Diplomas are mailed approximately 6-8 weeks after the end of each semester. This allows time for final grading, reviews by school/college degree clearance staff, posting of the degree to the student record (transcript), and processing of the diploma.
Your diploma will not be mailed if you still have certain types of holds on your academic record. When you clear your holds, your diploma will then be automatically released for mailing (you don’t need to contact us first).
Duplicate diploma order form
If you need a replacement or duplicate copy of your diploma, please follow the instructions on the duplicate diploma order form. All diplomas, regardless of your degree or when you earned it, will be printed on 8- by 10-inch paper. The cost is $60. Processing, printing, and mailing your diploma can take up to six weeks.
Certified electronic diplomas
Some students may be required to obtain a PDF version of their diploma to include with materials for employers, agencies, licensing boards, educational institutions, etc. Please read about certified electronic diplomas here.
Diploma cover
Kohl Center Ceremonies: Graduates will receive the red diploma cover at the ceremony.
Camp Randall Stadium Ceremonies: Graduates will receive the red diploma cover while picking up their cap and gown at the University Book Store. Exception: Business and Engineering grads will receive a diploma cover at their school/college commencement celebration.
The Office of the Registrar has diploma covers available for pickup for students who are unable to participate in regular commencement events. Check here for our location and office hours before visiting.
Notarized Diploma Letter for Apostille
Apostille service is available through the State of Wisconsin Office of the Secretary of State. Please follow the instructions to submit your documentation for an apostille. UW–Madison cannot guide you through the apostille process, but we can provide you with a notarized letter that certifies your diploma.
If you have your original diploma, you do not have to order a duplicate copy to submit for an apostille. You may fill out this form and we will prepare and mail you a true copy of the diploma that can be submitted to the Office of the Secretary of State.
If you decide to order a duplicate copy and have it apostilled, the Office of the Secretary of State will accept the printed copy of your diploma as an original document. However, if the duplicate diploma you plan to submit does not bear the same signatures of the governance in office at the time of your graduation (UW System President, UW System President of the Board of Regents and UW–Madison Chancellor), they might reject it and require a notarized letter from the UW–Madison Office of the Registrar. In this case, after you have ordered and received your duplicate diploma, you may fill out this form and we will prepare and mail you a true copy of the diploma that can be submitted to the Office of the Secretary of State.
Please note that we will not notarize Certified Electronic Diplomas (CeDiplomas) or transcripts. The official transcript meets the apostille requirements without a need for additional certification.
Degree name on diploma
UW–Madison diplomas list the student’s legal name or name in use/preferred name, degree earned, and any applicable degree-level Honors earned through an Honors program. Majors are not listed on the diploma.
Degree name formats vary from program to program. Specialized or professional degrees may list a major as part of their degree name.
Degree titles appear on both the diploma and transcript.
Example: Bachelor of Science |
Degree title will appear as listed under Diploma Description on the Majors, Options, and Degrees and Certificates Report. |
Major(s) appear on the transcript only.
Example: Psychology BS |
Major title will appear as listed under Transcript Description on the Majors, Options, and Degrees, and Certificates Report. |
Certificates appear on the transcript only
Example: Certificate in Entrepreneurship |
For a list of official UW-Madison certificates, view the Majors, Options, and Degrees, and Certificates Report. |
Personal name on diploma
You can choose whether you want your legal name or name in use/preferred name on your diploma. In Student Center, the apply for graduation action asks you to select your diploma name.
You can make changes to your name in use or legal name after initially applying to graduate. The name in use or legal name at the time of the diploma order is what will be printed on the diploma. Any changes after the degree conferral date are not guaranteed to be reflected on your diploma due to the timing of degree posting and diploma ordering.
You can also go back into the application for graduation to change your diploma name preference if you wish (e.g. to change from legal to name in use). Again, the name at the time of diploma ordering is what will appear on their diploma, so final selections should be completed by the degree conferral date each term.
Please note that changes to name in use/legal name after the apply to graduate deadline will not impact the name that appears on the commencement program.
If you do not complete an application for graduation, your diploma name will default to your legal name.
FAQs
Diplomas
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When will I receive my diploma?
Most students will receive their diploma within 6-8 weeks of the degree conferral date.
Many variables can impact the exact timing of a student’s degree posting and diploma order. In general, a diploma will be automatically ordered shortly after your degree is posted if there are no holds that prevent its release on your record. Once ordered, it can take 2-3 weeks plus mail delivery time to arrive.
Note to international students: You must add a diploma address in MyUW > Student Center > Profile for a physical diploma to be ordered. View the step-by-step instructions.
Do I need to request my diploma?
There no need to request a diploma, it will be automatically ordered shortly after a degree is posted.
Note to international students: You must add a diploma address in MyUW > Student Center > Profile for a physical diploma to be ordered. View the step-by-step instructions.
Will I receive an update on the status of my diploma?
An email will be sent to your wisc.edu email address once the diploma has been mailed.
Where will my diploma be sent?
Diplomas will be mailed to your home address on record, unless you have added a diploma address. View the step-by-step instructions on viewing/editing your addresses.
Note to international students: You must add a diploma address in MyUW > Student Center > Profile for a physical diploma to be ordered. View the step-by-step instructions.
Can I change the address after the diploma is sent?
Since diplomas are printed and sent by a third party vendor, we cannot edit the mailing address once the order has been placed.
When is the latest I can edit my address for diploma mailing?
We would recommend editing the address as soon as possible, and no later than the degree conferral date to prevent the diploma from being mailed to the wrong/inactive address.
Can the diploma be tracked once sent?
Diploma mailings do not have any tracking associated with them.
It's been X days since my diploma was mailed, but I never received it. Who should I contact?
Please allow 30 days for the diploma to arrive. If you have not received your diploma in the mail 30 days after being notified it was sent, please contact the Office of the Registrar.
Can I pick up my diploma on campus?
No, the Office of the Register does not print or manage diplomas. Diplomas are printed and sent by a third party vendor and will be sent directly to you by mail.
Will my major be listed on my diploma?
UW–Madison diplomas list the student’s name, degree earned, and any applicable degree-level Honors earned through an Honors program. Degree name formats vary from program to program. Majors are not listed on the diploma, unless they are part of the degree being earned.
You can verify your major’s degree name by viewing the Majors, Options, and Degrees List PDF.
I completed two majors. Will I receive more than one diploma?
At UW–Madison, double majors consist of two majors attached to a single degree, as opposed to two separate degrees, each with its own field of study.
Since diplomas reflect the degree you have earned, only one diploma is awarded. All degrees, majors, certificates and honors earned will be listed on your transcript and included in any degree letters.
I completed a certificate. Will I receive a paper certificate?
Although uncommon, some departments will produce and provide students with a paper certificate. You are welcome to contact the relevant academic department to inquire about the certificate you completed.
What name will be printed on my diploma?
You can select whether you would like your name in use/preferred name or your legal name. You will make this selection when applying for graduation. If you don’t complete an application for graduation, your diploma name will default to your legal name.
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When will a CeDiploma be available?
A certified electronic diploma (CeDiploma) will be available once your diploma has been mailed out, approximately three weeks after the degree was posted. An email will be sent to your wisc.edu email address once a CeDiploma is available.
My degree was posted but a CeDiploma is not available. Why is that?
A certified electronic diploma (CeDiploma) will be available once your diploma has been mailed out, approximately three weeks after the degree was posted. An email will be sent to your wisc.edu email address once a CeDiploma is available.
What if I have more questions?
Additional frequently asked questions and their answers can be found on the CeCredential Trust website. You are also welcome to contact the Office of the Registrar with questions.
Duplicate Diploma
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When will I receive the duplicate diploma I ordered?
In general, a duplicate diploma order will take 2-3 weeks for processing plus mail time.
Please expect the following timeline:
- Order is reviewed by the Office of the Registrar and a confirmation email sent: 2-3 business days
- Order is placed and processed by a third party vendor: 2-3 weeks
- Diploma is mailed and delivered: While most orders will arrive more quickly, please allow up to 30 days for domestic mailing and 60 days for international mailing.*
* Expedited service: 1-5 business days.
My name has changed since graduation. What name will be printed on the diploma?
The diploma will list the legal name on your student record (or a name in use if that is what you indicated on your application for graduation beginning Spring 2023). If your legal name has since changed and it is not currently reflected on your student record, we recommend you submit a legal name change request before placing an order. To submit a name change, follow the instructions.
You will be notified by email once the legal name was successfully updated, at which point you may place an order for a duplicate diploma that will list your current legal name.
If you place a duplicate diploma order under a name that doesn’t match the legal name in your student record, you may receive email communication from the Office of the Registrar seeking clarification before the duplicate diploma payment is approved.
Will the diploma look identical to my original one?
All diplomas, regardless of your degree or when you earned it, will be printed on 8X10 inch paper and have signatures of the current administration (UW System President, President of the Board of Regents and UW–Madison Chancellor).
Will the duplicate copy have a notation of not being the original?
No, a duplicate copy means an additional diploma. It will not have any notation or indication that highlights is as a duplicate or replacement. It will, however, have signatures of the current administration (UW System President, President of the Board of Regents and UW–Madison Chancellor).
I don't know the exact month and year of graduation. What should I enter in the order form?
Please complete the form to the best of your knowledge. Each request will be reviewed by the Office of the Registrar to ensure it matches your student record.
What are the available shipping options?
Your order includes free USPS shipping for domestic and international orders. Please note this service does not include tracking.
Expedited shipping (optional) will allow faster, trackable shipping of your diploma at additional cost. Please note that while shipping time will be expedited, processing time will remain 2-3 weeks.
- Domestic: UPS Ground (1-5 business days).
- International: UPS Worldwide Express (1-3 business days)
Do I have to enter any information in "Name as it is to appear on Credential" field?
No, that is not a required field.
If your current legal name matches the one on your student record (“Current Name on Credential”), or if your current name has changed but you wish to order the diploma to be printed with the name on record, you do not have to enter any information in that field.
If your current legal name is different than the one on your student record (“Current Name on Credential”), entering your current legal name will indicate to the Office of the Registrar that you wish to change your name before the diploma order is processed. If you have indicated that a change is required, you will be contacted by our office with instructions to submit a legal name change before the order can be processed.
We encourage you to submit the name change before or immediately following the order to allow faster processing time. To submit a name change, follow the instructions.
The online order form refers to Credential. What is that?
The form is referring to the diploma as Credential.
Do I have to have a Paypal account set up to pay for the order?
No, you don’t have to have a Paypal account. Click the “Check Out as a Guest” when routed to the PayPal payment page.