Volunteer Instructions

• Ambulance is parked in front of the SERC in case of emergency.
• Elevator is past the vending machines in the main lobby.
• Eagle Snax Concession Stand is in the lobby area; it is open from 8 - 11 am and 1 - 4 pm.
• First-aid station is located in Field House Trainer’s Room (marked with Red Cross sign).
• Florist: Arjuna florist located at table in SERC Main Lobby.
• Restrooms are across the lobby, to the right of Eagle Snax.
• Stroller Parking/Lost and Found area in SERC Main Lobby (near doors to Ice Arena) during event; University Police after the ceremony.
• Vending machines are across the lobby and to the right.

• Handicapped drop-off in SERC Loop: Closed for at least 30 minutes after each ceremony to allow for safe pedestrian traffic (10:30 am - 11 am and 3:30 pm - 4 pm).
• Handicapped pick-up in SERC Loop: First 30-45 minutes after ceremony: Along the sidewalks on the road out of Lot V to New Campus Drive (right lane only). Then, in SERC Loop.
• Handicapped seating in wheelchairs: First row of all bleachers are reserved for them and one guest. Mobility Impaired seating will be arranged by ushers in the floor seating sections.
• Handicapped parking: North end of Lot V (with handicap hangtag only).
• Interpreter will be on the stage for the ceremonies.
• Elevator is past the vending machines in the main lobby.

• Lobby closed from 8:45 - 9:15 am and 1:45 - 2:15 pm for the procession.
• Inform guests leaving the Field House after 8:45 am or 1:45 pm that they may not be able to reenter until after the procession is complete because the lobby will be closed for approximately 30 minutes, so they may want to wait until after.
• Balloons are not allowed inside the Field House OR Main Lobby. We can store balloons outside tied to the bike racks until the end of the ceremony, or the guest can bring it back to their vehicle. If a balloon comes loose, the alarm will be activated and we will be forced to evacuate the building, which takes almost an hour and would be detrimental to everyone involved and our time schedule.

Morning Ceremony

• 8:45 am: Lobby closed
• 9 am: Ceremony starts, procession
• 10:15 am: Lobby closed
• 10:30 am: Ceremony ends, recession

Afternoon Ceremony

• 1:45 pm: Lobby closed
• 2 pm: Ceremony starts, procession
• 3:15 pm: Lobby closed
• 3:30 pm: Ceremony ends, recession

• Undergraduate students should report to Wegmans Ice Arena for line up an hour prior to the ceremony - 8 am (morning ceremony) and 1 pm (afternoon ceremony)
• Graduate students should report to Tuttle North Back Gyms (105/106) for line-up an hour prior to the ceremony - 8 am (morning ceremony) and 1 pm (afternoon ceremony)
• Faculty should report to Tuttle North B221/222 for robing
• Platform Party should report to Eagle’s Lookout for robing

Receptions after the ceremonies will take place immediately following outside near the Allen Administration Building/Eagle Hall lawn.

• Guest should proceed outside to greet their graduate(s) who will process outside for the recessional.
• The reception will have areas that are accessible for guests.

Team Leader: Thomas Chew

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What greeters should know

We are posting plenty of directional signage, but a large part of the Greeter’s job is to point our guests in the right direction! Volunteers should familiarize themselves with the SERC facility and be able to direct guests and faculty members to restrooms, elevators, and vending machines.

Fifteen (15) minutes prior to the beginning and end of each ceremony, the Main Lobby will be closed for 30 minutes for the procession. Inform guests and ask them to take their seats inside the SERC Field House or wait near Eagle Snax until the procession is complete.

Greeters may be assigned to assist with the procession and recession. (This assignment will be on your personalized Information Sheet.)

Reporting location is SERC Main Lobby.

Greeters at the Field House North entrance should help direct guests who are about to have their ticket scanned —advise them to get their paper ticket ready as they wait, or direct guests to the Main Lobby entrance if the line gets too long.

Team Leader: Betty Garcia Mathewson

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What Mobility-Impaired Drop-off/Pick-up Greeters should know

Drop-off in SERC Loop

• Volunteers should facilitate orderly and smooth drop-off process, working as a team to direct cars to pull all the way forward in the loop so others can fill in behind them, maintaining a distance between cars that allow for easy exiting.
• Hand the driver a pick-up information card before they depart. This card communicates the pick-up process and timing. Ensure guests know the loop is closed for 30 minutes after the ceremony due to pedestrian traffic.
• Ensure one-way traffic in SERC loop per signage.
• Offer to escort mobility-impaired guests inside so the driver can park their vehicle. Find a greeter or usher inside who can assist the guest until their family members arrive.
• Ask guests to move their vehicle if they have been in the loop for over 10 minutes.

Pick-up

• Report to the sidewalk on the easternmost side of Lot V by:
  • 10:15 am — Morning Ceremony
  • 3:15 pm — Afternoon Ceremony
• Process for the first 30-45 minutes after the ceremony ends:
  • Pick-up can be done at the sidewalk on the easternmost side of Lot V.
  • Volunteers/staff will facilitate one-way traffic out of Lot V to New Campus Drive — right lane will be for pick-up, left lane for exiting.
• Process when loop opens (A University Events staff member will be outside to facilitate the opening of the loop.):
  • Facilitate orderly and smooth pick-up process, working as a team to direct cars to pull all the way forward in the loop so others can fill in behind them, maintaining a distance between cars that allow for easy exiting.
  • Ask guests to stay out of the roadway and help them cross safely.

Team Leader: Johnna frosini

Johnna Frosini: (585) 509-2284 

Dave Sevor: (585) 509-2285

Chris Martinez: (210) 884-5445

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What Parking lot attendants should know

Take assigned position by:

• 7 am — Morning Ceremony
• Noon — Afternoon Ceremony

See your team leader before taking a break so your position will be covered.

Notify your team leader or Command Central before leaving.

Goal is to maintain an orderly parking environment; assist parkers find closest space; provide directions; deter illegal/ad hoc parking patterns; provide a welcoming environment.

1. Handicap-Accessible Parking — North end of Lot V
2. Allow for mobility drop off in SERC loop
3. Greeters — wear yellow vest and smile
4. Use your discretion. Allen and Tuttle loop will be closed off. If the driver is severely disabled and has difficulty walking, allow for driver to park vehicle here. May have some spaces in lot U as well.
5. Team Leaders will have a radio.

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Lot V

1. Greeters: Stand at the end of the aisle of parking spaces and point vehicles to appropriate row. Will be trained on how to direct for alternate row parking. May be necessary to avoid backup, dinged car doors, etc.
2. Assistants: Stand in the row and attempt to fill spaces systematically one after the other. As mentioned above, may be necessary to alternate rows at times. Count the remaining spaces and notify the Greeter when the row is full.
3. Handicapped Parking — North end of Lot V
   • Positions: One (1) volunteer at the southwest corner of lot; Two (2) volunteers on northeast side of lot.
   • Check for a handicap hangtag or symbol on the license plate. Do not allow vehicles without a handicap permit to park in the reserved spaces. Exceptions do apply. Use direction.
   • Keep the stanchions closed at all times except when permitting a vehicle to enter until team leader has instructed you to open the lot to all parkers.
   • Student VIP Parking: Two students per ceremony won a VIP parking space as part of a Commencement Fair promotion. The permit is good for one vehicle and should be directed to any space in the Handicapped Parking section.
   • Close off 1st North row in an attempt to get traffic off New Campus Drive
4. Lot Full protocol
   • Place a barricade across all entrances to lot and post the provided “lot full” signs.
   • Radio to notify others that the lot is full and make sure UP is aware of lot closures.
   • Position a greeter volunteer at roadway behind Lot V-1 to screen traffic into Lot V — only allow drivers with a handicapped hangtag/permit and guests who need to access mobility-impaired drop-off to pass through to Lot V.
   • The greeter at entrance of lot V on New Campus Dr should not direct vehicles to use lot V as a cut thru to lot V1. Vehicles ought to be directed to travel New Campus — Commencement.

Lot T

1. Greeters: Stand at the end of the aisle of parking spaces and point vehicles to appropriate row. Will be trained on how to direct for alternate row parking. May be necessary to avoid back up, dinged car doors etc.
2. Attempt to have vehicles face north.
3. Assistants: Stand in the row and attempt to fill spaces systematically one after the other. As mentioned above, may be necessary to alternate rows at times. Count the number of remaining spaces and notify the Greeter when the row is full. Vehicles to park facing North
4. Lot Full protocol
   • Place a barricade across any entrances to lot and post the provided “lot full” signs.
   • Place signage directing parkers to Res Dr.
   • Signage/barricade UP officer Adam/Kenyon St.
   • Radio to notify others that the lot is full and ensure UP is aware of lot closures.

Team Leaders: Jessica James, Mike Zaccardo & Aaron Wilkinson

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what program distributors/Usher should know

Reporting location is SERC Main Lobby. Take your position in the Field House by:

• 7:45 am — Morning Ceremony
• 12:45 pm — Afternoon Ceremony

Your Tasks

• Hand out programs to guests, attempting to allocate one per party to ensure we have enough for everyone. If someone specifically asks for a program, give them one!
  • Students do not get programs today — a program will be mailed with their diplomas.
  • Note: The program is the same for both ceremonies.
• Welcome guests to SUNY Brockport.
• Programs are stored underneath the program tables at each Field House entrance.
• When most guests are seated, and you move on to another job, place programs neatly on the table so guests can pick up their own as they come in.
• Help handicapped and mobility-impaired guests find seats.
• Program Distributors may be assigned to assist with the procession and recession. This assignment will be on their personalized Information Sheet.

Team Leaders

Undergraduate: Kerry Gotham and Mike Harrison

Graduate: Seth Johnson, Karen Podsiadly, and Kelsey Michener

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what student line-up volunteers should know

• Make sure to have students complete their Reader Card. It’s important to write all information clearly. Readers for the ceremony will be on hand to help with phonetic spelling.
• Remind students to scan the QR code to complete the First Destination Survey.
• Island Photography will take a photograph of each graduate as they walk across the stage. Proofs will be emailed to graduates after the ceremony.
• Teri is the bookstore person that will be available for regalia questions.

Graduate Line up

Counter Helper

Coordinate with Kerry Gotham and help get the students into the correct seats for the ceremony. You will walk at the head of the line as we move the graduates out of the gym.

Floaters

Move between the main table and around the gym to help answer questions and assist the graduates with line-ups and anything else that comes up. As we process into the SERC, spread yourselves out and walk alongside the graduates until you get them to the SERC. At that point, you are free to go find a seat in the stands and/or leave.

Undergraduate Ceremony

Counter

Coordinate with Seth Johnston and help get the students into the correct seats for the ceremony. You will walk at the head of the line as we move the graduates out of the ice rink. You will be on the right side of the SERC, and Seth will be on the left side.

Counter Helper

Coordinate with Seth Johnston and help get the students into the correct seats for the ceremony. You will walk at the head of the line as we move the graduates out of the ice rink. You will be on the right side of the SERC, and Seth will be on the left side.

Floater

Move between the main table and around the ice rink to help answer questions and assist the graduates with line-up and anything else that comes up. As we process into the SERC, spread yourselves out and walk alongside the graduates until you get them to the SERC. There are seats on the left and the right inside the rope for some of you to sit and help monitor to see that things during the ceremony maintain an orderly fashion. Your help will be needed as we recess the graduates out of the SERC at the end of the ceremony to the reception area. You will need to spread yourselves out once again along the recessional line to help keep the students moving to the reception.

 

Team leaders: Megan Sarkis & Jenny Blood 

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What Ticket Scanners Should Know

• Ticketing was instituted due to the limited seating in the Field House, which is a facility that is not weather dependent and makes the ceremony more intimate for students and their guests.
• The Commencement Committee communicated the need to claim tickets to students in various ways over the last three months including several emails to students, flyers, digital signage, table tents, the Commencement website, Facebook and at the Commencement Fair.
• Pick up your scanning device at Command Central at the beginning of your shift.

Take a position at your assigned door by:

• 7:45 am — Morning Ceremony
• 12:45 pm — Afternoon Ceremony

If you have more than one job, please give your ticket scanner to your team leader before moving on.

Ticket scanners must be returned to Command Central at the conclusion of the ceremony. Make sure you sign your scanner in at the end of your shift.

TASKS

Prior to scanning guest tickets take your scanning device to the team leader to sign your device into the registration system. This only needs to be done once.

Make sure each guest entering the Field House has a valid ticket (paper copy or QR code presented on mobile device). If the ticket won’t scan, ask a team leader to check the master list and give you further instructions.

Review the ticket to verify it is for the correct ceremony – Moring or Afternoon. Do not accept tickets for a different ceremony.

How to scan a paper copy or QR code presented on mobile device:

• Open the camera app on your scanning device and point the camera at the QR code to scan. There is no need to take a photo or press a button. The camera will automatically recognize the QR code your camera is pointing at.
• Center the QR code you want to scan on the screen and hold your phone steady for a couple of seconds.
• Tap the notification that pops up to open the link (you will need to be connected to WiFi to do this).
• Messages that appear:

GREEN = VALID Ticket Allow Entry

 

RED = INVALID Ticket Deny Entry, Request Team Leader to check ticket in system

• Go back to the camera app and scan the next guest ticket.

Admittance to Commencement

Do not allow any guest over the age of 2 years into the Field House without a ticket (paper copy or QR code presented on mobile device)

There are no exceptions to this policy for adults.

Use your discretion on children under 2 years old — the important thing is if they are occupying a seat, they must have a ticket. If they will sit on an adult’s lap, there’s flexibility on age. See the team leader if you are not sure about a situation.

Guests without a ticket can watch the ceremony live on a large screen in the Tuttle Vlogianitis Gym (up the Main Lobby steps, to the left, all the way down the spine and take the last left into Tuttle, then the gym is on the left).

• Ask a Greeter to escort guests to the gym if needed.
• This can be a great place for families with young children to watch the ceremony because children don’t have to sit in a seat quietly, and it’s right next to the reception location.

Your team leader can help you resolve issues with guests and coordinate help with technical issues with the on-site IT Services staff.

Lobby Closure

Lobby closes for the processional:

• 8:45 am for Morning Ceremony
• 1:45 pm for processional

No guest entry after this time. Direct to overflow (use discretion).

Exit/Re-entry Door Volunteers

Location

• Field House Entrance: Set of doors closest to bleachers (when in Field House exiting the doors to outside, it’s door on the right)
• Lobby Entrance: Southernmost set of doors (when in Field House exiting the doors to the lobby, it’s the door on the right)

Tasks

• Stamp/mark right hand as guests exit the Field House before and during the ceremony. Can also stamp/mark ticket if requested. Notify the guest that they will need to show their hand or stamped ticket in order to re-enter. Re-entry is through the same door.
• Check for marked ticket when guest re-enters Field House. If they do not have a stamp, they must go through the main ticket scanning lines.
• Provide directions and information to guests as needed.
  • Restrooms are across the lobby, to the right of Eagle Snax.
  • Elevator is past the vending machines in the main lobby.
  • Vending machines are across the lobby and to the right.
• Inform guests leaving the Field House after 8:45 am or 1:45 pm that they may not be able to reenter until after the procession is complete because the lobby will be closed for approximately 30 minutes, so they may want to wait until after.

 

Team Leaders: Mat Hall & Mick Ballart

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what faculty Line-up volunteers should know

 Morning Ceremony

• Park along Residence Drive or Holley Street and walk to the SERC to keep lots open for ceremony guests.
• Line-up begins at 8:15 am in Tuttle North by Room B221. Faculty may store their belongings in this room.
• The ceremony procession begins at 9 am in the SERC Field House.
• Procession order:
  • Students — led by Marshals Jessica Sniatecki (SM1) and Jason Dauenhauer (SM2)
    • School of Education, Health, and Human Services
  • Faculty — led by Marshals Logan Rath (FM1) and Linda Balog (FM2)
  • ROTC Color Guard
  • Platform Party — led by Grand Marshal Jason Morris (GM)

Sniatecki/Dauenhauer
Students (Double file)
Rath/Balog
Faculty (Double file)
ROTC Color Guard
Jason Morris
Platform Party (Double file)
President

Afternoon Ceremony

• Park along Residence Drive or Holley Street and walk to the SERC to keep lots open for ceremony guests.
• Line-up begins at 1:15 pm in Tuttle North by Room B221. Faculty may store their belongings in this room.
• Students will be lining up in the Ice Arena starting at 1 pm. They will leave the Ice Arena for the Field House at 1:45 pm.
• The ceremony procession begins at 2 pm in the SERC Field House.
• Procession order:
  • Students — led by Marshals Natalie Sarrazin (SM1) and Michel Pelletier (SM2)
    • School of Arts and Sciences
    • School of Business and Management
  • Faculty — led by Marshals Sara DiDonato (FM1) and Alexander Smith (FM2)
  • Platform Party — led by Grand Marshal Jason Morris (GM)

Sarrazin/Pelletier
Students (Double file)
DiDonato/Smith
Faculty (Double file)
ROTC Color Guard
Jason Morris
Platform Party (Double file)
President