Program Leader Handbook - International Education and ...

Appalachian Overseas Education Programs Program Leader Handbook
8. Graduation Date Issues
It is essential that all your program participants maintain their enrolled student status at Appalachian in order to be covered by
the state-mandated accident and health insurance for the duration of your AOEP and to be registered for the program course(s).
If a student’s scheduled graduation date precedes your program dates, action will need to be taken as described in each of the
following situations:
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Summer Term Programs Leaving After May Graduation Date
The graduating student has the following two options:
1. If your program is hosted during the first or second summer session, the student can move the graduation application’s date
with the Registrar’s (or with the Graduate School if the student is a Graduate student) to the second summer session. For students
who need to take your course for graduation purposes, this is their only option. Students who move their graduation date
to the second summer session can still walk at commencement in the spring term. On a side note, this option will allow the
student to have the overseas academic experience posted on his/her Appalachian transcript even if the course was not required
for graduation.
2. If the student is not willing to postpone the spring graduation date to the second summer term and does not need the course
credit for graduation purposes, the student has the option of enrolling in your summer program as a non-degree summer 1 or 2
student and filling out a data sheet (the data sheet is available online at http://www.registrar.appstate.edu/eforms/
datasheet1.pdf.). The student will need to forward the data sheet form to OIED, NOT the Registrar’s office.
NOTE for Graduate Students: Graduate students will need to meet with the Director or Assistant Director of AOEP to register
for their course.
Late Spring and Late Fall Programs Leaving After Graduation Date
Near the end of the spring and fall terms, OIED checks student account information for a diploma fee which would indicate
that a student is planning to graduate prior to the departure date of a late spring or late fall AOEP. A student scheduled to graduate
prior to the departure date of a late term AOEP may still walk at the Commencement ceremony and receive his/her diploma
after the program returns (in mid-January for a late fall program and in late May for a late spring program), if the program
leader agrees, prior to departure, to assign the student an “In Progress” or I.P. status for the semester, and agrees to post the
grade upon the program’s return in time before the first day of the next term.
If such a case occurs, OIED will notify you, with copy to the appropriate Dean’s Office and the Registrar’s Office, to allow the
student to “back graduate” if you agree to turn in the grade by the first day of the next term when all grades are due. If your
program does not return by the time the grades are due, you will need to work with the Registrar’s office to ensure that the
student can maintain his/her IP status until the time you assign the grade. Once the grade is turned in, the Dean’s Office will
email the Registrar’s Office to allow the student to graduate.
9. Student Course Registration Process
Please let the students know that they should not try to register themselves for your program’s course(s) as it is the responsibility
of OIED to enroll student participants into courses linked to your program. All AOEP courses are registered through the
Registrar’s Office by OIED. Once your recruitment phase has closed, OIED collects the course registration forms from all the
student application packets and submits the students’ registration information to the Registrar’s Office (in early to mid-April
for summer AOEPs). OIED will be informed at that time of any holds on student accounts that may prevent the students from
being registered until all holds are cleared. OIED will inform you if such issues occur and will request that you communicate
with the students about the importance and urgency of removing any hold on their accounts. Failure to remove a hold may
cause a student to be dropped from the program while still owing the full program cost and losing any financial aid eligibility
status.
Note about Late Spring Grade posting...
Revision Date 5/8/13
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