Graduation Protocol Checklist and Guidelines

Meymandi Hall – The Duke Energy Center for the Performing Arts

The following checklist and guidelines are provided to clarify procedures for graduation. The guidelines are recommendations to help make your graduation memorable for all students and families. These guidelines are not intended to take away from the uniqueness of your school’s graduation, but only to help improve what you are already doing very well. Please read though the guidelines carefully and share the information with your graduation coordinator(s). Do not hesitate to call Delynda Ramirez- Carter, 919-533-7190 or Drew Cook, 919-533-7185 if you have questions or need assistance. PLANNING TICKETS: Seating capacity for Meymandi Hall in the Duke Energy Center for the Performing Arts is 1,600 seats facing the stage and 147 seats located in the choir loft (first balcony) behind the stage. The seats in the choir loft are not used during graduation. Subtract the number of graduates and staff needing seats, to determine the amount of tickets to give to each graduate. FORMULA: (1,600 - # of graduates and staff) ÷ # of graduates = available tickets *Principals reserve the right to give fewer tickets than the number available. Do not give out more tickets than the designated capacity. *Parents should contact your school office should they have questions pertaining to the number of tickets received. *Please complete the Seating Form and submit it to Delynda at [email protected] or fax to 919-431-7659 no later than May 12, 2017.

STUDENT ANNOUNCEMENTS/INVITATIONS: Information sent home to parents should advise parents that tickets are required for entrance to the ceremony. Invitations or announcements do not grant admittance to the ceremony. Admission is by ticket only.

INVITATIONS TO SPECIAL GUESTS: school board members, superintendent’s leadership team, and elected officials of Wake County will be mailed from our office on April 15th. *Beginning May 8th, an e-mail will be sent to each principal containing the names and titles of the stage guests. Updates with additional responses or cancellations will be sent to you as soon as they arrive. *Each school should follow up with a personal invitation or note to each stage guest. Include arrival time, location, who will be greeting them in the front lobby when they arrive, and any other helpful information. Note: Emails are not sufficient when sending invitations to Board Members

LOADING DOCK: Two stage-level, 10’ x 10’ roll-up loading doors, one at street level and one at a 36” truck dock, are located on the west (Salisbury Street) side of the complex, adjacent to the stage house. The loading area is approximately 25’ x 25’ with access to the stage through the USR double doors, 86” wide. Contact Mike Edwards, Production Manager for Meymandi Hall, at [email protected] if you plan to use the loading dock.

PARKING: Remind students and staff that downtown parking for rehearsal as well as graduation

1 will be $7.00. Please refer to the attached map for designated parking areas and share this information with your seniors and their families. Day of ceremony, there will be appropriate signage indicating parking facilities.

MEYMANDI TIME OF ENTRY *Doors will open 45 minutes prior to the start of the ceremony. *Graduates will enter the building 1 hour before the ceremony. *Staff will enter the building 90 minutes before the start of the ceremony. Remind graduates prior to the day of the ceremony to choose a location outdoors to meet parents after the ceremony.

RESERVED AREAS *Wheelchair Area: due to limited space, the area designated as handicap will be for wheelchairs only, and not for guests using canes, walkers, crutched, or in poor health. *Inform families bringing a person in a wheelchair to designate one family member to assist and sit with that person. All other family members must sit in chairs not reserved for wheelchair needs. *Fire Code requires that the person assisting a guest in a wheelchair be seated within an arm’s length of the wheelchair. The first row of chairs directly behind the row for wheelchairs will be reserved for the person that is providing assistance to the wheelchair guest. DECPA ushers reserve the right to request someone move from one seat to another in order to safely seat someone with special needs. Failure for other guests to move from a chair designated for a wheelchair assistant can result in removal from the facility. *BYOW: Wheelchairs are not be provided by DECPA or WCPSS. *To ensure that ample space is reserved for wheelchairs, please be sure to survey graduates to determine the number of invited guests that may be using a wheelchair. Please note the amount on the Seating Form. *Bringing reserved signs or placing belongings to save seats is not permitted.

LANGUAGE ASSISTANCE *Sign Language interpreters should be prearranged with Charles Stores with SPED services. Contact Charles at 919-694-7563 or [email protected]. The Interpreter Request Form should be completed as soon as possible and return via email to [email protected]. Once your request has been reviewed, you will receive confirmation with the name of the interpreter. The Verification Form for Contracted Services should be completed the day of service and faxed to 919-858-3153 or emailed to [email protected], for payment. Email Delynda, [email protected] and Mike Edwards, [email protected], with the name of the interpreter and the name of the person requiring the service so chairs can be reserved for the family. *Language interpreters should also be prearranged with the Office of Translation and Interpretation Services no less than two weeks prior to the graduation date. Completed Interpreter Request Forms must be emailed to [email protected]. Interpreters will sit with families and use interpretation equipment to meet families’ needs. Interpreters will need a ticket for admittance to the ceremony.

PHOTOGRAPHER *Each school is responsible for contracting with a photographer and verifying if the Sexual Offender Registry Check Certification form for services has been approved prior to the date of rehearsal. *Photographers may not: delay the line for processional, presenting diplomas, or recessional in order to photograph a student; may not hang/post signs or flyers on the any wall in the facility; may not set up a photo prop area in any part of the facility.

STAGE DIMENSIONS/DÉCOR/PERCAUTIONS *Displaying flags: The Duke Energy Center will provide flags that will remain on the stage for all schools. Stage placement for each Flag is as follows: The American Flag should always be either on its own right (which would be on the left for the audience viewing it) or to the right of lectern or the right of the speaker; the State flag would be to the left of the American flag or to the left of the lectern or speaker. *Flowers/Greenery: arrangements for the stage flowers and greenery are made and paid for by the schools. *Stair Rail Precaution: Please remind seniors to be mindful of the width of the sleeves on their gown as to avoid getting them caught on chairs or stair rails when walking to the stage. Placing a large ribbon or bow at the top and bottom of the stair rail will help alleviate this problem. *Stage Placement Markers: may be placed on stage with tape only and must be removed at the end of your rehearsal and graduation. Do not write on the stage or on the risers. *Stage Table Skirting: is provided (black). Tablecloths are not provided. *Stage Set-up/Information Form: Each school must complete the Stage Set-up Form. Describe and sketch your school’s layout requirements. Copies must be submitted to both Delynda, [email protected], and Mike Edwards, [email protected] no later than May 12th. Forms may be faxed to 919-431-7659. Please confirm, with Delynda, that the fax was received. Call 919-533-7190 or email [email protected].

REHEARSAL REHEARSAL TIME/MONITORING STUDENTS: review the graduation schedule for your rehearsal time. *Stay within your allotted rehearsal time – do not arrive early (the Duke Energy Center Security Officer will open the door when it is time to enter), start and end on time *Time your rehearsal to verify that you are staying within the allotted ceremony time of 1 hour and 10 minutes *Students should be monitored by staff at all times. Designate staff to monitor students as the students arrive and the rehearsal area is being setup by other school staff. Designate staff to exit with and monitor the students as they exit the DECPA. *School staff should make sure all students have cleared the facility (including bathrooms) before exiting the building.

STUDENT LINE-UP AREA *The designated student line-up area is the same as past years in the hallway area back of Meymandi. Students should arrive at least one hour prior to the start of their graduation ceremony. Food and drinks are not allowed.

REHEARSAL MUSIC *You may want to bring your own music on a CD and CD player to use during rehearsal.

GRADUATION CEREMONY SAFETY AND SECURITY: Please refer to handouts from Russ Smith regarding safety and security. The name and contact number of the WCPSS Security Administrator responsible for security 3 during your school’s ceremony will be provided by their office. *Relay the following message to families either via phone message, email, newsletter, etc.: The following items are prohibited inside the facility: balloons, camera bags, book bags/backpacks, glass vases/containers of flowers, food or drinks, noise makers, wrapped packages of any kind, or any items similar to those listed above. Flowers wrapped in tissue paper are allowed inside the building. NUMBER OF STAFF REQUIRED/TIME OF ARRIVAL: Staff should arrive 90 minutes prior to the start of your school’s graduation ceremony (Please assign duties to staff prior to arriving at the Duke Energy Center). All WCPSS personnel must wear their official WCPSS employee ID badge for entry into the venue. Staff must be at their assigned post prior to students and guests entering the building. Schools are asked to provide staff to manage the following areas: *Ticket takers (1 or 2 at each entrance) (1 should remain in front lobby after ceremony begins) *One Adult to escort wheelchair guests to designated area *One (1) Adult to admit graduates *One (1) Adult to monitor greeting stage guests and escorting guests to the waiting area *Required Staff form: Must be submitted by May 12th. Directions are included on the form. All staff must be at their assigned post prior to students and guest entering the building.

CEREMONY – LENGTH OF TIME: 1 HOUR 10 MINUTES *Remind speakers to stay within time allocated for each speech *Allow ample time for presenting diplomas *Avoid having students or anyone speak after the turning of the tassels

CEREMONY – SPEAKING INTO THE MICORPHONE *Speak directly into the microphone

CEREMONY – PLACEMENT SEATING FOR STAGE GUESTS *The most important (high ranking) guest would sit to the right of the host. The principal is considered the host and the Superintendent is considered the “co-host” and would sit to the right of the principal and should always be introduced first if he is attending your ceremony. *If the principal is seated at the center of the row – AP sits to the left, with 2nd most important guest to the left of AP. Then guest 3 would be seated beside guest 1 and guest 4 would be seated beside guest 2, etc. See diagram: 5, 3, Super, P, AP, 2, 4, 6 *If the seating arrangement is one straight line, then guest 1 would be to the right of the principal, followed by guest 2, etc. See diagram 5, 4, 3, 2, Super, P

CEREMONY – PROTOCOL FOR INTRODUCING STAGE GUESTS: Please use the following protocol when presenting your stage guests: The Superintendent: Superintendent, Dr. James Merrill A United States Senator: Senator XX A United States Representative: Congressman/Congresswoman XX A State Senator: Senator XX A State Representative: Representative XX A Mayor: Mayor XX A Judge: Judge XX A County Commissioner: Commissioner XX The Board of Education Chair: Board Chair Tom Benton The Board of Education Chair: Board Vice Chair Monika Johnson-Hostler A Board Member: Board Member XX SLT Members addressed by their title: Cathy Moore, Deputy Superintendent for Academic Advancement Dr. Marvin Connelly, Chief of Staff and Strategic Planning XX, Chief of XX XX, XX Area Superintendent XX, Assistant Superintendent for XX Other important guests: Mr./Ms./ Mrs. XX

CEREMONY EXPECTATIONS/DIGNITY OF CEREMONY *Remind the audience of your behavioral expectations *Sample statement: “As we prepare to present the diplomas, we ask you to respect the dignity of this ceremony. Our seniors have worked extremely hard to reach this milestone. Each senior and his/her respective family deserve the right to hear clearly the student’s name as it is called. We share your excitement for we too are excited and happy for your family, but please refrain from clapping, yelling, or calling out names during the presentation of diplomas because disruptive noises prevent other families from hearing the names of seniors that follow. We will give you an opportunity after each Assistant Principal’s set of names to properly recognize those seniors. Together, let’s give our graduates the dignified and special ceremony they and you deserve. Thank you.”

CEREMONY STATEMENT – DIPLOMAS *Before awarding the diplomas, the following statement should be made: “Board of Education Chair Monika Johson-Hostler - I certify that the seniors seated before us have met all state and local graduation requirements”

CEREMONY STATEMENT – TURNING OF TASSELS “By the authority vested in me by the State of North Carolina and the Wake County Board of Education, I pronounce you graduates of ______High School. Class of 2017, turn your tassels. Congratulations!”

CEREMONY – IMPORTANT REMINDERS *If diplomas are not given to seniors during the ceremony, Principals can choose an area within Meymandi Hall to distribute diplomas. *Designate staff to remove all stage markers, tablecloths, diploma covers, signs, and other school specific materials immediately following your ceremony. *Designate staff to check student seating for articles left behind.

CEREMONY – CONTACT NUMBERS *Thank you for all that you are doing to make this a memorable event for your students.

*Delynda – Office: 919-533-7190; Mobile: 919-801-5062 (for school staff only) *Drew – Office: 919-533-7185; Mobile: 919-818-3977