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Graduation Clearance Process

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.

Undergraduate Clearance Process

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Step Office/Location Procedure Purpose
1. Return all books to the library and pay any outstanding fees.

Library | 919-546-8407 | larry.treadwell@shawu.edu

Candidates for graduation must return all books to the library and ensure all outstanding fees are paid. Students are encouraged to contact the Library Director, Larry Treadwell with questions or concerns and to check their Shaw email, as the Library will contact anyone with outstanding obligation.

To ensure that all library holdings have been returned. To ensure that all outstanding library fines have been paid.

2. Ensure all outstanding fines or parking tickets have been paid.

Campus Security | 919-546-8249 | Graphics Building, 1st Floor

Students cannot clear from Campus Security before April 30. Students will be asked to confirm their driver's license and vehicle registration cards. Candidates for graduation, must confirm with Campus Security that all outstanding fines or parking tickets have been paid based on the following schedule:

  • Mondays (Student’s with Last Names A-F)
  • Wednesdays (Student’s with Last Names G-P)
  • Fridays (Student’s with Last Names Q-Z)
  • Between the hours of 9 a.m. – 12 p.m. and 2 p.m. – 5 p.m.

To ensure that all outstanding fines or parking tickets have been paid.

3. Complete the College Senior Survey (CSS). OSPIRE | Estey Hall, 2nd Floor

Undergraduate Students should complete the College Senior Survey (CSS). This survey will be emailed to your Shaw Bears email account by April 10. Please only complete It only ONCE.

You also click here to take the survey.

To ensure our university programs and services are beneficial to student learning and enhancement.

4. Complete the Graduating Exit Questionnaire. Alumni Affairs | alumnirelations@shawu.edu | 919.546.8434

Candidates for graduation must complete a Graduating Exit Questionnaire before April 30. The questionnaire will be emailed to your Shaw University email account after April 1. Please only complete it only ONCE.

You also click here to take the survey.

The purpose of this survey is to obtain your permanent/preferred contact information and immediate plans after graduating from Shaw.

5. Complete résumé, mock interview and two workshops. 

Experiential Learning and Career Development | 919-278-2672 | Yancy (IHSCR) Rm. 222

In conjunction with the above questionnaire, students must complete the following before May 1:
Approved Resume
Mock Interview
Attendance at two (2) professional development workshops or webinars

To ensure students are able to responsibly manage career paths and fulfillment in experiential learning.

6. Complete Exit Loan Counseling.

Financial Aid | 919-546-8241 | Debnam Hall, 1st Floor 

Candidates for graduation must complete the Exit Loan Counseling. On April 18 and 19 personnel from 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. Viit the Bursar/Student Accounts to verify any outstanding balance.

Bursar/Student Accounts | 919-546-8228 | Tyler Hall, 1st Floor

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 15th. 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

Graduate Clearance Process

Click the plus icon to expand and see full details. 

Step Office/Location Procedure Purpose
1. Return all books to the library and pay any outstanding fees.

Library | 919-546-8407 | Learning Resource Center, 1st Floor

Candidates for graduation must return all books to the library and outstanding fees are paid. Students are encouraged to contact at the Circulation Desk with questions or concerns and to check their Shaw email, as the Library will contact anyone with outstanding obligations.

To ensure that all library holdings have been returned. To ensure that all outstanding library fines have been paid.

2. Ensure all outstanding fines or parking tickets have been paid.

Campus Security | 919-546-8249 | Graphics Building, 1st Floor

Candidates for graduation, with the exception of Off Campus Adult Degree Program students, must go to Campus Security to ensure all outstanding fines or parking tickets have been paid. Students cannot clear from Campus Security before April 30. Students should bring their driver license and vehicle registration cards.

To ensure that all outstanding fines or parking tickets have been paid.

3. Complete the Graduating Exit Questionnaire with Alumni Relations Alumni Affairs | Estey Hall, 2nd Floor

Candidates for graduation must complete a Graduating Exit Questionnaire before April 30th. The questionnaire will be emailed to your Shaw University email account after April 1st. Please only complete it only ONCE.

The questionnaire link will be available on March 1st.

The purpose of this survey is to obtain your permanent/preferred contact information and immediate plans after graduating from Shaw.

4. Complete Exit Loan Counseling with Financial Aid.

Financial Aid | 919-546-8241 | Debnam Hall, 1st Floor 

Candidates for graduation must complete the Exit Loan Counseling. On April 18 and 19 personnel from 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.

5. Contact the Bursar/Student Accounts to verify any outstanding balance.

Bursar/Student Accounts | 919-546-8228 | Tyler Hall, 1st Floor

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. 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.

Note:

  • You will need to visit each of the offices listed above to be cleared. Adult Degree Program 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 2020 Candidates – Friday, July 3, 2020
  • Fall 2020 Candidates – Friday, December 18, 2020
  • Spring 2021 Candidates – Friday, April 23, 2021

Degree Conferral Dates

  • Summer 2020 Candidates – Wednesday, September 30, 2020
  • Fall 2020 Candidates – Saturday, January 31, 2021
  • Spring 2021 Candidates – Saturday, May 8, 2021

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.

Graduation Application

Download the application HERE

You can check your graduation clearance status in Bearsnet.
Follow these steps:

1. Login to Bearsnet
2. Click “more” on the tab line
3. Click the “graduation clearance” tab