Registration and Records Home Page
DARS Report - Academic Advisement
Campus Information System (Banner)
Registration and Records Email
Have a question about Registration and Records? Ask Ellsworth!
|
Department of Registration and Records
Graduation and Diplomas -- Graduate Students
Graduation
Degrees are awarded and students are officially graduated from The College at Brockport in December, January, May and August. It is important not to confuse “graduation” with ”commencement”. The College awards the degree when the Office of Registration and Records has determined that all degree requirements have been successfully completed and notes that fact on the official college transcript. Only then has a student graduated.
Once the Graduate Program has been completed:
The student must submit an application for graduation called a "Graduation Data Card" to the Office of Registration and Records:
- Graduation Data Card – The graduation data card is the application for graduation and is the first step in the graduation process which sets in motion other related Commencement Office processes. Data cards are available in the Office of Registration and Records or CLICK for the online Registration and Records Forms Page. Graduation data cards must be submitted to the Office of Registration and Records by mid-term of the final semester. Registration and Records will forward a copy of the graduation data card to the graduate department office to identify potential candidates for upcoming May, August, December and January graduation. Direct any questions regarding the completion of your degree to your graduate program advisor.
The graduate department must submit the following paperwork to the Office of Registration and Records to award the degree:
- Final Plan of Study - All required courses, including transfer courses, in the graduate degree program must be listed on the final Plan of Study with course numbers, titles, semesters taken, credits and final grades. Departments should check the student’s Brockport transcript to be sure it matches the final plan of study for completion of all required courses and accepted transfer credit. A copy of the data card , retained by the department office, should be signed by the graduate coordinator and attached to the final plan of study to approve completion of the degree program.
- Graduate Transfer Credit – Any transfer credit accepted for the graduate program must be approved by the appropriate Brockport graduate department coordinator on a final official transcript from each transfer institution. For any transfer credit not showing on the Brockport transcript, an official transcript is required from the transfer institution for evaluation by the graduate department. The graduate department coordinator must indicate on the transcript the courses and number of credits that are being accepted, sign the transcript and forward to the Office of Registration and Records to have the credit awarded.
- Missing or Unresolved Grades - Simply noting the final grade on the Plan of Study is not acceptable. All missing and/or unresolved grades must be documented on the appropriate form and submitted to the Office of Registration and Records for processing. Please check the web transcript for missing grades, “I” grades, or PR” grades.
- “I” grades require a completed “Incomplete Contract” to award the final grade.
- Missing grades or “PR” grades require a completed “Supplemental Grade Report/PR Removal” form.
- Course substitutions must be indicated on the Plan of Study, accompanied by a substitution form for each.
Diplomas
The diploma isn’t legal proof that a student has completed a degree. As soon as final grades have been recorded and Registration and Records has completed a review of records to ensure that all requirements have been met, the degree notation will be placed on the official transcript as the real proof of the completion of the degree. It is important to understand that an employer or graduate school will require an official transcript as the proof of degree completion, not the diploma. (Please check the "After Degree is Posted" box on the Transcript Request Form if you want the degree posted before the transcript is sent.) The official transcript will be ready as soon as the Office of Registration and Records can complete the final review and post the degree. CLICK for official transcript information.
The diploma will not arrive at the address requested on the graduation data card until several weeks after the degree has been posted on the transcript. It is important to remember that a request for an address change on the college records will not affect the diploma address. If the diploma address needs to be changed, the student must request it specifically.
Check the table below for graduation dates, deadlines and diploma mailing:
Work Completed by end of: |
Paperwork to Registrar by: |
Degree |
Diploma Mailed: |
Spring Term |
June 15th |
May | September |
Summer Session |
September 15th |
August | October |
Fall Term |
January 15th | December | March |
Winter Session |
February 15th | January | March |
