UAMS.EDU

Graduation

Graduation Application

Students who plan to graduate must submit a Graduation Application via GUS for the term in which they intend to graduate. The application provides the Office of the University Registrar with essential information about the student’s degree and expected graduation term/year. It also puts the student’s name on the diploma order, degree posting, and commencement lists. The application is available in GUS under the Academics tab of the Student Self-Service area.  Students must have an active graduation application in order to graduate.

Students must provide a degree name via GUS self-service.  Click on Names from the left-hand menu.  Then, click Add a New Name and enter your name exactly as you would like it to appear on your diploma. Additionally, to ensure that you are included in the Commencement book and other Commencement-related activities, please check your FERPA status in GUS.

All students, regardless of participation in Commencement proceedings, MUST complete an application for graduation for the term they expect to graduate. Failure to complete the application by the stated deadlines may result in a delay in the graduation arrangements or omission from the commencement programs. If you do not complete all of the requirements for graduation, you will be required to reapply for the next appropriate term.

Detailed instructions for using GUS to apply for graduation can be found here: Instructions for Applying to Graduate in GUS

Graduation Application Deadlines

All applications must be submitted via GUS by the stated submission deadline. The deadlines for each term’s graduation period are:

  • Fall: November 1
  • Spring: February 1
  • Summer: July 1

Students needing to change their graduation information (i.e. expected graduation term, diploma mailing address, etc.) after the deadline must notify the Office of the University Registrar immediately by emailing registrar@uams.edu.

Diplomas

Diplomas are available approximately 6-8 weeks after the degree conferral has been processed for Summer and Fall, and are usually available the Thursday following Commencement for Spring. Diplomas may be picked up directly from the Office of the University Registrar, located in CHP Building 2, Room 100. Diplomas not picked up by July 1 will be mailed to the student’s permanent address on record.

The diploma indicates the student’s degree and major field of study but not the concentration or specialization. However, the concentration or specialization is indicated on the official transcript. The size of the diploma is 11” x 14”.

Graduation Fee

Upon receipt of the application for graduation, the graduation fee will be applied to the student account in GUS. Additional fees may be required depending on the degree or college.  Information related to degree fees can be found on the Bursar’s Website.

The fee(s) must be paid regardless of whether the student participates in the commencement activities.

In some cases you can use financial aid to cover your graduation fee. However, it comes down to timing. You must apply to graduate BEFORE your financial disbursement is released (usually prior to the start of the term). If you apply for graduation after your financial aid has disbursed and applied to your UAMS account balance, you will be responsible for paying any new or remaining charges.

Degree Audit

A Degree Audit will be conducted to determine if the student has successfully completed all the course requirements for the degree. Degrees will not be conferred until the Office of the University Registrar has validated that the following requirements have been successfully met:

  • All grades are posted
  • All program requirements are completed
  • Inter-professional Education (IPE) requirements are met
  • Required GPA is obtained
  • Thesis, dissertation, or doctoral study is submitted, approved and received in the library

Beginning in Fall 2018, most students who began their programs after Fall 2013 will have access to an automated degree audit in GUS.  Degree audits can be accessed by selecting Academic Requirements from the Academic tab in Student Self-Service.

All requirements must be set to “satisfied” in order for a student to graduate.  If you discussed a course substitution with your program or advisor, an academic substitution form must be submitted to the Office of the University Registrar no later than two weeks before the graduation date.  Additionally, all Incomplete or In Progress coursework must be graded before a student will be eligible to graduate.

If a degree audit is not available in GUS, the Office of the University Registrar will verify student requirements through a manual process.  Manual degree audits are not available until an application for graduation is received and normally are produced a month before the graduation date.  They are available upon request a month prior to the graduation date.

Transfer Credit

If transfer credit is applicable to use for the graduation requirements, the student must submit the official transcript(s) from the originating institution and the transfer credit approval form to the Office of the University Registrar.  If coursework is being completed at another institution in the same term as expected graduation for the UAMS degree, the student must submit an unofficial transcript and pending transfer credit approval form (if applicable) to the Office of the University Registrar no later than two weeks prior to the graduation date for the term.  Official transcripts must be received by the Office of the University no later than the day before the UAMS official start of the next term.  The five year calendar can be found here.

Transfer credit will be awarded based on the individual and colleges academic standards for transfer credit.  Information about requirements are available in your college’s catalog.

Inter-Professional Education Requirements

Students who began their program in Fall 2015 or later are required to complete Inter-Professional Education Requirements.  These are documented in GUS as milestones.

All IPE activities must be completed by the day before the intended graduation date.  Failure to complete all necessary IPE requirements by the graduation date will result in a delay of graduation to the following term.

Dissertation (Doctoral Students)

Notification of successful completion of the dissertation with all signatures must be submitted to the library at least two weeks prior to the graduation date for the given semester.  Students will follow the guidelines provided by the college for preparation of the dissertation and submission requirements.

The library will notify the Office of the University Registrar of the successful completion and the information will be documented in the milestones area of GUS.  The degree will not be posted without notification from the library.

Thesis (Master’s Students)

If a thesis is required for the degree, notification of successful completion of the thesis with all signatures must be submitted to the Office of University Registrar at least two weeks prior to the graduation date for the given semester.

The thesis/comprehensive examination form must be submitted to the Office of the University Registrar.  All signatures are required.

Theses are documented in the milestones area of GUS.  The degree will not be posted without receipt of completion of the thesis.

Comprehensive Exam (Master’s Students)

If a comprehensive exam is required for the degree, notification of successful completion of the comprehensive exam with all signatures must be submitted the Office of University Registrar at least two weeks prior to the graduation date for the given semester.

The thesis/comprehensive examination form must be submitted to the Office of the University Registrar.  All signatures are required.

Graduation Honors

Department and University Honors are included in the Commencement Book, available at the Commencement website. Honors designations are not final until after degrees are conferred.  Students may calculate their own honors by using the guidelines provided in their college’s handbook or catalog.  The Office of the University Registrar will not confirm honors for any students until the graduation term is passed.

University Honors are posted on the official transcript.

Degree Conferral

Degrees are conferred three times a year – after the Fall, Spring and Summer semesters.  The official dates for degree conferral are published in the 5-Year Academic Calendar.

The Office of the University Registrar makes every possible effort to post degrees within one week of the graduation date.  However, the efforts can be limited by missing information.  All requirements must be recorded in GUS before a student will be graduated.

Transcript Requests

Transcripts may be requested and paid for prior to the graduation date.  The transcript will be mailed out to the respective addressee once the degree has been posted if that option is selected.  More information about transcripts can be found here.

Transcripts and degree verifications will only be sent out if a student has cleared campus.

Campus Clearance

At the end of a student’s tenure at UAMS, they must resolve all outstanding holds on their GUS account.  Students should check GUS within a month of their graduation date as additional holds may be placed for outstanding parking tickets, library fines, and other various reasons.  Transcripts, degree verifications, and diplomas (depending on the hold) will not be released until these holds are resolved.

Commencement

The Commencement ceremony is held once a year on the third Saturday of May.  Students who graduate in a Fall term are eligible to walk in the following Spring semester.  Students who graduate in a Summer term should check with their college about which Commencement ceremony they are eligible to participate in.  More information are available on the Commencement website.

Regalia

Regalia will be ordered through a UAMS vendor.  More information and instructions for ordering regalia can be found on the Commencement website.  The cost of regalia is covered by the graduation fee.