Eligibility and Registration
Q: I defended my dissertation earlier this academic year (e.g., summer or fall). Am I eligible to participate in the May hooding ceremony?
A: Yes. All doctoral graduates from the current academic year (summer, fall, and spring) are eligible to walk in the May PhD Hooding Ceremony. You do not need to have defended in the spring semester specifically.
Q: I have not received an invitation or any emails about the hooding ceremony. How do I make sure I am on the list?
A: Invitations and RSVP information are sent to eligible PhD candidates in mid-February, after the application-to-graduate deadline has closed. If you believe you should be eligible but have not received an email, contact PhDHooding@Duke.edu to confirm your status.
Q: Do I need to complete the RSVP form even if I do not plan to attend the ceremony?
A: Yes. All doctoral graduates for the current academic year should complete the RSVP form regardless of whether they plan to attend. This helps us maintain accurate records and plan accordingly.
Q: What are the academic milestones I need to meet in order to participate?
A: To participate, you must meet all academic requirements (including final dissertation submission) by the published deadline. The specific date is noted on the RSVP form and on the PhD Hooding Ceremony website. Please review these milestones carefully when completing the form.
tickets and guests
Q: How many guest tickets do I receive?
A: Each graduate receives up to 4 guaranteed tickets. You will also have the option to request up to 4 additional tickets. Availability of extra tickets is determined later in the spring, based on overall ceremony capacity.
Q: When will I receive my tickets?
A: Ticket information is distributed along with the invitation in mid-February. If you completed the RSVP form and have not received your tickets as the ceremony approaches, please email PhDHooding@Duke.edu immediately so we can investigate.
Q: I submitted my RSVP but never received my tickets. What happened?
A: Occasionally, there can be technical issues with the RSVP system. If you received a confirmation email but have not received tickets, please email PhDHooding@Duke.edu with your confirmation details and we will resolve it promptly.
ACADEMIC REGALIA
Q: How and when do I order my academic regalia (cap, gown, and hood)?
A: Regalia for students is ordered through Duke Stores Academic Apparel. The ordering deadline is typically in mid-February. Watch for specific ordering instructions and deadlines in the ceremony invitation email. Late orders may not arrive in time.
Q: I already have my own academic regalia. Do I still need to order through Duke Stores?
A: No. If you already own doctoral regalia, you are welcome to wear it. Simply let us know on the RSVP form that you do not need regalia ordered on your behalf.
Q: Does my faculty hooder need regalia too?
A: Yes, faculty hooders must wear academic regalia during the ceremony. Faculty who do not have their own regalia can have it ordered through the Graduate School. Details are provided separately to faculty hooders.
FACULTY HOODERS
Q: How many faculty hooders can I have?
A: Each graduate may have up to two faculty hooders. Please identify your primary faculty hooder on the RSVP form. If you wish to have a second faculty hooder, email PhDHooding@Duke.edu with their name and contact information as soon as possible.
Q: I do not know my second faculty hooder yet. What should I do?
A: On the RSVP form, select "No" for the second hooder question and email PhDHooding@Duke.edu with their information as soon as you have it confirmed. Please do not wait until the last minute, as we need to coordinate regalia and logistics.
Q: Where do faculty hooders assemble before the ceremony?
A: Faculty enter Duke Chapel at the side entrance closest to the bookstore/Bryan Center. If you are facing the front of the Chapel, walk through the arches on the left side, and you will see the open door. Specific assembly instructions will be sent to all faculty hooders prior to the ceremony.
CEREMONY DAY LOGISTICS
Q: How is the ceremony structured? Is there a morning and afternoon session?
A: Yes. The PhD Hooding Ceremony is divided into two ceremonies (morning and afternoon) to create balanced sessions. Your department determines which ceremony you are in. You will be notified of your assigned ceremony time in your invitation. If your department's assigned ceremony time has changed from a prior year, you will receive advance notice.
Q: My department was moved to a different ceremony time than last year. Why?
A: Occasionally, departments are shifted between the morning and afternoon ceremonies to better balance attendance numbers or to avoid conflicts with departmental ceremonies. These changes are communicated to affected students and departments as early as possible.
Q: Where should I park? Are there traffic considerations?
A: Plan to arrive early, as commencement weekend involves heavy traffic on and near campus. Monitor your email for any last-minute traffic alerts from the Graduate School or Duke Commencement office, as road construction or closures near campus can affect your route.
Q: Will there be professional photography?
A: Yes. A professional photographer captures the ceremony. Information about viewing and ordering photos will be shared after the ceremony. Please allow a few weeks for photos to be processed and made available.
THE PROGRAM AND YOUR NAME
Q: How is my name printed in the ceremony program? Can I request a change?
A: Names are pulled from official university records. Please verify that your name is correct in DukeHub and on the RSVP form. If your preferred name differs from official records, indicate this on the form or email PhDHooding@Duke.edu before the program printing deadline (typically mid-April).
Q: I found a misspelling of my name in the printed program. What can be done?
A: We take great care with the programs, but if a misspelling occurs, please let us know immediately at PhDHooding@Duke.edu. We will work with our print vendor to produce corrected copies and mail them to you.
Q: I have a dual PhD degree. How will that be listed?
A: Dual PhD students are listed with a notation indicating both programs. You will walk with your primary degree department. If you have questions about which department that is, contact PhDHooding@Duke.edu.