University faculty/advisors/staff play an important role in guiding students to degree completion. Learn about the tools available to you for reviewing degree requirements and and the degree clearance process including its associated deadlines. Also, learn more about the commencement ceremony and the availability of diplomas. This is our opportunity to show our students how much we value their accomplishments.
The general catalog contains detailed program and university degree requirement information.
MyDegrees is a degree planning and clearance tool for students and advisors. The degree checklist and academic planner are tools for advisors to use in helping students plan their schedules and to clear degree requirements for pending graduates. From the beginning of their academic career at OSU students should be using this sytem to plan their enrollment and monitor their progress.
Faculty/staff click this MyDegrees link, login to the onine services, choose a term, identify a student, and you will be taken directly to MyDegrees to see the information for the student chosen.
Detailed information about this system is provided in the Intro to MyDegrees documentation provided to assist faculty & staff in the use of this sytem.
Also, view the OSU MyDegrees site for further information about the functionality of this system.
If you identify anything in your department’s program requirements, as they are enforced in MyDegrees, that need require an adjustment, report them via the MyDegrees Sharepoint reporting tool for your academic college. If you are unable to access this site please email the Office of the Registrar for assistance.
The Office of the Registrar receives notification of curricular changes that are approved via the curricular proposal system and will automatically make adjustments to your departments program requirements based on these notifications.
Students do not automatically get evaluated for graduation. They must apply for graduation. They can apply via the online application for graduation avaible from their Online Services. It is recommended that students apply for graduation three terms prior to the term in which they intend to complete their degree requirements. Applications must be submitted no later than the end of the second week of the term in which the student plans to complete degree requirements
According to Academic Regulations 26 a student may earn two or more degrees simultaneously. A student must complete a minimum of 32 credits above the minimum number of credits needed for one of the degrees. Students may also earn two or more majors within a single degree program, per Academic Regulations 27. Students completing the honors college curriculum receive a honors degree in the college of their major, e.g. HBS Honors Bachelor of Science in Chemistry, or HBA Honors Bachelor of Arts in English.
The Office of the Registrar monitors institutional requirements as defined in Academic Regulation 25, while the academic college and departmental advisors monitor baccalaureate core, college, major, option, and minor requirements.
Degree clearance deadlines, reports are produced, communications are sent, degrees are awarded, and more.
Individuals with the authority to make exceptions for students in MyDegrees should familiarize themselves with the terms of our exceptions policy.
To submit an application for graduation:
From this same Student Records menu they may also view existing applications for graduation, cancel an existing application for graduation, and confirm their intention to attend commencement.
Please keep the following in mind when advising for the use of the online application for graduation:
A student may earn multiple degrees simultaneously. Additional degrees may also be earned subsequent to a prior degree award. The degrees may be offered by the same college, or by different colleges. For each additional degree, a student must complete a minimum of 32 credits above the minimum number of credits needed for one degree. Each degree application is reviewed by the appropriate academic advisor. Advisors complete a separate graduation audit for each of the degrees. Each degree awarded will be recorded as a separate degree award on the student’s record. The student will also receive a separate diploma for each degree awarded (See Academic Regulations 26).
Some programs, such as the Education Double Degree or the International Degree, require that a primary degree be completed in order for the secondary degree to be awarded. When multiple degrees are not dependent on one another, one of the degrees may be awarded even though the requirements for the other degree is not yet met.
Though less common, a student may receive a single degree with multiple majors. Often the number of credits required to complete the requirements for multiple majors allows a student to earn multiple degrees, but that is not always the case. Dual majors are most often obtained within the same college. The degree requirements for both majors are reviewed by your advisor.
When the degree is awarded there will be one degree award with two majors recorded on the student’s record. The student will receive one diploma. Dual majors may be obtained concurrently with the completion of the degree, or in some cases may be earned as a credential subsequent to completion of the degree (See Academic Regulations 27).
Students completing the honors college curriculum receive an honors degree in the college of their major, e.g. HBS Honors Bachelor of Science in Chemistry, or HBA Honors Bachelor of Arts in English. In some cases it might be possible for an Honors College student to earn multiple degrees simultaneously, each of which would be recorded as an Honors degree.
Students seeking an honors degree must meet the requirements of the Honors College in order to receive their degree. Students that complete an Honors degree will have the honors degree recorded on their academic record. The student’s diploma will also include the honors degree designation (e.g. Honors Bachelor of Science, etc…).
Students completing a certificate concurrently with their major must apply for graduation twice – one graduation application for the major and another graduation application for the certificate.
When the certificate is awarded, it will be recorded on the student’s transcript.
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Week of Term |
Processes |
Reports |
Communication |
Communication |
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One week prior to start of term |
New audits are run for pending graduates |
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Registrar’s sends notification of insufficient institutional deficiencies to student (OSU Residency, DFL, Overal Credits, Upper Division) |
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3rd week |
Run new audits for pending graduates |
Report for current pending graduates is sent to the head advisor of each college,
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8th week |
Run new audits for pending graduates |
Report for current pending graduates is sent to the head advisor of each college.
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10th week |
Run new audits for pending graduates |
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Registrar’s Office sends notification of degree deficiencies (majors, minors, option, & institutional deficiencies) |
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End of Degree Process |
Award degrees to 100% complete students |
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send notices of congratulations to graduated students |
send cancellation notices to students that did not graduate (includes specific deficiencies) |
Any unmet requirements indicated on the degree audit must be resolved prior to a degree being awarded. In the event that a student is unable to graduate at the end of the term for which you have applied they should be directed to cancel their existing application for graduation and submit a new application for the future term in which they will complete their requirements.
Degree clearance requires approximately 4 weeks after the conclusion of the term. When degrees are awarded they will be posted to student transcripts where they may view it. Also, the Office of the Registrar will send a notice of congratulation to the student ONID email address once the degree is awarded. It is the responsibility of the student to confirm their degree award.
MyDegrees allows a user who has exception privileges to apply exceptions to a Students audit to clear degree requirements. These exceptions are part of the audit trail of the degree clearance process. The product does not have a relationship built between Advisor/Faculty and Student and the types of exceptions that an Advisor/Faculty may apply to a student’s audit. The User with exception privileges has a responsibility to apply exceptions only to students assigned to the user’s departmental real of study. Exceptions are not to be applied to University level requirements. University Level Requirements are the responsibility of the Registrars to review and apply exceptions as necessary.
No exceptions are to be applied outside of the users of the departmental responsibilities or to University level requirements. Users who use their exceptions privileges inappropriately will receive a warning and the exception reversed. If continued violations occur, the user’s privileges for applying exceptions will be revoked.