General Information

Finals Weekend will be held on May 18-19, 2013.

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Assembly and Procession
(Final Exercises on the Lawn)

Students

Assembly points will be designated near the Lawn for each school's degree candidates. Assembly begins at 9 a.m.; all students should be at their designated assembly points no later than 9:30 a.m. Faculty and student marshals will organize degree candidates into columns for the procession.

Step-off time for the procession is 10 a.m. The grand marshal will proceed down the Lawn, followed by degree candidates led by their respective dean and faculty marshals.

After the degree candidates have processed, the faculty will march in, followed by the grand marshal (second trip down the Lawn) and the president's party.

At the end of the exercises, the grand marshal, president's party, and faculty will recess up the Lawn. Following the recessional, the graduates may leave their seating area.

Alcohol is not permitted at the assembly points or on the Lawn during the Final Exercises.

Faculty

Deans and faculty marshals will meet at the designated assembly points near the Lawn for each school's degree candidates. Faculty and student marshals will organize degree candidates into columns. Other faculty members are to assemble at 10 a.m. on the Rotunda's southwest terrace above the Lawn.

Step-off time for the procession is 10 a.m. The grand marshal will proceed down the Lawn, followed by degree candidates led by their respective deans and faculty marshals. The deans, who have an active role in the exercises, will go to the platform. The faculty marshals will sit with the graduating students.

After the degree candidates have processed, the faculty will march in, followed by the grand marshal (second trip down the Lawn) and the president's party.

At the end of the exercises, the grand marshal, president's party, and faculty will recess up the Lawn. Following the recessional, the graduates may leave their seating area.

Caps and Gowns

Students

Caps and gowns for bachelor's, master's, and doctoral degree candidates will be available for pick-up at the University Bookstore during Finals Week at the following times (photo ID required at cap and gown pick-up):

Thursday, May 16 9 a.m. - 5 p.m.
Friday, May 17 9 a.m. - 5 p.m.
Saturday, May 18 9 a.m. - 5 p.m.
Sunday, May 19 7 a.m. - 9:30 a.m.

These "one-way" caps and gowns do not need to be returned after the ceremony; they may be retained as keepsakes. Master's and doctoral hoods as well as souvenir tassels are available for sale at the Bookstore. The Bookstore also offers academic regalia for purchase. The deadline for ordering purchased regalia for this year's commencement was March 29, 2013.

* Darden, Law, and Medicine degree candidates will pick up their caps and gowns in their respective schools and will return them to those locations.

Faculty

Faculty in Architecture, Arts & Sciences, Continuing & Professional Studies, Education, Leadership and Public Policy, and Nursing may rent caps and gowns through the University Bookstore (434-924-3721 or 800-759-4667). The deadline for ordering rental regalia for this year's commencement was April 11, 2013.

Rented caps and gowns may be picked up at the University Bookstore at the following times:

Thursday, May 16 9 a.m. - 5 p.m.
Friday, May 17
 9 a.m. - 5 p.m.
Saturday, May 18 9 a.m. - 5 p.m.
Sunday, May 19 7 a.m. - 9:30 a.m.

Rented caps and gowns must be returned to the University Bookstore at the following times:

Sunday, May 19 11 a.m. - 4 p.m.
Monday, May 20 9 a.m. - 5 p.m.

Faculty members are responsible for the cost of unreturned regalia. A late fee of $20 will be charged for all rental regalia that is not returned after the return dates.

* Faculty in Commerce, Engineering, Graduate Business, Law, and Medicine will pick up their caps and gowns in their respective schools and will return them to those locations.

The Bookstore also offers academic regalia for purchase. The deadline for ordering purchased regalia for this year's commencement was March 29, 2013.

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Diploma Distribution

Diploma ceremonies for individual schools and departments will follow the Lawn ceremony on May 19. Degree candidates not attending the ceremony may pick up their diploma at the University Registrar's Office (UREG) in Carruthers Hall starting at 2 p.m. on May 20, and during regular business hours any day thereafter. Requests to have diplomas mailed may be made using the on-line form at the UREG web site.

Diploma Ceremony Participation (August 2012/December 2012 graduates)

August 2012 and December 2012 Graduates: Please contact your school (or department if you are in Arts & Sciences or Engineering) to let them know of your plans to participate in Final Exercises in May 2013. By doing so, you will confirm your intent to attend Final Exercises and your school/department will be aware that they should include you in planning and communicating about their diploma ceremony.

Invitations

Orders for "Personalized Announcement Packages" may be placed through the University Bookstore's web site. Click on the Graduation Items & Information button at the bottom of the page. There is not a formal deadline for ordering announcements, however early ordering is recommended. See the Bookstore's web site for more details.

Lodging (Places to Stay)

The University offers on-Grounds housing for guests attending Finals Weekend 2013. Limited space is available. All reservations must be made by the graduating student. Reservations will be provided on a first-come, first-served basis. For more information, contact Conference Services at 434-924-4479 or visit their Graduation Housing page. Please call Conference Services for information about remaining accommodations. Reservations are no longer being accepted through their web site for Finals Weekend 2013.

Information about on-Grounds housing for guests attending Finals Weekend 2014 will be posted on the Conference Services web site in late May 2013. Additional rooms in new residence halls will be available for May 2014 Finals Weekend.

For information on area hotels and room availability, contact the Charlottesville/Albemarle County Convention and Visitors Bureau at 434-293-6789/877-386-1103 or visit their web site. A list of local hotels can also be found at the University's Places to Stay site.

Miscellaneous

Animals

No animals other than service dogs will be permitted on the Lawn and at other sites.

Class Party Tickets

Each undergraduate may obtain a maximum of three tickets to the Fourth-Year Class Party. Tickets will be distributed at the University Bookstore May 16 - 18. See times listed under the May cap & gown distribution schedule. A ticket is required for admission to the party.

Finals Program Distribution

Programs will be available at information booths and on the Lawn.

First Aid

The Emergency Medical Services treatment area, staffed jointly by the University of Virginia Health System Special Event Medical Management team and Charlottesville-Albemarle Rescue Squad personnel, will be located on central Grounds during the ceremonies on Saturday and Sunday. First Aid stations will also be located around central Grounds during the ceremony on Sunday. Alert an usher, police officer, or bus driver if assistance is needed.

Food Service

A food stand offering soft drinks and snacks will be open on Saturday from 9:30 a.m. to 1:30 p.m. on McCormick Road near Garrett Hall.

Light breakfast items (doughnuts, pastries, muffins, croissants, biscuits, fruit juice, soda, bottled water, coffee) will be offered for sale Sunday morning. The food stands will be open from 8 a.m. to 2 p.m. Lunch items (chicken fingers, fries, burgers, hot dogs, snacks) will be available beginning mid-morning.

Food Stand Locations
  • east of the Rotunda near Brooks Hall (drinks & snacks only)
  • west of the Rotunda near the Chapel
  • on McCormick Road between Patterson and Colonnade Alleys (ice cream & lemonade stand)
  • on McCormick Road near Garrett Hall
  • sidewalk between Thornton Hall and Chemical Engineering Research Building
  • sidewalk outside Chemistry Building

In addition to the food stands, the following locations will be open:

Information Booths

Below are the information booth locations and hours of operation during Finals Weekend. In addition, the Newcomb Hall first floor Information Desk and the third floor Event Information Station will be open on Saturday, May 18 from 8 a.m. to 7 p.m., and on Sunday, May 19 from 7 a.m. to 6 p.m.

Saturday, May 18

9:30 a.m. - 12:30 p.m.

  • on McCormick Road near Minor Hall (Rain Site: John Paul Jones Arena foyer)

9:30 a.m. - 2 p.m.

  • at the intersection of University Avenue and Rugby Road
    (Rain Site: John Paul Jones Arena foyer)

Sunday, May 19

7 a.m. - 1 p.m.

  • east of the Rotunda near Brooks Hall
  • on McCormick Road near Thornton Hall

7 a.m. - 2 p.m.

  • west of the Rotunda near the Chapel

7 a.m. - 3 p.m.

  • on McCormick Road near Minor Hall
  • at the intersection of University Avenue and Rugby Road
Lost and Found

Location:
Newcomb Hall: 1st Floor Information Desk

Contact Information:
Phone: 434-924-3601
E-Mail: reservenewcomb@virginia.edu

Hours of Operation:

Friday, May 17 8 a.m. - 7 p.m.
Saturday, May 18 8 a.m. - 7 p.m.
Sunday, May 19 8 a.m. - 7 p.m.
Monday, May 20 8 a.m. - 5 p.m.





Restrooms

Signs indicating restroom locations near the Lawn will be posted.

Parking and Shuttle Buses

During Finals Weekend, public parking is unavailable throughout central Grounds. Degree candidates and guests are urged to park at the locations below. Free shuttle bus service will run continuously from Scott Stadium and University Hall to Central Grounds on Saturday and Sunday.

For Finals Weekend, parking will be available at the following locations:

Emmet/Ivy Parking Garage Map Complimentary parking available (1,200 spaces) but no shuttle bus service. The garage is only a 10-minute walk to the Lawn (moderate incline).
John Paul Jones Arena Map Shuttle buses will load/unload near the west entrance of University Hall, located across Massie Road from the arena (very limited parking available at this location under the severe-weather plan).
Scott Stadium Map Shuttle buses will load/unload near the west entrance of the Student Activities Building.
University Hall Map Shuttle buses will load/unload near the west entrance of University Hall.

Parking is also available in the Central Grounds parking garage (no shuttle bus service is provided to and from this location):

Saturday: limited spaces available at an hourly rate
Sunday: limited spaces available - $5.00 per vehicle

Shuttle buses will run continuously from Scott Stadium and University Hall as follows:


Day
Time
Bus Stop Location on
Central Grounds
Saturday, May 18
Valedictory Exercises 		9 a.m. to 3 p.m. Buses will drop off guests on McCormick Road near Peabody Hall and pick up guests across the street, at the entrance of Poe Alley on McCormick Road.
Sunday, May 19
Final Exercises and
Diploma Ceremonies 		7 a.m. until diploma
ceremonies conclude
(approximately 5:30 p.m. *)		 Buses will will drop off and pick up guests near the University Chapel. All shuttle buses are handicapped accessible, but buses reserved for our guests with mobility needs and up to two companions will drop off guests at McCormick Road near Peabody Hall and pick them up across the street, at Poe Alley on McCormick Road.

* Buses will run longer if the inclement- or severe-weather plan is followed.

For shuttle bus routes before and after Final Exercises visit the Parking and Transportaton Information web page.

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Remote Viewing

A live broadcast of Sunday's Lawn ceremony will be shown on projection screens (climate-controlled environment with closed captioning available at each site). Remote Viewing sites include the following:

Building
Capacity
Location
Alumni Hall Ballroom 397 seats on Emmet Street, near Central Grounds parking garage
Chemistry Building Auditorium 490 seats McCormick Road, near Scott Stadium parking lots
Gilmer Hall Auditorium
(Room 130)		 350 seats McCormick Road, near McCormick Road Residence Area
Gilmer Hall Auditorium
(Room 190)		 150 seats McCormick Road, near McCormick Road Residence Area
Harrison Institute and Small Special Collections Library Auditorium 200 seats near Central Grounds parking garage
Newcomb Hall Ballroom 500 seats
 near Central Grounds parking garage
Newcomb Hall Theatre 381 seats near Central Grounds parking garage
Student Activities Building 450 seats near Scott Stadium
Zehmer Hall Auditorium 200 seats School of Continuing & Professional Studies, Midmont Lane
Remote Viewing Sites Dedicated for Persons with Mobility Needs

Building
Capacity
Location
Newcomb Hall 3rd Floor 120 seats near Central Grounds parking garage

Doors open at 8 a.m. Seating will be available on a first-come, first-served basis. No tickets are required. All sites are wheelchair accessible, but assistance may be necessary in the Chemistry Building.

Services for Persons with Disabilities

Parking

Guests with limited mobility or in wheelchairs are encouraged to park at University Hall and ride the shuttle buses to the Central Grounds. Vehicles parking in the northwest section of the University Hall parking lot must have a disabled parking placard and/ or license plate. Other cars may park nearby. Buses equipped with lifts to accommodate wheelchair users, persons with mobility impairments, and their companions will leave from this designated area. Each person is limited to two companions on these special shuttles, in order to make spaces available for our guests with mobility needs. These buses will follow a special route dropping off guests on McCormick Road near Peabody Hall.

Restrooms

Wheelchair-accessible restrooms near the Lawn are located in the following buildings: Bryan Hall, Newcomb Hall, and Clemons Library.

Seating

Individuals using wheelchairs and one companion may sit in the designated area in front of Cocke Hall. Limited seating is available in this section. Guests may prefer to watch the ceremony in one of the climate-controlled auditoriums nearby. See Remote Viewing section.

Severe-Weather Plan

If the severe-weather plan is followed, all undergraduate and Master of Teaching degree candidates will attend Final Exercises in the John Paul Jones Arena on Sunday, May 19 at 10 a.m. Guests of these students may use the same three tickets they would have used on the Lawn under the fair-weather plan. Only guests with these tickets will be allowed entry into the John Paul Jones Arena. Designated parking will be provided at this site for persons with disabilities. View additional information regarding the Severe-Weather Plan below.

Special Hearing Needs

Seating for guests who wish to use the services of a sign language interpreter will be available for Final Exercises and Valedictory Exercises. A live broadcast of Final Exercises will also be shown with closed captioning available at auditoriums nearby. (See Remote Viewing section.) If you or a member of your family is in need of either of these accomodations, please contact Kate O'Varanese, Coordinator of Deaf/Hard of Hearing Services at 434-243-5186 (v/vp) or e-mail at ko5h@virginia.edu.

Wheelchair Rental

Wheelchairs are not available through the University. They may be rented prior to Finals Weekend from the following companies:

  • Alpha Medical Aids: 434-971-7300
  • Rehab Health Care: 434-971-8808
  • Robertson Home Medical: 800-768-7847

If you have specific questions pertaining to mobility issues, please contact Melissa Oliver in the Office of Equal Opportunity Programs in advance of Finals Weekend. Ms. Oliver can be reached at 434-924-3095 or mo3a@virginia.edu.

Click here to view the University's Accessibility Map.

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Telephone Numbers

  • Caps & Gowns Information: 434-924-3721 or 800-759-4667 (HOOS)
  • Charlottesville Albemarle Convention & Visitors Bureau: 877-386-1103
  • Conference Services (on-Grounds housing): 434-924-4479
  • Coordinator of Deaf/Hard of Hearing Services: 434-243-5186 (v/vp)
  • Graduation Information: 434-982-2908
  • Office of Major Events: 434-982-3099

Tickets and Guest Seating

Guest seating tickets for Final Exercises (three for each graduating student) will be distributed at the University Bookstore May 16 through 19 (see the May cap and gown distribution schedule). A photo ID is required for each graduate to pick up his/her own tickets from the University Bookstore.

Candidates for M.D., M.B.A., and J.D. degrees will receive tickets at cap and gown pick-up in their respective schools. Tickets are not required for some diploma ceremonies. However, please check with the individual school or department (Arts & Sciences and Engineering) to determine if tickets will be required.

For Final Exercises, the graduates and the faculty will be seated on the lowest level of the Lawn. Guests with tickets will be seated on the next three levels of the Lawn on either side of the processional route. All seating is on a first-come, first-served basis. Ushers will begin collecting tickets and seating guests at 7:30 a.m. All guests should be in their seats by 9:45 a.m.

Tips: The west side of the Lawn usually fills up first, so consider looking for seats on the east side. The center aisle of the Lawn closes at 9:30 a.m. in preparation for the procession. If you wish to get to the east side of the Lawn after 9:30 a.m., you must enter the Lawn from one of the east alleys or the sidewalk beside Pavilion II.

Guests without tickets are welcome, but seating will not be available. They will be able to stand behind the reserved seating area on the upper Lawn. This area will become quite congested; therefore guests may prefer to watch a live broadcast of the ceremony in one of nine climate-controlled auditoriums nearby. (See Remote Viewing section.)

Alcohol is not permitted at any of these locations.

Weather Plans (Inclement and Severe)

If the inclement- or severe-weather plan is followed for Valedictory Exercises or Final Exercises, announcements will be made no later than 8 a.m. on local radio stations and the University's home page, www.virginia.edu. If in doubt, call 434-924-SNOW (924-7669), 434-243-SNOW (243-7669), or the graduation information line, 434-982-2908.

Valedictory Exercises

In the case of inclement or severe weather on Saturday, May 18, Valedictory Exercises will be moved from the Lawn to the John Paul Jones Arena. Seating is limited at the arena. Each graduating student will receive three tickets for the Valedictory Exercises rain site. One ticket is for the graduating student, who may be accompanied by up to two guests. (Tickets are not required for Valedictory Exercsies on the Lawn under the fair-weather plan.)

Final Exercises

For Sunday, May 19, the weather plans that may be implemented are:

Fair Weather: Final Exercises on the Lawn and some diploma ceremonies scheduled outside
Inclement Weather: Final Exercises on the Lawn and all diploma ceremonies inside
Severe Weather: Final Exercises in the John Paul Jones Arena for undergraduate and Master of Teaching degree candidates only (see below) and all diploma ceremonies inside

The severe-weather plan will be followed only in case of thunder, lightning, high winds, or other conditions that make it unsafe to hold ceremonies outside. Rain alone does not constitute severe weather. Inclement weather may include rain but without the presence of thunder, lightning, high winds, etc.

Faculty and students should plan to arrive at rain sites 30 minutes prior to the start of their respective ceremony.

Inclement-Weather Plan

Depending on the weather, the University may decide to hold Final Exercises on the Lawn but move diploma ceremonies inside. Under this plan, faculty and students and their guests will go to the designated inclement-weather sites for diploma distribution.

Severe-Weather Plan

If the weather is severe, there will be a central convocation in the John Paul Jones Arena for undergraduate and Master of Teaching degree candidates only. Faculty and students should arrive at the arena by 9:30 a.m. Graduating students will be seated on the main floor of the arena. Only guests with tickets will be allowed entry into the arena. A limited procession (faculty and the president's party only) will begin promptly at 10 a.m. Faculty should be assembled no later than 9:45 a.m. in the Courtside Club located on the lower level of the arena.

Graduate and professional students and their guests will go to the designated severe-weather sites for both degree conferral and diploma distribution. Faculty and students should arrive at rain sites 30 minutes prior to the start of their respective ceremony.

Alcohol is not permitted at any of these locations.

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