| Information for Commencement Coordinators | | | | | Run of Show and Script Templates for Commencement | To ensure consistency across all commencement ceremonies and support seamless coordination with transcripts, video, staging, and other teams, we are introducing standardized templates for the Run of Show and Ceremony Scripts. These templates are available on the Coordinator Resources page. We have separate versions for Carver-Hawkeye Arena and Hancher Auditorium ceremonies, and examples of filled-out templates are provided to help guide you. We ask that all ceremony coordinators complete these templates for their respective venues.
Important Template Deadlines
- April 28, 2025: Commencement Scripts due.
- May 5, 2025: Completed Run of Show is due.
Please email completed documents to the commencement team at ui-commencement@uiowa.edu.
Best Practices for Ceremony Scripts
- Submit one primary copy of the script in a single document.
- Use clear formatting (headings, bold, italics) to differentiate between speakers, ceremony sections, stage directions, and text.
- List speakers' full names and titles separately.
- Ensure consistent spacing and alignment throughout the script.
- Avoid unnecessary abbreviations and spell out specialized terms for clarity.
- Include cues for transitions (e.g., music or when a speaker takes the stage).
- Submit the script in an editable format (e.g., Word document) for last-minute adjustments.
Livestreams and Closed Captioning
To comply with the IT Accessibility Policy, all videos or livestreams produced for public viewing must have accurate closed captioning. Computer-generated auto captions do not meet this standard.
For live events, human captioners will provide real-time captions using specialized equipment, which requires preparation. For accurate captioning, please provide a list of specialized terms (names, building names, course titles, etc.) ahead of time to help captioners prepare. | | | Regalia Information | Student Regalia
The most up-to-date information regarding student regalia, including important deadlines and access to the Herff Jones online ordering portal, is available on the commencement website.
- Order by Friday, March 14 to have regalia shipped to the Iowa Hawk Shop and University Bookstore at no additional cost.
- Orders will be available for pickup starting April 16 at Grad Fest (one-day event).
- After Grad Fest, any unclaimed regalia can be picked up at the Iowa Hawk Shop.
- Order by Thursday, April 17 for direct home shipping.
- Shipping costs are the student's responsibility.
- Orders will be delivered approximately three weeks after placement.
- International orders are accepted, but delivery times may vary.
A limited supply of regalia will also be available for purchase in the Iowa Hawk Shop.
Regalia Pickup for Online Students
- Online students attending the in-person commencement ceremony who have shipped their regalia to the Hawk Shop can pick it up during regular bookstore hours.
Faculty Regalia
Please contact Rick Scott for assistance with placing group faculty rental orders for your college.
Important Regalia Dates
- April 16: Grad Fest – Students can pick up regalia (one-day event)
- April 17: First day to pick up regalia shipped from the Iowa Hawk Shop
- April 17: Last day to order home-shipped regalia for both faculty and students
- April 17: Faculty orders due to Iowa Hawk Shop
Distinction Stars on Apparel
Gold stars are worn on the left sleeve of the student's regalia to designate their distinction level. Students who qualify for distinction will receive their star patch via USPS mail. Distinction star patches are not available for order. Please contact Degree Services with any questions about honors and distinction.
Regalia Contacts
Graduation Support Program
The Dean of Students Graduation Support Program offers financial assistance for graduation apparel and materials to students experiencing financial hardship. The program provides funding for eligible students – undergraduate, graduate, and professional – for the costs associated with graduation apparel and materials. For more details, including eligibility and how to apply for funding, visit the Dean of Students website. | | | Ongoing Discussion: Physical Contact on Stage at Commencement |
A question has been raised about the role of physical contact during commencement ceremonies, particularly regarding handshakes, hugs, and other forms of interaction on stage. This discussion emerged following concerns about consistency, cultural considerations, and the implications of video documentation.
Some have noted that while many faculty members and students engage in physical contact—such as handshakes or hugs—others may prefer or be required to avoid it for cultural or personal reasons. There is also a concern that differences in these interactions could create unintended disparities in the ceremony experience. One suggested approach has been to limit on-stage contact to handshakes, with an alternative gesture—such as placing a hand over the heart—available for those who prefer not to shake hands.
We are continuing to explore this topic and will provide updates as the conversation develops. If you have thoughts or perspectives to share, we welcome your input as we work toward a thoughtful approach.
| | | Commencement Coordinator Resources | Please visit our coordinator resources webpage on the commencement website.
- Apparel timeline
- Deadlines
- Communications timeline
- Commencement attendance management information
- Details about livestreams and closed captioning
- Regalia pricing
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