Frequently Asked Questions

Degree Conferral & Diplomas

 

When will my degree post to my transcript?

Degrees post to transcripts after it has been conferred. Please reference the KU Academic Calendar for specific dates. 

When will I get my official diploma?

Diplomas become available around the middle of the following semester (or about 3 months). If you chose for it to be mailed, it will be mailed to the address you provided on the Application for Graduation. If you selected the in-person pick-up option, you will be notified when your diploma is ready to be picked up. The Registrar's Diplomas page has detailed information and timelines for getting your diploma.

How do I get proof of my completed degree before it's awarded on my transcript?

Awarded degrees appear on transcripts about 6 weeks after the graduation deadline. If you have completed all requirements for the degree and require documentation of the completed degree before the degree is awarded on the transcript, you may request a Statement of Forthcoming Degree from the Registrar's Office. For more information, see the Statement of Forthcoming Degree page.

 

Graduation Ceremonies

 

How can I order regalia for graduation ceremonies?

Graduation Regalia is available through the KU Bookstore. 

Is there a special graduation ceremony for doctoral degree recipients?

Yes. In addition to Commencement, all doctoral degree recipients from the current academic year are invited to participate in the Doctoral Hooding Ceremony each May. See the Graduation Ceremonies module for additional information.

Is there a special ceremony for the College of Liberal Arts and Sciences master's degree candidates?

Yes. In addition to Commencement, all master's degree recipients in the College are invited to participate in the College’s Master’s Hooding ceremony. See the Graduation Ceremonies module for additional information.

 

Graduation Documents

 

What is an embargo and should I place one on my work?

Embargoes allow you to delay public access to your work for a period of 6 months, 1 year, or 2 years, based on your needs. These are generally advised if you have a publishing agreement for your entire manuscript or if your research is of a sensitive nature. Creative Writing MFA and PhD students also have the option of filing for a permanent embargo. Situations where an embargo would be used include:

  • Your work is associated with pending patents.
  • Your document contains sensitive information, data or restricted research pertaining to a third party (e.g. a private company, the state department, etc.) that must be reviewed and approved by that third party in advance of publication.
  • You have been offered or anticipate a book deal, or other publication deal, and as terms of the agreement or possible publication agreement your work may not be published on any other site in advance their release or for some agreed upon period of time.
  • Your department has advised you to get an embargo.

Embargoes can only be granted with the signature endorsement of your dissertation advisor or Director of Graduate Studies on your ETD Release form. By signing, your advisor agrees that your submission will be held from public access for up to 2 years. More information about embargoes is provided by the Office of Graduate Studies.

Do I need to submit my signed title page?

No. KU no longer requires students to collect committee member signatures on their title page (page 1 of the thesis or dissertation); however, you must format this page properly and include it as the first page of your document when you submit it to ProQuest. The signature lines must be left blank.


Can my committee (co-)chair(s) sign the acceptance page electronically?

Yes, we accept certified PDG digital signatures on graduation documents. If you don't have access to AdobeSign, you can set up an account with Pandadoc, a free web-based digital signature service. Here are video instructions for creating a free personal account.

 

Oral Exams & Defenses

 

Does my exam have to be done in person?

No. The Graduate Student Oral Exam Attendance policy permits all students and/or committee members to participate in milestone exams remotely (e.g. video conferencing).  Milestone exams include: Milestone exams include: 

  • Oral or written comprehensive exams
  • Preliminary exams
  • Dissertation or thesis defenses
  • Prospectus defenses 

NOTE: All participants in an exam involving remote participation must be fully aware of what is transpiring and fully able to participate in all components of the discussion with you and each other. Any material presented during the examination, orally or in writing, shall be seen and heard by all members. If a committee member has not arrived, the exam may not begin; if a committee member leaves, the exam may not proceed. Oral examinations that do not meet these participation requirements are not valid. 

I'd rather complete my exam/defense in person, but other members of my committee want to do it via video conferencing. Does my exam have to be remote?

Departments do their best to honor students’ wishes regarding in-person or remote exams; however, in cases where you prefer for committee members to be physically present, this preference may require delaying the exam.

If your preference for an in-person exam delays the exam long enough to impact your overall progress to degree, your department may require a remote exam.

How do I go about setting up an exam/defense via video conferencing?

You are encouraged to use Zoom. Zoom platform provides all of the features that will best support oral exams, including the “breakout room” feature that will allow the student to “step out” for the committee to confer, without ending the call. The University has a license with Zoom that allows you and faculty to use extended features for free. The following guide is a helpful resources: 

 

What if a committee member doesn't show up or their technology fails during the exam?

If a committee member does not arrive or appear, the exam may not begin.  If a committee member leaves or their technology fails, the exam may not proceed. Oral examinations that do not meet requirements in the Oral Exam Attendance policy are not valid.

Does my dissertation defense still have to be open to the public if conducted remotely?

Yes. Dissertation defenses should be conducted via an online platform that allows other participants to join or observe for free via a computer or mobile device. The Zoom Guide to Final Defenses, found in your "My Graduation Checklist" Canvas course, provides instructions on setting up a link to the defense that anyone can use to join/participate. Your COGA Advisor or graduate support staff member will share the link and announce the defense with others in the department, as they would an in-person exam. 

How do I get my committee (co-)chair(s) to sign my required graduation documents if the exam is remote?

We accept certified PDG digital signatures on all required graduation documents.  If you don't have access to AdobeSign, you can set up an account with Pandadoc, a free web-based digital signature service. Here are video instructions for creating a free personal account.