Graduation Applications - Information for Chairs

INFORMATION FOR DEPARTMENT CHAIRS AND PROGRAM MANAGERS

Department Chairs and Program Directors are responsible for reviewing graduation applications for majors and/or minors in their departments/programs. A Chair or Program Director’s signature on the application indicates that the student’s application is sound and the student will have satisfied all requirements by the graduation date indicated.

AUGUST/SEPTEMBER EACH YEAR

The Registrar’s Office sends an email to potential graduates advising them of the graduation process. Students applying for degrees are likely to begin visiting your offices early in September. The deadline for submitting May graduation applications is October 15th, and the bulk of our students will apply in the fall. 

The deadline for August graduation applications is March 1st. We do, however, recommend that the August candidates who intend to participate in commencement submit their applications by November 15th in order to be added to the commencement email distribution list.

OVERVIEW OF THE DEGREE APPLICATION PROCESS

There is a two-step process for students to apply for their degrees:

  1. Students will submit the “Degree Application” on WebAdvisor.  
  2. Students will submit to the Registrar’s Office a paper copy of the “Program Evaluation” printed from WebAdvisor that has been signed by each appropriate Chair/Director.

Please note that when students submit their graduation applications to the Registrar’s office they are required to have a brief meeting with a Degree Audit Specialist to review their requirements. Anything you can do to encourage students to submit their applications prior to the last few days before the deadline would be greatly appreciated!

Students can find detailed instructions for apply for graduation on our website at: http://college.lclark.edu/live/files/8836-detailed-directions-for-completing-the-degree

SUGGESTIONS FOR WORKING WITH STUDENTS

  1. The student should make an appointment with you and bring a printed copy of his/her Program Evaluation and Unofficial Transcript from WebAdvisor.
  2. Review the Program Evaluation to be sure that the student will meet all requirements for graduation. A blank line means that the Registrar’s Office doesn’t know how the student will meet this requirement. When you are done, there should be no blank lines.
  3. Make notes on the form in blue or red ink to indicate how the requirement will be met. Please do not use pencil or black ink. (This is an official document and we would like your notations to stand out.) Every blank line in the section for your major/minor should have something written on it. Please use this format:
    1. If the student will take a class in a future semester that will fit the requirement according to the catalog, indicate the semester that the student will take the course (e.g. 20/SP). You can write in the course number, but it is not required.
    2. If a course substitution will satisfy a requirement, and has not already been recorded, the completed substitution form must be included with the graduation application. 
  4. Date and sign the document. The student will also need to meet with other Chairs/Directors if they have other majors/minors. When all necessary signatures have been obtained, the student must bring the form to the Registrar’s Office.

We encourage Department Chairs and Program Directors to make use of the Graduation Requirement Checklist.  It covers the basics and can be a helpful resources as you meet with students to determine their remaining requirements.

FAQ’s:

Q) As an advisor/chair/director, is it my responsibility to check a student’s General Education or overall requirements?

A) While our office will be providing the student with written confirmation of progress toward graduation, they rely on you to plan their schedules for their remaining semester.  Feel free to contact us if you have questions.

 Q) Is it OK to make major/minor course substitutions earlier in the student’s career?

A) Yes – in fact the earlier the better. Students and advisors can plan better if course substitutions are made early.  The course substitution form is available to students on our Forms page.

 Q) What if courses are not being applied the way I expect?

A) Please contact us directly so that we can investigate.

 Q) What if the requirements in the major/minor have changed?

A) Students are assigned to the catalog (requirements) in effect when they entered (or re- entered) The student can choose to change the catalog year to a more recent version. The Chair/Director/Advisor can help the student decide which catalog is most advantageous. Keep in mind that LC applies the catalog year to all majors, minors and general education. Changing a catalog year may impact other majors/minors.  The Chair/Director can make allowances either way (i.e. substitute new courses onto an old catalog year or substitute old courses onto a newer catalog year). Students cannot choose a catalog year from before they entered (or re-entered) as an undergrad at LC.

Other questions?? Please let us know. Thank you,

We look forward to working with you to make the graduation application process as smooth as possible for all students applying this year. Please don’t hesitate to contact us if you have any questions.

Caitlin Hansen - Degree Audit & Transfer Credit Specialist (students with last names M – Z)
chansen@lclark.edu
503-768-7332

Tiffany Henning - Degree Audit & Transfer Credit Specialist (students with last names A – L) 
thenning@lclark.edu
503-768-7325