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Commencement Publications

Commencement Publications. SACRAO Session 2.1 Dr . Bobbye G. Fry Registrar University of the Incarnate Word. About us…. The Background Stuff. Private Catholic University in San Antonio, Texas Fall 2013 enrollment—9,600 students Undergraduate, graduate, doctoral, and professional degrees

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Commencement Publications

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  1. Commencement Publications SACRAO Session 2.1 Dr. Bobbye G. Fry Registrar University of the Incarnate Word

  2. About us… The Background Stuff • Private Catholic University in San Antonio, Texas • Fall 2013 enrollment—9,600 students • Undergraduate, graduate, doctoral, and professional degrees • Traditional and non-traditional students • Classes on-ground, adult degree-completion, and online • Campuses in US, Mexico, China, and Germany

  3. Commencement Stuff What graduation looks like here • Graduation ceremonies in May and December • August students participate in December ceremonies • 1,200 to 1,500 graduates per year • Ceremony off-site in coliseum that holds 8,500 people • Tickets are required for guest attendance • One ceremony for all graduating that semester

  4. Once upon a time… (1998-2003)

  5. Who is graduating? The Triggers • Undergraduate students: > 80 who are enrolled and have not applied • Graduate students: > 12 who are enrolled and have not applied • Ph.D.: enrolled in the last course before dissertation course • Professional programs: course before internships/rotations • Students/Advisors that request packets off-cycle (with summer they will reach limit)

  6. Where we put information The many ways we communicate with students We communicate by email only and only to UIW email account. We add all students that meet conditions to our Blackboard page. We refer students to Blackboard page designed specifically for them. Once the student applies to graduate, s/he no longer receives the notices to apply. The semester the student will complete degree requirements, s/he will receive regular email from us related to ceremony and requirements. All data is pulled from Banner and dumped into spreadsheets where we run mail merge.

  7. Blackboard Information 1 2 3 The Graduation Packet Generic Introduction LetterStrong encouragement to read entire packet Application for GraduationTold to complete with advisor. Advisor must review degree audit and sign application. Instructions for student to follow Step-by-step instructions provided Instructions for advisor to follow Step-by-step instructions provided Important Dates/Deadline for Graduation for Academic YearInforms student that tickets are limited and deadline is important 4 5

  8. Graduation Packet Distribution How many do we send each semester. Gives us advanced notice of the numbers to anticipate. We send packets until the student applies to graduate. Packet goes to the student through Blackboard. Advisor receives an email with the list of advisees that need to apply to graduate. Faculty are encouraged to review student’s degree audit with student to determine eligibility to graduate. Professional programs certify their students for eligibility to graduate. We certify all others—changing this process soon.

  9. Registrar Web Page 1 2 3 Our home away from home Announcements about Graduation EventsConsistent look Ticket InformationInforms student that tickets are limited and deadline is important. Instructional Letter Contains all of the policies related to conferring the degree. Miscellaneous Links FAQ, Live Web-Streaming, maps, Disability Services Request, etc. Important Dates/Deadline for Current Graduation SemesterInforms student that delays can affect ticket distribution 4 5

  10. Senior Salute 1 2 3 For ordering caps/gowns/invitations/class rings Event to Order Caps/Gowns/Invitations/RingsOnline portal is not open until after Senior Salute Essential Office ParticipationRegistrar’s Office, Business Office, Financial Aid Office, Bookstore, and Vendor Photographer Information Available Either with a person or just literature with samples Business Office and Financial Aid Office Check Holds Clear balances and exit counseling for loans Additional Office RepresentationCareer Services, Alumni, Advancement, VA Services 4 5

  11. Graduation Finale 1 2 3 Come and Get it! Event for Students to Pick up Cap/Gown/TicketsMore formal than Senior Salute, includes refreshments Tickets are not distributed unless account balance is zero Primary Tables: Registrar, Bookstore and Vendor ID required to pick-up items. If person other than student attends, written release required Other Offices Represented Career Services, Alumni, Advancement (Class Gift), VA Services (Stole Financial Aid Office/Business Office Represented to Clear HoldsInforms student that tickets are limited and deadline is important 4 5

  12. Graduation Handbook Good information with pictures. • All institutional policies, repeated from letter. • Dates/Times/Location for all ceremonies. • Pictures of how hood should look. • Seating Diagram • Parking Information • Disability Services Information

  13. What Works for Us From everything we have tried Use your institutional email account—unapologetically and without exception. Define your process and give it a name. Consistently refer to that process by that name. Students and advisors will then know the process and do the same. Tell students they need to apply to graduate. Send information to them until they apply. We record in Banner the dates we sent the information to the students. Then when students say, “no one told me,” I pull up the dates and say, “yes, we did on these dates.” And I do not waive the late fees.

  14. What works at your school?

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