Graduation requirements are different at each degree level (Bachelor’s, Master’s and Doctoral degrees). Students are encouraged to talk to their departmental / program assistant in advance when they are ready to complete a milestone in their academic career. The School of Engineering Dean’s staff in cooperation with program staff is responsible for processing graduation each semester and coordinates the Engineering Recognition Ceremony in the fall and spring. Please review the Frequently Asked Questions (FAQ) page for more information.
Preparing to Graduate
The School of Engineering Dean's Office Research & Graduate Programs (RGP) staff, departmental/program faculty and staff, and students each play a major role in the graduation process. Follow these detailed instructions (ppt) and complete the graduation checklist to ensure degree completion.
Should utilize the degree timelines, graduation checklists and Academic Calendar as a guide to all enrollment and degree requirements and deadlines. There are separate checklists for masters and doctoral students. While departments and RGP staff make every effort to provide information and assistance, it is ultimately the student's responsibility to ensure that all degree requirements have been met and necessary documentation submitted by the semester deadline for degree completion.
Provide confirmation to RGP that all departmental requirements have been met by signing the graduation checklist, and work with their individual faculty to resolve any outstanding grade issues. Departments must also observe the universities deadline to submit outcomes of final exams/defenses and approve graduation in E&P for the University Registrar to process the degree conferral. Exams should be scheduled 2-3 weeks prior to the actual date of the exam, through the program staff, to provide RGP staff time to approve degree eligibility and process exam outcomes.
School of Engineering Dean’s Office
Reviews a student’s file to ensure all items on the graduation checklist are completed by the Application for Graduation deadline. Any requirement not submitted or submitted after the deadline will cause the student's graduation to be postponed to a later semester and may require additional enrollment. In addition to the checklist items, RGP verifies final degree certification in the following ways:
- The resolution of any Incomplete, Missing or Waiting grades
- Final GPA of 3.0 or above after all grades post (this takes place after the graduation deadline)
- Verifies a complete and approved plan of study on file
- Satisfactory completion of the final exam or defense
- Submission of the thesis or dissertation (initial uploading of thesis or dissertation and required changes from university administrator)
Master’s Timeline (pdf)
Related Forms and Information:
- Graduation Calendar 2018-2019 (PDF)
- Graduation Calendar 2019-2020 (PDF)
- Engineering Graduation Report Form
- Application for Graduation
- UMI/Proquest Submission Site
- Electronic Thesis and Dissertation Release Form
- Thesis and Dissertation Formatting Instructions
- KU Thesis and Dissertation Formatting Templates
- UMI/Proquest Dissertations and Theses Database
- Graduate Studies Graduation Page
Graduate Students should complete the certificate checklist prior to the graduation deadline found in the Graduate Calendar. Checklists and materials should be turned into the Engineering Student Success Office, 1415 LEEP2, or directly to the Research Graduate Programs staff (RGP) in room 1415L LEEP2. Students completing a graduate certificate program are encouraged to further their graduate education in either a master’s or doctoral program. If you are interested, please contact your departmental Graduate Director to discuss requirements and apply for admission online.
Doctoral Timeline (pdf)
Masters Degree Checklist
Graduate Students should complete the graduation checklist prior to the graduation deadline found in the Graduate Calendar(pdf). Checklists and materials should be turned into the School of Engineering Dean’s Office, room 1 Eaton Hall or directly to the Research & Graduate Programs staff (RGP) in room 1415 LEEP2. The Office of Graduate Studies houses the official formatting requirements for theses and dissertations. Although students may find the general content layout of previous theses or dissertations helpful, students should not use the formatting from an old thesis or dissertation, since formatting instructions may change from year to year. Current formatting instructions are found on the Graduate Studies webpage.
Master's Timeline (pdf)
Graduate Students should complete the graduation checklist prior to the graduation deadline found in the Graduate Calendar (pdf). Checklists and materials should be turned into the School of Engineering Dean’s Office, room 1 Eaton Hall or directly to the Research & Graduate Programs staff (RGP) in room 1415 LEEP2. The Office of Graduate Studies houses the official formatting requirements for theses and dissertations. Although students may find the general content layout of previous theses or dissertations helpful, students should not use the formatting from an old thesis or dissertation, since formatting instructions may change from year to year. Current formatting instructions are found on the Graduate Studies webpage.
Doctoral Timeline (pdf)
Frequently Asked Questions
Can I mail my documents to Research & Graduate Programs (SoE Student Success Suite)?
Yes, graduation documents can be mailed or sent electronically by email, but we strongly encourage you to visit our office if possible. If you must mail or email your documents, please use the following address: School of Engineering Research & Graduate Programs, 1520 W. 15th Street, 1 Eaton Hall, Lawrence, KS 66045-7535 or email to email@example.com.
What is an embargo and should I place one on my work?
Embargoes are generally advised if you have a publishing agreement for your entire manuscript, have a patent pending or if your research is of a sensitive nature. Embargoes can only be granted with the signature endorsement of your Graduate Director on your ETD Release form. By signing, your director agrees that your submission will be held from public access for up to 2 years. More information about embargoes can be found here.
What is copyrighting and should I register a copyright for my work?
Your work is already protected, but you may choose to have UMI Proquest register copyright on your behalf with the Library of Congress (for a fee). Please see KU Libraries' information on copyright and image copyright for more information.
How can I obtain my diploma earlier than the posted date?
Diplomas are processed by the Registrar’s office after grades post for the semester you graduate (see Academic Calendar for specific dates). Diplomas are ordered after that date and shipped to the Registrar’s office to be dispersed. If there are extenuating circumstances which require a diploma (a SOFD is not sufficient), you can make a request to the University Registrar at firstname.lastname@example.org.
Which companies provide binding services?
Will RGP check my submission before the graduation deadline?
It is the student’s responsibility to file the thesis or dissertation before the Application for Graduation deadline, and to ensure that it meets all ProQuest and University formatting guidelines. RGP staff will verify that the submission has been completed prior to the deadline, as this is a requirement of graduation. RGP staff also complete a basic formatting check as a courtesy to students. We make every effort to do this check before the degree verification process is complete, though an unusually large number of graduates may cause delays. You will receive an email notification when your thesis has been reviewed and the formatting approved, or if there are formatting changes needed. In the latter case, you are given two weeks to make the necessary changes.
When will I get my official diploma?
Diplomas will not be available until the middle of the following semester (see Academic Calendar for actual date). You will be notified when your diploma is available for pick-up. You may also have your diploma mailed to you by selecting this option when you complete the online Application for Graduation or online through the Registrar's website.
Is there a special ceremony for doctoral degree candidates?
Yes. In addition to Commencement, all doctoral degree candidates are invited to participate in the Doctoral Hooding Ceremony each May. The Office of Graduate Studies coordinates the event. This event is intended for students who completed their degree by the spring graduation deadline (although students completing in summer may attend).
How do I attend the Engineering Recognition Ceremony?
All students must RSVP for the Recognition Ceremony at least one month prior to the date of the event online or by contacting the School of Engineering Dean’s Office at 785-864-3881. Spring graduates are encouraged to attend the ceremony in May and Fall graduates should plan to attend the ceremony in December. Summer graduates have the option to attend either ceremony. There is no ceremony in the summer. Students who complete the RSVP will receive confirmation and instructions.
What happens if I miss the deadline to RSVP and want to attend the ceremony?
You may be able to attend the ceremony, with permission from the SoE Dean’s Office, but your name will not be in the ceremony brochure unless you meet the RSVP deadline. Please contact us as soon as possible. You may also choose to attend a later semester with permission from the Dean’s Office.
What do I wear to the graduation ceremony (regalia)?
All students must wear a black cap and gown. Graduate students also wear a hood (optional for master’s students) and a black tassel. Undergraduate students wear an orange tassel. More information here (PDF).
How much is regalia and where can I purchase it?
All regalia may be purchased at any KU bookstore. The black cap and gown may be purchased, rented or borrowed, as long as it is black. The tassel is black for graduate students and orange for undergraduate students. The estimated cost is $41 for undergraduates, $50-75 for master’s graduates and $75-100 for doctoral graduates.