Graduation timeline (for graduation coordinators)
- Denise Kidd
Pre-term
Online grad app opens
The online grad app opens the first day of finals two semesters prior.
Graduation term | Grad app opens on the first day of finals |
Spring | Previous summer |
Summer | Previous fall |
Fall | Previous spring |
Student instructions for the online graduation application
Things you may want to do
Spring only – identify students who are eligible to participate in graduation but aren’t graduating (prior fall, future summer grads) and invite them to submit a participation form.
Compare submitted graduation applications to your list of expected grads and provide intervention as needed.
Two Self-Service Reports that may be helpful to you are the Applied to Graduate and Majors and Minors reports.
Review completion of degree requirements of prospective grads to give advice for any changes needed to term registration.
Review students’ program/major/minor/certificates. If any changes are needed AFTER a student has submitted a grad app, contact our office before making any changes to curricula.
Inform our office of any new graduation coordinators in your area so that we can update our list.
Beginning of the term
Graduation dates and deadlines
The Graduation Coordinator will send out the semester’s graduation dates and deadlines the week after the add period ends to all graduation coordinators.
Things you may want to do
Spring only – follow up with eligible non-grad participants who haven’t submitted a WP app.
Compare submitted graduation applications to your list of expected grads and provide intervention as needed.
Two Self-Service Reports that may be helpful to you are the Applied to Graduate and Majors and Minors reports.
Make your initial degree certification appointment.
Review completion of degree requirements of prospective grads.
For any prospective grads who won’t complete requirements, contact our office to cancel the app. You will want to follow up with those students to notify them they will need to apply in a future term.
Submit any needed petitions
Submit pointer change requests
During the term
Walking prior app deadline - spring only
Students who are participating in Commencement prior to completing their degree requirements are referred to as Walking Prior (WP). Students should complete the form and submit to the graduation coordinator for review, and as appropriate, submit to our office.
Program list proofing - spring only
Spring only - The program list includes all students whose names will be printed in the Commencement program. Note that students who have elected full confidentiality will not have their names printed in the program. This list includes spring graduates and students who submit a WP/WF app.
Students who submit a WP app after the program lists are due to University Marketing & Communications will not have their names printed in the Commencement program, but they can participate in the ceremony. While our office generates the list for your review, the program lists are submitted to University Marketing & Communications for printing.
While our office has historically provided the program list for proofing, this is subject to change. Our team will be sure to inform you of any changes.
Degree checkout list proofing
The degree checkout list includes all students who have applied to graduate. Departments should use this list to:
Make sure all students who should apply have applied
Ensure the correct spelling of names
Ensure the program, majors, minors, and certificates are correct
Reviewing diploma names and addresses (no Chinese characters, no PO boxes)
Grad app holds
All students who apply for graduation, including students those who are participating (WP/WF) will have a graduation application hold preventing registration automatically applied to their record. It appears to students as “Grad App Recd”. WP applicants do not get the hold. Grad app holds for graduates continuing in a future term will be ended after the addenda period.
Major/minor/cert certification - undergrad students only
Faculty use the major/minor/cert certification tool to indicate whether a student has satisfied the major/minor/cert requirements. This tool is used for undergraduate students only.
End of term
Last day of classes - grading opens
Grading opens on the last day of classes, allowing instructors to enter grades. Grading closes at the conclusion of the addenda period (two weeks after degree conferral).
Last day of classes - degree certification starts
Also on the last day of classes, degree certification starts. As grades are posted, review students’ records to identify those who have completed degree requirements. Certify degrees as they become eligible.
First day of finals - online grad app closes, PDF only
On the first day of finals, the online grad app closes. From this point until the end of the addenda period, new applicants should use the PDF to apply. Once approved by the graduation coordinator, it should be submitted to our office. Applications are accepted until the end of the addenda period, which lasts two weeks after degree conferral.
Degree certification appointments
Degree certification appointments with our office begin the week of degree conferral. Certify as many as students as you can, but students who have grades posted after degree conferral can still be certified during the addenda period. This period is considered the initial degree certification period, but addenda appointments may be considered during this time as scheduling allows.
During the appointment, graduation coordinators will meet with Registrar staff to verify degree certification. We will work together to ensure our lists of certified students match and update inconsistencies as needed.
After the last initial degree certification appointment, certification temporarily closes and will re-open as indicated in the graduation dates and deadlines email.
Degree conferral
On the date of degree conferral, all certified records will be awarded in bulk. The following degree conferral dates apply to most students:
Spring – Commencement Day
Summer – August 15
Fall – December 31
The Law School uses different conferral dates.
Addenda
The two weeks after degree conferral is the addenda period. During this period, our office will accept graduation applications, grading will remain open, and we will offer degree certification appointments to continue certifying and awarding degrees.
Post-addenda
When the addenda period ends, degree certification ends and grading closes for the semester. No further degrees for the term will be awarded.
After the addenda period, the Registrar’s Office will:
Start ordering diplomas
Close grading
Inactivate all graduates not continuing in another program in a future term
Remove the grad app hold from students who are continuing in another program in a future term
Inactivate grad apps for all students who submitted a WP application (did not complete degree requirements, only participated in Commencement)
Update curricula, student type, and classification for students who are continuing in another program in a future term
Inactivate sought records (Sought records (SO in SZADEGR) indicate a student applied to graduate but their degree was not certified nor awarded)
Inactivate the graduation application for students who were not awarded
Additional notes
Changing curricula after grad app has been submitted
Ask the Registrar’s Office Commencement Coordinator to remove the grad app.
In SFAREGS, update the student’s program. Notify our office when finished.
The student must reapply for the degree online or submit a new PDF application.
If adding a new undergraduate secondary program, including a certificate, a new online application for degree for the new secondary degree will be required.
Grad app holds
Upon submission of a graduation application or a walking prior application, students have a graduation application received hold on the record. This holds prevents registration for a future term.
For students who are continuing to a program in a future term, the admitting program office can contact our office as needed to request lifting of the hold.
Diploma shipping
Inform students that they should receive their diplomas approximately 4-6 weeks after the degree conferral date. Electronic Diplomas also take 4-6 weeks to be generated but are available as soon as the paper copy ships. Students receive 2 emails: one to notify them their diploma has been shipped and a second to let them know the electronic diploma is available.
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