Eligibility for graduation

Eligibility to graduate 
 

You will be eligible to attend your graduation if you have successfully completed your studies prior to the date of your ceremony and your final exam board will have met in sufficient time for your graduation.   

Information for debtors

If you are in debt to the University you will not be eligible to graduate and the University reserves the right not to allow you to attend your ceremony.  It is University policy to withhold degree certificates until the debt is settled in full.

If you are unsure whether you owe any money to the University, you should go to the Finance Office with your university student card to check your account for outstanding debt.  We would advise you to check with Library Services to ensure you do not owe any library fees or still have library books. 
All financial commitments must be cleared and all books returned by Thursday 19 March 2020, regardless of the return date marked in the book. Students funded by employers or other external bodies must make sure that their sponsor pays any amount due by this date.

Refunds

If you register to attend graduation and receive information indicating that you are not eligible, or if you decide to postpone your graduation, you may be entitled to a refund on your robes and any guest tickets you have purchased.
Requests for refunds on gown hire fees should be made directly with the gown suppliers.

If you require a refund on your ceremony ticket(s), requests should be made in advance of your ceremony and made directly with the Town Hall Birmingham Box Office. 

Disclaimer

In the event that any or all of the graduation ceremonies have to be cancelled, rescheduled or postponed beyond the control of Aston University, we cannot be held responsible for any costs incurred. 
Aston University graduation ceremonies are considered to be public events. There may be a University photographer present and by attending you give us permission to use any general crowd photos you appear in for marketing purposes. 

The University does not accept responsibility and expressly excludes liability to the fullest extent permitted by law for:
  • any loss or damage to any personal property left unattended during an event organised by the University, unless caused by the negligence of the University or its employees; or
  • death or any personal injury suffered by you at an University event, unless caused by the negligence of the University or its employees.

Privacy Notices 
 

The University is transparent about how it uses personal data. We do this through our privacy notices. A privacy notice is a statement or document which sets out the ways in which the University will gather, use, disclose and manage personal data. 
Privacy notices relating to graduates and graduation can be found here.

Registration for graduation

Graduation invitations for Spring Graduation 2020 will be emailed in January 2020. 
Please ensure your personal (non-Aston) email address is up-to-date to enable you to receive your e-invitation, as well as important information around the graduation process. To do this, please log-into your MAP account and check your current personal email address is recorded.
It is essential that you complete your graduation registration online using MAP. 
For your graduation ceremony you will given three options:
  1. to attend in person; 
  2. to defer your ceremony; 
  3. to graduate in absentia* (not attend the ceremony) 

*Please note: if you choose option 2 or 3 you must still register online via MAP, even if you wish your degree to be conferred in your absence or wish to defer to a future ceremony.



Tickets

Each graduand is guaranteed two free guest tickets for their ceremony. You will need to book these with the Town Hall Box Office. Please note that you do not require a ticket for yourself as your seat is automatically allocated once you have registered via MAP to attend your ceremony. 
Please be aware that a postage fee will be charged on all ticket bookings. Alternatively, you can obtain your two free guest tickets in person from Symphony Hall Box Office, Broad Street, Birmingham.
The Town Hall Birmingham Box Office deals with ALL guest tickets, therefore if you fail to contact the Box Office then no guest tickets will be allocated to you. Please do not contact the Graduation Office about guest tickets as we cannot help you.

Visa letter for graduation

Graduands may require a letter from the University to confirm the date of their graduation to support their visa application. This is available on MAP.
There is an option inside the 'Graduation' container of MAP that allows you to request a  ‘Letter to Confirm your Degree Ceremony Date’.
The option appears after you have completed graduation registration and have indicated that you will be attending your graduation ceremony. Remember to click on the link to confirm your graduation ceremony date.
If you are outside of the UK and would like the letter to be sent to you via courier, please follow the guidelines on our website.
Note: If your family or friends are also intending to visit the UK in order to attend your graduation ceremony, you will need to order extra copies of this letter for each of their visa applications too.

Academic dress and ordering your gown

Graduation ceremonies are formal occasions and graduands should dress accordingly. We welcome national dress for international students and military uniforms are also acceptable. Smart attire is expected and all graduands must wear academic dress robes. Smart attire is also encouraged for guests. 
Ede & Ravenscroft are the official gown suppliers for Aston University. All gowns should either be hired or purchased from Ede & Ravenscroft and not from any other supplier. 
Please make sure that you book your robes in advance of your ceremony, as advanced bookings have discounted prices. 
Hiring robes on your graduation day will increase the costs and may delay you reaching the Town Hall Birmingham for your ceremony. 
Book your graduation gown through www.gownhire.co.uk

For general enquiries, please contact Ede & Ravenscroft directly:
  • student@edeandravenscroft.com 
  • 01223 861 854 (national rate)

Before you order your robes, please ensure that you have the following ready:
  • Your head circumference (please measure around your head just above the tip of your ears) and height measurements 
  • The date and time of your ceremony  
  • Your credit/debit card details

Please note that if you wear a turban this will exempt you from wearing an official graduation cap. If you wear a head scarf, your graduation cap will go over the top, but please measure your head with your scarf in place.

USEFUL TIPS:
  • It's a good idea to bring some safety pins as these can be used to secure robes and hoods. Hairgrips are also useful to help secure your hat! 
  • We also recommend that you wear shoes in which you will feel comfortable climbing up/down steps and walking across a large stage.

Outstanding debts to the University

All outstanding debt to the University should be settled by the deadline (Thursday 19 March 2020). All financial commitments must be cleared and all books returned by Thursday 19 March 2020 regardless of the return date marked in the book.

If you have a debt to the University after the deadline date, you may not be allowed to attend the graduation ceremony in this instance. Graduands are advised to speak with Credit Control as a matter of urgency.

Students funded by employers or other external bodies must make sure that their sponsor pays any amount due by this date.

Leaving the University (Updating IT contact details)

Update your contact details if you’re graduating this spring so that we can continue to support you with tailored careers guidance and networking opportunities.

Once you graduate, your University email account will expire, which means you won’t be able to access some of our online services. If you update your contact details today, when you leave the University we will still be able to contact you.

How to find us

Important!
Our graduation ceremonies are held at Town Hall Birmingham. However, you will need to come to Aston University first to collect your robes prior to your ceremony. The University provides a shuttle service for you and your guests to and from the Town Hall Birmingham for your ceremony. 

Click here for detailed directions to Aston University

There are currently extensive building works taking place around Birmingham city centre. This includes the redevelopment of Paradise Circus which will result in road closures and diversion across the city. This will impact your journey time, both when arriving at campus, as well as travelling to and from your graduation ceremony, so please plan ahead and allow extra time. You can find out more information and the most up to date closures at www.paradisebirmingham.co.uk/access