Undergraduate Graduation Clearance Guide
Registrar's Office, Hepburn 214
The purpose of this guide is to assist students in navigating the Undergraduate Graduation Clearance Process. This guide will outline expectations and provide information regarding degree requirements.
Most asked questions:
1. All eligible NJCU Seniors must earn at least 128-degree credits.
2. Seniors must complete all their General Studies requirements and all major/co-major/minor/certification requirements.
3. Students must have at least a 2.0 cumulative grade point average.(Some majors require a higher cumulative grade point average)
4. All credits must be earned by the end of the semester to which student is applying for clearance. (ie transfer credits, independent studies, co-op credits).
5. Students must subtract all non-degree credits from their total earned credit hours to know degree credits for graduation. (On an NJCU transcript the column marked S.H. Earned indicating the total credits).
6 Non-degree credits are courses below the 100 level, which are Academic Foundation Courses. These are included in your stated earned hours and count towards status (junior, senior) but not towards your degree. Note: Credits for some Academic Foundations Courses do count towards your degree (level 100 or above.)
7. Only transfer credits approved by the NJCU Transfer Credit Evaluator will count towards your degree. All credits must be transferred by the end of the semester to which you are applying for graduation and posted on your transcript.
8. Recomputated courses - Once a student repeats a course, it is counted twice on his/her transcript and both grades/credits will be shown in the total credits earned if a passing grade was received for both courses. However, a course can only be counted once towards the degree. Once a student completes and return a Recomputation Form to the Registrar’s Office for the repeated course, the credits from the first course is subtracted from the total earned credits in the computer. If the student did not complete a Recomputation Form, the course will be counted twice, then the total earned credits will be manually adjusted by the Graduation Clearance Office.
1. The General Studies you follow will depend on the year you began taking courses at NJCU. Students who entered Fall 2001 and after, follow Academic Planning Sheet #1. Students pursing a double major or students with a major and a minor within the College of Arts and Sciences must use planning sheet #2, available in the office of the Dean of the William J. Maxwell College of Arts and Sciences.
2. Some general studies requirements will differ depending on the students major. For example, students who major in Fine Arts, UMDNJ/NJCU Joint Degree Program, Nursing, or who are in NJCU’s Honor Program will follow very different general studies.
3. If you are a transfer student, you may have transferred specific courses that fulfilled certain Area requirements.. Only courses specified by the Transfer Evaluator on the student's transfer evaluation, will count towards those areas.
4. You must check each course to be sure that it fulfills a specific Area. Do not assume the course fulfills the Area. The Master Course List must specify the course as a requirement for that Area.
5. Area courses are 100 level courses. (Unless specified).
6. If you were given a waiver for any area course, be sure a copy is placed in your department files. Also, keep a copy for yourself.
1. Students must meet with their major advisor prior to applying for Graduation clearance to review General Studies Requirements and their Major Requirements. Some departments have major audits. This is not final clearance but a pre-clearance for department use only.
2. If your advisor (department chairperson) substitutes one major course requirement for another, get it in writing and be sure a copy is documented in your department files.
1. You must meet with your advisor prior to applying for Graduation clearance to review your Minor Requirements.
2. If an advisor (your department chairperson) substitutes one course requirement for another, get it in writing and be sure a copy is documented in your department files.
3. You will not be cleared for graduation if you were approved for clearance by your major, but denied by your minor department. You can contact the Undergraduate Clearance Office to officially withdraw your minor if the evaluation shows you are lacking a minor requirement and you now wish to graduate with your major only (same rule applies for co-majors)
Effective July 1, 2010, a $75.00 per application Non-Refundable Graduation Clearance Fee will be charged to all students upon filing for graduation clearance. Your diploma will not be released if the Graduation Clearance Fee is due or if a balance is due to New Jersey City University.
1 You must complete the online“Intent To Graduate Application” in order to be considered for graduation. Seniors with an Education (major/co-major) can not apply online. Please report to the Registrar's Office, Hepburn Hall, Room 214, to complete the proper certification forms.
2. A letter is sent to all seniors in October/November of each year to remind them to check the Master Course List for deadline dates for graduation.
3. When completing the application, online applicants can type diploma name in the appropriate boxes. Indicate how you would like your name on the diploma to read. For example, Mary E. Sherry or Mary Eliza Sherry. Applicants completing the paperform, please print clearly to avoid mistakes on your diploma.
4. If you have two majors, your diploma will reflect the first degree you submit on your application. For example, if your majors are Computer Science and Math, and Math is indicated as your first major, the degree on your diploma will be Bachelor of Arts. If you prefer a Bachelor of Science, you must report to the Registrar's Office, Hepburn Hall, Room 214.
5. If you are applying for a certification in teaching, you must indicate this on your application and also complete a separate application entitled “Instructions for Completing Teachers Certification Forms.” You should complete, sign and have the form notarized, as well as pay a state certification fee. Please submit orginal reciept with your application. Students completing a Teachers Certification will not be able to apply online.
6. All applications must be submitted online or in person at the Registrar's Office, Hepburn Hall, Room 214, by its appropriate dedline date.
December graduates (August 1 -September 30)
May graduates (November 1- December 9)
August graduates (May 21- June 14)
1. After the deadline date for the application has passed, a file will be created for each applicant. Each student’s file will consist of the following: a transcript, audit sheet, current schedule, transfer credit evaluation, special letters or waivers.
2. If at the time of your application, you are expecting additional credits to complete your degree requirements, you should notify the Graduation Clearance Office.
3. A copy of the file is then sent to the appropriate department(s) to be evaluated.
4. The Graduation Clearance Officer will review all applications for completion of the General Studies Requirements and document all changes to the application.
5. The Clearance Office will notify students who are lacking the minimum of 128 credits via email. If you are expecting credits, changes or updates to your records, contact the clearance office.
6. During the semester, department evaluations are sent back to the Graduation clearance Office.
7. If the department approves the student, general studies requirements are met, the student has the appropriate grade point average and at least 128 credits, he/she is sent a letter stating he/she is “Tentatively Cleared” pending the successful completion of all current courses.
8. If the student is sent a letter stating he/she is “Tentatively Cleared with Problems”, the student has to satisfy a specific condition ( ex. earn "C" or better in a course) by the end of the semester.
9. If the student is sent a letter stating she/he is a “Non-Graduate” this indicates that the student is lacking a department or university requirement and must meet (those) requirement(s) in order to graduate.
10. Students who are Non-Graduates must re-apply for graduation with the exception of those students who apply and are denied for the May graduation. Those students’ applications will automatically be “rolled over” to the August graduation.
11. After all courses are completed at the end of the semester and grades are posted, the grades of those students who were tentatively cleared are reviewed for grades of “F”, “IN”, “W” and “No grade”. If the student received the above grades in any course(s), his/her application will then be re- evaluated to determine if all major or University requirements have been met. Student becomes a Non-Graduate if requirements are found to be outstanding.
12. If the approved students successfully completed all courses, their transcripts will be finalized by the Clearance Officer and the degree will be posted by the Registrar’s Office.
13. A postcard is sent when the diploma is available for pick up.
1. There is only one Commencement Ceremony per year. The ceremony is held in the month of May.
2. Students who graduated in August of the previous year and January of that year are also invited to the May Commencement.
3. Students who apply for the May graduation are eligible to participate in the commencement if they are sent a letter stating they are “Tentatively Cleared”for the May graduation.
4. Students who are sent a Non-Graduate letter will re-apply for another graduation or if able to complete a minimum of six credits in the summer to complete outstanding requirements, may apply for "Permission to Walk" in the May Commencement Ceremony.
5. The Registrar’s Office and the Office of the Dean of Students will send information regarding time, date, locations of the ceremony and caps and gowns pick up for the graduation ceremony.
6. If a student had been Tentatively Cleared for graduation and participated in the graduation ceremony, they are not guaranteed final clearance until passing final grades are posted.
Students who plan to complete all remaining requirements in the Summer (up to 6 credits) can participate in the Commencement Ceremony. Those students must meet the following conditions:
1. Apply for Graduation Clearance for May of that year, the deadline date is between November and December of the prior year. (see Mastercourse list for exact dates)
2. The student will become a Non-Graduation for May and will receive a letter outlining what requirements are missing. The letter will also give information about the process to apply for “Permission To Walk”. Students must complete a “Permission To Walk” form in the Registrar’s Office, Hepburn 214.
3. Student must be registered for the Summer Course(s) needed and submit with their application, a copy of their summer schedule showing the missing courses outlined on their Non-Graduate Letter. Please remember, students must be lacking 6 credits or less and the courses needed must be offered in the summer of that year.
4. Students must have a cumulative grade point average of 2.0 or greater.
5. Names of those students will not be written in the commencement booklet. Remember students applying for “Permission To Walk” are not considered May graduates, but August graduates, upon completing the missing requirement in the Summer of that year.
6. All May Non-Graduate applications will be “rolled over” to the August 15th graduation term.
7. Diplomas are issued for August graduates in October of that year.
If you have any addional inquiries, please contact the Undergraduate Graduation Clearance Office at 201-200-3483.