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Commencement Publications SACRAO Session 2.1 Dr. Bobbye G. Fry Registrar University of the Incarnate Word

Commencement Publications

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Commencement Publications. SACRAO Session 2.1 Dr . Bobbye G. Fry Registrar University of the Incarnate Word. About us…. The Background Stuff. Private Catholic University in San Antonio, Texas Fall 2013 enrollment—9,600 students Undergraduate, graduate, doctoral, and professional degrees - PowerPoint PPT Presentation

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Page 1: Commencement Publications

Commencement PublicationsSACRAO Session 2.1Dr. Bobbye G. FryRegistrarUniversity of the Incarnate Word

Page 2: Commencement Publications

• Private Catholic University in San Antonio, Texas

• Fall 2013 enrollment—9,600 students

• Undergraduate, graduate, doctoral, and professional degrees

• Traditional and non-traditional students

• Classes on-ground, adult degree-completion, and online

• Campuses in US, Mexico, China, and Germany

The Background Stuff•About us…

Page 3: Commencement Publications

• Graduation ceremonies in May and December

• August students participate in December ceremonies

• 1,200 to 1,500 graduates per year

• Ceremony off-site in coliseum that holds 8,500 people

• Tickets are required for guest attendance

• One ceremony for all graduating that semester

What graduation looks like here•Commencement Stuff

Page 4: Commencement Publications

• Once upon a time… (1998-2003)

Page 5: Commencement Publications

• Undergraduate students: > 80 who are enrolled and have not applied

• Graduate students: > 12 who are enrolled and have not applied

• Ph.D.: enrolled in the last course before dissertation course• Professional programs: course before internships/rotations• Students/Advisors that request packets off-cycle (with summer

they will reach limit)

•Who is graduating?The Triggers

Page 6: Commencement Publications

Stage 1• Blackboard

Stage 2• Registrar’s Office Web Page

Stage 3• Graduation Letter

Stage 4• Graduation Handbook

• We communicate by email only and only to UIW email account.

• We add all students that meet conditions to our Blackboard page.

• We refer students to Blackboard page designed specifically for them.

• Once the student applies to graduate, s/he no longer receives the notices to apply.

• The semester the student will complete degree requirements, s/he will receive regular email from us related to ceremony and requirements.

• All data is pulled from Banner and dumped into spreadsheets where we run mail merge.

Where we put informationThe many ways we communicate with students

Page 7: Commencement Publications

•Blackboard InformationThe Graduation Packet

Generic Introduction LetterStrong encouragement to read entire packet

Application for GraduationTold to complete with advisor. Advisor must review degree audit and sign application.

Instructions for student to followStep-by-step instructions provided

Instructions for advisor to followStep-by-step instructions provided

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Important Dates/Deadline for Graduation for Academic YearInforms student that tickets are limited and deadline is important

Page 8: Commencement Publications

• Gives us advanced notice of the numbers to anticipate.

• We send packets until the student applies to graduate.

• Packet goes to the student through Blackboard.

• Advisor receives an email with the list of advisees that need to apply to graduate.

• Faculty are encouraged to review student’s degree audit with student to determine eligibility to graduate.

• Professional programs certify their students for eligibility to graduate.

• We certify all others—changing this process soon.

•Graduation Packet DistributionHow many do we send each semester.

Packets Distributed F12 S13 F13 S14

Undergraduates 1720 1721 1815 1790

Graduates 410 416 432 418

Ph.D. 54 51 55 62

PharmD 84 NA 95 NA

OptD 58 NA 57 NA

DPT 0 0 0 0

TOTALS 2326 2188 2454 2270

Page 9: Commencement Publications

•Registrar Web PageOur home away from home

Announcements about Graduation EventsConsistent look

Ticket InformationInforms student that tickets are limited and deadline is important.

Instructional LetterContains all of the policies related to conferring the degree.

Miscellaneous LinksFAQ, Live Web-Streaming, maps, Disability Services Request, etc.

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Important Dates/Deadline for Current Graduation SemesterInforms student that delays can affect ticket distribution

Page 10: Commencement Publications

•Senior SaluteFor ordering caps/gowns/invitations/class rings

Event to Order Caps/Gowns/Invitations/RingsOnline portal is not open until after Senior Salute

Essential Office ParticipationRegistrar’s Office, Business Office, Financial Aid Office, Bookstore, and Vendor

Photographer Information AvailableEither with a person or just literature with samples

Business Office and Financial Aid Office Check HoldsClear balances and exit counseling for loans

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Additional Office RepresentationCareer Services, Alumni, Advancement, VA Services

Page 11: Commencement Publications

•Graduation FinaleCome and Get it!

Event for Students to Pick up Cap/Gown/TicketsMore formal than Senior Salute, includes refreshments

Tickets are not distributed unless account balance is zero

Primary Tables: Registrar, Bookstore and VendorID required to pick-up items. If person other than student attends, written release required

Other Offices RepresentedCareer Services, Alumni, Advancement (Class Gift), VA Services (Stole

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Financial Aid Office/Business Office Represented to Clear HoldsInforms student that tickets are limited and deadline is important

Page 12: Commencement Publications

• All institutional policies, repeated from letter.

• Dates/Times/Location for all ceremonies.

• Pictures of how hood should look.

• Seating Diagram• Parking Information• Disability Services

Information

•Graduation HandbookGood information with pictures.

Page 13: Commencement Publications

• Use your institutional email account—unapologetically and without exception.

• Define your process and give it a name. Consistently refer to that process by that name.

• Students and advisors will then know the process and do the same.

• Tell students they need to apply to graduate. Send information to them until they apply.

• We record in Banner the dates we sent the information to the students. Then when students say, “no one told me,” I pull up the dates and say, “yes, we did on these dates.” And I do not waive the late fees.

•What Works for UsFrom everything we have tried

Get Faculty/Advisors on Board with ProcessIf they know what to expect, they will help.

Communicate Early and ConstantlyTell them it is time to apply to graduate.

Make Events Informative and FestiveStudents will tell students to attend.

Make All Communication ConsistentSay it 10 times, but say it the same way 10 times.

Page 14: Commencement Publications

• What works at your school?