Graduation

Terms and Conditions - Class of 2021

Part 1: Virtual Celebrations

It is the responsibility of the graduand to read through and understand the Terms and Conditions below and to contact the Events and Ceremonies Team if they have any queries. By registering to attend the Class of 2021 Virtual Celebration experience the graduand is agreeing to the following: 

Last updated: 28.04.2021

Definitions:

a) “The University” refers to Queen Mary University of London. 

b)“The Events and Ceremonies Team” refers to Queen Mary University of London. 

  c) “Student” refers to the person making the booking. 

  d) “Graduand refers to the person making the booking. 

1. REGISTERING TO ATTEND

a) Registration for the Class of 2021 Virtual Celebration experience will open at midday (UK time) on Monday 10 May 2021 

b) All registrations must be completed by no later than the advertised booking deadline of midday (UK time) on Monday 28 June 2021 

c) Graduands who inform the Events and Ceremonies Team of their interest to attend the Class of 2021 Virtual Celebration experience after the booking deadline are not guaranteed attendance 

D) Graduands will be provided with information on how to access the Class of 2021 Virtual Celebration experience in pre-event communications.

2. ELIGIBILITY

a) All students who are potentially eligible to graduate in summer 2021 will be invited to book via the website on midday (UK time) Monday 10 May 2021 

b) All students who are potentially eligible to receive an award in summer 2021, or whose award has been delayed due to covid-19, will be able to attend the experience. Attendance at the experience does not rely on an award being granted.  

c) Booking data will be matched with student records to ensure students who book to attend are final year students.   

3. TICKETS

a) Graduands need to register to attend the Class of 2021 Virtual Celebration experience from midday (UK time) on Monday 10 May 2021 and before the booking deadline of midday (UK time) on Monday 28 June 2021. 

b) Bookings are subject to availability, can be changed or withdrawn by Queen Mary University of London without notice, and may become unavailable before the deadline above. 

c) There is no charge to the graduand to attend the Class of 2021 Virtual Celebration experience.  

d) Bookings are non-transferrable and cannot be transferred as attendance at a physical ceremony.

4. ACADEMIC DRESS AND ROBES

a) Graduands are not required to wear academic robes for the Class of 2021 Virtual Celebration experience but are able to hire them if they would like to.  

b) Gowns are only available to hire and purchase for students who have awards and will only be provided if students have awards. Results will be checked before gowns are distributed. 

5. FILMING AND PHOTOGRAPHY

a) Queen Mary University of London holds the right to capture images and recordings of the experience.  

b)   Both footage and photographs may be used by the University for media publications, advertising and future graduation publications. 

c)  By registering to attend the experience, graduands are giving permission for the recording, transmission and use of images (both still and moving) from the event. Queen Mary University of London retain all rights in any images.

6. PRINTING OF NAMES AND INFORMATION 

a) By registering to attend you are giving Queen Mary permission to use your name, favourite memory of Queen Mary and the one word you would use to describe Queen Mary in communications and design materials around the Class of 2021 Virtual Celebration 

b) If you do not want Queen Mary to use this information then it is the responsibility of the student to inform the Events and Ceremonies Team in writing by no later than midday (UK time) on 31 May 2021.

c) Designs and prints created (including video content and branded merchandise) will be done so using data that is held by Academic Registry which denotes final year class of 2021 students information.

7.  ACCESSIBILITY REQUIREMENTS

a) It is the responsibility of the graduand to inform the Events and Ceremonies Team of any special requirements for both guests and graduands when they register to attend the experience.  

b) Graduands must inform the Events and Ceremonies Team of any special requirements before the booking deadline. Graduands must include as much information as possible in their request to ensure that it can be accommodated appropriately. Requests made after the deadline cannot be guaranteed 

c) Accessibility requirements at the Class of 2021 Virtual Celebration experience will be accommodated to the best of our abilities on the platform used for the event.

8. CONTACT INFORMATION

a) It is the responsibility of the graduand to ensure that their contact details are kept up to date on their student record as the Events and Ceremonies Team will invite graduands to attend via email addresses on their student record. It is the responsibility of the student to keep their personal details on MySis up to date. 

b) Queen Mary University of London is not responsible if invitations are not received by graduands because their contact details are not kept up to date. 

c) By registering to attend the Class of 2021 Virtual Celebration experience, graduands are giving their permission for the Events and Ceremonies Team to retain their contact information, for the purpose of invites to their postponed physical graduation ceremony. Graduands are asked to provide their personal email addresses so the Events and Ceremonies Team can invite them to their postponed ceremonies.

9. DEGREE CERTIFICATES

a) Attendance at Queen Mary University of London’s Class of 2021 Virtual Celebration experience is not mandatory and has no impact on the awarding of a student’s degree.

10. RIGHT TO REFUSE ENTRY

a) Queen Mary University of London has the right to refuse entry to both graduands and guests at the Class of 2021 Virtual Celebration experience.  

b) Queen Mary University of London reserves the right to ask any person to leave the Class of 2021 Virtual Celebration experience if they are acting in a manner, which in the opinion of the University may cause a breach of the peace or cause harm to others.

11. DATA PROTECTION 

a) In accordance with the Data Protection Act 2018, the Events and Ceremonies Team can only discuss a graduands celebration with the graduand. Information cannot be disclosed to anyone other than the graduand. 

b) If graduands do not wish for their names to appear on merchandise, they must inform the Events and Ceremonies Team in writing by no later than midday (UK time) on 31 May 2021. 

c)  All student names will be taken directly from the student records system. Queen Mary University of London are unable to use names that do not appear on the student record. 

d) For further information, please read the privacy notice.

12. DISCLAIMER

a) In the event that the Class of 2021 Virtual Celebration experience has to be cancelled, re-scheduled or postponed, Queen Mary University of London will make every effort to contact graduands and will post information on all appropriate channels. 

When registering attendance graduands will be asked to accept the Terms and Conditions and will not be able to book without doing this. Queen Mary University of London confirm that failure to comply with the above Terms and Conditions may result in a graduand losing their place at the Class of 2021 Virtual Celebration experience.

Part 2. Photography studios

It is the responsibility of the graduate to read through and understand the Terms and Conditions below and to contact the Events and Ceremonies Team if they have any queries. By registering to attend a photography studio session the graduate is agreeing to the following:   

Definitions: 

  a) “The University” refers to Queen Mary University of London.   

  b)“The Events and Ceremonies Team” refers to Queen Mary University of London.   

  c) “Student” refers to the person making the booking.   

  d) “Graduate” refers to the person making the booking. 

1. BOOKING A PHOTOGRAPHY SESSION 

a) Bookings for photography sessions will open on Monday 10 May at midday (UK time).  

b) Bookings must be completed by no later than the advertised booking deadline of Monday 28 June at midday (UK time).    

c) Graduates who inform the Events and Ceremonies Team of their interest to attend a photography session after the booking deadline are not guaranteed a slot.     

d) Bookings will be catered for on a first come first served basis. There is a limited number of time slots available to ensure photography sessions can be delivered in a covid-secure way.   

e) Bookings are subject to availability, can be changed or withdrawn by Queen Mary University of London without notice, and may become unavailable before the deadline above.   

f) Graduates and guests must arrive for the time slot communicated in their booking. Failure to arrive on time may lead to the inability to take part in the photography session.   

g) Should graduates or guests become unwell in advance of the date, or have been in contact with someone who has tested positive, if bookings are cancelled before the photo date then a full refund will be offered. Refunds can be requested by emailinginfo@yourgraduation.co.uk. Refunds cannot be offered unless you inform us at least 1 working day in advance of your session. Refunds made within 24 hours of the session or after the session cannot be refunded.   

h) If government guidance does not permit groups of 6 then guest tickets / access can be withdrawn.  

2. ELIGIBILITY 

a) All students who have received an award in summer 2021 will be invited to book a photography session via YourGraduation on Monday 10 May at midday (UK time).  

b) Only students who have awards conferred will be eligible to attend a photography session.   

c) Booking data will be matched with student records to ensure students who book to attend have awards.      

3. BRINGING GUESTS 

a) Graduates need to notify YourGraduation and Queen Mary University of London with the number of guests they are bringing for photography sessions at the point of booking.   

b) A maximum of 5 guests can attend the photography session with the graduate. This is based on the current guidelines at the time of the photography studio allowing for groups of six.  

c) There is no charge for guests to attend the photography session. The only related costs are to the photography package itself.   

d) Please be prepared that guest spaces may need to change if government guidance does not permit groups of 6 indoors.

4. COVID SECURE MEASURES

a) It is the responsibility of the graduate and their guests to follow government guidance on self-isolation. Graduates and guests must not attend the tour if they have shown any coronavirus symptoms in the last 10 days, or live / have come into contact with anyone with symptoms in the last 14 days.   

b) Graduates who are unable to attend the photography studios due to the reason above are asked to contact the university / Your Graduation to arrange for a cancellation.   

c) Graduates and guests are responsible for ensuring that they read and understand any guidance around covid-secure measures communicated by the university and YourGraduation in advance of arrival and during the sessions, and that these measures are abided to at all times.  

d) Graduates and guests agree to wear a face covering at all times whilst inside university venues. The only exception to this rule is during the photography session itself, where a 2m distance must be kept from anyone outside of one another’s household / bubble. Photographers will remain at a 2m distance.   

e) Exemptions to wearing face masks are permitted in line with the exceptions created by the UK Government. More information on these exceptions can be foundhere. 

f) Graduates and guests agree to wash hands / sanitise hands on arrival on the university campus and both at the start and the end of the session.   

g) Graduates and guests are responsible for adhering to social distancing guidelines at all times during the photography session and whilst on university campus. All must remain 2m or 1m+ with mitigations (face mask) distance from those who do not live within their household / are in their bubble. This guideline must also be followed during the photography session itself.   

h) The University has the right to ask anyone to leave the photography studios / campus at any times if they do not adhere to social distancing and covid-secure guidelines communicated by the university and / or staff working at the event.     

i) Graduates and guests must provide names and contact information of all attendees to adhere to the governments track and trace scheme. Data will be stored for 21 days. Data will always be held in a secure and GDPR compliant way. Please see point 10 for more information.   

j) Graduates and their guests must follow any covid-related guidance provided by Queen Mary University of London. Additional measures may need to be put in place to ensure the safety of all visitors, staff and students following updates from the government and PHE.

5. ACADEMIC ROBES:

a) Graduands are required to wear academic robes for photography sessions. Robes will be provided on the day by Marston Robing.   

6. FILMING AND PHOTOGRAPHY

a) Queen Mary University of London holds the right to capture images and recordings of the experience.    

b)   Both footage and photographs may be used by the University for media publications, advertising and future graduation publications.   

d)  By registering to attend photography sessions, graduates and their guests are giving permission for the recording, transmission and use of images (both still and moving) from the event. Queen Mary University of London retain all rights in any images. 

7. ACCESSIBILITY REQUIREMENTS

a) It is the responsibility of the graduate to inform at the point of booking of any special requirements for both guests and graduates.   

b) Graduates must inform the Events and Ceremonies Team of any special requirements before the booking deadline. Graduates must include as much information as possible in their request to ensure that it can be accommodated appropriately. Requests made after the deadline cannot be guaranteed. 

8.  CONTACT INFORMATION

a) It is the responsibility of the graduate to ensure that their contact details are kept up to date on their student record as the Events and Ceremonies Team will invite graduates to attend via email addresses on their student record. It is the responsibility of the student to keep their personal details on MySis up to date.   

b) Queen Mary University of London is not responsible if invitations are not received by graduates because their contact details are not kept up to date.   

c) By booking for a photography session, graduates are giving their permission for the Events and Ceremonies Team to retain their contact information, for the purpose of invites to their postponed physical graduation ceremony. Graduates are asked to provide their personal email addresses so the Events and Ceremonies Team can invite them to their postponed ceremonies.  

9. RIGHT TO REFUSE ENTRY

a) Queen Mary University of London has the right to refuse entry to both graduates and guests.   

b) Queen Mary University of London reserves the right to ask any person to leave the photography studios if they are acting in a manner, which in the opinion of the University may cause a breach of the peace or cause harm to others. 

10. DATA PROTECTION  

a) In accordance with the Data Protection Act 2018, the Events and Ceremonies Team can only discuss a graduates booking with the graduate. Information cannot be disclosed to anyone other than the graduate.   

b) For further information, please read the privacy notice.

 11. DISCLAIMER

a) In the event that the photography studios have to be cancelled, re-scheduled or postponed, Queen Mary University of London will make every effort to contact graduates and will post information on all appropriate channels.   

b) Where possible the University will make alternative arrangements for any graduates affected. However, graduates and their guests should insure they have sufficient insurance protection to cover any potential losses resulting from the photography studios being cancelled or delayed.   

c) If a graduation ceremony cannot take place or is delayed due to circumstances beyond the control of Queen Mary University of London, the University will not be liable for any losses direct, or otherwise, incurred by graduates and their guests. This included, but is not limited to, fire, explosion, terrorist act (or threat of terrorist act), act of God, pandemic, epidemic, industrial action or dispute involving Queen Mary University of London, or the venue at which the photography studios are due to be held.   

When registering attendance graduates will be asked to accept the Terms and Conditions and will not be able to book without doing this. Queen Mary University of London confirm that failure to comply with the above Terms and Conditions may result in a graduate losing their place at the photography studios.