Student Services Manual (SSM)

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Effective: 8/15/1961

Revised: 7/1/2008

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SSM 204–05: Verifying Degree Completion—Doctoral Candidates

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Purpose

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To verify, at the end of each semester or summer session, that a student who has applied for graduation has completed all course work and requirements for a doctoral degree

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Sources

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University Registrar’s Office
Graduate College

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Policy

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Before the end of each semester or summer session, the Graduation Section compares each doctoral candidate’s transcript and program of study to verify that all course work and requirements have been completed.

If all requirements have been completed, the transcript is updated on the conferral date to reflect the degree.

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ProcedureD

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Responsibility
Action
Graduate College
  1. Send to the Graduation Section the candidate’s dissertation title page and the pass/fail form, indicating that the student has passed the oral defense.
Committee chair
  1. Submit completed grade change forms to the Recording Section for grades on dissertation and research hours for prior semesters. Current semester grades are reported through the class roster.
Recording Section
  1. Post grades to the candidate’s transcript.
Graduation Section
  1. Process any amendments submitted for the Interactive Program of Study (iPOS).
  2. Verify that all requirements on the candidate’s iPOS have been or are being completed prior to the conferral date for the semester in which he or she is applying for graduation.
If the requirements have been completed:
  1. Post the degree that will be reflected on the transcripts on the date of conferral.
  1. Order the diploma to be mailed to the student by the vendor selected for diploma printing.
If the requirements have not been completed:
  1. Withdraw student from graduation and notify the student and the student’s academic unit, in writing, of any discrepancies or of the requirements that have not been met.
Doctoral candidate
  1. Refile for a later graduation date.
endtable

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Cross-References

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See also:

  1. SSM 204–02, “Master’s and Doctoral Programs of Study”

    and

  2. SSM 204–04, “Application for Graduation for Master’s and Doctoral Candidates.”
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