CONVOCATION RULES AND ETIQUETTES

CONVOCATION REMINDER

THE CONVOCATION CEREMONY IS A PRESTIGIOUS EVENT. IN ORDER TO ENSURE THE CONVOCATION CEREMONY PROCEEDS IN AN ORDERLY AND UNINTERUPTED MANNER, PLEASE READ THE FOLLOWING:

    1. Graduand and guests attending the Convocation Ceremony must possess the Convocation Entry Passes. Otherwise, they will not be allowed to enter the Convocation Hall.
    2. Guests are advised to arrive at the convocation venue early and to take their seats before the start of the Convocation Ceremony.
    3. All graduands are to arrive at the convocation venue early and must report to the registration counter prior to taking their stand in joining the Convocation Ceremony.
    4. All graduands and guests must be properly dressed for the Convocation Ceremony. This include the footwear where slippers will strictly disallowed. Please refer to the Rules & Etiquette Guide for the appropriate dress code.
    5. Please note a child below twelve (12) years old will not be allowed to attend the Convocation Ceremony.
    6. Guests are required to respect the seriousness of the Convocation Ceremony by behaving appropriately; not making noise and be seated at all times while the Convocation Ceremony is in progress.
    7. Graduand and guests are advised to use the restroom before the ceremony begins to minimize the interruption to the Convocation Ceremony.
    8. Graduand and guests are strictly advised that only the officially appointed photographers are allowed to take photographs during the Convocation Ceremony.
    9. The use of handphone is strictly prohibited. Graduan and guests must make sure all handphone devices are to be turned off or switched to silent mode while attending the Convocation Ceremony.
    10. Please abide by all instructions given by the officers-in-charge and usherettes of the Convocation Ceremony.
    11. UCSF have the right to deny and restrict graduand and guests who fails to behave or abide by the rules and etiquette of the Convocation Ceremony.

UCSF have the right TO DENY ENTRY OR BAR anyone for any failure to abide by the above rules or any misbehaviour.

DRESS CODE

The convocation robes are prepared by the university and this should be worn as the outer layer of the formal convocation attire. Graduands must acquire their convocation robes prior to the convocation day and they can refer to the Convocation Confirmation Letter for details.

Graduands who do not comply with these terms are not allowed to attend the event.

MALE

The general rule for males are their appearance and attire must be neat, formal and appropriate.
For the male’s attire, the following are recommended:

  1. Long-sleeve collared shirts worn with a tie and dark trousers. The shirts must be ironed and neat.
  2. If wearing a suit, it is highly recommended that you wear it until the actual ceremony is over.
  3. Traditional attire (which is appropriate and presentable).
  4. National attire (Malay traditional clothes in the style of “cekak musang” collar, complete set of studs, songkok and samping) in black worn with black shoes and socks.
  5. The footwear must be formal and must not expose any part of the feet.
  6. The formal code for footwear is dark leather shoes with dark socks.
  7. Slippers and sandals are strictly disallowed.
  8. Graduands are not allowed to wear bow ties.
  9. The hair of the graduands must be neatly cut, or tied, and tidy.
FEMALE
  1. Female graduands are recommended to be well dressed and presentable. It is highly recommended that they too reflect elegance and appropriateness.
  2. Collared blouse or dress with long sleeves. The dress must be long enough to cover their knees.
  3. Skirts and slacks are allowable. Skirts should preferably be ankle-length.
  4. Traditional attire (which is appropriate and presentable).
  5. Baju kurung.
  6. Sheer or diaphanous clothes are prohibited. The shirt should cover the front and back of the neck. (Pantsuits are not allowed).
  7. The footwear must be formal and must not expose any part of the feet. The formal code for footwear is dark leather shoes with dark socks. Slippers and sandals are strictly disallowed.
  8. Any make-up should not be too excessive.
  9. For safety purposes, female graduands are not allowed to wear clothing that covers their face.

GUIDELINE FOR GRADUANDS

THE CONVOCATION CEREMONY IS A PRESTIGIOUS EVENT. IN ORDER TO ENSURE THE CONVOCATION CEREMONY PROCEEDS IN AN ORDERLY AND UNINTERUPTED MANNER, PLEASE READ THE FOLLOWING:

1.0 ENTITLEMENT FOR GRADUATION
  • 1.1 Only graduands who have fulfilled the completion criteria (of the programmes) and their names endorsed by UCSF Senate shall be entitled to attend the UCSF convocation.

  • 1.2 To attend the convocation, graduands must submit the necessary convocation forms, including making the relevant payments, in order to confirm their attendances.

    • The convocation forms can be acquired from the Registrar’s Office.
    • Payment can be made by cheque, bank draft or direct debit to UCSF’s bank account. Please contact the Registrar’s Office for details.
  • 1.3 Upon fulfilling the convocation requirements, students will be issued a Convocation Confirmation Letter by the Registrar.

  • 1.4 Graduands are reminded that the Convocation Ceremony is a serious ceremonial event with protocols which must be seriously adhered to. The university reserves the right to bar or relieve anyone who fails to abide by the ceremonial protocols and behave in an inappropriate manner.
2.0 CONVOCATION CEREMONY
  • 2.1 The convocation date, time and venue will be stated in the Convocation Confirmation Letter.

  • 2.2 Graduands are required to report and register their attendances on the convocation day. They are required to arrive at the convocation venue early for the registration according to the schedule to avoid being barred from the Convocation Ceremony. It should be noted that once the Academic Procession begins, the graduands will not be allowed to enter the venue and attend the Convocation Ceremony.

  • 2.3 Please note that any graduand who fails to abide by the attire or dress code will be barred from joining the Convocation Ceremony.

  • 2.4 After the registration process, the graduands are required to quickly make their way to the designated queuing area, situated at the foyer of the convocation venue. The official in charge of the procession will provide guidance and instruction on how you should take your rightful position according to the sequence of entry prior to the start of the Convocation Ceremony.

  • 2.5 The graduands will act respectfully and maintain their silence at all time. When called, the graduand will enter the convocation venue in an orderly manner. They are to follow the instruction of the official guides and usherettes.

  • 2.6 During the ceremony, graduands are required to keep silent so as not to disturb the ceremony.

  • 2.7 Graduands are required to remain at their designated seats at all times to prevent upsetting the order of the ceremonial award. They will be prohibited from leaving the hall during the course of the Convocation Ceremony, except for valid reasons.

3.0 REGISTRATION
  • 3.1 All graduands must register their attendance at the registration counter prepared during the day of the convocation.

  • 3.2 Upon registration at the Convocation Ceremony, graduands are required to present their Identity Card or other identification, including the Convocation Confirmation Letter to the officer in charge. Without the above documents, graduands are not allowed to register and participate in the Convocation Ceremony.

  • 3.3 The University reserves the right to prohibit graduands who fail to conform to the registration process from participating in the Convocation Ceremony.

  • 3.4 Upon registration, graduands will be issued with a 'Name Card' with the Student's and their Programme Names. They must keep this document article at all time as this article will be used to facilitate the convocation ceremonial arrangement, especially for announcing their names during the awarding of the scroll.

4.0 REHEARSAL
  • 4.1 Prior to the date of the official Convocation Ceremony, a rehearsal will be conducted and graduands are strongly encouraged to participate in order to be familiar with the ceremonial event and flow.

  • 4.2 The rehearsal date and time will be announced in the Convocation Confirmation Letter.

  • 4.3 Graduands’ attire for the rehearsal must also be neat and appropriate. This includes footwear and anyone wearing slippers will be barred from participating in the rehearsal.

5.0 CONVOCATION ATTIRE
    5.1 MALE'S ATTIRE
    • 5.1.1 The general rule for males are their appearance and attire must be neat, formal and appropriate.

    • 5.1.2 For the male’s attire, the following are recommended:

      • 5.1.2.1 Long-sleeve collared shirts worn with a tie and dark trousers. The shirts must be ironed and neat.
      • 5.1.2.2 If wearing a suit, it is highly recommended that you wear it until the actual ceremony is over.
      • 5.1.2.3 Traditional attire (which is appropriate and presentable).
      • 5.1.2.4 National attire (Malay traditional clothes in the style of “cekak musang” collar, complete set of studs, songkok and samping) in black worn with black shoes and socks.
    • 5.1.3 The footwear must be formal and must not expose any part of the feet. The formal code for footwear is dark leather shoes with dark socks. Slippers and sandals are strictly disallowed.

    • 5.1.4 Graduands are not allowed to wear bow ties.

    • 5.1.5 The hair of the graduands must be neatly cut, or tied, and tidy.

    5.2 FEMALE'S ATTIRE
    • 5.2.1 Female graduands are recommended to be well dressed and presentable. It is highly recommended that they too reflect elegance and appropriateness.

      • 5.2.1.1 Collared blouse or dress with long sleeves. The dress must be long enough to cover their knees.
      • 5.2.1.2 Skirts and slacks are allowable. Skirts should preferably be ankle-length.
      • 5.2.1.3 Traditional attire (which is appropriate and presentable).
      • 5.2.1.4 Baju kurung.
      • 5.2.1.5 Sheer or diaphanous clothes are strictly prohibited. The shirt should cover the front and back of the neck. (Pantsuits are not allowed).
      • 5.2.1.6 The footwear must be formal and must not expose any part of the feet. The formal code for footwear is dark leather shoes with dark socks. Slippers and sandals are strictly disallowed.
    • 5.2.2 Any make-up should not be too excessive.

    • 5.2.3 For safety purposes, female graduands are not allowed to wear clothing that covers their face.

    5.3 CONVOCATION ROBES

    The convocation robes are prepared by the university and this should be worn as the outer layer of the formal convocation attire. Graduands must acquire their convocation robes prior to the convocation day and they can refer to the Convocation Confirmation Letter for details.
    Graduands who do not comply with these terms are not allowed to attend the event.


6.0 CONVOCATION REGALIA : THE ROBE

    6.1 The convocation regalia for graduands will depend on the level of their awarded degree. The different levels of academic awards will be entitled to different sets of regalia, as shown in the table below:

    Award Level The Graduands’ Regalia
    (a) Degree i. Robe
    ii. Hood
    iii. Mortar Board
    (b) Diploma i. Robe
    ii. Mortar Board
    (b Certificate i. Robe only

  • 6.2 Collection details for the convocation robes will be defined in the Convocation Confirmation Letter.

7.0 PARENTS AND GUESTS
  • 7.1 Generally, a graduand is allowed to bring two (2) guests only.

  • 7.2 Subject to availability of seats, students may purchase additional entry pass(es) for additional guests. However, the number of entitlement will also be controlled and limited. The allocation of these additional seating and entry pass will be subjected to the relationship of the guests with the graduands.

  • 7.3 Graduands are required to inform their parents / guest(s) to wear appropriate attire for the ceremony, failing which the university may bar them from attending the Convocation Ceremony.

  • 7.4 All guest(s) should be older than twelve (12) years old. Guests under twelve (12) years old are not permitted to enter the convocation ceremony venue.

  • 7.5 The schedule of events will be published. The parents / guest(s) are required to take their seats according to the time specified.

  • 7.6 During the actual ceremony, parents / guests are asked to be respectful of the seriousness of the ceremony by behaving appropriately; not making noise or moving around.

  • 7.7 Parents / guest(s) are also prohibited from leaving the hall during the ceremony. They too must remain in their seat until the end of the Convocation Ceremony.

  • 7.8 The attire for parents/guests should likewise be neat, presentable and tidy. They are to follow what has been set for the graduands excluding the robes.

  • 7.9 Graduands should inform this rule to their parents / guest(s). Failure to abide by any of the rules and protocols may result in the parents / guest(s) being barred from the convocation cenremony.

8.0 PHOTOGRAPHY
  • 8.1 As part of the protocol to maintain the conduciveness of the ceremony, as well as not to interrupt the flow of the ceremony, graduands and guests are seriously prohibited from taking any photographs.

  • 8.2 The attendances and usherettes will take decisive actions on any graduand, parent or guest who fail to comply with this rule. Graduands should alert their parents / guest(s) about this strict prohibition.
9.0 PERSONAL ITEMS
  • 9.1 Graduands are responsible for their own possessions. UCSF will not be responsible for any loss or damages of the possessions.

  • 9.2 Graduands are also advised not to bring any of these items: bags, cameras, cell phones, pagers or any similar devices into the convocation hall.
10.0 RIGHTS OF THE UNIVERSITY
  • 10.1 The scroll and transcript can only be issued once to each graduand. Note that there will never be any re-issuance or replacement for these documents. UCSF can only issue certified true copies thereafter.

  • 10.2 In order to avoid damages and mix-ups, the actual scrolls will not be issued during the Convocation Ceremony. They are to be claimed from the Registrar’s office after the convocation ceremony and after the gown have been returned.

  • 10.3 UCSF reserves the right to withhold and retain the scroll of a graduand if the graduand has outstanding payments which has yet to be settled fully. UCSF will release the scrolls of the graduands upon them having fully settled their outstanding debts. However, they will be entitled to certified true copies of the scrolls.

11.0 OTHER MATTERS
  • 11.1 This guide serves to provide information with regards to the preparation required for the Convocation Ceremony. Please bring this guide as well during the rehearsal.

  • 11.2 For further details or enquiry, the graduand may refer to the UCSF official website or contact the Registrar Office at 088-511141, 511146 or Fax: 511218.

UCSF have the right NOT TO ALLOW any graduands or guests to enter the convocation hall if they do not follow any of the rules and etiquettes of the Convocation Ceremony.

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