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Frequently Asked Questions (FAQs)

Why aren't we hosting regular commencement ceremonies?

Commencement is one of the most important and time-honored traditions for our students, and it's also our wish that we could celebrate together. While many of our Spring/Summer 2021 graduates have expressed their wishes for an in-person commencement, due to COVID-19 restrictions, we are unable to host traditional in–person Spring 2021 Commencement ceremonies. To make the experience memorable, we will offer a personal graduation experience to celebrate our students, in addition to an online ceremony.

What is the personal graduation experience?

During the individual celebration experience for Spring and Summer 2021 anticipated graduates (15 minute time slots that can accommodate up to 3 graduates, by appointment only), which will be set up at the WIU Alumni House and the Quad Cities campus - Riverfront Hall Atrium, students will cross a staged commencement setting to receive their WIU diploma cover. University photographers will take their official graduation photo, which will be included at the end of the May 15 online commencement ceremony. Students may invite up to 4 guests to join them for their appointment time. Macomb graduates will be provided a map of iconic locations on campus for additional graduation photo opportunities – there may even be a surprise visit from WIU mascot Colonel Rock IV – "Ray". A list of local businesses with select discounts will also be available for students and guests who wish to enjoy Macomb for the day. To welcome graduates to their new role as alumni, the Alumni Association will also be providing a special gift to each graduating student who participates in the appointments.

WIU's Harry Mussatto Golf Course is offering the following Graduation Deal March 24th-April 18th:

WIU Students are FREE! WIU graduating seniors will receive a discounted cart fee ($10.00 for 9 holes, $18.00 for 18 holes). Families of graduating seniors will receive a special rate of $25 for 18 holes with a cart on weekdays, and $30.00 for 18 holes with a cart on weekends.

Finally, the University Union Bookstore is offering a variety of specials for graduating students:

10% off of the following items:

• Cap, Gown & Tassel package
• Additional caps, tassels and souvenir tassels
• Graduation announcements

Free shipping for Website orders over $20.00

March 24 - April 18: 20% off all gifts and apparel (excluding cap & gown items) - Use Promo Code GRAD21

May 3 - May 14: 25% off all gifts and apparel (excluding cap & gown items) - Use Promo Code FINALS25

When are the appointment times?

Fifteen minute appointments are offered at the following dates and times and are first come, first served. Up to 3 graduates may be accommodated during each appointment time.

Are there plenty of evening and weekend appointment options?

A total of 1,620 appointment times are available and nearly 1/2 of those are offered in the evening or on the weekend.

Do I need tickets?

No tickets are needed for the individual appointment times. However, students are required to sign up at least 48 hours in advance for an appointment time and list the names and contact information for up to 4 guests per graduate. Please note that no more than 4 guests may accompany the graduate into the Alumni House or Riverfront Hall Atrium.

Graduates and their guests are required to complete the Daily Self-Check before arriving on campus (https://www.wiu.edu/selfcheck/) and are asked to monitor their health in advance of their appointment date by taking their temperature and recognizing potential symptoms. Any graduate or guest exhibiting symptoms of COVID-19 must refrain from attending the event. All staff, graduating students, and their guests must wear masks for the duration of the event. Graduates are permitted to remove masks for the photo.

How do students sign up for an individual appointment time?

Spring and Summer 2021 graduating students will be emailed a link to a form in order to select their preferred appointment day and time. Additional information will be collected on that form, including contact information for the student and each guest.

Why can graduates only bring 4 guests?

Students may bring up to 4 guests with them to their appointment time. Due to space limitations and social distancing requirements, no more than 4 guests are permitted to enter the Alumni House or Riverfront Hall Atrium with the student.

Are some appointment times restricted by major?

In order to ensure maximum scheduling flexibility for graduating students and their guests, specific appointments will not be blocked for certain majors, programs, or degree levels.

Why are the appointments scheduled at the Alumni House versus Western Hall or a large room in the University Union?

Due to the extended period of time required for setting up a venue for the appointment times, it was determined that a dedicated space for the 4 weeks was necessary. Utilizing the Alumni House represents the important transition that anticipated graduates are about to make from student to alumnus.

Did the University consider utilizing a larger venue off-campus in Macomb?

Western Illinois University has the largest facility options in the Macomb area. The Commencement Committee felt that it was important for students to have the experience on campus.

Did the University consider utilizing a larger venue for the Quad Cities appointments?

Yes, however off-site venue availability could not be guaranteed due to the uncertainty of COVID. Additionally, offering the events in the Quad Cities Riverfront Hall Atrium provided an opportunity for students to have an on-campus experience.

How long will we be able to stay at the Alumni House or Riverfront Hall Atrium?

The individual student appointment times are limited to a maximum of 15 minutes, in order to accommodate all graduates and to ensure COVID-19 guidelines are met. Once the student has received their diploma cover and the photo is taken, the student and guests are asked continue to the exit so the next group may continue. Additional candid photo opportunities will be available for graduates at select outdoor locations in Macomb.

How early should I arrive for my appointment time?

Due to limited parking and strict appointment times, graduates and their guests are asked to check-in promptly at their designated appointment time. There is no need to arrive early. If you arrive prior to your appointment time, please remain in your vehicle until it is time for you to check-in for your appointment.

What if I am late to my appointment time?

If a graduate is late to their appointment time, there is no guarantee that they will be able to continue with their individual appointment that day. A new appointment day/time (if available) would need to be selected.

Where should graduating students and their guests park?

Macomb Campus

Several parking lots will be available near the Alumni House for graduating students and their guests on their appointment date. The specific lots that may be used include the Alumni House, Sherman Circle, Simpkins Circle, or Q lot South (east of the Alumni House). Guests without a parking permit are also able to park in any unmarked, open parking space on campus except at meters, resident halls, or the reserved lots north and east of Sherman Hall (lots 9 and 10) on their graduate’s appointment date. See the Parking Map at https://www.wiu.edu/public_safety/parking/map.php for more information regarding University parking lots in Macomb.

Quad Cities Campus

Guests may park in any open, unmarked parking space in the Riverfront Hall East Parking lot. See http://www.wiu/edu/qc/maps/parking.php for more information regarding parking at the Quad Cities campus.

Do guests need to get parking passes for the day?

No. As long as guests park in the designated locations above on the day of their appointment, no special parking passes are needed.

Can 2020 graduates participate in these individual appointment times?

At this time, these limited appointment times are restricted to Spring and Summer 2021 graduating students only. However, pending student response to this opportunity, we are evaluating the possibility of offering a similar experience for 2020 graduates.

What is the deadline for graduates to register to participate in commencement celebrations?

Graduation applications must be filed with the Graduation Department in the Office of the Registrar by March 19, 2021 for names to appear in the online commencement program and the online ceremony. Students may sign up for individual photo appointment times up to 48 hours prior to the appointment time; however, signing up earlier is strongly encouraged.

Can graduates submit photographs to be used for the online commencement ceremony?

Students who are unable to attend the Alumni House or Quad Cities campus event may submit a photograph to be included in a slideshow at the end of the online ceremony. Official WIU caps and gowns are strongly encouraged, but business casual or WIU attire is also acceptable. Photos should be landscape orientation (horizontal), 4x6 inches, 300 dpi. Vertical photos will have to be cropped. A standard iPhone selfie is also sufficient. Photos must include only the graduate. (WIU reserves the right to refuse any inappropriate photo submissions.)

All photos must be submitted by April 18 - late submissions will not be included in the online ceremony. Please save your photo file as your first and last name before sending and include your WIU ID number in your email. By submitting your commencement photo to commencement@wiu.edu, you are agreeing to post your submitted information publicly to the website(s). Should you have any privacy concerns, please email commencement@wiu.edu.

Do I need to wear a cap and gown for the individual appointment time and commencement celebration photo?

Official WIU caps and gowns are strongly encouraged, but business casual or WIU attire is also acceptable. The Bookstore will be selling caps and gowns starting March 19, 2021.

Where do I purchase my cap and gown and announcements?

The University Bookstore is the sole source provider of officially licensed Western Illinois University graduation regalia. To ensure you receive the correct Western Illinois University commencement wear, please order your caps and gowns only from the University Bookstore. The University Bookstore and University Printing & Mailing Center (UPMC) offer two different styles of graduation announcements. See their respective websites for more information.

How do I ensure my name will be in the online commencement program?

Graduation applications must be on file in the Office of the Registrar by March 19, 2021. Students who have invoked the Privacy Act will not be listed in the program or have their names released to local media unless they sign a release form at the Office of the Registrar.

Where do I get my honors medallions?

Students eligible for graduating with honors distinction may pick up their Honors medallions at the Centennial Honors College in the Malpass Library in Macomb on the following dates: March 22, 23, 24, 31 and April 1, 2, 7, 8, 9, 14, 15, and 16 between the hours of 9 a.m. and 4 p.m. You must present your WIU ID in order to pick up your medallion(s). Any QC student wishing to have their medallions sent to the QC campus will need to email JA-Schoonover@wiu.edu by April 5. Students wanting to pick up medallions after April 18 will need to schedule an appointment with the Honors College. Please email JA-Schoonover@wiu.edu to schedule your appointment. Medallions that are not picked up (for both Macomb and QC students) will be mailed the week of May 10 to the address on the graduation application.

How do I get the cords and stoles from my approved organization?

Please check directly with your organization if you have a question regarding other cords and stoles. The list of organizations approved to wear cords and stoles is available at https://www.wiu.edu/commencement/policies.php

What COVID-19 safety protocols will be in place?

Graduates and their guests are required to complete the Daily Self-Check before arriving on campus (https://www.wiu.edu/selfcheck/) and are asked to monitor their health in advance of their appointment date by taking their temperature and recognizing potential symptoms. Any graduate or guest exhibiting symptoms of COVID-19 must refrain from attending the event. All staff, graduating students, and their guests must wear masks for the duration of the event. Graduates are permitted to remove masks for the photo. Hand sanitizer will be provided on-site for use upon arrival. HEPA air filters will be in use and common touch areas, such as door knobs and restrooms, will be disinfected by staff regularly. Contact information is required for every graduate and every guest for contact tracing purposes.

What if the state moves back a stage? Can the University still proceed with this plan?

The benefit of the current approach is that even if the state moves back to Phase 3 of the Restore Illinois plan, by limiting students to 3 per 15 minute appointment and guests to 4 per student, we are still able to proceed and would be in compliance with state guidelines.

What if restrictions on group size are eased? Would the University shift to a regular commencement plan?

Due to the extensive time required to plan a full-scale commencement ceremony, we would not be able to proceed with a traditional commencement ceremony if the state moves to Phase 5 of the Restore Illinois plan.

How can graduates and guests access the online commencement ceremony?

A link to the online commencement website will be emailed to graduates and posted to the WIU YouTube website on May 15, 2021 at 10:00 a.m.

Who will have access to the online commencement ceremony?

The online commencement ceremony will be available to the public on May 15, 2021 at 10:00 a.m.

How long will the online commencement ceremony be available to view?

Our online commencement ceremony will be available for graduates, their families, friends, and the public to view indefinitely.

Will the online commencement ceremony have ASL or captioned content?

Yes. The video will be captioned.

When will the listing of graduates be in my hometown newspaper?

Once the list has been processed, it is submitted to newspapers by University Relations. You can find the name you are looking for by going to https://www.wiu.edu/CountyNews/.

When will I receive my diploma?

Diplomas are mailed to students who have completed all degree requirements approximately 6 to 8 weeks after commencement.

What if my name or address has changed since submitting my graduation application?

Please contact the Graduation Department in the Office of the Registrar at (309) 298-1891 or email R-Office@wiu.edu to make changes.

How do I order photos or a DVD of the ceremony?

Contact the Photography & Design Production at (309) 298-1358 or PDP@wiu.edu to order photos or DVDs. Yard signs to recognize graduating students are also available for purchase from VPC.

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