Graduation Ceremonies at EPIC are Totally EPIC

Each year, our graduation ceremony grows tremendously and planning an event of this magnitude takes great effort and planning. The success of this year’s ceremonies is dependent upon the volunteer efforts of faculty and staff members…and participating students and their friends and family members who attend.

Due to COVID-19, we will be holding multiple ceremonies to make safe accommodations for everyone and limit the number of graduates participating in each event. This also allows each graduate the opportunity to invite more guests rather than limiting their guest lists. This is being done in accordance with state, city and venue social distancing policies and with the utmost care of ensuring a safe, but fun environment for all participants.

Seniors will be receiving notifications from EPIC Charter Schools with updates regarding these events in the coming months. Graduates will need to register through EPIC and order their Cap and Gown from Herff-Jones.

The official graduation registration will be sent to Seniors beginning in late February to early March. You must register to attend the ceremony of your choice in advance. There will be a limit of 500 graduates per ceremony. As ceremonies fill up we will re-evaluate the numbers of participants and guests to determine if more seats can be added. Each ceremony will be live-streamed to EPIC’s website and Facebook page and recordings will be available on EPIC’s website, Facebook page and YouTube.

Important: While seniors will be allowed to participate in these ceremonies, only seniors who complete their graduation requirements will be issued a diploma. It is important for every senior to understand they must complete their requirements to earn their high school diploma.

Dates & Locations

Stillwater

Oklahoma State University
Gallagher-Iba Arena
200 Athletic Center
Stillwater, OK  74078

Saturday, May 21, 2022

STILLWATER NOON CEREMONY VIDEO STILLWATER 5:00 PM CEREMONY VIDEO

Tulsa

Oral Roberts University
Mabee Center
7777 South Lewis Avenue
Tulsa, OK 74171

Saturday, May 28, 2022

  • The mid-day ceremony will begin at 12:00 p.m.
  • The evening ceremony will begin at 5:00 p.m. – CAPACITY REACHED
    *WAITLIST ONLY

NOTE: Registration closed 48 hours prior to the ceremony.

Norman

University of Oklahoma
Lloyd Noble Center
2900 South Jenkins Avenue
Norman, OK 73017

Saturday, June 4, 2022

  • The mid-day ceremony will begin at 12:00 p.m. – CAPACITY REACHED
    *WAITLIST ONLY
  • The evening ceremony will begin at 5:00 p.m. – CAPACITY REACHED
    *WAITLIST ONLY

REGISTER FOR NORMAN
NOTE: Registration will close 48 hours prior to the ceremony.

*Being on the waitlist does not guarantee a spot for this event. When a spot opens up an automated email message will be sent to the next person on the waitlist. You will have 24 hours to claim your spot after receiving the Eventbrite automated email, so monitor your inbox and don’t forget to check your junk/spam folder as well.

Students may only participate in one commencement ceremony each.

Space is limited for each ceremony and spots will be filled on a first-come, first-served basis. Registration is for graduates ONLY, guests will not need to register.

Graduates should arrive at least 60 minutes before the ceremony, preferably 90 minutes. Ceremonies should last between 60 minutes and two hours.

Frequently Asked Questions

Q: How do students register?
A: The registration link will be available on this page and will be emailed to qualifying graduates in the months leading up to the ceremonies.

Q: Can students participate in more than one ceremony?
A: No, students can only participate in one ceremony.

Q: How many guests can a student bring?
A: By limiting the number of graduates who can participate in each ceremony we will not have to limit the number of guests.

Q: When will seniors be notified of their status?
A: We began notifying students via email and mail starting in March and continue to send reminders and notifications throughout the remainder of the school year.

Q: Can an EPIC graduate from a previous graduating class participate in this year’s ceremonies?
A: If they were unable to attend the year they graduated due to extenuating circumstances we will work with them so that they can participate in one of these ceremonies. We just ask that they select “Class of 2021 or earlier” on the drop-down asking for the student’s grade when registering. If you have questions or concerns, please reach out to us at communications@epiccharterschools.org.

Q: Are graduating seniors required to participate?
A: No, but we strongly encourage participation. No one regrets attending and marking this important moment in their lives.

Q: How long does the ceremony last?
A: We try to keep each ceremony under 2 hours. Ideally, it would last an hour and a half.

Q: Can graduates walk across the stage with their children?
A: No, this day is reserved for the graduates only and space is limited. Besides that, it would be a potential liability (and distraction) to have little ones on the court.

Q: I prefer to go by a name other than my legal name. Can my preferred name be read in the ceremony and listed in the program?
A: Absolutely, we just ask that you let us know. Students will be able to write their name as they want it called in the ceremony. But, diplomas must list the student’s legal name. If the graduates’ name is legally changed official documentation showing the legal name change must be submitted to records and we will update the diploma accordingly. This is true for graduates of previous years as well.

If you have questions or concerns, please reach out to us at communications@epiccharterschools.org. We are always happy to help!

Q: What if the graduate has special needs?
A: Each of the three facilities is ADA compliant and prior to EPIC entering into an agreement with them we discussed making sure that everything, including staging, would be fully accessible for all graduates. We will be working closely with our team of certified special services staff to provide accommodations for ALL graduates who need them.

We ask that you please note what needs the graduate will have when registering and someone from our Special Education Department will reach out to you prior to the ceremony to ensure that their team is ready to assist the graduate and make this day special for your entire family. We will also have dedicated quiet rooms available for graduates who need a quiet space on their graduation day.

If you have any additional questions or concerns, please reach out to us at communications@epiccharterschools.org.

Q: Will there be a virtual ceremony?
A: We are not doing a virtual ceremony this year. We will be holding six live, in-person ceremonies. With such a large graduating class we do not have the manpower to do a virtual ceremony and six in-person events.

Each ceremony will be live-streamed to EPIC’s Facebook page, facebook.com/epiccharterschools, and the home page of the website, epiccharterschools.org.

Recordings from each ceremony will be uploaded to the EPIC website and EPIC YouTube channel. Look for them to be added to this webpage as well following the ceremony.

Q: Will there be a slide show?
A: Seniors may upload their photos for the slide show which will run before the start of each ceremony. Due to the size of this year’s graduating class, we are limiting it to one photo per student and there will be separate slide-shows for each location (see below).

  • Stillwater Photo Upload Form for May 21, 2022: The deadline for submissions was Sunday, May 4, 2022, at Midnight CST
  • Tulsa Photo Upload Form for May 28, 2022: The deadline for submissions was Sunday, May 8, 2022, at Midnight CST
  • Norman Photo Upload Form for June 4, 2022: The deadline for submissions was Sunday, May 15, 2022, at Midnight CST

Grand Life Photography is offering individual photo sessions for EPIC students in their Oklahoma City studio at no charge. They do have EPIC caps and gowns available for these sessions. You can book a private session with them at: grandlifephotography.com.

Q: Is there an EPIC Senior Shirt?
A: Yes, we hold a Senior Shirt design contest for all of our graduates each year, then the graduates themselves get to vote on their favorite of three designs by their fellow classmates.

Learn more at epiccharterschools.org/senior-t-shirt-contest.html.

The winner of the Class of 2022 Senior Shirt competition is Kierrstyn Tegethoff and the runners-up were Juleona Jordan and Phoenix Kiser.

Q: How much are caps and gowns?
A: If you have your Cap & Gown shipped to your home the total cost including shipping and handling was $49.90. The deadline for ship-to-home orders was Thursday, April 21, 2022. The deadline for online ceremony pick-up orders was Wednesday, April 17, 2022.

Herff Jones will have a booth in the graduate check-in area for both ceremony pick-up orders and on-site purchases. Caps and gowns will be sold for $40, and both cash and credit cards will be accepted.

If you have cap, gown, or tassel issues, please visit the Herff Jones booth. They will be able to assist you, and if necessary, make exchanges.

Contact Herff-Jones at 1-866-238-5336 or visit herffjones.com for more information. Customer Service is available Monday-Friday from 8:00 a.m.-5:00 p.m. EST.

Some Native American tribes offer special opportunities to their graduating members like stoles or even assistance in purchasing graduation regalia. EPIC’s Multicultural Programs team has been reaching out to Oklahoma tribes to see what assistance and opportunities they offer for their high school graduates. Learn more at epiccharterschools.org/native-student-grad-resources.html.

Q: Can the Learning Fund be used to pay for caps and gowns?
A: No. Since these items are traditionally saved as keepsakes and sizes vary, the Learning Fund may NOT be used.

Q: Can I decorate my cap?
A: Absolutely, we just ask that you keep it tasteful as this is a family event.

Q: Are graduation yard signs available?
A: Herff-Jones, our cap and gown vendor, is offering customizable yard signs with the EPIC school logo and colors. There are 13 options to choose from, each made of heavy-duty corrugated plastic and these will ship to the student’s home within 48 hours of placing an order.

Here is the link to view the designs and/or place an order: hjkissinger.buildasignenterprise.com/epic-charter-school.

Q: What honors does EPIC recognize in the commencement ceremony and program?
A: EPIC will provide the following honor cords, stoles and medals for students who qualify:

  • Valedictorian* – Valedictorian distinction will be awarded to anticipated graduates whose weighted cumulative grade point average is higher than a 4.25. Such students will receive a valedictorian medal at the graduation ceremony.
  • Salutatorian* – Salutatorian distinction will be awarded to anticipated graduates whose weighted cumulative grade point average is between a 4.01 and a 4.25. Such students will receive a salutatorian medal at the graduation ceremony.
  • Oklahoma Academic Scholar – Oklahoma Academic Scholars receive a certificate of recognition from the State Board of Education and their local high school, a gold seal affixed to their diploma, a green honor cord and the honor recorded on their official transcript. Learn more at: sde.ok.gov/academic-scholar-recognition-program.
  • Superintendent’s Honor Roll** – Superintendent’s Honor Roll is a distinction for all students earning a 4.0 and they are awarded a double blue and gold honor cord at graduation.
  • Principal’s Honor Roll** – Principal’s Honor Roll is a distinction for all students earning between a 3.5 and a 3.99 and they are awarded a white honor cord at graduation.
  • National Honor Society* – Students in the National Honor Society will receive a white NHS stole. If you were inducted into the National Honor Society at another school or district you will need to transfer your membership to EPIC. Learn more at: epiccharterschools.org/national-honor-society
  • EPIC Student Council – Members of the EPIC Student Council will receive a special stole to wear at graduation.

The stoles, medals and cords listed above will be available for pick-up at the commencement ceremonies

If students have earned additional honors outside of the ones listed above they are welcome to wear them at the ceremony.

*Valedictorian and salutatorian status will be determined by the weighted cumulative grade point average of all seniors as of the end of the first semester of their senior year. To be considered, a student must pace to the end of the first semester of their senior year no later than April 30. Students who completed all graduation requirements during the first semester of the school year also will be considered for valedictorian and salutatorian status.

**To be recognized in the printed graduation program as a Superintendent or Principal Honor Roll honoree, students must have completed the first semester of their senior year no later than April 30.

Q: Can I wear awards other than the ones listed above?
A: Absolutely! Students should be identified for their achievements and we look forward to seeing them with all of their honors.

Q: What if I was in the National Honor Society at another school/district?
A: Students may transfer their membership using the Transfer Membership form found at epiccharterschools.org/national-honor-society.

Q: When will students receive their diplomas?
A: Diplomas have always been mailed during the summer. At the ceremony, students will receive a diploma cover to hold their diploma. Diplomas are typically mailed to graduates beginning in late July-early August.

*EPIC assets must be returned prior to diplomas being mailed. The asset team will have a collection table at each ceremony to collect any and all assets from graduates.

Q: What if I don’t receive my diploma?
A: First, students must return all assets in order to receive their diplomas. Once returned, diplomas are mailed to the last address listed for them in PowerSchool. We also have a diploma reprint form which can be found on our website at epiccharterschools.org/diploma. This form can be used to request reprints of diplomas for past years as well.

Q: What is the deadline to be listed in the graduation program?
A: To be guaranteed listing in the graduation program, a student must have a projected graduation date of June of that school year no later than May 1 of the same school year.

Q: What about senior photos?
There will be professional photographers from Grand Life Photography taking pictures of graduates both before the ceremony and as they walk across the stage to receive their diplomas cover at each of our six commencement ceremonies. Proofs will be emailed to graduates and their families in the days and weeks following the ceremony. There is no obligation to buy and you can see your proofs prior to deciding if you would like to place an order online.

Grand Life Photography is offering individual photo sessions for EPIC students in their Oklahoma City studio at no charge. They do have EPIC caps and gowns available for these sessions. You can book a session through them at grandlifephotography.com/.

Q: Can students order official announcements?
A: You are welcome to use any vendor you like, but there are no formal arrangements made with any particular company at this time. There are a great number of sites online you may choose.

Q: Will accommodations be made for the deaf and hard of hearing?
A: Yes. Absolutely, but we do ask that students notify us of the number of guests in their party that may need this service. That helps us plan better. Just email communications@epiccharterschools.org. When registering, please note that an interpreter will be needed on the accommodations dropdown.

Q: What about wheelchair access or seating for family and friends who need assistance?
A: When you register we ask if you need such accommodations and we will certainly provide them. All three facilities are ADA compliant.

Q: Did we miss anything?
A: Probably. But, we plan to keep you updated throughout the year. Save this page in your bookmarks! Or email us at communications@epiccharterschools.org with your questions or suggestions of additional things we should add to this page. We want to make sure you have all of the information you need to plan for your big day!

Cap & Gown

EPIC Cap & Gown

Herff Jones will have a booth in the graduate check-in area for both ceremony pick-up orders and on-site purchases. Caps and gowns will be sold for $40, and both cash and credit cards will be accepted.

If you have cap, gown, or tassel issues, please visit the Herff Jones booth. They will be able to assist you, and if necessary, make exchanges.

Have questions? Contact Customer Service toll-free 866-238-5336 or email highschoolcs@herffjones.com.

CAP & GOWN ORDER INFORMATION

Note: Learning Funds MAY NOT be used to purchase graduation items.

Caps and Gowns are ROYAL BLUE, with a YELLOW/GOLD STOLE and a BLUE & YELLOW Tassel.

Some Native American tribes offer special opportunities to their graduating members like stoles or even assistance in purchasing graduation regalia. EPIC’s Multicultural Programs team has been reaching out to Oklahoma tribes to see what assistance and opportunities they offer for their high school graduates. Learn more at epiccharterschools.org/native-student-grad-resources.html.

Slide Show

If you would like to be included in the Graduate slide show that will run on the scoreboards before the start of each ceremony, just submit your current photo using one of the forms below. With such a large graduating class, we are limiting it to just one photo each (current) and ask that you submit your photo for the location in which you will be participating. Yes, there will be separate slide shows for Stillwater, Tulsa and Norman, that way we may be able to play through them all twice as guests are being seated and graduates are checking in, having their photographs taken and preparing for the ceremony.

The deadline for submissions for the Stillwater ceremony was Sunday, May 1, 2022, at Midnight CST.

The deadline for submissions for the Tulsa ceremony was Sunday, May 8, 2022, at Midnight CST.

The deadline for submissions for the Norman ceremony was Sunday, May 15, 2022, at Midnight CST.

The deadlines for photo submissionshas passed. No photos will be accepted after these dates to allow time for editing and testing of the presentation and to follow along with the deadlines for media submissions set forth by the venues. Thank you for your understanding.

EPIC caps and gowns will be available at EPIC School Picture Days for graduates who would like to get their photos made in graduation regalia prior to ordering their caps and gowns. Learn more about these dates and register at epiccharterschools.org/epic-school-picture-days.html.

Grand Life Photography is offering individual photo sessions for EPIC students in their Oklahoma City studio at no charge. They do have EPIC caps and gowns available for these sessions. You can book a session through them at grandlifephotography.com/.

Translation Services

Attendees can listen to the graduation ceremony in multiple languages via streamer.com using a personal device (phone or tablet with earbuds or headphones).

Open a browser and go to www.streamer.center. Sign in using the language you would like, Account EPIC-****** Password 12345678

  • Afrikaans (Account= EPIC-Afrikaans Password=12345678)
  • Cantonese (Account= EPIC-Cantonese Password=12345678)
  • Dari (Account= EPIC-Dari Password=12345678)
  • English (Account= EPIC-English Password=12345678)
  • Farsi (Account= EPIC-Farsi Password=12345678)
  • Filipino (Account= EPIC-Filipino Password=12345678)
  • Hindi (Account= EPIC-Hindi Password=12345678)
  • Mandarin (Account= EPIC-Mandarin Password=12345678)
  • Pashto (Account= EPIC-Pashto Password=12345678)
  • Persian (Account= EPIC-Persian Password=12345678)
  • Russian (Account= EPIC-Russian Password=12345678)
  • Spanish (Account= EPIC-Spanish Password=12345678)
  • Vietnamese (Account= EPIC-Vietnamese Password=12345678)

Click on room Epic_Charter_Schools-002 Graduation Ceremony.

Download a pdf of translation information: English | Spanish | Filipino | Dari

Additional Questions?

Have any questions that weren’t answered here, just reach out to us at communications@epiccharterschools.org and we will do our best to answer any and all questions you may have relating to graduation.

If you have questions regarding graduation requirements or GPAs, you should reach out to your GSS (Graduation Support Specialist).

For questions about cap and gown orders, please contact Herff-Jones directly at 1-866-238-5336.