NJCU FAQ SYSTEM. Grades & Transcripts Category Viewing Grades, Requesting Transcripts, Graduation Clearance, and Commencement

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1 NJCU FAQ SYSTEM Grades & Transcripts Category Viewing Grades, Requesting Transcripts, Graduation Clearance, and Commencement

2 Contents Grades & Transcripts 1 How can I get a letter verifying that I am a full time NJCU student? 1 Grades 1 Does a Withdrawal affect the GPA? 1 What courses can I take Pass/Fail? 1 How many credits can a student elect for Grade Recomputation? 1 After my grade has been recomputated will the previous grade appear on transcripts? 1 When are the Pass/Fail forms available? 2 Graduation Clearance 2 How do I prepare for Undergraduate Graduation? 2 What is the process for applying for Undergraduate Graduation Clearance? 2 When do I file for Undergraduate Graduation Clearance? 2 Who can I talk to about my progress towards graduation? 2 Undergraduate Students 3 How do I get my cap and gown? Is there any charge? 3 Graduate Students 3 How many tickets will I receive for graduation? 3 How will I know I am cleared for graduation? 3 When is graduation, and is attendance required? 3 When will my degree be posted to my transcript? 3 How do I get my cap and gown? Is there any charge? 4 How Do I file for graduation clearance? 4 When is the deadline to file for graduation? 4 When will I receive my diploma? 4 Transcripts 5 Do I have to send a copy of transcripts from ALL schools I attended? 5 Does the previous grade appear on transcripts? 5 Is there a fee to request a transcript? 5 What is the turn around time for a transcript request? 5 When requesting transcripts are both Graduate and Undergraduate included in the same request? 5 Where do I have my transcripts sent? 5 How do I request a transcript for graduate school or a job application? 6 How do I request a transcript? 6 Commencement 6 How many tickets will I receive for graduation? 6 How do I get my cap and gown? Is there any charge? 6 When will I receive my diploma? 6

3 Grades & Transcripts Viewing Grades, Requesting Transcripts, Graduation Clearance, and Commencement How can I get a letter verifying that I am a full time NJCU student? Undergraduate student should go to the Registrar s Office located in Hepburn 214 Grades Does a Withdrawal affect the GPA? No, it does not count toward the GPA. It will appear on the transcript as a "W" grade. What courses can I take Pass/Fail? Students have the option of requesting a final grade of Pass or Fail instead of a letter grade in an elective, and/or non-major course, in a general studies course (but not an AUR or Core course), or academic minor. An elective is interpreted to mean any course outside the major and not specifically required in the student's program. At the discretion of any department, certain courses within the major field can be designated "Pass/Fail". How many credits can a student elect for Grade Recomputation? Maximum of 16 credits Note: Effective Fall 2014, an automatic grade recomputation process will no longer require the student to file a form with the Registrar s office to enact the recomputation of the GPA. Students wishing to recomp course(s) taken prior to Fall 2014 must submit a Recomputation form to the Registrar's Office. Grade recomputation is only available for undergraduate courses. After my grade has been recomputated will the previous grade appear on transcripts? All grades will remain in the official transcript but the lowest grade received in the course will be excluded from the GPA. Effective Fall 2014, an automatic grade recomputation process no longer requires the student to file a form with the Registrar s Office. Students wishing to recomp a course(s) taken prior to Fall 2014 must submit a Recomputation Form to the Registrar s Office. Grade recomputation is only available for undergraduate courses. 1 of 6

4 When are the Pass/Fail forms available? The Pass/Fail option may be exercised following the Add-Drop period. Deadlines:FALL - November 1SPRING - April 1 For Summer deadlines: Please refer to the Academic Calendar at Graduation Clearance How do I prepare for Undergraduate Graduation? Meet with department advisor (s) 1 year prior to graduation Attend an Undergraduate Graduation Clearance Workshop. See NCJU Registrar's Office website for list of workshops and dates. What is the process for applying for Undergraduate Graduation Clearance? Step 1 - Complete an "Intent to Graduate" form. Form is available in the Registrar's Office, H-214 Step 2 - After application deadline date, Department Check Out Form(s) are sent to student's department (s) Step 3 - Once student's "Check-Out" form(s) are returned from the Academic Department to the Registrar's Office, a letter informing the student of her/his status is sent to the mailing address. When do I file for Undergraduate Graduation Clearance? See NJCU Master Course List under "Graduation and Certification Deadline Dates and Forms for Undergraduates" Guideline: For students completing coursework in Summer, deadline is between mid May and mid June For students completing coursework in Fall, deadline is between August 1 and September 30th For Students completing coursework in Spring, deadline is between November 1 and December 15 Who can I talk to about my progress towards graduation? Undergraduate Students: 2 of 6

5 Seniors planning to graduate at the end of the following semester are required to file for Graduation Clearance at the Registrar's Office (Hepburn, 214). An appointment should be made with a faculty advisor in advance to review final records. Graduate Students: Undergraduate Students How do I get my cap and gown? Is there any charge? You will receive a written notice of the schedule/location for obtaining your cap and gown. There is NO charge. However, you must return the gown and hood following the ceremony. The cap and tassel may be kept as a memento. Graduate Students How many tickets will I receive for graduation? No tickets are required for graduation. Seating for guests is unlimited How will I know I am cleared for graduation? Students who submit a Graduation Clearance Application will be sent an Audit Notification Letter according to the following schedule: Spring candidates April 1 Summer I & II candidates July 30 Summer III and fall candidates December 30 When is graduation, and is attendance required? There is a single commencement exercise in May each year. Those students who have completed their requirements during the summer, fall and spring semesters will be invited to participate in the spring commencement. The specific date for commencement varies each year, but you will receive written notification and the date/time/location will also be posted online at your GothicNet Home Page at and at the NJCU Home Page at Attendance at the commencement ceremony is strongly encouraged, but is NOT required. When will my degree be posted to my transcript? The degree award date is not posted to your transcript until about the last week in June. 3 of 6

6 How do I get my cap and gown? Is there any charge? You will receive a written notice of the schedule/location for obtaining your cap and gown. There is NO charge. However, you must return the gown and hood following the ceremony. The cap and tassel may be kept as a memento. How Do I file for graduation clearance? New Jersey City University has one formal commencement each year for awarding the Master of Arts, Master of Arts in Teaching, Master of Science, Master of Fine Arts, Master of Music and the Professional Diploma. Students planning to complete degree requirements during the school year must request graduation clearance by filing a online Intent to Graduate Application" during the respective deadline dates, available online at or at the Registrar s office at Hepburn Hall Room 214. When is the deadline to file for graduation? Filing for graduation clearance must be completed by the following deadlines: June 15 for Summer October 15 for Fall December 15 for Spring Those students who have completed their requirements during the summer, fall and spring semesters will be invited to participate in the spring commencement. When will I receive my diploma? Only a diploma case is handed out at commencement. Diplomas are distributed in October for summer graduates; March for fall graduates; July for spring graduates. Graduates are notified so the diploma can be picked-up in person at the NJCU Registrar s Office, second floor, Hepburn Hall. NOTE: Diplomas are NOT mailed. 4 of 6

7 Transcripts Do I have to send a copy of transcripts from ALL schools I attended? YES for Undergraduate and Graduate Students Does the previous grade appear on transcripts? All grades will remain in the official transcript but the lowest grade received in the course will be excluded from the GPA. Important: Recomputation is not automatic. Student must file a recomputation form at the Registrar s Office, H-214. Students who fail to file for recomputation will have both grades included in the GPA. Is there a fee to request a transcript? No, there is no fee for regular service. There is a $10 fee for 1hour service. This same day service is provided until 4:00pm What is the turn around time for a transcript request? Transcripts are processed within four business days after the request is received by the Registrar s Office. When requesting transcripts are both Graduate and Undergraduate included in the same request? Yes, your full career is included in one request. Students may request separate Undergraduate and Graduate transcripts but no portion of the undergraduate or graduate record may be deleted. Where do I have my transcripts sent? Undergraduate Students: Admissions Office New Jersey City University, 2039 Kennedy Boulevard Jersey City, NJ Graduate Students: Graduate Studies New Jersey City University 2039 Kennedy Boulevard Jersey City, NJ of 6

8 How do I request a transcript for graduate school or a job application? To request a transcript, the student or graduate can process one of three options. 1. In person: at the Registrar's Office (Hepburn 214) on a form. 2. By mail: Send a signed letter to the Registrar's Office. 3. Online by visiting How do I request a transcript? The student or graduate has three options: Internet: or In Person: Registrar s Office, Hepburn 214, on a transcript request form Mail: Sending a signed letter to the Registrar s Office c/o Transcript New Jersey City University, 2039 Kennedy Blvd, Jersey City, NJ Commencement How many tickets will I receive for graduation? No tickets are required for graduation. Seating for guests is unlimited How do I get my cap and gown? Is there any charge? You will receive a written notice of the schedule/location for obtaining your cap and gown. There is NO charge. However, you must return the gown and hood following the ceremony. The cap and tassel may be kept as a memento. When will I receive my diploma? Only a diploma case is handed out at commencement. Diplomas are distributed in October for summer graduates; March for fall graduates; July for spring graduates. Graduates are notified so the diploma can be picked-up in person at the NJCU Registrar s Office, second floor, Hepburn Hall. NOTE: Diplomas are NOT mailed. 6 of 6

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