Graduation Information
(for students pursuing master’s degrees)

Students must apply for graduation two full terms prior to projected graduation.

Current Graduation Dates:

Fall 2008: TBA

Graduation Frequently Asked Questions

How Do I Apply?

Complete the Application for Candidacy and Graduation and submit to the School of Graduate Studies (SGS)/Graduate Enrollment Services Office (GESO), two terms prior to the term of degree completion. (For example, if you plan on graduating in May 2009, which is Spring term, then you should apply for graduation no later than August 2008, which is Fall term.) Applications for Candidacy are located in the School of Graduate Studies and the current cost is $52.00. All candidates for graduation MUST be degree, regular students, with a minimum of a 3.0 overall graduate GPA at the time of graduation. Please note that your Application for Candidacy cannot be processed without a current Program of Study, which has been signed by you and your academic advisor.

Due to time constraints, students that submit late or incomplete Applications may NOT be listed in the commencement booklet.

It is the student’s responsibility to ensure that all fees have been paid PRIOR to the commencement ceremony!

Requirements Met Letters:

Students that complete all of their requirements for graduation in a term where there is no commencement, or complete all of the requirements for graduation early in a semester, but need to have a transcript showing a degree may request a “Requirements Met Letter”. This letter states that all requirements for the specific degree program have been met and the date that the degree will be conferred. Please note, if you have NOT completed all the requirements for the degree program—for example, you have outstanding fees, “I” or “IP” grades, or the SGS/GESO does not have proof from your academic department that you have successfully passed any comps, portfolio or thesis requirements, this letter can not be prepared for you.
Requirements Met Letter.

Completion of AASU degree requirements at another institution:

If you intend to take classes at another institution that will count towards your degree here at AASU, it is your responsibility to insure that an “official” transcript, reflecting courses and grades earned, is submitted to the Graduate Enrollment Services Office in a timely fashion, so that these courses/grades may be reviewed and used in your degree audit. If you are enrolling in courses at another institution during your last term before graduation, all official transcripts must be submitted to Graduate Enrollment Services before AASU’s last day of class. It is your responsibility to inform your instructor at your institution that you are graduating and provide him/her with dates of submission. AASU cannot accept faxed transcripts for degree audits. All transcripts must be official, and the individual academic departments and the School of Graduate Studies/Graduate Enrollment Services Office must approve all transfer work.

Graduation Status:

All applicants receive letters from the GESO indicating the status of their Application for Candidacy and Graduation. These letters will indicate any incomplete degree requirements and will list instructions on the appropriate action that you need to take in order to resolve the issues. If your letter states that you have incomplete requirements, you are encouraged to meet with your graduate academic advisor and/or your graduate coordinator immediately. Also, information regarding graduation may be sent through AASU’s student e-mail address.

Incomplete (I) or In Progress (IP) Grades, Comps, Portfolios, Thesis and Graduation:

All requirements must be satisfied prior to graduation. No degree will be conferred with incomplete (I) or in progress (IP) grades on the student’s transcript. Proof of successful passing of comps and/or portfolios and thesis are also required BEFORE the degree will be conferred.

Participation in Commencement:

The SGS/GESO tries very hard to inform you prior to commencement if you have not met all the requirements for graduation. However, it is also your responsibility to ensure that you have met all the requirements and that all fees have been paid and that you have no holds on your account PRIOR to commencement. Please ensure that your mailing address, e-mail address, and telephone numbers are always current by logging into SHIP and updating your account. You may also check your account to review and resolve any library fines, traffic fines or other financial encumbrances.

Graduating in Absentia? (Not participating in Commencement)

All degree candidates are expected to attend the commencement ceremony. If you are unable to attend, you must submit a written request to the Office of Student Affairs. Mail your request to: Vice-President of Student Affairs, AASU, 11935 Abercorn Street, Savannah, GA 31419. Please indicate the address to which your diploma should be mailed.

Graduation Regalia: (Gowns, Hoods, Announcements, Class Rings)

AASU’s University Bookstore takes orders for graduation regalia. Please check the following websites for ordering deadlines and dates and times for Herff-Jones representatives to be on campus:
AASU University Bookstore
Herff-Jones

Official AASU Transcripts with Degree Status Posted:

Official transcripts, with degree information and date conferred, are available approximately two weeks after graduation. Currently, there is no charge for transcripts. You may request your official transcript from AASU by submitting the transcript request form to the Registrar’s Office. This form may be faxed to 912.921.5462.
Transcript Request Form

Diplomas:

Diplomas are mailed approximately 3 to 6 weeks after the commencement ceremony. This delay is due to student’s final grades being submitted AFTER the commencement ceremony.
It is the student’s responsibility to ensure that your correct mailing address is in SHIP. Please login to SHIP to verify that your mailing address is current. Diplomas are mailed with 1st class postage. If your diploma is returned to us by the Post Office, we will attempt to contact you once by telephone or e-mail to obtain an updated address. If we are unable to contact you, your diploma will be held for one year. After that time, your diploma will be destroyed. If you wish to claim your diploma after one year, you must order a replacement diploma.

Replacement Diplomas:

To order a replacement diploma, you must make a written request to AASU’s Registrar’s Office. Your request must contain your full name, AASU student identification number, degree earned, term of graduation, and a check/money order made out to AASU for $25.00. Also, please include a telephone number and e-mail address where you may be reached. Replacement diploma orders will not be processed until fee payment has been received. Please allow 4 to 6 weeks for delivery.

Submit Written Requests to:
AASU Registrar’s Office
Attn: Assistant Registrar
1st Floor, Victor Hall
11935 Abercorn Street
Savannah, GA 31419-1997

Errors on Diplomas and Name Changes:

If an error is found on your diploma, return the incorrect diploma to the SGS/GEOS. A replacement diploma will be ordered and mailed to you at your address in SHIP.

Name changes with the required supporting documentation should be submitted to the SGS/GEOS no later than three months prior to the scheduled graduation ceremony. Name changes submitted after this date will not be reflected on the diploma. If you wish to have your name updated on your diploma after this time, you may be charged for the replacement diploma.