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Student Records Office

Graduation FAQ

Below are answers to common graduation-related questions. If you have a question that is not covered here, contact the Student Records Office at 205-726-2911.

Pre-Graduation

My name doesn't appear on the graduation list. Why not?
Why do I need to apply for graduation?
What are the deadlines to apply for graduation?
Why are the deadlines for graduation so far in advance of the actual graduation term?
How do I get a degree audit/grad check?
How often will the list be updated on the Web? Will it be posted again after the ceremony?
What color tassel do I wear? When do I get it?
Do I get to wear a cord? If not, why? If so, where do I get the cord?
How do I arrange for graduation announcements, caps, and gowns?
How many guests can I invite to the commencement ceremony? How do I get tickets?
Am I required to attend the Baccalaureate service in addition to commencement (Spring only)?
Why do I need to let the Dean of Academic Services know that I won't be attending the commencement ceremony?
Will my major and minor be printed on my diploma?
How are honors (Latin honors) determined?
How can I make sure my name is correct on my diploma? What about my hometown on the commencement program?
I know the semester isn't over yet, but I need a letter (for insurance purposes, loan, etc.) stating that I'm on track to complete my degree this term. How can I get such a letter?

Post-Graduation

I've discovered a mistake on my printed diploma (name misspelled, degree incorrect, etc.). How can I get that fixed?
I need an additional copy of my diploma or my original diploma was damaged or lost. How can I get a duplicate or replacement diploma?
I need a transcript showing my degree. How soon after commencement can I get a copy with the degree?
I didn't get my diploma at the ceremony. When/how will I get my diploma?
I filled out a card for a photo company at the ceremony? What's that about?

PRE-GRADUATION:

My name doesn’t appear on the graduation list.  Why not?
The list of graduation candidates is posted periodically throughout the semester and represents the list of students for whom the Student Records Office has received a completed Application for Undergraduate Degree (if an undergraduate student) and a signed degree audit/grad check from the student’s advisor.  Students will NOT appear on the list of graduation candidates for one or more of the following reasons:

• They have not completed an Application for Undergraduate Degree (Does not apply to graduate students)
• They lack substitutions, waivers, degree audits/grad checks
• They have Incomplete grades from prior terms*
• They need more than 20 convocation credits (Does not apply to graduate or Metro Program students)
• They have been approved to Walk Early in the current commencement ceremony, but are not scheduled to complete their degree until the following semester

Please contact the Student Records Office if any of these apply, OR if you think they don’t, but still think you should be on the list.

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*Incomplete grades affect inclusion on the list only in certain circumstances.

Why do I need to apply for graduation?
If you are an undergraduate student, you must apply for graduation in order to generate a degree audit/grad check from your advisor. He/she will review your coursework against either a department check list or a degree audit generated by the Student Records Office. After the review, and if the student is on track to graduate that semester, the advisor will send the signed degree audit/grad check to the Student Records Office. See below for application deadlines.

The Application for Undergraduate Degree also collects valuable information, such as:

• The name you want printed on your diploma
• Your hometown and state (or country) for the commencement program and newspaper notification
• An indication to us whether you plan to pick up your diploma or if you want us to mail it to you (and to which address), when it's ready
• Confirmation of the degree(s), major(s) (and concentration, if applicable), and minor(s) that you are pursuing

If you are a graduate student, you are not required to complete the application noted above. However, an e-mail will be sent to you requesting your response regarding the name on your diploma, pickup/mailing instructions, and hometown.

What are the deadlines to apply for graduation?
See the table below for application deadlines.

Why are the deadlines for graduation so far in advance of the actual graduation term?
Since the Application for Undergraduate Degree generates the request for a degree audit/grad check, the early deadline is needed for several reasons:

1. It allows your advisor time to review your degree audit and submit his/her final evaluation.
2. Once the review is complete and you've received a graduation evaluation from the Student Records Office informing you of your status (hopefully before the start of the semester in which you plan to graduate), it allows you time to adjust your class schedule, if necessary, so that you can complete all graduation requirements on time.

If the graduation application is filed after the deadline, it may result in the degree audit/grad check and subsequent graduation evaluation letter being processed late, which may not allow you time to adjust your class schedule in that final semester to address any outstanding degree requirement issues. If you have submitted your graduation application by the posted deadline, but have not received an evaluation of your status (sent by e-mail) listing the requirements needed to complete your degree before the start of your final semester, please check with your advisor and/or the Student Records Office to determine the status of your degree audit/grad check.

How do I get a degree audit/grad check?
If you are an undergraduate student, completion of the Application for Undergraduate Degree will generate a request to your advisor for a degree check/grad check. You can certainly contact your advisor directly, but the application is the preferred starting point.

If you are a graduate student, the department/graduate school representative will submit a list of graduation candidates to the Student Records Office.

How often will the list be updated on the Web?  Will it be posted again after the ceremony?
The list of graduation candidates will be updated a couple of times throughout the semester.  Due to the dynamic nature of the list (names added or deleted, details revised daily), it cannot be updated every day or every week.  We attempt to post a more complete list approximately two weeks before commencement, but the list will NOT be updated again after the ceremony.

What color tassel do I wear?  When do I get it?
The Bookstore has the tassels. You can pick up your tassel when you pick up your cap and gown.

Do I get to wear a cord?  If not, why?  If so, where do I get the cord?
Cords are for students in University-approved Honors programs (not for students who earn Latin Honors), as listed below (and as seen on p. 24 of the current catalog). Cords are distributed by the Honor Society/Organization. Students bring the cords with them to commencement to wear with their caps and gowns. FYI: Cords, sashes, and emblems associated with social or leadership fraternities and sororities may NOT be worn at commencement.

How do I arrange for graduation announcements, caps, and gowns?
All of the above can be ordered through the Bookstore.  The Bookstore holds a Graduation Expo approximately two months before commencement at which time students can make arrangements for these items.  If you happen to miss the Expo, there is a final deadline for getting measured for a cap and gown (approximately 2-3 weeks before commencement).  Check the Steps to Graduation page or the list of Graduation Events for dates/deadlines that pertain to the current semester.

How many guests can I invite to the commencement ceremony?  How do I get tickets?
We do not have unlimited seating for guests, but you may invite a reasonable number of guests. Seating is first-come, first-served.  We do not issue tickets for the ceremony.

Am I required to attend the Baccalaureate service in addition to Commencement (Spring only)?
Attendance at the Baccalaureate service the evening before commencement is encouraged.  Students may invite a few family members as seating may be limited.

Why do I need to let the Dean of Academic Services know that I won’t be attending the commencement ceremony?
Attendance at commencement is required unless there are mitigating circumstances that would lead to approval to be graduated in absentia.

Will my major and minor be printed on my diploma?
No, only your degree and any honors (cum laude, magna cum laude, and summa cum laude) you may have earned will appear on your diploma.  Your major(s) and minor(s), however, WILL appear on your official Samford transcript.

How are honors (Latin honors) determined?
Latin honors are awarded on the basis of all academic work taken at Samford University. Students who earn at least 90 credits at Samford and a grade point average (calculated on all work done at Samford University) of 3.500 through 3.749 are graduated cum laude; of 3.750 through 3.899 are graduated magna cum laude; and of 3.900 through 4.000 are graduated summa cum laude. Please note, however, that Latin Honors cannot be calculated in time for the actual ceremony since grades are not due until the week following commencement. If Latin Honors are called out for you at the ceremony, they will be an estimate of your final GPA.

How can I make sure my name is correct on my diploma?  What about my hometown on the commencement program?
Undergraduate students have the opportunity to provide accurate name and hometown information when they complete the Application for Undergraduate Degree.

Graduate students will receive an e-mail from the Student Records Office, sent to their Samford e-mail accounts, approximately 2 to 2-1/2 months prior to commencement requesting their response to several commencement-related questions in the “Diploma Name” e-mail.  At that time, students are asked to provide the name they would like printed on their diploma, their hometown (for the commencement program and local newspaper notification), and to indicate whether or not they’d like to pick up their diploma when ready or have it mailed.  Students must respond by the deadline stated in the e-mail to guarantee their diploma is ordered on time.  Students who fail to respond by the deadline or who later decide to change their name as it’s printed on the diploma may be subject to a $50 charge.

Note: All graduation candidates are encouraged to check their Samford e-mail accounts throughout the term for notes from Student Records regarding graduation information.

I know the semester isn’t over yet, but I need a letter (for insurance purposes, loan, etc.) stating that I’m on track to complete my degree this term. How can I get such a letter?
Your academic Dean may be able to provide such a letter.

POST-GRADUATION:

I’ve discovered a mistake on my printed diploma (name misspelled, degree incorrect, etc.).  How can I get that fixed?
Please contact the Student Records Office at 205-726-2911 or by e-mail regarding the error.  Diplomas printed in error will be replaced at no charge, but students need to allow two months for the replacement diploma to be ready.

I need an additional copy of my diploma or my original diploma was damaged or lost. How can I get a duplicate or replacement diploma?
For a $50.00 charge (check or money order), duplicate or replacement diplomas can be requested. Click here for complete instructions. Please allow at least two months for the replacement diploma to be ready.

I need a transcript showing my degree.  How soon after commencement can I get a copy with the degree?
Degrees will be posted the week following commencement.  You can make a request for a transcript at any time (online through the Portal, in person, or by mail)--indicating that it should wait for degree posting--but realize that it won’t be printed until late in the week following commencement.  For December commencement, the Student Records Office makes every effort to mail transcripts with final grades and degrees prior to the Christmas Break, but please keep in mind the volume of mail at that time of year (especially if you are trying to meet an early January deadline).

I didn’t get my diploma at the ceremony. When/how will I get my diploma?
Since grades are not due until the week following commencement, actual diplomas are no longer given out at the commencement ceremony (just diploma covers).  The Application for Undergraduate Degree or the “Diploma Name” e-mail (sent to graduate students) requested instructions regarding diplomas (student will pick it up or needs it mailed).  Students who did not provide initial instructions can either send a written request OR an e-mail from their Samford e-mail account indicating their preference.  If the diploma is to be mailed, students need to provide the mailing address and a phone number where they can be reached.  For students who want to pick up their diploma--and if they didn't receive an e-mail sometime in the month following the ceremony letting them know they were ready for pickup--please call or come by the Student Records Office.  Diplomas for December graduates will be available for pickup in January, diplomas for May graduates will be available in June, and diplomas for August graduates will be available in September.

I filled out a card for a photo company at the ceremony?  What’s that about?
The photo company will be contacting you with proofs of your graduation pictures. See the Steps to Graduation page for contact information if you do not hear from them.

Additional links of interest:
Graduation Candidates
Graduation Events
Steps to Graduation
Directions & Campus Map

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Page maintained by Jane Leask, Assistant Registrar (Certifications, Publications, & Programming), jeleask@samford.edu.
Last update: 10/10/08 10:14 AM
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