Data Protection

In order to arrange your graduation/award ceremony we, the Graduation and Events Office, will need to process and store personal data. We will process and store personal information in accordance with the data protection legislation.

Most data we process and store about you is drawn from your student record. We process and store data including your name, contact details, qualifications which you are awarded and academic record while at the University. We do not process data on your date of birth, ethnicity, or ID photograph.  

You will be asked to confirm if you or your guests require special arrangements in order to attend the ceremony via the online reply form. Data relating to disabilities and special arrangements for guests will be processed directly by the Graduation and Events Office. Data relating to disabilities and special arrangements for students will be processed by the Student Support and Wellbeing Office.

We store the data that we process (including your name, details of your contact details, your academic record while at Christ Church University, including details of any degrees which you are awarded, data on any disabilities that are disclosed to the Graduation Team and any email correspondence) for 2 years.

We will process your data in order to:

  • identify which ceremony you are eligible to attend and make necessary arrangements for the conferment of your award
  • send you invites in the post before the ceremony to the address held on your record;
  • agree special arrangements if you need these to attend your graduation/award ceremony 

Other considerations

Your student name will be listed underneath your award title and subject within the graduation/award ceremony programme published by the University (including if you are graduating in absentia). Classifications are not published.

If you do not wish for your name to appear underneath your award title and subject in the graduation/award ceremony programme please email at least 6 weeks before your ceremony after which programmes are confirmed and printed and no changes can be made. 

Graduation/award ceremonies are public events with official photography taken and live streaming broadcast on campus, online and available for download after the event.

Your name will be called out during the ceremony.

The university appoints a specialist company to ensure that guests and students requiring special arrangements receive tailored support in terms of accessing, navigating and exiting our venues on the day of the graduation. We will discuss your requirements with you upon receiving a request for special arrangements and if necessary, with your consent, we may share information with this third party.

We share your data including award title, surname and student ID with Ede and Ravenscroft the university official gown suppliers to confirm the appropriate gown for your award.

Statement on Academic Dress

Graduation/award ceremonies are important celebratory events, and our experience is they are much appreciated by our graduands and their guests. Part of the celebration is for all those who are taking part in the ceremony to dress appropriately. Academic dress (consisting of robe, hood and hat which together we call a ‘gown’) is mandatory for those taking part in the ceremony. A graduand must wear a Canterbury Christ Church University gown appropriate to the level of qualification for which they are being presented, even if the graduand already holds a higher qualification. National dress may be worn.

Gowns are hired via our official suppliers, Ede & Ravenscroft. It is important to note Ede & Ravenscroft require 3 weeks’ notice to hire a gown so order yours in plenty of time. You should note that a graduand arriving in inappropriate academic dress or not gowned will be unable to join the procession and will not be presented for their award during the ceremony.


If you wish to discuss any points in this notice with the graduation team further please log a call with the i-zone


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Last edited: 04/12/2017 19:11:00