1. The Graduate School How to Graduate and Participate in the Commencement Ceremony

2. Presentation Overview
Key Terms
Degree Conferral
Applying for graduation, degree requirements
Commencement
Eligibility to attend
Registering
Academic Apparel

3. Key Terms Graduation=Degree Conferral Commencement=Ceremony
Applying for Graduation
Degree Requirements
Commencement
Certification letter
Diploma
Commencement Bulletin
Academic Apparel/Regalia
Please see the Key Terms handout.
The biggest distinction to point out is between graduation and commencement. Graduation is the actual process of having your degree conferred. Commencement is the ceremony that happens in May each year.
When the Graduate School is referring to graduation, we are talking about degree conferral (not the ceremony).
Certification letter: A certification letter is appropriate if you have completed all of your degree requirements before your degree is officially conferred. If this is the case, you may ask Dr. Horowitz to write your prospective employer a certification letter indicating that all your degree requirements are completed.

4. Preparing for Graduation/Degree Conferral
Apply to Graduate in LOCUS
Note:
If you need a certification letter for employer, contact Dr. Horowitz
If denied graduation, you must reapply per the instructions sent in your denial letter.
Applying for graduation does not register you for the commencement ceremony.
Conferral Term:
Fall (December)
Spring (May)
Summer (August)
Deadline to apply:
August 1
December 1
February 1
The deadlines for August degree conferral has now passed. The next available term to apply for graduation is December 2018.
Denied graduation: if you are denied graduation, you will receive a letter from the Graduate School. In this , there will be instructions on how to reapply for the next term. You will not automatically be moved into the next degree conferral.
If at any point you realize that you will not graduate in the term you applied for, you may Elaine Goetz and request to be moved into the next degree conferral.
Commencement registration is a separate process. Applying for graduation in LOCUS does not register you for the commencement ceremony. Instructions found on slide #9.

5. Graduation/Degree Conferral Checklist
Check in with your Graduate Program Director (GPD)
Degree Program Requirements (classes, comprehensive exams, research tools, etc.)
Graduate School Requirements (Thesis, Dissertation, RCRS, etc.)
You should first check with your graduate program director if you have any questions relating to your degree conferral status. They will be able to help answer questions regarding what degree requirements in your program you have left to finish before you can graduate.
Degree program requirements: these are program-specific requirements that are set by your program.
Grad School requirements: thesis/dissertation formatting requirements and relevant deadlines

6. Degree Conferral: Thesis/Dissertation Requirements
RCRS: Responsible Conduct in Research and Scholarship (
Supporting documents completed in GSPS (committee, proposal)
Defend (before submitting final copy)
Format Check (
Final Electronic Copy

7. Preparing for Commencement
Only one commencement ceremony per year in May
Tuesday, May 8, 2018 at 3pm
Eligibility to participate in the ceremony:
December 2017
Degree conferred
May 2018
All degree requirements are complete at end of term
PhD students: Dissertation is completed.
Master's students: Thesis is defended (if applicable), final copy turned in.

8. August 2018 Degree Conferral: Can I walk in the May Ceremony?
Master's students
Only one (1) remaining requirement (e.g., one course, comprehensive examinations, a project, or a thesis) and complete this requirement during summer 2018.
Thesis: approved thesis proposal on file by April 1
PhD students
Successfully defend a dissertation by April 27, 2018 at noon
Clinical/School/Counseling Psychology students: complete internship during summer 2018
Master’s (thesis): you just need to have a proposal on file in GSPS before April 1—you do not need to defend your thesis before the ceremony.
Doctoral: You must defend before April 27!!

9. Commencement Announcements
announcement has been sent
Graduate School:
Loyola:
Check your junk mail
All communication goes to your Loyola
Direct link to register:
The registration link should have been sent from (along with reminder s from the University and Elaine).
Even if you are not attending the commencement ceremony, please RSVP “no” for our record keeping purposes.

10. Online Registration for the Commencement Ceremony
Phonetic spelling
Indicate special accommodations
Deadlines to register:
PhD students: March 23
Master students: May 1
When you go through the online registration, you will be asked for phonetic spelling of your name (this is how we will know how to pronounce your name as you walk across the stage)
If you or your guests need any special accommodations, please make sure to indicate this in your registration process. The Special Events office will arrange special seating for guests, so if you have questions
Deadlines to register: these are the deadlines you must register before in order to attend the commencement ceremony.

11. University Commencement Website
Official University Commencement website
Lots of information regarding commencement—regalia information, travel info, visitor info. Great place to send family who have questions about the ceremony.

12. Education, Nursing, Social Work Students
In addition to the Graduate School ceremony, you will be invited to your professional school’s ceremony.
The Graduate School ceremony is your official ceremony where you will be hooded.
The Graduate School’s ceremony is your official ceremony, but you will also be invited to attend the other ceremony. The Grad School ceremony is the only ceremony where you will be hooded.

13. PhD Student Hooding Processional Dissertation Director
Education, Nursing, Social Work Students
You will be hooded at the Graduate School Ceremony only.
1-2 hours before the ceremony, you will pick up your rented regalia and check in on the second floor of Damen Student Center. You will then line up with your dissertation director (who will be hooding you), and process into Gentile Arena.
Ask your dissertation directors now if they will be available to hood you—if they aren’t available, you can ask another member of your committee or a different faculty member. We will help find a hooder if you need it.
**Note: Master’s Students--you will check-in at the Damen Den and get your seating cards. You will then go find your seat in Gentile Arena. You do not process into the arena.

14. Academic Apparel (cap and gown)
Master’s
Cap, gown, hood, tassel
Tassel colors
MA=White; MS=Gold
Order online and pick up at Grad Fair
Cost: $98 + tax
PhD/DBe
Tam, gown, hood, tassel
Rental: $160 + tax
Purchase: estimated cost $800
Contact Jostens at
Master’s colors: MA=white; MS=gold; MPP=peacock; MPH=salmon
Master’s: You will be able to pick up your pre-ordered regalia at the grad fairs. If you did not pre-order regalia, there will be extras to buy at the grad fairs. After this point, you will be able to purchase at the bookstore.
Master’s student purchase their regalia. Most PhD student rent their regalia (purchasing is an option from the regalia supplier, Jostens).

15. Academic Apparel Key Dates
Masters:
February 22—online pre-order deadline (pick up at Grad Fair)
Grad Fair:
LSC: April 4; MPR Damen Student Center 10am-6pm
WTC: April 13; Wintrust Hall, Schreiber Center 12pm-6pm
Doctoral:
March 23-Rental and purchase deadline
Pick up rental regalia morning of ceremony
Master’s: the pre-order deadline has now passed. You will no longer be able to order your gown online. There will be extra gowns to purchase at the grad fairs if you did not pre-order.
If you cannot pick up your regalia at the grad fair, you will be able to pick up at the Lake Shore Campus bookstore.
Doctoral: the deadline to rent/purchase the doctoral regalia is March 23. You will not be able get regalia after this point.
You will pick up your rental regalia the day of the ceremony. You will return it after the conclusion of the ceremony.

16. Commencement Program Info
Diploma Name
Update in LOCUS
If there are changes between now until April
Contact the Graduate School:
Dissertation/Thesis Title
Updates sent before March 15
Previous Degrees
Director (if applicable)
Degree Program
The commencement program is passed out to all guests and graduates. Information included in the program is diploma name (as listed in LOCUS), dissertation/thesis title and director, and previous degrees.
If you have any updates to either your diploma name or dissertation/thesis title, please Elaine Goetz!

17. Additional Commencement Ceremony Information
NO TICKETS REQUIRED
Check your for follow up instructions
Dissertation summary (10 words or less)
Student Commencement Speaker
Receptions
The Graduate School
Monday, May 7; 6-8 pm; IC 4th Floor
The University
NO TICKETS REQUIRED!! You may bring as many guests as you please.
Doctoral students—we will read a short description of your dissertation as you walk across stage. You will get further instructions for this in April.
Student commencement speaker: speech application due March 16.

18. In Summary Register for Graduation/Degree Conferral
Finish Program Requirements
Formatting: Thesis/Dissertation (if applicable)
Final Electronic Copy
Register for the Commencement Ceremony

19. Q & A

20. Contact Info
The Graduate School:
Elaine Goetz:
Special Events: