Information for Collegiate Commencement Coordinators
The information on this page is intended for University of Iowa staff members coordinating collegiate commencement ceremonies.
It is not intended for students or the general public. It is a working page and all dates, deadlines, and pricing info is subject to change.
All publicly available deadlines and archived mass communications can be found on the Deadlines and Correspondence section on the home page.
Key Steps in the Graduation & Commencement Process
To better support students, collegiate commencement coordinators should be familiar with the different steps and processes between graduation vs. commencement and how the two are separate but related.
Graduation
Graduation is the academic process of earning a degree. Processes are governed by Degree Services and includes:
- Applying for the degree
- Passing a final degree audit
- Completing all degree requirements and conferring of a degree
- Receiving a diploma
Commencement Program Inclusion
Note: Inclusion in the program is tied to a degree application and anticipated graduation and is not a representation of commencement participation.
Degree Application
Students must apply for graduation in MyUI by submitting a degree application.
Submitting this application:
- Triggers the degree audit review and degree conferral process
- Initiates diploma processing
- Opens the RSVP Portal in MyUI
Please note: If a student does not submit a degree application they cannot RSVP.
Commencement
Commencement is a ceremonial event where degrees are symbolically awarded in front of classmates, family, and friends. Each college has there own ceremony, there is no University wide event.
- Participating in a commencement ceremony is optional and does not impact a graduates ability to receive a degree or diploma.
- Diplomas are not handed out during ceremonies.
- Commencement at Iowa in an opt-in process, graduates need to RSVP in order to be individually recognized at their ceremony.
- Submitting a Degree Application opens the RSVP portal but does not automatically RSVP for their ceremony.
Ceremony Participation
- Students may participate in:
- Their college’s official university commencement ceremony (organized by the Office of the Registrar)
- Optional college or departmental celebrations, if offered (These do not replace the university ceremony)
- Students earning degrees from multiple colleges may RSVP for multiple ceremonies
- There is no ceremony rehearsal
Troubleshooting RSVP Access in MyUI
If a student does not see the RSVP option in MyUI, here are some possible reasons:
- They have not submitted an eligible degree application.
- The RSVP period has not opened yet (September for fall, February for spring).
- The RSVP deadline has passed (November for fall, April for spring).
- Their college does not offer a ceremony during that term.
After the RSVP deadline
- Students can no longer RSVP on their own.
- Coordinators may submit last-minute RSVPs on the student’s behalf:
- This can be done up to the day of the ceremony.
- If the degree application was submitted on time, a pre-printed name card will be available.
- If not, the student will fill out a blank name card at the event.
Fall 2025 Timelines and Deadlines
The following timelines are intended for collegiate commencement coordinators.
Please note: We've combined the apparel timeline into the Deadlines Timeline dropdown.
Deadlines Timeline
| Date | Time | Action/Process |
|---|---|---|
| 09/03/25 | RSVP and Herff Jones apparel portals open | |
| 09/03/25 | Regalia available in Iowa Hawk Shop for purchase/rent (limited selection) | |
| TBD | Hawk Shop to share information about faculty regalia rentals | |
| 11/08/25 | Last day to order for regalia to be shipped to the Iowa Hawk Shop | |
| 11/08/25 | Faculty orders due to Iowa Hawk Shop | |
| 11/09/25 | RSVP close | |
| 11/10/25 to 11/12/25 | RSVP extension | |
| 11/17/25 | Noon | Graduate lists due to commencement team |
| 11/18/25 | 8 a.m. | Names submitted to printing for the commencement program |
| TBD | First day to pick up regalia shipped from the Iowa Hawk Shop | |
| 11/23/25 | Last day to order home ship regalia | |
| TBD | Additional population data sent to coordinators to include in graduate list | |
| TBD | Commencement team reviews collegiate data | |
| TBD | Due by 1 p.m. CST | Data files due to TBD |
| 12/01/25 | Completed Scripts, Run of Show templates, and Order of Events due to commencement team | |
| 12/08/25 | Student and Faculty regalia pick up at the Iowa Hawk Shop. | |
| 12/08/25 | 11:59 p.m. CST | Student slide photo deadline |
| 12/11/25 | Collegiate deadline to approve student slide photos | |
| 12/12/25 | Student slides published in MyUI | |
| TBD | Name cards delivered to commencement team | |
| 12/15/25 | Platform map due to commencement team (Carver ceremonies only) | |
| TBD | Send card proofs to name card readers | |
| TBD | Deliver name cards to colleges | |
| 12/18/25 | First ceremony |
Please Note: All information related to livestreams and closed captions should be delivered to the commencement team at least two weeks prior to the ceremony. Detailed information can be found below.
Communications Timeline
| 2025 Send Date | Audience | content |
|---|---|---|
| 09/03/25 | Students Fall 2025 degree applicants | *RSVP Open *Helpful Resources *Deadlines/Reminders *Restriction + Program *Regalia Information |
| 09/05/25 | Commencement Guest Newsletter | *RSVP Open *Helpful Resources *Deadlines/Reminders |
| 09/16/25 | Advisors with Students who Applied for Degree | *Commencement Information |
| 10/14/25 | Students Who RSVP'd "Yes" | *Regalia Information *Livestream Information *RSVP Reminder *Helpful Resources |
| 10/14/25 | Students Who have not RSVP'd | *RSVP Reminder #1 *Helpful Resources |
| 10/15/25 | Commencement Guest Newsletter | *RSVP Reminder #1 *Helpful Resources |
| 10/16/25 | Advisors with Students who Applied for Degree | *RSVP Reminder #1 |
| 10/21/25 | Students Who have not RSVP'd | *RSVP Reminder #2 *Helpful Resources *Focus on Regalia Deadlines |
| 10/22/25 | Commencement Guest Newsletter | *RSVP Reminder #2 *Helpful Resources *Focus on Regalia Deadlines |
| 11/04/25 | Students Who have not RSVP'd | *RSVP Final Reminder |
| 11/04/25 | Students Who RSVP'd "Yes" | *Regalia Deadline Information |
| 11/05/25 | Commencement Guest Newsletter | *RSVP Final Reminder |
| 11/10/25 | Students Who have not RSVP'd | *RSVP Extended |
| 11/10/25 | Commencement Guest Newsletter | *RSVP Extended |
| 12/02/25 | Students Who RSVP'd "Yes" | *Ceremonies Info |
| 12/03/25 | Commencement Guest Newsletter | *Ceremonies Info |
| 12/15/25 | Students Who RSVP'd "Yes" | *Ceremony Checklist |
| 12/16/25 | Commencement Guest Newsletter | *Ceremony Checklist |
MAUI Commencement Attendance Management
Detailed information and instructions for collegiate commencement coordinators working in MAUI can be found on the MAUI Help Site.
Please Note: the Microsoft BI report will show day-old data, so no RSVPs will show until the next day. The report and widget on the commencement panel in MAUI will display live data.
Power BI Commencement Report
Read only and exportable BI report with all data fields.
MAUI Commencement Admin Panel
MAUI Commencement Dashboard includes:
- Attendance Panel
- Person Inspector
- Slide Photo Review
- Commencement Ceremony Attendance Report
Templates
The UI Commencement Team has partnered with the Office of Strategic Communications to develop a set of standardized templates for Order of Events, Run of Show, and Scripts.
The UI Commencement Team has also developed some templates for Additional Info for Graduates and Guests on the ceremony website pages.
Order of Events Templates
Use of one of the following Order of Events templates is required to deliver information to the OSC broadcast team to present a unified brand experience across all ceremonies.
Printing not required.
Half Page Order of Events Templates
Full Page Order of Event Templates
Folder Order of Events Templates
Run of Show Templates
Per the president's office request to help ensure consistency among ceremonies, please complete the Run of Show template for your corresponding ceremony venue.
This will provide a detailed sequence of events for your ceremony, clearly defining the timing and activities of the individuals involved. This plan will help ensure the smooth execution of your ceremony among all teams.
Script Template and Examples
Please complete the Script template for your ceremony. Scripts are due no less than two weeks before your ceremony.
Below are some best practices to follow when putting together your ceremony script.
- Submit one primary copy of the script in a single document.
- Use clear formatting (headings, bold, italics) to differentiate between speakers, ceremony sections, stage directions, and text.
- Include a separate list with full names and titles of each speaker.
- Ensure proper alignment and consistent spacing throughout the script.
- Check for accuracy in names, titles, and all details.
- Avoid unnecessary abbreviations unless they are widely recognized (e.g., PhD, MD). Spell out specialized terms for clarity. Learn more below about ensuring caption accuracy.
- Ensure the script reflects the final program order.
- Include cues for transitions between ceremony sections (e.g., music, or when a speaker takes the stage).
- Submit the script in an editable format (e.g., Word document) to allow for last-minute adjustments if necessary, ensuring the ceremony runs smoothly without unexpected issues.
Updated Script Templates
Templates are being revised for fall 2025. The commencement team will notify you when the new versions are available.
Additional Info for Graduates and Guests
The commencement team has created some templates to be used for the Additional Info for Graduates and Guests section on the ceremony pages. These topics are intended to give graduates and guests an idea of what to expect at their ceremony.
Additional Info for Graduates and Guests at Carver
Information intended to help graduates and guests know what to expect from a ceremony at Carver.
Additional Info for Graduates and Guests at Hancher
Information intended to help graduates and guest know what to expect from a ceremony at Hancher.
Livestreams and Closed Captioning
All videos or livestreams produced or shared by the university that are intended for public viewing are required to have closed captioning per the IT Accessibility Policy. Computer-generated auto captions do not meet this standard.
Captions display a text version of the speech and nonspeech audio information within the media player to help individuals understand the content if listening is not an option for them.
Live captioning for events
University of Iowa commencement ceremonies are streamed online in real-time, requiring the rapid and accurate live coding of captions by a human operator.
Due to the rapid pace of speech, captioners utilize a specialized keyboard called a stenograph to enable phonetic typing and significantly increase their typing speed. However, this approach relies on digital shorthand and greatly benefits from prior preparation.
Ensuring caption accuracy for commencement
Commencement ceremonies encompass a significant amount of specialized language. While there might be a common vernacular shared across all commencements, the College of Medicine, for instance, may employ a distinct vocabulary compared with the College of Business. Terms such as personal names, building names, course titles, and notable accomplishments will vary according to each specific ceremony.
The most accurate captioning of these terms is achieved by providing as many of them as possible to the transcriptionist ahead of the event. This allows them to incorporate the terms into their digital shorthand system prior to the event.
Important note:
We understand that not all speakers write out their remarks verbatim; many speak spontaneously and off the cuff. Transcriptionists are highly skilled at keeping up with such conversations. There is no expectation that any scripts provided will be strictly adhered to; changes or updates might occur. However, achieving the optimal speed and accuracy of closed captions necessitates proper preparation. Any information about the speaker is valuable, even if it's not directly related to their current speech (e.g., their online biography).
Apparel Pricing and Ordering Info
Breakdown by Population
Purchase and rental options for students and faculty. These prices are intended to be used as an internal resource for collegiate coordinators. These prices are guaranteed through July 31, 2026.
Please note: All undergraduate students will purchase regalia. There is no rental option for undergraduates.
All regalia questions should be directed to both Rick Scott (kendrick-scott@uiowa.edu) from the Iowa Hawk Shop and University Bookstore and Melissa Hibbard from Herff Jones (gradmidwest@gmail.com).
Student Regalia (Grad Rental and Undergrad Purchases)
| Product | Follet Retail Price |
|---|---|
| Bachelor Unit (includes keeper gown, mortarboard, and tassel) | $49.00 |
| Masters Rental Unit (includes rental gown, keeper mortarboard and tassel) | $52.00 |
| Masters Rental Hood (includes rental hood only, students would be required to purchase fine quality gown, etc.) | $36.00 |
| Masters Rental Unit and Hood (includes rental gown and hood, keeper mortarboard and tassel) | $88.00 |
| Doctoral Rental Unit (includes rental gown, keep tam and tassel) | $68.00 |
| Doctoral Hood Rental (includes rental hood only, students would be required to purchase fine quality gown, etc.) | $41.00 |
| Doctoral Unit and Hood (includes rental gown and hood, keeper tam and tassel with UI signet) | $109.00 |
| Individual Items | Follet Retail Price |
|---|---|
| Bachelor Gown Purchase | $28.00 |
| Mortar Board Purchase | $8.00 |
| Tassel Purchase (including Iowa Seal drop) | $13.00 |
| Master's Gown Rental | $31.00 |
| Master's Hood Rental | $36.00 |
| Doctoral Gown Rental | $32.00 |
| Doctoral Hood Rental | $41.00 |
| Tam Purchase (Non-Doctoral) | $23.00 |
| Souvenir Tassel (optional item) | $7.00 |
| Zipper Pull (optional item) | $11.00 |
| Custom Stole (optional item) | $28.00 |
Student Fine-Quality Regalia (Doctoral and Masters Purchases)
| Custom Doctoral Regalia | Follet Retail Price |
|---|---|
| Classic Doctoral Gown | $599.75 |
| Doctoral Hood | $208.00 |
| 8-Sided Tam | $116.20 |
| Gold Silk Tassel | $25.75 |
| Total | $949.70 |
| Custom Masters Regalia | Follet Retail Price |
|---|---|
| Masters Gown | $302.60 |
| Masters Hood | $166.00 |
| Mortarboard Cap | $49.00 |
| Tassel with custom signet | $11.70 |
| Total | $529.30 |
Faculty Regalia Rental
| Item | Follet Rental Retail |
|---|---|
| Master's Hood Rental | $36.00 |
| Doctoral Hood Rental | $41.00 |
| Master's Gown Rental | $31.00 |
| Doctoral Gown Rental | $32.00 |
| Mortar Board | $8.00 |
| Tassel | $6.50 |
| Tam Rental with attached tassel | $23.00 |
| Units (everything but the hood) | Follet Rental Retail |
|---|---|
| Faculty Masters Unit (rental gown, mortarboard, tassel) | $45.50 |
| Faculty Doctoral Unit (rental gown, tam, tassel) | $55.00 |
| All Inclusive Rental | Follet Rental Retail |
|---|---|
| Faculty Masters Rental (gown, hood, mortarboard, tassel) | $81.50 |
| Faculty Doctoral Rental (gown, hood, tam, tassel) | $96.00 |
Faculty Regalia Purchases
| Custom Iowa Doctoral Regalia | Follet Retail Price |
|---|---|
| Classic Doctoral Gown | $552.15 |
| Doctor Hood | $198.00 |
| 8-Sided Tam | $110.65 |
| Gold Silk Tassel on Tam | $24.50 |
| Total | $885.30 |
| Custom Iowa Master Regalia | Follet Retail Price |
|---|---|
| Master Gown | $269.15 |
| Master Hood | $158.00 |
| Mortarboard Cap and Tassel | $58.15 |
| Tassel | $13.00 |
| Total | $498.30 |
| Traditional Doctoral Regalia with Surefit Tam | Follet Retail Price |
|---|---|
| Black Classic Doctoral Gown | $487.00 |
| Black Doctoral Hood | $198.00 |
| Eight-Sided Surefit Tam | $75.35 |
| Gold Silk Tassel | $24.50 |
| Total | $784.85 |
| Traditional Master Regalia | Follet Retail Price |
|---|---|
| Black Classic Master Gown | $247.00 |
| Black Master Hood | $158.00 |
| Black Mortarboard Cap (comes with rayon wrapped tassel) | $47.00 |
| Total | $452.00 |
*Only available for traditional fine-quality regalia, not UI custom.
MyUI Data Restrictions and Program Inclusion
If a graduate would like their name to appear in the commencement program, No must be selected in both the University Directory field and the public release of academic information field. Restricting Address and/or Phone from the Public Release field will not modify if a students name appears in the program.
Program Details and Data Restriction student facing instructions can be found on the Programs page.
Screenshot
MyUI Data Restriction Page Screenshot
MAUI Academic Restrict Screenshot
If a student has a restriction in place, a red bar will appear on their profile in MAUI, example below.
