Session M2.9 | Monday, February 12, 2018 Graduation Policies and Exceptions: Balancing Academic Integrity and Student Satisfaction M.J. Caro, Registrar, Embry-Riddle Aeronautical University, Daytona Beach Campus Edward Trombley, Registrar, Embry-Riddle Aeronautical University, Worldwide Campus Session M2.9 | Monday, February 12, 2018

Embry-Riddle Aeronautical University Ed

Who We Are… Daytona Beach, FL Campus: Total Enrollment – Over 6,000 students 75% Male, predominantly traditional-age students 20% International Two most popular programs: BS in Aeronautical Science BS in Aerospace Engineering Prescott, AZ Campus: Total Enrollment – 2,300 students MJ

Non-traditional student population 3,600 grads annually 25,000 active students Non-traditional student population 3,600 grads annually 125 locations Worldwide Locations on military bases and civilian sites; online division HQ in Daytona Beach Ed

Graduation is the proud culmination of a student’s academic career Graduation is the proud culmination of a student’s academic career. Participation in a commencement ceremony is the opportunity to celebrate an academic achievement publicly with the recognition of attending family and friends and with the accolades of the community of colleges and universities. As such, most schools consider graduation the final “customer service” opportunity—one that can make or break an alumnus’ relationship with the institution. A student who has been happy throughout his entire academic career can be alienated as a result of a bad graduation experience; conversely, a student who has struggled throughout his time at school can sometimes be sent out into the world as a happy alumnus because of a successful graduation experience. --AACRAO Guide to Graduation Ceremonies Ed

Policy writing best practices The first line of defense is comprehensive and clear academic policy The role of the registrar in policy writing varies The elements of good policy creation: Institutional policy guides Federal, state, and accrediting agencies Best practices Writing clearly Policy review Outlining exceptions to policy Communicating policy Recurring policy review MJ

Specific requirements for applying to graduate Accumulated credit hours Semester standing GPA Application required? Are there fees? Are they refundable? Publicize students’ graduation application responsibilities Ed

Degree completion requirement? Are diplomas handed out at the ceremony? Are exception requests for participation considered? With what criteria? Is there an institutional policy is to recognize students’ honors levels at the ceremony? Regalia concerns Graduation program concerns MJ

Survey of practices in the field From the REGIST-L listserv, comprising more than 1,500 educational professionals in various roles and at various college settings, 25 responses were generated from: Colorado New Jersey Florida New York (3) Illinois Rhode Island Maine Tennessee Maryland (2) Texas Massachusetts (4) Virginia Minnesota (5) Washington Missouri Ed

(1) Do you hand out actual diplomas—or just covers—at commencement? Fourteen respondents present covers only Seven award diplomas at the ceremony Three respondents replied that they do both—awarding diplomas to students who are degree complete and covers to those who are not One respondent provides neither diplomas nor covers; graduates simply shake hands with school officials as they cross the stage MJ

(2) Do you allow students who are not degree complete to participate in the commencement ceremony? Do you announce honors for them? 23 permitted this practice 2 indicated that they would not This suggests that allowing non-completers to participate in ceremonies has become the norm. Ed

(3) On what semester do you calculate honors for degree completers? • Several could be grouped into some aspect of the “final semester/after final grades are awarded” category • A few used the term prior to the final term • Some used specific semesters (designating fall or spring only) • One noted that it varied by academic division/school • One said that calculations derived from mixed criteria, depending upon the subject matter area • A handful noted that they derive the honors GPA for a ceremony on the basis of preliminary criteria and recalculate when the final GPA is determined (after the ceremony). • One or two noted that they also reprint diplomas with updated honors notations after the ceremony if the final GPA changes the status. MJ

(4) Who is the deciding authority regarding ceremony participation exceptions (e.g., the registrar, senior academic officer, dean, etc.)? Greatest variety of responses of any of the survey questions Individuals: registrar, associate registrar, assistant registrar, dean of faculty, associate dean, college dean, chief academic officer, vice president of academic affairs, faculty, senior academic officer, graduation specialist, president, and provost Committees: Educational Standards Committee, the Academic Standing Committee, and the Commencement Committee Some respondents noted that their network of approvers included multiple members of these offices and groups Ed

(5) What is your greatest challenge within the graduation process? Late receipt of grades for graduation eligibility/honors calculations (6) Meeting deadlines (5) Communication challenges with students and/or parents relative to exception requests or special needs (4) Late applications to participate (4) Concerns about the venue (3) Commencement program concerns (1) Diploma production (1) Complications on the day of the commencement ceremony (1) MJ

The registrar’s role in commencement is varied and complex and includes the implementation and enforcement of policy as well as the maintenance of academic integrity. While these are among the registrar’s most important responsibilities, they must be balanced with consideration for student satisfaction, especially at the important time of commencement. Managing this balance with aplomb will result in a positive final customer service experience and—hopefully—a long and fruitful relationship between the institution and its alumni. --AACRAO Guide to Graduation Ceremonies Ed

AACRAO Guide to Graduation Ceremonies AACRAO Guide to Graduation Ceremonies $75 Members/$108 Non-Members; 2017; Item #0148 The AACRAO Guide to Graduation Ceremonies provides everything you need to design your institution's ceremony from start to finish, including logistical arrangements, commencement programs, diplomas, regalia, and academic honors. In addition, this guide contains comprehensive information on early commencement, graduate ceremonies, serving veterans, and other unique scenarios that may arise. MJ

Questions?