby.ac.uk two weeks prior to the event

23: The graduation ceremonies may be live-streamed on the day across the University of Derby website and your name will be announced as you process across the stage. This is a mandatory action for every student attending the awards ceremony. Footage from the awards ceremonies will be made publicly available on the University’s website after the awards ceremony and made available to watch via YouTube

Use of images

24: All awards ceremonies may be photographed, filmed, and/or streamed live via webcast by us or our agents. By registering for an awards ceremony, you are giving your consent to the recording and transmission of images (both still and moving) of you and your guests. We retain all rights to any images, which may be used for publicity purposes. Footage from awards ceremonies may be made publicly available on YouTube after the awards ceremony. Still images will be published on the University’s website and social media platforms and may be given to a third party to promote the University

Force majeure

25: If your graduation ceremony cannot take place or is delayed because of circumstances beyond our reasonable control or safely be expected to take place, we will not be liable for any direct or indirect losses incurred by you or your guests. Examples of such circumstances include (without limitation): war, terrorism, civil commotion; fire, flood, adverse weather, natural disaster, 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 or a period of national mourning. You and your guests should ensure that you have sufficient insurance protection to cover any losses you may suffer as a result of a ceremony being cancelled or delayed

Any changes to the graduation ceremony schedule as brought about by unforeseen circumstances will be communicated to attending students via email and advertised clearly on the University's website.