This is the final briefing for the March 2021 ceremonies. For specific information not covered through this briefing, please e-mail Camp 5 as follows:
firstname.lastname@example.org – for issues relating to Webex registration, log-in and technical difficulties
email@example.com – for individual circumstances relating to ring delivery and ring exchanges
firstname.lastname@example.org – for general queries and all other issues relating to the ceremony, ring delivery and ring exchanges
This briefing covers the following components:
- Ceremony Schedule
- Ceremony Participation
- Guidelines on the use of Webex
- Ring Presenters
- Ring and Certificate Delivery
- Ring Exchange
We look forward to welcoming you to the 2021 Camp 5 Iron Ring Ceremonies where you will become Obligated Engineers. Throughout your careers, you will then be able to wear the Iron Ring with pride as a reminder of your obligation. While we prefer to conduct the ceremony live and in-person, the pandemic has required a move to online ceremonies this year. We thank you for your understanding.
Because the ceremonies are online, you will receive your iron ring after you have taken the obligation and completed the online poll during the ceremony.
This briefing provides you with information on the ceremony schedule, access to the online ceremony, the format and requirements of the ceremony, and arrangements for ring delivery/exchange after the ceremony. Please review this message carefully as it contains important information to assure your effective participation and to assure effective ring delivery/exchange.
2. Ceremony Schedule
The 2021 ceremonies have been scheduled over four days as follows, intended to assure an even distribution of participants:
7 pm on Tuesday, March 23: all senior candidates, all BCIT candidates, all SFU candidates, and UBC candidates as follows: Engineering Physics, Geological Engineering, Mining Engineering
7 pm on Wednesday, March 24: UBC candidates as follows: Biomedical Engineering, Computer Engineering, Electrical Engineering, Mechanical Engineering
7 pm on Thursday, March 25: UBC candidates as follows: Chemical & Biological Engineering, Civil Engineering, Integrated Engineering, Materials Engineering
8 am on Saturday, March 27: available for those who are unable to attend the regular ceremony, especially any candidates in time zones in Europe or Africa or the Middle East.
All candidates will be registered for the relevant ceremony as indicated above. If you are unable to attend the ceremony designated for your cohort, and wish to participate in an alternate ceremony, please e-mail email@example.com with your request. [For last minute changes please e-mail instead firstname.lastname@example.org.]
3. Ceremony Participation
Only those who have repeated the obligation and completed the online poll during the ceremony will be sent their iron ring.
In advance of the ceremony, you will receive an e-mail from Webex with a link and access code to enable you to “Register” for your designated ceremony. Once you have registered, you will receive a follow-up Webex e-mail inviting you to “Join” the event, and you should do so on the day of the ceremony.
For the evening ceremonies, you will be able to log into the event starting at 6:45 pm. [A short video with Webex guidelines will then be playing in a loop, so as to enable you to verify your online settings.] The event will commence shortly after 7:00 pm, with a welcome from Camp 5 and an introductory video for the first fifteen minutes. The ceremony itself will commence at 7:15 p.m. [For the morning ceremony on March 27, the corresponding times are 7:45 am, 8:00 am, and 8:15 am.]
You will need to remain online for the full duration of the ceremony. Your audio and video will be muted throughout the ceremony. During the ceremony, you will be required to repeat the obligation out loud, so please ensure you are in a private location where you can do this. After you have repeated the obligation, you will need to verify that you have taken the obligation by responding to a poll on your Webex screen.
The ceremony will be followed by an optional panel discussion / Q & A session of up to 30 minutes for those of you who wish to participate.
The overall event, including the introductory video, the ceremony itself and the panel discussion, is expected to extend over approximately 1-1/2 hours. We ask that you do not record any part of the session or take photographs.
Dress Code. The Camp 5 dress code, which is intended to maintain the standards, professionalism and traditions of the ceremony, is business casual. Participants are encouraged to adhere to this code, even though the ceremonies will be held online.
4. Guidelines on the Use of Webex
We recommend that you consider the following guidelines in order to assure that your participation and viewing experience are optimal.
Before the Ceremony
Please be aware that, in order to join the event, you will first need to respond to an initial webex.com e-mail to “Register” for the event; and then, on the day of the ceremony you will need to respond to a follow-up webex.com e-mail inviting you to “Join” the event.
For the first-time Webex user, please test your system in advance of the event by participating in a Webex test meeting. If you encounter issues with Webex after the test meeting, please refer to the Webex system requirements link to check your system compatibility.
During the Ceremony
When you first log into the event (between 6:45 and 7:00 pm), you should find that a short video with Webex guidelines will be playing in a loop, so as to enable you to verify and adjust your online settings. During the entire event, you should avoid running other Internet bandwidth-intensive applications on your home network. Please be aware that, during the ceremony itself, your video will be disabled, your audio will be muted, and you will be unable to chat with all the participants.
If you have technical issues during the ceremony, you may chat – privately please – with the Camp 5 Webex Admin (indicated as the “host”) for further technical assistance.
After the Ceremony
During the (optional) panel discussion / Q&A session after the ceremony, you may unmute your audio to raise questions or make comments, but then please be mindful of any background noise that you microphone may pick-up. And/or you may chat at that time with all participants. During this part of the event, please avoid raising technical issues.
5. Ring Presenters
Some candidates have nominated Ring Presenters (Obligated Engineers only) as participants in the ceremony. Because rings will only be made available after the ceremony, Ring Presenters will be unable to play a traditional role of ring placement during the ceremony. Instead, they will be issued with distinct Webex invitations to register and attend the ceremony. At a later time, once the ring has been obtained, the candidate and presenter may wish to make private, in-person ring presentation arrangements that respect COVID protocols. [The latter arrangement is entirely optional; Camp 5 is not involved in this and does not require a record of it having taken place.]
If you would like to nominate a Ring Presenter, please send an e-mail by March 1, 2021 if possible to email@example.com with “Ring Presenter Registration” in the subject line, and with the following information: candidate first name, last name, e-mail address; ring presenter first name, last name, e-mail address;, confirmation that the ring presenter is an obligated engineer; and the ring presenter’s relationship to candidate (e.g. mentor, sister, …).
6. Ring and Certificate Delivery
Following the ceremony, your Iron Ring and Certificate, which includes your unique Obligation Number, will be mailed to you to the mailing address you have provided, or will be available for pick-up for those UBC obligants who have elected this option.
Mailing Option. For rings sent by mail, please note that the rings will be sent by regular mail, without a tracking option. The mailing address should be valid over the period April 1- 30. If you have not received your ring by April 30, please e-mail firstname.lastname@example.org to enquire about the status of the mailing.
Registered Mail Option for Overseas Addresses. For candidates outside Canada and the US, we offer the opportunity for you to have the ring sent by registered mail with tracking for an additional fee of $20. If you wish to request this, please send your request prior to March 15 to email@example.com, and you will subsequently be requested to make a corresponding e-transfer.
Pick-up Option for UBC graduates. This applies only to those candidates that have pre-arranged to pick-up their rings and certificates. Ring pickup at the Engineering Student Centre (ESC) at UBC will be available March 27-28, 2021 and April 17-18, 2021, between 10:00 am and 4:00 pm. When arriving at the ESC, please line up on the south side of the building according to the posted signage and have a piece of ID ready to show the EUS representative. You will not be permitted inside the ESC. The EUS representative will pass your ring and certificate through a window and allow you to try it on, and if required, will provide an alternative size. All rings passed to you will be suitably sanitized or packaged. Please wear a mask while picking up your ring. The address of the ESC is 2335 Engineering Road, Vancouver, BC V6T 1Z4, between the Fred Kaiser Building and the Civil and Mechanical Engineering (CEME) Building. The closest parking is at the Health Sciences or Thunderbird Parkades, or it is a short walk south from the UBC bus loop. Please note that you may pick-up your ring on any of the four days. If you have not picked up your ring during the available times, we will email you to confirm your mailing address and it will then be mailed to you.
7. Ring Exchange
You may exchange your ring at no charge if requested within one month of receipt of the original ring.
If you have arranged to pick up your ring in person at UBC, you may try your ring and exchange it for the correct size at that time, and so there should be no need for a subsequent ring exchange.
If you received your ring by the mail and wish to exchange it for another size, please proceed as follows:
- Ring Size. Please determine the new ring size you are seeking by considering the last two FAQ on the following web-site: https://camp5ironring.ca/faq/
- Exchange Request. Please write to firstname.lastname@example.org requesting a ring exchange, and provide the following information: your obligation number (on the certificate), your first name, your last name, your e-mail address, the previous and requested ring sizes; your requested method of ring exchange (see 3A, 3B, 3C below); and finally your mailing address if the exchange is to be done by mail (see 3C below).
3A. In-person Exchange Option for UBC graduates. If you have advised Camp 5 of this method of ring exchange with at least 2 days’ notice, you may attend the ESC (see instructions above) during April 17 and 18, 2021 between 10:00 am and 4:00 pm to exchange the ring in person. Please note that you will be required to observe fully COVID protocols, including distancing, the use of masks, and remaining outdoors.
3B. In-person Exchange in West Vancouver. If you are able to travel to West Vancouver, you may arrange with the Camp 5 representative to make the exchange in person respecting COVID protocols. Please finalize the specific exchange arrangements with Madeline Williams at email@example.com.
3C. Mail option. Alternatively, please mail the original ring to us at the following address:
Camp 5 Iron Ring
PO Box 93011
West Vancouver, BC V7W 3G4
Please include in the envelope your obligation number, first name, last name, e-mail address, mailing address, and the requested ring size of the new ring. Once we receive the original ring, we will mail the exchanged ring to the address that you have provided and with the size that you have indicated. You need to write to firstname.lastname@example.org before proceeding with this option. However, unless you have a specific question, you will not receive a response e-mail. Please use a standard sized envelope and only include the ring and a piece of paper with the required information. The exchanged ring will then be mailed to you.
If you have any questions regarding the exchange details (e.g. change of address), or if you need to enquire about non-delivery by mail (but please first wait for up to three weeks), please contact Madeline Williams at email@example.com (without copying firstname.lastname@example.org).