Keep in touch with the people and offices that will help you graduate. Make sure you are taking the courses needed to meet your degree requirements and that your academic record is accurate and up to date. You must apply for graduation before the degree application submission deadline which is in the calendar of each semester's Schedule of Classes. If you submit your application after the early application deadline, you will be charged a late application fee in addition to the stated graduation fee – and you run the risk of your name not appearing in the Commencement program.
Summer Candidates who want to walk in the May Commencement
You must submit your application during the Spring semester to be sure you receive all notifications regarding the ceremony. Please note that your name will not appear in the May Commencement Program. All Summer graduates will be listed in the December Commencement Program. A copy of the December Commencement Program will be given to all Summer graduates who did not participate in the December Commencement.
FERPA and Commencement Publications
Because the Family Educational Rights and Privacy Act (FERPA) limits what can be released IF you have requested confidentiality of your educational records, we will not be able to print your name in the Commencement Program and your college and department will not be able to include your picture and/or name in any pre-Commencement publications and/or web sites. If you want to have your picture and/or name included in these publications, please come to the Registration and Records Office and sign and submit the form to have the confidentiality indicator removed from your records. (As an aside, if you are applying to a program at another institution or seeking employment, we will not be able to release any information to those who inquire if the confidential indicator is on your records.)
Step 1 - APPLY
- Undergraduate degree candidates apply for graduation at your college dean's office; check early for the dates you can process your application.
- Graduate and Doctoral degree candidates apply with your academic advisor, and then take your application to the Graduate Student Services Office for approval; check with your advisor and Graduate Student Services for clearance dates. Please be aware of your additional deadlines for submission of theses, dissertations, and research papers as well as for certification of master's degree final examinations to the Graduate Student Services Office. Submit your graduate advisor approved application form to the Graduate Student Services Office two weeks prior to the published date for the early application deadline to allow sufficient time for a complete review of your academic record. Forms received after that date are not guaranteed to be approved prior to the start of the late fee assessment.
Step 2 – PAY
Take your approved application to the Cashiers in the Academic Services Building and pay the appropriate fee. For more information, read Graduation Fees.
NOTE: To have your name appear in the printed Commencement Program, your application must be submitted by the official submission deadline to the Registration and Records Office.
After final grades are submitted, the deans will begin the final audit of your records to ensure you have met the requirements for your degree. The Registration and Records Office will receive confirmation of graduates from the deans in approximately six weeks. Immediately thereafter, diplomas will be ordered for those who are on the official list. Please allow approximately six more weeks for your diploma to be received in the Registration and Records Office. A complimentary transcript (with your degree(s) posted) will be given to you when you pick up your diploma. You will receive a postcard when the diploma is available. All diplomas will be held for pick-up at the Registration and Records Office, unless previous arrangements were made.
If you want your diploma and complimentary transcript mailed, please ask for a diploma shipping form. This form can be emailed to you and either mailed or faxed back. Instructions and fees are on the face of the diploma shipping form. If you want to authorize someone else to receive your diploma by mail, you may designate that person on the form. Diplomas are sent certified mail to U.S. addresses. For foreign addresses, we recommend that you select the UPS option so that you can track your shipment. We cannot guarantee delivery of diplomas and transcripts to foreign addresses if we mail your diploma with the U.S. Postal Service because the package will be turned over to another country's postal service once it leaves the U.S. borders.
If you want to authorize someone else to pick up your diploma and complementary transcript, please provide that person with a letter of authorization specifying what is to be picked up (diploma only, transcript only, or diploma and transcript) that identifies your designee by the name that will be on his/her picture ID. Please include your UTEP ID number, be sure to sign the letter, and also include a clear copy of a valid, signed picture ID (such as your driver's license).
If you have any outstanding financial debts with the university, you will need to clear them before a diploma or official transcript can be released. To check on your balance, please contact the Student Business Services Office at 747-5116/5105
If you want to order additional transcripts, you may do so by visiting this web site https://www.utep.edu/student-affairs/registrar/transcripts/order-transcript.
For further Information about the degree conferral process, diplomas, or commencement ceremonies, please contact the Registration and Records Office, located in the Academic Services Building. The office telephone is (915) 747-5544, or email firstname.lastname@example.org Additional commencement information is provided by the University Relations Office at the following web site: http://ia.utep.edu/Default.aspx?alias=ia.utep.edu/commencement.