Frequently asked questions

Do I need to register if I am NOT attending my ceremony?

YES - you must register online through MAP by the deadline of (2015 deadline to be confirmed) even if you wish your degree to be conferred in your absence or if you wish to defer graduation until a future ceremony.

If you want to be awarded ‘in absentia’ (not attend the ceremony or any future ceremony), you must confirm the address where your certificate should be posted to (through MAP), otherwise you may NOT receive your certificate. Please note that you will NOT receive your certificate until after the March ceremonies have taken place (the certificate needs to be validated by the Chancellor at the degree ceremony first).

Please do not wait for exam results before registering; failure to register by the deadline of (2015 deadline to be confirmed) will result in you not graduating. If you are in any doubt as to whether you will graduate in March 2015, you must still register via MAP. If necessary, your name can be withdrawn at a later stage.

I have registered for the March 2015 graduation ceremony; does this mean I have successfully completed my programme of study?

NO, you should NOT take registration to mean that you have successfully completed your programme of study. If you are in any doubt about your eligibility to graduate, please contact your appropriate School at Aston University.

When will I receive my guest tickets for the graduation ceremony and how many will I receive?

When you register for graduation via MAP, you are asked to denote how many guest tickets you would like. PLEASE DO NOT ASSUME THAT YOUR REQUEST FOR TICKETS ON MAP IS THE SAME AS ACTUALLY BOOKING THE TICKETS.

Seating in the Birmingham Town Hall Auditorium is limited, your seat is pre-allocated, therefore you DO NOT need a guest ticket for yourself.

Every graduand can request up to four guest tickets. The first two tickets are free when booking with the Town Hall Box Office.  Any additional tickets cost £10 each.

All tickets including the two free ones need to be booked with the Birmingham Town Hall Box Office.

After Graduation Registration on MAP has closed, the Graduation Office will contact you via email with the date and time of when the Box Office will open and give you further information about how to book your tickets. You will find out at this point whether you have been allocated any extra £10 tickets and these tickets can be purchased from the Box Office at the same time as you book your two free ones Please note that a £3 fee per transaction will be charged on all bookings, with £1 fee for postage except purchases made in person at the Box Office.

When booking tickets, the Box Office will give you an order number which should be kept safe. If guest tickets are lost then the order number will be required before replacements will be considered.

Please also be aware that there are no overflow facilities at the Birmingham Town Hall or the University (as the ceremonies are not filmed and cannot be video linked). Guests without tickets are welcome to wait back at the Aston University campus where catering facilities are available. The foyer at the Town Hall is very small and can become heavily congested.  High levels of noise coming from the foyer can be heard inside the Auditorium and can spoil the atmosphere of the ceremony; therefore guests without tickets should be encouraged to stay on campus.

Please note that the Graduation Office will send you reminder emails to book guest tickets and robes. 

What time do I need to arrive on the day?

You must arrive at least two and half hours before your ceremony commences. This will allow you enough time to collect your robes from the University, travel to the Town Hall and collect your guest tickets (if applicable) and register at Checkpoint.

You will then need to be at the Town Hall at least an hour before to register at Checkpoint.

Please note that the coaches will stop running 30 minutes before the start of the ceremony (therefore you need to be on a coach in plenty of time to check in at the Town Hall).

Please make sure that you are aware of any road works that can affect your journey on the day. If you think you are going to be late, please contact the Graduation office at Aston University as soon as you can on +44 (0)121 204 4542.

If you or your guests are coming from a long distance, it may be an idea to book accommodation in Birmingham the night before your ceremony. The University offers accommodation at special rates. Please contact +44 (0) 121 204 3726/3011 or via email at r.biran@aston.ac.uk.


In order to take part in the ceremony, you must be at the Checkpoint in the Birmingham Town Hall by 9.30am (for the 10.30am ceremony), 12.30pm (for the 1.30pm ceremony) and 3.30pm (for the 4.30pm ceremony).

Once you have checked in, you must find your seat in the Auditorium and remain seated until the ceremony begins. If you fail to check in or check in late you may not be allowed into the Auditorium or be conferred on stage by the Chancellor.


What happens to my guests when I go to Checkpoint?

Guests with tickets should find their seats in the Auditorium, whilst you go to Checkpoint.

How do I know if I have ordered the correct robe?

As long as you have stated the correct School and award e.g PhD, MSc, MA, Foundation, on the order - your robes should be correct.

How long does the ceremony last?

Approximately one hour and fifteen minutes.

When do I receive my certificate?

If you attend the ceremony you will receive your certificate in person during the ceremony (providing you do not have a University debt). With your certificate, you will also usually receive a Diploma Supplement.

The Diploma Supplement provides additional information about your degree, including module grades. If you do not attend, your certificate and Diploma Supplement (if applicable) will be sent to you by recorded delivery the week following the ceremony, please note it can takeup to three weeks for the certificate to arrive in the post.

Where can I park on the day of my ceremony?

There is no parking available on campus; alternative parking may be found at Millennium Point (which is located a few minutes walk away from the University) or alternatively City Centre parking.

The University will be offering a free coach service to the Town Hall and back for graduands and guests. There will be a cut off time before each ceremony when the coaches will stop running. Please also note that the University and the coach company does not take any responsibility for graduands and guests who arrive late for the ceremonies. It is the responsibility of graduands and guests to arrive on time.

Your late arrival will delay and spoil the ceremony for all other graduands and guests.

Is there provision for disabled parking?

Please note that there are a few disabled car parking spaces available on campus and at the Birmingham Town Hall. Any graduands or guests requiring disabled car parking need to contact the Graduation office via graduation@aston.ac.uk for advice. Please note that you will need a blue badge in order to obtain a disabled car parking space, details from the badge as well as the make, model and registration number for your car will be asked for by the Graduation Office.

Does the University provide facilities at the ceremonies for those with special needs?

If you or your guests have a disability or need any additional requirement please enter the requirements onto MAP when registering for your ceremony.  Aston University will make every effort to ensure that individual needs are met.

If you inform us that any of your guests have mobility/ hearing/ sight problems, the Graduation Office will try to make special arrangements for them.

Please note that some of these facilities/ services are subject to availability.

Employable Graduates; Exploitable Research