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Arranging graduation

You're about to graduate. That means there’s a lot to be arranged. The university expects you to take certain steps, as does your faculty and/or institute. Your faculty has various regulations and procedures in place that you need to follow carefully when arranging your graduation.

Steps towards graduation

Graduation means there’s a lot to be arranged. Below you will find a general overview of the steps to be taken. Make sure to first read the information provided by your faculty and department, as regulations and procedures can vary.

  1. You receive the final grade needed to fulfil your examination requirements.
  2. You request graduation: look under the faculty/study programme tab to find out exactly what steps your programme requires you to take to arrange graduation. You may receive a message from uSis entitled ‘You can graduate’. This message will explain the options available if you wish to delay graduation.
  3. Your student registration will not automatically be cancelled when you graduate. You have to cancel your registration yourself via Studielink. However de-registration is not compulsory if you have a reason for not wishing to do so. Make sure to carefully read the information on de-registering or re-registering.

Requesting postponement of graduation

If you receive a message from uSis entitled ‘You can graduate’, but you don’t yet want to graduate because you are taking additional courses or an internship that you want to be mentioned on your final transcript, you can request postponement of graduation. Look under your faculty or study programme tab for more information.

Conditions of postponement

The maximum duration of postponement you can request is until you have been registered on your study programme for the official programme duration plus one additional year. For Bachelor’s programmes this is 3+1 years, for most Master’s programmes this is 1+1 year. If you are more than a year behind in your studies your request will not be granted.

Official regulations on postponing graduation

The regulations and agreements concerning the postponement of graduation have been laid down by Leiden University Executive Board in the Leiden University Regulations on Postponing Graduation.

Requesting your graduation

You should request your final exam, using one of the relevant forms below:

You can do this using one of the following forms:
Request form graduation Bachelor
Request form graduation Master
Request form graduation Research Master

Provide the title of your thesis and internship correctly, as these data will be copied onto your diploma directly.

You can also apply for attending the graduation ceremony via this form.

Graduation ceremony dates

The dates of the upcoming graduation ceremonies can be found on the Awarding of diploma page.

Dates and deadlines for the final exam

Graduation ceremonies are organised twice a year. In the overview, this is stated as 'date of graduation'.
Please mind the following deadlines when requesting the final exam:

  • Fall ceremony (September/October): request the exam before June 15th
  • Spring ceremony (February/March): request the exam before December 15th

Thesis deadlines for graduation in September

  • BA: 1 March: Submit your research plan to your supervisor.
    MA: 1 December: Submit your research plan to your supervisor

  • BA: 15 March: Upload the factsheet in Brightspace.

  • 1 May: upload the first draft of your thesis in Brightspace and inform your supervisor. 
  • 21 May: the first draft of the thesis is corrected by the thesis supervisor.  
  • 15 June (at the latest): upload the final version of your thesis in Brightspace. For the prodecure see below. 

Thesis deadlines for graduation in February

  • BA: 1 September: Submit your research plan to your supervisor.
    MA: 1 May: Submit your research plan to your supervisor.

  • BA: 15 September: Upload the factsheet in Brightspace.

  • 1 November: upload the first draft of your thesis in Brightspace and inform your supervisor. 
  • 21 November: the first draft of the thesis is corrected by the thesis supervisor.  
  • 15 December (at the latest): upload the final version of your thesis in Brightspace. For the prodecure see below. 

Submitting your thesis

Upload a PDF version of your thesis into Turnitin in the Brightspace module. The Turnitin submission date is the official submission date of your thesis.

  • BA students use the HS Bachelor Thesis module.
  • MA students Global Archaeology: HS MA thesis Global Archaeology
  • MA students Applied Archaeology:
    • 'regular' thesis: HS MA thesis Global Archaeology
    • Graduation project: HS Graduation Project Applied Archaeology
  • MA students Heritage and Museum Studies: HS MA thesis Heritage and Museum Studies
  • MSc students Archaeological Science: HS MA thesis Archaeological Science
  • RMA/RMsc students: HS Research MA thesis in Archaeology 

HS means Whole Study Year.
No hard copy will be turned in.

Send an email to your supervisor(s) that you have submitted your thesis in Brightspace and include the full name of the Brightspace module.

Send an email from your uMail address to the Education Office indicating that you have uploaded your thesis into the Brightspace module. Include the full name of the Brightspace module.

To initiate the thesis process, the education office will need the official title of your thesis and the name of your supervisor(s).

The Education Office will notify the Board of Examiners and they will assign a second reader.

After the grade is determined, you will receive an email from the education office. You will also receive instructions on how to upload your thesis in the Thesis Repository. Once your thesis is uploaded in there and your thesis grade is in uSis, you can graduate.

Thesis Repository

The Thesis Repository is an online archive of all Leiden University theses. All students are asked to hand in a digital copy of their thesis for the repository. This concerns a digital copy (in PDF) of the final, graded version of the thesis.

Theses can be marked as open to the public, or remain under embargo in the repository. For open publication, both the supervisor and the student need to give their permission. Do not forget to fill out the permission form, scan it, and send it to onderwijs@arch.leidenuniv.nl.
If only one of the parties chooses to publish the thesis under embargo, the thesis will always be placed under embargo.

Please note: the Thesis Repository only accepts one upload per student. Revised versions will not be accepted.

The thesis grade cannot be registered until the paper has been uploaded to the Thesis Repository, and the permission form has been submitted.

De-registration

With your graduation you are not automatically de-registered from university. If you want to de-register, you need to submit a de-registration request via Studielink. Make sure to select as reason graduation. Read more about the procedure.

Once you have completed all the steps above, it is time for the graduation ceremony!

More information

For any questions about requesting your graduation, please contact the Archaeology Administration Office.

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