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Home > News & Events > Press Releases > 2008 > Electronic Substitution Request and Graduation Application

Press Releases

Electronic Substitution Request and Graduation Application

September 8, 2008

Electronic versions of two NOVA forms, the substitution request (NVCC 125-32) and the graduation application (NVCC 125-64), have replaced the current paper forms. The new electronic forms will eliminate the delays and frustrations that were too often part of the old process. Faculty and students should begin using the new electronic versions immediately.

The graduation application and FAQs are available at Navigation from the home page is under “Current Students” and then click “Graduation.” The substitution request and FAQs are available at Navigation from the home page is under “Faculty and Staff,” then click “Academic Advising” and then “Course Substitution.”

Advisors can now initiate a substitution request by completing an electronic form that will go directly to the approving deans and, if approved, to the Central Records Office (CRO). After submitting the request, advisors will receive an e-mail with a link to a tracking screen so that they can follow the progress of the request. Deans will receive an e-mail directing them to the request; they are asked to act on substitution requests within three days after receiving the notification. Substitutions are posted to the student’s record on the next business day after they are received in the CRO. Once posted, they can be seen in the student’s Degree Progress Report.

Advisors should submit substitution requests as early as possible in the student’s program to help students choose their NOVA classes wisely.

The new graduation application will be initiated by students and will also go directly to the CRO. When students submit the form, they will receive an immediate confirmation that they can print for their records. The information will be stored in a database that ensures that we have accurate information about potential graduates. The database will be used to prepare the Commencement program and to communicate with students. Students are strongly encouraged to meet with their advisors before applying and advisors will be copied on all CRO communication to the student.

Graduation application deadlines are October 1 for fall graduation, March 1 for spring graduation and June 1 for summer graduation.

Both forms can also be found in the online forms library at

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Northern Virginia Community College is the largest institution of higher education in the Commonwealth of Virginia and one of America’s largest community colleges. NOVA enrolls more than 60,000 students at its six campuses in Alexandria, Annandale, Loudoun, Manassas, Springfield and Woodbridge, and through the Extended Learning Institute. For more information about NOVA and its programs or services, call 703-323-3000 or visit the College’s Web site,