Graduation Policies and Procedures for Graduate Students

Applying for graduation – A MUST DO!

Students are responsible for applying for graduation with the Office of Graduate Studies located in the Administration Building, Rm 116. Students must apply for graduation by the published deadline in the University calendar which is approximately nine months prior to the intended date of graduation. Please check the commencement website at www.utpa.edu/graduation

Deadlines to Apply for Graduation

Check that you’ve met all graduation requirements

1. Make sure your official degree plan and any changes to the degree plan are on file with your graduate program advisor and the Office of Graduate Studies.
2. Meet with your graduate program advisor the semester before you plan to graduate to ensure that your degree requirements will be met by the intended date of graduation.
3. Clear up any exams, incompletes, study abroad or independent study grades that are degree requirements with your graduate program advisor and the Office of Graduate Studies.
4. Verify that all officially accepted transfer work has been received and evaluated by the Office of Graduate Studies.
5. Make sure you submit your final thesis or dissertation 30 days prior to the close of the semester in which you wish to graduate.

Application for Degree

All graduate students who intend to receive a degree from The University of Texas-Pan American must submit a completed Application for Graduation to the Office of Graduate Studies by the published deadline in the University Calendar http://www.utpa.edu/calendar/ , which is approximately nine months prior to the intended date of graduation. Applications received after the deadline will be processed for the next available graduation date. These deadlines are necessary in order for prospective graduates to be notified of any deficiencies in time to register for the appropriate coursework.

Doctoral candidates must complete all degree requirements in order to participate in the commencement exercises. The student is responsible for advising the chair and/or co-chair of their dissertation committee of their decision to attend the ceremony, since attendance is voluntary.

Graduation Fee

A nonrefundable graduation fee of $32 is charged to all graduating graduate students. The application fee is used to pay for the processing of applications for graduation, postage, diplomas and other expenses associated with graduation.

To apply for graduation:

Click on the following links for a copy of the graduation application or you may pick up a copy at the Office of Graduate Studies, located in the Administration Building, Room 116.

Graduation Application for Master's Degree
Graduation Application for Doctoral Degree

• Complete, sign and return your application to the Office of Graduate Studies.
• Payment:

After you turn in your application, the graduate office staff will post the fee of $32 to your account. You may then pay this fee online or at payments and collections. Please allow one full business day for your fee to be posted.

If you prefer not to wait to have your fee posted to your account, you may choose to pay your fee at Payments and Collections, Student Services Building, Room 1.145. In this case, please return the application along with your receipt to the Office of Graduate Studies.

Transfer of Graduation Date

Prospective graduates who have submitted their Application for Degree Form and do not meet graduation requirements for that graduation date must “transfer” their application to a later graduation date. You must complete a request to transfer your graduation date approximately 6 weeks prior to the graduation day to be listed in the graduation program. Please contact the Graduate School or Registrar's Office for the specific date each semester

Payment: Students will be required to pay an additional $10 fee each time the graduation date is transferred. Please follow the instructions above for payment.

Regalia (Cap and Gown)

All students participating in the commencement exercises are required to purchase the proper graduation regalia from the University Bookstore. No student will be permitted to participate without the proper regalia.

Commencement Exercises

Students must be enrolled in or have all coursework/degree requirements completed to participate in commencement. Commencement exercises are scheduled for December, May, and August. July and August graduates may attend the August commencement exercises. Students will not be allowed to participate in an earlier ceremony.

Commencement Tickets

Tickets are required for all guests who plan to attend the commencement ceremonies at the UTPA Fieldhouse. The prospective graduates may pick up the tickets allocated to them when they pick up their graduation regalia. Prospective graduates may request additional tickets by leaving a self-addressed stamped envelope, with the number of tickets desired (up to six is the maximum allowed), along with the designated ceremony desired.

These requests will be fulfilled in order received, as there are a limited number of tickets available, and mailed out about one week prior to the commencement exercises. Guests with or without tickets arriving after the start of the ceremony will be directed to the overflow area where they may view the ceremony via a live projected video.

Correspondence

In order to ensure that information regarding graduation requirements, deficiencies and commencement exercises are received on a timely basis, the student’s correct email and US Postal address must be on file with the Office of the Registrar. Prospective graduates will not receive special consideration for lack of knowledge of graduation requirements, deficiencies or deadlines.

Honors

No honor recognition is given at the Master/Doctoral level. Minimum Grade Point Average (GPA) of 3.0 on a 4.0 scale is required for graduation.

Diplomas

The University of Texas-Pan American confers degrees four times each year — December, May, July, and August. Diplomas include name (as it reflects in your UTPA records), degree and major. Diplomas will be mailed to the address provided in UTPA’s student records or on the graduation application.

Doctoral Hooding Process

• Doctoral candidate(s) will line up in front of all the colleges. Each candidate’s dissertation committee chair(s) will be allowed to escort him or her.
• The order of the procession is as follows: platform guests; faculty members; doctoral candidate(s), master’s candidates and lastly the colleges follow in alphabetical order.
• The candidate(s) are seated behind the faculty members along with the chair(s) of their dissertation committee(s).
• During the ceremony, the candidate(s) are asked to stand and are recognized by their respective dean.
• The doctoral candidate(s) will be asked to come forward by the Provost.
• Chair(s) of the committee and candidate(s) proceed up to the stage and meet with the dean in a designated area. Dean will assist in this process.
• The candidate(s) hands the hood to the dean for appropriate placement with assistance from the chair. If the dean prefers to hood by himself or herself, it is at their discretion. The chair of the committee will stand back after bringing the candidate forward to the hooding area.
• After the hooding, the candidate will proceed to the center of the stage to be greeted and congratulated by UTPA’s President, Dr. Blandina Cárdenas.
• The candidate will receive the diploma cover (center of stage), pose for pictures with the President, and proceed to the designated area to be photographed alone.
• The candidate will then proceed down the ramp to their seat.
• Dissertation chair(s) follows candidate down the ramp to seat.
• If more than one candidate is in the procession for hooding this process will be repeated.

Master’s Hooding Process

The Hooding Marshals will line up as the first faculty members in the faculty procession. This will ensure they will be seated on the front row of the faculty section.

• The Hooding Marshals will precede up the ramp.
• Master’s hoods should be held on the candidate’s right arms.
• The candidates will hand their hoods to the Hooding Marshals. The graduates will turn their backs to the marshals. The Hooding Marshal will ‘hood’ the student. Adjust the hood if needed.
• The candidates proceed to UTPA’s President Dr. Blandina Cárdenas to receive a diploma cover and pose for a picture with the President.
• The candidate will proceed to shake hands with the dean.
• Proceed to pose for a picture alone.
• Proceed down the ramp to seat.
• The Hooding Marshals will return to their seats once all the candidates have been hooded.

Our goal is that you, your family and loved ones enjoy your special day and accomplishments. Your cooperation is essential to that outcome.
Thank you and congratulations!