Commencement & Degree Completion

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C O N T E N T S

• Applying to Graduate
• Authorization to Participtate in Commencement
• Commencement Program Deadline
• Commencement Name
• Conferral of Degrees & Diplomas
• Degree Completion Time Limit
• Degree Conferral Fee
• Diploma Format
• Diploma Name
• Early Commencement

Applying to Graduate

Students nearing program completion are required to submit a Graduation Application by the deadline published in the Academic Calendar. See also Commencement Program Deadline. Graduation applications for students who have been withdrawn from the University for one academic year will be deleted.

The following information is collected on the application to graduate

• Diploma name
• Phonetic spelling
• Intention to participate in commencement
• Gown size
• Diploma mailing address
• Special accomodations

To submit or update an application to graduate

1. Log into Student Self-Service
2. Click Graduation Overview
3. Click apply to submit an application or open a previously submitted graduation application
4. Complete or update the form and click Save

Authorization to Participate in Commencement

Authorization to participate in the annual May Commencement Ceremony is determined by the Office of the Registrar. Students are required to submit an application to graduate. The Associate Registrar reviews student program progress to confirm requirements will be completed by the conclusion of the intended term, pending successful completion of course sections in-progress. Ineligible students will be contacted by the Associate Registrar. See also Early Commencement policy.

• Spring Program Completion: Spring semester final grades are due to the Registrar after the Commencement Ceremony. Certificates, degrees, and diplomas are conferred following the Commencement Ceremony after grades have been posted. Students with outstanding program requirements will be contacted by the Associate Registrar.
• Summer & Fall Program Completion: Students who complete program requirements at the conclusion of the summer or fall term are invited to participate in the Commencement Ceremony held the following May.

Commencement Program Deadline

A student must apply to graduate prior to the commencement program deadline for their name to be included in the program. This deadline is published in the academic calendar.

Commencement Name

A student’s diploma name will be printed in the commencement program and is how a student will be called during the ceremony. If a student has declared a chosen name  that name will be used during the ceremony and in the program.

Conferral of Certificates, Degrees, and Diplomas

Certificate, degree, and diploma conferral is done upon the recommendation of the academic deans, with the approval of the faculty, and certification by the Office of the Registrar. Certificates, degrees, and diplomas are conferred three times annually at the conclusion of the spring, summer, and fall terms.

All certificates, degrees, and diplomas are mailed directly to the address indicated by a student on the application to graduate and are not available for pick up at the University.

Spring Semester Program Completion

• PDF Diplomas: Sent to a student’s University email account within one week of the Office of the Registrar certifying degree completion. Typically the week following the Commencement Ceremony.
• Printed Diplomas: Mailed to the address requested by students on their application to graduate. Students can review and update the address on their graduation application via student self-service until they have been graduated from their program. Shipping notifications are sent to students’ University email accounts. Typically three weeks after the Commencement Ceremony.

Summer Term Program Completion

• PDF Diplomas: Sent to a student’s University email account within one week of the Office of the Registrar certifying degree completion. Typically two weeks after the end of the 12 Week Summer Term.
• Printed Diplomas: Mailed to the address requested by students on their application to graduate. Students can review and update the address on their graduation application via student self-service until they have been graduated from their program. Shipping notifications are sent to students’ University email accounts. Typically four weeks after the end of the 12 Week Summer Term.

Fall Semester Program Completion

• PDF Diplomas: Sent to a student’s University email account within one week of the Office of the Registrar certifying degree completion. Typically by the end of the first full week in January following December program completion.
• Printed Diplomas: Mailed to the address requested by students on their application to graduate. Students can review and update the address on their graduation application via student self-service until they have been graduated from their program. Shipping notifications are sent to students’ University email accounts. Typically by the end of the third full week in January following December program completion.

Degree Completion Time Limit

Students are expected to complete degree requirements in a timely manner.  Those who have not met the requirements for graduation within the time allotted may be subject to new degree requirements as determined by the school director and the Office of the Registrar on a case-by-case basis.

Graduate

Undergraduate

Degree Conferral Fee

The degree conferral fee is a one-time, non-refundable fee applied to a student’s account after they apply to graduate.  The fee is assessed regardless of a student’s intent to participate in commencement.  See the tuition and fees  page for more details.

Diploma Format

Dimensions

University diplomas are 12 inches wide by 9 inches tall and are printed in landscape orientation.

Included on the Diploma

• Diploma Name
• Program Name: Degree & Major
• Conferral date
• Degree Honors   (Undergraduate programs only)
• Signatures of University Officials including the Board of Trustee Chairperson, University President, and College Dean.

Not included on the Diploma

• Diplomas do not include a student’s minor, concentration, or completion of the honors program, which is documented on the transcript.

Diploma Name

The diploma name is how a student’s name will be printed on their diploma. Students report their diploma name to the Office of the Registrar on their application to graduate.

Graduates who legally change their name can request a replacement diploma. See Replacement Diploma  & Change of Legal Name  policies for additional information.

The Office of the Registrar will email students who are noncompliant with diploma name policies. Any diploma name that does not match the legal first and last name on the record will be changed by the Associate Registrar.

The following policies apply

• The diploma name must be the legal name. See also Commencement Name policy.
• First Name: First names may not be omitted, but the initial may be used if the full middle name is present. Shortened versions of a legal first name are allowed such as “Rob” instead of “Robert.”
• Nicknames: Nicknames are not permitted without legal documentation; even if it is the name you go by.
• Middle Name: Middle names may be complete, initialed, or omitted.
• Last Name: Last names must match University records exactly.
• Suffixes: Suffixes such as Sr., Jr., II, etc., may be used if documented in University records.
• Initials: A period is placed after each initial.
• Capitalization: Names that are in all capital letters will be reverted to lowercase (only the first letter of each name is capitalized).

Early Commencement

The University recognizes there are extenuating circumstances beyond a student’s control, which may affect a student’s ability to complete their degree requirements as anticipated. The Office of Student Affairs will consider petitions from students to participate in commencement exercises prior to the degree completion.

Students must meet the following requirements:

• An application to graduate must have been submitted to the Office of the Registrar.
• No more than 15.0 outstanding credits
• All oustanding degree requirements must be completed by the conclusion of the summer terms.
• An approved graduation plan must be on file.

To petition:

1. The student must submit a written request for an exception to commencement policy, including an explanation of the unusual circumstances supporting this request. Requests may be submitted via e-mail to the Office of Student Affairs at studentaffairs@uarts.edu.
2. The Assistant VP for Student Affairs, after considering the request, will make a determination and communicate the outcome to the student and the Office of the Registrar.
3. Appeals to the Assistant VP for Student Affairs’ decision may be submitted to the Office of the Provost at provost@uarts.edu.
4. The Provost or their designee will review the case and issue a final decision, which will be communicated to the student, the Assistant VP for Student Affairs, and the Registrar.