Graduation Season Checklist

Graduation season is an exciting milestone for students, but for registrar and administrative teams, it can feel like a race against time. The pressure is on to finalize graduate lists, prepare diplomas, coordinate ceremonies, and ensure every student receives their credentials without a hitch. With so many moving parts, even small errors can lead to major headaches, from incorrect diplomas to undelivered credentials.

Adding to the challenge, today’s tech-savvy graduates expect more. Studies show that 86% of Gen Zers agree that technology is essential to their lives, which means they don’t just want a diploma — they want a credential that fits into their digital world. This includes instant access to their diplomas, easy sharing options, and seamless experiences.

To stay ahead and meet evolving expectations, institutions need a graduation season game plan that streamlines every step of the diploma process. Let’s break it down.

Diploma Season Essentials: How to Stay on Top of Graduation Season

Graduation season is busy — but with the right prep, it doesn’t have to be chaotic. As you head into this important time of year, here are the key areas to focus on to keep your diploma process organized and stress-free:

Get Your Graduate List in Order

Before anything else, make sure your graduate list is accurate and finalized. Confirm eligibility, verify academic requirements, and check for any last-minute issues like grade holds or missing credits. Coordinating with faculty and key departments is essential here.

Double-Check Graduate Info

Names and mailing addresses matter — especially when it comes to printed diplomas. Make sure you have correct legal names and current contact information, and give students a chance to review and approve how their name appears.

Diplomas: Printed, Packaged, and Ready to Go

From reviewing templates to placing orders with vendors, getting diplomas ready takes time. Don’t forget about details like seals, diploma covers, and special designations. This is also the moment to finalize your plans for how diplomas will be distributed — whether by mail or in person.

Partner With Commencement Teams

Commencement is its own major production. Stay connected with the teams planning the ceremony to ensure everyone has what they need — from a final list of participants to details on regalia, guest tickets, and distribution protocols.

Make Room for Digital Diplomas

Today’s graduates expect more than a paper diploma. Offering a secure digital version through a platform like Parchment ensures students can access and share their achievement with employers and networks, instantly and securely.

Prepare for the What-Ifs

Things happen — diplomas get lost, mailed to old addresses, or printed with errors. Having a clear reprint and request process in place (and a way to handle returns) will save time and hassle down the road.

Wrap-Up and Reflect

Once diplomas are out the door, take time to follow up. Confirm deliveries, review what worked well, and identify what could run smoother next time. Keeping lines open for student questions helps close the loop on a successful season.

The Diploma Dilemmas of Graduation Season

Without a structured approach, graduation season can quickly become chaotic. Some of the biggest challenges registrar teams face include:

Administrative bottlenecks: Processing thousands of diplomas while juggling last-minute changes can overwhelm registrar teams, leading to delays and frustration.
High volume of student inquiries: Graduates flood inboxes and phone lines with urgent questions about diploma delivery, status updates, and replacement requests, stretching staff thin.
Manual errors: Typos in names, incorrect addresses, and overlooked eligibility issues can create a domino effect of complications, requiring time-consuming corrections.
Returned diplomas: Every returned diploma means another frustrated graduate, additional costs, and more administrative work to track down correct mailing details.
Rising student expectations: For Gen Z graduates, it’s not enough to simply receive a diploma. They expect quick access aligned with their mobile-first way of life.

Graduation Made Simple: How Parchment Streamlines Diploma Delivery

If your institution is feeling the strain of the diploma process during the busy graduation season, digital diplomas can help.

Parchment’s Diploma Services bring everything together — digital and print diplomas in one place — with fast, reliable delivery and built-in address verification to eliminate errors. Graduates get instant access to their diplomas, making it easy to share and track, while your institution enjoys a streamlined process that reduces stress and cuts down on administrative work.

With Parchment’s Diploma Services, your school enjoys:

Less stress for your admin team: Simplify the issuance process with digital and print options, reducing manual tasks and keeping workflows organized.
Fewer student inquiries: Give graduates instant access to their diplomas, so they’re not constantly reaching out for updates.
Happier graduates who want to share: Make it easy for grads to celebrate and share their achievements online, creating a positive buzz.
A reputation boost for your school: Show your institution’s commitment to innovation by offering fast, seamless credential services.

As graduation season winds down, it’s the perfect time to start planning ahead for next year. By adopting digital diplomas now, your institution can set itself up for an improved process moving forward. Thinking ahead means fewer headaches down the road and a graduation experience that’s seamless and hassle-free for both your team and graduates.

Ready to make your graduation season smoother and more efficient? Learn more about Parchment Digital Diploma Services or schedule a demo to get started!