Excess Units Seniors

Definition:This policy defines the term "excess-units seniors", outlines the procedure for facilitating graduation of such students, and gives a policy to prevent "excess-units seniors."
Authority:The President of the University.
Scope:All CSUSM undergraduate students seeking a first baccalaureate degree.
Responsible Division:Academic Affairs
Approval Date:07/13/2011
Implementation Date:07/13/2011
Originally Implemented:07/13/2011
Signature Page/PDF:View Signatures for Excess Units Seniors Policy


Procedure

I. EXCESS-UNITS SENIORS

The term “excess-units senior” will be used in this document to describe students seeking a first baccalaureate degree who have earned 150 or more units and who have not yet graduated. There are two different groups of excess-units seniors:  the first group has already applied for graduation, and the second group has not applied for graduation.  For both groups, intrusive advising shall be used to facilitate their graduation.

II. EXCESS-UNITS SENIORS WHO HAVE APPLIED FOR GRADUATION

A. Advisors shall review the student’s Degree Progress Report to determine the student’s graduation status and determine if the student is on track and will be able to graduate on time.

B. If the student has all the courses needed to graduate with their declared major(s)/minor(s); the advisor will notify the Registrar who will automatically graduate the student at the earliest opportunity (see V for the appeal procedure).

C. If it is determined that it will not be possible for the student to graduate as planned, the following procedure shall be followed.

  1. The advisor shall review the student’s records for possible course substitution approvals from appropriate departments or programs to graduate the student on time.
  2. The student shall be given the earliest priority registration date to facilitate enrollment in outstanding course requirements.
  3. The advisor will change the student’s expected graduation term to keep the student in the graduation review process.
  4. A special notation shall be placed on the student record indicating to the student that their graduation has been changed to the expected semester of completion; and an email will be sent to the student encouraging the student to complete the requirements on time, and to utilize advising services as a resource for planning a timely graduation.
III. EXCESS-UNITS SENIORS WHO HAVE NOT APPLIED FOR GRADUATION

For students who have not applied for graduation the following procedure shall be followed:

A. Advisors shall review the student’s Degree Progress Report to determine the student’s graduation status. 

B. If the student already has all the courses needed in his/her declared major(s)/minor(s) to graduate; advisors will notify the Registrar who will automatically graduate the student at the earliest opportunity (see V for the appeal procedure).

C. If the student has remaining requirements to complete, an email shall be sent urging the student to review their Degree Progress Report and come in for an advising session for timely graduation planning. 

  1. An advisor will create a graduation completion plan outlining necessary courses by semester. This plan shall be emailed to the student and a copy shall be kept in the student’s file. 
  2. The advisor will apply automatically for the student’s expected graduation term. The Advisor will change student’s expected graduation term as necessary to keep the student in the graduation review process.
  3. A hold will be placed on the student which will be removed by the student submitting a signed copy of the graduation completion plan.
IV. PREVENTION OF EXCESS-UNITS SENIORS

Students with more than 130 attempted units may only change their majors if the change of major allows for graduation at a date no later than the earliest date possible with current major. Similarly, students with more than 130 attempted units may only declare additional major(s) or minor(s) if the additional major(s) or minor(s) allow for graduation at a date no later than the earliest date possible with first major.  In these cases, approval from a staff advisor in Advising Services will be needed. Exceptions to the 130 units limit can be granted by an appropriate faculty advisor such as the department chair or designee.

V. APPEALS PROCEDURES

Students choosing to appeal their graduation must submit a Degree Conferral Appeal. The appeal must include a narrative statement elaborating how excess units were accumulated, their educational intent, and completion timelines.   The appeal will be reviewed by a committee consisting of Dean or Designee from the College of the students major, a designated academic advisor from the student’s major, and an appropriate faculty representative from the student’s academic department/program.