A doctor of medicine degree candidate's diploma is made available for distribution at the School of Medicine hooding ceremony if the following conditions have been satisfied:
•· The student has officially applied for graduation prior to the established deadline
•· All of the student's grades have been officially submitted into the student information system
•· If a grade can not be submitted prior to the ceremony, the course director must submit an email indicating that the student is passing to the Office of the Registrar at firstname.lastname@example.org.
If a diploma can't be released, the Office of the Registrar will provide a letter that can be inserted into the student's diploma folder explaining why their diploma was not released and how they can ensure that it is mailed to the proper address. The initial diploma is mailed to students free of charge.
Graduating Grade Collection and Diploma Procedures
•· 4-6 weeks prior to the commencement, the Office of the Registrar sends out special missing grade notices every Monday to course coordinator(s) and director(s). As a courtesy, the email also includes in progress courses and special instructions if a grade can't be submitted prior to graduation. Any notices received will also be sent to SOM Student Affairs. A report is also always available in the student data warehouse.
•· The 3rd Monday prior to commencement, the Office of the Registrar will send to student affairs staff the updated missing grades. This list will not include any courses where we the Office of the Registrar has received a passing grade notice. This list will be sent daily the last week prior to graduation. The student data warehouse list will not include passing grade notices since it reads directly from Enroll and Pay.
•· The Office of the Registrar will make the diplomas available on a mutually agreeable day with the SOM Office of Student Affairs. The diplomas will include letters for students who may have unaccounted grades. If a grade is accounted for after the diplomas have been picked up, the Office of the Registrar will ensure that the diploma is made available for the hooding ceremony.
•· Students have the opportunity to modify their commencement name for program and diploma purposes. The name must resemble their official name and is mainly for style purposes. Prior to changing a student's commencement name, the name will be sent to SOM Office of Student Affairs for approval. The commencement names can be downloaded at anytime in Enroll and Pay from the KU Graduation Report.