Information for VIU Employees

• Sign up using the employee RSVP form
• Rent regalia from Gaspard until May 4 at 11:59 pm.

What is a Convocation Marshal?

Marshals are required for each Convocation ceremony to guide the graduating students before, during, and after the ceremony. A Marshal may be a VIU faculty or staff member. Marshals are seated with an assigned group of graduating students and are required to wear regalia*.  

A program may have one or more marshal(s) depending on the number of graduates from it.  Some programs are grouped together with a single marshal. The number of students assigned to each marshal is usually no more than 30. 

Each marshal is asked to arrive at their student muster location 75 minutes before the ceremony and perform the following duties: 

• assist the graduates in putting on their regalia; 
• hand out oath cards and read out instructions/overview to graduates;
• accompany the graduates to their seating area in the gym; 
• line the graduates up next to the stage to receive their credential; 
• lead the graduates out of the gym in the recession line at the end of the ceremony. 

A marshals’ information meeting will be held in May.   A detailed Powerpoint will also be distributed. 

*If you do not have your own regalia, you can book from Gaspard compliments of VIU, or contact grad_sales@gaspard.ca to purchase.

Lots of helpers needed!

• Sign up using the employee RSVP form

What is a Convocation Helper?

Volunteering at Convocation is a great way to interact with our graduating students on these special days.  Opportunities for interested employees include: 

• Pinners/Assistants – help grads get their regalia on properly prior to the start of the ceremonies
• “Runners” – offer miscellaneous assistance in response to unforeseen issues that arise
• Check-in coordinators – check grads in at mustering locations
• Greeters ­– hand out programs and provide a warm welcome in the gym
• Guest seating hosts – help guests find appropriate seats
• Grad seating specialists – direct Marshals and grads to their assigned seats
• Reception/water station attendants – supply water to guests and grads
• General volunteers – the classic role of, “other duties as assigned”

You can volunteer to help at one, two, or all ceremonies. The exact time commitment is dependent on the role you will be taking on, but generally these are each approximately 4-hour commitments. 

Please be sure to get approval from your supervisor or manager for you to be re-assigned from your regular duties.

A volunteers' information meeting with further details will be held in May.

Learn how to pin a hood to regalia.

• Sign up using the employee RSVP form
• Book regalia from Gaspard - place your order now May 4 at 11:59. VIU will cover the cost of regalia rentals for instructional employees.

Show your support to the graduating students by wearing your regalia, participating in the faculty procession, and sitting in the faculty/VIP reserved section, which is on the floor in the centre between the grad seats. 

If you would like to attend but are not in a student-facing position and want to sit in the regular audience, you do not need to submit this RSVP form and you do not need to wear regalia, but you will need an audience ticket.

Please fill out the form to choose this option.