eVision guidance for Students

What is eVision and what is it used for?

eVision is the University’s core student record system used to support all the major stages in the student lifecycle. Some staff and students will use the system for Degree Ceremony bookings from November 2012 onwards. eVision will replace Oxford's current student record system (OSS) fully from August 2013.

How do I know which username and password to use to login to eVision?

Staff and students will use their Oxford Username credentials to access eVision. These details are sometimes referred to as your Single Sign-on, Nexus or SSO account and are used to access weblearn, email and many other University resources. This picture of the webauth login screen may be familiar to you.

I can't get past the webauth login screen.

There may be a number of reasons you can't get past the Webauth Verify Personal Details screen. Further information and guidance is available on the IT services website.

What type of browser should I use?

eVision works with any modern browser, with javascript enabled. For the best experience, we suggest you try the most up-to-date version of your personal browser choice. As of October 2012, the following are the latest versions of popular browsers: Google Chrome (version: 22), Mozilla Firefox (version: 16), Safari (version: 6), Opera (version: 12.02), Internet Explorer (version: 9).

What happens if I'm a member of staff and a current student at Oxford?

When you login to eVision, the links on the left-hand side of your screen will appear in the order of Staff first and then you will see a heading for 'Student' followed by all of the links for you and your course.

I've forgotten my password, how do I reset it?

The Webauth page at https://webauth.ox.ac.uk/reset_password allows you to change your Oxford Username password.

I didn't receive the email invitation to book a ceremony date but I'm due to graduate. What should I do?

Please contact one of the Student Systems Support team via evision@admin.ox.ac.uk

I've logged in but I can't see any dates available to book?

Please contact one of our Student Systems Advisors via evision@admin.ox.ac.uk

How do I book a place at a ceremony?

You will automatically be emailed an invitation to book onto a ceremony. Please refer to the Degree Ceremonies Booking section of Student Gateway for more information.

Do I have to have my degree conferred at a ceremony?

It is not a requirement for your degree to be conferred, but your degree certificate will only become available once you have graduated either in person by attending a ceremony or in absence.  Please be aware that there may be very few places available at future ceremonies if you decline your invitation and it is highly recommended to have your degree conferred as soon as possible.

Where does the ceremony take place?

Degree ceremonies take place in the Sheldonian Theatre. Please refer to the Degree Ceremonies section of Student Gateway for more information.

How many guest tickets can I have?

The University will only issue three guest tickets per graduand. Please contact your college to enquire about ticket collection and to see if they have a policy on returned tickets. Please refer to the Degree Ceremonies>Guests section of Student Gateway for more information.

Are children allowed as guests at graduation?

The University advises that the ceremony is not suitable for children under the age of seven. If children attend the ceremony and require their own seat, they will need a ticket. Please check with your college for advice and if there are any special considerations for the college graduation events.

Is it possible for guests to take photographs during the graduation ceremony?

Guests are allowed to take photographs or use a video camera inside the Sheldonian (but the flash must be turned off). Photographers will be based inside the Sheldonian quadrangle following the ceremony and the ceremony will be filmed and available to buy on DVD. Please refer to the Degree Ceremonies Photographs section of Student Gateway for more information.

What do I need to wear?

Full academic dress must be worn at degree ceremonies. Please refer to the Degree Ceremonies section of Student Gateway for more information. Please be aware that you may be refused admission to the degree ceremony if you are not properly dressed.

What academic dress should I wear if I have a previous degree from Oxford?

If you have already had an Oxford degree conferred at a ceremony, you should wear the gown and hood of your previous degree and change into the gown (and hood) of your new degree at the appropriate time during the ceremony. Please contact your college if you require further advice about gowns.

Am I allowed to wear the gown from my previous University?

No.  You must wear the University of Oxford academic dress and gowns.

Can I wear military uniform to the ceremony?

Members of the University serving in H.M. Forces are permitted to wear dress uniform together with a gown. (The uniform cap is worn in the street and carried when indoors.)

Can I wear a kilt to the ceremony?

No.  Graduands are not allowed to wear kilts to the ceremony.

Is there a dress code for guests?

Guests at degree ceremonies do not need to wear gowns or robes. Guests do usually dress smartly, but there is no formal dress code for them.

Can I have a degree certificate before the graduation ceremony?

No. Your degree must be conferred at a graduation ceremony before a degree certificate can be issued. If you need proof of your degree before then, please order a Degree Confirmation Letter.

How do I obtain my degree certificate?

Your degree certificate will be posted to you following your degree ceremony.  It will be sent within 8 weeks of your ceremony date to the address you provide when you book your ceremony. Please refer to the Degree Ceremonies Certificates section of Student Gateway for more information.

I've not yet graduated but need proof that I have completed my degree. What should I do?

You can order a Degree Confirmation Letter via the University online shop. Please refer to the Degree Certificates and Confirmation Letters section of Student Gateway for more information and details of how to order.

Is there anything that can prevent me from graduating?

The conferral of your degree is conditional on the passing of all required examinations.

If you have any debts or dues (e.g. library fines) outstanding to your college or the University, they must be paid 15 days before the degree ceremony or you will not be permitted to graduate.

If you are a research student, you must also submit a library copy (and an electronic copy for students admitted on to their course on or after 1 October 2007) of your thesis at least 15 days before the degree ceremony. Please refer to the Regulations for Degrees, Certificates and Diplomas for more information.

Can more than one degree be conferred at the same ceremony?

If you wish to collect more than one degree at the same ceremony, this is possible but only one degree will be conferred in person. The other(s) will have to be taken in absentia. You may have multiple degrees conferred in absence at the same ceremony. Please refer to the Degree Ceremonies section of Student Gateway for more information.

I'm a research student. Is the process different for me?

Research students who are granted leave to supplicate from 12 December 2012 will receive an email invitation with information about booking a degree ceremony.  It may still be possible for these students to graduate before July 2013, please contact your College to check availability.  Research students granted leave to supplicate before 12 December 2012 will need to contact their college to book a degree ceremony.

When do graduates become eligible for the MA?

The Master of Arts may be conferred twenty-one terms after matriculation. The Oxford MA is a mark of seniority within the University and is awarded in addition to your BA or BFA. Please refer to the Degree Ceremonies Master of Arts section of Student Gateway for more information.

How do I request the Non-Christian Formula?

If you are attending a degree ceremony to confer your MA (or DD, DCL, DM or MCh) and would like to have the Non-Christian formula at the degree ceremony, please notify your College at the time of booking. It will not be permitted to request the Non-Christian formula on the day of the degree ceremony. Please refer to the Degree Ceremonies section of Student Gateway for more information.

Can I change my booking details for lunch or my contact details?

Yes, by logging into eVision you will be able to see the details you provided for your booking and amend where necessary.  Please note that you will be unable to make any changes in the 15 days before the degree ceremony.

Do I need to pay anything for graduation?

The University does not charge a fee for the graduation ceremony but if you are wishing to have your MA conferred, the University charges a fee of £10.  Please contact your college to enquire about how to pay the MA fee and if they require a payment for gowns, lunch, admin fees etc.

What do I do if my guests or I have special requirements for seating at the Sheldonian?

Please indicate at the time of your booking if you have special requirements (for example due to a disability), and get in touch with your college to discuss your guests’ accessibility requirements, so that the University and college event organisers can plan where to accommodate you most comfortably and conveniently.

What happens during the ceremony? Do I have to say anything in Latin?

A guide to the degree ceremony can be found in the Useful Documents section on the Degree Ceremonies page of Student Gateway.

Am I able to attend a ceremony with my friends?

Once you have received your invitation, we advise that you liaise with your friends regarding the dates you have all been given before making your booking.  The University cannot arrange for groups to attend together due to the limitations with degree spaces and when each college attends.

What if I cannot attend a degree ceremony on the dates I have been given?

You may choose either to graduate in absence or to decline your invitation using the eVision booking screen. If you choose to decline, please contact your College for future ceremony dates and their availability. If you wish to change the date of your degree ceremony booking, you must contact your College and discuss any extenuating circumstances with them.

I have been invited to a ceremony for my most recently awarded degree but I have a previous Oxford degree which has not been conferred.  Can I graduate for each one separately?

Yes. You may attend for your most recent degree and have the others conferred in absence at the same ceremony.  If you would like to attend a ceremony in person for each of your degrees, you must decline the invitation for your most recent degree to be conferred and contact your College.  They will arrange for you to be added to a waiting list in order for your previous degree(s) to be conferred in person first.

Why am I being asked to provide information on the ‘Additional Nominated Contact’ during the degree ceremony booking?

Your college may use the additional contact details when sending information about college graduation events.

Will I be able to change my ceremony date once I’ve chosen it?

Once you've chosen the date, you won't be able to change it, though you will be able to change your attendance mode to in absentia, or decline. For this reason, you might wish to consider what your preferred date is, and liaise with your potential guests, before booking a ceremony.