Convocation Information for Volunteers
Registration
Faculty and staff play a vital role throughout the university career of each graduate. Their presence and participation at the convocation ceremony are important and meaningful. We also welcome retirees and alumni as volunteers at convocation.
We thank everyone who helps to make convocation a truly special occasion.
Visit the Roles section below for information on each volunteer role.
***NEW VOLUNTEER REGISTRATION PLATFORM***
We are excited to share with you that we have introduced a platform called SignUp.com to register for volunteer roles.
To register for a volunteer role, click the ‘Register Now’ button below and review the options listed. Choose your spot(s) (a ceremony and role).
After selecting your spot(s), complete the participant information page – only your email address is required. Be sure to click the green SAVE and DONE button.
When you are finished selecting your desired spot(s), be sure to click the blue SAVE button at the top of the screen to complete your registration.
You will receive a confirmation email summarizing your registration details. Be sure to save the confirmation email as it has your link to access your SignUp at any time in the future.
To register for additional spots, edit or cancel your existing spot, follow the ‘View/Change My Commitments’ link in your confirmation email.
Volunteer Training
Approximately one week before the start of ceremonies, training sessions will be held to review volunteer roles and duties.
When registering for a volunteer spot, you can also register for one of these training sessions. These sessions are open to all volunteers and highly recommended for Ushers.
Roles
Pay tribute to the graduating students as members of the platform party, dressed in regalia, on stage throughout the ceremony. Please plan to arrive to Gryphon Lounge (Room 131) of the WF Mitchell Athletics Centre (accessed from Reynolds Walk) at least 30 minutes prior to the start of the ceremony.
Visiting faculty are welcome to join the platform party and should register using the above link.
Please visit our Maps page for more details.
Typically, this role is reserved for Program Counsellors.
Faculty advisors of doctoral students are invited to hood their student on stage. You may choose to sit in the audience with your doctoral student or join the academic procession to sit on stage and meet them as they cross the stage. You should plan to arrive to Gryphon Lounge (room 131) in the WF Mitchell Athletics Centre at least 30 minutes prior to the start of the ceremony.
Please visit our Maps page for more details.
At this station, in the West Gym, students receive their name card and hood along with instructions on how to correctly carry their hood. Volunteers are asked to arrive at the West Gym of the WF Mitchell Athletics Centre 90 minutes prior to the start of the ceremony and are not required to remain for the entire ceremony.
Please visit our Maps page for more details
Usher's Duties
Stationed in the Event Centre of the Guelph Gryphon Athletics Centre, ushers welcome guests as they arrive, hand out programs and direct graduands during the convocation ceremony.
When to Arrive
Ushers are asked to arrive at the Gryphon Lounge (room 131) of the WF Mitchell Athletics Centre 90 minutes prior to the start of the ceremony and remain for the duration of the ceremony.
Training Session
Ushers will be invited to attend a training session in the week prior to the ceremony to become familiar with roles and responsibilities in the new location. Details will be sent closer to the date.
Accessibility
We actively address the needs of our graduands, their guests and volunteers who require accommodations including but not limited to physical disabilities, visual or hearing challenges, sensory disabilities, gender inclusivity and mental health challenges. When required, we will work in consultation with the Office of Diversity and Human Rights to accommodate your needs.
If you require accessibility accomodations, please contact the Convocation team.
Have Questions?
For more information, please visit the Faculty & Staff section of the Frequently Asked Questions webpage.