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Part 4: Graduation Clearance Process

April Rose Punay
Updated

 

Overview

Students who are declared Candidates for Graduation must complete the graduation clearance process before they can participate in the commencement ceremony or receive their official academic credentials.

Graduation clearance ensures that all academic, administrative, and financial obligations have been fulfilled with Mapúa Malayan Colleges Laguna (MMCL).

Only students with completed clearance will be eligible to join the graduation ceremony and request exit documents such as their diploma or Transcript of Records.

 

Table of Contents:

  1. What Is Graduation Clearance?
  2. Graduation Clearance Schedule
  3. Offices Included in the Clearance Process
  4. What You Can Prepare Before Clearance Opens
  5. Commencement Ceremony
  6. What Happens After Clearance

 

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What Is Graduation Clearance?

Graduation clearance is the process where graduating students obtain confirmation from different offices that they have:

  • completed all academic requirements
  • returned/ fully paid for resources or equipment leased/ used
  • settled all financial obligations
  • completed required exit forms and surveys

 

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Graduation Clearance Schedule

The graduation clearance process is scheduled and managed by MMDC's Records Team and the Registrar’s Office.

Each graduation cycle, the College releases an official advisory announcing:

  • the clearance period
  • graduation fees and payment instructions
  • the graduation photo schedule
  • the commencement ceremony date
  • instructions for completing graduation clearance

Students should wait for the official advisory before beginning the clearance process, as clearance can only be completed during the designated schedule announced.

 

The advisory will typically be shared through:

  • official university announcements
  • student email communications
  • the MMDC Help Center

Students are strongly encouraged to monitor these announcements regularly once they have been declared Candidates for Graduation.

📌 Important Reminder

Clearance does not start immediately after you are declared a candidate for graduation. 

Graduation clearance must be completed within the clearance period announced Office.

Only students who successfully complete all required clearances will be eligible to:

  • participate in the commencement ceremony
  • receive their diploma
  • request official exit credentials such as Transcript of Records or Transfer Credentials.
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Offices Included in the Clearance Process

Students may need to secure clearance from several offices, which may include:

Registrar’s Office

Verification that the student:

  • is included in the list of candidates for graduation
  • has submitted the Application for Graduation
  • has completed all admission and enrollment requirements

Center for Learning and Information Resources (Library)

Confirmation that the student has:

  • no outstanding library penalties

Center for Guidance and Counseling

Students may be asked to complete:

  • graduate tracking forms
  • exit interview or survey

Office for Quality Management

Students may be required to complete:

  • student satisfaction surveys
  • exit assessments required by the institution

Student Affairs Office

Verification that the student has:

  • no pending disciplinary cases

College / Academic Department

Final academic clearance from the Program Head.

Alumni Center

Students may be asked to:

  • complete alumni information forms
  • submit yearbook data forms
  • provide their updated information for connection with the alumni network

Treasury Office

Confirmation that the student has:

  • no outstanding financial obligations
  • no unpaid tuition or fees
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What You Can Prepare Before Clearance Opens

While the official clearance process will only begin once the Registrar releases the graduation clearance advisory, graduating students are encouraged to start preparing early to avoid delays.

You may use this time to review and resolve common clearance requirements.

Check Your Academic Records

Ensure that:

  • all courses in your curriculum have been completed
  • your curriculum audit reflects zero remaining units
  • All completion grades and credited courses are appropriately reflected in your records

Complete Admission Document Requirements

Graduation requires complete admission records.

Make sure you have submitted all required documents, which may include:

  • Form 137 or Permanent Student Record
  • Transfer Credentials (for transferees)
  • other required admission documents

Missing admission documents may delay your graduation clearance.

Settle Any Outstanding Financial Obligations

Students must have no unpaid balances before they can complete clearance.

This may include:

  • tuition or miscellaneous fees
  • unpaid integrative, re-defense and other fees
  • other outstanding financial obligations 
  • For those with Lease-to-Own Devices, ensure this has been fully paid

Students are encouraged to review their billing statements and settle any pending accounts early.

Monitor Official Announcements

Once you are declared a Candidate for Graduation, regularly check:

  • your MMDC learner email
  • official announcements from the University
  • the MMDC Learner Help Center

The official Graduation Clearance Advisory will include the schedule, procedures, and instructions for completing clearance.

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Commencement Ceremony

After completing clearance, students may participate in the Commencement Exercises, where degrees are formally conferred.

MMDC students participate in the Mapúa Malayan Colleges Laguna Commencement Ceremony, which is typically held twice a year:

  • July/August ceremony
  • October/November ceremony

Students who complete their academic requirements during Term 1 or Term 2 will be invited to the Juy/August commencement ceremony. Those who complete during Term 3 will be invited to the October/ November commencement ceremony. Exact dates will be announced accordingly.

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What Happens After Clearance

Once clearance is completed, students will receive further instructions regarding:

  • graduation ceremony participation
  • graduation photo requirements
  • release of official academic credentials

 

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