Renting regalia for your faculty

Renting regalia?

If you would like your faculty to wear regalia to your events, you can use this site to help you place a rental order through the bookstore for them. Aggregating these rentals across as many convocations as well as the main commencement provides a number of benefits, mostly by providing a single common store of sizing and alma mater information necessary for orders, and for allowing cost-sharing between the various departments organizing events. It's also just a lot easier for you, because you can rely on our database of faculty order information instead of trying to collect all this data on your own.

Terminology

• Regalia request: an RSVP for a departmental event or commencement, or a manual regalia request from a departmental event, which indicates to the system that a person needs to rent regalia.
• Regalia order: an actual numbered rental order that has been placed with Jostens, multiple regalia requests for the same person will only generate a single regalia order.
• Extra: generic UNM PhD regalia that is used to fulfill requests placed after the regalia rental deadline, assigned from a waitlist.

Why order through graduation.unm.edu?

While you are free to contact the bookstore and order regalia for your faculty directly, placing your orders through this site provides significant benefits both financially and when it comes to ease of use for you and your faculty.

Ease of use

The bookstore requires detailed size and alma-mater information for regalia orders, which must be in a specific format to provide to Jostens. We will handle all of that for you, and your faculty need only pick up their order. We also maintain a record of the sizing and alma mater information for faculty, so if you request regalia for someone who has ever ordered regalia here before their information will already be filled in for you.

Cost-sharing with Commencement

Any faculty who attend the main University Commencement will have their regalia paid for by the Office of the Secretary. Please note that faculty must check in at the faculty sign-in table at Commencement to have their regalia covered in this way.

Cost-sharing between convocations

Any faculty who do not attend Commencement but RSVP for multiple departmental events will have their cost split between those events.

Shared pool of extra regalia, pay only for what you use

If you order through us you don't need to order extras that you may not use. If you need to place last-minute requests for regalia we can fill them from our pool of extras, and you will only pay for what you actually need.

If you are:

A department that requires regalia

Self-service faculty RSVP forms

If you enable a faculty RSVP form with regalia rentals enabled through your event page, you will need to provide a billing index so that you can be billed. Faculty will then be able to RSVP for your event themselves, enter their own sizing and alma mater, and a regalia request will be generated for them.

Entering your own regalia orders

If you would like to fully manage your own regalia orders, you can also use the "request regalia" link on your event to do so. This page allows you to manually create regalia requests for your event without enabling self-service faculty orders.

You can also use both this page and self-service RSVPs if you like, without worry of generating duplicate orders. If you manually request regalia for someone who is already RSVPed, the system will automatically collapse those requests into a single actual rental order. You can also enable self-service RSVPs without the option to rent regalia, and manually enter regalia rentals through this page.

A convocation that does not require regalia

If you do not enable regalia rentals through RSVPs or use the direct regalia request system through your coordinator interface, you will not need to provide a billing index and you will not be billed for regalia.

Ordering tams instead of caps

Convocation coordinators have the option to enable renting tams instead of caps. This will rent higher quality fabric tams instead of the normal mortarboard caps for any faculty who order in time to not receive an extra regalia order. Faculty who order late and have their order filled by extra regalia will not receive tams. If you want your faculty to wear tams they must have a rental request placed for your event, before the regalia deadline so that the system knows to rent a tam for them instead of a mortarboard. Encourage your faculty to RSVP as early as possible.

Due to Jostens' ordering system tams are only available when ordered with doctoral regalia. Masters' and undergraduate regalia will always include mortarboards.

Billing the cost of tams

Tams cost roughly $8-10 more than the standard caps to rent, and that charge will always be billed only to the events that requested the tam, even if that faculty member attends Commencement and/or other departmental events. If faculty RSVP to multiple departments that have requested tams, the tam charge will be split between those events only.

Also note that tams may not be available for all orders. Generally tams are only available to PhD-level regalia rentals, so attendees ordering master's or bachelor's level regalia may not receive tams. Any late orders that are filled with extras will also not include tams.

Previewing your regalia billing

Exact billing will not be available until after Commencement, because it will depend on the attendance information collected there. You can preview which faculty have ordered regalia through your admin interface throughout the semester though. On an event's "List faculty signups" page there is a column to let you filter a list to only faculty who have requested regalia. There is also an option in the event's dashboard called "regalia billing" that will show you what regalia requests are associated with your event, and what cost-sharing potentially applies to them.

You are encouraged to check your event regularly, and reach out to any faculty you feel may have RSVPed to your event in error as soon as possible to avoid regalia being rented for them and billed to your event. As a departmental coordinator you are also able to cancel any RSVP to your own convocation, but if you do so we encourage you to also reach out to the person who made it personally and explain why you are doing it.

Finalizing billing

Shortly after main commencement you will receive notification when regalia billing is ready for you to review. There will be a period of time in which you can manually edit the billing indexes of particular line items. This may be useful if, for example, you are a large school or college and wish to bill regalia to your sub-departments instead of paying for it all out of one index.