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Department of Registration and Records
Graduation and Diplomas -- Undergrad 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.
To insure that you will be graduating on time, please check the following:
- Print a copy of your DARS report and meet with your advisor each semester to track your degree progress. Look for minus signs and take the necessary steps (see below) to inform the Office of Registration and Records of their completion. Verbal approval from your advisor to use any transfer or substituted course is not acceptable. An intended transferred or substituted course may show on the DARS report as having been accepted and/or completed, but not as the actual course equivalent unless the required paperwork (see substitution of course below) has been submitted to Registration and Records to update DARS.
- If you are using a transfer course to complete a Brockport course or requirement, verbal approval from your advisor is not acceptable. A “Student Course Approval” form needs to be completed by the Office of Academic Advisement prior to taking the course elsewhere to insure that the credit will safely transfer back to Brockport. Once completed, you must have an official, final transcript sent to the Office of Registration and Records showing the final grade. The department should then complete the “Notice of Award of Transfer Credit” form, available from the Office of Academic Advisement, 101 Rakov, to specifically equate the transfer course to the Brockport course or requirement (major, minor, upper division, concentration, elective, etc.). The form should then be submitted to Registration and Records to update DARS. Until the department has sent the required documentation to the Office of Registration and Records to update DARS, the requirement will continue to show as not having been met.
- Substitution of Courses – A “Course Substitution and Waiver” form is required from your advisor and must be submitted to Registration and Records to update DARS. Verbal approval from your advisor to substitute a course is not acceptable. Substitution and Waiver forms are available from the Office of Registration and Records, 201 Rakov. Contact your advisor to follow up on any substitutions. Until your advisor has sent the required documentation to the Office of Registration and Records to update DARS, the requirement will continue to show as not having been met.
- General Education requirements – Please note that the approving authority for substitution or waiver of a missing general education requirement is Dr. P. Michael Fox, Vice Provost for Academic Affairs, 395-2504. Written documentation should be submitted to Registration and Records to update DARS.
- Graduation Data Card - Be sure to file a graduation data card with the Office of Registration and Records by mid-term of your final semester. The data card is your application for graduation and must be on file in Registration and Records to be reviewed for graduation and to attend the Commencement Ceremony. Graduation data cards are available in the Office of Registration and Records or CLICK for the online graduation data card from the Registration and Records "Forms" Page.
- Holds - Check online for any holds on your records. Be sure all fines and/or obligations to the college have been cleared that may prevent you from obtaining College services. To check any holds on your records, log on to Banner, go to "Student Services", then "Student Records", then "View Holds". Use the "contact" link to the Faculty and Staff Directory to contact the office who has placed the hold on your records for information regarding clearance.
- Exit Interview - Graduating seniors receiving Federal Stafford and/or Perkins Loans, should notify the Financial Aid Office of their intent to graduate.
Diplomas
The diploma isn’t legal proof that a student has completed a degree. As soon as final grades have been posted and Registration and Records has completed a review of your 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. 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. To check any holds on your records, log on to Banner, go to "Student Services", then "Student Records", then "View Holds". Use the "contact" link to the Faculty and Staff Directory to contact the office who has placed the hold on your records for information regarding clearance.
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 |
All Documentation |
Degree |
Diploma |
End of: |
by: |
Awarded: |
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 |
