Office of Ceremonies

The Registration Form

I can’t log into the registration form. What’s wrong?

    1. Ask if they are a UW Seattle Campus student. If not, refer to Bothell or Tacoma.
    2. Ask for their Student Number – look this up in the CollegeNet CRM
    3. If they are not in the CRM, ask what quarter and year they applied to graduate or complete their degree.
    4. If they have no record in the CRM, but say they applied prior to the start of registration, look up the student in EARS (If you do not have EARS access, request that Dylan look them up for you)
      • If they have a granted degree in EARS, manually add them & their degree info to the CRM
      • If they are listed as applied, for both undergrad & graduate students:
        • have them wait 24-48 hours for the info to be uploaded to the CRM automatically
        • If it has already been more than 48 hours, manually add the student record to the CRM
      • If they are listed as not applied in EARS
        • UNDERGRADUATE
          • If they think they have applied, have them wait 24 hours.
          • If they are still listed as not applied, or if they just haven’t applied yet, they will need to contact their adviser and check on their application or apply to graduate.
          • Their record will be imported in a nightly update once they have applied or once their pending application is entered
          • The GARS office can sometimes assist, but only if an adviser is unreachable – Email: ugradoff@uw.edu
        • GRADUATE
          • If they think they have applied, have them wait 24 hours.
          • If they are still not listed as applied, or they just haven’t applied yet, they will need to request that their adviser submit a Graduation Degree Title Correction Form to the Office of Ceremonies (this makes sure we get the correct degree title, and can assign the correct regalia when we manually enter them in the CRM).

I tried to register online but it says I’m not eligible for Commencement. What’s wrong?

  1. Ask if they have applied to graduate.
    • Less than 48 hours ago? Have them wait 24 hours and try again.
    • More than 48 hours ago? Check EARS. Add missing degree info and switch to eligible to attend husky in the CRM, add 1 student ticket
  2. If they are ineligible in CRM and listed as applied to graduate in EARS
    • Change the student’s Eligible for Husky? to Yes; if they have already submitted their registration, also add 1 student ticket and ask how many guest ticket they’ll need.
  3. If they are marked ineligible in the CRM and listed as not applied in EARS
    • UNDERGRAD
      • Give them the eligibility window, tell them they need to apply with their advisor for Spring or Summer 2024 to participate.

I am having a problem with the Commencement Registration Form

  1. Use the View As Student link in the CRM to go through the form with them and answer their question.
    • DO NOT submit the Form for the student!
    • After you’re done, ALWAYS click the logout link.
    • Exception:  If the student indicates they are physically unable to complete the form due to disability and they have Release of Information Authorization in the EARS.
  2. If they are ineligible in CRM and listed as applied to graduate in EARS
    • Change the student’s Eligible for Husky? to Yes; if they have already submitted their registration, also add 1 student ticket and ask how many guest ticket they’ll need.
  3. If they are marked ineligible in the CRM and listed as not applied in EARS
    • UNDERGRAD
      • Give them the eligibility window, tell them they need to apply with their advisor for Spring or Summer 2024 to participate.

My robe type of hood/tassel color is wrong in the form OR my degree title is wrong in the form

  1. Check the listed information in the CRM against the EARS and the Degree & Ticket Color Cheat Sheet
    • CRM and EARS are correct: explain that the information listed is correct based on the degree on-system for the student; this might require explaining the difference between a student’s degree and their major.
      • If the student is certain the degree is wrong, compare it to the EARS or SDB
      • correct the CRM as needed: get the degree name from the EARS, look it up in the Big Degree Spreadsheet to confirm the correct tassel/hood color and regalia type
    • CRM is incorrect, EARs is correct: update it based on the degree information in EARS and the tassel/hood and ticket color information from the Cheat Sheet
    • CRM & EARS are both incorrect: have the students contact GARS to get the registrar’s database corrected; once the correction has been made, update the CRM

Why can’t I buy an honors cord? I made honors!

    1. Confirm they are an undergraduate. Only Undergrads are eligible for honors.
    2. Confirm they are marked ineligible for all honors in the CRM
    3. Check if they are marked eligible for any honors in the EARS, add any info there to the CRM
    4. If they are not marked eligible in EARS, send them the Honors Quick Part email.

All the pickup date options are after my departmental ceremony!

  • Earlier pickup dates are only available if the student selects a graduation ceremony that is scheduled prior to the standard pickup window. ( All schools and departments (except Medicine) are told not to schedule their ceremonies before the first date of cap & gown pickup.)
    • If the student has already submitted the form, tell them we can make a special exception to allow them to pick up early.  They can come in any time during the early pickup window and change their pickup date in the CRM.
    • If the student’s form is in progress, have them go back to the ceremony selection page and add their departmental ceremony.

I already submitted my registration form. Can I order more tickets? YES!

  • For Regular Guest Tickets: Let them know they will be able to add more general admission guest tickets after they pick up their order. Up to 50. They will get a link to their ticket order when they pick up.
  • For disability/mobility impaired guest tickets: add all pertinent details to the “Disability Ticket Request Form” Google form for Dylan.

Can my friend/family member pick up my regalia for me?

To authorize a friend or family member to pick up regalia, the student will need to email that person from their @uw.edu email address the following statement:

“I [STUDENT FULL NAME] authorize [PICKUP PERSON’S NAME] to pick up my regalia”

The person picking up the regalia will need to bring a copy of the email, as well as a photo ID.

I graduated last summer and want this year’s Commencement Program. 

Dylan: record requests for printed copies. Right now there are no plans to print copies. [Workshop this language.]