Faculty, Staff & Volunteers

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Convocation Information for Faculty

Before Convocation

RSVP Online

All faculty are invited to walk in the Faculty Procession. You will receive an invitation via email in May, please follow the RSVP link and complete the form. This is important as the Ceremonies and Protocol Office needs to know how many faculty to expect in the procession and to seat on stage.

Please note: Associate Deans and members of the Okanagan Senate will receive an invitation with different information specific to their roles.


Please visit the UBC Bookstore’s Graduation page and follow the link for the Okanagan campus faculty to rent regalia. The online rental deadline is May 17, 2024.

For further information, please contact okanagan.bookstore@ubc.ca.

Convocation Day

Okanagan Senate Members

You must check in with Ceremonies staff in the Chancellor’s Robing Room (Gym: Hanger Studio 1) no later than 30 minutes before your ceremony. [Map]

Ceremony Timing for Faculty

Faculty who have rented regalia from the Bookstore can pick up their regalia in the DVC Boardroom located in the Administration Building. We recommend arriving 45 minutes prior to the ceremony start time to pick up your regalia.

Faculty are asked to gather in the Lower Level Foyer of the gym, no later than 20 minutes before the ceremony start time, to form the Faculty Honour Guard.

Faculty will stand in line for the Faculty Honour Guard (applaud the student procession as it passes) in the Lower Level Foyer of the gym as the Student Procession enters the facility.

Note: Each ceremony will last approximately 90 minutes.

Faculty Honour Guard

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UBC Okanagan formally organizes a Faculty Honour Guard who will line up and applaud the graduates as they enter and leave the gymnasium. The Faculty Marshal will give instructions to the faculty as they gather at their assembly point in the central courtyard (signage will be posted.)

Members of the UBC Okanagan Senate will meet at their assembly point in the Chancellor’s Robing Room (Fitness Studio 1 in the Hanger) where a senator will act as marshal to ensure senators can join the Faculty Honour Guard and make it back to the Chancellor’s Procession in time.

General Procession Instructions and Information

Before the Ceremony

Students will assemble inside the Sunshine Cafeteria  at the instructions of the Student Marshals and Enrolment Services Marshals. Students will receive their reader cards and then form a double line that will meet up with the bag piper beside the Administration Building.

The Faculty Marshals will line up the faculty members in the Lower Level Foyer of the Gym. They will wait for the Student Procession to pass them. The senators will join the line up once they’ve checked into the Chancellor’s robing room (Fitness Studio 1).

At a signal from the Ceremonies volunteer, the bag piper will begin to play and will lead the Student Procession to the gymnasium. Faculty will applaud the students as they enter the building. The Student Procession will continue into the gymnasium and the Faculty Procession will follow. The senators will return to the Chancellor’s Robing Room to join the Chancellor’s Procession.

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The bag piper will lead the students into the gym. The Faculty Procession will stop at the entrance to the gym (beside the bleachers.) Once the students are at their seats, the bag piper will stop playing and exit the gym. By this point the Chancellor’s Procession should have caught up with the Faculty Procession at the entrance to the gym. At the signal of the ceremonies manager, the Wind Ensemble will perform a fanfare and then processional music. The faculty and Chancellor’s processions will enter the gym at the fanfare and take their places on stage.

After the Ceremony

The processions leave the gym in the reverse order that they entered it. The macebearer will lead the Chancellor’s Procession from the stage and out of the gymnasium. The Faculty Procession follows the Chancellor’s Procession.

Once outside of the gymnasium, the senators and faculty members will not continue to the courtyard. They will line the sidewalk leading down from the gym to greet the Student Procession which will follow them out of the gymnasium immediately.

This is the second Faculty Honour Guard and they will applaud the students as they walk past them. Once the Student Procession has passed by, the faculty will follow them back to the courtyard for the post-ceremony reception. Please encourage the students to go to the courtyard and not block the sidewalk as the rest of the guests (around 1200) will be exiting the gymnasium immediately after. Ushers will hold the audience inside until the processions have left the building.

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Convocation Information for Volunteers

2013 Convocation Volunteers

2013 Convocation Volunteers


Our main purpose in Ceremonies and Events is to ensure that graduates have a memorable convocation. We hope that you will join us and volunteer your time to help us achieve our goal, while also enjoying the graduate’s pride and joy in reaching their ultimate goal.

Ceremonies and alumni UBC are once again teaming up to help make the UBC Okanagan Convocation Ceremonies a memorable occasion for our graduates and their families. Numerous volunteer roles are available for alumni, faculty and staff members.



Why Volunteer?

  • To celebrate with students and their families
  • To meet or reconnect with your colleagues on campus
  • To see the university from a different perspective
  • To welcome all new graduates to the UBC alumni family
  • To utilize your knowledge and skills
  • To be a key part of the excitement
  • Because we can’t do it without you!

Volunteer Opportunities

  • Ushers: Hand out programs and direct guests to their seats, assist guests with accessible seating, direct families to the photo area, and provide guest support as needed.
  • Student Marshals: Lead the student processions from the Administration Building to the Gymnasium and back after the ceremony has concluded.
  • Student Procession Assistants: Help ensure students make it to all required checkpoint locations to get gowned, pinned and in procession order
  • Gown and Hood Pinners: Assisting the graduates with pinning their hoods to their gown.
  • Alumni Tent: Greeters to welcome the new graduates and their families to the UBC family, assist graduates with downloading the alumni UBC app.
  • Framing Assistant: Assist bookstore representative with framing of degrees

View Full Volunteer Position Descriptions Here


Register to Volunteer Here