July graduation ceremonies - online reply form guidance notes

This web page will help you correctly complete your reply form. You may wish to keep this page open whist you complete your form so you can refer to it easily should you need to.

Personal Information (everyone to complete)

Full name

The name you provide here is for identification purposes only. Your name will be printed on your certificate (and in the graduation programme if you are attending), exactly as it is shown on your student record on the date this form is submitted. It is your responsibility to check your name on your student record before submitting this form to ensure it is correct. If you need to make any changes to your name held on your student record, you must do so before completing this form. No changes will be made to the name on your certificate or in the graduation programme once this form has been submitted.

Student registration number

Your student registration number can be found on your UCard.

Email address

Please provide an email address you check regularly, ensuring you enter this carefully.  You should also add graduation@sheffield.ac.uk to your safe senders list/address book. We cannot be held responsible for emails not reaching you if your email address is incorrect or if your email programme directs our messages to your spam folder.

Attending graduation (only complete if you wish to attend your graduation ceremony)

Guest tickets

Each graduate attending is guaranteed 2 guest tickets, providing these are requested at the time of registering and the form is submitted by the deadline. All tickets are numbered and there will be strictly no admission to the hall without one.

It is unlikely that additional guest tickets will be available. However, if further guest tickets are available for your ceremony, you will be notified via an email sent to the address on your form during the week commencing 8 June (a specific date can be found in your information leaflet). Please do not contact the Events Office prior to this date regarding the availability of additional tickets as we will not have the information available. The likelihood of extra guest tickets cannot be guaranteed and any advance arrangements regarding your party's travel or accommodation are made at your own risk.

Is special seating required?

Please indicate whether any special seating arrangements are needed, eg: for wheelchair users, those with limited mobility who cannot climb stairs, medical conditions which require easy access etc.

Special seating requirements

Although the Octagon Centre has mainly tiered seating which is inaccessible for those with mobility difficulties or wheelchair users, there is seating available on the flat floor of the hall. It is vital therefore, that you state clearly in this section any requirements for special seating. If you do not notify us of requirements, we cannot guarantee that suitable seating will be available on the day. The Octagon Centre itself is fully accessible to those with impaired mobility.

Address for tickets

Tickets will be posted approximately 1 week prior to the ceremony. Due to the timescales involved, we will not post tickets to addresses outside of the UK. If you are not residing in the UK, you may collect your tickets on the day of your ceremony. If you wish to collect your tickets, please state this on the form and they will then be retained for collection on the day of your ceremony.

Graduating in absentia (only complete if you are not attending the ceremony)

Address for certificate

Please note that your certificate will not be posted to you if you do not complete this form. Certificates cannot be released until after your degree has been conferred and this process takes place during the graduation ceremony.  All certificates will be dispatched within 4 weeks of the ceremony taking place.

Please only use english text on this form as using special characters or other laguages will cause the data to corrupt.

Delivery method

Certificates to the UK

The UK postal service is very reliable and certificates sent to addresses within the United Kingdom are sent by second class mail as standard. However, should you wish to have the peace of mind of having your certificate sent by a tracked service, we can send it using Royal Mail Special Delivery. Please see the following web page for further information and pricing: Certificate by Special Delivery The deadline for purchasing this delivery method is Friday 3 July.

Certificates to overseas addresses

Unfortunately, Royal Mail are unable to provide a tracking service for most overseas countries so we are unable to send certificates using their International Track and Sign service. Therefore, certificates are sent by standard air mail.

However, if you would like to have your certificate sent to you using the DHL Express Worldwide service, rather than standard air mail, we are happy to arrange this for you. The cost for this service is dependant on the destination country and is available to more than 220 countires worldwide. Please see here for more information. The deadline for purchasing this delivery method is Friday 3 July.

Certificates lost in transit

Although the vast majority of certificates are received with no problems, some countries have less reliable postal services and, of course, occasionally some items will get 'lost'. In order to guarantee the delivery of your certificate, we would strongly advise you to use one of the guaranteed methods above. Should your certificate not arrive using these methods, we would re-print your certificate and send it again using the same method, free of charge. However, should you chose a standard service for delivery, you will need to order a replacement certificate (for which the usual fee will be charged by the relevant department) should your original become lost in the mail.

Certificate Collection

Please do not ask friends or colleagues to collect your certificate if you do not attend your ceremony as it will not be possible for us to issue the certificate to any third party.

Order number

If you have opted for a secure delivery method for your certifiate.  Please purchase this prior to submitting the graduation reply form and note down your order number in the space provided.

Declaration (everyone to complete)

By clicking this box you confirm you have checked the name held on your student record and understand that this is the name which will be printed on your certificate and in the graduation programme (if you are attending the ceremony). You also state you have accepted that no changes will be made to your name once the form has been submitted.