Responsible Office:
Contact:
Graduation Office
Jeanne Gouard, Sharron D’acunto,
Melanie Pavao
Originally Issued:
Revised:
Document ID:
URL:
SECTION I. Process Information
Process Name:
Description:
Actor:
Trigger(s):
Grad application and Grad Packet
These are the steps needed for a student to initiate a graduation
application and receive a graduation packet, student takes packet
around to get signatures of advisor/ division head/ dean.
Student who is anticipating graduating, Graduation Staff, advisor in
student’s school, division head / dean
1.
2.
3.
4.
Outcome/Motivation:

Student completes application to graduate 2 semesters
before graduation at the Graduation office.
Grad pack created to evaluate student completion: includes
DARS report, transcript and supplemental information.
Processing time 3 weeks.
Student picks up processed application and takes form to
advisor of their school. Advisor usually meets with student
and identifies courses needed to satisfactorily complete
curriculum, advisor / division head / dean signs evaluation
form.
Student makes payment of $50 to the cashier and leaves
signed advising form and grad pack material for
Graduation staff to pick up from the cashier.
After grades posted Graduation staff verifies completed
courses and verifies status of degree certification.
SECTION II. Process Steps
Accepting applications for graduation if:



student has a minimum of 90 credit hours completed (exception Education student teaching)
apply 2 semesters before anticipated graduation date
if planning to graduate in Summer or Fall 2007 see deadlines
Spring 2008 graduates can apply after Spring 2007 grades are posted (May 15th 2007)
DEADLINES
Students need to have their packets with advisor, dept head and dean signatures turned in to the
cashier by:
Process Name:
Date of most recent changes: 2/6/2016
DEADLINE to take COMPLETED PACKET to cashier
graduating Summer 2007
graduating Fall 2007
Pay Cashier Fee $50
June 8, 2007
Sept. 7, 2007
Pay Cashier Fee + Late Fee = $70
June 29, 2007
Sept. 28, 2007
Spring 2008 graduates should wait to apply for graduation until after Spring 2007 grades are posted (May
15, 2007)
Student picks up items A and B
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Process Name:
Date of most recent changes: 2/6/2016
Item B has a date indicting when the student should return to pick up the completed grad packet.
(processing time is 3 weeks).
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Process Name:
Date of most recent changes: 2/6/2016
Graduation application form is filled in per item C.
Note: instructions for the new grad applications, item C, is for internal Graduation office work flow.
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Process Name:
Date of most recent changes: 2/6/2016
In addition to the student records and degree audit report there are additional items D, E and F
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Process Name:
Date of most recent changes: 2/6/2016
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Process Name:
Date of most recent changes: 2/6/2016
All necessary items for the student file ( prints from digital archive (rim solutions) as well as petitions and
anything pertinent from the students file are included).
Physical files are kept in back by the Hershey office in files from approximately 2005 Fall forward, each
semester is retained.
The Dars Graduation Approval sheet, item G shows the process steps and provides locations for all
required signatures.
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Process Name:
Date of most recent changes: 2/6/2016
Related SIS screens.
When the student is set up for the packet their report code on the STUD screen changes to INIT
“initiated”.
The above example show the student has a probationary status, this must be removed before further
processing. Change of major comes in to CSRs, who will edit and put in correct degree program.
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Process Name:
Date of most recent changes: 2/6/2016
This student has a low gpa and is not eligible for graduation. Balance points are too low for them to
continue at UNLV.
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Process Name:
Date of most recent changes: 2/6/2016
Courses prior to Summer 1995 attendance came in as block credit so Sharon made notation on the packet
so the advisor see’s this note. “Student needs to have the English department look at both transcripts to
decipher the following courses to see which English classes are English 101 and English 102.”
Students packet Deadline information was marked out so they don’t assume that they will graduate this
term. When the advisor meets with the student the information the student needs will be given.
Note: When students have many institutions on their transcript that are 2 year schools the Grad office
highlights the requirement that they must complete 62 credits from a 4 year institution.
Note 2: Students may have the 62 credits from a 4 year; but they may have changed majors several times.
The Grad office highlights the requirement that they must complete a minimum of 30 credits in one
major.
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Process Name:
Date of most recent changes: 2/6/2016
The professional development certificate program must follow the same deadlines as undergraduate
students in processing their packets. Otherwise they will not be recognized in the commencement
program, nor receive a diploma.
Exceptions processing after the student sees their advisor comes to the Grad office in the Packet with the
form (see form).
SECTION III. Related Documents
List the names of related university/department internal and external documents that provide helpful,
relevant information. (Attach file if readily available)
Documents
SECTION IV. Related Policies
List the names (if any) related system and/or university policy that trigger/provide helpful, relevant
information.
University Documents
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Process Name:
Date of most recent changes: 2/6/2016
SECTION V. Contacts
The first item is usually “Policy clarification” which directs the reader to the Responsible Office. Other
items relate to subject matter in the document about which the reader may have follow-up questions.
Subject Matter
(alphabetical order)
Office Name (not the
name of an
individual)
Telephone Number
Email/URL
SECTION VI. Acronyms/commonly used terms (optional)
Define acronyms/commonly used terms that have specialized meanings in the process.
Term (alphabetical order)
Definition
SECTION VII. Forms and Tools/Online Processes (optional)
Forms/Online Processes should be included with information on how to obtain any forms or perform
any online processes.
SECTION VIII. Appendix (optional)
Appendices are used for informational material that is helpful, but not directly related to the performing
of the process.
Section IX. Revision History
Created by:
Tested by:
Approved by:
Jesse Zurschmeide
Date:
2/20/2007
Date:
Date:
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