Students who plan to graduate must submit a Graduation Application in GUS for the term in which they intend to graduate. The Graduation 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 a completed Graduation Application in order to graduate for the specific term.
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.
Failure to complete the Graduation Application will result in a hold on your Student Record in GUS and possibly delay your graduation processing.
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 firstname.lastname@example.org.
Diplomas are available approximately 6-8 weeks after the degree conferral has been processed for Summer and Fall, and are available the week following Commencement for Spring. Due to COVID-19, no in-person diploma pick up is available for Spring 2020. Diplomas will be shipped to the mailing address on file in GUS.
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”.
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.
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.
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 and Thesis
Beginning Spring 2020, all dissertations and theses will be submitted electronically. Any documents submitted prior to the publication of this document will be accepted following prior procedures. Development is underway to electronically sign dissertation materials using DocuSign, but until that component is configured, email will serve as the electronic “signature” as described in the process below. Submission deadlines for all Spring 2020 degree conferral dates are listed in this document. Questions should be directed to the University Registrar at email@example.com or to the student’s academic department (contact information below).
- Upon completion/defense of the thesis or dissertation, the student must submit the following documents to the Library (Nancy Clark, firstname.lastname@example.org) AND to the student’s academic department administrative staff (see later section for a complete listing of these contacts). The Library reviews the document(s) to verify completion and appropriate formatting based on college formatting guidelines (the student should contact her/his thesis/dissertation chair for formatting details for that academic program).
- Electronic version of the complete thesis/dissertation in Adobe PDF format;
- Completed E-filing form; and
- Committee Signature Page including names of all faculty on the defense committee. This page should be submitted even if not physically signed. See additional instructions in next step.
- While the document is under review at the Library, the student collects required signatures from the dissertation committee if not collected at the defense, with support and assistance from her/his department administrative staff (DAS).
- If a physical signature page was completed at the defense, the document is scanned and submitted to the Library with the dissertation/thesis. No additional faculty signatures are required for this step.
- If no physical signature page was completed at the defense (e.g., the defense was conducted online), the student submits the blank signature page to the Library (see step 1). The student then routes an electronic copy of the thesis/dissertation to all committee members AND the DAS via her/his UAMS email for “signature” collection. Each committee member must “reply-all” to the student’s email, indicating her/his approval and email “signature” for the document. The faculty email must come from either the official UAMS email account, or from the standard email account used by that faculty member. If the faculty member’s standard email account is non-UAMS, the college’s assistant/associate dean must also be included to “sign” that the non-UAMS email account is acceptable for that faculty member.
- All “signature” emails are collected by DAS as part of the student’s file.
- The student completes the Thesis/Dissertation E-Filing Form and submits to the DAS to add to the student file.
- When the Library’s formatting review is complete, Nancy Clark sends an email confirmation to the student and the DAS.
- The DAS ensures all required documents have been received from the student and signing faculty:
- Complete thesis or dissertation;
- All “signature” emails received from faculty, OR the scanned, signed committee signature page;
- Library review confirmation email; and
- Completed student Thesis/Dissertation E-filing Form.
- The DAS files all documents and related emails in the department’s student file, and routes a formal email stating that the student’s thesis/dissertation is officially approved and filed with the department. The DAS attaches copies of “sign-off” emails or the scanned signature page, a copy of the Library “sign-off” and a copy of the e-filing form to the official notification email. The DAS email notification date serves as the official time/date stamp for graduation and degree conferral purposes, and is sent to the following recipients:
- Library saves the e-thesis to its thesis/dissertation repository and considers this the formal filing of the document complete.
Submission deadlines are based on the intended degree conferral date as follows:
- May 16 Conferral: May 4 Submission Deadline
- June 15 Conferral: June 1 Submission Deadline
- July 15 Conferral: July 1 Submission Deadline
- August 5 Conferral: July 21 Submission Deadline
Department Administrative Staff
The following Department Administrative Staff (DAS) are the primary contacts for students in each academic program. Where multiple DAS contacts are listed for an academic program below, documents must be submitted to all DAS contacts for that program.
- Graduate School (All Programs): Latrina Prince
- College of Public Health
- Epidemiology: Lori Fischbach and Amanda Golbeck
- Health Promotion and Prevention Research: Alexandria Marshall, Tiffany Haynes and Amanda Golbeck
- Health Systems and Services Research: Holly Felix, Anthony Goudie and Amanda Golbeck
- College of Health Professions
- Genetic Counseling: Noelle Danylchuk and Lori Williamson Dean
- Communication Sciences and Disorders & Speech-Language Pathology: Betholyn Gentry and Laura Smith-Olinde
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.
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.
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 to student transcripts within 7-10 business days of the degree conferral date. However, the efforts can be limited by missing information such as missing grades. All degree requirements must be recorded in GUS before a student’s degree may be conferred.
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.
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.
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 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.