Procedure: Transcripts for Degree Checking
Each semester two degree audits for each student indicating an intent to graduate; i.e., those who have informed the Registrar of an intent to graduate through the registration or schedule change process, are produced by the Registrar's office and forwarded to the appropriate college deans for use in assuring that degree requirements have been met.
1. The Registrar's office will certify that the candidate has met the 2.0 cumulative grade point average requirements prior to graduation. The Registrar's office will also certify the grade point average requirements for graduation with distinction. (Ref: Senate Policies 82-40.1 and 88-30)
2. The college dean will certify that the candidate has met the 2.0 cumulative grade point average in courses designated in the Baccalaureate Degree Programs Bulletin as "Prescribed Courses" and "Additional Courses" in the category designated as "Requirements for the Major." The requirements will be effective at the graduation of those students admitted or readmitted to the University beginning with the Summer Term 1980. (Ref: Senate Policy 82-40.2)
It is responsibility of the appropriate college dean to ensure that each candidate has fulfilled the approved University requirements for a baccalaureate degree or associate degree and to certify that fact to the Registrar before the degree is conferred.
1. Each baccalaureate degree student who expects to graduate at the end of the semester informs the Registrar of his/her intent to graduate through the registration of schedule change process for that semester.
2. Tentative graduation approval indicators are entered by the student's college on ISIS screen ARUGA for those students who meet the preliminary graduation requirements.
3. Graduation student schedule lists, based on the tentative graduation approval, are prepared by the Registrar's office for each college which includes the name, major and course schedule of each candidate. These lists are distributed to each college during the sixth week.
4. During the sixth week of the semester, each college will receive from the Registrar's office an alphabetic list of all students who have been given tentative approval. If a student has not fulfilled degree requirements, it is the responsibility of the college dean to notify the student that he/she will not be graduated at the end of the semester.
5. At the end of the tenth week of the semester, each college received a copy of the commencement program proof. Any discrepancies are noted on the copy, the copy is signed by the college ACUE dean and returned to the Registrar's office. The signature on this list certifies that each candidate has or will complete the degree requirements by the end of the semester.
6. If it is determined that a student is to be removed from the graduation list after certification was accomplished in accordance with paragraph five, the deletion will be made by electronic mail from the college dean to the Registrar. Two removal deadline dates are established to assure time to complete necessary tasks associated with removing students from the graduation list. Students must be removed by 4 p.m. five days prior to commencement if one or more of the following requirements are not met.
a. Limitations on Time for Credit Acquisition, Senate Policies 83-80.2 and 83-80.3.
b. Short total credits completed, including credits scheduled.
c. Did not complete or register for a required course.
d. Removal of a grade (NG) or a deferred grade (DF) for previous semester.
e. Did not complete or register for the required PE credits.
Students must be removed by 4 p.m., two days prior to commencement if one or more of the following requirements are not met.
a. Requirements satisfied by current semester grades. Assume "C" if grade is not available by the deadline.
b. Required courses or credits registered through Independent Learning not received.
c. Revised current semester course grades, removal of deferred grades (DF) not received.
d. Advanced standing from another school not received.
e. Credit by examination not received.
The responsibility for notifying the student of this action rests with the college dean. A registered letter will be mailed to the student's local address if the student cannot be contacted by telephone. A copy of the letter is sent to the Registrar's office.
If the deadline date is a holiday; the next working day becomes the deadline date.
NOTE: Proportionate times are used for summer session degree checking procedures.
1. Each associate degree student who expects to graduate at the end of the semester informs the Registrar of his/her intent to graduate through the registration or schedule change process for that semester.
2. Tentative graduation approval indicators are entered by the student's college on ISIS screen ARUGA for those students who meet the preliminary graduation requirements.
3. Graduation student schedule lists, based on the tentative graduation approval, are prepared by the Registrar's office for each college and campus which includes the name, major and course schedule of each candidate. These lists are distributed to each college and campus during the sixth week.
4. During the sixth week of the semester, each campus will receive from the Registrar's office an alphabetic list of all students at that campus who have been given tentative approval. The designated college representatives at the campus carefully check the degree audits and other records of each candidate listed to determine that all required courses have been completed or scheduled. This list is used to certify those candidates who are expected to graduate and to annotate each name as required with information missing from the record; or any other discrepancy in the academic record. Also indicated are those candidates who are not expected to graduate with information as to the reason requirements will not have been met. The listing with certifications, additions and deletions is mailed to the appropriate college dean's office by the end of the eight week. An electronic mail message must be forwarded to the Registrar's office for each addition to the original listing.
5. Each college checks the campus lists against the college records. When the campus and college records disagree, the college degree checking representative contacts the college representative at he campus to arrive at concurrence. If it is agreed that he student has not fulfilled degree requirements, it is the responsibility of the campus executive officer or authorized representative to notify the candidate that he/she will not be graduated at the end of the current semester. The list of candidates is then signed by the college ACUE dean and mailed to the Registrar's office, 114 Shields Building, by the end of the semester. At this point, the lists of candidates at the campus, in the dean's office and in the Registrar's office must be in agreement.
6. If it is determined that a student is to be removed from the graduation list after certification was accomplished in accordance with paragraph five, it is the responsibility of the college degree checking representative to notify the Registrar via electronic mail and the campus executive officer who in turn notifies the student. Two removal deadline dates are established to assure time to complete necessary tasks associated with removing students from the graduation list. Students must be removed by 4 p.m., five days prior to commencement if one or more of the following are not met.
a. Limitations on Time for Credit Acquisition, Senate Policies 83-80.2 and 83-80.3.
b. Short total credits completed, including credits scheduled.
c. Did not complete or register for a required course.
d. Removal of a grade (NG) or a deferred grade (DF) for previous semester.
e. Did not complete or register for the required PE credits.
Students must be removed by 4 p.m., two days prior to commencement if one or more of the following requirements are not met.
a. Requirements satisfied by current semester grades. Assume "C" if grade is not available by the deadline.
b. Required courses or credits registered through Independent Learning not received.
c. Revised current semester course grades, removal of deferred grades (DF) not received.
d. Advance standing from another school not received.
e. Credit by examination not received.
If the deadline date is a holiday, the next working day becomes the deadline date.
7. Arrangements for special programs or special groups of students must be coordinated with the appropriate college ACUE dean and the Registrar at least ten weeks prior to graduation.
NOTE: Proportionate times are used for summer session degree checking procedures.
Approved: ACUI (10-22-81)
Revised: ACAS (6-12-87)
Revised: ACAS (10-14-88)
Revised: ACUE (9-26-96)