Receiving Your Diploma

Only diploma covers will be given to graduates during the commencement ceremony. All graduates will need to pick up their diploma in the Office of Records and Registration (Ramer 106) during the designated dates provided below. Graduates must have a photo ID to pick up a diploma. Diplomas will only be released to the graduate.

Diploma Pick-Up


Fall 2020

Spring 2021

Summer 2021


February 15 , 2021

June 15, 2021

September 15 , 2021

Pick-up deadline

March 30, 2021

July 30, 2021

October 29, 2021

Request to Mail Diploma

Graduates may have their diploma shipped to them via US Mail by providing a written request and payment for shipping costs. Students can submit a request from their Vol State email account or via a scan/photo of a written request with physical signature to The request should contain the following:

  • student’s name
  • student ID number or date of birth
  • request to mail the diploma including the address to which diploma should be mailed
  • exactly how the student’s name should be printed on the diploma (ex. John S. Brown, John Samuel Brown, John Brown)
  • whether the student is a member of the PTK honor society
  • if a diploma cover and/or commencement program(s) are needed (you will have already received these items if you participated in the ceremony)
  • telephone number for staff to contact the student with shipping cost

The Records and Registration Office will have the package weighed and notify the student via phone of the cost then connect the student with the Business Office to make payment. Once the Business Office verifies payment to the Records and Registration Office, the diploma package will be mailed to the address provided in the student’s request.

Springfield, Cookeville, or Livingston Campus Pick-Up Request

Once diplomas are available on the dates above, graduates may request their diploma be sent to our Springfield, Cookeville, or Livingston Vol State campus for pick-up. The request needs to be emailed to from the student’s Vol State student email account and include the following items: student’s name, student ID number or date of birth, request to send the diploma to campus of choice, exactly how the student’s name should be printed on the diploma (ex. John S. Brown, John Samuel Brown, John Brown), whether the student is a member of the PTK honor society, and if a diploma case or commencement programs should be included. Students will receive a confirmation email with instructions for pick-up.

eDiploma and Duplicate Diploma Requests

Diplomas are available for graduates after their graduating term once all credentials are awarded and posted on transcripts (see dates above). Follow the instructions above for diploma pick up or mailing. Graduates that have lost their diploma may request a duplicate using our Duplicate/eDiploma Request form. Students that graduated prior to 2020 may also use this request to have an electronic diploma, eDiploma, emailed to them. Beginning Spring 2020, graduates will automatically be emailed an eDiploma once diplomas are available for their graduating term.

Graduation Verification

Once grades are posted at the end of every term the graduation staff will verify graduation requirements for each applicant and individually award degrees/certificates. Graduates will be notified via email once their credential is awarded. The email will include instructions on how to request an official transcript and details regarding diplomas. If you need verification of graduation for an employer or transfer institution once grades are posted at the end of the graduating term and prior to receiving the email notification, contact