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Graduation & Commencement Requirements

Story Prefix: GRAD Feature Area: Graduation & Commencement System Overview: university-reg-features.md Related docs: Academic Records → academic-records-requirements.md | Degree Programs → degree-programs-requirements.md | Payment & Billing → payment-billing-requirements.md | Student Registration → student-registration-requirements.md

GRAD-001: Apply for Graduation​

As a Student I want to submit a graduation application when I believe I am close to completing my degree requirements So that the Registrar can review my record and confirm my eligibility to graduate

Acceptance Criteria​

  • A graduation application link is accessible from the student dashboard and academic records page when the student is within a configurable credit threshold of completion (e.g., within 30 credits)
  • The application captures: intended graduation term, declared program, and any notes for the Registrar
  • Submitting the application triggers an automatic pre-clearance degree audit (GRAD-003) and attaches the result to the application for staff review
  • Students with active financial holds (REG-006) are blocked from submitting until the hold is resolved
  • Students receive a confirmation notification upon submission with an expected review timeline (see notifications-requirements.md)
  • Only one pending graduation application per student is allowed at a time

GRAD-002: Review and Process Graduation Applications​

As a Registrar I want to review graduation applications and record a clearance decision So that only students who have met all degree requirements are approved to graduate

Acceptance Criteria​

  • Registrars and Administrators can view a queue of pending graduation applications filterable by term, program, and status (Pending / Under Review / Approved / Denied)
  • Each application displays the student's degree audit (REC-006), GPA, academic standing (REC-005), outstanding holds, and any in-progress courses that may satisfy remaining requirements
  • Registrars can approve or deny an application with a required decision note; the student is notified of the outcome either way
  • A denied application includes specific reasons (e.g., "3 credits outstanding in CSCI electives") that the student can view
  • Approved students are marked with a "Graduation Approved" status on their record; this status is reflected in the degree audit
  • Registrars can revoke an approval if new information surfaces (e.g., a grade correction causes a requirement to be unmet); the student is notified immediately

GRAD-003: Run a Pre-Graduation Degree Audit Clearance​

As a Registrar I want the system to automatically run a degree audit against graduation requirements when an application is submitted So that I have an objective starting point for my review and common issues are surfaced immediately

Acceptance Criteria​

  • Upon graduation application submission, the system runs a full degree audit (REC-006) and flags any unsatisfied requirements
  • In-progress courses (current term enrollments) are shown separately and labeled "In Progress — counts toward requirement if passed"
  • The audit report attached to the application is a point-in-time snapshot; it does not auto-update after submission (Registrars can trigger a re-audit manually)
  • If the audit shows all requirements met, the application is flagged as "Audit Clear" for expedited review
  • If the audit shows outstanding requirements, each gap is listed with the specific category and credit shortfall

GRAD-004: Register for Commencement Ceremony​

As a Student I want to register for the commencement ceremony So that the university can plan seating, programs, and logistics for the event

Acceptance Criteria​

  • Commencement registration is available only to students with an approved graduation application (GRAD-002)
  • Students select their preferred ceremony (if multiple are offered, e.g., by college or program) and indicate the number of guest tickets requested (subject to a configurable per-student maximum)
  • Students indicate their name pronunciation for the announcement script; the field accepts a phonetic spelling of up to 100 characters
  • Students can update their registration up to 14 days before the ceremony; after that, changes require Registrar assistance
  • Students receive a confirmation notification with ceremony details (date, time, location, arrival instructions) upon registration

GRAD-005: Order a Diploma​

As a Student I want to specify my diploma delivery preferences after graduation is approved So that I receive my official degree credential in the format and at the address I choose

Acceptance Criteria​

  • Diploma ordering is available after graduation is approved (GRAD-002) and final grades are posted for the graduation term
  • Students select a diploma format (standard, framed) and delivery method (pickup at Registrar's office, domestic mail, international mail)
  • Students provide or confirm the mailing address for delivery; address changes after submission require Registrar approval
  • Any diploma fees are calculated and added to the student's billing account (PAY-001) at time of order
  • Students receive a notification when the diploma has been mailed or is ready for pickup, including a tracking reference where applicable

GRAD-006: View Graduation Status​

As a Student I want to track the status of my graduation application and clearance process So that I always know where I stand and what action (if any) is needed from me

Acceptance Criteria​

  • A graduation status page is accessible from the student dashboard showing: application status, audit clearance result, Registrar decision (with notes if denied), commencement registration status, and diploma order status
  • Each status stage is displayed as a step indicator (e.g., Applied → Audit Clear → Registrar Approved → Ceremony Registered → Diploma Ordered)
  • Students receive a notification whenever any status stage changes
  • Advisors and Administrators can view a student's graduation status from the student's profile