Ceremony Schedules
May 13, 2020
9:30 a.m.

College of Dental Medicine
College of Pharmacy

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.

3:00 p.m.

Graduate College of Biomedical Sciences
College of Health Sciences

Seating Begins: 2:00 p.m.
Doors Close: 2:50 p.m.

May 14, 2020
9:30 a.m.

College of Graduate Nursing
College of Optometry

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.

3:00 p.m.

College of Veterinary Medicine

Seating Begins: 2:00 p.m.
Doors Close: 2:50 p.m.

May 15, 2020
9:30 a.m.

College of Podiatric Medicine
College of Osteopathic Medicine of the Pacific

 

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.

May 29, 2020
10:00 a.m.

College of Osteopathic Medicine of the Pacific – Northwest

Assistants Arrive: 7:00 a.m.
Refreshments: 7:00 – 10:00 a.m.
Ceremony Begins: 10:00 a.m.

Commencement Assistants

Each spring our Commencement Exercises serve as the capstone of our students’ career at WesternU. Students, as well as their families and friends, will not soon forget the incredible ceremony that our faculty participants and commencement assistants help make possible.

Please see the appropriate categories on the left for more information regarding the Lebanon and Pomona ceremonies.

Before Commencement
Meetings
  • For team meetings, please speak to your team lead.
Dress Code
  • Please wear nice, but comfortable, clothes (dress, slacks, or solid color capris for women, white shirt with a collar and dark slacks for men). No jeans or capris.
  • You are encouraged to wear comfortable shoes, but no tennis shoes or flip-flops.
  • Be sure to bring your white robe and name badge with you.
  • You may want to wear a small purse to hold personal items – if it will not show under the robe.
Before Commencement
Meetings
  • Attend your individual team meeting – watch for an e-mail from your team lead for date and time. You will receive your robe and name badge at this meeting.
  • Attend the General Commencement Assistants Meeting:

Date: TBA
Time: TBA
Location: TBA

Hotel and Travel
  • If necessary, hotel accommodations will be made on your behalf by your department or college.
  • Please note that your vehicle is not covered by the University’s auto policy. Auto insurance is a requirement for all drivers using their own vehicles for university business.
Dress Code
  • Please wear nice, but comfortable, clothes (dress, slacks, or solid color capris for women, white shirt with a collar and dark slacks for men). No jeans.
  • You are encouraged to wear comfortable shoes, but no tennis shoes or flip-flops.
  • Be sure to bring your white robe and name badge with you.
  • You may want to wear a small purse to hold personal items – if it will not show under the robe.
During Commencement
Parking & Validation
  • If you are staying overnight at the Sheraton Pasadena Hotel your parking fee is added to your room charge. Upon check-in, you must present your parking ticket to the front desk and ask for a parking keycard. You will be required to surrender your keycard to the parking attendant when you leave for the last time.
  • If you are not staying overnight, park in Sheraton Hotel Parking (off Euclid from E. Green St.) and get a parking pass. You can validate your parking pass in the Gold Room.
When and Where to Report
  • Report to the Gold Room and sign the Assistant Sign-in Sheet.
  • Please be on time, however, if you are running late please call your team lead. For arrival times, please see the ceremony schedule listed above.
  • Breakfast will be provided at the Masonic Temple (200 S. Euclid Ave.), so be sure to arrive in time to enjoy breakfast before reporting to your team lead.
Lunch
  • If you are working both ceremonies, then lunch will be provided at the Masonic Temple (200 S. Euclid Ave.).
  • Your team lead will provide you with your lunch ticket(s).
  • Lunch will not be provided on Friday; however, you are eligible to receive a per diem. See the “Post-Event” tab for reimbursement information.
Please Note
  • Auditorium doors will close to allow for the Academic Procession (graduates and faculty marching in) and will re-open after the National Anthem and Invocation. Late arriving guests will be admitted after the Invocation. They will not miss the ceremony.
  • Late arriving graduates will be admitted immediately, please direct them to Hall C.
  • Only STAFF assigned to the Hall C Team should be in Hall C – 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.
After Commencement

Immediately following Commencement, sign the Assistant Sign-out Sheet in the Gold Room. After you are finished working your last ceremony, return your robe and name badge to the Gold Room.

Time Cards
  • Non-Exempt employees are paid for their travel time to and from the PCA minus their regular commute. Include the travel time on your regular time card.

Example: If it normally takes you 1/2 hour to commute from home to WesternU, but it takes you 45 minutes to commute to the PCA, 15 minutes of your travel time will be paid as worked time.

Mileage
  • Employees are paid mileage at a rate of 57.5 cents per mile. If you carpool, only the driver is eligible for mileage reimbursement. Mileage reimbursement is calculated as the distance from the University to the destination. Mileage is paid by your department/college.

Example: If traveling from WesternU to PCA you will be reimbursed for:

One-way: 28 miles = $16.10
Round trip: 56 miles = $32.20

How to Get Reimbursed
  • As a reminder WesternU has launched a new travel program called Concur Expense, and to request a travel advance/trip report for Commencement you must go through this program.
  • The first step is to complete your profile at www.concursolutions.com if you haven’t already.  Please work with your supervisor/director of operations for specifics.

Breakfast (not applicable): A catered breakfast is provided and is therefore not reimburseable.

Lunch (Friday Only): Employees staying overnight on Thursday and working on Friday will be reimbursed for the purchase of their lunch; alcohol is not eligible. If applicable, use foapal 1100-1306-70823-40, once the trip report is submitted in Concur it will electronically route to the appropriate approval designee.

Dinner: Employees staying overnight will be reimbursed by their department/college for the purchase of their dinner; alcohol is not eligible.

  • Only one method of reimbursement will be applicable for the entire trip report. If you are missing one dinner receipt you will not get reimbursed for that meal and a missing receipt declaration cannot be submitted in lieu of a lost receipt.
  • If using receipts be sure to save your itemized receipts.
  • Option #1: Cash Advance

    Prior to Travel

  • Option #2: Reimbursement

    After Travel

Standard Per Diem

Breakfast = $0.00
Lunch (Fri. Only) = $13.00
Dinner = $24.00
Mileage = $0.575/Mile

Without Receipts
Per Diem

Breakfast = $0.00
Lunch (Fri. Only) = $13.00
Dinner = $24.00
Mileage = $0.575/Mile

With Itemized Receipts
Per diem

Breakfast = $0.00
Lunch (Fri. Only) = $18.00
Dinner = $36.00
Mileage = $0.575/Mile

Getting There

Pasadena Civic Auditorium

300 East Green St.
Pasadena, CA 91101

Please see the map below for the locations that you will be visiting the most while in Pasadena.

Boulder Falls Center

605 Mullins Dr.
Lebanon, OR 97355

Please see the map below for the locations that you will be visiting the most while in Lebanon.

Countdown to the first ceremony!
2020/05/13 09:30:00