Before-the-day: information for undergraduate candidates
Ensure you are ready for your upcoming graduation ceremony in July 2026. Please read all the information on this page, which includes essential information, including how to register and key dates and deadlines.
Also see our Frequently Asked Questions
Eligibility and registration
Eligibility
You need to register for graduation (attending or graduating in absentia) before results are published. You need to meet the criteria below:
- Be in your final year and have an 'Expected End Date' of June 2026.
- Register your graduation intentions by the deadline of Friday 17 April.
- Successfully complete your programme of study.
- Your examination results must have been submitted to the Student Administration Service by their deadline (your department or the Student Administration Service can provide you with information relating to their deadlines).
- Have no outstanding debts to the University (Regulation XIII:, Notes for Students on Tuition Fees, Regulation 4.7).
You should complete the registration process on the assumption that you will successfully complete your studies. Receiving an invitation to register does not imply you have completed your course; we invite all students who may successfully complete in time so they can make arrangements in advance. Don’t wait until you receive your results to register for the ceremony because this is after the registration deadline. If you have not successfully completed when we receive the examination results, we will automatically remove you from the attendee list.
Registration
The registration deadline for the July 2026 graduation ceremonies will be Friday 17 April. Registration will open shortly.
Graduating in person
When you register for graduation, you will be able to apply for 2 guaranteed guest tickets and advise us of any special seating or access requirements that you or your guests may have. Registration also serves as confirmation of your personal details (eg: confirmation of your name as it will appear in the ceremony programme, the digital ceremony programme, and on your certificate).
For more information on your name, please refer to the Your Name section.
Graduating in absentia
If you are not attending in person, the registration process enables you to confirm your personal details (eg: confirmation of your name as it will appear on your certificate) and to provide the address your certificate should be posted to. You should also ensure that you have read the information relating to the postage of certificates.
Your name
Printed name
Your name, which is taken from your student record, will be shown on the registration form. This is the name that will be printed in the graduation programme and will also be listed in the digital graduation programme, and printed on your certificate. Names are printed following the naming convention at the University and will appear as forename, middle name(s), surname as held on the record. If this is incorrect, you need to change it before you register.
To do this, contact the Student Services Information Desk (SSiD) with documentary evidence (e.g: passport, birth certificate). SSiD has more information on how to change your name.
Once this is completed, you can then register for graduation.
Tickets
A maximum of 2 guest tickets are guaranteed, along with your own graduand ticket.
It is unlikely that tickets over the two guaranteed will be available. However, if further tickets are available, you will be notified via email as follows:
Ceremony day | Notification of additional tickets |
|---|---|
| Monday 20 July | Monday 15 June |
| Tuesday 21 July | Tuesday 16 June |
| Wednesday 22 July | Wednesday 17 June |
| Thursday 23 July | Thursday 18 June |
| Friday 24 July | Friday 19 June |
Additional tickets will not be available before this date. Requests for additional tickets cannot be processed via email.
Please note, we cannot guarantee additional tickets being available.
Downloading e-tickets
If you are having your award conferred at your graduation ceremony in July you can download your e-ticket from Friday 10 July. Your e-ticket will show the seat numbers allocated to you and your guests and this will be required on the day. Please ensure you also provide your guests with a copy so they can find their allocated seats.
If you have previously received your certificate your e-ticket will have been emailed to you. Your e-ticket will show the seat numbers allocated to you and your guests and this will be required on the day. Please ensure you also provide your guests with a copy so they can find their allocated seats.
Special seating arrangements/access arrangements
You must inform us of any specific access requirements or special assistance that you or your guests may need in advance of the ceremony. There is a dedicated section of the registration form to do this.
Once tickets have been allocated, we may not be able to accommodate special arrangements, but we will do our best to meet these requirements.
If you require the loan of a wheelchair for the day, visit your local British Red Cross Association
Children
Children over the age of three will require a ticket for the ceremony.
Due to the length and formal nature, we do not recommend bringing young children to the ceremony. Guests with young children may wish to watch the ceremony live in the Auditorium in the Students’ Union, where the atmosphere is informal and tickets are not required.
Children are not permitted on the platform at any time.
Cancelling your registration to attend
Robe hire
It is a University Regulation that graduands wear the correct academic dress. You can hire or purchase these directly from the official robe makers for the University, Ede & Ravenscroft, or an alternative supplier that provides University Regulation compliant academic dress.
How to hire
The deadline to order robes is Friday 26 June. If you have any queries regarding pre-ordering robes for the July ceremonies please contact Ede and Ravenscroft directly: Contact Graduation Services | Ede & Ravenscroft
Robe collection on the day of your ceremony will be from Uni Central on Level 4 of the Students’ Union Building following the timetable below.
All robes must be returned on the day of hire to View Deli, on Level 4 of the Students Union.
| Time of ceremony | Ceremony Robe collection open | Return by |
|---|---|---|
| 9.30am ceremonies | 7.30 to 8.45am | 6.00pm |
| 12noon ceremonies | 9.30 to 11.15am | 6.00pm |
| 3.30pm ceremonies | 12.15 to 2.45pm | 6.00pm |
| 6.00pm | 3.30-5.15pm | 9.00pm |
If you are no longer able to attend your ceremony, you can cancel your order using the 'Review/Amend/Cancel' option on the Ede & Ravenscroft website. For security reasons, cancellations cannot be made over the phone.
Robe types and hood colours
View examples of the different types of robes and hoods for each level of study and department here:
Academic dress examples (PDF, 743kb)
Photography
Official photographs
The official photographers are Ede & Ravenscroft Photography, located on Level 4 in the Students' Union on each day. You can pre-book photography packages when you order your robes through Ede & Ravenscroft or you can turn up on the day.
Opening times:
Monday, Tuesday and Thursday, 7.30am-9.00pm
Wednesday and Friday 7.30am-6.00pm
Certificates
Graduation and attending
If you attend your ceremony you will receive your certificate on the day.
Graduation and not attending
If you are not attending graduation you need to register your intention to graduate in absentia. This allows you to confirm your personal details and to provide an address for us to post your certificate to following the ceremonies. We are unable to send your certificate if you don't complete this process.
Please note, it is not possible for someone to collect your certificate on your behalf at the graduation ceremony.
Postage of certificates
The deadline to order delivery of is Friday 19 June.
Certificates to the UK: certificates sent to addresses in the UK are sent by second class mail as standard. However, if you would like your certificate sent by a tracked service, we can send it using Royal Mail Special Delivery.
Certificates to overseas addresses: Royal Mail is unable to provide a tracking service for most overseas countries. Certificates are therefore sent by standard airmail. However, if you would like to have your certificate sent using the DHL Express Worldwide service we can arrange this for you. The cost for this service is dependent on the destination country and is available to more than 220 countries worldwide.
Certificates lost in transit
Occasionally some items will get lost in transit. In order to guarantee the delivery of your certificate, we would strongly advise you to use one of the guaranteed methods above. If your certificate doesn’t arrive using these methods please contact us. If you choose a standard service for delivery, you will need to order a replacement certificate (for which the usual fee will be charged) from Student Services.
Digital certificates
Following graduation, your digital certificate will be released in Gradintelligence.
Travel and venue
All ceremonies take place in the Octagon Centre, University of Sheffield, Western Bank, Sheffield S10 2TN.
We recommend using public transport or Park and Ride to get here, as parking on campus is limited. Find out more on our Maps and Travel page.
We suggest using the following car parks if you are travelling by car:
- QPark Durham Road, across from the Octagon
- QPark Rockingham, approximately half a mile from the Octagon Centre
- All the car parks in the city centre
Disabled parking spaces for blue badge holders are available in QPark, Durham Road. Blue badge holders can also park on double yellow lines for a maximum of 3 hours providing there are no loading restrictions and the vehicle is not causing an obstruction. Please ensure the blue badge and parking clock are displayed. See Sheffield City Council for more details.
Security
The safety of visitors to the University is our highest priority. With this in mind, the following procedures are in place at the venue:
- Bags will be searched. No bag larger than a small handbag will be allowed into the building. Please do not bring large bags or suitcases to the Octagon Centre. There will be person searches on entry.
- Anyone who appears to be under the influence of alcohol will not be permitted entry.
Arrive as near as possible to the published opening times, bearing in mind that security checks take place.
Accessibility and support
We are committed to making graduation inclusive and accessible for all our graduands and guests. If you have accessibility or support requirements, detail these in the appropriate section of the registration form and we will do our best to ensure suitable arrangements are put in place.
Alternatively, you can Contact Us and we will be happy to talk through the options available to you. Please give us sufficient notice to put arrangements in place
Ceremony and robing venues
The Octagon Centre is accessible by ramp and has lifts and accessible toilet facilities. More detailed information can be found on AccessAble.
Items such as mobility scooters and pushchairs should be left in the cloakroom once guests have taken their seats as it is not possible to store them in the ceremony hall.
Robing is on Level 4 of the Students’ Union. The building is accessible by level access and contains lifts and accessible toilet facilities. The Octagon Centre can be accessed from the Student’s Union via the link bridge. More detailed information can be found on AccessAble.
Gender neutral toilets are located in the Students’ Union Building, next door to the Octagon Centre.
The Students’ Union Building (Level 2) has a Prayer Room with Wudu facilities.
Parking information can be found under travel and venue.
Dining and activities on campus
Students' Union
Sheffield Students’ Union building will be open to offer Graduands and their families space to relax, eat, drink, and enjoy their day.
Inside you can have your official Graduation photo taken, pick up a souvenir or bouquet of flowers, and enjoy a drink at their bar.
Coffee Revolution and Bar One will be serving food and drink throughout the day and ‘Our Shop’ will be supplying all the essentials to ensure everything goes smoothly. They even have a Graduation Kids’ Zone for keeping children entertained!
Find a full list of the University's cafes.
Live stream
Watch online anywhere
The ceremony will be streamed live on our website on the day of the event. Share this link with family and friends, including those abroad, so they can join the celebration from anywhere in the world.:
On-Campus viewing venues
For family and friends attending in person, we’re offering three unique on-campus venues where they can enjoy the livestream:
Student Union Auditorium (Nelson Mandela Auditorium)
Your guests can experience the ceremony in a formal, theatre-style venue equipped with our new cinema-standard projector. The Auditorium has tiered seating and 10 spaces for wheelchair users. Tickets are not required. However, it should be noted that whilst the Auditorium seats 400 people and does not normally reach capacity, the Events Team cannot be held responsible should seats be unavailable at busy times.
BarOne
A relaxed environment where guests can watch the ceremony while enjoying food, drinks, and conversation.
Kids Zone
A family-friendly space where adults can watch the livestream while children enjoy games and craft activities.
A link will be provided shortly before each ceremony. By electing to take part in the ceremony proceedings, you are giving permission for your image to be recorded and broadcast.
Summary of Before the Day tasks
| Task | Deadline |
| Register to confirm if you wish to graduate in person or in absentia | Thursday 30 April |
| Inform the Events Team (contact form) if you do not want your name to appear in the graduation programme | Friday 5 June |
| Ensure you have read all information on visas (if applicable) | |
| Order your robes from Ede & Ravenscroft | Friday 26 June |
Terms and conditions
Cancellation or postponement of the event
The University reserves the right to change, cancel, or postpone the ceremonies as deemed necessary by the University.
In the event of any change, postponement or cancellation, the University will communicate this clearly on its website and will contact each attending student directly with as much notice as is reasonably practical.
The University will not be liable for any costs incurred by either the graduand or guests due to postponement or cancellation of the event. This includes, but is not limited to, travel, accommodation and subsistence costs or any loss of business or earnings.
Therefore, the University strongly advises that graduands and their guests ensure they have sufficient insurance protection to cover any losses they may incur as a result of postponement or cancellation of ceremonies and book flexible rates for travel and accommodation wherever possible.
Academic robes
It is a University Regulation that graduands wear the correct academic dress. You can hire or purchase these directly from the official robe makers for the University, Ede & Ravenscroft, or an alternative supplier that provides University Regulation compliant academic dress.
Data Protection
Publication of names
The names of graduating students will be published in the printed graduation programme and the digital graduation programme, which are available to all ticketed guests on the day. If you would like your name removed from this publication, you must advise the Corporate Events Team in writing by using our Contact Us form, giving your full name, student registration number and award title and clearly confirm that you wish to be removed from the programme by Friday 5 June.
We do not print degree classifications in the graduation programme.
Digital media
Graduation live stream of the ceremony - the graduation ceremonies are live streamed on the website. By electing to take part in the ceremony proceedings, you are giving permission for your image to be recorded and broadcasted.
- Photography - professional photographers will be on campus during graduation and their photographs may be used in the university's future promotional literature. By electing to take part in the ceremony proceedings, you are giving permission for your image to be photographed and used.
Graduand and guest conduct
Graduands and guests are expected to behave in a manner fitting for the occasion. Any person who becomes disruptive will be asked to leave the hall.
Masters study discovery afternoon
See where a Sheffield masters could take you with our on-campus event. Get expert advice, take a campus tour and chat to current students.