Graduation FAQ – Office of the Registrar

The graduation application is available in Student Self-Service the day Priority Registration begins for that term until the deadline to add yourself to the pending degree list for the same term (see next question for deadline information). Term specific dates can be found on the Office of the Registrar Master Calendar.

When is the deadline to add myself to the pending degree list?

Term specific deadlines can be found on the Office of the Registrar Master Calendar. Below are the general deadlines for adding yourself to the pending degree list:

Fall or Spring:

Undergraduate and Veterinary Medicine- 10th day of the semester

Graduate, Law, and Carle IL Medicine- the day before priority registration begins for the next term.

Summer:

Undergraduate and Veterinary Medicine- the Friday of the 6th week

Graduate, Law, and Carle IL Medicine- the Friday before POT S2A ends

If you miss the deadline to add yourself to the pending degree list, please contact your college office.

How do I add myself to the pending degree list?

Choose the Student Services card from the my.UIconnect dashboard.

Click on Apply to Graduate to add yourself to the degree list.

If you clicked the Home Page link, click on Apply to Graduate (under the Graduation section) to add yourself to the degree list.

Under Term, ensure the term you’ll be graduating from appears in the box. If it does not, choose the correct term from the drop-down menu. If there is no drop-down menu, you have likely missed the deadline to add yourself to that term’s pending degree list. Please contact your college for assistance.

Confirm that the program/major/concentration/minor listed is correct. Click the radio button beside Program Information and click Continue. If there is no curricula available to choose, you have likely missed the deadline to add yourself to the pending degree list. You will need to contact your college for options.

Select the Graduation Term from the dropdown menu and click Continue. This should be the same term as was chosen in the previous step.

Review your Diploma Name and click Continue. If it is not correct, then still click Continue but also contact the Office of the Registrar to request a name change.

Confirm that all information is correct for your Graduation Application and click Submit. If anything is incorrect, then contact the Office of the Registrar.

If anything changes with your graduation plans, please contact your college records officer as soon as possible.

How do I check if I already submitted a graduation application?

Choose the Student Services card from the my.UIconnect dashboard.

Click on Home Page.

Under the Graduation section, click on View Graduation Application.

Once the Graduation Application page opens, you should see your application information.

If you see No active graduation applications exist, please contact your college office.

When will my degree appear on my transcript?

Your college will review your record and certify your degree following end-of-term grade roll of your final term. Your degree will usually be recorded on your academic record approximately 4 weeks after your conferral date.

How can I verify that my degree has been awarded?

Choose the Student Services card from the my.UIconnect dashboard.

Click on View Academic History/Unofficial Transcript.

If you clicked the Home Page link, click View Academic History/Unofficial Transcript (under the Records section.)

Under Transcript Level, click on the drop-down arrow and choose the level you want to view.

Under Transcript Type, click on the drop-down arrow and choose Web Academic History. This will automatically open your unofficial transcript.

Scroll to the DEGREE INFORMATION section.

If you see Pending above the degree type, then you degree has not been awarded. Under Curriculum Information, you will see all majors, minor, and concentrations on your degree record.

If your degree has been awarded, then it will say Awarded above the degree type. You will also see the Degree Date and any earned Honors designations. Under Curriculum Information, you will see all majors, minors, and concentrations on your degree record.

If you are earning more than 1 degree, then both should be listed. Ensure both degrees say Awarded above the degree type, before ordering an official transcript.

Contact your college records officer with any questions or concerns.

Where can I find information about graduation requirements?

Information about graduation requirements may be found in the Academic Catalog and the Student Code. Consult your undergraduate or professional college, graduate department, or relevant university office for more information regarding graduation requirements. It is recommended that undergraduate and graduate students generate a Degree Audit prior to consultation.

The Office of the Registrar has general information about graduation including transcript and diploma information as well as requirements for bachelor’s, graduate, and professional degrees.

Graduate Students may also contact the Graduate College for information.

What is the difference between a degree and a diploma?

A degree is the academic rank or grade earned by completing a specified program of study. A diploma is a paper displaying the name of the degree.

What official documents can the university provide to confirm my degree once it has been awarded?

The university can provide the following as proof of your degree: official transcript, verification of degree, diploma, certified copy of diploma, and eDiploma.

When will I get my diploma?

Your initial diploma will be sent to your diploma address approximately 9 weeks after your conferral date. See Delivery of Your Diploma for further details. If you ordered a replacement diploma, please allow 2 to 3 weeks for domestic addresses and 4 to 6 weeks for international addresses.

If you’re moving during the time you expect to receive your diploma, and need to request mail forwarding to another domestic address by the US Postal Service, please visit their website for more information. They need 2-3 weeks’ notice!

Why have I not yet received my diploma?

There are several reasons why you may not have received your diploma:

You did not have a current valid address at the time of mailing the diplomas. Once you contact us, we can order your diploma and have it mailed within a week.

Your diploma was mailed to your current address and was lost in the mail. If you contact the Office of the Registrar within 90 days from the mailing date, we will be able to replace it for free as long as it is sent to the same address. If you contact us after 90 days of the mailing, you will need to order a replacement diploma and pay a fee for the replacement.

There is a possibility your diploma may have been returned to the Office of the Registrar as undeliverable. If this is the case, we will be happy to forward it to you at a new address for the payment of the forwarding mail charges.

It is also possible the diploma was mailed to an old address and discarded. In this case, you will need to order a replacement diploma and pay a fee for the replacement.

There may have been a hold on your student account at the time of the mailing. Please contact the Office of the Registrar for more information.

May I change the way my name is shown on my diploma?

If you wish to change your name on your diploma, please email graduation@illinois.edu so we may review your request. Please provide your UIN in the email request.

As of August 2020, graduating students may choose to create a diploma name with a preferred first name and legal last name. Examples of preferred names include: using a middle name instead of a first name; using an abbreviated name (Tom instead of Thomas); using an Americanized name (Wendy instead of Haiyan); or using a name that better reflects one’s ethnic, racial or gender identity. Instructions for submitting a diploma name will be included in our regular graduation information emails that is sent to graduating students each semester. Please be advised that in some situations, the name appearing on your diploma may need to match other legal documents you possess.

Preferred First Name vs. Diploma Name: What’s the Difference?

A preferred first name is used on class rosters, the display name in Banner Self-Service, the display name in a number of learning management systems (e.g., Blackboard, Compass, and Moodle), most online phone directories, and on the university i-card. Setting a preferred first name does not automatically change the name that will be listed on a diploma or used at Commencement/Convocation ceremonies. A student must specify a diploma name (see below) to change the name listed on their diploma and other Commencement/Convocation related materials and ceremonies.

To add or change your preferred first name, login to the Self-Service. In the Personal Details section, click Edit. Enter your preferred first name in that field and click Update. You may view the university policy for acceptable uses of a preferred first name.

Unless a student specifies a diploma name, the legal name is used on diplomas, in the Commencement program, lists of graduates, and related press releases. Students may submit a diploma name by emailing graduation@illinois.edu (include UIN). Submission deadlines for May, August, and December graduates to be announced at a later date.

Please be advised in some situations, the name appearing on your diploma may need to match other legal documents you possess.

Acceptable uses of preferred first name and diploma name include:

A middle name instead of first name

An abbreviated name (Rob instead of Robert, Manny instead of Emmanuel)

An Americanized name (Wendy instead of Haiyan)

A name which better reflects one’s ethnic, racial or gender identity

A name to which you are in the process of legally changing

May I request that my name appear on my diploma with special characters (e.g. accent marks)?

You may email graduation@illinois.edu with your name and the special characters. Please provide your UIN in the email request. Most requests will be granted.

Which address on my record will be used when mailing my diploma?

Printed diplomas are mailed using the active Diploma Address, which must be created by the last day we award degrees for the term. If no active Diploma Address exists, the diploma will be mailed to your active Permanent Address. However, if no active Permanent Address exists, then your active Mailing Address with be used for mailing your diploma.

Accuracy of the Valid From and Valid Until dates are extremely important. These dates are used when pulling address information for mailing diplomas. If an address is not active or incorrect at the time we pull this data, you will need to order a replacement and are responsible for any fees associated with that order.

May I change the address to which my diploma will be mailed?

You may change your address on Self-Service prior to the last day we award degrees for the term. If you do not have a Diploma Address already created, then click Add New. Under Type of Address choose Diploma Address. In the Valid Until field, be sure to enter a date that is at least 9 weeks after the last day of finals for the term you are graduating. If the diploma has already been mailed, you will need to order a replacement and are responsible for any fees associated with that order.

If you are using an international address, please be sure to select the Country from the drop-down menu before entering any address line, city, or zip/postal code information. This will allow you to enter the correct number of digits in your Zip/Postal Code.

May I make special arrangements for receiving my diploma?

You may call 217-333-6383 or email graduation@illinois.edu to hold your diploma for pick-up by you (or a designee) or mail your diploma to an alternative address. Please provide your UIN in the email request.

When requesting to hold for pick-up, if someone else if picking up the diploma please include their name in your request.

If your diploma is being mailed to an alternate address, a care of (c/o) must be included so the US Postal Service does not return your diploma to the university. Please include “c/o” and the name of the person who lives at the alternate address under the Street information of the address in your request.

I know that I am on the pending degree list, but how can I be certain that I have met all of the degree requirements?

Undergraduate students should consult with the records officer in their college. Graduate students should check with their departmental office. Professional students should check with their college.

What if I have finished all of my degree requirements but my degree will not be recorded for several weeks and I need written proof that my degree has been earned?

If you are an undergraduate student and you need a formal letter verifying that you have met all degree requirements, contact your college records officer.

If you are a graduate student and you need a formal letter verifying that you have met all degree requirements, contact your departmental office.

If you are a professional student and you need a formal letter verifying that you have met all degree requirements, contact your college office.