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Graduation Clearance Process

The final week of clearance is May 8-11, 2017

As you make final preparations for completing your academic tenure at Shaw University, please be reminded of the Graduation Clearance Process for all prospective graduates. Listed below are the steps you must complete before your diploma package is distributed to you. Note all deadlines for completing the graduation clearance process and degree conferral dates including that stated above.

Step Office Location Procedure Purpose
1 Library
Learning Resource Center,
1st Floor
Candidates for graduation must return all books to the library and outstanding fees are paid.

CAPE Directors will report status updates for CAPE students directly to the main campus library.
To ensure that all library holdings have been returned. To ensure that all outstanding library fines have been paid.
2 Campus Security
Graphics Building,
1st Floor
Candidates for graduation, with the exception of CAPE students, must go to Campus Security to ensure all outstanding fines or parking tickets have been paid. To ensure that all outstanding fines or parking tickets have been paid.
3 Office of
Strategic Planning, Institutional Research and Effectiveness (OSPIRE)


Please call if you need assistance. Candidates for graduation must complete a Graduating Exit Questionnaire. The deadline to complete the questionnaire is April 21, 2017. Please only complete the CSS ONCE. The survey is emailed to your Shaw Bears account on April 1, 2017.  To ensure our University programs and services are beneficial to student learning and enhancement
4 Alumni Relations
Estey Hall Rm 203  Candidates for graduation must complete a  Graduating Exit Questionnaire. The deadline to complete the questionnaire is April 21, 2017. Please only complete the questionnaire once. The survey is emailed to your Shaw Bears account on April 1, 2017. Please be advised the Graduating Exit Questionnaire has been combined with Experiential Learning and Career Development.  
5 Experiential Learning and Career Development
Yancy Building Rm 222 In conjunction with the above questionnaire, students must complete the below items. All requirements should be completed by April 5, 2017.

To ensure students are able to responsibly manage career paths and fulfillment in experiential learning
6 Financial Aid
Debnam Hall, 1st Floor Candidates for graduation must complete the Exit Loan Counseling. On April 21, 2017 from 9:00 a.m. to 4:00 p.m. in Yancy Building Room 234 the Financial Aid Department will be able to assist you with the Exit Loan Counseling. To ensure important financial literacy and guidance as well as understanding of all requirements from the Department of Education
7 Student Accounts
Main Number:
Tyler Hall,
1st Floor
Bursar/Student Accounts Office
  • Student must have a zero balance in order to clear for graduation (NO EXCEPTIONS)
  • Students who DO NOT have a graduation fee charged on their account will not be cleared until the information is received from the Registrar’s Office informing Student Accounts to charge the graduation fee.
  • Personal checks will not be accepted after April 15, 2017. After this date, students must pay with cash, credit or debit cards.
  • Pending financial aid or loans funds will not be considered as payment when obtaining Fiscal Clearance for Graduation.
  • To ensure that all students have completed a loan exit, students should clear through financial aid before they report to Student Accounts.
  • Students must be fiscally cleared through the Student Accounts Office.
To ensure outstanding balances are paid and eligibility for future educational endeavors that may require needs such as transcript copies and degree conferral


  • You will need to visit each of the offices listed above to be cleared. CAPE students have the option of calling the offices directly to be cleared. Once you have cleared, that office will update student’s status in the University student information system.
  • Once you have completed all course requirements as well as steps noted above for clearance the Registrar’s Office, located in Debnam Hall, 2nd floor, (919) 546-8414, will perform your FINAL clearance degree audit, confer and order your degree.
  • If you begin the process and later realize that you will not complete degree requirements on your anticipated graduation date, you will need to complete and submit a new graduation application for the subsequent semester and restart the process at Step #1.

Graduation Clearance Process Deadlines

  • Summer 2016 Candidates – Monday, August 15, 2016
  • Fall 2016 Candidates – Thursday, September 12, 2016
  • Spring 2017 Candidates – Monday, November 14, 2016

Degree Conferral Dates

  • Summer 2016 Candidates – Friday, September 30, 2016
  • Fall 2016 Candidates – Tuesday, January 31, 2017
  • Spring 2017 Candidates – Saturday, May 13, 2017

If you need a letter of completion (for an employer, graduate school, etc.) any time between the end of your final semester and the degree conferral date, you will need to contact the Registrar’s Office at 919-546-8414.