May 2016 Diploma, Honors, Commencement Program and Diploma Tracking Timeline

Transcription

1 January 22 Jan Fall 2015 students who did not graduate with status of IP or P will be moved to S16 expected graduation S3 date. 25 Jan SIO: Graduation & Diploma application turns on for May and upcoming August graduating students. E Mail Service University Events/ 25 Jan graduation process to May students (forward to departments). SIO 25 Jan graduation process to upcoming August students (forward to departments). SIO 25 Jan S3: Graduation Management turns ON for departments for May 2016 and upcoming August 2016; Expected graduation dates need to be updated to the best of your knowledge for SEVIS reporting. If a student will not be graduating for May 2016, please move the student to a future semester. If a student has not been in attendance for several semesters due to a leave, withdrawal, remove SEVIS Reporting Due February 5 graduation process steps to departments. Dlist 1. Review expected May Primary Majors. If making adequate progress, change primary major to "In February 2. Review expected May Additional Majors. If making adequate progress, change additional major to "In 3. Review expected May Minors. If making adequate progress, change minor to "In Progress". If NOT 4. Solicit and update MS thesis titles (if applicable) and PH.D. thesis titles. 5. If a student has not been in attendance for several semesters due to a leave or withdrawal, remove 6. Identify college and university honors based on seventh semester. If assigning College Honors for a Associate Dean's Offices student whose home college is not the College giving the Honors, must be sent to commence@andrew.cmu.edu for the College Honors to be added to student's transcript. *Refer to page 13 of the Commencement Process Help document for additional instructions. Due March Check August 2016 students. Move expected graduation date to a future date if they are not 5 Feb SEVIS (Homeland Security) REPORTING DEADLINE Expected graduation dates must be updated to the best of your knowledge. If a student will not be graduating for May 2016, please move the student to a future semester. If a student has not been in attendance for several semesters due to a leave, withdrawal, remove 12 Feb Turn on G1 process (comm_certify) for S16 to update M16/N16/F16 records; coordinate with summer record S3 /CAS creation 22 Feb Reminder of graduation process to May students (forward to departments). SIO 22 Feb Reminder of graduation process to upcoming August students (forward to departments). SIO 26 Feb Reminder to academic departments regarding graduation steps and Graduation Fair information. Dlist Diploma deadline date is March Review expected May Primary Majors. If making adequate progress, change primary major to "In University Registrar's Office 1 of 5 1/25/2016

2 March 2. Review expected May Additional Majors. If making adequate progress, change additional major to "In 3. Review expected May Minors. If making adequate progress, change minor to "In Progress". If NOT 4. Solicit and update MS thesis titles (if applicable) and PH.D. thesis titles. 5. If a student has not been in attendance for several semesters due to a leave or withdrawal, remove 6. Identify college and university honors based on seventh semester. If assigning College Honors for a student whose home college is not the College giving the Honors, must be sent to commence@andrew.cmu.edu for the College Honors to be added to student's transcript. *Refer to page 13 of the Commencement Process Help document for additional instructions. Due March Check August 2016 students. Move expected graduation date to a future date if they are not 7 Mar Commencement program files are available on S3 for departments to download and check student listings. S3: Commencement Program Files Commencement program files include past August 2015, December 2015, expected May 2015 and expected August 2015 (Bachelor and Masters only). Due April 22 7 Mar Check for blank diploma names and weird spellings/characters of diploma names. SDW 18 Mar UNIVERSITY & COLLEGE HONORS DATASET FLAG DEADLINE based on seventh semester for honors dataset. If assigning College Honors for a student whose home college is not the College giving the Honors, must be sent to commence@andrew.cmu.edu for the College Honors to be added to student's transcript. *See page 13 of the Commencement Process Help document for additional instructions. Associate Dean's & CFA Offices Associate Deans & CFA departments 18 Mar final graduation process to May students (forward to departments). Dlist 18 Mar final graduation process to upcoming August students (forward to departments). 18 Mar final reminder to academic departments for Graduation Fair & Diploma Order 1. Review expected May Primary Majors. If making adequate progress, change primary major to "In 2. Review expected May Additional Majors. If making adequate progress, change additional major to "In 3. Review expected May Minors. If making adequate progress, change minor to "In Progress". If NOT 4. Solicit and update MS thesis titles (if applicable) and PHD thesis titles. 5. Review online commencement program files. Edits can be made on S3 Graduation Mgt or Degree S3:Commencement Program File Certification screens. Report issues to commence@andrew.cmu.edu. 6. Check August 2016 students. Move expected graduation date to a future date if they are not 21 Mar students regarding Graduation Fair reminder for University Events. MassMail 21 Mar Create and distribute honors address dataset for college and university honors to associate deans' offices. S3 University Registrar's Office 2 of 5 1/25/2016

3 22 Mar & 23 Mar 25 Mar 25 Mar GRADUATION FAIR. Bachelor and Master Students can be sized to purchase and pick up their cap and gown. Commencement Website Other reps will be there to talk with students regarding their diploma, student account & commencement ceremony questions. Vendors will also be available for announcements, rings and diploma frames. STUDENT MAY DIPLOMA ORDER DEADLINE Final date for May 2016 students to update SIO Graduation & Diploma for the diploma order. Students need to check the spelling of their name and review the diploma template for correctness. DEPARTMENT MAY DIPLOMA ORDER DEADLINE Diplomas will be ordered for expected graduation date of S16 and status of 'In Progress' or 'Certified' (if the student completed early) on S3 Graduation. Students with a 'Potential' status will NOT receive a diploma. The diploma contains the student's name, degree, major, additional major and university honors. Minors and college honors are not printed on the diploma. SIO Everyone Students 25 Mar FINAL UNIVERSITY HONORS DIPLOMA DEADLINE Diploma will be ordered with university honors listed on Associate Deans & CFA the diploma. College honors are not listed on the diploma. 25 Mar TEPPER SCHOOL OF BUSINESS (Masters Program) UNIVERSITY HONORS DEADLINE TSB Graduate Program 26 Mar S3: Graduation Management is temporarily turned OFF to format the commencement program and order diplomas. 28 Mar to 1 Prep diploma order review/sort/correct/add box label info; contact departments for correct delivery /CAS Apr address; order diplomas Order Diplomas. Queue diploma reorders to run weekly every Sunday night /CAS Request Honorary Degree Recipients from Events Office /Events 31 Mar Outload commencement data for Communications Design to format and review the commencement program. S3 Graduation Mgt April 4 Apr S3: Graduation Management turned ON thru April 22 for commencement program proofing. 1. Continue review of expected May Primary Majors. If making adequate progress, change primary major to "In 2. Continue review of expected May Additional Majors. If making adequate progress, change additional major to "In 3. Continue review of expected May Minors. If making adequate progress, change minor to "In Progress". If NOT 4. Solicit and update MS Thesis titles (if applicable) and PHD thesis titles. 5. Continue to identify college and university honors; lookup on RBD1 screen for address info *Refer to Associate Deans & CFA page 13 of the Commencement Process Help document for additional instructions. 6. Review online commencement program files for missing information, names, thesis titles, advisors for Ph.D. students. Edits can be made on S3 Graduation Mgt or Degree Certification screens. Report issues to commence@andrew.cmu.edu. 7. Calculate blank diploma case needs and send to commence@andrew.cmu.edu. Due April Check August 2016 students. Move expected graduation date to a future date if they are not graduating. Ignore the degree status. August 2016 students will appear in the commencement program as expected graduates. August graduates (Bachelor and Master) only may walk at for commencement weekend activities. University Registrar's Office 3 of 5 1/25/2016

4 4 Apr SIO: Graduation & Diploma application turns on for May students to update address or change name. 4 Apr graduation process to May students regarding financial holds, ceremony, etc. (forward to MassMail departments). graduation process to upcoming August students regarding ceremony, etc. (forward to departments). 13 Apr 22 Apr 23 Apr Send reminder to academic departments that commencement program file should be reviewed for accuracy and completeness. College Associate Deans should also review for accurate departmental and degree listings. Due April 22 ONLINE COMMENCEMENT PROGRAM FILE PROOF DEADLINE Review online commencement program files for missing information, names, thesis titles, advisors for Ph.D. students. Edits can be made on S3 Graduation Mgt or Degree Certification screens. Report issues to commence@andrew.cmu.edu. IMPORTANT: S3 Graduation Mgt/Degree Screens are turned OFF in order to allow Communications to outload and format commencement program information. need to manually track all degree related changes for the printed commencement program proof through May 6th. Set meeting reminder for either May 4 or 5 to review commencement program. & Associate Deans Apr 23 May 2 Commencement Program Information is formatted and reviewed by internal offices., Events, Comm Design 27 Apr BLANK CASE ORDER DEADLINE. Send to commence@andrew.cmu.edu with department and quantity. Blank cases will arrive with the diplomas. May Important Note: Any May 2016 changes on Graduation Mgt to a students name, primary major, adl major or university honors will automatically re queue a new diploma. However, we cannot guarantee the diploma will arrive in time for the ceremony. 2 May May diplomas delivered to the university. records staff moves to WEH May May diplomas with Financial Holds or Community Holds are identified on S3 Graduation Mgt/Degree Screens Manual and held by the. A letter replaces the actual diploma. Blank cases are added to department diplomas with delivery. 2 May & REVIEW PAPER PROOF OF COMMENCEMENT PROGRAM review final paper program layout at Location TBA 3 May Communications Design at CUC Dowd Room. 4 May FINAL COMMENCEMENT PROGRAM PROOFS DUE AT 1:00 p.m. will be ed the FINAL Only program proof. The Proof must be approved by 1 p.m. Ph.D. candidate info will be pulled from this final proof for the Doctors Hooding program; changes will NOT be accepted after this date. 6 May Turn on Spring & August 2016 S3 Graduation Mgt Screens. S3 ** Be sure that all manually 'tracked' changes occuring from April 25 to now are entered into S3. We want S3 and the commencement program proofs to be consistent with changes. May 5 10 Diplomas Delivered to. need to update S3 Diploma Tracking as DT In Department FMS after delivery & tracking. Due May May Message to students regarding diploma information. MassMail May Diploma hold releases are delivered to departments until 4p.m. on the 13th. 12 May Graduating Student Final Grades Deadline can start certifying May 2016 students. Egrades Faculty 13 May Commencement Programs delivered. Communications Design 13 May DIPLOMA TRACKING REMINDER! must indicate that the department received the students' S3 Graduation Mgt diplomas (DT) on S3 Graduation Mgt screens before their department ceremony. 14 May College Honors (9 a.m.) and Doctor's Hooding Ceremonies (4:30 p.m.) University Registrar's Office 4 of 5 1/25/2016

5 15 May Main Commencement Ceremony (11 a.m.) May 16 May 27 departments to certify May graduates. Certification can begin earlier after final grades are submitted. Due May Update Diploma Tracking on S3. Every student graduating in May 2016 must be tracked as DC Ceremony) if the student received the diploma at department ceremonies. If student did not attend or diploma requires returning to the, indicate this using DG, DI, PE tracking codes. 2. Finish review of expected may Primary Majors. Change primary major to "Certified". If NOT making adequate progress, change expected graduation date to a future date and set as potential. 3. Finish review of expected graduates Additional Majors. Change additional major(s) to "Certified". If NOT making adequate progress, change expected graduation date to a future date and set as potential. 27 May 4. Finish review of expected May Minors. *Change minor(s) to "Certified". If NOT making adequate progress, change expected graduation date to a future date and set as potential. 5. Identify college and university honors based on final grades.*refer to page 13 of the Commencement Process Help document for additional instructions. 6. Return ALL diplomas in possession to using the Diploma Return Form for mailing, pick up, reorders, pending certification or destroys and set tracking codes appropriately in S3 to WEH MAY CERTIFICATION & DIPLOMA TRACKING DEADLINE All diplomas in hand must be returned to our office along with a diploma return form. Each student's diploma must have tracking codes on S3 to WEH May Turn off S3 May Graduation for. S3 Calender All status IP or P students for S16 will be moved to expected grad date of M16. Turn off SIO Graduation and Diploma for May 2016 students. June 1 Jun Turn On S3 Graduation Management for August 2016; SIO Graduation & Diploma remains on. S3 Calender Jun 1 Jun 10 Sort and process all returned diplomas; reorder May diplomas; mail Diplomas, etc. University Registrar's Office 5 of 5 1/25/2016