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Student Grad Check Form

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STUDENT GRAD CHECK FORM

Student and Institution Identification

Whereas Recitals

WHEREAS, Student Name: has requested a formal review of academic records for the purpose of verifying fulfillment of degree requirements; and

WHEREAS, Institution Name: through its registrar or designated department is authorized to perform a graduation audit and to certify conferral of the degree upon satisfaction of requirements; and

WHEREAS, the parties desire to set forth the scope, timelines, fees, and certification acknowledgements applicable to this graduation check in a written record.

Scope of Graduation Check

The registrar/department will review the academic record, verify completion of required coursework and credits, confirm any institutional residency or GPA requirements, identify outstanding requirements or discrepancies, and prepare a recommendation for degree conferral and diploma issuance. Provide any additional instructions or restrictions below.

Required Attachments and Checklist

The undersigned confirms submission of the following documents (select all that apply):

Payment Terms

The student agrees to remit any applicable processing or graduation fees as a condition of completing the graduation check and certification. Payment details are as follows:

Fees not paid by the due date shall accrue the stated late fee and may result in hold on diploma issuance or registration for subsequent terms until resolved.

Term and Termination

This graduation check engagement commences on Start Date: and remains in effect until End Date: unless earlier terminated in accordance with this section.

Either party may terminate this review with written notice delivered no fewer than Notice Period (days): days prior to the intended termination. Termination shall not relieve the student of payment obligations for services performed prior to termination.

Confidentiality

All academic records, grade information, and student-identifiable data exchanged in connection with this graduation check are educational records subject to institutional confidentiality requirements and applicable privacy laws. The institution will disclose information only to authorized personnel or as required by law. Student consent for verification is provided below.

Governing Law and Entire Agreement

This form and any resulting determination of degree eligibility shall be governed by the laws of the State of , without regard to its conflict of law principles.

This document constitutes the entire agreement between the parties with respect to the graduation check described herein and supersedes all prior discussions and understandings, whether written or oral, relating to the subject matter.

Certification

By signing below, the student certifies that the information provided is true and complete to the best of their knowledge, acknowledges financial obligations described above, and authorizes the institution to perform the graduation check and to report the result of the review to the appropriate institutional offices.

Student Printed Name:

By:

Date:

Institution Representative:

By:

Date:

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What the Student Grad Check Form Is and When It’s Used

The Student Grad Check Form is an institutional administrative document used to verify a student’s progress toward degree completion. It records coursework, credit totals, transfer evaluations, outstanding requirements, and the student’s expected graduation term. Campuses use the form to confirm eligibility for commencement, to flag outstanding holds, and to generate final degree audits. Departments, advisors, and registrars rely on the form to coordinate approvals, confirm academic standing, and ensure graduation records are accurate before posting diplomas and final transcripts.

Why Completing the Grad Check Form Matters

A correct Student Grad Check Form prevents last-minute delays, ensures the registrar has accurate records, and documents the official internal approval pathway for graduation. It creates a clear audit trail that supports transcript accuracy, degree audits, and compliance with institutional policies and federal privacy rules such as FERPA.

Why Completing the Grad Check Form Matters

Who Typically Completes and Reviews This Form

Students initiate the process but advisors and department staff complete program reviews and verify coursework.

  • Undergraduate and graduate students seeking degree clearance or certificate completion.
  • Academic advisors and program coordinators who verify course equivalencies and requirements.
  • Registrar staff who confirm holds, residency, and final institutional approval.

The registrar’s office provides final clearance and posts conferred degrees once all checks are satisfied.

Primary Signatories and Their Roles

Student

The student attests to the accuracy of listed coursework and expected graduation term, provides contact information, and signs to confirm intent to graduate; this signature authorizes academic offices to review academic records.

Registrar

The registrar or authorized designee verifies institutional requirements, posts final clearance, and signs to document administrative approval that the student meets degree requirements per institutional policy.

Core Sections Found on a Professional Grad Check Form

A complete Student Grad Check Form organizes student data, program requirements, credit totals, outstanding items, approvals, and an audit trail for administrative review and recordkeeping.

Student Identification

Full legal name, preferred name, student ID, and primary contact details to match records and avoid misapplied credits or holds during final processing.

Program Details

Declared degree, major/minor, catalog year, and program type to determine applicable requirements and curricula for degree conferral evaluation.

Credit Summary

Completed credits, transfer credits, in-progress courses, and cumulative GPA presented clearly to compute fulfillment of minimum credit and residency rules.

Outstanding Requirements

List of missing core courses, capstone or thesis requirements, financial or administrative holds, and any remedial actions required before clearance.

Approvals and Signatures

Advisor, department chair, and registrar sign-off area that records dates and the order of approvals; space for electronic signature metadata.

Supporting Documentation

Attachment references for transcripts, transfer evaluations, petitions, or committee approvals required to substantiate course substitutions or exceptions.

Required Basic Fields at a Glance

Name: Full legal name
Student ID: Institutional ID number
Program: Degree and major
Graduation Date: MM/DD/YYYY
Credits Summary: Completed & transfer totals
Signatures: Student and registrar

Step-by-Step: Submitting a Student Grad Check Form

Follow these sequential steps to ensure accurate submission and timely processing by academic offices.

  • 01
    Gather Records: Collect transcripts and transfer evaluations.
  • 02
    Complete Fields: Enter all required information accurately.
  • 03
    Get Approvals: Request advisor and department sign-off.
  • 04
    Submit to Registrar: Send final form and attachments for clearance.

Where to Send the Completed Form

Most institutions route the completed Student Grad Check Form to an academic advisor and then to the registrar; electronic workflows reduce manual handoffs.

  • Advisor Review: Advisor verifies course applicability and signs.
  • Department Approval: Department confirms program-specific requirements.
  • Registrar Submission: Registrar receives for final eligibility check.
  • Record Posting: Degree status updated and transcript notes added.

Digital Signing and File Format Requirements

Ensure your digital submission meets institutional format and authentication requirements before sending.

  • File Types: PDF and DOCX preferred
  • Integrations: Google Workspace and Microsoft 365
  • Authentication: Email, SMS, or institutional SSO

How to Configure an Online Grad Check Workflow

Set up a clear reviewer order and required fields to automate approvals and capture an audit trail.

Field Configuration
Signer Order Student → Advisor → Registrar
Required Fields Student ID, program, grad date
Attachments Transcript PDF required
Notifications Email on each approval

Saving, Exporting, and Required Attachments

Understand export formats and the documents commonly attached to support the grad check, such as unofficial transcripts and transfer evaluations.

Signed PDF

Export a flattened, signed PDF that includes an audit trail or certificate; this serves as an immutable record for the registrar and student file.

Editable Copy

Save a DOCX or form template for internal use; keep a version with fields preserved for repeat submissions or future audits.

Data Export

Export field-level data as CSV when integrating with student information systems to update degree audit records automatically.

Supporting Docs

Attach unofficial transcripts, transfer evaluations, committee approvals, or petition documents required to validate substitutions or exceptions.

Typical Timelines and Important Deadlines

Timing varies by institution; plan ahead and confirm academic calendar deadlines for your expected graduation term to avoid missed posting cycles.

Application Window:

Submit the form at least one semester before expected graduation.

Advisor Review Period:

Allow 2–4 weeks for advisor evaluation and corrections.

Department Approval:

Departments may take 1–3 weeks depending on workload.

Registrar Processing:

Registrar clearance commonly takes 2–6 weeks.

Commencement Cutoff:

Late submissions may defer degree posting to the next ceremony.

Key Milestones From Submission to Degree Posting

Follow this milestone sequence to track progress and know when to expect final posting and diploma issuance.

01

Form Submission

Student submits completed form and attachments for review.

02

Advisor Sign-Off

Advisor confirms coursework and recommends clearance.

03

Department Verification

Department reconciles program-specific requirements.

04

Registrar Clearance

Registrar posts degree and updates transcript records.

Common Mistakes That Slow Processing

  • Incorrect student ID or name mismatch with official records causes manual reconciliation and delays.
  • Missing or unreadable supporting transcripts or transfer evaluations require resubmission and prolong review time.
  • Submitting past institutional deadlines can shift degree posting to a later term or delay diploma issuance.
  • Using an unapproved file format or unsigned form leads to rejection and the need to resubmit properly signed documents.

Consequences of Inaccurate or Late Forms

Graduation Delay: May postpone degree conferral
Transcript Error: Incorrect records require correction
Financial Holds: Unresolved holds can block posting
Commencement Ineligibility: Missed deadlines affect ceremony
Administrative Rework: Staff repeat reviews and approvals
Appeals Process: Formal petitions may be required

eSignature Pricing Comparison for Student Grad Check Workflows

Compare entry-level pricing and core capabilities for common eSignature vendors used to automate forms and collect signatures for academic workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About the Student Grad Check Form

Answers to common questions about e-signing, approvals, and corrections to help students and staff avoid processing delays.


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