Guide
to
Filing
for
Graduation

Dated: August 2017

Office of the Registrar
  

Overview

1. Filing for graduation is the process whereby a graduating student makes a formal
‘application’ in advance to graduate.

2. Students must file for graduation in advance, in their final term of coursework (that is, not
doing any more courses in the following term).

3. There are 5 filing periods, namely, Term 1, Term 2, Modified Term 2, Term 3A and Term
3B.

4. The respective opening periods to file for graduation are:

Term 1 Term 2 Mod Term 2 T3A Mod T3A T3B Mod T3B
5 Sep 17 23 Jan 18 13 Mar 18 4 May 18 21 Jun 18 21 Jun 18 21 Jun 18
to to to to to to to
29 Sep 17 15 Feb 18 6 Apr 18 18 May 18 6 Jul 18 6 Jul 18 6 Jul 18

5. Eligibility to file for graduation is based on fulfilling the curriculum requirements of the
programme(s)/plan(s) of study as well as meeting the minimum number of overall required
Course Units (CUs), taking into consideration in progress courses.

6. Statuses of Internship, Community Service, Finishing Touch or other milestone(s) do not

affect the eligibility to file for graduation, meaning students can still file for graduation
even though these required components are still outstanding. However, they will affect
students’ eligibility to graduate (refer to page 3) ultimately.

7. Students need to file only once and need not re-file again (unless there is a failed course in
the final term of coursework).

8. If students are eligible to file for graduation but did not do so by the deadline, it shall be
assumed that they are taking additional courses on top of their curriculum requirements.
They will then be liable for payment of fees in the following term.

9. Important: After students have filed for graduation, it is irreversible (therefore, please plan
carefully).

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Possible issues encountered when filing for graduation

Scenario Contact
a. International Exchange course credits not correctly SMU International Office
captured/confirmed/mapped.
b. Local Exchange course credits not correctly Office of Registrar
captured/confirmed/mapped.
c. Doing MT2 and cannot file in T2. Can only file for
graduation in MT2
d. IS480 course credit not yet captured in record. SIS School Managers
e. CMU course credits not yet captured in record. SIS School Managers
f. Would like to declare Math for Econs under EM course area SOE School Managers
but this is not reflected in Degree Progress Report.
g. Did not fulfill the requirements of course area(s) e.g. taken Respective School
wrong course. Managers
h. Did not fulfill the requirement of min required CUs. Respective School
Note: Even though students can fulfill the curriculum Managers
requirements in less than the required CUs, they must still
take courses to meet the minimum required CUs for their
degree/major combination.
i. System did not map course into the best-fit course area (i.e. Office of Registrar
have taken the correct course but Degree Progress Report
did not place the course into the correct course area).
j. Did not fulfill second major requirement and wish to Drop major via OASIS
graduate with single major only. (need School Manager to
approve)
k. Did not fulfill track requirement and wish to graduate with Drop track via OASIS
major only. (need School Manager to
approve)
l. Did not fulfill secondary degree requirement and wish to Drop double degree via
graduate with a primary degree only. OASIS (need Office of
Registrar to approve)
m. Summer Term (courses offered by non-exchange partners) Respective School
course credits not yet captured/confirmed. Managers

After the error/problem has been identified, please allow generally 2 working days for the
records to be in updated. Thereafter, students can proceed to file for their graduation.

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How to file for graduation

1. Students can file for their graduation via OASIS->Polices & Self-Service->File for
Graduation.

2. Policies and procedures on graduation can be found at OASIS->Academics-

>Graduation->Graduation Policy

3. Answers to frequently asked questions can be found under OASIS->FAQ->BOSS &

Academics- > Graduation

What you should do after filing for graduation

1. Students must ensure that the following components have been graded
as passing in the system, in order to be considered for graduation:

Components How to check

Coursework including Independent By generating the Degree Progress Report
Study, Study Mission (such as
Accounting Study Mission, Law Study
Mission, Political Science Study Mission,
Technopreneurship Study Mission), etc

External Study Programme courses, e.g. By generating the Unofficial Transcript

International Exchange, Local Exchange,
Summer Term
(Note : the following statement should NOT appear
against the exchange records: ^Course units
accepted for transfer includes courses currently in
progress. This value may change once courses are
graded).

Internship/Community Service/ By generating Degree Progress Report

Finishing Touch/other milestone
Note : In the event that you have completed
community service/internship but the Degree
Progress Report shows otherwise (i.e. component
marked “X”), please check with Dato’ Kho Hui Meng
Career Centre (DKHMCC) for internship and Centre
for Social Responsibility (C4SR) for community
service matter.

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2. Students will ONLY be considered for graduation after all of the above components have
been graded in the system by the following deadlines:

Term Deadline
T1 12 noon, 22 Dec 17
T2 12 noon, 11 May 18
MT2 12 noon, 18 Jun 18
T3A 12 noon, 8 Jun 18
MT3A 12 noon, 27 Jul 18
T3B 12 noon, 27 Jul 18
MT3B TBC

3. Students not cleared for graduation in the term that they have filed for graduation will
be pushed to the next available term for graduation consideration (students need not
re-file for graduation).

4. For the grading of internship and community service, please approach the Dato’ Kho Hui
Meng Career Centre (DKHMCC) or Centre for Social Responsibility (C4SR) respectively.

After fulfilling all required components by graduation deadline

1. Officially, students will graduate when their respective deans clear them for graduation.
The day the dean clears the graduation list is the official graduation date. This date
(degree award date) will be reflected in the official transcript and degree scroll. The
expected official graduation date is as follows:

Term Expected Official Graduation Date

T1 Around Mid Jan 18
T2 Around End May 18
MT2 Around End June 18
T3A Around End June 18
MT3A Around Mid Aug 18
T3B Around Mid Aug 18
MT3B Around Mid Aug 18

2. Access to facilities/buildings/library will cease 4 weeks from the official graduation

date.

3. Access to intranet/OASIS will cease 8 weeks from the official graduation date. Please
ensure that your records (such as address, contact numbers, CCA records, etc.) in OASIS

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are up-to-date. You should also print the relevant documents for future reference/use,
and to facilitate your job search (e.g. examination results slips, unofficial transcript, CCA
records).

4. The function to generate the unofficial transcript/degree progress report in OASIS will
cease immediately upon the official graduation. If the students need the document
urgently before the release of the degree scroll and official transcript, they may send an
email to registrar@smu.edu.sg to request for an academic summary or graduation
certification letter.

5. Only students graduated in T1, T2, MT2 and T3A can attend Commencement 2018.
Graduates in Modified T3A, T3B and Modified T3B can only attend Commencement 2019
(for more information on Commencement 2018, please refer to the Commencement
website).

6. The expected schedule for the collection of the official transcript and degree scroll is as
follows – the Registrar’s Office will write to you on the exact schedule nearer the time:

Term Expected Collection Period

T1 End Feb 18
T2 End June 18
MT2 Mid Aug 18
T3A Mid Aug 18
MT3A End Sept 18
T3B End Sept 18
MT3B End Sept 18

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