2014-15 Reference Manual

Certification Codes and Their Uses

Boston University uses certification codes to indicate a student’s academic load for a given semester. Administrators at the BU schools and colleges may use certification codes 1–5 in accordance with the following guidelines:

1 – Full-Time: The student is registered for 12 or more credits, which constitutes a full-time academic load as determined by the U.S. Department of Education.

2 – Part-Time: The student is registered for less than 12 credits, which constitutes a part-time academic load.

3 – Certified Full Part-Time Load: The student is registered for less than 12 credits but is doing additional non-credit work which makes his/her load full-time in nature.
Examples of appropriate Certified Full Part-Time Load certification include:

  1. The student is receiving a Graduate Teaching Fellowship or Research Assistantship that is part of the academic program, and for which a full academic award (tuition and stipend) has been granted.
  2. The student has completed, or is concurrently completing, final coursework for the degree sought and is conducting thesis or dissertation research, or completing a capstone project, internship/practicum, co-op, field placement, or other non-course requirement for the degree.

4 – Certified Full None: The student is registered for 0 credits but is doing full-time non-credit academic work which makes his/her load full-time in nature.
Example: The student has completed all coursework for the degree sought and is conducting non-credit thesis or dissertation research, or completing a non-credit internship, practicum, co-op, field placement, or other academic activity that is required for degree completion and for which non-credit registration is necessary.

5 – Certified Part None:  The student is registered for 0 credits but is doing part-time non-credit academic work which makes his/her load half-time in nature.
Example: The student has completed all coursework for the degree sought and is conducting other academic activity on a part-time basis, including non-credit thesis or dissertation research, or completing a non-credit internship, practicum, co-op, field placement, or other academic activity that is required for degree completion and for which non-credit registration is necessary.

Note about international student immigration regulations and certification codes: Immigration regulations affecting international students in F-1 and J-1 status require students must maintain a ‘full course of study’. For undergraduate students, the minimum full-time credit load is expressly defined as 12 credits per semester. International graduate students must also maintain a minimum of 12 credits per semester, unless (1) the academic program in which he/she is enrolled has a different minimum credit standard, or (2) the student is completing the equivalent of a full-time load and is eligible to be certified as Certified Full-Time Part-Time (Code 3) or Certified Full-Time None (Code 4).

Under certain circumstances (including initial academic difficulties, medical reasons, or final term), an international student may be eligible to request an authorized Reduced Course Load (RCL) from the ISSO for the semester. Students certified as Part Time (Code 2), or Certified Part None (Code 5) would require an ISSO authorized RCL in order to maintain legal status.

Inappropriate coding of an international student as full-time when he/she is not engaged in a full course of study equivalent may jeopardize the student’s immigration status in the U.S.

FERPA for Faculty & Staff

FERPA Overview Training Presentation

FERPA Non-Disclosure Form (to be signed by faculty/staff)

More information on FERPA  can be found on the main FERPA page.

Graduation Operational Calendars

Within a year of the specific graduation, as soon as a student is added to the graduation file as Tentative, Certified, or Official, they will have access to update graduation and diploma information on the Student link.

Diplomas will NOT be produced if the graduate does not have a Diploma Mailing Address, or if the graduate has a Comptroller Hold or Exit Interview Hold.

May 2015
February 3 Latin Honors appear on eligible student’s record
Honors will be automatically updated when all Spring 2015 grades are in for the student
March 11 Mail in Deadline for requests for diploma’s with Diacritical Marks (for those on the graduation file)
March 11 CAS ‘Honors’ deadline
March 11 Kilachand Honors Program deadline (status / complete)
March 11 Tentative and Official graduate updates due on TR01
March 11 Last Day students can update Data Restrict to appear/not appear in the RedBook
March 11 Last Day School/College can update graduate information for the RedBook Download
RedBook Download Information
March 12      First Download
March 31      RedBook Proof 1 sent to Schools
April 7      RedBook Proof 1 due to Creative Services
April 15      Final RedBook Proof sent to Schools
April 17      Final RedBook Proof due to Creative Services
April 22      Released to Print
May 13      RedBook Delivery
March 16 CAS diploma order sent to Diploma Production Company
March 16 CAS begins using the Blue Diploma Change forms
March 26 All other schools’ diploma orders sent to Diploma Production Company
April 15 Last Day for Students to Update May 2015 Commencement Ceremony Attendance Information
April 21 First Diploma Hold Email
April 24 CAS last day to use the Blue Diploma Change forms (send to Programs Office)
April 30 2nd Diploma Hold Email
May 11 Final Diploma Hold Email
May 11 Last Day for Students to Update May 2015 Nickerson Field Attendance Information on the Student Link
May 17 Official Graduation Date
May 18 Email sent to May 2016 graduates to update graduation and diploma information. Automatic Email activated for May 2016 graduates
May 22 Last day to update May 2015 graduation on TR01
May 26 Graduation will appear on transcript. Registrar’s Office will begin to process in-house transcript requests for graduates
June 2 Official Graduate lists sent to Schools/Colleges
June 4 First re-order of diploma with Honors changes
June 11 Last day to update diploma mailing address on the Student Link
June 12 Official Graduate lists, signed by Deans, due in the Registrar’s Office
June 15 Dispersal begins for students wishing to pick up diplomas from the Diploma Office
June 17 Last day Latin Honors will be re-calculated for May 2015 Graduates
June 22 Dispersal begins for students wishing to have their diploma mailed
September 2015
TBA RedBook download for May 2015 ceremony (for students added after May 2015 graduation)
April 15 Last Day to Update May 2015 Commencement Ceremony Attendance on the Student Link
September 1 Latin Honors applied to student records
September 7 Diploma Hold Email sent to graduates
September 8 Last Day to Apply for Early Diploma Pick-up
September 16 Mail in Deadline for requests for diploma’s with Diacritical Marks
September 21 CAS Honors deadline
September 21 Kilachand Honors Program deadline (status / complete)
September 25 Official Graduation Date
September 25 Diplomas will be available for those who applied for early diploma pick-up
September 25 Graduation will appear on transcript
September 28 Email sent to September 2016 graduates to update graduation information. Automatic Email activated for September 2016 graduates
September 29 Last day to update September graduations on TR01
September 30 First diploma order sent to Diploma Production Company*
October 5 Official Graduate lists sent to Schools/Colleges
October 19 Official Graduate lists, signed by Deans, due at OUR
October 25 Last Day Latin Honors will be re-calculated for September 2015 Graduates
October 28 Last Day to Update Diploma Mailing Address on the Student Link
September – October 2015: Diplomas will be produced on a weekly basis, and will be mailed directly by the vendor approximately 15 days after the order date.
November 2015: All outstanding diplomas will be produced and sent to the Registrar’s Office. The diploma can be picked up or mailed upon request or when any holds have been resolved and removed.

Training Information


The Office of the University Registrar offers training for UIS functions related to its office. These training sessions are open to all users of the UIS System at Boston University. For most functions, you are required to attend a training.

Users should be aware that they may not have access to all UIS functions. Access to functions is given to users who can provide evidence of a business need. It is important to check your access before registering for any training session. You will not be given access simply because you attended training.