Frequently Asked Questions

 

What is the difference between graduation and commencement?

Graduation – is the process in which the student applies for and receives a degree(s).

  1. Student applies for graduation prior to registering for the last semester of classes.
  2. Student's academic record is formally audited to ensure that the student is enrolled in or has met all requirements to fulfill degree requirements.
  3. Student is sent the results of his/her audit by certified mail.
  4. Once all of the student's grades are posted the file is reviewed to ensure that all the requirements are met.
  5. Once it is determined that the student has met all the requirements, his/her file is forwarded to the Registrar for the conferral signature, which is certifies that the student has completed all of the requirements for his/her degree.
  6. The file is then sent back to the Graduation Office, the student's conferral is placed on his/her transcript.
  7. If the student has met all of the financial responsibilities and has no holds on his/her account: an official transcript, unofficial transcript, their diploma, and a mini diploma are mailed to the student by certified mail.
  8. Should the student have a hold on his/her account, the file is retained in the Graduation Office and a letter is sent to the student informing them of why his/her official documents have not been released.
  9. It is the student's responsibility to inform the Graduation Office that the hold has been removed in order for their official documents to be mailed out.

Commencement – is the Ceremony in which students walk across the stage and receive a diploma cover. It is a separate event from the actual Graduation process.

  1. Student applies for Graduation on or before January 20, 2012.
  2. Application is processed in the Graduation Office as listed above.
  3. If the student is participating in Commencement, the student must purchase a cap and gown and/or hood from the MSU Bookstore March 1, 2012-April 30, 2012.
  4. Honors cords/stoles will be mailed out in April.
  5. If the student elects to participate in the Main Campus Ceremony tickets will be mailed out in April.
  6. All other campuses are responsible for notifying their students about their individual Ceremonies.
  7. On the day of the Ceremony, the student will walk across the stage and receive a diploma cover, not their diploma.

The Ceremony is a rite of passage, and does not certify the student's degree.

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Who do I contact for information?

Graduation Office:
Megan Miller
Graduation Processing Coordinator
1-866-367-6781 (ext 1446)
304-929-1446
mkmiller@mountainstate.edu

Emily Nottingham
Graduation Coordinator
1-866-367-6781 (ext 1513)
304-929-1513
enottingham@mountainstate.edu

Academic Advising:
http://www.mountainstate.edu/current/resources/advising.aspx

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Where do I buy my regalia?

If you plan to participate in any commencement ceremony, you must purchase your academic regalia (cap, gown, tassel, and for masters' candidates only, hoods) through the University Bookstore. All caps and gowns are black in color. Please visit http://www.cougarshop.org/.

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How many tickets can I have?

tudents are limited to 6 tickets each. There is no cost for these tickets; however, they must be acquired in advance through the submittal of the Commencement Participation Form. Additional tickets, if needed, may be requested through the Graduation office. MSU will try to accommodate all such requests. Student who will be attending Branch Campus locations, must contact the Director of Student Services at MSU Martinsburg, MSU Orlando, or MSU Center Township.

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When will I receive my diploma?

Degrees are certified once all academic requirements have been fulfilled including any transfer, training and/or testing credit, have posted to your transcript. If your final requirement(s) include an Independent Study Course, Clinical, or Practicum and you complete the requirement before the official end date, your degree cannot be certified before the official end date passes. Diplomas are ordered monthly for all students whose degrees have been certified within that given month. Your diploma will be mailed within 12 weeks after your certification date, your diploma and official transcript will be sent to you by certified mail only when all administrative requirements have been fulfilled (student account balances paid in full).

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How do I verify my degree/enrollment for my employer or other academic institution?

Mountain State University has authorized the National Student Clearinghouse to provide degree and enrollment verification. If you, your employer, a background screening firm, or another academic institution is requesting this information please contact the National Student Clearinghouse or www.degreeverify.com. This service allows students and companies needing current enrollment verifications to obtain instantaneous certifications of student enrollment/verification. Students can download or print this information at any time. The service is available 24 hours a day and 7 days a week.

Official transcripts issued by Mountain State University also verify conferred degrees, and can be requested by completing the Transcript Request Form.

A degree can only be verified by the National Student Clearinghouse and/or official transcripts after it is formally conferred by Mountain State University. Students should exercise extreme caution when providing employers, other academic institutions, or scheduling licensure examinations with an anticipated conferral date. All program requirements must be completed, all grades must be submitted and any transfer, training and/or testing credit must also be completed and posted on the academic transcript before the conferral process is initiated. A degree is conferred on the last day of the month in which the official end date of the last course needed for graduation occurs unless any transfer, training and/or testing credit arrives, after you have completed all the degree requirements, and is officially posted to the academic transcript. Official conferral dates are only issued by the Graduation Office at Mountain State University.

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When will my degree be conferred?

Degrees are generally conferred on the last day of the month in which the official end date falls of the last course required for graduation. Before your degree can be conferred all program requirements must be completed; all grades must be submitted; and any transfer, training and testing credit must be complete and posted on your transcript.

If you fail to complete the last course required for your degree on or before the official end date of the class, your degree will be conferred on the last day of the month in which you actually complete the course. You will be required to submit a Change of Date form and pay the fee.

A grade of incomplete extends the official end date of the class by four months. An extension in an independent study class extends the official end date of the class by 30 days. Degrees cannot be conferred before the official end date of the last course or before the arrival of all transfer, training, and testing credit.

It is at the discretion of the registrar to add additional dates or use the official end date of the last degree requirement as the conferral date should extenuating circumstances exist.

You are required to submit a change of date form (available at the Registrar's Office or on the MSU website) and pay the associated fee if you are not going to complete all degree requirements by the last day of the month you indicated on your graduation application.

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