Declaring Intent to Graduate
- How do I apply to graduate?
- When is the Graduation Application due?
- What is the catalog year and why is it important?
- How do I check for duplicate transfer courses and why is this important?
- How do I check for repeated U of U courses and why is this important?
- What should students do who want to change their graduation date, but have been denied graduation or already renewed or reapplied to a future semester?
- Can students complete more than one emphasis?
Changing a Current Application
- How can a student change something once the Graduation Application has been submitted?
- What should students do upon realizing they are not going to complete requirements even though they have already applied to graduate?
- How can I add a minor after I turned in my graduation application?
- I have not completed my minor requirements but still want to receive my degree. What do I do?
Registrar's Office Evaluations and Degree Conferral
- What happens after a graduation application is submitted to the Registrar's Office?
- What does the Graduation Evaluation Process entail for undergraduate students?
- When does a student need to have all work completed for a degree?
- When should transfer work be posted to a student's record in order to graduate on time?
- When is it reasonable for an undergraduate student to seek an exception to the residency requirement?
- When will the degree be posted to my records (transcript)?
- Is there any way to expedite the evaluation process?
- What/when is the Conferral date?
- Who qualifies for Honors at graduation?
- How do I check the status of my graduation application?
- When will I receive my diploma?
- Can I get a diploma if there is a hold on my records?
- How do I change the name for my diploma?
- How do I update my address for my diploma?
- How can I get a replacement diploma?
- Can a student complete a minor after he has graduated?
- Can a student pursue a second bachelor's degree?
- Who may participate in commencement and convocations exercises?
Declaring Intent to Graduate
|Graduation Term||Due Date|
|Fall (December)||July 1|
|Spring (May)||November 1|
|Summer (August)||April 1*|
*Applications received by March 1st will have names included in the Spring Convocation Programs.
What is the catalog year and why is it important?
The catalog year is associated with the academic year that a student declares their major/minor. However, students can use any of the five active catalog years: the current academic year and the four previous years. A new catalog year begins every Fall and expires every Summer. Because requirements change from year to year it is important that students and advisors ensure that the correct catalog year is listed in the student’s record, on their degree audit, and on their application for graduation. Back to Top
How do I check for duplicate transfer courses and why is this important?
In most cases students may only receive credit for taking a course once. While processes may catch most duplicate courses transferred from other institutions sometimes these are not caught because of slight differences in names or numbering conventions or timing of when the duplicate course is taken at the U. Once a duplicate course is detected it will be removed from your record which may negatively impact your plans to graduate. Therefore, early detection of duplicate coursework from other institutions is extremely helpful.
Using My Degree Dashboard, review the Summary of Transfer Credit and Summary of Courses Taken at the University of Utah sections to see if any courses look like they may be potentially equivalent based on number and naming conventions (see example below). If duplicate coursework is suspected and both courses are showing final grades, then complete the Duplicate Course Notification form and submit it to the Registrar's Office, Graduation Division. Note: the coursework taken at the U is always kept regardless of when the course was taken.
How do I check for repeated U of U courses and why is this important?
In most cases students may only receive credit once for a course. Automated processes detect most repeated courses and a student's records is flagged so that the course is only counted one time towards graduation. However, occasionally because of timing and how grading occurs two or more equivalent courses may not be flagged as repeated on a student's record. Once detected, the repeated course will be flagged and any equivalent prior courses will no longer count towards graduation. Some situations where this may occur include:
- When a student gets an "I" (incomplete) or "T" (work in progress) grade on the recent attempt which then converts to a final grade at a later point
- If a student record is migrated from a legacy system to the current system
- When a course is added late through a petition process
Using My Degree Dashboard, review the Repeated Courses section. If courses have been flagged properly they should be listed with a ">X" after the grade. If courses are listed without the ">X" symbol then it needs to be reported to the Registration Division as soon as possible:
- Online: complete a Repeated Class Notification form via the Campus Information Services
- In Person: visit the Registrar's Office in the Student Services Building, second floor, window #13
What should students do who want to change their graduation date, but have been previously denied graduation or have already renewed or reapplied to a future semester?
If an undergraduate student has already used his one free renewal or has been denied graduation for a prior semester then he must complete the reapplication process. This includes submitting the reapplication form and paying a $25 fee. The due date is the last day of classes for any given semester.
Can students complete more than one emphasis?
Yes, if the major has been approved for multiple emphases. Once a graduation application is on file for a student an emphasis can be dropped or added with a formal request from their umail account to email@example.com BEFORE the last day of classes. Back to Top
Changing a Current Application
How can a student change something once the Graduation Application has been submitted?
Once students apply for graduation, any changes to their record must be done by either the Graduation Division, or the Registration and Records Division.
Undergraduate students can use the Notification of Graduation Change form (PDF) to request the following changes:
- Update Degree Type including Honors Degrees
- Add/Remove a minor.
- Update Catalog year
- Add/Drop an emphasis
- Withdraw an application
Graduate Students can use the Declaration/Change of Graduate Emphasis form (PDF) to declare, change, or remove an emphasis.
What should students do upon realizing they are not going to complete requirements even though they have already applied to graduate?
If this occurs and has never occurred before, undergraduate students should alert the Graduation Division by sending a formal request through their umail account to firstname.lastname@example.org asking to renew their graduation application to a specific future semester. Undergraduate applicants are only allowed one renewal of their initial graduation application and the request must be submitted before the end of the initial application term. Note: students who have already used this option or have been denied graduation must complete the reapplication process and pay the corresponding $25 reapplication fee. Back to Top
How can I add a minor after I turned in my graduation application?
I have not completed my minor requirements but still want to receive my degree. What do I do?
Send an email from your umail account to email@example.com requesting to drop your minor. Indicate your name, ID number, major, and graduating term. Candidates may also drop a minor in person at the Registrar’s Office (window #15). Back to Top
Registrar's Office Evaluations and Degree Conferral
What happens after a graduation application is submitted to the Registrar’s Office?
For undergraduate students applying by the due date, three evaluations are done before a degree is awarded. All evaluations follow the Graduation Evaluation Process. We check and report any duplicate or repeated courses at this point. The first is an Initial Evaluation – students are sent a simple email referring them to check the My Degree Dashboard report that we have generated for them. The second is the Provisional Evaluation and only students who have deficient requirements are sent an email listing those deficiencies and instructions for changing their graduation term. The last evaluation is done at the end of the semester – students will receive a Umail indicating their status has changed to “awarded” or “denied.” Denied students are given instructions on how to reapply. Awarded students are mailed their diploma. Although the final evaluation process takes approximately 4-5 weeks to complete, degrees are awarded daily and diplomas are mailed weekly during this time. Back to Top
What does the Graduation Evaluation Process entail for undergraduate students?
The Graduation Division uses the My Degree Dashboard report to evaluate each undergraduate student for graduation. This begins by verifying the student’s major, degree type, emphasis (if applicable), minor(s) (if applicable), and catalog year. We then verify that the Hours/GPA in PeopleSoft match the Hours/GPA on My Degree Dashboard. If they do not, other steps are taken to correct the record before we continue the evaluation. We then review repeated U of U work and check for duplicate transfer credit that may have been misapplied. We verify that all requirements have been met; any deficiencies (red x’s) on My Degree Dashboard will cause the student to be denied graduation. GPA honors and certificates are evaluated before they are posted to a student’s record. Back to Top
When does a student have to have all of their work completed for a degree?
In order to qualify for graduation for a specific term students must have all work completed and turned in by the conferral date of that semester. For Summer/Fall students, this would be the last day of finals for the graduating term. Back to Top
When should transfer work be posted to a student’s record in order to graduate on time?
All transfer work from other institutions needs to be posted to the student’s University of Utah record by the last day of classes. The Office of Admissions oversees this process and it takes approximately 6 to 8 weeks; therefore, students who are transferring in work during their last term should apply to graduate the following term. Transfer work that is not posted by the last day of classes for the final semester will result in the student being denied graduation and subsequently having to complete the reapplication process. Students studying abroad during their final semester also face this situation if their grades are not on the records by the end of the graduating term. Back to Top
All undergraduate students must earn at least 30 semester credit hours from the University of Utah and at least 20 of the last 30 semester credit hours earned towards a student’s degree must be earned from the University of Utah. The University’s Graduation Committee has approved certain exceptions for this requirement including:
- Transferring 15 or fewer final credits from an approved learning abroad or international exchange program (does not apply to U of U courses held at the Asia Campus or other off-campus location);
- Transferring more than the allowed 10 credits when those credits are not being used to fulfill graduation requirements; and
- Being confronted with an involuntary change of residence (owing to military obligations, health, marriage, etc.) when the student is within 30 credits for graduation and has earned at least 90 credits from the University of Utah.
An Application for Residency Requirement Exception must be filed with the Registrar’s Office along with proper documentation prior to the last day of the student’s anticipated graduation term.
When will the degree be posted to my records (transcript)?
The process for final evaluation takes approximately 4-5 weeks to complete after the end of each term, but degrees are awarded daily and diplomas are mailed weekly during this time. Once your degree has been awarded, you will be sent a notification through your Umail account. Official transcripts that are processed after receipt of the Degree Awarded Umail, will include your graduation information. Back to Top
Is there any way to expedite the evaluation process?
No, the Graduation Division is not able to evaluate students individually; however degrees are evaluated and awarded as quickly as possible. The process for final evaluation takes approximately 4-5 weeks to complete after the end of each term, but degrees are being awarded and diplomas mailed daily during this time. Once your degree has been awarded, you will be sent a notification through your Umail account. Back to Top
What/When is the Conferral date?
The conferral date is always the last day of finals in Fall and Summer or the Commencement day in Spring. This is the graduation date listed on the diploma and transcripts. Back to Top
Who qualifies for Honors at Graduation?
Students must meet the hours and GPA requirement in order to qualify. Current information can be found on our website, Honors at Graduation.
How do I check the status on my graduation application?
If you applied for graduation for the current commencement year, you can check your status by logging onto Campus Information Services and selecting "View Graduation Status" under the Graduation menu. Graduation Review Status will indicate one of the following:
- Application Received: Indicates that you have applied to graduate.
- Initial Evaluation in Progress: The Graduation Division is reviewing your academic record.
- Needs Additional Review Eval Pending: The Graduation Division has questions about your record and additional information is needed before the review can be completed.
- Initial Evaluation Complete: The Graduation Division completed an evaluation comparing your academic record with your degree audit (My Degree Dashboard).
- Provisional Review – In Progress: Occurring in your expected graduation term, the Graduation Division will review your academic record
- Contact Advisor(s): Deficiencies have been noted in your expected graduation term. Contact your advisor to consider if you should delay graduation or if your requirements can still be completed this term.
- Review Complete On Track: The Graduation Division has noted that your degree audit (My Degree Dashboard) shows all requirements are either completed or are in progress.
- Review Complete Ready to Award: The Graduation Division has noted that your degree audit (My Degree Dashboard) shows all requirements are completed.
- In Final Review: The Graduation Division will be reviewing your My Degree Dashboard audit to determine if your degree can be awarded.
- Ready to Award: The Graduation Division has noted that all requirements are complete and your degree will be awarded at or after the conferral date.
- Awarded Degree: The Graduation Division has certified that all requirements are completed and your degree is now part of your student record.
- Denied – Contact Advisor(s): The Graduation Division was unable to certify completion of all requirements. Contact your advisor(s) to discuss reapplying for graduation in a future term.
Diplomas are typically ordered within a week of your degree being awarded after review by the Graduation Division. They are sent to the mailing address current on CIS at that time. Once the diploma is ordered you can check on the status by entering your personal information at this link: https://www.michaelsutter.com/utah. For those living locally, your diploma will most likely arrive within two weeks after your degree is awarded.
If the hold restricts release, your diploma cannot be released until the hold has been removed. Diplomas will not be issued until all financial obligations to the University of Utah have been cleared.
How do I change the name for my diploma?
Candidates must complete a Change of Personal Information form with the Registrar's Office, Registration and Records Division. Applicants who are also University of Utah employees must contact the Payroll Reporter for their department to officially change their name on University records. Back to Top
How do I update my address for my diploma?
Log on to the Campus Information Services to change your mailing address. Your diploma will be sent to the mailing address we have on file for you at the time you are cleared for graduation. Back to Top
How can I get a replacement diploma?
To order a replacement diploma, complete and submit the Diploma Replacement Request form. The replacement diploma should be mailed to you within 2-4 weeks after the receipt of this form. M.D. and J.D. diploma replacements may take up to twelve weeks to be processed. Back to Top
Can a student complete a minor after they have graduated?
No. A University minor can only be received at the same time the student graduates with a major. The minor is an attribute to a degree and not an entity by itself. Students should declare the minor with the appropriate department before applying for graduation. Additionally,
- Teaching minors must be completed in conjunction with a teaching major.
- Students can complete more than one minor at a time.
- If a minor is not complete upon graduation it can only be awarded if it is attached to another major completed at a later date.
- Both the major and minor must be complete during our final evaluation for a degree to be awarded. They will not be awarded separately.
- If a student decides not to complete the minor and would like their degree awarded with just their major they must formally request through umail to firstname.lastname@example.org to drop their minor before the end of the term.
Can I pursue a second bachelor’s degree?
A student who has previously earned a bachelor's degree from the University of Utah or from another accredited institution is eligible to pursue a second Bachelor of Arts or Bachelor of Science degree in a different discipline. The major of the second degree cannot be the same as the previously awarded degree. For example, a student who has earned a BA in Psychology cannot pursue a BS in Psychology.
Students should consult with a departmental advisor to determine whether a second bachelor's degree or a graduate program better meets their needs.
Students wishing to earn a second bachelor's degree must fulfill the following requirements:
- All requirements for the major
- Residency Hours Requirement
- American Institutions*
- Quantitative Reasoning (QA and QB)*
- Lower Division Writing*
- Upper Division Communication/Writing*
- International Requirement*
- Minimum 2.00 GPA
- Current requirements for BS, BA, BFA, BSW, BMus, BUS*
*Not required if completed in the first bachelor's degree.
If a student has completed a bachelor's degree outside the U.S. and the degree is recognized by the University, Intellectual Exploration courses are automatically fulfilled. All other requirements are evaluated separately. Back to Top
Who may participate in commencement and convocation exercises?
Commencement and Convocation exercises are held at the end of each Spring semester. Since they are only held once a year all candidates/graduates from that commencement year and the following Summer are allowed to participate (i.e. for May 2016 Commencement/Convocation candidates/graduates for Summer 2015, Fall 2015, Spring 2016, and Summer 2016 can participate and will be in the program if they apply for graduation by March 1). Anybody outside of the allowed semesters are referred to their college for approval to participate, but their names will not appear in the program until the following year.
Note: Summer candidates are allowed to participate in the ceremonies either the Spring before or the following Spring with their graduating class. Summer candidates who participate before they graduate will not be recognized for honors that may be designated once they have graduated. Back to Top