Graduation Forms

Graduation forms are structured documents used to manage and document processes related to graduation eligibility, participation, and completion. They help schools and universities collect required information from students, confirm academic status, coordinate ceremonies, and issue official graduation records in a consistent way. Graduation forms are commonly used by universities, colleges, high schools, and training institutions for graduation applications, ceremony participation, diploma requests, guest information, and clearance confirmations. By standardizing graduation-related workflows, these forms reduce administrative errors and ensure that students and institutions stay aligned during an important academic milestone.

With Jotform, graduation forms can be created quickly using a no-code, drag-and-drop Form Builder and adapted to different academic policies and timelines. Conditional logic allows forms to change based on degree type, department, or ceremony participation, while file upload fields can collect required documents such as transcripts or approvals. Submissions are stored in Jotform Tables, making it easy for academic offices to review, filter, and track graduation status. Automated notifications help keep students informed about next steps and deadlines.

Use Cases of Graduation Forms

Graduation forms support academic verification, ceremony planning, and record management across institutions. Below are common ways these forms are used and the challenges they help address.

Possible Use Cases:

• Graduation application and eligibility confirmation
• Commencement ceremony registration and RSVP
• Diploma name verification and delivery preference collection
• Graduation clearance and departmental approvals
• Guest ticket requests and seating coordination
• Post-graduation surveys and feedback collection

Problem-Solving Points:

• Ensure students meet graduation requirements before approval
• Centralize graduation data instead of using emails or spreadsheets
• Reduce last-minute issues with names, attendance, or eligibility
• Improve coordination between students, departments, and registrars

Possible Owners and Users:

• Registrar and student affairs offices
• Faculty advisors and department administrators
• Graduation and commencement coordinators
• Students applying for graduation

Differences of Creation Methods:

• Graduation application forms focus on program details, expected completion term, advisor confirmation, and eligibility acknowledgments.
• Commencement registration forms emphasize ceremony participation, guest count, ticket needs, accessibility requests, and attire information.
• Diploma request and verification forms prioritize name confirmation, delivery method, mailing address, and identity validation.

How to Create a Graduation Form

Creating a graduation form with Jotform helps institutions manage graduation workflows clearly and efficiently while giving students a simple, guided submission experience.

1. Choose a Template or Start from Scratch

In My Workspace, click “Create” and select “Form.” You can start with a graduation-related template or build a custom form. A Classic Form works well for detailed graduation applications, while a Card Form can guide students step by step and reduce incomplete submissions.

2. Add Student Identification and Academic Context

Use Add Element to collect student name, ID number, email, program or major, degree level, and expected graduation term. Dropdowns help standardize program names and reduce data entry errors.

3. Build Graduation-Specific Sections

Depending on the purpose of the form, include sections for eligibility confirmation, advisor or department approval, ceremony participation, guest information, and diploma details. Use required fields for critical information such as diploma name spelling and attendance confirmation.

4. Use Conditional Logic for Different Graduation Paths

Graduation requirements often vary by degree or program. Use conditional logic to show different questions for undergraduate vs graduate students, thesis vs non-thesis programs, or students who choose not to attend the ceremony.

5. Add Acknowledgments and Deadline Confirmations

Include checkboxes where students confirm they understand graduation requirements, deadlines, and policies. This helps prevent disputes and sets clear expectations.

6. Publish, Test, and Manage Submissions in Jotform Tables

Preview and test the form before publishing. Share it through the student portal or email. All submissions are stored in Jotform Tables, where staff can filter by program, status, or term and export data for reporting.