GRADUATION ATTIRE TRAINING

Assistant Guides.

Learn all about your upcoming role, including details on Uniform, Timesheets and more!

Uniform

Find out more about uniform requirements.

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Timesheets

Find out all about your timesheets work.

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Registration

Find out all about how registration works.

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Dressing

Find out all about how dressing works.

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Uniform

All Graduation Attire Limited staff are expected to wear appropriate clothes for the graduation ceremonies and look professional. Staff should provide their own:

Dark shoes or dark smart trainers.
Black, navy or grey trousers/skirts.
White long or short sleeved collared shirt.

We aim to provide staff with purple polos to wear, but in the event that these are unavailable, please ensure you bring a white shirt as noted above.
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If for any reason you are unable to access the above attire, please let us know via email at: recruitment@evess.co

Timesheet (Ubeya)

Your Timesheet will be managed through the Ubeya platform. You will be able to do the following through the platform:

Check and confirm your shifts.
Clock in & out of your shifts.
Receive updates on events.
Update your profile.

If you are unable to access the Ubeya platform for any reason, then please get in touch via email at: recruitment@evess.co
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How to use Ubeya

Registration

View Registration Steps

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  1. Welcome the students and congratulate them on their achievements. Double check they are attending one of today’s ceremonies (unless on early collection).
  2. Ask the student if they have a text message or email to show you.
  3. If they do have the official text (from Gown Hire - show the code e.g. (C1-BA-51-M-EXT)

    For email (search for “Postmaster” in emails) then ask them to start filling out the tablet details and say this will be explained once you have picked the attire.
  4. If they do not have a text/email, please then search the paper copy of the list of students or if you have access to the back office, please use this, using either their surname or their student ID.
  5. If nothing is found, pass to the Registration or Ceremony Manager to process on the day order (late fee of £8 on the day only).
  6. Once confirmed they have ordered, Pick the gown (checking Bach/Masters/PhD & exact size) & hood (ensure you get the exact hood (regularly linked to the PostNominal Letters e.g. BSc, BA, MEng etc).
  7. Take to the student and see if they have filled out all of the details and the screen says to flip for a member of the team to use.
  8. Find the tag in the right sleeve of the gown and scan this on the purple glowing puck.
  9. Once this goes green, the screen should change and allow you to confirm the type of hire (shown in the text or email) and the ceremony they are attending.

    ‍Day Hire - return the attire by a set time that day.
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    ‍Extended Hire - given a bag & return label - they need to write their name in the white space (so we know who’s returning it) and return within 7 days (day 1 is the day after ceremony)

    ‍Buy - Keep the full attire, gown, hood & hat.
  10. Once this has gone through, click Submit and this should complete the process.
  11. Confirm to the student that the dressing team will provide and fit the cap.
  12. Confirm to the student to return if they are a hire at the specific location and the latest time (typically 30 mins before you leave).
  13. IF WE RUN THE PHOTOGRAPHY, confirm to the student where the studios are and that it is best to get the photos before the graduation if they are early enough.

Dressing

View Dressing Steps

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  1. Before you start, congratulate the student/compliment their outfit.
  2. Ask them to put their bags/stuff down on top of the counter as you will be putting a hat on them and therefore don’t want them to bend down afterwards.
  3. If hot, taking a suit jacket off is still acceptable as a shirt is smart under a gown.
  4. “We put the gown on like a coat, putting your arms through the sleeve holes”.

    ‍    Help guide these and pull gown forward to sit well on shoulders.
  5. “What you will find is that the weight of the gown will drift the gown back as you walk and so make sure to grab the lapels of the gown and pull it forward, back to where it is sat now”.
  6. “I am now going to put the hood over the top of your head. Just double checking that you’ve completed [their course/award] for this hood?”

    ‍    Put hood overhead.
  7. “Please can I ask you to hold the neckband until I say, I am going to velcro the hood onto you. If I need to please can I move your hair?”

    ‍    Velcro down moving hair where necessary.
  8. “You can let go of the neckband now.”
  9. “I am now going to arrange the hood. As its attached with velcro, this will only need to be done now or if you take it off”.

    ‍    Fold out the lining of the hood into shape* *arrange front and rear of hood, showing off a bit of the lining on the front where possible.
  10. “Looking very good, the final thing I now have to put on for you is your cap! Do you remember your size or have your text or email for me to check?”

    ‍    Find size & pick the correct size.
  11. “Two things to note with the cap are that the elastic on the inside sits on the back of your head *show the elastic on the inside* and that the tassel hangs to the left-hand side as this is best for photos.”

    ‍    If asked about turning the tassel from left to right confirm this is an Americanism and not something we do in the UK.
  12. “You are now all ready for your ceremony and pictures. Have a wonderful day and don’t forget if you’ve hired to return before [return time]”.

Academic Dress Guides.

Learn all about your University's Academic Dress in preparation for your upcoming role.

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