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Calendar of Events for Commencement 2008-09

Download the Undergraduate Graduation Checklist & FAQ on Degree Checkout Status and To Do's
March	Commencement information packet mailed by Stanford Events; undergraduate Parent Commencement information packet also mailed.
April 12, Sunday	Last day for filing graduation applications for June (Spring Quarter) conferral of degrees.
Mid-May	Degree candidates should check for current or future holds (i.e., Student Financial Services, Financial Aid Office, etc.) that may result in holds being placed on their diplomas.
May 1	Deadline to order cap and gown from the Bookstore
End of May	Cap and gown distribution at the Bookstore.
Early June	Degree candidates who have student loans through Stanford must attend an exit interview arranged by Student Financial Services. (Stafford loans are handled through the Financial Aid Office.)
May 29, Friday	Last day to release financial holds to receive diploma at Commencement.
June 11, Thursday	All grades required for graduation due at noon from instructors.
June 12, Friday	Beginning at 9:00 a.m., degree candidates should use the “View Program Summary” function in Axess to confirm their graduation status. If you are not cleared for graduation, go to the Student Services Center (Tresidder Union, 2nd Floor) to resolve problems or revise graduation plans.
June 13, Saturday	Multifaith Baccalaureate Celebration Class Day Luncheon and Night Before Party for Graduating Students and their families President’s Reception
June 14, Sunday	University Commencement Ceremony in Stanford Stadium followed by departmental ceremonies and distribution of diplomas.
After Commencement	To forward your Stanford email for 120 days after you leave the University, go to StanfordYou. Click on “Change settings for account.” Click “change” in the “Forward email to another address” box at the bottom of the page. Fill in the appropriate address(es) and “Save.” Your Stanford email will be discontinued after 120 days.

Applying to Graduate

If you are expecting to graduate at the end of Spring Quarter, you should file your graduation application by the application deadline, April 12, 2009. If there is any question about which quarter you should apply for, contact the Student Services Center, 2nd floor Tresidder Union or submit a Student Service Center Help Ticket as soon as possible for advice.

File your application through Axess. From the Student Services tab, select the Apply to Graduate function. Follow the directions given, being careful to complete your application accurately. Remember to SAVE your application when completed!

In Axess, check the degree information display carefully as you apply or you may not graduate. Double check the following:

Are you applying for the degree you think you are? Stanford offers the Bachelor of Arts (B.A.), the Bachelor of Science (B.S.), and the Bachelor of Arts and Science (B.A.S.) at the undergraduate level.
Is your major correctly listed? All multiple or secondary majors should also be listed.
Should you have a major field or not? Only specified majors offer fields as a degree option for undergraduates, including: American Studies; Art; Civil Engineering; Classics; Engineering; English; French; Geological and Environmental Sciences; German Studies; Humanities; Individually Designed Majors; Music; Philosophy; Political Science; Psychology; Science, Technology, and Society; Sociology; Spanish; and Symbolic Systems.
Is your minor correctly listed?
Will you graduate with departmental or interdepartmental (Humanities, etc.) honors?

If anything about your degree information does not agree with your degree intention, update your program prior to applying to graduate.

Undergraduate Degree Requirements

Click here to download the Undergraduate Graduation Checklist that contains this page.
You must complete the following bachelor’s degree requirements by the degree conferral date (i.e., Commencement Sunday for Spring Quarter). Be sure to scroll all the way to the bottom!
General Education Requirements, Writing Requirement, and Language Requirement	Check these requirements in Axess within the View Undergrad Degree Progress function at least a quarter or two before you intend to graduate, in case there are deficiencies which would require you to take another course to fulfill the requirements.
Major Requirements	Check with the academic administrator in your department to make sure that your proposed course of study will satisfy all requirements for your major. Multiple majors should see “Minors and Multiple-Major” section below; click on the "Hints for Graduating as Planned" bar.
Minimum Unit Requirement	You can check the status of your unit totals in Axess within the Undergraduate Progress function. Candidates for a single bachelor’s degree (B.A., B.S., or B.A.S.) must complete a minimum of 180 units of University work, with a minimum of 135 units completed at Stanford. Dual-degree candidates (concurrent B.A. and B.S. degrees) must complete a minimum of 225 units, with a minimum of 180 units completed at Stanford. Double check the following:
Activity Units	You may apply a maximum of 8 units in activity courses to the minimum unit requirement. (Different rules apply if you entered Stanford between Autumn 1986 and the end of the 1995-96 academic year.)
Courses taken on a Satisfactory/No Credit or Credit/No Credit basis	Undergraduates entering Autumn 1996 and thereafter (or undergraduates who have switched to the General Education Requirement system) may apply a maximum of 36 units of credit (taken at Stanford or its overseas campuses) for a “CR” or “S” grade to the minimum unit requirement. For those who entered Stanford as transfer students in Autumn 1996 and thereafter, the maximum is 27 units.
Repeated Courses	If you have enrolled in the same course more than once, remember that except for those Stanford courses especially noted in the Stanford Bulletin, most courses may not be repeated for credit and have the units count for both enrollments. If you took a course (e.g., CHEM 31) and repeated it in a subsequent term, you only earn units for the second enrollment in the course. Also, you should not take courses for credit for which you have received either Advanced Placement credit or transfer credit.
Transfer students	You must complete a minimum of 90 units of credit at Stanford.

FAQ for Graduating Students: Degree Checkout Status & To Do’s

Click here to download this FAQ on Degree Checkout Status and To Do's in pdf format.
What does it mean if my degree checkout status is In Review?
An In Review status indicates that you have not yet completed your University requirements. Undergraduates have an In Review status if courses in progress meet General Education Requirements (GERs), Units Towards Graduation (UTG), or if a Major-Minor and Multiple Major Course Approval form must be submitted. For undergraduates, the In Review status is moved to Pending after grades are posted for courses counting towards GERs, UTG, and/or when the completed Major-Minor and Multiple Major Course Approval form is submitted to the Registrar's Office. Graduate students have an In Review status if residency requirements and milestones are not completed; this includes dissertation submission if applicable. Graduate students are moved to Pending when residency requirements and milestones are complete.
What does it mean if my degree checkout status is Pending?
A Pending checkout status indicates that you have completed your University requirements. For undergraduates, this includes completing all General Education Requirements (GERs), Units Towards Graduation (UTG), and submitting a Major-Minor and Multiple Major Course Approval form if applicable. For graduate students, this includes completing residency requirements and milestones, including dissertation submission if applicable. *Your status will be updated to Approved* by the evening of Thursday, June 12, if all your departments approve all your programs, major(s), and/or minor(s).** Note that the Registrar's Office and your department(s) work together regarding your department graduation clearance. You do not have to take additional steps to notify the Registrar's Office concerning your departmental graduation clearance.
What does it mean if my degree checkout status is Denied?
Degree candidates are moved to Denied status by the evening of Thursday, June 12. Students will be emailed the evening of Thursday, June 12 if they have a Denied status. The Denied status indicates that you have not completed all your University and department or major and/or minor requirements in all your departments. It also could indicate that you have a hold preventing your degree conferral. If you believe that this status is an error, visit the Registrar's Office after 8:00 a.m. on Friday, June 13.
What does it mean if my degree checkout status is Approved?
Degree candidates are moved to Approved status by the evening of Thursday, June 12. The Approved status indicates you have completed all your University and department or major and/or minor requirements in all your departments. It also indicates that you do not have a hold preventing your degree conferral.
What does it mean if I have a To Do of Units Toward Graduation/GPA, General Education Requirements, or Multiple Major/Minor Form? (undergraduates only)
A To Do in Axess indicates that you have not yet completed the University requirements of General Education Requirements (GERs), Units Towards Graduation (UTG), GPA, or Major-Minor and Multiple Major Course Approval form. If you currently have a course in progress that fulfills a requirement, the To Do will not be removed until after the grade is submitted (usually Thursday, June 12). The Major-Minor and Multiple Major Course Approval form must be submitted to have the Multiple Major/Minor Form To Do removed.
Do graduating students have to complete online course evaluations in order to see their Spring Quarter units and grades early?
Yes. Graduating students must complete or waive all their course evaluations to see their grades as soon as the instructor posts them. All students can see their grades two weeks after the grading deadline, on July 1.

Hints for Graduating as Planned

Click here to download the Undergraduate Graduation Checklist that contains this page.
Registration
Registration is required in the term in which your degree is conferred. If you are not planning to enroll in courses during Spring Quarter, you need to apply for an alternative registration status (i.e., Permit to Attend, Permit for Services Only, 13th Quarter).
Transfer Units and Last Units out of Residence
Undergraduates must submit a Request for Last Units Out of Residence (pdf) petition to the Office of the University Registrar if you plan to take your final units while away from Stanford.
Degree Requirements
Perform all checks mentioned in the “Undergraduate Degree Requirements” section above to be sure you will meet all requirements for your undergraduate degree.
Minors and Multiple-Majors
If you have applied to graduate with a minor or a multiple-major, you must submit a Major-Minor and Multiple Major Course Approval Form (pdf )at least one quarter prior to the conferral of your degree. This form verifies that you did not overlap (“double count”) courses for completing major(s) and minor(s) requirements. Also, if you fail to meet the requirements for one of the majors or any minor, you must contact Degree Progress immediately. The Degree Progress officer will need to know whether you wish to withdraw your graduation application and graduate in some other future quarter or whether you wish to modify your application and graduate without that major or minor. If you do not contact Degree Progress, your graduation application will be denied and you must reapply to graduate.
Honors
If you are applying to graduate with undergraduate honors (departmental, interdisciplinary, or both) make sure that your honors program is correctly listed on your graduation application in Axess. If necessary, add honors before submitting your application. Also, make sure that all grades for your honors program have been received by the Office of the Registrar and recorded on your permanent record. If you decide to drop honors after your application has been submitted, you must contact Degree Progress to officially withdraw from the honors program. If you do not officially withdraw and do not complete the program requirements, your graduation application will be automatically denied and you must reapply to graduate.
Withdrawing an Application for Bachelor’s Degree
If you realize before the conferral date that you will not complete the requirements for your degree in time, submit the Withdrawal of Application to Graduate form (pdf). You must reapply to graduate in a later quarter.
Study List/Reporting Final Grades
Check the quarterly Time Schedule for important deadlines regarding the submission or revision of your study list. After submitting your study list through Axess, check its accuracy and correct any problems as soon as possible. You must be enrolled in each of your courses before the deadline for adding courses to ensure that your name appears on each instructor’s grade roster. If your name is not on the class list or grade roster, go to Undergraduate Advising and Research (UAR), Sweet Hall, first floor, regarding this enrollment discrepancy. Grades cannot be recorded for courses in which you are not enrolled.
Petitions and Transfer Units
Check the results of any petition actions. Even during your last quarter it is necessary to petition for permission to carry fewer than 12 or more than 20 units. You must also petition if you plan to take your final units while away from Stanford; contact Student Services Center, 2nd floor Tresidder Union or submit a Student Service Center Help Ticket.
Coterminal Students
Make sure that you file graduation applications for both your undergraduate and your graduate degrees if you plan on having both degrees conferred. Please note the undergraduate graduation application deadlines above (click on the red "Calendar of Events" bar).
Holds on Your Diploma
If you have an unmet financial obligation to the University, you will not receive a diploma or transcript until the obligation is fulfilled. To ensure that there is no financial hold on your account, payment should be received by May 15. Similarly, degree candidates with student loans through Stanford must be sure to have attended an exit interview arranged by Student Financial Services. You should receive information about scheduling that interview from Student Financial Services in early May. If you have a Stanford loan and do not receive that communication by mid-May, please contact Student Financial Services.

Diplomas, Transcripts, and Commencement Information

OBTAINING YOUR DIPLOMA
Degrees are conferred each quarter, but diplomas are distributed once each year at the department ceremonies held after the University ceremony in the stadium. Information about your department ceremony will be available from your department during Spring Quarter. When you apply to graduate on Axess, you will be asked to inform the Office of the University Registrar how you wish to receive your diploma: at the department ceremony, at the Student Services Center (Tresidder Union, 2nd Floor), or by mail. If you choose to pick up your diploma at the Student Services Center, it will be available starting at noon on June 14, 2009. If you request that your diploma be mailed, it will be sent during July. You may use Axess (select the “Apply to Graduate” function) as often as necessary to update your diploma distribution instructions through May 31, 2009. Click here for the Registrar's Diploma page.
TRANSCRIPTS
Degree recipients who require evidence of conferral may order official transcripts to be issued after degrees are posted. Choose the “Degree Confer Date” option when you request your transcript in Axess. Degrees are normally recorded in Axess one week after the conferral date. Any party (your employer, insurance company, etc.) may request confirmation of degree conferral by contacting the National Student Clearinghouse at http://www.studentclearinghouse.com or (703) 742-4200. Click here for detailed information about the degree certificate.
COMMENCEMENT INFORMATION MAILINGS
A Commencement Weekend brochure (containing the full schedule of Commencement Weekend activities, cap and gown instructions, etc.) will be mailed by the Stanford Events office to all degree candidates in early Spring. It will be sent to your mailing address as listed in Axess. A separate packet of Commencement information addressed to “The Parents of (your name)” will be mailed by Stanford Events to parents of undergraduates. The brochure and information packets provide a schedule and invitations for the various Commencement Weekend ceremonies, tours, and activities. This mailing also uses the parental addresses as listed in Axess. Please review all related address information at your earliest convenience so that you and your parents can be notified in a timely manner.

Directory: Links to Offices and Resources

DEGREE REQUIREMENTS
Student Services Center (SSC) Tresidder Union, second floor To submit online help requests: http://helpsu.stanford.edu/?pcat=ssc Academic policy in the Stanford Bulletin	The Student Services Center is available for student inquiries (undergraduate and graduate) regarding graduation status, including graduation requirements, major declaration, transfer credit, special registration statuses, diplomas, and transcripts. The SSC can answer student-related questions about diploma distribution options and about what information appears on the diploma. The SSC will be open for students who chose to pick up their diploma after the stadium ceremony on Commencement Sunday from noon to 4:00 p.m.
Your Undergraduate Department(s)	The student services administrator in your department can verify that your course of study will complete the requirements for that major. Multiple majors must check with both departments.
Undergraduate Advising & Research Sweet Hall vpue-advising@stanford.edu	UAR is available for student advising and petitions for exceptions to academic policies.
Stanford Events Press Courtyard, Santa Teresa Street	Coordinates Commencement weekend activities. Distributes Commencement information packets to students and parents in spring. Also see the web site at http://commencement.stanford.edu.
Stanford Bookstore White Plaza Phone: 650-329-1217; toll free: 800-533-2670	Rents and sells caps and gowns. Also sells engraved Commencement invitations, announcements, class rings, and diploma frames.

Definition of Graduation Terms

Conferral Date: the day your degree is awarded.
Commencement Date: the June graduation ceremony.
Diploma Distribution Date: The day your diploma will be available for pick-up or mailing.

Quick Links:

Are You Ready to Graduate?

For helpful tips on a smooth graduation process, download our Undergraduate Graduation Checklist and FAQ on Degree Checkout Status and To Do's.

As you approach the completion of degree requirements, you need to file an application to graduate via Axess. In doing so, you notify the University that you expect to complete the requirements for a degree by a specific date. The application prompts the Office of the University Registrar to verify that you will have completed all the requirements for your degree by the date you indicate, and to order a diploma for your degree.

Information For:

Graduation Home Page, 2008-09