OREGON STATE UNIVERSITY

Clearing Spring Degree Candidates for Commencement 2015

TO: OSU Faculty and Staff

FROM: Sabah Randhawa, Provost and Executive Vice President

RE: Preliminary Grades for Degree Candidates

I am writing to ask all faculty and staff to once again cooperate fully with the procedures we have efficiently used over the last nineteen years to collect preliminary grades. 

As you know, graduating seniors are required to take final examinations during the regularly scheduled Final Examination Week of Spring Term. However, because actual diplomas will be distributed to eligible graduation applicants at Commencement on Saturday, June 13, 2015, Oregon State University must adhere to the following procedures for clearing Spring Term degree candidates. The key features are outlined below.

Specific documentation about how to submit preliminary grades will be sent to faculty on May 1, 2014. If you have questions regarding preliminary grades, please contact Rebecca Mathern in the Office of the Registrar.

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Procedures for Clearing Spring Degree Candidates for Commencement 2015

  1. Monday, May 4, 2015—"Preliminary" web grade rosters will be available to instructors.
  2. Monday, May 11, 2015—Preliminary grades are due at the Registrar's Office by noon. Grades should reflect the anticipated final grade. Please remember that a preliminary grade of "I" will likely prevent dispensing a diploma at Commencement.
  3. Wednesday, May 13, 2015—The Registrar’s Office staff will provide the Dean of the Graduate School with preliminary grades for each candidate for Master’s and Doctoral degrees. The Registrar’s Office will also begin the preliminary Bachelor’s degree review process.
  4. Monday, June 1, 2015—Notification begins to applicants who are clearly ineligible and those who are in doubt on the basis of: Institutional graduation requirements, College/school requirements and departmental graduation requirements (according to advice from Head Advisors).
  5. Finals Week—Faculty should notify the Registrar’s Office, as soon as possible, after each final examination if a degree candidate will receive a final grade of D, F, N, or I/GRADE. Unless notified by faculty, the decision for diploma distribution will be based on degree audits utilizing preliminary grades. 
  6. Saturday, June 13, 2015—Baccalaureate degree candidates in doubt may participate in Commencement, but will receive a diploma case with a letter notifying them that a final degree audit is necessary to confirm graduation.