Degree Audit & Registrar Graduation Clearance

The Degree Audit Process#

Prior to the annual university commencement ceremony, the Registrar's Office conducts automated degree audits for graduating candidate cohorts.

The degree audit evaluates three mandatory institutional gates:

1. Total Credit Hours Cleared: The student's total_credits_earned must equal or exceed the program's total_credit_hours (e.g., 140 credit hours).
2. Core Curriculum Verification: All required core courses, general education courses, and senior capstone projects/theses must have passing grades (no unrepeated F grades).
3. Cumulative CGPA Threshold:
   • Undergraduate Candidates: Minimum CGPA $\ge 2.00$.
   • Postgraduate (Master's / Ph.D.) Candidates: Minimum CGPA $\ge 3.00$.

flowchart TD
    A["Initiate Graduation Audit"] --> B{"Total Credits >= Program Req?"}
    B -- No --> C["Clearance Held: Incomplete Credits"]
    B -- Yes --> D{"CGPA >= Minimum Pass Threshold?"}
    D -- No --> E["Clearance Held: Sub-threshold CGPA"]
    D -- Yes --> F["Generate Multi-Department Clearance Slip"]
    F --> G["Library Clearance (Zero Overdue Books)"]
    F --> H["Finance Clearance (Zero Outstanding Fees)"]
    F --> I["Dormitory / Equipment Clearance"]
    G & H & I --> J["Registrar Seal & Degree Awarded"]

Departmental Clearance & Degree Conferral#

Once academic eligibility is certified, a digital clearance voucher routes through auxiliary service units:

• University Library: Confirms no outstanding borrowed textbooks or journal fees.
• Student Accounts / Finance: Confirms full settlement of tuition, laboratory fees, and graduation gown deposits.
• Campus Housing: Confirms dormitory room checkout and key handover.

Upon all signatures, the student's state transitions to graduated, unlocking official sealed academic transcripts and bilingual (English / Amharic) degree diplomas.