Commencement Ushers

Thank you for your participation on this very special occasion for our graduating students.

• Before The Ceremony

  Please wear appropriate attire. Examples include dresses, suits, dress slacks and blouse or shirt and tie, or skirts and blouses. Please wear comfortable shoes, but no sneakers. Outside door ushers should wear jackets as dictated by the weather.

  Ushers will not be permitted to park in the lots by the Recreation Center and Fieldhouse (E1 and E2). The best place to park is in lots D3 & D4.

  Please note that South Campus Drive will be closed between Baldy Street and Court Lane from 2 hours prior to the ceremony until one hour afterwards.

  Report to Keystone Hall, Classroom 108: 

  • by 3:30 p.m. for the Friday ceremony
  • by 7:30 a.m. for the Saturday morning ceremony
  • by 12:30 pm for the Saturday afternoon ceremony

  You will meet with Caecilia Holt and/or Jamie Ryan to pick up your name badge. AFSCME ushers will also need to sign the overtime sign-in sheet; SCUPA staff should complete their own timesheet.

  Keystone Hall Room 108 is reserved as a hospitality room. Refreshments will be available and ushers will be able to store their belongings in a secure area.

  You must be in your assigned position:

  • by 3:45 p.m. for the Friday ceremony
  • by 7:45 a.m. for the Saturday morning ceremony
  • by 12:45 pm for the Saturday afternoon ceremony
• During The Ceremony
  • Doors open for guests one hour before each ceremony.
  • Ushers must arrive early enough to secure a nametag in KY 108 and get into assigned positions no later than 15 minutes before doors open.
  • Guests must have a ticket to enter the Fieldhouse for the ceremony. Guests without tickets will be able to view the live ceremony online via the KU website. Any ticket questions should be directed to Door Coordinator Stephen Rupprecht, Floor Usher Coordinator Kelly Smith, Usher Coordinator Amy Sandt, or Commencement Coordinator Honey Svoboda.
  • The Platform Guest seating area is on the front left side of the seating area.
  • The accessible seating area is on the right side of the seating area.
  • Medical personnel are located in the back left side of the Fieldhouse, near Door 14.
  • Restroom facilities are available in several locations. Guests should be directed to walk behind the drapes running along the right side of the Fieldhouse to use the Fieldhouse restrooms. Guests can also be directed to the outdoor restroom trailer in the Fieldhouse parking lot or to the designated facilities in Keystone. Guests should be encouraged to use the Fieldhouse or outdoor restrooms to avoid congestion in Keystone Hall.
  • Pre-ordered flowers are to be picked up in the back right corner of the Fieldhouse. Flowers can also be purchased at this location throughout the commencement ceremony. The KU Campus Store will also have KU items for sale.
  • Use of Triple Doors before the ceremony is for those needing special assistance (use of
    elevator).
  • The procession will begin promptly at the scheduled ceremony time (Friday at 5:00pm or Saturday at 9:00am or 2:00pm)
  • Usher parking is available in lots D3 and D4 by South Dining Hall.
  • Usher parking is also available in Lot A2 behind Beekey. Shuttles are available for transport to the Fieldhouse (on Saturday only). Please plan accordingly if using this parking option.
  • Please do not remove any signage; it is easier to do this all at once on Monday.
  • Nametag should be returned to Keystone 108.
  • THANK YOU for your service!!
• Map of Usher Assignments

  Usher Assignment Map

• Usher Job Descriptions

  Usher – Entrance Doors

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Door Usher Coordinator

  • Collect tickets at the entrance doors

  • Distribute programs at entrance doors

  • Answer general questions/give directions

  • Assist with stanchion placement before graduates enter and exit the Fieldhouse

  • Assist with crowd control as graduates enter and exit the Fieldhouse

  • Put empty program boxes outside the Fieldhouse door for removal by Facilities at the end of the commencement ceremony

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Exit Door

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Door Usher Coordinator

  • Monitor the designated exit door for guests that need to exit the Fieldhouse after they already entered (This mainly occurs when guests need to use the restrooms.)            

  • Distribute a ticket to each guest as they exit so they can re-enter

  • Answer general questions/give directions

  • Assist with stanchion placement before graduates enter and exit the Fieldhouse

  • Assist with crowd control as graduates enter and exit the Fieldhouse

  • Assist Door Usher Coordinator with moving stanchions to Standing Room Only area after the ceremony (afternoon only at spring commencement)                

  • In case of an emergency, assist with removing stanchions so guests can safely exit the fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Triple Doors

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Door Usher Coordinator

  • Responsible for keeping guests from using stairs to Keystone Hall as graduates enter and exit the Fieldhouse

  • Answer general questions/give directions

  • Assist Door Usher Coordinator with moving stanchions to Standing Room Only area (afternoon only at spring commencement)

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Platform Guests

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Floor Usher Coordinator

  • Assist with seating platform guests on check list

  • Answer general questions/give directions

  • Assist Floor Usher Coordinator with moving stanchions to Standing Room Only area at the end of the commencement ceremony (afternoon only at spring commencement)

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Accessible Seating

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Floor Usher Coordinator

  • Assist with seating guests on check list who need special accommodations

  • Answer general questions/give directions

  • Assist Floor Usher Coordinator with the removal of all signage and ribbons from the Accessible Seating area at the end of the commencement ceremony (afternoon only at spring commencement)   

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Accessible Seating Runner

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Floor Usher Coordinator

  • Assist with seating guests who need special accommodations by greeting them at the entrance door and assisting them with locating the accessible seating area

  • Answer general questions/give directions

  • Assist Floor Usher Coordinator with the removal of all signage and ribbons from the Accessible Seating area at the end of the commencement ceremony (afternoon only at spring commencement)   

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Aisle

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Floor Usher Coordinator

  • Assist with general seating

  • Responsible for keeping guests out of the graduate seating area

  • Responsible for maintaining clear aisles throughout the commencement ceremony

  • Answer general questions/give directions

  • Responsible for crowd control as graduates enter and exit the Fieldhouse

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Usher – Arena Hallway

  • Report to Keystone Hall, Room 108 to check-in

  • Assist with stanchion set-up in the hallways

  • Prevent parents and guests from using stairs to Fieldhouse as well as access to hallways designated for faculty and platform guest robing

  • Answer general questions/give directions

  • Assist with moving hallway and arena stanchions to the Fieldhouse at the end of the ceremony (afternoon only at spring commencement)

  • Return name tag to Keystone Hall, Room 108

  Usher – Arena Lobby

  • Report to Keystone Hall, Room 108 to check-in

  • Report to commencement staff leaders

  • Assist with stanchion set-up in hallways

  • Answer general questions/give directions

  • Assist with moving arena stanchions to the Fieldhouse office at the end of the ceremony (afternoon only at spring commencement)

  • Report to the Floor Usher Coordinator in Fieldhouse for reassignment (Usher 25)

  • Return name tag to Keystone Hall, Room 108

  Usher – Student Robing                                                                            

  • Report to Keystone Hall, Room 108 to check-in

  • Report to Student Robing Coordinator

  • Assist College Deans with handing out index cards to students

  • Report to the Floor Usher Coordinator in Fieldhouse for reassignment when graduates line up to process

  • Return name tag to Keystone Hall, Room 108

  Usher – Elevator

  • Report to Keystone Hall, Room 108 to check-in

  • Report to commencement staff leaders

  • Assist guests in using elevator

  • Return name tag to Keystone Hall, Room 108

  Usher – Shuttle Ambassador (Saturday ceremonies only)                                             

  • Report directly to the shuttle bus in the Beekey parking lot (A-2) at 7:30 am or 12:30pm depending on which ceremony you're ushering.

  • Ride the shuttle to provide information from 7:30am/12:30pm (approximately) until 9:15am/2:15pm

  • Assist guests using the shuttle by answering questions and emphasizing the following important commencement information:

  • Masks are optional

  • Restroom trailers are available in the Fieldhouse parking lot and guests are encouraged to use them before entering the Fieldhouse

  • The ceremony will start promptly at the designated time (5:00pm, 9:00am or 2:00pm)

  • Guests who are not in their seats by 10 minutes before the hour will have to wait to be seated until the students and commencement participants have processed

  • Return name tag to Keystone Hall, Room 108 directly after the event concludes OR Student Recreation Center 100  on the Monday after commencement

  Usher – Curbside Greeter

  • Report to Keystone Hall, Room 108 to check-in

  • Assist guests exiting the shuttle by answering questions and emphasizing the following important commencement information:                 

    • Masks are optional

    • Restroom trailers are available in the Fieldhouse parking lot and guests are encouraged to use them before entering the Fieldhouse                       

    • The ceremony will start promptly at the designated time (9am and 2pm)

    • Guests who are not in their seats by 10 minutes before the hour will have to wait to be seated until the students and commencement participants have processed

  • Return name tag to Keystone Hall, Room 108

  Door Usher Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Responsible for Ushers 1 through 12 at the entrance and exit doors

  • Distribute and collect assisted listening devices for guests who are hearing impaired

  • Ensure that the door near the flower table becomes the only entrance during the processional into the Fieldhouse

  • Close all other entrance and exit doors until after graduates are at their seats

  • Responsible for keeping guests from the processional aisle as the graduates enter and exit the Fieldhouse

  • Ensure that guests who wish to stand are in the Standing Only area

  • Monitor the Video Section area

  • Put the empty program boxes outside the Fieldhouse door for removal by Facilities at the end of the commencement ceremony

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse                                                                                                           

  • Return name tag to Keystone Hall, Room 108

   Faculty Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Assist Faculty to robe, assemble and process into the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Floor Usher Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Responsible for Ushers 12 through 22 in the interior of the Fieldhouse

  • Responsible for keeping all the main aisles of the seating areas clear throughout the commencement ceremony

  • Monitor the Platform Guest and Accessible Seating areas

  • Ensure that guests who wish to stand are in the Standing Only area

  • Move ushers to the back aisle to keep guests from interfering with graduates as they enter and exit the Fieldhouse

  • Remove posthumous degree signs after the ceremony, if applicable

  • Collect rubber bands, blank index cards, unopened water bottles, and extra programs from stage and deliver to Keystone Hall, Room 108

  • In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Graduate Student Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Work with graduate students to assemble and understand the hooding portion of the ceremony

  • Return name tag to Keystone Hall, Room 108

  Platform Guest Usher Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Answer questions and provide directions to platform guests

  • Line up the platform guests for procession into the Fieldhouse

  • Assist with lining up faculty along the back stanchions in the Fieldhouse before the graduates enter and exit the Fieldhouse

  • Return name tag to Keystone Hall, Room 108

  Student Usher Coordinator

  • Report to Keystone Hall, Room 108 to check-in

  • Responsible for Ushers 29 through 34 in the Keystone Arena

  • Place programs on tables for distribution to graduates

  • Make appropriate announcements, including ones about being hydrated and seeking out an usher if not feeling well

  • Coordinate the lineup of graduates for the processional into the Fieldhouse

  • After the graduates process into the Fieldhouse, clear off the tables and return cards and pens to Keystone Hall, Room 108 (afternoon only at spring commencement)

  • Ensure Ushers 28 through 34 are sent to the Floor Usher Coordinator in Fieldhouse for reassignment prior to the commencement ceremony.

  • (Winter commencement) Return college banners to Fieldhouse office after the graduates process

  • Return name tag to Keystone Hall, Room 108

• Usher Coordinator Job Descriptions

  Door Usher Coordinator

   Report to Keystone Hall, Room 108 to check-in

  Responsible for Ushers 1 through 11 at the entrance and exit doors

  Distribute and collect assisted listening devices for guests who are hearing impaired

  Ensure that the door near the flower table becomes the only entrance during the processional into the Fieldhouse

  Close all other entrance and exit doors until after graduates are at their seats

  Responsible for keeping guests from the processional aisle as the graduates enter and exit the Fieldhouse

  Ensure that guests who wish to stand are in the Standing Only area

  Monitor the Video Section area

  Put the empty program boxes outside the Fieldhouse door for removal by Facilities at the end of the commencement ceremony

  In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  Return name tag to Keystone Hall, Room 108

   

  Faculty Coordinator

  Report to Keystone Hall, Room 108 to check-in

  Assist Faculty to robe, assemble and process into the Fieldhouse

  Return name tag to Keystone Hall, Room 108

   

  Floor Usher Coordinator

  Report to Keystone Hall, Room 108 to check-in

  Responsible for Ushers 12 through 18 in the interior of the Fieldhouse

  Responsible for keeping all the main aisles of the seating areas clear throughout the commencement ceremony

  Monitor the Platform Guest and Accessible Seating areas

  Ensure that guests who wish to stand are in the Standing Only area

  Move ushers to the back aisle to keep guests from interfering with graduates as they enter and exit the Fieldhouse

  Remove posthumous degree signs after the ceremony, if applicable

  Collect rubber bands, blank index cards, unopened water bottles, and extra programs from stage and deliver to Keystone Hall, Room 108

  In case of an emergency, assist with removing stanchions so guests can safely exit the Fieldhouse

  Return name tag to Keystone Hall, Room 108

   

  Graduate Student Coordinator

  Report to Keystone Hall, Room 108 to check-in

  Work with graduate students to assemble and understand the hooding portion of the ceremony

  Return name tag to Keystone Hall, Room 108

   

  Platform Guest Usher Coordinator

  Report to Keystone Hall, Room 108 to check-in

  Answer questions and provide directions to platform guests

  Line up the platform guests for procession into the Fieldhouse

  Assist with lining up faculty along the back stanchions in the Fieldhouse before the graduates enter and exit the Fieldhouse

  Return name tag to Keystone Hall, Room 108

   

  Student Usher Coordinator

  Report to Keystone Hall, Room 108 to check-in

  Responsible for Ushers 25 through 31 in the Keystone Arena

  Place programs on tables for distribution to graduates

  Make appropriate announcements, including ones about being hydrated and seeking out an usher if not feeling well

  Coordinate the lineup of graduates for the processional into the Fieldhouse

  After the graduates process into the Fieldhouse, clear off the tables and return cards and pens to Keystone Hall, Room 108 (afternoon only at spring commencement)

  Ensure Ushers 25 through 31 are sent to the Floor Usher Coordinator in Fieldhouse for reassignment prior to the commencement

  (Winter commencement) Return college banners to Fieldhouse office after the graduates process

  (Spring commencement) Return morning banners to Fieldhouse office; retrieve afternoon banners and set up by noon; return afternoon banners to Fieldhouse office after the graduates process

  Return name tag to Keystone Hall, Room 108