Volunteer Team Leads

The information listed below is for Volunteer Team Leads & School Celebration Managers only. All information should be used for your reference and guidance for Commencement Student Staff. Please be aware that this role is voluntary and is not compensated.

Thank you for being part of the 2026 Commencement Week! Although students are instructed to reach out to their managers for the on-campus celebrations, please be aware they may contact their Team Lead. You may redirect them to their Managers / Team Leads as needed and/or to the Hired Student Staff website, but there is information available on this site to assist with general questions.

Required Sessions

The following trainings are required by all Team Leads.

Volunteer Team Lead Luncheon
Date and Time: Tuesday, April 28 @ 11:30 a.m. - 1:00 p.m.
Location: University Student Center, Room 309

Commencement Student Staff Orientation (all student staff are required to attend)
Date and Time: Monday, May 11 @ 10:00 a.m. - 12:00 p.m.
Location: Funger Hall, Room 103

Optional: Site visit at the National Mall with your team on Friday, May 15 or Saturday, May 16. This is unpaid for student staff.

Commencement on the National Mall - Sunday, May 17
Team Leads should report to the Backstage Check-in Tent by 6:30 a.m., Light breakfast refreshments provided

Commencement on the National Mall

Team Lead Dress Code

Dress for the weather; this event is rain or shine (wear sunscreen and bring sunglasses).
- Red Commencement T-shirt
- Blue GW Commencement cap
- Black pants, shorts, or skirts (knee length or longer, no leggings)
- Comfortable, flat, closed-toe shoes

Bring only what you need. There is no storage at the Commencement site. Volunteer Team Leads and Student Staff must carry what they bring for the duration of the event.
- A fanny pack or small bag/purse is acceptable.
- Bring your reusable water bottle.

Transportation / Parking

Metro opens at 6:00 a.m. on Sundays - Please plan accordingly

- Although public parking is available at the National Mall, there is no designated parking for the event. Team Leads should plan to be at the National Mall prior to the Student Shuttle so they can check in with you when they arrive.
- Student Shuttles to the National Mall will leave from the University Student Center at 6:45 a.m.
- Public parking is available on a first come, first served basis. There is available parking on the North side of Constitution Avenue (Keep in mind that the South side of Constitution Avenue, closest to our site, will be closed for ADA Drop-Off).

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

- Suspicious activity noticed by your team should be reported to you.
- Try to gather as much information as possible to relay to emergency personnel.
- Use radio communication to contact the EMeRG team.
- Wait for directions from emergency personnel.

Commencement Day Roles

Every lead is responsible for representing GW while providing guidance to the Commencement Student Staff and assisting GW graduates and their guests. We are all here to create a positive #OnlyatGW moment for our community. If a situation arises that you are able to de-escalate, we encourage you to do so. Remember, you are not security. You are not responsible for crowd control and we encourage you to become familiar with our partners with Securitas and request their assistance to clear walk-ways and interact with more aggressive guests.

Student staff will report to their team leads at 7:00 a.m. Please note that student staff will be dismissed at various times throughout the Commencement ceremony. Dismissal times will be determined based on their role and responsibilities. You will be notified of the dismissal times prior to Commencement day.

Processions (Team AA)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Conduct rehearsal
- Check-in with graduate seating lead on status of graduate seating
- Coordinate with event producer about starting graduate processions
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- Assist team lead as needed
- 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

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

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Prior to ceremony, wipe down graduate seats (save the towels for return to campus)
- Monitor seating to ensure sections are filled as much as possible and there are no empty seats
- As needed assist with graduate ADA seating and ASL seating (located in the front of graduate seating)
- Direct guests to Assistive Listening Devices (located near the ASL platform)
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Monitor immediate vicinity for problems that may need attention
- Assist student staff directing guests to event
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Monitor immediate vicinity for problems that may need attention
- Direct guests to check-in areas and redirect non-ticketed 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
- Monitor and provide updates to Operations team on length of entrance lines and request assistance as necessary
- Assist students with answering guest questions
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Monitor immediate vicinity for problems that may need attention
- Greet guests and check for tickets
- Monitor guest admission utilizing counters provided
  - Report counts every 15 minutes to Operations team
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Keep seating area clear prior to ceremony
- Monitor immediate vicinity for problems that may need attention
- Monitor Guest Seating areas for breaks in bike racking and notify Securitas if perimeter has been altered
- Make sure empty seats between groups are filled
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Monitor immediate vicinity for problems that may need attention
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Monitor ADA Seating area for breaks in bike racking and notify Securitas if perimeter has been altered
- Make sure there is one escort per guest in the ADA seating section
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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 Seating (Team HA)

Team Lead Role
- Ensure that only authorized individuals access this space
- Redirect unauthorized individuals to designated seating areas
- Report any emergency situations to the OEM Team POC
No students assigned

Reserved Parking (Team KA)

Team Lead Role
- Record student clock in & out times (exactly)
- Ensure that the correct vehicles enter access 15th Street
- Issue vehicle placards as needed
- Redirect unauthorized vehicles
- Report any emergency situations to the OEM Team POC
- Direct students as needed
Student Role
- Report any emergency situations to Student Staff Team Leads
- Assist team lead as needed

Backstage Check-in (Teams KB, KC)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- 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 the OEM Team POC
- Direct students as needed
Student Role
- Report any emergency situations to Student Staff Team Leads
- Assist team lead as needed

Platform Party Tent (Team KD)

Team Lead Role
- Record student clock in & out times (exactly)
- Distribute regalia before ceremony and collect regalia afterwards
- Monitor catering
- Assist with regalia and line-ups for the platform party
- Make announcements and updates to Platform Party as needed
- Report any emergency situations to the OEM Team POC
- Manage student workers on your team
Student Role
- 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)

Team Lead Role
- Record student clock in & out times (exactly)
- 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
- Monitor radio traffic
- Report any emergency situations to the OEM Team POC
- Direct students as needed
Student Role
- Report any emergency situations to Student Staff Team Leads
- Assist team lead as needed

Operations Support (Team LA)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage student workers on your team
- Monitor radio traffic
- Provide operational support during the event (ex: delivering supplies to other teams)
- Troubleshoot operational issues
- Create staff sign-in/out procedures
- Report any emergency situations to the OEM Team POC
- Direct students as needed
Student Role
- 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

Volunteer Team Lead Check-in (Team LC)

Team Lead Role
- Record student clock in & out times (exactly)
- Manage Volunteer Team Lead
- Distribute Vests, Flags, Whistles, Radios, etc.
- Monitor radio traffic
- Provide operational support during the event (ex: delivering supplies to other teams)
- Troubleshoot operational issues
- Create staff sign-in/out procedures
- Report any emergency situations to the OEM Team POC
- Direct Team Leads as needed
No Students Assigned

Stage Management (Team MA)

Team Lead Role
- Record student clock in & out times (exactly)
- Cue program participants as directed in the script
- Manage student staff
- Monitor radio traffic
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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)

Manager Role
- Record student clock in & out times (exactly)
- Assign students to locations/duties as required by Nicole and/or school leads
- Distribute & collect student vests
- Take photo of left over programs after ceremony
- Closing Gate 2 entrance 20 minutes before student processions begin - divert guests (and student staff) to reassigned locations.
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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 setup & resetting space as needed
- Scan graduate QR codes
- Report any emergency situations to Student Staff Manager(s)
- Assist with Smith Center & Funger Hall clean up

Lisner Auditorium (Team LIS)

Manager Role
- Record student clock in & out times (exactly)
- Assign students to locations/duties as required by school leads
- Distribute & collect student vests
- Report any emergency situations to the OEM Team POC
- Assist students as needed
Student Role
- 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, Smith Center, & Funger Hall clean up
- Assist team lead as needed

School Celebrations Roles

Every manager is responsible for representing GW while providing guidance to the Commencement Student Staff and assisting GW graduates and their guests. We are all here to create a positive #OnlyatGW moment for our community. Remember, you are not security. If a situation arises that you are able to de-escalate, we encourage you to do so. You are not responsible for crowd control and we encourage you to become familiar with our partners with Securitas and request their assistance to clear walk-ways and interact with more aggressive guests.

Smith Center

Manager Role
- Record student clock in & out times (exactly)
- Assign students to locations/duties as required by Smith Center staff and/or school leads
- Distribute & collect student vests
- Report any emergency situations to the OEM Team POC
- Take photo of left over programs after ceremony
- Close Gate 2 entrance 20 minutes before student processions begin - divert guests (and student staff) to reassigned locations.
- Download document after ceremony
Student Role
- 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 team lead as needed

Funger Hall

Manager Role
- Record student clock in & out times (exactly)
- Assign students to locations/duties as required by Smith Center staff and/or school leads
- Distribute & collect student vests
- Report any emergency situations to the OEM Team POC
Student Role
- 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

Manager Role
- Record student clock in & out times (exactly)
- Assign students to locations/duties as required by school leads
- Distribute & collect student vests
- Report any emergency situations to the OEM Team POC
Student Role
- 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 team lead as needed

Student Staff Information

Please be familiar with the following topics as students may request your assistance.

Dress Code

Student Staff - Sunday, May 17 (Commencement on the National Mall)
- Student Staff should report to their team leads by 7:00 a.m. and will be dismissed at different times based on their role and responsibilities.
Dismissal times will be provided to Team Leads and Student Staff prior to Commencement Day.
- Tan GW Commencement cap
- Staff shirt: Pick up during Student Orientation
- Black pants, shorts, or skirts (knee length or longer, no leggings)

Student Staff - 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 & returned upon check out with their manager)
- Black pants, shorts, or skirts (knee length or longer, no leggings)

Extended Housing

For students already living on campus in one of the residence halls, they should apply for extended housing through the Campus Living eService Portal by their advertised submission date or they will not be cleared to stay in their dorm after finals.

On-Campus Assignments

Most student staff will be assigned to work on campus at school celebrations during Commencement Week and will work up to 4-hour shifts (for a total of up to 20 hours per week). They should contact their manager with any questions or shift conflicts.

On-Campus Events/Celebrations
- Food will NOT be provided
- Bring only items you need to work. You should not be on your phone while you are working

Instructions for Time Entry

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.

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 students check in and out with their managers that will be noted on the physical check-in sheet for their 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. Students should not submit a missed punch more than once per occurrence. Once approved by the timekeeper, the submission will be posted to their 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 followed by the # key or your home Press *.
- Enter your 8 digit position number 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 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.

select mobile punch button to time stamp on mobile phone

Resources*

Site Map (PDF)
School Celebration Team Sheets
Commencement Day Team Sheets
Team Lead Contact List (PDF)
Celebration Manager Contact List (PDF)
Volunteer Team Lead PowerPoint (PDF)
Ticket Scanning Instructions (PDF)
Enter a Missed Punch Demo
Radio Etiquette (PDF)
Prohibited Items (PDF)
Alternate Commencement Site Phone Tree (PDF) - Team Leads would only contact their students unless otherwise instructed

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