Information for Commencement Coordinators

Information for Commencement Coordinators

Icon of a undergraduate student in commencement apparel.

Thank you for joining us for the commencement coordinators meeting. A recording of the meeting for anyone unable to attend may be found below.

We look forward to seeing you at the next coordinators meeting on Monday, May 6 at 1 p.m. on Zoom. 

In the meantime, please let us know if you have any questions by contacting us at UI-commencement@uiowa.edu.

Upcoming Deadlines

Please visit the coordinator resources webpage on the commencement website for all timelines and deadlines for spring 2024 commencement.

Deadline Task/Action
April 24 Scripts due to UI-commencement@uiowa.edu
April 28 at 11:59 p.m. Deadline to approve all slide photos
April 29 Slide photos published
May 1 Platform maps due to UI-commencement@uiowa.edu (Carver ceremonies)
May 6 Card proofs sent to colleges to share with name card readers
May 6 Run of Show* due to UI-commencement@uiowa.edu
May 6 Discontinue name card updates**
May 7 Name cards delivered to colleges

 

*The Run of Show template is available to download on the commencement coordinator resources webpage. We are asking that all ceremonies complete this template.

**If changes need to be made to student name cards before May 1, please send them to UI-commencement@uiowa.edu. The commencement team will update the database and the name cards. After May 1, please continue to send updates to UI-commencement@uiowa.edu and coordinators may update their own cards once they have received them.

RSVPs

RSVPs Collected During Extension

College April 8 April 9 April 10 April 11 Total
AMS 0 0 0 0 0
CLAS 41 11 16 11 79
CPH 1 0 0 0 1
DENT 1 0 0 0 1
DOCT 1 2 1 4 8
EDUC 0 0 1 0 1
ENGR 8 3 3 0 14
LAW 10 0 0 2 12
MAST 12 6 5 7 30
MBA 3 0 0 0 3
MD 5 0 1 0 6
NURS 2 1 0 0 3
PHAR 0 0 0 0 0
TCOB 13 9 6 8 36
UC 0 0 2 0 2
TOTALS 97 32 36 32 196

 

Additional RSVP Reminders

Please continue to add late RSVPs in MAUI. This will ensure students continue to get communications from the commencement team leading up to ceremonies. Learn more about how to add an RSVP here.

Regalia Updates

Iowa Hawk Shop Update

Gabby McIlvanie is the new point of contact for the Iowa Hawk Shop and University Bookstore. She can be reached at 319-335-5473 or gabrielle-mcilvanie@uiowa.edu.

Melissa Hibbard remains your main point of contact for Herff Jones and can be reached at gradmidwest@gmail.com.

Student Regalia

If coordinators are interested in having a few regalia items for backup at their ceremonies (tassels or hoods), in case students forget these items at home, please contact Gabby at the Hawk Shop.

Additionally, Herff Jones is sending communications to students to check their orders/items to ensure the have the correct regalia for their ceremonies.

Student Rental Returns

Bachelor's students will keep all regalia. Master's and doctoral students will keep everything on their heads (cap/tam and tassel) and return their hoods and gowns.

If students picked up or rented regalia from the Hawk Shop, they will need to return it to the Hawk Shop. If they had regalia shipped to their homes, they will return it using the prepaid shipping label that came with the order. If they have lost their label, they can generate a new prepaid label here.

Faculty Regalia

The Hawk Shop and Herff Jones are working together to be sure they aren't missing any faculty orders, as they no longer have access to Tracy's email. If you ordered faculty regalia, you should have received an email from Melissa by now.

Faculty regalia will be delivered to the Hawk Shop on May 1. Gabby will send an email when it is ready to be picked up. You are encouraged to check your orders for accuracy immediately and reach out to Gabby and Melissa if there any issues.

Additional Reminders

Ceremony Livestreams

Livestream links have been added to each ceremony page. You will find them in the Watch Live section of your corresponding page.

American Sign Language Interpreters

The commencement team is working with Hands Up Communications to ensure all commencement ceremonies have an ASL interpreter. We will share names of the interpreters as they are assigned. It is worth noting, that even after an interpreter is assigned, they may change. Please use Hands Up Communications in your printed materials.

Programs

  • Please save leftover programs for the next ceremony
  • Reminder: summer degree applicant names are printed in the fall program
  • A PDF of the program will be added to the commencement programs page the week of ceremonies.

Venue Policies

Commencement ceremonies adhere to venue security policies

Carver Hawkeye-Arena

The following items are NOT allowed inside Carver-Hawkeye Arena:

  • Wrapped gifts, balloons, flowers
  • Alcoholic beverages
  • Backpacks, purses, handbags and/or cinch bags
  • Banners and signs
  • Coolers, glass containers, backpack hydration systems, or refillable water bottles over one (1) gallon
  • Large lens cameras (6″ or more), video cameras or tripods
  • Noisemakers, strobe lights or any other disruptive devices
  • Outside food (unless medically indicated)
  • Non-service animals
  • Strollers and car seats
  • Tobacco of any kind (including e-cigarettes)
  • Umbrellas
  • Weapons of any kind

Hancher

  • It is recommended not to bring a bag that cannot fit easily under your seat. There is no bag or coat check during commencement ceremonies.
  • Please do not bring balloons.

Meeting Recordings + Coordinator Resources

Meeting Recordings

Feb. 8 Meeting Recording
March 29 Meeting Recording

Coordinator Resources Webpage

Please visit our new coordinator resources webpage on the commencement website.

  • Spring 2024 deadlines and timelines
  • Commencement attendance management support
  • Order of Events templates
  • Information about livestreams and closed captioning
  • Regalia pricing and contact information for the Iowa Hawk Shop and Herff Jones

Additional Quick Links