Commencement Student Staff Information

The information listed below is for hired students only.  You may not clock-in or work unless you have received a confirmation from Student Employment that you have been hired.

Commencement Week Assignments

Commencement on the National Mall
Sunday, May 17 
- Report by 7:00 a.m., nut-free granola bars and whole fruit will be provided

Please note that student staff will be dismissed at various times throughout the Commencement ceremony. Dismissal times will be determined based on your role and responsibilities. You will be notified of the dismissal times prior to Commencement day.

Dress for the weather; this event is rain or shine (wear sunscreen and bring sunglasses).

Bring only what you need. There is no storage at the Commencement site.
- DO NOT BRING BAGS.  Please note that you must carry what you bring for the duration of your shift.
- A fanny pack or small purse is acceptable; there is no storage available onsite.
- Bring your reusable water bottle.
 
Transportation to Commencement on the National Mall:
- A shuttle will be provided from GW Campus to the National Mall  
          - Location: USC (21st Street NW Entrance)
          - Departure @ 6:45 a.m.
- Metro opens at 6:00 a.m. on Sundays - please plan accordingly

Please note for 2026:
          - A Freedom 250 prayer event will take place on the National Mall on Sunday, May 17 and will overlap with Commencement. There will be
            impacts to Metro, parking, and road closures.
          - The Crystal City Station (Blue/Yellow) will be closed, and no trains will run from Pentagon City to National Airport.

Safety:
- Report suspicious activity to your team lead and provide as much detail as possible.
- Wait for directions from your supervisor or any emergency personnel

Processions Team (Team AA)

• Help set flagpole bases (15th Street, under screens, and onstage; remove after ceremony)
• Assist with procession line-ups, help lead the procession, and direct graduates to their reserved seats
• During the ceremony, report to the Operations tent
• Report any emergency situations to Student Staff Team Leads
• At the end of the ceremony, direct graduates in the recession
• Assist team lead as needed

Graduate Seating (Teams BA, BB, BC, BD)

• Keep seating area clear prior to gates opening for graduate seating
• Wipe down seats
• Distribute fans as graduates arrive
• Seat graduates in their assigned area and encourage them to fill seats, i.e., do not leave empty seats (nor save seats) to ensure that sections are filled as much as possible
• Monitor immediate vicinity for problems that may need attention
• Assist with ASL seating and direct guests to Assistive Listening Devices
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Smithsonian Metro (Team CA, CG, CH)

• Direct guests exiting the Metro to our event location (DO NOT enter the Metro station)
• Answer questions as asked (to the best of your ability)
• Remind guests to obey traffic signals as they walk to our site
• Report any emergency situations to Student Staff Team Leads
• Remain in place until dismissed by your team lead
• Assist team lead as needed

Perimeter (Teams CB, CC, CD, CE, CF)

• Monitor the site perimeter in your area
• Greet ticketed guests as they arrive
• Redirect non-guests to stand outside our perimeter
• Utilize megaphone to prepare guests
  • Have “Commencement on the National Mall” tickets ready for when they arrive at the entrance gates
  • Direct them to designated entrances and open lanes
• Assist guests with any questions that they may have; direct them to water, port-a-johns, where to find food/refreshments, where to catch a taxi, etc.
• Report any emergency situations to Student Staff Team Leads
• Stay in your position to help late arrivals until dismissed by team lead
• Assist team lead as needed

Entrance Greeters (Teams DA, DB, DC, DD, DE, DF)

• Greet guests as they arrive
• Assist guest with any questions that they may have
• Utilize counters to count guests as they enter the Commencement site
• Stay in your position to help late arrivals
• At the end of the ceremony, direct guests as they exit
• Keep traffic in the pathway area moving to allow other guests to find their seats
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Guest Seating (Teams FA, FB, FC, FD)

• Encourage guests not to leave empty seats between groups (fill all seats)
• Unpack and distribute fans; direct guests to water buggies, first-aid tents, port-a-johns, as needed
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

ADA Drop-Off (Team GA)

• Check that vehicles entering the drop-off area have an ADA placard
• When the guest is dropped off at the curb, direct them to our ADA section
• At the end of the ceremony, direct ADA guests to the pick-up area
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

ADA Seating (Team GB)

• Usher guests to find their seats
• Guests in ADA seating are allowed to have one companion
• Monitor immediate vicinity for problems that may need attention
• At the end of the ceremony, help direct guests exit the area
• Notify Student Staff Team Lead if medical assistance is needed
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Reserved Parking (Team KA)

• Ensure that the correct vehicles enter access 15th Street
• Issue vehicle placards as needed
• Redirect unauthorized vehicles
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Backstage Check-in (Teams KB, KC)

• Monitor immediate vicinity for problems that may need attention
• Direct graduates that need ADA seating to the graduate ADA seating section
• Direct guests that need American Sign Language (ASL) interpretation or Assistive Listening Devices (ALDs) to the graduate ADA seating section
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Platform Party Tent (Team KD)

• Restrict access to the Platform Party tent to appropriate individuals
• Check-in platform party tent guests
• Assist in setting up the tent for regalia distribution and collection
• Assist with line-ups
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Faculty Tent (Team KE)

• Monitor catering and alert catering staff as needed
• Monitor immediate vicinity for problems that may need attention
• Make announcements and updates to Faculty as needed
• Must provide production team with the number of faculty present
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Operations Support (Team LA)

• Distribute Vests, Flags, Whistles, Radios, etc.
• Re-supply staff with items when necessary, such as programs and water
• Assist with the moving of equipment and supplies as needed
• Assist with sign-in, sign-out procedures as needed
• Deliver supplies to tents when requested
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Stage Management (Team MA)

• Prepare the stage for the ceremony:  wipe down chairs, attach seat labels, place water and programs
• Assist the stage manager as requested
• After the ceremony, assist with directing participants off the stage
• Report any emergency situations to Student Staff Team Leads
• Assist team lead as needed

Smith Center (Team SSu)

• Set out / bring in signs as needed
• Scan guest tickets
• Bring guests to ADA section
• Assist in directing guests around the venue
• Distribute materials as needed
• Assist in set up & resetting space as needed
• Report any emergency situations to Student Staff Manager(s)
• Assist with Smith Center & Funger Hall clean up

Lisner Auditorium (Team LSu)

• Scan guest tickets
• Bring guests to ADA section
• Assist in directing guests around the venue
• Distribute materials as needed
• Assist in setup & resetting space as needed
• Scan graduate QR codes
• Report any emergency situations to Student Staff Manager(s)
• Assist with Lisner Auditorium clean up
• Assist team lead as needed

On-Campus Assignments
Some student staff will be assigned to work on campus at school celebrations and/or with the Events & Venues team during Commencement Week and will work up to 4-hour shifts (for a total of up to 20 hours per week).  Please note that students are not guaranteed to work for the full duration of their shifts if the ceremony is shorter than anticipated or the manager determines the needs of the celebration or ceremony are complete.

• Food will NOT be provided.
• Bring only items you need to work.
• You should not be on your phone while you are working.

All students are eligible to be assigned to work on campus and must be available:
Monday, May 11, 9:00 a.m. - 5:00 p.m.
Tuesday, May 12, 9:00 a.m. - 5:00 p.m.
Wednesday, May 13, 9:00 a.m. - 5:00 pm
Thursday, May 14, 6:30 a.m. - 9:30 p.m.
Friday, May 15, 6:30 a.m. - 9:30 p.m.
Saturday, May 16, 6:30 a.m. - 9:30 p.m.
Sunday, May 17, 6:30 a.m. - 8:00 p.m.

Responsibilities of student staff working at school celebrations:

• Contact the manager for your event when you arrive
• Scan guest and graduate e-tickets
• Provide direction to guests and graduates
• Help us provide a great experience for families and graduates
• Always arrive and leave at the designated time
• Protect yourself and others around you. If you see something, say something,
• Other duties as assigned

Charles E. Smith Center 

• Set out / bring in signs as needed
• Report any emergency situations to Student Staff Manager(s)
• Scan guest tickets
• Bring guests to ADA section
• Assist in directing guests around the venue
• Distribute materials as needed
• Assist in set up & resetting space as needed
• Report any emergency situations to Student Staff Manager(s)
• Assist team lead as needed

Funger Hall

• Set out/ bring in signs as needed
• Assist with student procession line-ups for Smith Center school celebrations
• Monitor graduates
• Check-in graduates
• Report any emergency situations to Student Staff Manager(s)
• Assist team lead as needed

Lisner Auditorium / Jack Morton Auditorium / Dorothy Betts Theatre

• Scan guest tickets
• Bring guests to ADA section
• Assist in directing guests around the venue
• Distribute materials as needed
• Assist in setup & resetting space as needed
• Scan graduate QR codes
• Report any emergency situations to Student Staff Manager
• Assist team lead as needed

Trainings

Commencement Student Staff Orientation (All student staff are required to attend) 
Date and Time: Monday, May 11 @ 10:00 a.m. - 12:30 p.m. (Doors open to check in at 9:30 a.m.)
Location: Funger Hall, Room 103

• Meet your team lead
• Learn about your role and responsibilities at Commencement on the National Mall
• Receive mandatory Title IX training
• Pick up your uniform
• Students will receive a tour of the Charles E. Smith Center 

Optional & Unpaid: Site visit at the National Mall 
- Friday, May 15 or Saturday, May 16
 

Dress Code

Sunday, May 17 (Commencement on the National Mall)
- GW cap - pick up when you check in at Commencement on the National Mall
- Staff shirt - pick up at Student Staff Orientation on May 11
- Black pants, shorts, or skirts (knee length or longer, no leggings)
- Comfortable, flat, closed-toe shoes

School Celebrations (including on-campus assignments Sunday, May 17)
- Solid (neutral color) or GW branded shirt - No graphics or offensive language
- GW Commencement Vest (provided upon check in with your manager)
- Black pants, shorts, or skirts (knee length or longer, no leggings)
- Comfortable, flat, closed-toe shoes

Extended Housing

For those already living on campus in one of the residence halls, be sure to apply for extended housing through the Campus Living eService Portal when the portal becomes available or you will not be cleared to stay in your dorm after finals.

Time Reporting

You will not be able to access this position on your employee dashboard until it becomes active on May 1.

It is the university’s policy to pay all employees for time worked in an accurate and timely manner. You will be paid for all training in addition to your assigned work hours.   

The assignments for this position fall under BW 12 on the GW FY2025 - 2026 Payroll Calendar.  Please note that all students should receive their paycheck for this position on June 5, 2026 and should contact the Payroll Services Department with any compensation related inquiries.

All student staff must clock-in and clock-out at the designated locations with their manager or team lead via the University’s Time Reporting System.  These punches will be matched to the times you check in and out with your managers that will be noted on the physical check in sheet for your assignments.  Any discrepancies will be adjusted to reflect the time on the physical timesheet.

If a student cannot make their shift or is running late, they should notify their manager or team lead as soon as possible.  The managers should be notified for school celebration shifts and team leads should be notified for their shift at Commencement on the National Mall.  This information will be provided as work assignments become available.

Correcting Errors

If a student misses a time punch, they must submit that missed punch and send an email to Debra Mayer for approval.  Please note: Manually adding time in the time card is only for missed or incorrect punches and must be approved by the timekeeper and manager.  View this demonstration of how to enter a missed punch if you forgot to punch of if punched incorrectly.  Please do not submit a missed punch more than once per occurrence.  Once approved by the timekeeper, the submission will be posted to your timesheet.

Students who have had an active job prior applying for a Commencement position will have the Commencement position as their secondary job!

To determine which positions are primary and secondary students should consult their GWeb employment information.

Students holding several active jobs at the University should be aware that hours worked at all jobs are combined. International students may not exceed 20 hours of work per week.

Primary Job Clocking (Telephone)

• To access the Time Reporting System, dial 202-994-2274 (4-2274).
• The voice prompt will respond, "Please enter your employee number followed by the pound key."
• Enter the eight digits following the 'G' of your GWid number.
• The system will respond with the following menu options.
  • To record clock in or clock out press - 1
  • Enter the appropriate clock code.
    • To clock in Press - 1
    • To clock out for (All Jobs) - Press 2
    • To cancel a meal deduction Press - 5
    • To end the call Press - 0

Secondary Job Clocking (Telephone)

• To access the Time Reporting System, dial 202-994-2274 (4-2274).
• The system will respond, "Please enter your employee number followed by the pound key."
• To record your arrival at your secondary job Press - 2 to access the account transfer menu.
• To do a labor account transfer (Secondary Job) Press - 2
• Please enter a value for labor level 1 (403106) followed by the # key or your home Press *.
  • Enter your 8 digit position number (57127000) followed by the # key.  The voice prompt will provide the time.  Enter 0 to end the call.
  • When entering a secondary position that starts with a letter ‘A’ or ‘B’ change the letter to a number ‘7’. Example: If the position is A12345 enter in 712345 at the phone.
• To clock out for (All Jobs) Press 1 then 2 to clock out.

Mobile Timestamp

• You can access the UKG Pro app using the GW server name, however, you must be granted access. Please review and accept the Workforce Mobile User Agreement and obtain the server name. If you have downloaded the UKG Workforce Central app, please remove it and  download the new app.
• Log into Mobile App once downloaded. Select SSO sign in at the bottom of the app. Contact timerepgwu [dot] edu (timerep[at]gwu[dot]edu) if you experience issues.
• Select the 'punch' button to Record Time Stamp button. If you have multiple positions choose the correct assignment.
• The system records the current time and location and displays the recorded time near the top of the app.
• You may now log off or view your timecard.

Resources*

Site Map (PDF)
Team Lead Contact List (PDF) - Sunday Assignments Only
School Celebration Manager Contact List (PDF) - Monday - Saturday Assignments
Student Staff Orientation PowerPoint (PDF)
Ticket Scanning Instructions (PDF)
Enter a Missed Punch Demo
Prohibited Items List (PDF)

*Please note: Some resources may not be finalized and will be added as they become available