Graduate photo day terms and conditions

Please read these terms carefully as your registration for your photo day constitutes your acceptance of these terms.

Some aspects of the data protection section apply to all invited or eligible students under the legal basis of legitimate interest, not just registered students. These will be highlighted in the important information section of your invitation email with information about how to opt out if desired.

Terms and conditions

Access requirements

It is your responsibility to inform us on the registration form or by emailing graduation@uwe.ac.uk if either you or one of your guests has an access requirement. If you fail to do so before the registration deadline we cannot guarantee that the appropriate arrangements can be put in place in time for your photo day.

Cancellations and refunds

It is possible for you to cancel your registration and receive a refund of academic dress hire up to two weeks before your photo day. If you cancel later than this you will not receive a refund for the cost of academic dress hire. The exception to this is in the case of cancellation or inability to attend due to government COVID-19 regulations. In this case you will have three options:

  1. A transfer of your gown order to a future ceremony/event
  2. A refund of your gown order (this will include a £1.50 admin fee)
  3. You can convert your order to a ‘ship to home’ order so that you can take your own photos at home

The University is closely monitoring the government’s COVID-19 advice and will make changes to or cancel the photo days if required under COVID-19 restrictions. In the event of cancellation, the University does not accept liability for any costs/expenses (for example travel or accommodation) incurred by those due to attend the photo day (see force majeure for more information).

Children

All children under 16 years of age must be supervised by an adult at all times before, during and after the photography slot.

Data protection

All eligible and provisionally eligible students will have their names, dates of birth, student numbers and awards of study added to the graduation database. We store this information in order to administrate graduation and under the legal basis of legitimate interest.

Once your information is no longer needed for the administration of graduation your personal details will be removed from our database.

All eligible and provisionally eligible students will have their full names, email address, student numbers and awards of study sent to Ede & Ravenscroft via encrypted email. This process occurs so that you can register for your photo day and speeds up the online booking process for robes, ensuring that Ede & Ravenscroft have the correct robe details for graduates. This is carried out under the legal basis of legitimate interest.

If you want your details removed from Ede & Ravenscroft system you will need to contact graduation@uwe.ac.uk. Please note that if your details are removed you will not be able to register for a photo day unless you contact us to have them added again.

The Events Team will not discuss your student record or any details relating to your photo day with a third party, including parents. If you would like us to discuss your details with a third party you will need to complete a consent form (InfoHub login required).

For more information about your data please see UWE Bristol’s Student Privacy Notice.

Debt

No student with an outstanding tuition fee debt will be able to attend a photo day, and if outstanding tuition fee debt is not cleared before the registration deadline, we cannot guarantee that we will be able to attend your photo day.

Eligibility

All class of 2020 graduates (those who completed their degree by the end of 2020) are eligible for the photo days.

All students who would normally be eligible or provisionally eligible for the July and November 2021 Awards Ceremonies and are due to complete their degree by the end of July 2021 can attend photo days.

If you fall into these categories you can attend a photo day even if an award board has not confirmed your awards before the date of the photo day. We ask you not to register for a photo day if you know of a reason that you will not complete your degree before August, and we stress that any photographs taken will not be proof of degree completion.

Emails from us

We will send all emails regarding your photo day to your UWE Bristol email account (if this is still active) and your personal email address. If you have not received the invite email it is your responsibility to follow this up with the Awards Ceremonies Team by contacting us at graduation@uwe.ac.uk. Once the registration deadline has passed, we will not be able to register students who claim they have not received the invite email.

We will send the following emails:

  • Invitation email – to all eligible and provisionally eligible students. Two reminders will be sent to any students who have not confirmed if they will or won’t attend.
  • Diary date reminder email – to all registered students
  • Feedback survey – to all eligible students after the photo days

It is possible to unsubscribe from these emails by using the unsubscribe link at the bottom of one of the emails.

Force majeure

If the photo days cannot take place or are delayed or the timing needs to change due to circumstances beyond the control of UWE Bristol, including (without limitation) fire, explosion, terrorist act (or threat of terrorist act), act of God, pandemic, national mourning (any member of the royal family), student registration exceeds our capacities or as a result of any industrial action or dispute involving UWE Bristol, or the venue at which the photo day is due to be held, UWE Bristol will not be liable for any losses direct or otherwise incurred by the students or their guests.

Guests

Each student will be able to bring a maximum of five guests to their photo day. This limit is in place to allow for COVID-19 secure processes to be followed.

Unless social distancing and UWE Bristol rules have changed, you will only be able to have photos taken with members of your household or bubble. Registered students will receive confirmation about rules relating to guests and different households a week before their photo day.

Registration

Photo day slots are limited and will be booked on a first-come, first-served basis. If demand exceeds the number of slots available we will endeavour to add more days where possible, or look into the possibility of holding more photo days in the future. We will prioritise spaces for international students who may find it more difficult to return for postponed ceremonies.

As this is a new event for UWE Bristol, we are unsure what the demand will be. If there is low demand for the day/time you have registered for, we may need to consolidate days and will contact you to request a change to the time/date of your booking.

You must register for your photo day before the registration deadline of 7 June 2021 to guarantee a slot. If you fail to register before the registration deadline we cannot guarantee that you will be able to attend a photo day.

Robes and dress

Robes must be hired or purchased through the University's official robe suppliers, Ede & Ravenscroft.

Please note, we are still planning to hold in-person ceremonies in the future which will include the opportunity to buy a professional photograph. Hire costs for photo days will be at our special photo day rate, but costs for hire for a ceremony will be charged at a normal rate. If you want to attend and wear a gown at both you will have to hire a gown twice.

Use of images

Please note that any videos or photos taken on behalf of UWE Bristol at the photo days event may also be used by UWE Bristol for media publications, social media posts and advertising.

All students and guests should be aware that they may feature in this footage and photographs of the photo days. By registering to take part in your graduation ceremony you are giving permission for your image and your guest(s) image(s) to be recorded.