Commencement Assistants

Wednesday, May 18, 2016

9:30 a.m.

Colleges of Allied Health Professions &
Podiatric Medicine

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.

3:00 p.m.

Colleges of Dental Medicine &

Assistants Arrive: Determined by Team Lead
Seating Begins: 2:00 p.m.
Doors Close: 2:50 p.m.

Thursday, May 19, 2016

9:30 a.m.

Colleges of Graduate Nursing &

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.

3:00 p.m.

College of Veterinary Medicine

Assistants Arrive: Determined by Team Lead
Seating Begins: 2:00 p.m.
Doors Close: 2:50 p.m.

Friday, May 20, 2016

9:30 a.m.

College of Osteopathic Medicine of the Pacific &
Graduate College of Biomedical Sciences

Assistants Arrive: 7:30 a.m.
Seating Begins: 8:30 a.m.
Doors Close: 9:20 a.m.


Before Commencement


  • Attend your individual team meeting - watch for an e-mail from your team lead
  • Attend the General Commencement Assistants Meeting.
    • Date: TBA
    • Time: TBA
    • Location: TBA
  • Robes and name badges will be handed out at the by your team lead.

Hotel and Travel

  • If necessary, hotel accommodations will be made on your behalf by your department or college
  • Please note that your vehicle is not covered by the University's auto policy. Auto insurance is a requirement for all drivers using their own vehicles for university business

Dress Code

  • Please wear "nice", but comfortable, clothes (dress, slacks, or solid color capris for women, white shirt with a collar and dark slacks for men). No jeans or jean capris.
  • Do not forget to wear comfortable shoes. No tennis shoes or flip-flops
  • Be sure to bring your robe and name badge with you
  • You may want to wear a small purse to hold personal items - if it will not show under the robe

At Commencement

Parking & Validation

  • If you are staying overnight at the Sheraton Pasadena Hotel your parking fee is added to your room charge. Upon check-in, you must present your parking ticket to the front desk and ask for a parking keycard. You will be required to surrender your keycard to the parking attendant when you leave for the last time.
  • If you are not staying overnight, park in Sheraton Hotel Parking (off Euclid from E. Green St.) and get a parking pass. You can validate your parking pass in the Gold Room.
  • View the PCA Parking Map

When and Where to Report

  • Report to the Gold Room
  • Sign the Assistant Sign-in Sheet
  • Please be on time, however, if you are running late please call your team lead
  • Breakfast will be provided at the Masonic Temple (200 S. Euclid Ave.), so be sure to arrive in time to enjoy breakfast before reporting to your team lead


  • If you are working both ceremonies then lunch will be provided at the Masonic Temple (200 S. Euclid Ave.).
    • Your team lead will provide you with your lunch ticket(s)
  • Lunch will not be provided on Friday; however, you are eligible to receive a per diem, up to $13.00.
    • See below for reimbursement information

Please Note

  • Auditorium doors will close to allow for the Academic Procession (graduates and faculty marching in) and will re-open after the National Anthem and Invocation. Late arriving guests will be admitted after the Invocation. They will not miss the ceremony
  • Late arriving graduates will be admitted immediately, please direct them to Hall C
  • Only STAFF assigned to the Hall C Team should be in Hall C - no family/guests/additional staff
  • If you have any questions or problems during the ceremonies, please see your team lead first. Your team lead, with your input, will handle situations that arise in your area

After Commencement

  • Sign the Assistant Sign-out Sheet in the Gold Room
  • After you are finished working your last ceremony, return your robe and name badge to the Gold Room
  • Time Card: Non-Exempt employees are paid for their travel time to and from the PCA minus their regular commute. Include the travel time on your regular timecard
    • Example: If it normally takes you 1/2 hour to commute from home to WesternU, but it takes you 45 minutes to commute to the PCA, 15 minutes of your travel time will be paid as worked time
  • Mileage Reimbursement: Employees are paid mileage at a rate of 57.5 cents per mile. If you carpool, only the driver is eligible for mileage reimbursement
    • If traveling from home to PCA you will be paid mileage from home to PCA minus your regular commute.
      • Example: I normally drive 10 miles one-way from home to WesternU, but the PCA is 30 miles from my home. I can be reimbursed for 20 miles
    • If traveling from WesternU to PCA you will be reimbursed for:
      • One-way: 28.3 miles = $16.27
      • Round trip: 56.6 miles = $32.54
  • Dinner Reimbursement: Employees staying overnight will be reimbursed for the purchase of their dinner, up to $36.00
  • Lunch Reimbursement (Friday Only): Employees working on Friday will be reimbursed for the purchase of their lunch, up to $18.00
    • Alcohol not eligible
    • Be sure to save your original, itemized receipts
  • Only one method of reimbursement will be applicable for the trip report, so if youíre missing one receipt for dinner or lunch you will get reimbursed the standard per diem of $24 for dinner and $13 for Friday lunch if applicable
  • To be reimbursed for mileage and/or dinner; complete the two-page Travel Report, attach itemized dinner receipts, obtain your supervisors signature, if requesting reimbursed for Friday lunch, obtain Irma Hebertís signature (different budget) then submit to the business office
    • If you wish to receive your reimbursement as a direct deposit, you may need to complete Accounts Payable's Direct Deposit Authorization Form.
      • Please Note: Having direct deposit through Payroll does not mean you are set up for direct deposit with Accounts Payable. Contact AP if you have questions