Degree Certification Policy
Authority: President
Date Enacted or Revised: Enacted June 2016; Revised March 2018; July 2, 2025
Purpose
To ensure compliance with SACSCOC standards and policies established by the Louisiana Board of Regents, the University of Louisiana System, and McNeese State University, this policy outlines the process for verifying and certifying the completion of degree requirements. The process is designed to maintain the integrity and accuracy of academic credentialing.
Identification and Review of Degree Candidates
A student is classified as a degree candidate in the term during which all degree requirements are expected to be completed. To declare intent to graduate, the student must submit an application for degree to their academic department for each credential sought. Approved applications are forwarded by the academic department to the Office of the Registrar by the deadline published in the academic calendar.
The Office of the Registrar reviews each application and the corresponding Degree Works audit to:
- Confirm compliance with graduation and degree requirements outlined in the Academic Catalog; and
- Verify satisfaction of residency requirements—25% of coursework completed at the institution for undergraduate degrees, and 67% for graduate degrees.
For graduate candidates, the Doré School of Graduate Studies assists in the review.
If discrepancies or deficiencies are found, the Office of the Registrar or Graduate School contacts the appropriate academic department to resolve the issues.
The Office of the Registrar establishes and maintains the official list of degree candidates and distributes this information as appropriate.
Degree Certification Process
After final grades are submitted, the academic department, college, and Office of the Registrar verify that each degree candidate has fulfilled all graduation requirements.
Each academic department prepares a degree certification document listing all eligible candidates and the corresponding degrees, certificates, majors, concentrations, and minors to be awarded. This document is signed by the department head (or designee) and the academic dean or graduate school executive director (or designee) and submitted to the Office of the Registrar for final review and approval.
As necessary, the Office of the Registrar updates the list to reflect only students who have completed all requirements. Students who meet all requirements for associate, baccalaureate, master’s, or doctoral degrees are eligible to participate in the commencement ceremony. Students who do not meet requirements are removed from the list, their applications voided, and they must reapply in a future term.
The final list of degree candidates is distributed to the Commencement Committee, academic deans, the graduate school executive director, and other relevant parties. The academic department head or dean notifies students who are ineligible for graduation prior to commencement rehearsal.
Although commencement ceremonies are held only in fall and spring, the degree certification process is conducted three times annually—for summer, fall, and spring terms. In cases where a student completes all requirements before the standard certification date, early certification may be processed. A transcript notation will indicate completion as of the early certification date.
Awarding of Degrees and Certificates
Following certification—and the commencement ceremony, if applicable—the Office of the Registrar awards degrees, certificates, majors, concentrations, and minors in the student information system. This information is reflected on the student’s official transcript.
Archival of Certification Documentation
The Office of the Registrar is responsible for digitally archiving all degree certifications, degree plans, and related documentation.
Communication
This policy is distributed via the University Policies webpage.