Graduation Policies
A “B” average (3.0) is required for graduation. To be listed as a candidate for a degree, the student must meet all program and university the requirements by the end of the graduating semester.
Catalog for Graduation
Candidates for the master’s or doctoral degrees may obtain the degree according to the requirements of the catalog in effect when they enroll at the university or from the catalog for any subsequent year thereafter. Candidates must complete requirements within seven years for a master’s or ten years for a doctoral degree from the date of first entry. After the expiration of that period, degree candidate will be held to the requirements of the current catalog. Whenever required courses are discontinued, the College/School Dean may authorize substitutions.
In instances where students are readmitted into programs that have substantially changed requirements for the degree or major, the catalog selection is at the discretion of the program advisor.
Academic regulations and institutional policies apply to all students, regardless of the degree programs, and provide direction for consistent application of institutional policies. The provisions of this Catalog, thus academic regulations and institutional policies are subject to change without notice. Changes in Graduate Catalog academic and/or institutional policies, other than course requirements and GPA policies for a degree, become effective immediately upon approval by the proper University authorities and are not subject to the “Graduate Catalog of Graduation” rule cited above.
Graduation Completion Policies
Each student must notify the Registrar of his or her intent to graduate by completing an Application for Graduation provided to the student online by the Registrar. After receiving the application, the Registrar’s Office will prepare a degree audit that will reflect any outstanding requirements that must be completed.
The following policies apply:
1. Once the Registrar's Office receives the application for graduation, communication between the Registrar's Office and the student is by e-mail to the university assigned e-mail account.
2. A non-refundable graduation fee will be assessed to all applicants for graduation to cover administrative costs of graduation.
3. Refer to the "Credit by Examination, Certification, or Correspondence Policies" for policies related to earning credit in that manner.
4. For students whose culminating project is the dissertation or thesis:
- An application for graduation should be submitted once a candidate has been approved to defend the dissertation or thesis. The date of the defense will determine the anticipated degree conferral semester.
- The dates of the commencement ceremony and degree conferral will depend on when the defense is successfully completed, the final document is submitted for format review, and when the student has received dissertation or thesis clearance approval from the Office of Research and Graduate Studies.
5. Deadlines related to Graduation:
- Applications for graduation for December are due by May 1 unless the date falls on a weekend in which case the deadline will be the immediately following Monday.
- Applications for graduation for May are due by October 1 unless the date falls on a weekend in which case the deadline will be the immediately following Monday.
- Applications for graduation for August are due by April 1 unless the date falls on a weekend in which case the deadline will be the immediately following Monday.
- Applications received after the posted filing deadline will result in an additional late fee and will not guarantee a timely review of the applicant’s file or ensure the distribution of tickets for Commencement. Filing deadlines are listed in the graduation packet posted on Blackboard and in the Academic Calendar. Students are responsible for notifying the Registrar’s Office if there are changes in their plans to graduate. Failure to do so may result in additional late fees.
- Students are responsible for keeping their address information with the university accurate to ensure the timely delivery of their diploma.
- The deadline for changing the graduation date is the Friday of the first week of the semester during which you initially plan to graduate. A change of graduation form is required.
- All official transcripts must be on file in the Registrar’s Office before the final graduation audit will begin.
- All course substitution forms (where applicable) must be on file in the Registrar’s Office the first week of the semester during which graduation is planned.
- Courses in which incomplete grades were previously assigned must be completed by the Friday of the first week of the semester during which graduation is planned.
6. Students cannot receive a grade of “D,” “F,” “W,” or “IP” in their major, minor, concentration, specialization, support work, or teaching field. Receiving such grade will change the date of graduation to the next conferral period.
7. To participate in Commencement exercises, you must register for and remain enrolled in all required courses necessary for graduation prior to or during the fall or spring semester in which you intend to graduate. You cannot receive a grade of “W” in courses used to satisfy degree requirements. Receiving such grade will change your date of graduation to the next conferral period. Dropping a course or courses will remove you from candidacy and will prevent you from attending the Commencement ceremonies.
8. Students completing degree requirements during the summer participate in the December Commencement ceremonies.
9. Transcripts or test scores for courses taken at other institutions during the final semester of enrollment at the University of the Incarnate Word must be in the Registrar’s Office at UIW no later than two weeks after the end of the semester. Transcripts received beyond this deadline will result in a change of graduation date.
10. Your account balance must be clear by the posted deadline, or you will not be permitted to participate in the Commencement Ceremonies. Refer to the deadlines posted on-line, at the graduation link, on the Registrar's Office web page and Blackboard.
11. Diplomas are not ordered until all degrees are posted, and the student's account balance is cleared.
Participation in Commencement Ceremonies
To participate in Commencement exercises, a student must have registered for and remain enrolled in all required courses necessary for graduation prior to or during the semester in which he/she intends to graduate. Students who do not graduate at the close of the term for which they applied must re-apply for graduation. Changing the date of graduation after graduation plans have been set may result in a change of graduation fee. The student must not have “holds” imposed by any department or office to participate in the Commencement ceremonies or graduate. All course work must be completed before the last day of the semester during which the student intends to graduate. Grades of IP will prevent the conferral of a degree until the next conferral period.
Students who complete degree requirements during the summer months graduate in August and participate in the December Commencement ceremonies.
Graduation Application Deadlines to Have Name Published in Ceremony Program
A student can apply for graduation up to the last day of the semester. However, the following deadlines must be adhered to if a student wants their name to be published in the graduation ceremony program.
- March 1 for May Ceremony
- October 1 for December Ceremony
Graduation with Distinction for master’s degree
Students who complete their master’s degree programs with a 4.0 average graduate “With distinction.”