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Commencement Volunteer

Thank you for your interest in volunteering for our Commencement ceremony. Your assistance with this event is greatly appreciated! If you have questions or concerns, please contact Jeancarlo Guzman at 713-223-7997 or via email at guzmanje@uhd.edu.

Volunteers will be expected to remain for the duration of the ceremony and will be assigned to one or more of the following areas: Student Check-In, Student Check-In Traffic Control, Disability Services, Walk Card Backup, Marshal Assistance, Student Seating, Stage/Platform Setup, and Program Distribution.. Full descriptions of duties for each position are below.

Volunteer Form


Student Check-In

Description: Volunteers will be seated at the student check-in tables and will perform the check-in process for incoming students, under the direction of the Zone Leader(s). Volunteers will need to be able to quickly locate the students' name on the provided list, mark them as present, provide them their walking card and inform them on the next steps.
Duties Include:
  • Locating students' names on the provided check-in list and marking as present
  • Distributing the assigned walking cards to students as they arrive
  • Explaining the purpose of the walking cards and answering any questions that students may have about the cards
  • Explaining how to fill out photo card and their next steps after checking-in
  • Will direct students to the name caller table/bookstore
  • Other duties as assigned

Student Check-in Traffic Control

Description: Volunteers will be stationed at the entrance and in front of the check-in table and will work under the direction of the Zone Leader(s). Volunteers will direct students and others to where they should go and may be required to escort individuals to other areas. Must be able to stand for extended periods of time.
Duties Include:
  • Directing students to check-in tables.
  • Directing students to disabilities, bookstore, and name caller tables.
  • Directing students to refreshments zone.
  • Directing faculty to their correct zone.
  • Directing other volunteers to their assigned zones.
  • Escorting students that arrive late to the student seating area.
  • Other duties as assigned.

Disability Services

Description: Volunteers will need to be sensitive and empathetic to students' needs, must be able to push a wheelchair with students of various weight ranges, be able to stand for prolonged periods of time and walk without difficulties. Volunteers will assist students with a variety of physical needs in various capacities, under the direction of the Zone Leader. Volunteers will also be required to learn the specific accessible route(s) from the Atrium to the seating area.
These volunteers may be working with students:
  • who use wheelchairs/crutches/other mobility aids
  • with knee/leg difficulties
  • who are pregnant, or recently gave birth
  • who are unable to use the stairs for other reasons
Duties Include:
  • Assisting students with a variety of physical needs in various capacities, such as accessing the seating area and accessing the restrooms.
  • Pushing a wheelchair(s) with students of various weight ranges, including up/down stage ramps.
  • Monitoring and ensuring that students seated in the accommodation area are placed in the correct order of their class before crossing the stage.
  • Other duties as assigned.

Walk Card Backup Attendant

Description: Volunteer will work under the direction of the Zone Leader and be responsible for monitoring the walking-cards, master list and walk list. Will also ensure that students have their walk-card and are standing in the correct order prior to walking out to the seating area.
Duties Include:
  • Supervises the 2nd set of walk cards and provides these to any student who has lost a card and to late arrivals.
  • Uses the Master List (alphabetical) and Walk List (college order) to locate student walk-cards and place students in order.
  • Possesses the College Introduction Cards ("Now presenting…" cards) and gives them to a designated Seating Attendant.
  • Other duties as assigned.

Marshal Assistance

Description: Volunteer will work under the direction of the Zone Leader/Marshall Attendant to ensure that the college banners and bases are placed in the correct places, and assists in the positioning of Marshals in preparation for them to walk to the stage.
Duties Include:
  • Receives Marshals from designated faculty member.
  • Supervises the positioning of Marshals in front of stage.
  • Queues Grand Marshal and Associate Grand Marshal to take stage.
  • Identifies that Mace is in possession of Grand Marshal.
  • Identifies that college banners and bases are setup in sections 110/111.
  • Identifies that bases are set up in front of stage (sections 128/129).

Student Seating

Description: Volunteers will work under the direction of the Zone Leader to prepare students to walk to the seating area, ensure they queued in the correct order, and understand where they should be going. Volunteers will rotate as Procession Prep Attendants and Stage Seating Attendants throughout the ceremony.
Duties Include:
Procession Prep Attendants
  • Uses microphone to make announcements to students in sections 110/111.
  • Checks Minute Maid tickets to help students to their seats in 110/111.
  • Verifies seated students are in correct college order (checks Minute Maid ticket seat number against Walk Card number and seating plan).
  • Directs students on the concourse to sections 110/111.
  • Other duties as assigned.
Stage Seating Attendants
  • Receive student procession arriving from sections 110/111.
  • Work with college Banner holder faculty to seat students in college order.
  • Guide students throughout walk process.
  • Manage student queue throughout ceremony.
  • Check Walk Cards for correct order.
  • Assist students on stage on-ramp.
  • Assist students on stage off-ramp.
  • Receive students returning from Flash Photography.
  • Assist students back to their assigned seat in sections 128/129.
  • Other duties as assigned.

Stage/Platform Setup

Description: Volunteers will assist the Stage Lead (Zone Leader) in the setting up of the commencement platform. Volunteers will also be required to lift and move furniture to accommodate the seating area and assist with other duties in relation to the staging area.
Duties Include:
  • Setting up the bases for banners in front of the student seating area and at the rear of stage.
  • Placing the Mace base next to main podium.
  • Arranging the platform seating area.
  • Placing water/hand sanitizer underneath the stage chairs.
  • AVP will place the commencement binder/folders on platform seating as assigned.
  • Setting up the Scroll table - Involves placing a glass on the designated table, filling the container with scrolls, and placing the remaining scrolls underneath table.
  • Placing the appropriate signage on the podiums.
  • Arranging plants across the front of the stage.
  • Storing boxes for the flag/banner bases underneath the chairs in front of the student seating area.
  • Other duties as assigned.

Program Distribution

Description: Volunteers will be standing at the venue entrances and will distribute the commencement programs to incoming guests prior to the start of the ceremony. Must be able to stand for extended periods of time.
Duties Include:
  • Distributing Commencement Programs.
  • Directing guests to the appropriate seating areas.
  • Other duties as assigned.

Last updated 10/31/2019 5:45 AM