Student Services Manual (SSM)

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SSM 204–07 Table

Any member of the university community who wishes to recommend award of a posthumous degree must submit official notification of the student’s death to the Office of the Dean of Students.

Office of the Dean of Students:

  1. receives official notification of a student’s death

    and

  2. notifies University Registrar Services to post an administrative hold.

For requests regarding undergraduate students, University Registrar Services:

  1. uses 100 total earned semester hours (which include 30 hours completed in residence at ASU) as a minimum guideline
  2. sends the “Awarding a Posthumous Degree” memorandum and supporting documents (unofficial transcript and DARS audit or Program of Study) to the dean of the college in which the student was enrolled

    and

  3. requests an audit of the student’s record for consideration of awarding a posthumous degree. The dean or designee reviews the student’s record in consultation with the school/department of the student’s major to determine if the student was in a degree program and qualifies for the awarding of a posthumous degree.

For requests regarding graduate students, University Registrar Services sends the “Awarding a Posthumous Degree” memorandum and supporting documents (unofficial transcript and Program of Study, if applicable) to the dean of the college in which the student was enrolled and requests an audit of the student’s record for consideration of awarding a posthumous degree. The dean or designee reviews the student’s record in consultation with the school/department of the student’s major to determine if the student had made substantial progress toward completion of the degree (indicators could be, but are not limited to, completion of course work, completion of comprehensive examinations, or progress in thesis or dissertation).

Note: Completion of an Undergraduate or Graduate Program of Study or Declaration of Graduation by the college, if one is not already on file, is optional. If one is required by the college, the Program of Study or Declaration of Graduation should be completed by a member of the college staff.

The dean or designee signs the memorandum indicating approval or denial of the request or submits the memorandum/petition to the college standards committee for consideration, if applicable. If the request is not approved, the memorandum is returned with the appropriate signatures to University Registrar Services, which notifies the individual who made the original request (i.e., faculty, staff, or family).

If the request is approved, the dean or designee forwards the approved memorandum to the Office of the Provost of the University for undergraduate students, or to the vice provost for Graduate Education for graduate students.

The vice provost for Graduate Education reviews the college’s recommendation, verifies the student’s progress toward degree completion and forwards the recommendation to the Office of the Provost of the University.

The Office of the Provost of the University reviews the request and notifies University Registrar Services of approval or disapproval by returning the memorandum with appropriate signatures. If the request is not approved, University Registrar Services notifies the individual who made the original request (i.e., faculty, staff, or family).

If approved, University Registrar Services:

  1. posts the degree to the student’s transcript and orders the diploma at no cost to the family
  2. verifies that an administrative hold is posted to the student’s record

    and

  3. when the diploma is received, informs the college dean (or designee) that the diploma is ready for delivery.

The dean (or designee) sends or presents the diploma to the family.

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