PD 2009-05 Guideline 1 - Applying for Graduation

Presidential Directive:CSU needs to confer degrees on those students who have completed all degree requirements, but who either have not applied for graduation or who choose not to for a variety of reasons. Students who have earned more than enough units to graduate but have some remaining requirements to complete will be advised and precluded from registering in any courses other than those required for a timely graduation.

NOTE: Many of the procedures described below for current students with more than 150 earned units after Spring 2009 have already been completed. These procedures will still be in effect, however, for students who enter into the 150+ group after Fall 2009 and will continue throughout the 2010-2011 academic year and until such time as a new policy supersedes PD 2009-05.

1.1 In principle, the more units a student has earned above 120 units (or the required minimum for the major), the more stringent the measures to move the student quickly to graduation. (See Chart in Appendix A.)

1.2 Students who were above 120 units as of 6/16/09 and who have not applied for graduation will not be allowed to register for the Fall 2010 semester until a graduation application is on file. All of these students will be placed on contract (see 1.3 below) and have restrictive holds placed on their records so that their future registration will be managed by AARS until they graduate. This restrictive hold is in addition to any mandatory college academic advising holds.

1.3 Students who reached 150 or more units by 6/21/10 will be required to apply for graduation by October 15, 2010. A copy of the contract [pdf] is available for download.

1.3.1 The contract starts with a meeting between the student and the major/minor advisor. The student will take the completed contract(s) (signed by the advisor(s)) to AARS for review of GE and verification of remaining courses for subsequent semesters.

1.3.2 The contract will specify:

  • All courses required to be taken, when to take them, and possible substitutes
  • All remaining requirements to be completed within GE
  • Any other requirements for graduation (e.g., pass the WST, maintain 2.0 GPA)
  • Confirmation that the student has applied for graduation

1.3.3 Registration for students on contracts: Students on contract will be allowed to register for themselves within a given time period and instructed not to register for any classes that are not on their contract and thus not required for the degree. AARS will verify the registration according to the student's contract, drop any non-required classes after consultation with the student, and place a restrictive hold to limit further changes in registration.

1.3.4 A student on contract may not drop or add courses without permission from the Associate Dean of the major college, who will consult with the student's major academic advisor.

1.3.5 Consequences: Those students who fail to comply with terms of the policy and/or contract will be referred to Undergraduate Studies to be placed on Administrative Academic Probation. Administrative Academic Probation is recorded permanently on the student's official transcript. While on Administrative Academic Probation, any subsequent failure to comply with the contract will result in immediate Administrative Academic Disqualification. AARS will message students via MySJSU to inform them that they are being placed on Administrative Academic Probation or Administrative Academic Disqualification. Students will be allowed on Administrative Academic Disqualification only once. A second Administrative Academic Disqualification is final; reinstatement will not be possible. Per Executive Order 10377, students have a right to appeal their placement on Administrative Academic Probation. See Guideline 7, below.

1.4 Students with 135 to 149 units

Each College will be responsible for monitoring the degree progress of its students who have earned over 135 units. AARS will provide the Associate Deans with updated lists. Colleges may choose to place and maintain a registration hold until the student graduates.

1.5 Students who have not yet completed a graduation application :

Starting in academic year 2010-11, all students will be required to apply for graduation two semesters before graduation or during the semester in which they reach 120 units, whichever comes first. For the current academic year, all students who have earned more than 120 units and have not yet applied for graduation should do so immediately. For 2010-11, AARS will enforce the following deadlines for submission of graduation applications:

1.5.1 For the Academic Year 2010-11, all students who have earned (by 6/21/10):

  • 150 units or more must apply for graduation by October 15, 2010.
  • Between 135 and 149 units must apply by December 1, 2010.
  • NOTE: The number of students who apply for graduation influences the number of upper division and capstone courses offered.

1.5.2. Consequences: Please see section 1.3.5.

1.5.3 Finding and Submitting the Graduation Application: The Graduation Application form can be found at. Submit the Graduation Application to the Office of the Registrar or the appropriate college advising center.

1.6 Students who already have applied for graduation

1.6.1 Students who have earned 135 to 149 units. Each College will be responsible for monitoring the degree progress of its students who have earned over 135 units. AARS will provide the Associate Deans with updated lists. Colleges may choose to place and maintain a registration hold until the student graduates.

1.6.2 Students who have earned 150 units or more. AARS will place the students “on contract” with a restrictive hold, which means that AARS must verify their registration every term until graduation. This restrictive hold will be in addition to any college academic advising hold (see 1.3 above).