Program Exit Process

Academic Calendar

Congratulations! You are one step closer to the completion of your program! By now, you have put significant effort into your degree and have enrolled in you final semester of study for your current program. Now it is time to apply for Program Exit.

Please keep in mind that requesting and receiving your diploma or certificate is not automatic, and you must complete the Program Exit process in order to do so.

It is each student’s responsibility to submit an online Program Exist Application in your Student Portal. You MUST complete the online application whether you attend the annual commencement ceremony or not. Students are responsible for tracking their progress toward degree/program completion, and also for notifying the registrar’s office that they intend to graduate via completion of the Program Exit Process.

The online Program Exit Application involves several departments at FXUA. Early application is encouraged to allow time for a complete record check and to avoid any delays. Failure to complete the Program Exit Process fully will result in a delay in processing the creation of the diploma or certificate. No transcripts or other proof of program completion will be issued unless/until the Program Exit Process is completed.

Please see below the sequence of the application process.

1.The student logs into student portal, completes, and submits Program Exit Application online.
2. Academic Advisor reviews application. The application may be approved or denied. Approval requires completion of all programmatic and institutional degree requirements. If approved, the application will move to the Career Center stage.
3. The student schedules a session with Career Center to discuss their future career plans. Students must attend this session in order for the application to be processed for review with the Office of the Registrar.
4. The Office of the Registrar reviews the student’s degree audit and current semester schedule to ensure that they are on track for degree completion.
5. The student MUST pay any remaining dues to the Accounting Office, and return any books that have been borrowed to the Library before the end of the semester. A fee is assess for students, which covers the cost of the diploma and two transcripts.
6. The Registrar’s Office will send a message to the student’s university email to indicate their preferred delivery method for their diploma and transcripts.
7. The Registrar’s Office will send a second email to the student’s campus email when the graduation package is ready to be picked up from the Registrar’s Office, and when mailed out as requested by the student.

NOTE: Students who are on an international student visa will also need a signature from the Registrar’s Office if they are applying for OPT. This will occur at Step #4.

IMPORTANT: Please remember, in order to graduate from Fairfax University of America, you must fulfill all program, academic, financial, and university requirements. All requirements will be verified by your school and the Registrar’s Office. If you do not meet these requirements, you will not be awarded a degree. The university has a graduation appeals process to consider written appeals from students who do not meet all requirements.

Follow These Steps to begin your online application

  • Log in to the student portal at https://portal.viu.edu/student.
  • In the left menu under the Student Portal section click “Program Exit Application.”
  • You will be presented with a page containing information about submitting the application. Please be sure to read all of the instructions carefully before clicking “Continue” to begin your application.

Degree Conferral versus Commencement

Degree conferral is the act of awarding credentials for successfully completing the programmatic requirements outlined in the Academic Catalog. This is distinct from the Commencement Ceremony, which is the formal celebration that the entire learning community participates in to honor those who have graduated.

Students who do not notify the Office of the Registrar of their intent to graduate, but who meet all graduation requirements, will be changed to an “Alumni” status once the Office of the Registrar deems that the degree requirements have been met. Students who do not complete the Program exit Process will not be able to receive their diploma or certificate, transcripts, nor any proof of program completion until the Program Exit Process is completed.

The date that a degree is conferred and the date of graduation (program completion) is the final day of the semester or term in which the student is registered and completed all graduation requirements.

Program Exit Application Deadlines

In order to have your diploma/certificate issued, submit your completed graduation application online on time. Please see the academic calendar for the deadline dates for each semester/term.

Degree Requirements

Students should meet the following minimum requirements to be qualified for a degree:

Graduate Undergraduate Graduate Level Certificate
Minimum Passing Grade Per Course C D- C
Minimum Cumulative GPA 3.00 2.00 3.00
Total Credits required for graduation 36 120 18

Intensive English Program Graduation/Completion Requirements

Intensive English Program (IEP) students completing their program, there are two options: 1) a student who wishes to leave the program prior to the completion of level 0800 (i.e., leaving at the completion of levels 0200 through 0700) may do so as a level completer, 2) students who complete level 0800 may do so as a program graduate.

  • Program Graduate: Successful completion of a minimum of 140 contact hours in level 0800 and completion of the exit test. Program graduates will receive an ESL Diploma, indicating that they have completed the highest level in the program.
  • Level Completer: Successful completion of a minimum of 140 contact hours in a level between 0200 through 0700 and completion of the exit test. Partial level completions (for example, only taking one core course in a level) do not count toward level completion; in such instances, the highest completed level would be used for level completion. Level completers will receive a Certificate of ESL Completion showing the highest level completed in the program.

Students who are completing the program as a Program Graduate or a Level Completer, must complete an Intensive ESL Completion Form for the School of Language Studies and take the exit examination before completing the program. The intensive English program diploma (for program graduates) can serve as evidence of sufficient English proficiency for admission to FXUA’s degree programs unless otherwise noted.

The following minimum requirements must be met in order to qualify as a program graduate or level completer for the IEP:

  Program Graduate Level Completer
Completed Level Successful completion (passing grades) of 140 contact hours in 0800 Successful completion of 140 contact hours in a level between 0200-0700
English Proficiency Exit Examination Must Complete Must Complete

 

Students cannot receive a level completion for partially completed levels.

Graduate Undergraduate Graduate Level Certificate
Minimum Passing Grade Per Course C D- C
Minimum Cumulative GPA 3.00 2.00 3.00
Total Credits required for graduation 36 120 18

Fees

See the fees in the Academic Catalog for information on the current Program Exit fees. Note that late submissions incur increased fees.

Records

Degree conferral is the act of awarding credentials for successfully completing the programmatic requirements outlined in the Academic Catalog. This is distinct from the Commencement Ceremony, which is the formal celebration that the entire learning community participates in to honor those who have graduated.

The date that a degree is conferred and the date of graduation (program completion) is the final day of the semester or term in which the student is registered and completed all graduation requirements.

Please keep in mind that diplomas and transcripts take time to create. The time varies based upon the time of year that a student is completing their program. It can take up to 8 weeks for a diploma or certificate to be made and shipped to the student once all degree requirements have been verified at the completion of the semester.

Cancellation of Graduation Application

If you decide to postpone your program exit, you must inform the Office of the Registrar in writing of your intent to contact the Registrar’s Office.

For a variety of reasons, a student may wish to continue in their degree program beyond completion of the minimum requirements. In such instances, students must petition to remain in the program beyond meeting all minimum graduation requirements. Remember that records are sealed at graduation and no changes may be made to the academic record (transcript) after a degree has been awarded. Therefore, early notice should be given to the Registrar’s Office as soon as a student decides to extend their program.

Students whose applications get cancelled must reapply for Program Exit in order to be considered for a subsequent semester.

Graduation Ceremony

The commencement ceremony information, which includes instructions for purchasing a cap and gown, will be emailed to applicants by the Student Affairs Office sometime in March. The commencement ceremony is held once a year, after the end of Spring semester.

Read more about the commencement ceremony here.