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Graduation List Timeline

Graduation List Timeline and Process for SPRING terms:  

  1. Mid January – Any student who has an expected graduation term of the current term will be  assigned a graduation application and are expected to begin self reporting whether they are  graduating or not.  

     

  2. Late January – Preliminary graduation lists for MAJORS ONLY will become available in the google  drive where they are stored. You can begin reviewing these and sending them back at any time.  

     

  3. Mid February – Preliminary graduation lists for MAJORS ONLY are due to the Registrar’s office.  

     

  4. Late February – Preliminary MINOR lists will become available in the google drive. You can begin  reviewing and sending them back at any time. 

     

  5. Mid March – Preliminary MINOR lists are due back to the registrar’s office for processing. 

     

  6. Late April – One week or so prior to the faculty vote on degrees, the Registrar's Office will send a preliminary voting  list that should be reviewed as soon as possible. I do not need you to mark this list up and send  it back, but I do need an email listing any changes or additions needed. 

     

  7. Early May – A day or 2 before the faculty vote, the Registrar's Office will send the final version of the voting list. At  this point additions or removals will need to be announced as amendments by the relevant  academic dean at the faculty vote. 

     

  8. Early May (Afternoon of the Faculty vote) – This is where things start to feel a little wonky with  our timeline. The Registrar’s office will generate the final graduation lists (both majors and  minors) and upload them to the google drive for you to begin reviewing. However, these should  NOT be sent back to me until grades have been posted and all student’s GPA’s have been  reviewed and confirmed as eligible to graduate.  

    • his seems strange and confusing after you have already completed the voting list  (which is, technically, the most official list), and I totally get that. The reason we do it  this way is because the faculty vote actually takes place before grades are even posted in the spring. We must have the voting list finalized in time for the vote, but we also  need one last review once students grades are posted and CUM GPA’s are confirmed,  which is what the purpose of this final list is. 

    • You may also feel confused because I did actually change this timeline beginning last  spring. In the past, the registrar’s office would always send the voting list and the final  graduation lists at the same time in the spring. I made the decision to stop that because lists that are generated at the same time, will have the same mistakes on them and this  was causing you to have to mark up multiple lists which is not efficient. It makes more  sense to me to have you do the voting list first, then I can make any requested changes,  and then generate the most accurate versions of these final lists for you to review after  grades are posted. 
  9. Mid-May - 

    • Final graduation lists and completion notices for graduate students will be due back to  the registrar’s office a few days after final grades are posted.

    • After the Board of Trustees has completed their vote on degrees (typically a few days to  a week after the faculty vote), the Registrar's Office will award degrees. In the Spring, this typically happens  during the 3rd week of May but it does vary from term to term.

    • The registrar's office will order diplomas a few days following the awarding of degrees (fun fact! We made  the transition to Parchment as our diploma provider and our students will now have  access to an electronic version of their diploma merely days after I award degrees! No  more waiting months.) 

Graduation List Timeline and Process for FALL terms:  

  1. Mid September –
    • Any student who has an expected graduation term of the current term will be assigned a  graduation application and are expected to begin self reporting whether they are  graduating or not. 
    • Preliminary graduations lists for MAJORS only will be available for review in the google  drive. You can begin reviewing these and sending them back at any time.
  2. Early October - Preliminary graduation lists for MAJORS ONLY will be due back to the Registrar’s  office. 
  3. Mid October - Preliminary MINOR lists will become available in the google drive. You can begin  reviewing and sending them back at any time.
  4. Early November - Preliminary MINOR lists are due back to the registrar’s office for processing.
  5. Late December (First day of Final Exams) – Final lists (both major and minors) will be available in the google drive to begin reviewing. These can NOT be sent back to the Registrar’s office until  after final grades have been posted and reviewed.
  6. Early January –
    • Final graduation lists will be due to the Registrar’s office, as well as completion notices  for graduate students.
    • Preliminary voting list will be generated and sent out for review shortly after the final  graduation lists are due. This is a tight turn around time in the Fall because of staff being  off at the end of December and the vote typically being the 2nd week of January. 
    • Final voting list will go out just before the faculty vote. At this point additions or  removals will need to be announced as amendments by the relevant academic dean at  the faculty vote.
  7. Mid January – The Registrar's Office will award degrees and order diplomas shortly after doing so.  

Checkout Status’s 

Checkout Status’s are the codes that we attach to a student’s record in order to track who is on the  graduation list. These status’s get reported by you (the departments) on the graduation lists and the  Registrar’s office assigns the reported status’s to each student’s record. 

Definitions:
  • Applied
    • expected to graduate once the current term is complete. They have met all their  requirements as long as their GPA allows it after final grades are posted for the term. 
  • Within-6
    • undergrad expected to complete all but 6 or fewer credits this term and is eligible to  participate in the spring commencement ceremony. This should be reported for all  undergrads that are 6 credits or less regardless of whether they want to attend the  ceremony. These students are expected to complete in a future term
    • You should only be marking a graduate student as within 6 if they are planning to attend  the commencement ceremony. This status is not used for any other reason when it  comes to graduate students. 
  • On-Condition
    • These students are missing a requirement(s) that is expected to be resolved before the  end of the term. This could be needing to add the Professional Experience course to  their record, waiting to transfer in some final credits, or if they are taking one of their final requirements at one of the associated colleges during the term they are planning  to graduate. 
    • Students should also be listed as on condition if their CUM GPA is below the minimum  to graduate at the time the lists are processed since the completion of their program is  conditional to what their final GPA is after grades are posted for the term. 
    • Students listed as on condition are expected to graduate during the current term. 
  • GRADUATE STUDENTS ONLY: Approved
    • When a graduate student has already met all graduation requirements including  defending their thesis.
    • This status should only be used if the graduate student has an approved completion  notice on file. 

Things to Remember 

  • The advisement report is a really great tool for guiding students through their degree  progression. HOWEVER, the student’s eligibility to graduate is NOT dependent on the accuracy  of this report. Meaning, if there is something that is not counting correctly on their advisement  report and it appears like they are lacking requirements (even though they are not), this should NOT impact their actual degree completion or the way that they are reported on the graduation lists. The advisement report is simply a handy tool.
  • If you are struggling to decide whether a student should be listed as on condition or within 6, please reach out to the Registrar’s office for advice. A student being reported wrong can negatively impact them. 
  • As students’ situations inevitably change throughout the term, please reach out to the  Registrar’s office and let me know as soon as you are aware of these changes. Please do not wait  to report it all at once on the final lists. We want those final lists to be as accurate as possible by  the time they are generated.

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