Describe your programs and clearance offices. Makeform creates a graduation clearance form with student details, relevant checks, office statuses, and registrar review fields.
Send clearance updates to Google Sheets, Slack, and Zapier.
Sample prompts for the builder
Choose a prompt, tailor the offices, or send it to the Makeform builder. Examples are starting structures, not clearance decisions.
Audience
Registrar staff coordinating several campus offices
Format
Multi-section form with office status fields
Prompt size
378 chars
Example form structure
Multi-section form with office status fields
Student identity and degree program
Expected graduation term
Degree audit status
Office clearances and notes
Student acknowledgment
Suggested routing tags
Ready for review
Action required
Cleared
Give each office a status and require a note when student action is needed.
Step 1
Identify
student, program, credential, and term
Step 2
Review
academic and office-specific obligations
Step 3
Resolve
owners, notes, and next actions
Step 4
Record
final status and review date
One coordinated review
A structured form makes every office's status, notes, and next step visible in one record.
Show thesis, equipment, or internship checks only to students whose programs require them.
Use consistent status, reviewer, date, and notes fields across participating offices.
Capture the responsible office, student action, contact instructions, and follow-up date.
Adapt to the credential
Start with shared offices, then add credential- and program-specific sections.
Combine degree audit, advising, library, property, and account checks.
Conditionally collect defense, manuscript, revision, property, and program reviews.
Flag academic questions, borrowed technology, credential details, and mailing information.
Collect capstone, internship, studio, lab, or equipment checks before registrar review.
Clearance workflow
Generate the structure, then align fields and routing with each participating office.
Name the teams and conditions that make sections relevant, including degree type, track, or campus.
Use your office names and term options. Require a reason and contact when action is needed.
Connect submissions to your workflow and separate student questions from internal review fields.
Filter by term, program, or status. Confirm required sections have a reviewer, date, and outcome.
Form vs spreadsheet vs email
Consistent intake and review fields make incomplete work easier to find.
Field guide
Separate student-supplied facts from staff findings and next actions.
Student and credential
Use stable identifiers and academic context to select the right clearance path.
Academic review
Let authorized staff record academic status and explain remaining items.
Accounts and records
Standardize the status returned by library, accounts, financial aid, records, and other offices.
Property and access
Use a checklist for laptops, instruments, keys, cards, or other department property.
Resolution and routing
When action is needed, reveal ownership, task, contact, and date fields.
Final review
Reserve the summary for the registrar and retain underlying office notes.
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Open toolFAQ
Practical answers for registrars, department administrators, graduate coordinators, and student services teams.
A graduation clearance form organizes student details and office reviews before the institution's next graduation step. It records statuses, notes, owners, dates, and final internal review. Each institution defines its own process and participating offices.
Include student ID, contact, credential, program, catalog year, campus, term, and advisor. Add academic, account, library, property, and program checks. Each office needs a status, reviewer, date, and notes; incomplete checks also need an owner, task, contact, and follow-up date.
Yes. Start with shared identity and office sections, then conditionally show program checks. Research students might see defense fields, while arts students see studio property. Use Not applicable so irrelevant checks are not mistaken for missing decisions.
Use Action required and reveal the responsible office, task, contact, and follow-up date. Keep sensitive detail out of broad notifications. After resolution, add the updated status, reviewer, and date while retaining necessary context.
Yes. Separate student-supplied details from reviewer-only fields, whether in one workflow or linked forms. Labels should distinguish student statements from office findings and reserve the final status for the designated reviewer.
No. A submission is an intake and review record, not confirmation of degree conferral or completion of every requirement. Explain your next administrative step and direct status questions to the appropriate institutional office.
Yes. Makeform provides unlimited free forms and responses for generating, editing, publishing, and collecting submissions. The paid tier removes the Makeform badge. Review wording, visibility, routing, and office responsibilities before use.
Use consistent term, program, office, and status values for filtering or export. Create views for action required, awaiting review, and complete records. Assign each exception an owner and date, and have authorized staff verify underlying office decisions.
Give every clearance check a clear owner.
