Frequently Asked Questions

Please Note:

Winter 2013 Commencement will be combined with Graduate and Undergraduate degree candidates at each ceremony.

Spring 2014 Commencement will have separate Graduate School ceremony on Sunday. Undergraduate ceremonies will be on Saturday.

Graduation Application and Payment  Questions

When do I apply to Graduate?

You should not apply to graduate until you are within one term of completing all degree requirements including co-ops, internships, student teaching, thesis, etc.

If you are completing requirements during Fall 2013 and WinTerm 2014 apply by October 25, 2013 to be included in the Winter Commencement printed program

If you are completing requirements during Spring 2014 and Summer 2014 apply by April 4, 2014 to be included in the Spring Commencement printed program

If you miss the above listed deadlines, you may still apply to graduate but your name will not be included in the printed commencement program. You may still participate in the Commencement program.

How do I know if I am on track to graduate?

Login to AccessStout to run an advisement report. This report will show what requirements have been met and which are still incomplete.

If you still have questions after viewing the report, you can print a copy of the advisement report and set up an appointment with your Program Director or Academic Advisor to review your progress.

How do I apply to graduate and where do I pay the graduation fee?

The $50 Graduation Application Fee can be paid at the Shoppes@Stout website via credit card, debit card (with Visa/Mastercard logo) and online check. The fee should not be paid until you have applied to graduate through AccessStout. Application Instructions

Who has to pay the fee?

All graduate and undergraduate degree candidates will have to pay the Graduation Application Fee in order to graduate. This fee is a fee to graduate NOT a fee to participate in the commencement ceremony. Degree candidates that are dual-degree or double majors, and completing both degrees at the same time, will only need to pay the fee once. If they are finishing during different terms, they will need to apply and pay the fee again for the second degree. Regardless of in the actual or intended participation in a commencement ceremony, the fee must be paid.

I left UW-Stout many years ago without graduating. I think I paid the fee back then. Now I am ready to finish. Do I have to pay the fee again?

Yes, all graduate and undergraduate degree candidates will have to pay the Graduation Application Fee in order to graduate, even if they paid the fee many years ago. Current fee rules and rates will apply to students returning after an extended absence (one year or more) or withdrawal from the University. 

Please note that this fee is a fee to graduate NOT a fee to participate in the commencement ceremony. Degree candidates that are dual-degree or double majors, and completing both degrees at the same time, will only need to pay the fee once. If they are finishing during different terms, they will need to apply and pay the fee again for the second degree. Regardless of in the actual or intended participation in a commencement ceremony, the fee must be paid.

I'm not comfortable paying online, can I send a check?

Yes. You can send a $50 check payable to UW-Stout to:

UW-Stout Commencement Coordinator
221 10th Ave. East, Suite 140
Menomonie, WI 54751

Please note your Student ID number on the check. Upon receipt of payment the Commencement Coordinator will e-mail you, at your UW-Stout e-mail address, to verify that your application is complete and gather additional information relating to the Commencement Ceremony.

Is the Graduation Application Fee refundable?

Yes, the fee is refundable by request. It will not automatically be refunded if a student does not graduate. For students who do not graduate during the academic year in which they applied, they can fill out a Request for Refund form. If the student will graduate during the same academic year, but just a different term, the fee will be carried over to the new term and will not need to be paid again. Application fees will not be refunded if there is an active application fee on file within AccessStout.

How will I know if my Graduation Application is complete?

After you apply to graduate via AccessStout (Application Instructions) you will need to go to Shoppes@Stout to pay the Graduation Application Fee. When the fee payment process is complete, you will receive an email with an order number. Both the application and the fee must be on file for your application to be complete. If you have not filed an application within AccessStout, your degree will not be conferred in a timely manner and your name will not be included in commencement related documents such as the printed ceremony program, hometown news, Stoutonia, etc.

Commencement Ceremony Questions:

What time is my Commencement Ceremony?

What ceremony date and time you attend will depend what term you complete your degree and program requirements, and which college your degree is housed in. The order of the colleges changes each academic year so that those in the morning one year, will be in the afternoon the next.

The Winter Commencement Ceremony is for those who complete their requirements during Fall 2013 and WinTerm 2014. It will be held Saturday, December 14, 2013. Ceremony times:

9:30 am CAHSS & COM & Graduate School

2:00 pm CEHHS & CSTEM & Graduate School

The Spring Commencement Ceremony is for those who complete their requirements during Spring 2014 and Summer 2014. Ceremonies will be held Saturday, May 10 and Sunday, May 11, 2014. Ceremony times:

Saturday, May 10, 2014 - 9:30 am, CAHSS & COM (undergraduates only)

Saturday, May 10, 2014 - 2:00 pm, CEHHS & CSTEM (undergraduates only)

Sunday, May 11, 2014 - 1:30 pm, The Graduate School (graduate students only)

What time should I arrive at the ceremony?

Degree candidates should plan to arrive and assemble in Multi-Purpose Room 50 (the opposite end of the same building as the Johnson Fieldhouse) no later than one hour prior to your scheduled ceremony. Once you arrive you will need to locate your College group, degree program and name/reader card. The reader card will provide information such as where you should stand in the line-up and what name will be read. 

The name that will be listed on the reader card is the same as that which will be listed on the diploma. Please refer to your AccessStout account diploma name settings if you are not sure how, or would like to change how, your name will be listed.

How do I know they will read my name during the ceremony?

If you choose to participate in the ceremony, your name will be read as you cross the stage. Names are NOT read from the printed program. Only those degree candidates who are at the ceremony will have their names read. Names are read from a reader card which you will pick up when you arrive onsite prior to the ceremony. Commencement staff and volunteers will be available to help you locate your reader card.

What does the day consist of?

When candidates arrive before their scheduled ceremony, they are instructed to line up according to colleges. Following the ceremony, graduates, family and friends are invited to attend a reception in the Multi Purpose Room 50 in the lower level of the Sports and Fitness Center.

How long is the ceremony? Do I have to stay the whole time?

The commencement ceremonies last approximately 1.5 to 2 hours. This can vary depending upon the number of degree candidates participating in each ceremony.

It is expected that the degree candidates and their guests remain in the fieldhouse for the duration of the ceremony.

What kind of seating is available? Are the seats assigned?

There are two types of seating available within the fieldhouse and all are general admission. There are bleacher seats, which do not have a back, and there are floor seats, which do have a back. The reserved ADA seating areas are on each side of the graduate seating areas nearest to the stage and must be requested prior to the ceremony. While the section is reserved, the specific seats are not, so guests should still plan to arrive in sufficient time to get seated prior to the ceremony beginning.

Where do I get my cap and gown? I have one from high school, can I just use that one?

Academic regalia may be purchased in the UW-Stout Bookstore or online. The online ordering website closes 4-6 weeks before the ceremony date. After the online site closes, you will need to contact the bookstore directly to order your academic regalia. They will be able to ship it to you if needed. Contact the bookstore directly with further questions regarding ordering academic regalia at 715-232-1235. 

The robes used for UW-Stout are a matte black. You are more than welcome to use a robe from your high school or other previous ceremony. Samples are available at the bookstore if you are unsure if your robe is a matte black color. Please note that the Undergraduate and Graduate degree robes are not the same style. The differences are predominantly in the sleeves and are reflective of the degree being earned. Please see robes available within the bookstore if you are unsure if you would like to purchase a new robe for a graduate degree.

Do both graduate and undergraduate students receive honor cordons?

No. Honor cordons are only distributed to undergraduate students. There is not an honors distinction for graduate level students.

Hey! My name isn't in the printed program! Why not?

First off, we sincerely apologize if your name was inadvertently excluded from the Commencement Ceremony printed program. We do our best to be sure as many students as possible are included. If your name was not, there may be a few reasons:

You did not apply to graduate by the print deadline. This deadline is listed on the commencement website and announced throughout the term. It is usually the Friday after Advisement Day. If you don't apply, we don't know your name is missing. If you apply late, unfortunately we can't add your name after it has been sent for proof creation and to the printer.

You have FERPA restrictions on your account. If we have not received any correspondence or information that you would like your name listed, we are required to remove your name from the printed list.

During the fee payment process you indicated you wanted your name excluded or removed. Even if you do not have FERPA restrictions on your account, if you checked the box to exclude/remove your name from the program, it will be removed. If you change your mind, you must email commencement@uwstout.edu indicating the change.

You are participating in a ceremony out of sequence. You should plan to participate in the ceremony assigned for the term you actually graduate. If the application has been submitted, names for those completing requirements during Fall and WinTerm are automatically included in the Winter/December ceremony list. Those completing during Spring and Summer are included in the May/Spring ceremony list. If you choose/are granted an exception to participate in a different ceremony (early or late), you should email commencement@uwstout.edu with your information as your name will need to be manually added to the list.

Remember, if your name is in the printed program or not, you can still participate in the ceremony. Names are read from a reader card, not directly from the printed program. Reader cards are provided onsite the day of the ceremony by commencement staff and volunteers.

Commencement Ticket Questions:

How/Where/When do I get my Commencement Ceremony tickets? What about honor cords?

Tickets for will be available for pickup beginning at the Grad Fairs held each Fall and Spring terms. If you are unable to attend the Grad Fair, tickets may be picked up in Voc. Rehab, 224, 8:00 AM-4:30 PM, M-F.

Each degree candidate will receive five (5) complimentary tickets. If eligible for honor cordons, (undergraduates only) they can also be picked up with the tickets and there is no additional cost for the honors cordons.

If you are an online or distance education student, or, living off campus and outside of Menomonie while completing an internship, student teaching, co-op, etc., and need your tickets mailed to you, you must contact the Commencement Coordinator, Tiffani Taggart, at commencement@uwstout.edu.

Please include your name, student ID number, major and the address where you would like the tickets mailed. Tickets will not be mailed after 9:00 am, Friday prior to the ceremonies. If you currently live in Menomonie and are requesting your tickets to be mailed, please describe the circumstances that prevent you from claiming your tickets in person.

Note: Requests must come from the degree candidate directly. Parents, spouses, or other individuals cannot request tickets on behalf of the degree candidate or another fellow degree candidate.

How many tickets do I get? Can I get more than 5?

Each degree candidate is allocated five (5) complimentary tickets for their guests. If you need more than five tickets, ask colleagues if they will share, use Facebook, etc.

NO additional tickets will be made available through the Commencement Coordinator. However, outside of Voc. Rehab. 224 (west side) there is a small box where degree candidates who are not using their tickets can drop them off for others to claim on a first-come, first-served basis. The Commencement Coordinator does not monitor this "spare" ticket box and will not check to see if there are tickets there for you.

When needed, a remote viewing area will be made available in the Memorial Student Center Terrace Lounge. The ceremony is also streamed live from the UW-Stout Commencement website.

Is there a deadline to pick up my Commencement tickets?

Tickets may be picked up in Voc. Rehab 140 until Thursday prior to the ceremonies, M-F, 8:00 am - 4:30 pm. Tickets not claimed by that date may be picked up onsite by request only.

Ticket mailing requests must be received by 9:00 am Friday one week prior to the ceremonies. Tickets will not be mailed after that date. Tickets not requested and mailed by that date may be picked up onsite the day of the ceremony by request only.

I'm a Distance Education Student/Online Student/Student teaching, etc. How do I get my tickets?

Each degree candidate will receive five (5) complimentary tickets. Tickets are mailed by request only.

If you are an online or distance education student, or, living off campus and outside of Menomonie while completing an internship, student teaching, co-op, etc., and need your tickets mailed to you, you must contact the Commencement Coordinator, Tiffani Taggart, at commencement@uwstout.edu.

Please include your name, student ID number, major and the address where you would like the tickets mailed. Tickets will not be mailed after 9:00 am, Friday one week prior to the ceremonies.

Who needs to have Commencement Ceremony tickets? Does an infant or toddler need a ticket?

Guests of all ages are welcome at the commencement ceremonies. Anyone over the age of 3 years needs to have a ticket to attend the ceremony in the Johnson Fieldhouse. Degree candidates do not need to have a ticket. Also, guests who choose to watch the ceremony from the remote-viewing area in the Memorial Student Center do not need a ticket.

More Information:

Who do I contact with questions and to get further information?

For questions about degree audits, graduation applications, honors status:

  • Undergraduate: Registration and Records- Andrew Mercil and Valerie Mardis, 232-2121
  • Graduate: Graduate School- Amy Corr, 232-2211

For questions about Commencement, Grad Fairs, and the Graduation Application Fee (now paid via Shoppes@Stout beginning 2011-2012 academic year)

  • Commencement Coordinator: Tiffani Taggart, commencement@uwstout.edu or 232-5169
    (requests for tickets, seating accommodations, etc., must be made via email)

How do I change the name that will be on my diploma?

You can update your name within AccessStout. Directions about how to update your records can be found here: Update Diploma Name

When will I receive my diploma?

Diploma certificates will be mailed out 6-8 weeks after the final grades from the final term have been submitted and completion of all program requirements have been verified. The diploma will be mailed to the address on file within AccessStout.

For those degree candidates who did not attend a commencement ceremony, and would like a UW-Stout diploma cover, they must email commencement@uwstout.edu and provide full name, student ID number, and mailing address.

I didn't attend commencement. Can I still get a diploma cover?

Yes. For those degree candidates who did not attend a commencement ceremony, and would like a UW-Stout diploma cover, they must email commencement@uwstout.edu and provide full name, student ID number, and mailing address. The covers are mailed by request only. 

Degree candidates who participate in a commencement ceremony will receive one cover on commencement day. Double-majors/dual-degree candidates who would like more than one cover should locate the commencement coordinator the day of the ceremony, send a mailing request, or stop by Voc. Rehab 224, to pick up an additional cover.

Where do I order tickets for the Graduation Buffet?

You can order tickets for the Graduation Buffet through Shoppes@Stout. More information online can be found here or you may contact Dining Services directly at 715-232-1482.

At-a-Glance Checklist

Click here for an expanded Graduation & Commencement Checklist

File/Apply to graduate:

Login to AccessStout
detailed instructions

Application DUE: April. 4, 2014
You can still apply after this date but your name will not be included in the printed program.

Pay graduation application fee

$50.00 Application Fee
DUE: at time of application, but no later than
May 25, 2014
to be paid through Shoppes@Stout

Note: This application fee is due regardless of commencement ceremony participation.

Pick up or request mailing of
ceremony tickets:

Spring Grad Fair
April 10, 2014, 10:00 AM-2:00 PM
Memorial Student Center
(This is just the first date to pick up tickets, not the only date)

or

After Apr. 10th:
Voc. Rehab. 140
8:00 AM-4:30 PM, M-F
Ticket mailing requests due by May 2, 9:00 am
Tickets will not be mailed to those living on or near campus without extenuating circumstances

Purchase Academic Regalia
(cap, gown, tassel, etc.)

In person or telephone orders:

UW-Stout Bookstore
Memorial Student Center
715-232-1235
Contact store directly for current hours

Online ordering:
DUE: Mid-April 2014
Herff Jones