Procedure for Conducting Convocation IFBI.PNF.CONV:01 - IFBI.com

Procedure for Conducting Convocation 

IFBI.PNF.CONV:01 

PURPOSE: To give a descriptive view to facilitate planning and conduct of convocation 

ceremony. 

SCOPE: All activities related to planning, preparation and execution of convocation 

ceremony conducted by the center. Convocation schedules are planned conjunctly with Ops 

Head, NEAH and CH. 

ROLES INVOLVED : 

Academic Executive 

Cashier & Facilities Incharge 

Center Head 

Sales Head 

Partner Organization 

Head Office – Sales Team 

Head Office –Education Administration Team 

Team Leader- Systems 

IRH- Industry Relations Head 

National Education Administration Head 

Channel Development – Head 

Channel Operations-Head 

National Retail Sales Head 

National Head – Education Head 

National Delivery Operations Head 

Faculty Member 

Academic Coordinator 

Batch Coordinator 

Center Coordinator 

Operations Head 

AE 

C&FI 

CH 

SH 

PO 

HO-Sales 

HO-EA 

TL-Systems(EA) 

IRH 

NEAH 

CDH 

COH 

NRSH 

NH-ED 

NDOH 

FAC 

AC 

BC 

CC 

Ops Head 

RECORDS CREATION & RETENTION: 

FORMAT FORMAT DESCRIPTION FILED IN Time Period 

CODE 

CONV.FM.01 Convocation Banner Convocation file/folder 1 year 

CONV.FM.02 Invitation Card Convocation file/folder 1 year 

CONV.FM.03 Mailer to students Convocation file/folder 1 year 

CONV.FM.04 Admin Oath Convocation file/folder 1 year 

CONV.FM.05 Checklist for convocation Convocation file/folder 1 year 

readiness 

CONV.FM.06 Activity Calendar Convocation file/folder 1 year 

WORK INSTRUCTIONS 

NORMS 

CODE DESCRIPTION CODE DESCRIPTION 

CONV.WI.01 Work Instruction for preparation of 

convocation ceremony 

Process Owner Reviewed by Approved by 

Poonam Sharma Poonam Sharma : June 2008 Arjun Shankar w.e.f. July2008 

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CONV.WI.02 


Work Instruction for conducting 

convocation ceremony 

Work Instruction for post 

convocation wrap up 

INTRODUCTION: 

Convocation is a formal academic ceremony to award certificates to IFBI graduates. The 

objective is to honor students on successful completion of Program. It serves as a platform for 

them to interact with senior people from IFBI and Partner Organization. It will give a sense of 

belonging to students and help in increasing student word of mouth, as well. 

PROCESS FLOWCHART: 

Start 

1. Ops Head, COH, NEAH 

and CH agree on 

convocation schedule for 

the quarter/year (ideally 

planned on last day of batch) 

2. CH appoints a 

event champ to 

organize the 

event 

3. CH ensures that list of 

students to be awarded 

and their certificates are 

ready and filed properly 

at least a week before the 

ceremony 

7. CH ensures that 

invites are send to 

all atleast 7 days 

prior to the event. 

6. Event champ 

arranges 

infrastructure per 

convocation readiness 

5. HO-EA team 

sends the mailer to 

all students and 

other invites 

4. The guest list 

and chief guest is 

finalized by CH and 

Ops Head 

8. Event champ and 

CH agrees on activity 

calendar and shares 

with IFBI head 

9. Ceremony and tea party 

is conducted on the 

convocation day as per 

activity calendar 

10. Event champ ensures that 

students sign on scrolls and 

group photograph is taken. 

13. CH sends the student 

photographs to students 

by courier. 

14. CH ensures that 

certificates/transcripts 

are sent to absentees (if 

they don’t collect from 

center after 15 days) 

12. Scroll and a 

copy of 

photographs are 

sent to HO-EA 

Stop 

11. AE ensures that 

students sign a copy of 

transcripts/ certificates 

and updates student 

docket 



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Work Instruction for preparation of convocation ceremony 

CONV.WI.01 

Step Activity Responsibility 

1. Announcement 

2. Invites 

3. Guests 

4. Venue and 

timings 

5. Sending Invites 

6. Attire 

7. Convocation 

plan 

It involves initial communication to all through 

announcements on ifbi.com. Prior to ceremony, CH also 

plans / acquires Banner[ CONV.FM.01] , backdrops, road 

signs etc. 

The list of invitees should include – 

• Passing out students 

• Faculty Member/Center staff 

• Students of current batches at the center 

• IFBI senior member (President/Ops Head/NH- 

ED/NEAH/IRH) 

• Partner Organization Senior Member 

CH finalizes the list of Chief Guest with Ops Head. Ops 

Head or NSM will invite the Chief Guest for the 

convocation. 

CH finalizes the venue based on accessibility to all and 

also the seating capacity. 

The approval for the conduct of function must be taken 

from 

a. DCP Licensing 

b. DCP Traffic 

c. Fire station Head 

d. Office of Commissioner of Entertainment Tax. 

CH/NEAH may seek help CSO (commercial service 

organization) team for relevant approvals 

CH will decide on the date and time of the convocation 

Invite [CONV.FM.02] scan be send thru email, postal card. 

Students can be invited thru phone or SMS. 

The template of the Invite [CONV.FM.02] will be sent by 

NEAH. CH to then add the date, time, venue and chief 

guest name in the card. 

1. All IFBI Staff members and students must be formally 

dressed for the occasion. 

2. Passing out students must adorn Robe and Cap. 

The student will wear the robe and cap (but not the hood) that is 

appropriate for the certificate he or she is to receive at the 

Convocation. No adornment of any kind is worn outside the 

robe or cap and no item (i.e., purse or backpack) may be carried 

3. Robes and caps are loaned by IFBI- HO.CH should 

confirm the requisition no. to NEAH and ensure it is 

stocked at the venue. CH to ensure Caps & robes are clean 

and ironed properly before the occasion 

Activity Calendar [CONV.FM.06]: Event champ should 

plan ceremony schedule and share with center head. 

Event champ ensures that the activities are conducted 

accordingly. 

CH/NEAH 

Event Champ/CH 

CH 

CH/NEAH 

NEAH/CH 





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8. Cultural 

Activities 

9. Meeting with all 

Staff members 

10. Transcripts and 

certificates 

11. Additional 

material 

12. Additional 

activities(option 

al) 

13. Set Up for 

Alumni 

Association 

Registration 

kiosk 

CH should involve students on current batches to present 

‘saraswati vandana/dance/cultural programme’ during 

the ceremony. 

CH to conduct meeting with all Staff members from Front 

office and Back Office. CH must decide a champ who will 

carry forward the whole program. Each employee will be 

assigned roles and responsibilities for the due date 

Photocopies are done for all transcript and certificates 

Certificates are filed as 

a) Certificate of Excellence [CER.FM.06] 

b) Program Certificates [CER.FM.05] 

c) Transcript[TRA.FM.03] is kept envelope and 

photocopies stapled on top of envelope 

CH to ensure that additional material is arranged like A4 

size Paper, Pen, clip pins, stapler, eraser, sharpener, 

stapler pins, attendance sheet created, arrangement for 

diya. 

Based on the center budget, CH may decide to give 

souvenirs to student like Mementos for students: Cap, T- 

Shirt, watches, flowers etc. Gift/momento for Chief Guest 

and important guests (Optional). 

Or Farewell gift like pen, book, mug etc. 

As per budget available, CH should arrange for 3-4 

computers with net connectivity where in the students can 

log on to www.ifbi.com , register for the Alumni club and 

completes the Alumni Feedback Form [COMP.FM.03]. 





CH/Ops Head 

CH 

Work Instruction for organizing convocation ceremony 



1. Welcome Desk 

2. Briefing 

3. Seating 

Arrangement 

2- 4 Welcome desk to be arranged. Welcome desk is 

arranged based on the batch code. Welcome desk is 

manned by the coordinators.-when students walk in, 

they sign on the attendance and collect their 

robe/cap. 

The students will gather before entering to the hall. 

The NSM will brief the activity list with students 

which need to be followed. Like sitting arrangement, 

coming together for the certificate collection, 

throwing caps at the end of ceremony, returning 

caps and robes and taking transcripts. 

A coordinator leads them to their seats. Students will 

be seated batchcodewise and alphabetical order of 

their name. They should be seated 30 minutes prior 

to ceremony. 

Event Champ 

NSM 

Event Champ 



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4. Managing 

attendance 

5. Felicitation 

6. Photographs 

on 

stage/Throwi 

ng off 

caps/Anthem 

7. Collection 

counter 

8. Transcript/ 

Certificate 

counter) 

9. Scroll/Feedba 

ck book 

10. Alumni 

Registration 

Kiosk 

11. Tea /Snack 

party 

A coordinator ensures that the list of students 

attending is sorted in alphabetical order and handed 

over to stage coordinator. Stage coordinator ensures 

that the certificates are piled in the same manner for 

distribution. 

A coordinator ensures that that the students are 

queued at the stage corner for receiving certificates. 

Depending on no. of students present, atleast 10-15 

(or entire Batch) students should be queued in one 

slot. 

Once all batches are felicitated, Event champ should 

overview that group photographs and individual 

photographs are taken on stage. It is followed by 

singing of national anthem and the ritual of 

throwing caps in air 

A coordinator should guide the students to move 

towards the counter where they return the robe and 

caps 

A coordinator should guide the students to move 

towards the counter. The coordinator at the counter 

welcomes the student, gets the signature of student 

on the attendance list, on copy of 

transcript/certificate. 

( Student wise transcript in kept envelope/copy stapled on 

top of envelope) 

Envelope with original transcript is given to student 

and copy is filed properly 

A coordinator guides the student to sign on 

scroll/feedback book. 

A coordinator guides the students to register for 

Alumni Club on www.ifbi.com. Per center budget, 2- 

4 computers are placed at the kiosk. The student 

registers for Alumni Club (completes the survey). 

The coordinator ensures that a list of registered 

students is maintained and handed over to CH. 

A coordinator should guide the students towards the 

tea/snack area 

Event Champ 

Event Champ 

Event Champ 


CH/Ops Head 

Event Champ 

CH 

AE 



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Work Instruction for post convocation wrap up 



1. Attendance 

List 

2. Student 

Docket 

3. Handling 

absentees 

4. Return of 

robes 

5. Additional 

activities 

6. Conclusion 

CH records the attendance sheet for all students to ensure a) 

robes/caps are collected back b) certificates and transcripts 

distributed c) Alumni registration process & survey is 

completed. 

A copy of certificate and transcript is updated in student 

docket, next working day. 

1. For students who did not come to the ceremony, a notice is 

displayed in the center or mail is sent to the student so that 

they may collect it within 15 days from the center. 

2. For students who do not collect, CH ensures that the 

certificate/transcript are couriered 

3. AE ensure that student docket is updated with a copy of 

certificate, transcript and courier receipt. 

CH ensure that the correct no. of robes/caps are returned to 

HO, after counting 

Send Student Photograph in photo frame with IFBI logo 

CH should share the attendance list and status with NEAH 

CH 

AE 

CH/AE 

CH/NEAH 

CH 

CH 

CONVOCATION NORMS 

1. For Metro Centers Convocation Schedule is controlled by Ops Head. For Non Metro 

Centers, Convocation Schedule is controlled by COH 

2. All IFBI Staff members and students must be formally dressed for the occasion. 

Passing out students must adorn Robe and Cap [loaned by HO-EA]. CH to ensure 

Caps & robes are clean and ironed properly before the occasion. 

3. CH records the attendance sheet for all students to ensure a) robes/caps are collected 

back b) certificates and transcripts distributed c) Alumni registration/survey is 

completed. 

4. Signed copy of Transcripts and Certificates are to be retained in student docket. 

CROSSLINKS & RELATED DOCUMENTS 

1. IFBI Procedure for Transcription. IFBI.PNF.TRA.01 

2. IFBI Procedure for Certification. IFBI.PNF.CERT.01 



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Procedure for Conducting Convocation IFBI.PNF.CONV:01 - IFBI.com

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