Preparing to graduate

We intend to host the next University of London Graduation ceremonies on Monday 29 and Tuesday 30 April 2024 at The Barbican Centre, Silk Street, London.

You must have cleared all your study-related debts with the University (it is your responsibility to do this), and your name must appear on our approved pass list. University regulations stipulate that a qualification cannot be awarded / conferred on any student who has study-related debts outstanding to the University (including library fines). Receipt of any graduation email invite DOES NOT, therefore, imply successful completion of your studies and you must ensure that you meet the above criteria in order to graduate.

We intend to hold three ceremonies: 

• Monday 29 April 2024 – Afternoon - 3.15pm ceremony 
• Tuesday 30 April 2024 – Morning - 10.15am ceremony 
• Tuesday 30 April 2024 – Afternoon - 3.15pm ceremony 

Please note that these dates and times may be subject to change, and details of the confirmed four ceremonies will be included in the invitations which will be sent out via email. 

You will be invited to book the most convenient date and time for you. Please note that registration is on a first come, first served basis and places are limited.  

You will not be able to graduate and attend the ceremony in 2024 if your award has not been approved by Wednesday 20 March 2024 or if you are in debt to the University.  

The Awards and Ceremonies Team will not action your registration request and your name will not appear in the graduation proceedings.  

If you have successfully completed your studies but are in debt to the University, you will be invited to the next available ceremonies after you have cleared your debt.  

If you have not completed your studies, or your award has not been approved by Wednesday 20 March 2024 you will be invited to attend the next available ceremonies. 

Degree certificates and graduation documents are produced by the Diploma Production Office and should usually be despatched by post six months after the confirmation of the graduate’s results.  

If you haven’t received your degree within this timeframe, you can email: diploma.enquiries@london.ac.uk 

You do not need to attend a graduation ceremony in order to graduate – these are celebratory events and if you have been awarded your degree, you have officially graduated. 

Once bookings for the graduation ceremonies in 2024 are closed, you will be invited to attend the next graduation ceremonies, likely to be held in 2025 (we currently cannot confirm future dates).

Please note that you do not need to attend a ceremony in order to graduate – these are celebratory events and if you have been awarded your degree, you have officially graduated.

We are currently inviting the following students to register: 

• Students who contacted us to defer graduation from 2023 to 2024 
• Students who joined the waitlist for 2024 ceremonies  

Students who have passed assessments in 2023 will be invited by the end of 2023. This is to give us time to process the awards and ensure we are sending invitations to all those who are eligible.  

If you think you think you should have received an email invitation but haven’t, please check junk and spam folders, and then contact us with your full name, student number and date of birth and we will check if you are eligible. 

If you took assessments between this year up until July 2023, we anticipate inviting you to graduation from the end of October. For those who graduate between July and December 2023, we anticipate inviting you to graduation early in 2024.  

The UoL Graduations Team can supply Visa support letters if they are needed, but you MUST carry out the application process for a Visa first. We will only consider Visa support letter requests when accompanied by a valid booking reference. If you require a letter the UK Visa team will ask for additional information. You will be asked to supply information to support your Visa when you register for graduation.

Find out more about the visa application process and check if you need a Visa and which one to apply for.

Students who are returning to the UK for the graduation ceremony and whose student Visa has expired, will need to apply for a Standard Visitors Visa Online.  

If you need a letter to support your application, please email: universityevents@london.ac.uk with the following information: 

• Your full name (and names of any guests who also need a Visa) 
• Your booking reference number 
• Your passport number (and the same for any guests who need a Visa) 
• Your date of birth (and the same for any guests who need a Visa) 
• Your address (and the same for any guests who need a Visa) 

Check if you need a visa and which one to apply for on  GOV.UK

Apply, make payment and book your appointment at the Visa Application Centre online.  

All customers applying for a visit visa can now use our new online application form. This upgraded system is faster, simpler and user friendly. Use this link - Visit the UK as a Standard Visitor. 

Attend your appointment at the Visa Application Centre to submit your application and biometric data. Choose one of our added value services to enhance your experience. 

UK Visas & Immigration’s global service standard for visit and non-settlement Visa applications is 15 working days from submission of your application and biometric data at the Visa Application Centre. We encourage all applicants to remember this when planning their travel to the UK, and to ensure they apply for a Visa in good time.

The UK Government can post-date a visit Visa for up to 3 months to accommodate your intended travel date.

There are now only four visit Visa routes to the UK. A Standard Visitor Visa is the most common. On a Standard Visitor Visa, you can travel to the UK for tourism, to see family and friends, to shop, and to attend Graduation Ceremonies.

That depends on the type of Visa. You’ll find full guidance online. Start on this page to get to the right information for your personal situation.  

UKVI does not require that flight tickets be submitted with a Visa application. View full guidance.

We recognise that applicants may have a sponsor who is contributing financially to their trip.  

In all cases the UK Visa office must be satisfied that you can fund your stay in the UK, check how to evidence this at: https://www.gov.uk/standard-visitor-visa/documents-you-mustprovide 

You can apply for a UK visit Visa in any country, whether you are resident there or not. Please note however, that it may take a longer to process your application, if you are not resident. If you wish to do this you must ensure that you choose the country you want to apply in on the UK Government systems to access the correct appointment information for the Visa Application Centres.

How do I book professional photography?  

All tickets will be emailed out to you in the form of an e-ticket before the ceremony. Please keep your e-ticket with you because it will have your seat number on it and you will need it to enter the venue on the day.

Guest tickets are allocated for entrance to the ceremony room at a cost per guest. If you would like to purchase guest tickets to your ceremony booking, you can do so during the booking process. Tickets for children aged 10 and under are free, but you must reserve their seat during the booking process.

Graduate tickets are free of charge.

There is a cost for each guest ticket purchased, which will be displayed for during the registration process.

Details on how to make changes to your guest tickets, Alumni Evening Celebration tickets, gown hire or photography will be displayed on your booking confirmation. Should you need any further information, please email: universityevents@london.ac.uk

Please inform us if you or any of your guests are wheelchair users or require other accessible seating arrangements in the Barbican. If circumstances change for any reason, please contact us as soon as possible: universityevents@london.ac.uk. 

Please note that we are unable to provide wheelchair or mobility aides.

You may transfer the ticket and update the name. Please contact the Graduation team. 

Yes, everybody graduating and walking the stage will need to wear full Academic Robes.  
If you do not already own the correct robes, you will need to hire them in advance of the date. You can do so via our official gowning and photography provider as part of the registration and booking process. 
 

It is expected that all graduates must be smartly dressed (e.g. collar and tie, no sportswear).  

Members of the armed forces may wear the appropriate uniform and members of religious orders their normal mode of dress. Graduates may also wear their national dress. 

Upon arrival at the Barbican, you will need to collect your robes, prior to your ceremony, and return it after before leaving the venue. There will be staff on hand to guide you to the collection and drop off points.  

TIP: Although the hood is secured with velcro to your gown, it may also be useful to bring pins or safety pins so you can secure your hood at the shoulders, so it does not slip back or slide off your shoulders.  

You may also wish to bring hair grips to help secure your hat. 

Details on how to book will be outlined in your invitation. 

Please note that photography can be booked on the day, but advanced booking is highly recommended. Photography booked in advance must be booked and purchased at least two weeks before your allotted ceremony day.  

You will be able to book this during the registration process when booking your tickets and robes.  

There will also be the opportunity to purchase a photo of you crossing the stage as well as other professional photography on the day. 

If you are eligible to attend graduation in April but can’t make the dates, please let us know and we will add you to the list for future events. The next graduations after 2024 will be in 2025.

If you need to cancel your booking, please email us at universityevents@london.ac.uk no later than 28 March 2024 to be eligible for a refund. If we receive notice of cancellation after this date no refunds will be given. 

What happens if I register to attend but do not turn up on the day? Will I still get my certificate? 

Your name will be crossed off the list of names to be called out.  

You will still receive your degree certificates and graduation documents which are produced by the Diploma Production Office and should usually be despatched via post six months after the confirmation of the graduate’s results.  

If you haven’t received your degree within this timeframe, you can email: diploma.enquiries@london.ac.uk.  

You do not need to attend a graduation ceremony in order to graduate. 

Please read our terms and conditions:

University of London International Academy Graduation 2024 Ceremony Terms and Conditions  

In these Terms and Conditions, a Graduate refers to a Graduate who has met all the eligibility criteria for graduation and has been invited to attend a University of London Graduation Ceremony. Please note that attending a Graduation Ceremony is not a requirement for the award of the Graduate’s degree.  

It is the responsibility of the Graduate to read and understand the Terms and Conditions below and to contact universityevents@london.ac.uk if they have any queries.  

By making an online booking to attend the 2024 University of London Graduation Ceremonies the Graduate agrees to the following:  

Ticket Bookings   

1. Tickets for the Graduation Ceremonies will only be issued to Graduates which the University of London has deemed eligible to graduate.  
2. Graduates are required to pay for all pre-booked tickets that incur a cost, at least four weeks in advance of the Graduation Ceremony.  
3. The Graduate alone will be sent all tickets to the email address linked to the booking. It is the Graduate’s responsibility to inform the graduation team if they change their email address.  
4. Graduates must arrive at the Barbican in sufficient time to register, change into academic dress, have professional photographs taken if required, and be seated before the start of the Graduation Ceremony.  
5. All tickets purchased are non-transferable to another Graduation Ceremony or another individual.  

Programme Fee Debts   

Graduates should ensure that any outstanding Programme Fees owed to the University of London are settled prior to the Graduation Ceremony day, as a Graduate owing such fees is not permitted to attend the Graduation Ceremony.  

Academic Dress   

1. Academic dress is mandatory at University of London Graduation Ceremonies. This can be booked through our official supplier when booking tickets. A Graduate not wearing University of London academic dress will not be presented at the Graduation Ceremony.  
2. Graduates agree to wear University of London academic dress and smart national dress or other formal clothing under their gown. Graduates acknowledge that this excludes jeans and trainers.  
3. Graduates wishing to attend a Graduation Ceremony should hire their academic dress no later than 28 days before the Graduation Ceremony from the University of London’s official supplier.  

Filming and Photography   

The Graduate acknowledges that the Graduation Ceremony will be webcast live by the University of  

London and that formal and/or informal University of London photographs will be taken. The Graduate grants permission for the University of London to webcast from, and use such footage and photographs from the Graduation Ceremony in publications in the future, unless the Graduate informs the University of London otherwise at the time of online booking by writing to universityevents@london.ac.uk  

Accessible Seating   

The Graduate agrees to inform the University of London in writing of any accessible seating requirements for guests and Graduates at the time of online booking to allow for appropriate seating allocation.    

Right to Refuse Admission   

1. The University of London reserves the right to refuse admission to the Graduation Ceremony.  
2. The University of London reserves the right to ask any person to leave if they are being disruptive to the Graduation Ceremony or fellow guests.  

External Suppliers   

The University of London does not accept responsibility for bookings, and cannot make any refunds in relation to bookings, made with external suppliers, including for photography or for gown hire .  

Attendance Arrangements   

The University of London is not responsible for any travel or accommodation costs in connection with the Graduation Ceremony. Graduates and guests are strongly recommended to have adequate insurance cover for the duration of their stay in Great Britain.  

If the Graduation Ceremony is altered, delayed or cancelled due to circumstances beyond the University of London’s reasonable control, the University of London shall not be responsible for any losses incurred by Graduates or their guests.  

Cancellations   

1. Requests for the refund of any ticket(s) must be made no later than Sunday 31 March 2024. The last date for the purchase of a ticket shall be the date of the Graduation Ceremony, subject to availability.  
2. Where an application for a refund is made after Sunday 31 March 2024, any such refund will be made at the University of London’s sole discretion. Supporting evidence will be required where applicable.  

If you book for the Alumni Celebration Evening, and do not tell us in advance that you are unable to attend, the University will convert your registration payment to a donation towards the University’s Student Support fund. If you have any questions, please contact the Development Office at alumni@london.ac.uk.  

These Terms and Conditions and any matters arising from them are governed by English law, and the Graduate and the University of London agree to submit to the exclusive jurisdiction of the English courts to settle any dispute or claim arising out of them.  

Failure to comply with any of the above Terms and Conditions may result in the Graduate losing their place at the Graduation Ceremony.   

Graduates will be asked to accept the Terms and Conditions in order to purchase tickets by way of an online booking.  

Graduation Privacy Notice 

1. Introduction  

Data collected and used in relation to Graduations is managed by the University of London.  

We are registered as a data controller with the Information Commissioner’s Office [notification number is Z5419651] and we have a Data Protection Officer, who can be contacted via data.protection@London.ac.uk  

You can find out more on our data protection webpage. 

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses in relation to your graduation.  

2. What information do we collect from you?  

We use the following data about our graduates to manage graduation:  

• Name  
• Email addresses  
• Phone number  
• Date of birth (if a Visa letter is required)  
• Passport number (if a Visa letter is required)  
• Student Reference Number  
• Course details  
• Awards information  
• Dietary requirements  
• Payment details including address 

3. Why do we collect this information?  

We collect and use your personal data to enable you to sign up and purchase tickets for Graduation events. We use it to manage Graduation events and to invite you to an Alumni celebration.   

We also publish your name and award on our website.   

Data is shared internally with our Development Office who use it to reconcile and update your Alumni record.   

We process this data in the legitimate interests of the University of London as well as in your own legitimate interests. These purposes will never override your personal interests, fundamental rights and freedoms in relation to your personal data.

4. What do we do with this information?  

We collect your data directly from you when you fill in the registration form. We take details of your course and award from our student records system.  

Data is stored by our Graduation partner, Marstons, who store it in a cloud hosted system. You can find more information about how Marstons handle your data at their Privacy Notice here Privacy Policy | Marston Robing Privacy Policy.

The University has carried out due diligence to make sure this third-party stores data in line with data protection expectations.  

The University processes personal data in accordance with data protection legislation and our own Data Protection Policy    

5. How long do we keep your information?  

We keep your personal data in accordance with the University’s retention schedules.   

This means that data collected and used to manage the Graduation process is kept for 2 years. The information is then destroyed.  

Data used to update and reconcile your Alumni record is kept permanently. You can find more information about how data is used by the Development Office in their Privacy Notice here Development Office Privacy Statement | University of London  

6. Who do we share your information with?  

As explained above, we share your data internally with our Development Office.   

We share it externally with our partner, Marstons, who process data on our behalf as explained above.   

We would also wish to share your contact information with the academic institutions with which your course is affiliated in order for them to invite you to other relevant celebration events around the University of London Graduations ceremonies.

7. What rights do you have in relation to the way we process your data?  

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject

You have the right to:  

• Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.  
• Ask us to confirm that your personal data is being processed and to gain access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.  
• Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.  
• Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
• Restrict the processing of your personal data in certain ways.  
• Obtain your personal data for reuse.  
• Object to certain processing of your personal data.  

If you would like to exercise any of your rights please look at the information available on the data subject rights webpage.

Make a complaint 

If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.  

If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office( an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.