This document summarizes a session on award ceremonies, effective practices, challenges, and pitfalls. It introduces Gillian Lindsey from Oxford Brookes University and Nick Allen from the University of Northampton. It provides details on recent changes to ceremonies at both universities, including increasing attendance numbers, consulting students, and improving venues. It also describes a JISCMAIL list for sharing practices around ceremonies and a workshop hosted by the University of Northampton on sharing good practices.

1. Session 206 Award Ceremonies:
Effective Practice,
Challenges and Pitfalls
Gillian Lindsey Nick Allen
Oxford Brookes University The University of Northampton

2. So who are we? (1)
• Gillian Lindsey
– Assistant Academic Registrar and Head of
Graduation Office, Oxford Brookes University
– Formerly University of York and Royal Holloway,
University of London
– AUA member since 2002
– Previously worked in hotels, culminating in role of
Associate Academic Director in a hotel school in
Switzerland.

3. So who are we? (2)
• Nick Allen
– Executive Officer, The University of Northampton
– Formerly OU and SHU
– AUA Member since 2002
– Postgraduate Certificate in Professional Practice
graduate (PgCert)
– Trustee and Chair of PgCert Board of Studies

4. Oxford Brookes University
• 18,000 students (plus almost the same again in
collaborative programmes)
• Three campuses in Oxford and a small campus in
Swindon
• Modern university, recognised particularly for
Architecture, Building and Property Management;
Nursing; Art & Design; Food Science.
• Multiple entry point during the academic year

5. The University of Northampton
• 14,000 students
• Two campuses in Northampton
• Particular recognition in fashion, teacher
education, waste management and leather
technology
• Multiple entry points during the academic
year

6. Oxford Brookes University Ceremonies
• Attendance increased over years, due to
higher number of awarded students:
Actual Actual Actual Actual
attendance on attendance on attendance on attendance on
day 2008 day 2009 day 2010 day 2011
3416 3529 3813 4159
• Overseas ceremonies organised with
collaborative partners
– inc. Kenya, Malaysia, Hong Kong, Singapore,
Poland, Hungary

7. Oxford Brookes University Ceremonies
Recent changes following consultation with Students’
Union and student questionnaires:
• Student priorities
• Reduced from three ceremony occasions to two
• Improving venues
• Increased number of guests in main venue
• Graduation package charge implemented
• Additional funds for improvements

8. Student Priorities

9. Student Details

10. Changes
• Dropped April ceremonies – timing unpopular
• Improve appearance of Main Hall
• Improve external areas and graduation
marquee
• Increase number of guests to three and
include in new package rate
• Plan for new buildings

11. The University of Northampton
Ceremonies
• Two ceremony periods a year
• Increase in eligible attendees and actual
attendees (due to increase in student
numbers)
Academic Year 2008/9 2009/10 2010/11
Eligible attendees 3,502 3,932 4,410
Actual attendees 2,101 2,364 2,695

12. The University of Northampton
Ceremonies
Changes:
• All ceremonies held in town centre theatre
(summer ceremonies were previously held on
campus in a marquee);
• Split operation – campus (gowning and
photography) and town (ceremony);
• Ticketing software trialled.

13. JISCMAIL list
• Running since May 2005
• 140 members
• Sign up at http://www.jiscmail.ac.uk
(search for Ceremonies)

14. Sharing Good Practice
• 25 August 2010, The University of
Northampton
• Over 50 attendees from 29 higher education
institutions
• Follow-up session at 2011 AUA Annual
Conference

15. Some examples of recent topics on
JISCMAIL:
• Allowing non-awarded students to attend
ceremonies
• Procedure with latecomers
• Online registration

16. Feedback from parallel groups

17. What next?
• Join the JISCMAIL list
• Visit other institutions – find out how they do
it?

18. Thank you for attending