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Diploma, Graduation and Job Search Questions
FEBRUARY 28, 2008
Just the other day, we got another call from a customer who said his diploma has turned yellowish and has brown spots on it. This question arises occasionally, so here is a bit more about why it happens and what you can do about it.
Typically, problems like yellowing and brown spots are caused by age and acidity. Sometimes, especially with older diplomas, the paper used to print the document may not have been acid-free. So over time, the acidic content creates yellowing and brittleness. The good news is, over the couple of decades, most diplomas have been printed on acid-free stock. Even if the paper is acid free, if it has been improperly framed or stored in contact with non-pH neutral materials, or if it has been exposed to extreme heat or humidity, your document can be damaged.
You have a couple of choices if your diploma is damaged. If the damage is significant, the most cost-effective approach is likely to contact your college or university and request a replacement diploma. To do this, locate your school’s web site and call or email the Registrar’s Office, as this department most often handles replacement diploma requests. You may even be able to search for your school name + “replacement diploma” and go directly to a site with more details. For example, the University of Pennsylvania and the University of California at Berkeley have great direct links to request a replacement diploma due to damage or a name change. There are some typical requirements in obtaining a replacement diploma. You will be required to provide proof of identity, and you may need to return the damaged diploma. There will be a fee for the replacement document, typically around $50-$100.
If you are attached to your original diploma and don’t want to settle for a replacement, you will need to enlist the services of a conservator to give you an estimate on repairing it. These conservators are specialists and often work on historic documents and fine art restoration, so they have the skills to do the job right, but their services can be costly. There is information available to explain what to expect in working with a conservator. For a referral to someone in your area, contact: AIC, 1156 15th Street NW, Suite 320, Washington, DC 20005-1714; Phone: (202) 452-9545; Fax: (202) 452-9328; E-mail: info@aic-faic.org. You can also submit an online request to AIC for an appropriate conservator in your area, and be sure to specify that you have “books and paper” and an “unbound document” for restoration, with material type of “paper.” At the bottom of the form, you are able to narrow your search geographically.
NOVEMBER 12, 2007
While most diplomas and certification documents today are printed on archival paper produced from treated pulp or rag (cotton), if you have a diplomas that is many years old, it may well be made with sheepskin or parchment. There are even a few institutions including Wabash College that still give their graduates a sheepskin diploma.
Parchment is a thin material made from sheepskin, calfskin, or goatskin. It differs from leather in that it not tanned, but rather stretched, scraped, and dried under tension to create a stiff white, yellowish or translucent animal skin. The finest and highest quality parchments are also called vellum. For more detail about how parchment is manufactured, visit: http://en.wikipedia.org/wiki/Parchment.
So how can you tell if you have a sheepskin or parchment diploma? If you are given one, typically you will receive a note or explanation so that you know it is sheepskin. You can usually distinguish it by sight as well. A sheepskin document has a sheen to it that is greater than the polish on typical matte document paper. Sheepskin also tends to be more translucent and is prone to slight buckling or waves that are more noticeable than what we typically see with paper documents.
Example of a framed sheepskin diploma. Buckling may occur, and is considered normal, in sheepskin diplomas when exposed to changes in humidity.
If in doubt about what your diploma is printed on, it is always best to err on the side of caution and use archival mounting procedures that are recommended for sheepskin, and also happen to be equally safe for paper. In general, mounting a document so that it stays permanently flat by using heat or adhesive methods is not recommended. Many mounting procedures are irreversible, non-archival, and can cause discoloration or damage over time. In the case of sheepskin or parchment, whatever you do, do not try to iron it flat. The sheepskin can curl, melt, and be easily be destroyed by heat.
Documents, certificates and diplomas should be treated as a fine art original would be, using conservation quality backing board and mounting materials that are acid-free, lignin-free, and reversible. Museum mounting methods that are appropriate for sheepskin diplomas include: 1) professional hinging with wheat starch and Japanese paper on lignin-free 4 ply board, or 2) the application of archival corner pockets and/or mounting strips. In all cases, the document should be given room for natural expansion in response to humidity and natural temperature changes. Slight buckling of the skin in response to normal atmospheric conditions is considered normal for valuable documents. While it is not the preferred mounting method, in certain circumstances where the sheepskin has been rolled and stored in a small tube, heat mounting by an experienced custom framing professional is an option. It is done on a lower temperature setting with archival tissue that is reversible with heat.
In framing a sheepskin document, it is important that a conservation-quality window mat be used to keep the edges of the skin from curling up and touching the glass. If the document is allowed to be in direct contact with the glass, humidity can cause it to stick to the glass and create irreparable damage. Choosing your frame style is a matter of personal preference, but since this document will be a showpiece in your home or office for many years, choose a high quality frame that you really like.
If in doubt with regards to framing a sheepskin or parchment diploma, seek the advice of a Certified Picture Framer with the CPF designation through the Professional Picture Framers Association. For more information about the PPFA or to locate a qualified framer, visit: http://www.pmai.org/index.cfm/ci_id/33311/la_id/1.htm. In the event you have a sheepskin that needs repair or cleaning, consult a conservator who specializes in this field. To locate a conservator in your area, call the AIC (American Institute for Conservation) in Washington, DC at 202-452-9545 or visit http://aic.stanford.edu/public/select.html. For more information about custom framing a sheepskin diploma, visit http://www.pictureframingmagazine.com/pdfs/mastermount/JUL02_DIPLOMAS.pdf
SEPTEMBER 07, 2007
Your college diploma will most likely be one of the most valuable documents you will ever earn throughout your life. Have you ever thought about what would happen if you lost your diploma? Either through an office move or a disaster such as a fire or flood, a college diploma along with other valuable documents can easily be destroyed. After all, it is only paper, but it represents so much! If this has happened to you, consider using the following instructions to obtain a replacement diploma.
Instructions on How to Order a New Diploma:
1. Contact the Office of the Registrar at the College or University that you attended. This contact information can usually be found quite easily on the school’s webpage or through the main phone number.
2. Since the Family Educational Rights and Privacy Act (FERPA) was passed in 1974, keep in mind that student records are kept very protected and private. You, the student, will be the only one able to request a new diploma. Family members or spouses will not be permitted to do so.
3. Although every College and University has its own set of rules, expect to pay some sort of fee for obtaining a new college diploma.
4. Most schools follow the Family Educational Rights and Privacy Act (FERPA), so it can be expected that you will need to submit a written request when inquiring about replacing a diploma. A typical written request must include:
• Reason for replacement diploma
• Birth date
• Social Security Number
• Name of College or University
• Graduation date
• Degree(s) earned
• A current mailing address
• A possible notarized sworn statement proving the diploma has been lost
5. Again, find out the specific diploma replacement process from the College or University that you graduated from. Their written request requirements might be more extensive or lenient than the above requirements.
6. Keep in mind that faxing, calling or emailing diploma replacement requests will not be acceptable. Only mailed, written requests will be processed. This eliminates fraud and identity theft.
7. Expect the diploma replacement process to take quite a long time. On average, it should take anywhere from four to ten weeks.
8. For those diplomas from years back, expect to have new, current administration sign your replacement diploma. You might not have the same signature of faculty members from when you attended school.
For additional information regarding replacing student documents visit:
How to order a Replacement Diploma
Family Educational Rights and Privacy Act
Blueprint for Financial Prosperity
MAY 01, 2007
Graduating college is not only stressful but can be an extremely overwhelming time in a person's life. Aside from the fact that you have to move onto the 'real world' with a job, bills and responsibility, you are changing everything you have known for the past four years. We have put together some tips for college graduation and hopefully how to make the next steps in your life a little easier.
Preparing for Graduation - As the time nears closer to commencement there are a few things you are going to need to make sure you have taken care of:
- Do You Have Enough Credits? – While this may seem like a silly question, I know several people who thought they had enough credits to graduate only to find out in the middle of their last semester they were one or two credits shy. Make sure you talk to your advisor, check out your school’s website or visit the Registrar’s office so you aren’t left watching from the back on Commencement day.
- Complete the Required Paperwork – One of the most commonly overlooked pieces when it comes to graduation is making sure you have all of your paperwork turned in. Most colleges require you to submit a graduation application or an ‘Intent to graduate’ form before your last semester. This usually includes the name you would like on your diploma along with the address you would like it sent to. You should also check on whether or not you are required to attend an exit interview with the Admissions office.
- Pay Up! – One thing I learned in college is that schools do not mess around when it comes to money issues. Whether it is for tuition, room and board or a simple parking ticket, the school will be sure they get their money. Make certain all of your outstanding fees are paid along with any new ones associated with graduation. (Schools often require a small fee for diplomas)
- Order Your Cap and Gown – This varies from school to school. Some schools pay for each graduating senior’s cap and gown while other’s do not. Check with the bookstore as this is usually where they are ordered from.
- Who is coming to Commencement? – Commencement ceremonies differ from university to university depending on size and tradition. Larger schools tend to offer a general commencement ceremony for all students along with individual ceremonies for each program while smaller colleges may only have one ceremony. Seats are likely limited and you will be given a certain number of tickets. Determine who will be attending your graduation and how many tickets you will need. Need more than you are allotted? Ask around. Most people don’t use all of theirs.
- Sending Invitations – Yes, this is one of the most tedious tasks there are but if you want people to attend your graduation then you are going to have to invite them. Be sure to include their tickets in the invitation. If it will require travel, provide them with information on hotels in the area.
- Don’t Forget About Your Friends! – The last few weeks of school are extremely hectic. Finals are wrapping up, people are packing to go home and you are trying to enjoy the last few weeks of college life. Before all of this craziness begins, start gathering the contact information of those around you. Telephone numbers, email addresses, IM names, Myspace profiles, whatever you need to stay in touch with them.
After College - When you leave college you are going to be starting a new life. Before you graduate, here are some things you are going to need to think about:
- Job or Grad School? – For some people four years of school is enough. They are ready to go out, start working and never open another Accounting book for the rest of their lives. For others, grad school is the only option. You can’t very well be a doctor without attending med school now can you? How do you decide whether grad school is for you? Obviously there is no easy answer but there are questions you need to ask yourself. Examples:
- Where would you like your career to go? Will it require more schooling?
- Can you afford more school from a financial standpoint?
- Are you going to school because you don’t want to get a job?
If you are in fact looking to go to Graduate school, here are a few resources to help you:
- http://www.peterson.com/
- http://www.gradschools.com
- http://www.princetonreview.com/grad/
- Do I Have to Get a Job Right Away? – You just attended college for four years, you are in debt, and everyone, including you, is expecting you to be on your way to a promising career. Remember that you have your whole life to work. Take some time to travel the country, work odd jobs and do something you love. Working in a restaurant my first year out of college was the best decision I could have made. I met new people, enjoyed life and also matured into someone who was actually ready to start a career.
- Moving Back Home – After a few years of independence can you really bring yourself to move back in with Mom and Dad? In reality, no one actually wants to move back into a place with rules, regulations and a watchful eye but it may be the best option. Free food, no rent, no utilities and free laundry don’t sound so bad when you are making little to no money. Before you immediately start apartment hunting, think about what is going to suit you best in the long run both personally and financially.
- Health Insurance – Having health insurance my whole life I never thought twice about it. When I went away to college Mom gave me a card and told me to hold onto it. Only when I wasn’t living at home anymore and didn’t have health insurance did I realize I needed it. Take a look at some health plans to see what is best for you and what you can afford. Even if you are starting a job, there may be a grace period before you start receiving benefits. Here is a link to a great student health insurance resource from the University of Washington.
- Paying Your Student Loans – Now that you have graduated do you immediately have to start paying off the money that got you through school? Well yes and no. The best thing to do is start making payments as soon as you can. However, the nice thing about student loans is that they are just that – for students. You typically have a six month window before you have to start paying and if you are unable to start your payments then you can defer them for up to a year. Find out about interest rates, consolidating and the best payment plan for you.
- Establish Credit but Not Debt– You just graduated, you are living in a new apartment, you haven’t gotten your first paycheck and you need furniture, groceries and new work clothes. It is very easy to take that credit card and start charging. It is also very easy to accumulate credit card debt just like that. Don’t spend more than you can afford to pay off. Start small and pay it off monthly.
Getting a Job – Unless you are planning on winning the lottery, you are going to have to get a job. I’m sure you will hear that the job search process isn’t ideal and it can be frustrating. Here are some ways to make it a little easier:
- Figure Out Where You Want to Live – Ignore the thought of living with mom and dad for a second and think about where you want to be. Can you go back to your hometown? Is there a city you have always dreamed of living in? Where are the best opportunities for your career? When you begin to look for jobs it can be much easier if you are open to living in a number of places. If there is one place you know you want to live, focus your job search there.
- Putting Together Your Resume – How many times have you heard how important your resume is? Well guess what? Those people weren’t lying to you. In the eyes of a company, your resume not only provides the first impression but also represents you as a person. Visit your campus career center, talk to your advisor or check out our resume resources below (#20).
- Dealing with Rejection – You may apply for 300 jobs in 35 different cities and only hear back from ten of them. You may think that you had the best interview of your life and as it turns out they decided to go with someone else. There are always going to be rejections and it will always be frustrating. Try and take it with a grain of a salt and move on to the next opportunity. You will find what is right for you.
- Take An Interview – One of the best ways to become better at talking and interviewing with companies is…to talk and interview with companies! If you are given the opportunity to come in and interview for a job, take it. Even if you think that you may not want the position, go in, talk to the people who work there, speak with the HR person and practice your interviewing skills. It will give you an idea of the questions you will be asked and also provide you with a better idea of what you are looking for.
- A Job Isn’t a Job –You may be anxious to get a job and start your life but keep in mind that this is your life. Don’t take a job just because it is the first one offered to you. Find a job that you want and will enjoy. Remember, you have to be there five days a week.
Resources – Here are some resources to help you through the job process:
- Searching for a Job – Yes we all know about the big job search sites, Careerbuilder.com, Monster.com and Hotjobs.com and they are in fact very useful. There are also a number of other sites dedicated to entry-level positions for college graduates:
- http://www.collegegrad.com
- http://www.collegerecruiter.com/
- http://www.jobweb.com/
Don’t forget to work with your college’s career center and alumni department
- Resume Writing – There are millions of sites out there that provide you with tips on how to write a resume and what makes a good resume. Here a couple good ones geared towards college seniors:
- Resume Writing Tips from Boston College's Career Center
- How to Write a Resume from Capital University
- 10 Minute Resume - Resume Resource and Information
- Interviewing Tips – Interviewing can be a bit nerve-wracking but it is much easier when you are prepared. Learn about the business, go over common questions and be ready to answer just about anything.
- http://www.msstate.edu/dept/Coop/interview/favq/html
- http://www.western.edu.career/interview_virtual/virtual_interview.htm
- http://content.monster.com
- Enjoy the time you have! – While you need to make sure you are ready to move on you should also be enjoying the time you have now. Hang out with your friends, enjoy only having to attend three classes a day and make the most of your last few months of college. Just make sure to keep these tips in mind when you do start thinking about your future.
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FEBRUARY 23, 2007
How do I get a replacement if my diploma is lost or damaged?
To obtain a new replacement diploma in the event that your original has was been damaged, destroyed, lost, or if you have had a change of name, contact the Office of the Registrar at the College or University you attended. Try doing a search on Google for "Registrar Office replacement diploma" along with the full name of your alma mater. In most cases, this will return a link to an online page with complete details on the process for getting a replacement. If you do not get a relevant link, simply search for your school’s Registrar’s Office and call the general phone number to inquire. They will certainly be able to direct you appropriately. To obtain a replacement diploma, you will be required to provide multiple forms of identification, proof of name change (if applicable), and there is a fee for the replacement document.
How can I find out the size of a school’s diploma?
If you are thinking of giving a diploma frame as a graduation gift, or if you are planning ahead for your own graduation, you can contact the institution’s Registrar’s Office to inquire about the size of the document. You will need this to insure that you purchase a properly sized frame. Do not assume that the diploma will be the same size from year-to-year because diploma sizes can, and occasionally do, change.
To locate contact information for the school’s Registrar’s Office, run a Google search with the school name and "Registrar Office”" This department generally handles diploma printing and distribution. If you call this office, they should be able to tell you the size of the diploma, or at least direct you to person on campus who would have this information.
Below are examples of online diploma replacement instructions
Carnegie Mellon University: http://www.cmu.edu/hub/repdip.html
Cornell University: http://www.registrar.sas.cornell.edu/Student/diplomas.html
University of New Mexico: http://www.unm.edu/~unmreg/diploma_replacement.htm
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