What is an "OFFICIAL SENIOR CHECKOUT?"
If you are a College of Arts & Sciences student, the Undergraduate Academic Services office (your Dean's Office) will prepare your Official Senior Checkout.
The Official Senior Checkout is document that lists all of your remaining requirements to earn your degree. All remaining requirements are specified in writing on your Checkout, including requirements for declared majors and minors, University and College requirements, and free elective (if needed). The Senior Checkout will also list any special requirements or restrictions that might apply. It is imperative that you read and understand exactly what you must do to complete your degree, and that you do everything specified on the Checkout. The Official Senior Checkout is the document that will
be used to determine degree certification. It is the document to which
you should refer, in consultation with your faculty advisor, when
planning courses to complete your degree.
Once issued, the Official Senior Checkout supersedes the online Degree Audit. If there are discrepancies between the degree audit and your Senior Checkout that you do not understand, please review the section below.
How do I get a Senior Checkout?
If you are a student in the College of Arts and Sciences, there is no need to apply for a Checkout. Your Official Senior Checkout will automatically be prepared by the UAS staff during your penultimate semester (the semester prior to the Graduation Term stated in UDSIS). Example: if graduation date is listed as fall, your Checkout will be completed during the previous spring semester.
Your checkout will be prepared via webform and sent electronically to your UDel e-mail account. Be sure to watch your Inbox for the document during your senior year. Once received, you can refer back to your Checkout by following the link in the original email, or by logging on to your Webforms.
How does the Undergraduate Academic Services office know when I plan to finish my courses?
We use the "Grad Term" listed on your record on UDSIS. We request from the Registrar a list of students with a graduation term for a certain semester and we prepare Checkouts during the preceding semester: i.e., in fall for students who will finish the following spring, and in spring for students who will finish the following fall.
"Grad Term" refers to the timing of your course completion, and not to the timing of the graduation ceremony. It is important to keep your graduation term up to date so that your Official Senior Checkout is prepared and sent to you in a timely fashion and also so that your name is included in the Commencement program and on mailing lists related to graduation. We find that many students do, at some point, experience a change of plans that requires them to change their graduation term.
How do I change my "Expected Graduation Date?"
To change your Graduation Term, after logging into UDSIS, choose "change graduation term" from the list under forms. You will need to log in again for security to access the form. Use the drop down box under "new expected graduation term" and select the semester in which you plan to finish your last course. Take the next step and "Finish and Submit."
Now that I have my Checkout, what do I do?
Please use your Official Senior Checkout to consult with your faculty advisor and plan the courses you need to take to fulfill all remaining requirements. Then register for the appropriate courses. Please understand that once your Senior Checkout is complete, your record will not be reviewed again until final grades are posted at the end of the semester which is designated in UDSIS as your graduation term. It is your responsibility to fully understand and complete all requirements specified on your Official Senior Checkout.
Before you register, double-check official publications to make sure that the courses that you choose will actually fulfill any remaining requirement:
Please contact the UAS to update your Official Senior Checkout if any of the following circumstances occur:You make any type of change to your degree program, i.e., additions, deletions, or changes of majors, concentrations, and/or minors.
What's the difference between "Senior Checkout" and "Degree Certification?"
"Senior Checkout" is an analysis how many credits and which requirements still need to be completed for your degree. Senior Checkout occurs early in your senior year. "Degree Certification" occurs AFTER all final grades for your last courses are posted, and the Dean's Office can confirm for the Registrar that you have met all requirements for the degree, including minimum grades in certain courses and number of credits earned. For example, if you fail a required course in your last semester, you will not be cleared by our office for graduation even though you might have attended the Commencement ceremony. To "not be cleared" means your degree will not be posted to your official transcript and no diploma will be mailed to you. "Not cleared" means you have not graduated.
If I find a discrepancy on my Official Senior Checkout, what should I do?
Please use the Web Form to confirm that you have read the document and use the comments box to explain any inconsistencies that you see. The Coordinator who oversaw your Checkout will then contact you to resolve or clarify the issue(s). You may also send an e-mail directly to the Coordinator responsible for your checkout. Their name and email will be listed at the bottom of your Checkout as the "Dean's Office Contact".
I have substitutions or waivers that are not accounted for, what should I do?
If you have received verbal approval for exceptions,
waivers, substitutions, etc. for your major(s) or minor(s), you are
responsible for arranging for the Dean's Office to receive written
confirmation from the approving authority. This is typically
accomplished by the faculty by way of the Course Substitution Webform.
If my online Degree Audit and my Senior Checkout don't match, what should I do?
Your Senior Checkout is the official document that we will use to determine whether or not you are clear for degree certification. It supersedes the Degree Audit. If you have concerns, please contact the Coordinator responsible for your Senior Checkout.
I have transfer work from another school or AP credit that still needs to be posted. What do I need to do?
If you need to have AP credit posted, you should contact the College Board and request that your scores be sent to the UD Admissions Office. For instructions about having transfer credit posted, you can visit the Transfer Credit Office's website, phone (302) 831-1551, or send an e-mail message to firstname.lastname@example.org.
What happens if I don't finish my minor or second major?
If you have a minor or second major on your record that you are not planning to complete, YOU WILL NOT BE CLEARED FOR GRADUATION. If you currently have a program declared on your record that you do not plan to complete, please delete it immediately through UDSIS using the "Change Major, Minor, Concentration, and Graduation Term" webform.
I have not officially declared my major, minor, and/or concentration. Is that a problem?
Yes. If your area of study does not appear properly on UDSIS, it will not be evaluated for Senior Checkout, nor will it appear on your official transcript after graduation. Any work you did for an undeclared are of study will not be officially recognized. Such information must be added to your academic program via UDSIS BEFORE you graduate, because nothing can be added to your transcript once your degree has been officially certified and conferred.
If UAS is not aware of your major, minor, and/or concentration when we complete your Checkout, the Checkout won't be helpful to you in determining which courses you still need.
How can I avoid delays of graduation?
Please note that the following issues will block your graduation until you resolve them:
Can I "walk" in the Commencement ceremony if I still have some credits to complete afterward?
Yes. The University has four degree certification cycles each year: at the end of the spring semester, the 2nd summer session, the fall semester, and winter session, but only ONE Commencement ceremony. For the ceremony, the University will print your name in the Spring Commencement program if your graduation term is listed in UDSIS for that academic year's summer, fall, winter, spring, and the following summer.
For additional information, please visit the Registrar's Web Site about Graduation & Diplomas.
It might be helpful for you to know that credentials (ID, academic status, etc.) are not checked at the door. Diplomas are not distributed during the Commencement ceremony. All students who arrive appropriately garbed in cap and gown can participate. Participating in Commencement does not equal graduation. Commencement is the University's collaboration with your faculty, friends and family to celebrate your accomplishment. The official business of graduation is degree certification and conferral. The UAS office is responsible for degree certification; we certify that you have completed all requirements for the degree. Once we have certified your degree, the Registrar's Office confers the degree, posts your degree to your transcript, and orders diplomas. Neither of those business actions will occur until after you have satisfactorily completed all requirements for your degree. Participation in the Commencement ceremony does not signify that you have graduated.
I have an Incomplete "I" or "S" grade. If I need a few weeks to finish it, can I still keep my original graduation date?
Maybe. If there are just a few days or weeks involved then your graduation date can still be the original date. Be sure to contact the UAS office when you know the outstanding work has been done and the grade has been posted. Your record will be reviewed for degree certification at that time. However, if your remaining course work carries in to the following term, then your graduation date must be moved into the term during which you will complete your final requirements. Contact UAS for information about deadlines for consideration towards a certain graduation term.
How can I qualify for academic honors at graduation (cum laude, etc.)?
The Registrar's Office administers conferral of academic honors at graduation and enters the notation of "Cum Laude," "Magna Cum Laude," or "Summa Cum Laude" on the diploma and transcript, according to policies established by the University. Only the top thirteen percent of each undergraduate College's graduating class will receive academic honors. Consult the Registrar's Office website for detailed information on how academic honors are determined.
Will I lose access to my UDSIS and my udel.edu email address after graduation?
Even after graduation, you will be able to log into UDSIS with your UD Student ID Number and PIN. If you would like to keep your udel.edu email address, you will need to switch over to Google Apps if you have not already; instructions for doing that are here: http://www.it.udel.edu/googleapps.
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