Commencement Publications
SACRAO Session 2.1
Dr. Bobbye G. Fry
Registrar
University of the Incarnate Word
•About us…
The Background Stuff
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Private Catholic University in San Antonio, Texas
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Fall 2013 enrollment—9,600 students
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Undergraduate, graduate, doctoral, and professional degrees
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Traditional and non-traditional students
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Classes on-ground, adult degree-completion, and online
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Campuses in US, Mexico, China, and Germany
•Commencement Stuff
What graduation looks like here
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Graduation ceremonies in May and December
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August students participate in December ceremonies
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1,200 to 1,500 graduates per year
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Ceremony off-site in coliseum that holds 8,500 people
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Tickets are required for guest attendance
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One ceremony for all graduating that semester
•Once upon a time… (1998-2003)
•Who is graduating?
The Triggers
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Undergraduate students: > 80 who are enrolled and have not
applied
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Graduate students: > 12 who are enrolled and have not applied
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Ph.D.: enrolled in the last course before dissertation course
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Professional programs: course before internships/rotations
Students/Advisors that request packets off-cycle (with summer
they will reach limit)
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Where we put information
The many ways we communicate with students
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We communicate by email only
and only to UIW email account.
We add all students that meet
conditions to our Blackboard
page.
We refer students to Blackboard
page designed specifically for
them.
Once the student applies to
graduate, s/he no longer
receives the notices to apply.
The semester the student will
complete degree requirements,
s/he will receive regular email
from us related to ceremony and
requirements.
All data is pulled from Banner
and dumped into spreadsheets
where we run mail merge.
Stage 1
• Blackboard
Stage 2
• Registrar’s Office Web Page
Stage 3
• Graduation Letter
Stage 4
• Graduation Handbook
•Blackboard Information
The Graduation Packet
1
Generic Introduction Letter
2
Application for Graduation
3
Important Dates/Deadline for Graduation for Academic Year
4
Instructions for student to follow
5
Instructions for advisor to follow
Strong encouragement to read entire packet
Told to complete with advisor. Advisor must review degree audit and sign application.
Informs student that tickets are limited and deadline is important
Step-by-step instructions provided
Step-by-step instructions provided
•Graduation Packet Distribution
How many do we send each semester.
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Gives us advanced notice of the
numbers to anticipate.
We send packets until the
student applies to graduate.
Packet goes to the student
through Blackboard.
Advisor receives an email with
the list of advisees that need to
apply to graduate.
Faculty are encouraged to
review student’s degree audit
with student to determine
eligibility to graduate.
Professional programs certify
their students for eligibility to
graduate.
We certify all others—changing
this process soon.
Packets Distributed
F12
S13
F13
S14
Undergraduates
1720
1721
1815
1790
Graduates
410
416
432
418
Ph.D.
54
51
55
62
PharmD
84
NA
95
NA
OptD
58
NA
57
NA
DPT
0
0
0
0
2326
2188
2454
2270
TOTALS
•Registrar Web Page
Our home away from home
1
Announcements about Graduation Events
2
Ticket Information
3
Important Dates/Deadline for Current Graduation Semester
4
Instructional Letter
5
Miscellaneous Links
Consistent look
Informs student that tickets are limited and deadline is important.
Informs student that delays can affect ticket distribution
Contains all of the policies related to conferring the degree.
FAQ, Live Web-Streaming, maps, Disability Services Request, etc.
•Senior Salute
For ordering caps/gowns/invitations/class rings
1
Event to Order Caps/Gowns/Invitations/Rings
2
Essential Office Participation
3
Additional Office Representation
4
Photographer Information Available
5
Business Office and Financial Aid Office Check Holds
Online portal is not open until after Senior Salute
Registrar’s Office, Business Office, Financial Aid Office, Bookstore, and Vendor
Career Services, Alumni, Advancement, VA Services
Either with a person or just literature with samples
Clear balances and exit counseling for loans
•Graduation Finale
Come and Get it!
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Event for Students to Pick up Cap/Gown/Tickets
2
Tickets are not distributed unless account balance is zero
3
Financial Aid Office/Business Office Represented to Clear Holds
4
Primary Tables: Registrar, Bookstore and Vendor
5
Other Offices Represented
More formal than Senior Salute, includes refreshments
Informs student that tickets are limited and deadline is important
ID required to pick-up items. If person other than student attends, written release required
Career Services, Alumni, Advancement (Class Gift), VA Services (Stole
•Graduation Handbook
Good information with pictures.
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All institutional policies,
repeated from letter.
Dates/Times/Location for all
ceremonies.
Pictures of how hood should
look.
Seating Diagram
Parking Information
Disability Services
Information
•What Works for Us
From everything we have tried
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Use your institutional email
account—unapologetically and
without exception.
Define your process and give it a
name. Consistently refer to that
process by that name.
Students and advisors will then
know the process and do the
same.
Tell students they need to apply
to graduate. Send information
to them until they apply.
We record in Banner the dates
we sent the information to the
students. Then when students
say, “no one told me,” I pull up
the dates and say, “yes, we did
on these dates.” And I do not
waive the late fees.
Get Faculty/Advisors on Board with Process
If they know what to expect, they will help.
Communicate Early and Constantly
Tell them it is time to apply to graduate.
Make Events Informative and Festive
Students will tell students to attend.
Make All Communication Consistent
Say it 10 times, but say it the same way 10 times.
•What works at your school?