1. Applying to graduate, eligibility and debt

1.1. It is essential in many cases for students to apply to graduate* before receiving formal notification of a final award online. 

1.2. If a student completes an application to graduate but does not subsequently receive an award decision by the stated deadline, the application will be cancelled, and you will receive a refund of any fees paid. The application is not carried over to a future ceremony.

1.3. It is the responsibility of the student to ensure that the name the University holds is correct for the purposes of graduation. Any updates required should be made in writing and be accompanied by the relevant legal documentation e.g. deed poll, birth certificate, passport, marriage certificate or gender recognition certificate (not mandatory) and prior to the published graduation application deadline date. Requests made after this time may incur a fee and your name may be incorrect on your degree certificate and in any published information.

1.4 Name changes/modifications following receipt of a printed certificate will incur a fee**, except in circumstances covered by the University Gender Transition Guidance. Requests for name changes should be made in writing and be accompanied by the relevant legal documentation e.g. deed poll, birth certificate, passport, marriage certificate or gender recognition certificate (not mandatory).

1.5. It is the responsibility of the student to apply to graduate before the published application deadline date. Late applications will not be accepted.

1.6. Students must complete the graduation application before the published deadline for the application to be valid. If an application requires payment, all payments should be completed by the published application deadline date.

1.7. Heriot-Watt University reserves the right to close the graduation application early if a ceremony has reached venue capacity.

1.8. Heriot-Watt University reserves the right to prevent a student from attending a graduation ceremony where it considers this necessary, even where a student has completed the application process.

1.9. It is the responsibility of the student to settle all outstanding tuition fee debt at least one week prior to the published deadline date. Failure to do so may result in the student being prohibited from applying to graduate, view final award, attend a ceremony or receive an award certificate.

1.10. If a student submits an appeal following confirmation of an award, the student may no longer be eligible to receive that award on the original award date, even if an application to graduate has been submitted. This also applies if the appeal is concluded before the original award date. Once the appeal has been concluded, you will be put forward to the next available award date.

1.11. Heriot-Watt University accepts no responsibility or liability for any financial loss, costs, or other damages incurred as a result of individuals making arrangements to attend a graduation ceremony and subsequently being unable to attend. This includes, but is not limited to, circumstances arising from ineligibility, visa complications, illness, or any other reason beyond the University’s control.

2. Attending a ceremony

2.1. Heriot-Watt University will use its best endeavours to keep to the scheduled dates, times and venues for graduation ceremonies. However, due to circumstances outside the control of the University, ceremonies may be delayed, relocated to another venue or postponed. If a ceremony is over or under subscribed, arrangements may be made to change the date/time of your ceremony.

2.2. Heriot-Watt University also reserves the right to cancel any graduation ceremony and/or reception for reasons beyond its control.  Circumstances may include, but are not limited to fire, flood, or any other incident that renders the venue unsafe to use; terrorist act (or threat of terrorist act); natural disaster; pandemic or a period of national mourning. Where any of these circumstances occur, Heriot-Watt University is not responsible for any inconvenience, losses or costs that may be occasioned by such an event.

2.3. Each student attending a ceremony is entitled to guest tickets (capped depending on venue capacity). Information on maximum ticket allocation per location and the guest ticket fee is available on the graduation website. Please ensure that you make arrangements only for the number of guests for which you have purchased tickets in advance.

2.4. Heriot-Watt University will accept no liability for any financial or other losses incurred by any individual through the making of arrangements to attend a graduation ceremony where they do not hold a valid ticket.

2.5. Tickets are non-refundable if a request is made to cancel or change an order after the deadline date for applications. Refunds will not be issued for non-attendance. This includes, but is not limited to, non-attendance due to illness or visa related issues.

2.6. Tickets are non-transferable to other students.

2.7. Academic dress is compulsory for all students attending a graduation ceremony.

2.8. All students must wear official Heriot-Watt University academic dress. The University academic dress consists of a robe and a hood in a particular design as relevant to the degree award. Mortarboards do not form part of the University’s academic dress and are therefore not worn at our graduation ceremonies.

2.9. Students are not permitted to wear any other item of non-institutional academic dress at the ceremony, this includes but is not limited to, flags and stoles.

2.10. Heriot-Watt University reserves the right to refuse admittance/participation to students who are not wearing the correct academic dress.

2.11. Heriot-Watt University reserves the right to refuse admittance/participation to students who are under the influence of alcohol or any other substances.

2.12. Children and babies are welcome to attend. However, please be aware that graduation ceremonies can be lengthy, so please take this into account. If children become restless, an usher may ask your guests to leave the venue temporarily until they are more settled. Children aged 16 and under must be accompanied by an adult guest at all times (note that students are seated separately from guests and therefore, children must be seated with another adult in the guest seating area). Children are not permitted to cross the stage.

2.13. A ticket must be purchased for any children aged 5 and over requiring their own seat. Children under 5 who are able to sit on another guest’s knee do not need to purchase a ticket.

2.14. Heriot-Watt University will allocate all students a seat within the venue and it is not possible to change seats unless advised to by a member of staff.

2.15. Graduation is a formal event, and students and guests are expected to behave in a manner fitting for the occasion. Any person who becomes disruptive during a graduation ceremony may be asked to leave the ceremony.

2.16. Students must arrive and register at the venue at the time specified on the website. Any student who arrives late (less than 30 minutes before the ceremony start time) may not be able to join the proceedings.

2.17. Students must inform Heriot-Watt University at the time of applying to graduate of any additional requirements for themselves or guests, such as, wheelchair access, accessible seating and sight or sound facilities.

2.18. Heriot-Watt University graduation ceremonies may be filmed, photographed and/or live streamed. Footage may be used by the University in future promotional material.

3. Absentia

3.1. Students can apply to graduate in absentia. This means that the certificate is sent to a nominated delivery address following the graduation date. Postage fees are applicable. For a breakdown of these fees please see the graduation website.

3.2. Students should allow 4-6 weeks after the award date for delivery.

3.3. Students applying to graduate in absentia after the award date should allow 4-6 weeks from the deadline date (last day of the month the application was made) for delivery of the certificate.

3.4. If your certificate is returned to us by Royal Mail or DHL for any reason, we will issue it again, upon request, on one further occasion. If it is returned again, students may be liable for an additional postage charge.

3.5. Where delivery has not taken place after 6 weeks, the tracking number can be requested in order to track the package.

4. Publishing Names and Awards

4.1. The University publishes the name of each graduate along with their award title in the graduation programme. The University may also release this information to local Scottish newspaper(s) for publication and to a company who produces clothing/merchandise in the UK.

4.2. Published award titles do not include classifications or distinctions e.g. Honours, Distinction or Merit.

4.3. A students name and award title will be published unless they selected to OPT OUT during the online application process.

4.4. If student submits an appeal against an award but has not selected to OPT OUT of their name and award title being published, we cannot guarantee that this will be removed from any published graduate lists.

5. Other terms

5.1. We may update these terms and any guidance on graduation ceremonies at any time.

*via MyHWU Student Self-Service or EBS Global Portal (for EBS online students)

**requests made during a grace period of up to 4 weeks from receipt of your certificate (date verified via tracking) are free of charge, however, the appropriate postage fee will be applied.

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Graduation Terms & Conditions