Automatic Degree Awarding

Information Needed Before Conferral Date and Auto Awarding 

  • Correct Graduation Date
  • Students should fill out a graduation application the semester before graduation.
  • Specializations 
  • GPCs must let the Graduate Registrar know if there are specific specializations associated with any of the degrees in your programs, so that they can manually put that in there, or they will not go in when students are graduated and closed out.
  • Please send a list of the students to the Graduate Registrar and Assistant Graduate Registrar, with names and A#s, along with the specific specializations that need to be entered.
    • In Banner it will be under concentration.
  • Catalog year (The Student’s Catalog Year)
    • The catalog year must be connected to the student’s start date and the program requirements as correctly outlined in the Program’s Catalog.
  • Transfer Credits  
    • The transfer credits are articulated from the approved program of study.
      • The Department will email the Graduate Registrar the semester of the student’s conferral.
      • The Graduate Registrar will put them in manually.
    • Split Form
    • A split form is needed for any Undergraduate student who has been admitted to the Graduate school and wishes to split out credits from one degree to the other.
    • This can only be done while the student is currently in their undergraduate degree.
      • No SPLIT forms will be approved once a student has graduated with their undergraduate degree. 

Process for Automatic Degree Awarding

  1. Make sure all student information is correct.
    • Grad date, specialization, catalog year, Degree Works is up to date.
  2. Submit Grad check and ensure that degree works is close to 100%.
    • Only waiting for final grades.
  3. SGS Registrar will pull an ARGOS report for the current semester showing ALL current semester sought graduates and degree works percentage to 100%.  
  4. GPCs will review the list of students and indicate any students who will not have their degree awarded for the current semester, and any issues that are getting resolved.
    • Students who will not be included for the current graduation semester will have grad date changed to the following semester.
  5. SGS Registrar will pull a second report the day after faculty grades are due. This will show any remaining grades that must be submitted (includes T grades).   
  6. GPCs will review the report to ensure that all grades have been submitted and students are good to graduate.
    • The SGS Registrar will continue to check and send reports to GPCs until students are good to graduate.
  7. SGS Registrar will send the list of 100% degree works and GPC approved students through the auto awarding system.
    • Confirmation email will be sent to the students, GPC, and SGS Registrar.
  8. SGS Registrar will confirm that the graduation information is correct in the student profile and transcripts.
    • Degree was correctly awarded.  
    • Specialization shows on transcript.
  9. SGS Registrar will approve grad checks for degrees awarded.
  10. After 1st round of auto awarding, SGS Registrar will pull a third ARGOS report to show remaining students who need degrees auto awarded. 
  11. GPCs will review these students and indicate which ones are ready to be awarded.
    • Specialization
    • Grades
    • 100% in degree works
  12. SGS Registrar will auto award and check profiles and transcripts.
  13. SGS Registrar will pull a final ARGOS report to show all the students who have had a degree awarded for that particular semester
  14. GPCs will review and confirm the list.
    • Any missing students will be manually awarded.

If you have any questions about the information needed for the Automatic Degree Awarding, please see the Auto Degree Awarding Checklist.