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Terms and Conditions

Please read these terms carefully as your registration and purchase of guest tickets for your Graduation Ceremony constitutes your acceptance of these terms.

Dates and times

The university reserves the right to change the time and date of any published ceremony and will notify of any changes by 20th June to all students who are registered to attend that ceremony. Graduates can request to change the date and time of their ceremony however this is under the discretion of the university and cannot be guaranteed.

If the number of graduating students  booking for a  ceremony, exceeds the number of places available for that  ceremony, then the University has the right to change the ceremony that the student was originally invited to.  If the ceremony is full on the date the student registers online they will not be able to book into the ceremony and will be offered an alternative date.

Access/Disability Requirements

It is your responsibility to inform us if either you or one of your guests has an access requirement.  If you fail to do so before the registration deadline we cannot guarantee that the appropriate arrangements can be put in place in time for your graduation ceremony.  When students register to attend their ceremony there will be a section of the registration form which asks if you have any special requirements. Please enter as much information into this section as possible and we will then contact you to discuss the arrangements

Ticket Cancellations and Refunds

It is possible for you to cancel your registration and guest tickets before the extra ticket deadline of 24th June at 4pm. Refund are made by logging back into your ticket booking and cancelling the tickets.  After the extra ticket deadline we are unable to refund you for your guest tickets

When you register online there will be a section of the registration form which asks if you have any special requirements. Please enter as much information into this section as possible and we will then contact you to discuss the arrangements

Photography and Gown hire refunds

For photography and gown hire please refer to Ede and Ravenscroft’s terms and conditions.  They can be contacted on 01223 861854.

Children

Children from newborn to age 5 are not permitted into the ceremony marquee but will be able to watch via the video link in the lecture theatre.  Children aged 6 and over must have their own ticket to enter the marquee priced at £30. If your guest arrives with a child under the age of 6 and is unable to use their ticket we will not provide a refund.

All children below the age of 12 must be supervised by an adult at all times before, during and after the ceremony.  We reserve the right to ask you to leave if children are not being supervised.

Data Protection

All eligible students will have their full names and awards (not classifications) published in the programmes.  This will be carried out under the legal basis of legitimate interest.  If you do not want your name to be printed, you must notify us at graduation@mdx.ac.uk and we will remove your details.

All eligible students will have their surname, student number and level of study (not classification) sent to Ede & Ravenscroft via encrypted mail.  This is to enable online registration, ticket sales, robe hire and photography and to ensure the Ede & Ravenscroft have the correct ceremony date and robes for graduates.  This is carried out under the legal basis of legitimate interest.

All eligible students will have their full name, student number and expected award (not classification) sent to Middlesex University Students Union via encrypted mail.  MDX SU will print the names of eligible students on apparel sold on the day of the ceremony.  This is carried out under the legal basis of legitimate interest.  If you would like to have your name deleted please contact the SU directly.

The Graduation Office will not discuss your student record or any details relating to you graduation with a third party, including parents.  If you would like us to discuss your details with a third party you will need to email us with your consent.

Debt

The University Regulations 2021-22 state the following:

E9.4 Students who have a tuition fee debt to the University will not have a qualification conferred, will not be notified of their final results, receive a Certificate or Diploma Supplement, nor be entitled to attend their Graduation Ceremony until the outstanding debt to the University has been paid.

Given the University Regulation if you have an outstanding tuition fee that is not cleared before the registration  deadline the University may  not include  your name in the programme , and may not allow you to take part in the graduation ceremony.  You will not be able to register to attend your ceremony until the debt clears.

Deferrals

If you are unable to attend your Awards Ceremony, you can request to defer your graduation once to the next appropriate ceremony. For students who have been invited to a ceremony in July this will be the following July.  For students who have been invited to a December ceremony this will be the following July.  Please confirm in writing to graduation@mdx.ac.k that you wish to defer by the registration deadline of the current Graduation Ceremony you have been invited to and we will confirm whether we are able to accept your deferral.

If you purchase guest tickets then request to defer you must refund your guest tickets by the published refund deadline.

It is not possible for you to carry over your registration or guests tickets to a future ceremony that you are deferring to. Instead, you will need to register and purchase guest tickets for your new ceremony, conforming with the new ceremony deadlines.

Emails from us

The graduation invitation will be sent via email to the personal and MDX email addresses of eligible students.  One reminder will be sent to students approximately 10 days before the registration deadline.

We will send registered students an email to confirm the availability of additional guest tickets as soon as registration closes.

If a student has not received the invite email it is the responsibility of the student to follow this up with the Graduation Office by contacting graduation@mdx.ac.uk

Force Majeure

If the Graduation ceremony cannot take place or is delayed or the ceremony time needs to change due to circumstances beyond the control of Middlesex University, including (without limitation)

  • Fire, flood, explosion, storm, tempest
  • Loss of power, breakdown of plant or machinery
  • Terrorist act (actual, suspected or threat of terrorist act)
  • Riot, protests,civil commotion,
  • Acts of God
  • Pandemic, quarantine or widespread illness (whether affecting our staff and/or student body or otherwise)
  • National mourning (any member of the Royal Family)
  • War or threat of war
  • National emergencies, governmental requisitioning, emergency planning or provision
  • Strikes, lockouts or other industrial action or dispute involving Middlesex University or any other party
  • Actions or defaults of placement providers or default of suppliers or sub-contractors
  • Student registration exceeds our capacities industrial action or dispute involving Middlesex University, or the venue at which the Graduation Ceremony is due to be held

Middlesex University will not be liable for any losses direct or otherwise incurred by the graduands or their guests with regards to travel or hotel bookings.  The cost of any guest tickets purchased will be refunded.

Guest tickets

Once registration opens, you will be able to purchase a maximum of two guest tickets before the published registration deadline. Tickets cost £30 each and must be purchased via www.gownhire.co.uk.  Once the registration deadline has passed, your two initial guest tickets will no longer be guaranteed.

We cannot guarantee that there will be additional tickets available for your ceremony.  If there are any additional guest tickets, they will be sold for £30 each on a first-come, first-served basis via www.gownhire.co.uk.  Only students who registered to attend the ceremony before the deadline are eligible to book extra tickets.  After the registration deadline we will contact registered eligible students to confirm availability of additional tickets.

If you purchase additional tickets, and the guests do not attend, the tickets are not refundable.  We retain the discretion to set the maximum amount of additional tickets you will be able to purchase.

It is not possible for you to use your guest tickets at any graduation ceremony other than the one you have been invited to.

Tickets are not transferable.  We try and make the process of allocating tickets and additional tickets as fair as possible.  We do not permit the transfer of tickets between students or permit any request to the graduation office to transfer tickets.  All guest tickets are required to be collected with photo id.

On the Day

You must bring your student card or another form of photo id to your ceremony, allowing sufficient time at the venue to register and collect guest tickets and your academic robe.  We require proof of purchase from all graduates so they can collect their tickets and an academic robe – only the graduand can collect tickets and robes.

All guests need to be seated 15 minutes before the ceremony starts.

We reserve the right to refuse entry or remove any graduand 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 graduands, guests or staff.

If the graduate or guests are late and the ceremony has already started then you will only be able to enter the ceremony at a break in the proceedings.

Registration

You must register for the ceremony before the registration deadline to guarantee your place at the ceremony.  If you fail to register by the deadline date we cannot guarantee a space at your ceremony or any guest tickets.  The university is under no obligation to let you attend a ceremony if you turn up on the day without having pre-registered.

Robes and dress

Robes must be hired through the University’s official robe suppliers, Ede and Ravenscroft.  It is compulsory to wear robes to attend your ceremony.  Please contact Ede and Ravenscroft directly for their refund policy.

Use of Images

All footage filmed at the ceremony may be used by Middlesex University for media publications and advertising.  Ceremony films will be archived for future reference.

All graduands and guests should be aware that they may feature in this footage.  By registering to take party in your graduation ceremony and by purchasing guest tickets, you are giving permission for your image to be recorded.

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