Info for Faculty and Staff

faculty at graduation

Faculty

Graduation Ceremony Instructions

Arrive at the Ocean Center by 9:00 a.m. Park in the Ocean Center’s parking garage or in the south lot off of Auditorium Boulevard. Faculty will gather in Room 102 ABC; signs will be posted. Continental breakfast, tables, chairs, and coat racks will be available in the room. Line up will be at 9:30 a.m., allowing faculty to give a final congratulations to the graduating class. The ceremony will begin promptly at 10:00 a.m. with the students taking their seats.

Regalia

For all faculty members participating in the Commencement/Hooding Ceremonies, regalia is required. If you do not have your own regalia, it is available for rent in the University Bookstore, operated by Neebo, at your expense. Pricing information is available by contacting the University Bookstore. Please contact Jennifer Strickland with your order. Payment may be made at the time of pick up.

Parking

Please pick up your complimentary parking pass from the Dean's office of your college.

Platform Party

If you are a member of platform party, arrive at the Ocean Center by 9:00 a.m. Please park in the south lot off of Auditorium Boulevard, enter through the West Concourse (south entrance), and proceed to the Platform Party Suite; signs will be posted. A complimentary parking pass will be sent to you prior to graduation. The platform party will pose for photos prior to the ceremony. Continental breakfast will be provided. Copies of the script will be placed on stage for each platform party member.

Staff Volunteers

Embry-Riddle staff members are encouraged and invited to celebrate with our graduating class at Commencement. Over 500 graduates are expected to participate, along with their proud family members and friends. There are two ceremonies in which to participate: Hooding and Commencement. Our volunteers play critical roles in serving our graduates and their guests during these events. Please contact us if you are interested in volunteering or have any questions.

Faculty Lineup: South Hall, ICI Center Volunteers should arrive by 9:00 a.m. at ICI Center - Faculty arrive no later than 9:30 a.m. - Ensure that the two faculty marshals are present. Faculty will form two lines in the hallway outside the room at 9:45 a.m. The line on the left (right if you’re facing) must begin in the following order with the program coordinators. These individuals will fill the FIRST ROW of seating in the arena. If any of these individuals are not present, alert Jaclyn Gilmour as soon as possible.
VIP Room: Men's Basketball Locker Room, ICI Center Volunteers should arrive by 9:00 a.m. at the men's basketball locker room. The Platform Party will be arriving at 9:30 a.m. Help robe Platform Party members and keep on schedule to ensure all are lined up outside in the hallway at 9:50 a.m. in the following order: Macebearer, Chaplain, Speaker, Chancellor, COAS Dean, COA Dean, COB Dean, and COE Dean.
Student Check-in: North Concourse ICI Center Volunteers should arrive by 8:00 a.m. Please hand each student his/her reader card. Then direct the student to the Reader table for the phonetic spelling of their names. In addition, if it is indicated on the reader card that he/she is graduating “With Distinction”, please send the graduate to the Office of the Registrar's table to receive a medal of distinction (4.0 GPA).
Student Marshals: North Concourse, ICI Center Volunteers should arrive by 8:30 a.m. Line up Master's candidates in the following order: College of Arts and Sciences, College of Aviation, College of Business, College of Engineering. They should be in numerical order as indicated on the reader cards. Guide students into the ICI Center in two lines. As Colleges and degrees are called by the reader, the student marshals will lead the students to the reader podium and return to their seats to await the next group of candidates.
Reader(s): North Concourse, ICI Center Volunteer(s) should arrive no later than 8:30 a.m. A table will be available to the reader(s) to review student names for phonetic spelling prior to the ceremony.
Music: Gymnasium, ICI Center Music will be delivered through the PA system on a CD that is provided by Curtis Kline.
AcaFellas: Gymnasium, ICI Center Volunteers should arrive by 9:00 a.m. Ensure that the AcaFellas are seated in the seats behind the stage by 9:45 a.m. Each seat should be supplied with a bottle of water. Ensure that wireless mics are prepared for their performance. Cue them for line up beside the stage as the time approaches for them to perform at the beginning of the ceremony and again at the end.
Programs: Atrium, ICI Center Volunteers to arrive by 8:30 a.m. Ensure sufficient boxes of programs are available. Hand out programs and greet guests at the entrance of the Lobby. Direct handicap guests to appropriate seating area.
Joint Color Guard: Gymnasium, ICI Center Volunteers to arrive by 8:30 a.m. Ensure color guard participants have arrived and been shown where they are stationed. Practice may continue up until 9:45 a.m., at which time they should take their places just outside the gym doors.
Processional and Guides: Gymnasium, ICI Center Volunteers to be on standby at the start of the ceremony at 10:00 a.m. As the students come off of the stage, they will need guidance to get back to their seats. During the ceremony, guide the graduates along the stanchions the way they came in and back to their seats.
Stage Setup: Gymnasium, ICI Center Volunteers to arrive by 7:30 a.m. Assist in setting up the stage seating, script placement on seats, podium, mace table, etc. Greet Vicky of the Plant People who will be there to deliver palms, greenery, and poinsettias for stage. Provide any assistance needed.
Faculty Lineup: 102 ABC, Ocean Center Volunteers should arrive by 8:30 a.m. Ensure catering is set up and sufficient. Faculty members will arrive at 9:00 a.m. At that time, please make certain the faculty are hooded properly and that the two faculty marshals are present. At 9:45 a.m., the faculty will form two lines in the hallway outside the room to make a congratulatory tunnel through which the graduates can process. Marshals are responsible for line up. After the ceremony starts, the band will occupy this area for refreshments and passing the time until they play again.
VIP Room: 103 ABC, Ocean Center Volunteers should arrive by 8:00 a.m. at Room 103 ABC. Ensure that catering is sufficient, photo area is set with palms, and that the list of needed photographs is on hand for the photographer. The Platform Party will be arriving at 9:00 a.m. Help robe platform party members and keep on schedule to ensure all photos are taken before 9:45 a.m. Lineup should take place outside in the hallway at 9:50 a.m. in the following order: Macebearer, Chaplain, Registrar, COAS Dean, COA Dean, COB Dean, COE Dean, Sr. Class President, BOT Member, Speaker, President, Chancellor, and Master of Ceremony.
Ph.D. Candidates and Advisors: 103 ABC, Ocean Center Volunteers should arrive by 8:00 a.m. at Room 103 ABC. The Ph.D. Candidates and their Faculty Advisors / Dissertation Committee Chairs will be arriving at 9:00 a.m. Help robe Ph. D. Candidates and Faculty Advisors / Dissertation Committee Chairs. Line up outside in the hallway at 9:50 a.m. in the order provided.
Master's/Undergraduate Candidates Lineup: Ballroom ABC, Ocean Center Line up Master's followed by Undergraduate candidates in the following order at the front of the line of graduates: College of Arts and Sciences, College of Aviation, College of Business, College of Engineering. They should be in numerical order according to their reader cards. Those graduating with distinction (4.0) should have a medal of distinction. Send students to the Office of the Registrar if there are questions. The graduates will process through the East concourse and the faculty tunnel.
Band: 101 C, Ocean Center Volunteers should arrive by 7:00 a.m. to help with logistics as needed until band arrives. Keep watch for band to arrive at the North loading dock. They can keep the van in that area for the duration of the ceremony. Show them where they will be seated in the arena (South side near the stage). Ensure there is a bottle of water for each chair. Show them where the faculty line up room is so that they can have breakfast during the ceremony. Ensure that they return to the arena for the end of the ceremony no later than 11:45 a.m.
AcaFellas: 101 B, Ocean Center Volunteers should arrive by 8:00 a.m. Keep watch for arrival of AcaFellas. Ensure that they are seated in the seats behind the band by 9:45 a.m. Each seat should be supplied with a bottle of water. Ensure that wireless mics are prepared for their performance. Cue them for line up beside the stage as the time approaches for them to perform at the beginning of the ceremony and again at the end.
Programs (A): West Concourse Entrance (North Door), Ocean Center Volunteers should arrive by 8:00 a.m. Ensure sufficient boxes of programs are available. Hand out programs and greet guests at the entrance of the West Concourse (North Door) next to flower and bookstore sales. Direct handicap guests to appropriate seating area.
Programs (B): West Concourse Entrance (South Door), Ocean Center Volunteers should arrive by 8:00 a.m. Ensure sufficient boxes of programs are available. Hand out programs and greet guests at the entrance of the West Concourse, South Doors. Direct handicap guests to appropriate seating area.
VIP Seating: Arena, Ocean Center Volunteers should arrive by 8:00 a.m. Greet guests who are eligible for VIP seating area (Section 120): Board of Visitors, special guests of the University, and University employees.
VIP Seating: Arena, Ocean Center Volunteer should arrive by 8:30 a.m. Greet VIP guests who are eligible to be seated in the front two rows of the arena, south side. This includes the President's and Provost's family members, the Board of Trustees and their families, and Administration.
Joint Color Guard: Arena, Ocean Center Volunteers should arrive by 8:30 a.m. Ensure color guard participants have arrived and shown where they are stationed and may practice up until 9:30, at which time they should take their places just outside the arena doors for the ceremony to begin at 10:00 a.m.
Stage Setup: Arena, Ocean Center Volunteers to arrive by 5:30 a.m. Assist in setting up stage seating, script placement on seats, podium, mace table, etc. Greet Vicky (Plant People) who will be there to deliver palms, greenery, and flowers for stage and additional palms in VIP Platform Party Room. Greet Terri from Best Wishes and Gifts who will deliver two large arrangements to be placed on each side of the podium. Ensure doctoral degrees placed next to the podium for easy access.

Jaclyn Gilmour
Director of Campus Events
Office of the President

Commencement Live Stream

To accommodate families and friends of our graduates who are not able to attend the commencement ceremony, the event will be webcast live from our Streaming Eagles website. Past commencement events will also be viewable on demand.

Watch commencement online