Diplomas, Transcripts and Verification

Degree Conferral Letters

The conferral letter, signed by the Dean of Graduate Studies, confirms you have completed all graduation requirements and will be awarded your master's or doctoral degree on the date of conferral.  Many employers, organizations, and government departments who require verification of degree will be satisfied with this letter in the time before your transcript is updated and your diploma is mailed.  Graduate Studies Senior Academic Advisors (SAA's) will email your conferral letter after they have received your final documents and filed you to graduate.  Due to the high number of graduating students and the processing time involved in filing students to graduate, it may take up to 3-4 weeks to receive your conferral letter.  

Official Transcripts

The Office of the University Registrar will update your transcript to reflect 'Degree Awarded' approximately two months after the degree awarded date (i.e. a student who is on the Spring (June) degree list will be able to show their degree awarded transcript in August).  Once you see that your unofficial transcript reflects ‘Degree Awarded’, you can order official transcripts.  Because you paid the Document Fee in your first year, you may order an unlimited number of transcripts for no additional fee (expedited shipping is available for an additional fee).

Diplomas

Please note: Diplomas are ordered through an off-campus diploma vendor and mailed to students directly. Diplomas are mailed approximately three months after the degree is awarded.  Your diploma will be mailed if you complete one of the options below at least a month before distribution.

If you do not provide a diploma mailing address to the Office of the University Registrar (OUR) before diplomas are mailed, you can at a later time.  The OUR places diploma orders once a month (at the end of the month).  After the order is placed, the diplomas are printed and mailed directly to the diploma address on file within approximately four weeks.  Diplomas are not mailed to Graduate Studies or the Registrar's office.  

OUR will not mail your diploma until you've submitted a diploma address using the webform or PDF form.  For more information, review the OUR Diploma webpage.  

To request the diploma, do one of the following:

• Complete the Diploma Mailing Address webform, and Registrar’s Office staff will order your diploma, for no additional fee, to be mailed via untracked USPS First Class shipping to the address you provide.  The webform is only accessible by students who have an active computing account.  
  • You can edit your diploma address as needed, by re-filling the webform.
  • If you cannot access the webform, email the PDF Diploma Mailing Form (do not complete the payment section) to the Registrar's Office (ourenrollment@ucdavis.edu), or order through eShipGlobal - see below. 

OR

• Order your diploma through our campus partner UEMS-eShipGlobal for tracked shipping, through your choice of carrier, for a shipping fee (highly recommended for international mailing).
  • Please also complete the Diploma Mailing Address webform and indicate if eShipGlobal is being used (in the address line field).
  • Diplomas are ordered, printed off-campus, mailed to campus, and then sorted and mailed to the graduate by OUR staff.  You will receive the tracking notice when OUR staff mail your diploma from campus.  

Approximate Diploma Distribution (exact date varies)

Graduation Term | Distribution Month
Summer | November
Fall Quarter | March
Winter Quarter | June
Spring Quarter | September

Expedited Degree Awarding

The regular timelines for degree awarding are as follows:

If you will be entering a program, starting a position, or undergoing visa processes that will not accept a degree conferral letter, and instead requires a Degree-Awarded transcript in order to start, you can request expedited degree awarding. This process requires uploading documentation of the requirement, and will trigger an individual request from Graduate Studies to the Academic Senate to permit expediting the degree awarding.

Please note that transcripts cannot be updated to Degree Awarded until that quarter's degree date has been reached. Diplomas are managed by the Office of the University Registrar, and can also be expedited by request once a degree has been awarded. 

Please complete this form to request expedited degree awarding.

Diploma & Official Transcript FAQ's

• Can my diploma be mailed to an address outside the US? 
• Yes, but we highly recommend ordering through eShipGlobal, or having your diploma mailed to a friend, family member or colleague in the US, and asking them to ship it internationally using a tracked carrier.  Diplomas mailed through standard untracked USPS are frequently lost or taken in transit.  
• Can I request that my diploma be mailed to someone else?
• Yes, but be sure to include “C/O recipient's name” in the address section of the form/order.
• Who can I contact to ask about my diploma order?
• The best contact for diploma information is the Registrar staff, because they order and mail the diplomas (ourenrollment@ucdavis.edu).  
• Can my diploma/official transcript be notarized?  What is the process for notary and apostille?
• The Office of the University Registrar is the official holder of student records. For all questions relating to notarization and apostille, please see the Registrar's Notary Services page.

Computing Account & @ucdavis Email

Information about your UC Davis Computing Account (access, email, listservs, Library, etc) after graduation is available on Knowledge Base: IT.  You maintain student-level access until the end of your final enrolled or filing-fee quarter.