Use of your data and data protection

Student data

Students and guests should be aware that the graduation ceremonies are regarded as public events. Names and qualifications will be published in the graduation programme. The names and awards printed in the programme and other publications (including external publications, for example, The Portsmouth News) are as accurate as possible at the time of going to print. If you do not wish your data to be used for this purpose, please email and include your student ID.

We are unable to discuss the details of an individual’s graduation ceremony with anyone else (relative, friend and so on) unless given written permission by the student. You may send this permission to

Alumni Association

The University of Portsmouth Alumni Association will use your contact details to keep you informed about events, further study and other university-related activities. They will not pass your details to a third part. If you do not wish your data to be used for this purpose, please email

Photography and filming

Students and guests who attend the graduation ceremonies give their consent to the recording and transmission of their images (still and moving) for University of Portsmouth publicity purposes.

The University reserves the right to amend or cancel the arrangements for group photography, in the case of, for example poor weather conditions.


Eligibility to attend graduation ceremonies

Students who achieve a recognised award upon which they are registered are automatically eligible to attend the graduation ceremony following their successful completion. (This does not include short courses.)

Those awarded an exit award, that is not the award upon which they are registered (for example, a student registered on a Master’s programme but who is awarded a Postgraduate Diploma/Certificate on completion) is not normally eligible to attend the graduation ceremony.

If however, an undergraduate meets the criteria for an Ordinary Degree (or achieves 300 credits with at least 60 at level 3), then they will be expected to attend graduation following the award of the Ordinary Degree.

In some circumstances where an award is linked to professional accreditation there are further specific award and attendance regulations. Please contact to discuss.

Research Students

Candidates are not eligible to attend graduation until they have submitted the approved final thesis as a PDF copy in accordance with Research Degree Regulations, which can be found here.

The final electronic copy of the thesis, as approved by the Examiners, must be submitted to the Research Degrees Section in Academic Registry by 31 May 2019. If the thesis is submitted after this date the candidate will be invited to the next period of graduation ceremonies.

Booking and ticket availability

All students are required to register and book to attend their graduation ceremony by the stated deadline. The graduation team may not be able to accommodate students of their guests in the Guildhall if they attempt to book after the deadline date. We do, of course, aim to ensure that you are able to attend but we are unfortunately unable to guarantee this or any additional tickets.


Graduates may not normally defer their graduation ceremony.

Under exceptional circumstances we will consider a deferral, for no longer than one academic year, to the following graduation ceremony. You should email with your student ID, your full name and your reason for requesting a deferral. The decision is made by the Academic Registrar and is final.

Please note: There is currently only one graduation period of the University, annually in July.


If you have any outstanding debt to the University you may forfeit your opportunity to attend your graduation ceremony.


Requests for refunds should normally be received within 30 days of the last graduation ceremony (for 2019 this will be Sunday 26 August).

Any student who is unable to attend a graduation ceremony due to academic reasons will receive a full refund of any monies paid to the University or any of its external providers (currently Wippell Gown Hire and Success Photography). This does not include those who are eligible to attend the graduation ceremony if they have been awarded an Ordinary Degree.

If you or any of your guests receive a visa refusal you should contact and include details of the visa refusal and we will then review the request for a refund.

Otherwise refunds will only be given in exceptional circumstances. All requests for refunds should be emailed to with a copy of your booking details and a reason for the request. All refunds will be credited to the account used when making the original payment.

Grad Ball

No refunds are given for Grad Ball tickets but there is provision to sell these on. All ticket sales for the Grad Ball are managed separately by UPSU.

Transcripts and parchments

Transcripts and parchments are currently posted to your mailing address as this appears on the Student and Course Management System. It is important that you ensure that the address shown on your MyPort account is the address to which you would like your parchment to be delivered. The deadline for checking and amending any incorrect information is 30 June 2019.

All parchments are sent by 2nd class post. If Royal Mail are unable to deliver your parchment this will be returned to the University where it will be held securely until this is requested or collected by you.

If you wish someone else to collect your parchment you will need to email this information to giving details of the person who will be collecting this on your behalf.

Please note: We are currently reviewing the distribution of parchments and will update this information when a decision has been made.


If you or your guests require a visa to gain entry into the United Kingdom to attend your graduation ceremony you may request a visa support letter by providing details when you book your ceremony tickets. You may only request a visa support letter for yourself and any guests that have a reserved place booked at the ceremony.


The University cannot intervene in any visa application procedure and any decision made by UK Visas and Immigration is final. Please see information on refunds for visa refusal.

On the day

Late arrivals

Gowning and ticket collection closes 30 minutes before the start of each ceremony. If you believe that you are not going to be able to arrive to meet this deadline you must contact the Information Desk on 023 9284 3434 who will advise on your options.

If you arrived late it may not be possible to get you into your ceremony, particularly if the ceremony has started. We would, however, try to offer acceptable alternatives.

Dress Code

Graduation ceremonies are formal occasions and as such it is expected that you will dress accordingly. Jeans, tee shirts and training shoes are NOT acceptable. If you come to collect your gown and are inappropriately attired you will be asked to find more appropriate clothing before you will be allowed to don your academic dress.


Each ceremony has an average of 350 graduation and 1600 guests. How you conduct yourself in the ceremony reflects on you and your guests. We want all of you to enjoy celebrating your success so ask you to respect others who are also graduating with you.

No mobile devices are allowed with you on stage, but your guests are welcome to take photographs and/or video footage during the ceremony as long as this does not interfere with the enjoyment of others.

Threatening Behaviour

The University of Portsmouth does not tolerate aggressive or threatening behaviour by or to our students, their guests or anyone in the employment of the University.


Random bag searches may take place for security reasons at all venues in use during graduation. It is recommended that no large bags are taken into either the Guildhall or other venues in use for graduation.

If you see anything suspicious or gives cause for concern, please inform a member of the Graduation Team or Security at any venue.

In the event of an emergency, please follow all instructions on the day from Security, University staff or Emergency Services personnel.

Health and safety (Guildhall rules)

  • Laser pens are NOT allowed
  • No dogs (except assistance dogs)
  • No smoking (including electronic cigarettes) anywhere in the venue
  • Late arrivals we be seated at a suitable time in the proceedings
  • There is a no standing policy in the Circle (first floor)
  • No admittance will be allowed without a ticket (tickets are limited for Fire Regulations purposes)

Force Majeure

In the event of the University of Portsmouth’s graduation ceremonies being cancelled, delayed or postponed due to circumstances beyond the control of the University, including (but not limited to): fire; explosion; terrorist act (or threat of a terrorist act); act of God; pandemic; industrial action or dispute involving the University or the venue(s) at which the ceremonies and graduation services are due to be held, the University will not be liable for any losses direct or otherwise incurred by students or their guests.

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