Procedure:
Graduation/Program Completion
Number:
810.01
Date Effective:
May 6, 2013
Graduation/Program Completion
Overview
The Office of Records and Registration is responsible for qualifying students for completion of
degree, diploma and certificate programs.
Academic Program Specifications
1. The Office of the Vice President for Instructional Services is responsible for filing and
obtaining approval for programs of study from the NCCCS Office.
2. The Office of the Vice President for Instructional Services and the Office of Records and
Registration are responsible for entering program requirements into the Colleague System.
Waivers and Substitutions
1. A dean may waive or substitute a course requirement for a student by notifying (via e-mail)
the Office of Records & Registration. Waivers and substitutions must be consistent with the
NCCCS Curriculum Standard for the program.
2. The substitution/waiver will be recorded in the Colleague system and the authorization will
be maintained in the student’s academic record.
Certification of Completion
The Office of Registration and Student Records certifies completion of a program.
Application for Graduation - Degree and Diploma
1. A student is requested to apply for graduation from a degree or diploma program the
semester before the final semester. Applications for degrees and diplomas are submitted to
the Office of Records and Registration. There is no charge for degree or diploma completion,
but there is a charge for the printed diploma itself.
2. Only courses applied to the program will be counted in the program GPA. A minimum grade
point average of 2.0 is required in the program of study.
3. Honors are applied to degree and diploma completers as follows:
a. Highest Honors: program GPA of 4.0.
b. High Honors: program GPA of 3.75 or higher and less than 4.0.
c. Honors: program GPA of 3.50 or higher and less than 3.75.
4. If a student fails to complete a program during the academic year of the graduation
application or if the student stops out or ceases to make progress toward completion, the
Office of Records and Registration may stop tracking and updating the student’s graduation
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Procedure:
Graduation/Program Completion
Number:
810.01
Date Effective:
May 6, 2013
status. After this, the student must re-apply for graduation if (s)he intends to complete the
degree or diploma program.
Application for Certificate
A student is requested to apply for a certificate during the final semester of the program.
Applications for certificates are submitted to the Office of Records and Registration. There is no
charge for the application for certificate or for the printed certificate.
Recording of Degree, Diploma or Certificate
1. Any transfer credit must be applied before program completion is recorded. Official
transcripts must be received for all transferred credit.
2. All applicable substitutions and waivers must be received before program completion is
recorded.
3. All academic work applied to a program must be completed on or before the last day of the
term of completion. If an incomplete grade in a course required in an academic program is
made up after the last day of the term, the program completion will be posted effective the
last day of the subsequent term.
4. A degree, diploma or certificate will be posted in the academic record effective the last day of
the academic term in which the degree is conferred or the diploma or certificate is awarded.
5. Applicable honors will be posted to the academic record with the credential.
6. A program completion may be posted to a previous term if all requirements were met on or
prior to the end of that term. The Registrar is responsible for determining the term of
completion.
Graduation Ceremony
1. The College holds one graduation ceremony per year, held following the Spring term, for
students receiving associate degrees and diplomas. Students eligible to attend include those
who completed their programs of study in the Spring term or the immediately preceding Fall
term, or who are on track to complete in the subsequent Summer term.
2. Records and Registration will determine eligibility of a degree or diploma applicant to attend
the graduation ceremony and will communicate this to the Office of the Vice President for
Instructional Services, the Office of Community Relations and Marketing and the Bookstore.
3. Students determined to be eligible to attend the ceremony will be invited by the President
via letter sent from the Office of the Vice President for Instructional Services.
4. Students eligible to attend the ceremony may purchase a cap and gown in the Bookstore.
5. Students who complete an associate degree or diploma program must pay the diploma fee to
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Procedure:
Graduation/Program Completion
Number:
810.01
Date Effective:
May 6, 2013
receive a printed diploma.
6. Students participating in the graduation ceremony must wear appropriate regalia and abide
by the Code of Student Conduct while attending the ceremony.
Diplomas
1. For students who complete their programs, pay the required diploma fees and have no
outstanding obligations to the College; diplomas will be distributed at the conclusion of the
Commencement ceremony. Students who do not attend the Commencement ceremony may
pick up their diplomas from the Bookstore during regular business hours. Diplomas paid for
but not picked up within a specified time will be mailed to the student’s address of record.
2. Diplomas will be available only after the term in which the credential was earned.
3. Diplomas for Summer graduates will be available in the Bookstore after Summer term.
4. A student may request a diploma reprint by paying the current diploma fee.
Certificates
1. Certificates are distributed to students who attend the certificate ceremony, if one is held,
subsequent to the term of completion. Otherwise, certificates are available for pick-up in the
K. Ray Bailey Student Success Center.
2. There is no charge for printed certificates.
Pursuant to Board policy, Chapter 800, Section 810.01, the Graduation/Program Completion
procedure must be followed to determine if a student has met the requirements for graduation.
Definitions:
Graduation: completion of all program requirements in a degree, diploma or certificate.
Commencement: the official ceremony honoring students when they have completed their
requirements for graduation.
Owner: Student Services
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