Commencement Program Production Timeline

Commencement programs are an official university document and keepsake for our graduating students and their families. To provide a high-quality product for all programs, the following timelines and responsibilities are outlined below.

University Communications will coordinate and be available for questions and consultation for both program coordinators and designers throughout this process. 

Key Dates for Academic Units (2026)

  • March 9: Program coordinators receive the program production spreadsheet that includes team names, production steps, and pricing.
  • March 11: Designers receive commencement style guide (same as 2025).
  • Mid-April: Coordinators can begin pulling graduate names from Cognos.
  • April 15: Coordinators receive an interior program template to insert the names of the graduating students. An asynchronous training will be shared and office hours offered.
  • April 20: University Communications will send an email to all coordinating team members for each program, creating a thread to share drafts, feedback, and revisions.
  • April 24: Coordinators input printing details (program cover option, quantity, billing index, delivery location, etc.) to the program production spreadsheet.
  • May 8: Cover designs that include foil are due to UO Print Services by this date. Note: Covers that do not include foil are due May 15.
  • Early-May: Coordinators begin pulling honors and distinctions for cum laude, magna cum laude, etc. from Cognos  and update interior program document.
  • May 13: All interior content, including Latin Honors, must be submitted to assigned copyeditor for editing and design by this date.
  • May 13-May 15: Copy editors will provide one round of review, then send back to program coordinators to accept tracked changes. Note: Formatting and spelling of student names is the responsibility of academic units.
  • May 18-May 21: Designers will use the finalized document to design the program interior, then send design PDF to coordinator to finalize and approve.
  • May 23: All requested edits or changes are submitted by this date.
  • May 25: Final print files to the University Printing Services by 4:00 p.m.
  • May 27-29: Proof programs will be delivered and need to be reviewed and approved, or any changes need to be requested.
  • June 11: All programs will be delivered to preferred locations. 

If units are copy editing and designing their own programs, please send a final designed draft to uobrand@uoregon.edu by May 18. We will review and return by May 23.

Contact

If you have any questions about this timeline, the design templates, training, or other needs, please contact Mel Chambon with University Communications.