Commencement Assistants

Parking

Carpooling is strongly encouraged!

• All assistants will receive two passes and you must bring both to the ceremony:

1. SHERATON Pass (Green 1/4 Sheet)– Covers the cost of parking.
2. RESERVED Pass (Green Full Sheet)– Allows entry to the designated employee parking lot.

• Upon arrival, please enter through Gate 3 and present your SHERATON pass to the attendant, who will direct you to the appropriate lot. You will need to surrender your SHERATON pass at that time.
• If you are working both days, you may keep your RESERVED pass for continued access but will need a new SHERATON pass for each day you park.
• If you do not have your RESERVED Pass, you’ll be directed to Lot 17 to park. If you do not have your SHERATON Pass, you’ll need to pay the $14 parking fee.
• The Sheraton Fairplex and Conference Center does not offer in-and-out privileges. Each time you exit, a new prepaid pass or payment will be required upon reentry.
• If you have any questions, please reach out to your Team Lead.

Bring your WesternU ID

• After the security checkpoint, sign-in to receive your wristband.  Be sure to bring your ID with you.

When and Where to Report

• Report to the Faculty Robing/Assistants Room (California Ballroom 3) and sign the Assistant Sign-in Sheet.
• Please be on time. However, if you are running late, please call your team lead.

Meals

• Meals will be provided in California Ballroom 3.
• Meal tickets are not required but you will need to sign-in.

Please Note

• Doors will close to allow for the Academic Procession (graduates, faculty, and the platform party marching in) and will re-open after the National Anthem. Late arriving guests will be admitted after the National Anthem. They will not miss the ceremony.
• Late arriving graduates will be admitted immediately, please direct them California Ballroom 2.
• Only STAFF assigned to the Grad Room team should be in California Ballroom 2 – no family/guests/additional staff.
• If you have any questions or problems during the ceremonies, please see your team lead first. Your team lead, with your input, will handle situations that arise in your area.

Be sure to sign out at the end of your shift(s). After your last ceremony please return your badge (you may keep the yellow lanyard) California Ballroom 3.

Time Cards

• Non-Exempt employees are paid for their travel time to and from the Fairplex minus their regular commute. Include the travel time on your regular timecard.

Example: If it normally takes you 30 minutes to commute from home to WesternU, but it takes you 45 minutes to commute to the Fairplex, 15 minutes of your travel time will be paid as worked time.

Mileage

• WesternU will reimburse employees who use their automobile for business, a per mile reimbursement amount as determined annually by the IRS. The mileage that is eligible for reimbursement will be determined by reducing the miles of the employee’s regular commute to their place of work, if departing from a location other than their regular place of work.  Because the University’s per mile rate considers the cost of gasoline and operating expenses, the University does not reimburse for use of private vehicles based on receipts. The University does not reimburse for roadside assistance memberships, such as AAA. Mileage is paid by your department/college.

How to Get Reimbursed

• As a reminder WesternU uses the travel program Concur Expense, and to request a travel advance/trip report for Commencement you must go through this program. Please work with your supervisor/director of operations to request reimbursement.
• Meals are provided and are not reimbursable.