State management and assessment scenarios

Graduation application status management

Application status workflow

The system tracks applications through defined statuses: Applied → In Review → Conditionally Approved → Approved → Awarded. Status changes occur either through manual updates by authorized staff or through automated workflow processes. In addition to this there is also "Cancelled" or "Denied" status.

"Awarded" status is special because it can only be updated via the feed, there is no way for setting that in the user experience. "Awarded" status is used to indicate that the student is done with this particular credential including any non-academic goals. When this status is sent, the graduation application on the student profile is completed and removed and the corresponding audit is collapsed and moved to the bottom of the audit

Manual status updates

Users with appropriate permissions can update application status on an individual student basis.

The graduation clearance section on a student profile. This student has met all requirements.

Manually set the graduation clearance status and submit.

Assessment Scenarios

Identifying students who are ready to graduate

To identify the population that has applied for graduation and completed all requirements:

• Use the 'Graduation' filter to specify a particular term and credential population you are working on (ex: Undergraduate).

• Use the 'Remaining' filter to set remaining courses to 0 and 'Credentials' to the same you selected in the graduation filter

• Use the 'Planned' filter to set planned courses to 0

This should return you students who have applied for graduation and have no remaining requirements with just the courses in their official audit.

You can now bulk select all these students and change their graduation application status to "Approved".

Identifying students who are not ready to graduate

To identify the population that has applied for graduation and are not ready to complete all requirements:

• Use the 'Graduation' filter to specify a particular term and credential population you are working on (ex: Undergraduate).

• Use the 'Remaining' filter to set remaining courses to >0 and 'Credentials' to the same you selected in the graduation filter

• Use the 'Planned' filter to set planned courses to 0

This should return you students who have applied for graduation still have remaining requirements but have not planned to complete those requirements.

You can now bulk select all these students and change their graduation application status to "Denied". When changing status to "Denied," the system requires a comment describing the reason.

Identifying students who are ready to graduate if they complete their course work

To identify the population that has applied for graduation and will be ready to graduate if they complete their course work:

• Use the 'Graduation' filter to specify a particular term and credential population you are working on (ex: Undergraduate).

• Use the 'Remaining' filter to set remaining courses to 0 and 'Credentials' to the same you selected in the graduation filter

• Use the 'Planned' filter to set planned courses to >0 and 'Registered Status' to 'Only Registered' and 'Semester' the same as the application status term

This should return you students who have applied for graduation still have remaining requirements but have also planned to complete those requirements in the semester.

You can now bulk select all these students and change their graduation application status to "Conditionally Approved" indicating that if they completed their course work they would be good to graduate. "Conditionally Approved" indicate that remaining requirements will be satisfied by in-progress courses.

Once the grades are out, you can identify the students who completed their course work as needed by:

• Use the 'Graduation filter' to find students in 'Conditionally Approved' status for the term

• Use the 'Remaining' filter and set >0 courses to identify students who still have remaining requirements

This population was conditionally approved but now that the grades are out, they did not satisfy all the requirements to they can be bulk edited to "Denied"

Similarly, 'Graduation Application' status of 'Conditionally Approved' and 'Remaining' filter to 0 courses will give you students who have completed the courses as expected and can be bulk edited to "Approved"

Review student graduation clearance requests

Prerequisites: Students must have applied for graduation before you can begin clearance review.

Accessing graduation requests

1. Log in to Stellic and navigate to your student list

2. Apply the Graduation filter to identify students who have applied for the upcoming term:

3. Credential level: Select undergraduate, graduate, or both

4. Graduation term: Choose the relevant term

5. Clearance status: Select "Applied" to see pending requests

6. Review the filtered list of students who have applied for graduation

7. Select individual students for review or use bulk actions to process multiple requests simultaneously

Review and decision process

Use the following criteria to determine each student's clearance status:

1. Approve students who have completed all requirements (Remaining Requirements = 0)

2. Conditionally approve students whose in-progress courses will satisfy remaining requirements (Remaining Requirements: Planned > 0)

3. Deny students who have outstanding requirements with no plan to complete them (Remaining Requirements > 0)

4. Click Submit