Commencement Policies

DIPLOMA DISTRIBUTION POLICY

Heidelberg College awards and distributes diplomas three times per year, and there is one commencement ceremony in May. Completion deadlines for work are August 25, December 22, and the Thursday prior to commencement in May. To qualify for a given deadline, all coursework including assignments and exams must be completed by these deadlines either at Heidelberg College or with special permission at a transient institution. CLEP exams must be taken by theses dates as well. Documentation of transient work or CLEP scores must arrive by September 15, January 15, and May 30 respectively. If a deadline falls on a weekend, the deadline will be the following Monday.

Transient documentation consists of an official, final transcript, sent by US mail by the credit-granting institution directly to the Office of the Registrar at Heidelberg College. CLEP documentation consists of final score reports sent by the College Board by US mail to the Office of the Registrar. Letters, faxes, student grade cards, transcripts brought by students, etc. do not constitute official documentation. Between the deadline for completing work and the deadline for documentation, no verification of degree completion will be made until all documentation is complete. Students who are unable to meet these deadlines will be considered in the next diploma distribution cycle. Diplomas will be available on the next distribution date if documentation is available by that deadline. Diplomas are mailed by return-receipt registered mail within two business weeks of the documentation deadline, if there is no hold on the diploma. The mailing address in the database will be used. This address is available to any active student on his/her OASIS account, and should be corrected by the student if necessary prior to diploma distribution. With advance written request, alternate diploma distribution may be possible.

COMMENCEMENT PARTICIPATION POLICY

Assuming all financial obligations to the College have been met, the following students are eligible to participate (walk) once in a commencement ceremony:

December Graduates

1. Those who received diplomas for completion of all work by the December 22 nd deadline, may participate the following May.

May Graduates

1. Those who completed and documented all work by Thursday prior to Commencement in May may walk (are eligible for honors ceremony/medals and diplomas).
2. Those who completed all work by the Thursday prior to Commencement in May, but who will take until May 30 th to document work may walk (are not eligible for honors ceremony/medals or diploma until work is documented).

Summer Graduates

1. Those who will have 12 or fewer hours (and for undergraduates, no more than four courses) following the deadline of Thursday prior to Commencement in May may walk if they are registered at Heidelberg for the outstanding work, or have a completed Transient Student Form on file in the Office of the Registrar by the Thursday deadline Heidelberg registration and/or Transient Form work must cover all outstanding credits. (are not eligible for honors ceremony/medals or diploma until work is completed).