Buffalo State University Commencement Ceremony Eligibility Policy
Date Established: December 2019
Categories: Graduation, Commencement Ceremonies
Responsible Offices: Academic Affairs, Graduate School, Registrar
Date Last Revised: December 2019
Policy Summary
The purpose of this policy is to define the terms of eligibly for the current graduating class—undergraduate and graduate—who are invited to participate in the annual May commencement ceremonies.
Policy
Policy Statement: Buffalo State deems commencement the most auspicious occasion of the academic year and values the tradition of honoring the graduating class during the annual commencement ceremonies each May at the close of the spring semester as identified in the Academic Calendar.
The baccalaureate graduating class includes the most recent August, December, and January graduates and current May degree candidates for bachelor’s degrees. Undergraduate certificate students are not included. Seniors may apply for their degrees using self-service Banner for the term they intend to graduate when they have 101 earned credits.
The Graduate School graduating class includes recent August, December, and January graduates and current May and August candidates for all master’s degrees, certificates of advanced study, and graduate certificates. Post-baccalaureate students are not included.
Members of the graduating class who plan to participate in commencement and have their names printed in the program must have active degree applications on file by the posted deadlines of their respective levels to be included in commencement communications and ceremony registration. Diplomas and certificates are not distributed at commencement. They are mailed to graduates by the Registrar’s Office or the Graduate School after the respective office has awarded the degree or certificate.
Background: The intent of this policy is to define and clarify for students, families, faculty, and staff which cohorts of students are eligible to participate in the annual May commencement ceremonies. Further, to emphasize the distinction between graduating and participating in the commencement ceremony. To reduce the number of students prematurely participating in commencement, thereby increasing graduation rates, whereas students have participated in the commencement ceremony prior to being eligible as a member of the graduating class and then not returning for their final semester or two to complete their degrees. Families can be unaware that their student participating in the commencement ceremony is not currently a degree candidate and has additional requirements to meet. Faculty and advisers are not always aware of what terms constitute the graduating class and therefore may have difficulty addressing relevant student advisement questions.
Applicability: Undergraduate students and graduate students.
Definitions:
- Graduation: Occurs when the Registrar’s Office or the Graduate School completes a successful degree audit and awards the degree.
- Graduation Term: Refers to the academic semester of graduation or degree application for graduation: August (summer), December (fall), January (J-Term), or May (spring).
- Graduating Class: Includes recent graduates and current degree applicants who are eligible to participate in commencement according to this Commencement Ceremony Eligibility policy and academic standing.
- Commencement: The annual May ceremony that honors the current graduating class.
- Level: Undergraduate or graduate student.
Responsibility:
The Registrar’s Office (staff may include registrar, degree coordinator, diploma coordinator) is responsible for identifying the members of the baccalaureate graduating class who are seniors in good standing or recent graduates and are eligible to participate in commencement according to the current semester graduation terms of inclusion as stated in this policy.
The Graduate School (staff may include the degree coordinator and the executive assistant to the dean) is responsible for identifying the members of the Graduate School graduating class who are students in good standing or recent graduates and are eligible to participate in commencement according to the current graduation terms of inclusion as identified in this policy.
The Academic Affairs Office (commencement director for academics) is responsible for working with each office and information technology staff to draw the relevant data for executing communications and commencement ceremony protocol with the graduating class, downloading data in the proper format for the commencement program, as well as distributing related data to the Events Management Office and other commencement ceremony planning departments and staff.
Information Technology (lead programmer/analyst) works with Academic Affairs to revise annually the commencement report RG_37 to capture the data for the current graduating class. Registrar and Graduate School Staff review and confirm accuracy of annual RG_37 coding updates via initial reports.
Related Information
Related Links
DOPS 1:04:00 Collegewide Degree Requirements for Bachelor’s Degrees
http://bscintra.buffalostate.edu/dops/policysect1/010400.pdf
DOPS I:16:06 Dean’s Honors List
http://bscintra.buffalostate.edu/dops/policysect1/011606.pdf
Graduate Catalog: Graduation/Commencement
Contact Information
Regarding Undergraduate Data
Office Name: Registrar’s Office
Office Address: Moot Hall 210
Phone: 716-878-4811
Fax: 716-878-2419
Website: https://registrar.buffalostate.edu
Email: regofc@buffalostate.edu
Regarding Graduate Data
Office Name: Graduate Studies Office
Office Address: Cleveland Hall 204
Phone: 716-878-5601
Fax: 716-878-5630
Website: https://suny.buffalostate.edu/graduate
Email: gradoffc@buffalostate.edu
Regarding Commencement Communications and Protocol
Office Name: Academic Affairs Office
Office Address: Cleveland Hall 519
Phone: 716-878-5550
Fax: 716-878-5009
Website: https://commencement.buffalostate.edu
Email: jacksokj@buffalostate.edu