Graduation Evaluator

LOCATION: Wayland Baptist University (WBU) – Plainview Campus 

DEPARTMENT: Graduate Studies Office 

SUPERVISED BY:  Director of Graduate Studies 



JOB SUMMARY/GENERAL RESPONSIBILITIES: This position works to ensure the integrity of graduate academic records related to degrees and certificates conferred by Wayland Baptist University. Under the general supervision of the Director of Graduate Studies, the Graduation Evaluator is responsible for processing graduation verification, confirming graduation requirements are met, and preparing graduate degrees for awarding.


  1. Evaluates and audits students’ academic history (both at WBU and from transfer institutions) in light of catalog requirements and academic regulations in an equitable and consistent manner. Determines coursework needed for graduation.
  2. In accordance with institutional awarding policy, develops processes to identify students close to completion. Creates and maintains documentation (degree plans) on individual students. Communicates outstanding requirements to academic departments, external campuses, and advisors. Maintains statistical information and produces reports (Board of Trustees) on students graduated.
  3. Counsel students and University personnel in regard to graduation requirements and catalog interpretation. This includes answering questions from students. Communicates and collaborates with deans and academic advisors through e-mail, phone conversations, and/or meetings regarding catalog interpretation.
  4. Conducts other Student Records’ activities as needed (e.g., preparing for commencement, authenticating and linking official documents to students’ academic record, etc.).
  5. Completes final audit before graduation to determine if all graduation requirements are met and degree/diploma should be awarded. Determine if students took all requirements for the degree; classes are completed; holds are present or cleared. 
  6. Complies with and enforce all University policies relating to Graduate Studies and privacy/right-to-know laws and policies.
  7. Ensures compliance with state and federal laws.
  8. Assists with the compiling, analyzing, and dissemination of data and reports and graduation surveys required for institutional research and decision making.
  9. Assists co-workers when requested, providing backup assistance in an accurate, timely, courteous manner.
  10. Performs other related duties as assigned.

 The above statements are not a complete list of all responsibilities and duties performed by employee in this job. Employee may perform other related duties as assigned by the Director of Graduate Studies.

 MINIMUM QUALIFICATIONS:  A commitment of Christian Higher education and in agreement with the purposes and philosophy of Christian higher education as promoted by the Baptist General Convention of Texas/Texas Baptists in general and Wayland Baptist University in particular.


Bachelor’s Degree is preferred; junior status/60 hours or above actively seeking bachelor’ s degree required.

Experience and Knowledge:

Two (2) years of progressive office or related experience is preferred.

Knowledge, Skills and Abilities:

 Knowledge of:

Sound recordkeeping practices; Academic policy, procedures, and processes

Skills in:

Computer operations; Transfer credit evaluation (when applicable); and, prioritizing and organizing work to meet deadlines; Customer service ability to maintain good relations on the phone, in person, and online to provide office support (this requires common courtesy, tact, interest in positive problem solving, and empathy).

Ability to:

Work independently and prioritize tasks; defuse an emotional or tense situation and offer viable solutions; analyze and communicate complex technical and academic information in a clear and understandable manner; be detail oriented and accurate.


  1. Advanced computer application skills.
  2. Outstanding communication skills both oral and written.
  3. Ability to retrieve, organize, understand, and analyze data.
  4. Initiative and self-discipline to organize and conduct projects independently.
  5. Ability to work successfully with others to accomplish the goals of the institution.
  6. Knowledge of laws, regulations, and guidelines, such as FERPA, with respect to Admission and Records regulation.

Additional Requirements;

Must be able to pass background check which may include Credit Check.


Employment is subject to an introductory period to monitor employee performance.   If hired, the prospective employee must present documentation within three (3) days of hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE).  Employee must be able and willing to travel and teach at external campuses.  Must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver’s license.  Must have and maintain a satisfactory driver’s record.

Wayland Baptist University does not unlawfully discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic.