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Graduation Lists for Graduate Coordinators

Graduation Lists are issued by the Registrar's Office in Google Drive format. An email will be sent out when the lists are ready for review. Graduation Lists are generated three times a year: May for Spring, August for Summer, and December for Fall graduations. Two lists are issued each semester, the Preliminary list and the Final list. 

The lists will reflect the names of all students who have met their degree credit hour requirements for the program being completed. The lists are not based on a students Expected Graduation Date (AGD). 

When the lists are sent out the Registrar's Office will include an instruction document. Follow their instructions and take note of the deadline to make any updates. Between the release of the Preliminary and Final lists, updates can be made freely. The deadline on the Final list is more concrete, and changes will potentially need a Presidential Amendment after that date.

Graduate Coordinators review each student listed and will then provide their Degree Checkout Status. Once all students have a Degree checkout reflected, at the top of the Google Sheet, there will be a drop down. The department should review the lists first, and once the 'Pending' has been changed to 'Verified by Department' you are then able to finalize any changes before selecting 'Verified by Coordinator'. Once the Coordinator verification has been complete, the registrar's office will lock the sheet.

Checkout Status Definitions

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 statuses get reported by you and the departments on the graduation lists. Then the Registrar's office assigns the reported statuses to each student's record. 

Applied
  • Expected to graduate once the current term is complete. 
    • They have met all of 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 undergraduate students 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.
  • Graduate: Graduate students should only be placed 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 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.
Approved
  • When a graduate student has already met all graduation requirements including defending their Dissertation.
    • This status is for Graduate Students ONLY
    • This status should only be used if the graduation students has an approved completion notice on file.

Important Side Notes

  • On the Preliminary Graduation List you need to insert the Checkout Status
  • On the Final Graduation List, Degree Checkout will be reflected and you need to verify if it is accurate
  • Students who are completion - Review their Academic Advisement Report to make sure they have satisfied all requirements and that there are no Incomplete Grades reflected. To learn how to run an Academic Advisement report, click here
    • Note: A student cannot graduate if they have an Incomplete grade
  • If the Academic Advisement Report shows missing requirements or the student has an Incomplete Grade, you need to address any issues prior to the Program Completion Deadline
  • Always make sure to check GPA for all students on the Final Graduation List to make sure their Checkout status is correct (a student can not graduate if their GPA falls below a 3.00) 
  • For those students who are graduation, a Completion Notice must be submitted to move through approval authorization, which must be completed by the deadlines set by the Registrar's Office
 
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