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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.

Graduation procedure

Have you nearly completed your Bachelor or Master and is graduation on your mind? Fill in your graduation form no later than on the last working day of the month preceding the date of the exam.

Graduation September until June

The graduation date is always the last working day of the month in which all components of the programme are completed. The form needs to be handed in no later than on the last working day of the month preceding the date of the exam. If you have completed all components, but you are awaiting your grade for one or more of those, please specify so on the form for each component.

Graduation in August

Students who graduate on the last working day of August need to hand in the form no later than July 1st. If you have completed all components, but you are awaiting your grade for one or more of those, please specify so on the form for each component. Note that all the results should be available in uSis by the 31st of August 16:00 hours.

Bachelor graduation form

Follow the steps described in the Graduation Form Bachelor Exam. Hand in the filled in form together with the required supplements at the Secretary's Office of your programme. In the form you will also find more information about deregistration. 

Questions about the form or the procedure? Contact your Coordinator of Studies.

Master graduation form

Follow the steps described in the Graduation Form Master Exam. Hand in the filled in form together with the required supplements at the Secretary's Office of your programme. In the form you will also find more information about deregistration. 

Questions about the form or the procedure? Contact your Coordinator of Studies.

Student repository

In the Student Repository, Leiden University programmes are building an online archive that makes Bachelor and Master theses easily searchable and publicly available (if desired). This is also a useful tool for future graduates. Uploading your thesis to the student repository is part of the graduation procedure. Please note that you will have to upload the final and approved version (in PDF) of your thesis yourself. The thesis itself can only be made publicly available if the student and the supervisor have given their consent. If one of the parties does not agree with publication, your thesis stays under embargo. Do not forget to fill out the consent form and hand it in to the Secretary’s Office. For more information and an FAQ, please see the Student Repository Website

Please note that the repository accepts only one upload per student. Consequent revised versions will therefore not be accepted. The thesis grade can only be registered after a copy of the thesis has been uploaded into the Repository.

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. To do so, please fill out this form.

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.

1. BA-eindwerkstukbegeleiders

You will write your BA thesis in your third year. The Board of Examiners assigns you a supervisor, depending on your topic. This supervisor will be one of the lecturers. Below you can find an overview of the topics for each lecturer.

Language Acquisition
Dr. A.G. Dorst  
   Metaphor analysis; genre analysis; stylistics; translation studies; comparative linguistics; corpus linguistics
Mr. drs. A.A. Foster
   Terminology (especially legal terminology); lexicography; translation studies (especially legal translation); rhetoric and persuasion studies; stylistics; English for Specific Purposes
Dr. J.V. Jeffery
Dr. D. Smakman  
   Sociolinguistics; phonetics; language teaching & learning
Drs. K.L. Zeven  
   Translation studies; literary translation

Linguistics 
Dr. E.D. Botma  
   Phonology; phonetics; morphology; historical linguistics; comparative linguistics
Dr. M.B. Elenbaas   
   Syntax; syntax-morphology relation; historical linguistics; comparative linguistics; corpus linguistics
Dr. J.E. Griffiths
Generative syntax; comparative syntax; morphology-syntax interface; English syntax; structure of elliptical sentences; information structure
J. Grijzenhout
Phonology, morphology, syntax, historical linguistics, comparative linguistics, first language acquisition, multilingualism
H.E. Klockmann
syntax; morphosyntax; comparative linguistics; corpus linguistics; nominal domain / DPs; syntactic categories; quantifiers; case; agreement
Dr. A.K. Lipták   
   Theoretical syntax
Drs. M.H. Noteboom   
   Syntax; semantics

Literature 
Dr. N.N.W. Akkerman   
   British Literature (1500-1800); life-writing (diaries, memoirs, letters); textual studies (editing); early modern women’s writing
Dr. J.F. van Dijkhuizen   
   I’m happy to supervise BA and MA theses on: British literature, 1500-1800 (especially Shakespeare and other Renaissance playwrights, John Milton, John Donne, George Herbert, Edmund Spenser, eighteenth-century fiction); modern-day stagings and adaptations (including film) of Shakespeare and other Renaissance playwrights; literary theory; twentieth-century poetry. 
   I do not supervise theses on children’s literature, young adult literature and fantasy
Dr. L.E.M. Fikkers
   British Literature (1500-1800); women’s literature; law and literature (trial narratives, revenge tragedies, legal records); life-writing (diaries, (auto)biographies); modern-day adaptations of Shakespeare.
Dr. J.C. Kardux   
   American Literature (1620-present); trauma theory; slavery and memory; migration literature; gender; 9/11 fiction and film
Dr. E.J. van Leeuwen   
   British and American literature from the eighteenth century to the present; classic gothic, horror, science fiction and westerns. 
   I do not supervise theses on children’s literature, young adult literature and fantasy
Prof. dr. P.Th.M.G. Liebregts     
 Literatures in English (fiction and poetry 1800-present, with an emphasis on the Modernist period, and on contemporary literature); the Nachleben (appropriation/ translation) of classical culture in modern English-language literatures/cultures;  Film/TV adaptations of literary texts; Anglo-American film, esp. Orson Welles, Terrence Malick, Christopher Nolan, Martin Scorsese, Stanley Kubrick, Alfred Hitchcock, Francis Ford Coppola, and 1970s American cinema.
I do not supervise theses on children’s literature, young adult literature, science fiction,  and fantasy
Dr. S.A. Polak    
   American Literature (19th century-present); cultural memory; contemporary literatures in English
Dr. M. Newton   
   British and Irish Literature (1800-1970) (especially Austen, Dickens, Hardy, Wilde, Kipling, Conrad, the short story, Gothic and ghost stories, children's literature, Karen Blixen); British and American Film (especially Hitchcock, Powell and Pressburger, Carol Reed, Ealing films, screwball comedy, film noir, Billy Wilder, Polanski, Gothic, Disney)

Philology
Dr. L.M.D. Caon   
   Old and Middle English language and literature; history of the English language; paleography; codicology
Dr. K.A. Murchison
   Literature in Old English, Middle English and Anglo-Norman (including vernacular chronicles, religious texts, women’s literature, and Chaucer’s Canterbury Tales), multilingualism in medieval England, book history, manuscript studies, medieval reading communities, and the theory and practice of scholarly editing (including digital editions). 
Dr. M.H. Porck      
   Old and Middle English language and literature; Anglo-Saxon culture and history; medievalism; fantasy literature (especially Tolkien) For an overview of theses I have supervised in the past, see here.
Prof. dr. I.M. Tieken-Boon van Ostade   
   Early and Late Modern English; historical sociolinguistics; corpus linguistics; grammar and spelling; letters, wills, usage guides

2. Procedure for students

1. Students write their BA-thesis in the last semester of their Bachelor. This can be either the first or second semester of the academic year. The first (mandatory) part of the BA-thesis seminar will start prior to the semester in which the thesis will be written. This seminar consists of an information session by the coordinator of studies. In the seminar, the procedure will be explained and there will be a hands-on university library instruction that will help you to find a topic and appropriate sources. When you have been assigned a supervisor, at least one other seminar will be organized by the section relevant to the thesis at the beginning of the semester. The supervision will then continue either per lecturer and/or individually.

2. Before the 1st of September or the 15th of January, students have to:

1) choose two different topics from the topics listed above. Please note: the topics have to relate to a completed course from the second or third year, excluding introductory courses (such as Philology 3). Please state clearly which courses the topics are related to.
2) read up on the topic and
3) have found at least 3 secondary academic sources for both of their topics

3. The student has to complete the digital form to submit the topics of their choice no later than the 1st of September or the 15th of January. The form has to be fully completed; incomplete forms will not be processed.

Please note:

1) The chosen topics have to be from two different specialisations within the English programme. For information on possible topics please see above. The topics have to relate to a completed course from the second or third year, excluding for introductory courses (such as Philology 3). Please state clearly which course the topic relates to. You can find examples of topics for each specialisation here: Language Acquisition, Linguistics, Literature en Philology.

2) The first topic will usually become the actual thesis topic, unless it is impossible to find a suitable supervisor for the topic, or the topic cannot be approved.

3) Both topics have to be accompanied by a description of no more than 150 words, including the 3 aforementioned secondary academic sources.

NB: The board of examiners shall process only requests that have been submitted via the form above and that meet the requirements listed above.

4) The board of examiners will appoint a supervisor within two weeks after the deadline.

5) The student contacts the appointed supervisor, takes part in the assigned thesis seminar, does more research and writes an elaborate thesis proposal. The student and supervisor will determine deadlines and consultation arrangements. Based on the feedback by the supervisor the student will complete the digital BA-thesis request form and submit this to the board of examiners.

The request should include:

-the request form (signed by the student and supervisor)
-an outline according to the format

-a completed plagiarism statement (more information on what is considered plagiarism can be found here)

6) The deadline to submit the form is the
15th of October for the first semester
1st of March for the second semester

The board of examiners will assess the request and will assign a second reader. The moment of approval is the formal start of the supervision period.

7) The deadline to submit the final version of the BA thesis to the supervisor and second reader is the:
1st of January for the first semester
1st of June for the second semester


Please note: submitting the final version to the supervisor and second reader does not guarantee a pass for the thesis.
 

8) The supervisor and second reader will assess the BA thesis and will give their feedback within four weeks after submitting.
 

9) After you have submitted the final version to your supervisor and second reader, these options can apply:

  • The BA thesis meets the required learning outcomes.
    The supervisor determines the mark in agreement with the second reader by completing two individual and one joint assessment forms. If the BA thesis is graded with a mark 6 or 6,5, the supervisor will send a request to the board of examiners to submit the thesis to a third reader. The assessment of the third reader is binding. The student will receive a copy of the joint assessment form via Umail.
    For the assessment see also 11 below.
  • The BA thesis does not meet the required learning outcomes and has to be revised.
    The supervisor will give the student the opportunity to revise the BA thesis before the end of the first month of the next semester. That is to say:
    - before the 28th of February if the thesis is written in the first semester
    - before the 30th of September if the thesis is written in the second semester

NB: Take into account that there is no thesis supervision in July, August and during the Christmas holidays. If the revised thesis has been submitted in time for the aforementioned deadline, the supervisor will determine the mark in agreement with the second reader by completing two individual and one joint assessment form. If the BA thesis is graded with a mark 6 or 6,5, the supervisor will send a request to the board of examiners to submit the thesis to a third reader. The assessment of the third reader is binding. The student will receive a copy of the joint assessment form via Umail. For the assessment see also 11 below.

10) If:
a) the BA thesis has not been submitted on time (before the 1st of January or the 1st of June);
b) the revised thesis did not result to a pass during the set period;
c) the revised thesis is not submitted or not submitted in time;

the student will be given the opportunity to finish the BA thesis within one additional month (excluding July and August).

This is subject to the following conditions:

  • The thesis must be submitted within one additional month (excluding July and August)the new deadline that applies to situation a):

    - 1st of February for the first semester
    - 1st of July for the second semester (the mark will be announced on the 31st of August at the latest)

    the new deadline that applies to situation b) and c):
    -1st of March for students who started in the first semester
    -1st of October for students who started in the second semester

  • The student is not entitled to any further supervision on the current topic. 

  • If the (revised) BA thesis is not submitted during the additional month or does not lead to a pass mark, the student has to write a new BA thesis and the procedure will be followed from step 2 onwards.

NB: There may be a derogation from these conditions in case of personal circumstances that obstruct the student in being able to finish the thesis on time. The student has to inform the coordinator of studies of these circumstances as soon as possible.

11) Assessment
o   Final mark 6 or 6.5
If the BA thesis is graded with the mark 6 or 6,5*, the supervisor will submit a request to the board of examiners for the BA thesis to be submitted to a third reviewer and will inform the student about this. The third reviewer will assess the thesis as soon as possible. The student has to take into account that this may take longer than the usual assessment period. The assessment form will be submitted when the third reviewer confirms the mark. The student will receive the form by Umail. If the third reviewer does not agree with the given mark, see below.

o   Final mark 5 or 6
If the first or second reader is in doubt whether or not the final mark should be a 5 or a 6, the supervisor will submit a request to the board of examiners to appoint a third reviewer and will also inform the student he or she has done so. Upon receiving this request, the board of examiners will appoint a third reviewer as soon as possible. The third reviewer will assess the thesis as soon as possible. The student has to take into account that the assessment period may take longer than usual. The assessment by the third reviewer is binding. If the final assessment is a 5 the supervisor will contact the student to inform him/her. The online assessment form will be completed after the student has been informed. The student will receive the form via Umail.

o   Joint final assessment not possible
If the supervisor and the second reader cannot agree on the assessment, the supervisor will submit a request to the board of examiners to appoint a third reviewer and will inform the student. Upon receiving the request the board of examiners will appoint a third reviewer as soon as possible. The third reviewer will assess the thesis as soon as possible. The student has to take into account that the assessment period may take longer than usual. The assessment by the third reviewer is binding. The third reviewer will complete the assessment form. The student will receive the form via Umail.

3. Deadlines

The student will complete the digital form with his or her chosen topics on the 15th of January or 1st of September at the latest. The form must be completed in full; incomplete forms will not be processed. 

To graduate in January
On the 1st of September: The student has completed the digital form with his or her topic choices; incomplete forms will not be processed.

Before the 15th of October: has sent the thesis request form to the board of examiners (excie-ba-eng-ba-duits@hum.leidenuniv.nl).

Before the 1st of January: has sent the final version to both supervisors.

To graduate in August
On the 15th of January: The student completes the digital form with his or her topic choices. The form has to be completed in full; incomplete forms will not be processed.

4. Tips for writing your BA thesis

It is important to incorporate all of your supervisor(s) comments. If you disagree with your supervisor then you may start a discussion. Ignoring their remark is not an option. It’s better to hand in each chapter of your thesis to your supervisor separately instead of as a whole. This way the supervisor can detect any crucial mistakes sooner. If you submit your complete thesis as a whole then you risk having to write it again.

Please also take into account that you and your supervisor make an overview of when you are going to meet and deadlines to submit certain parts. If you cancel several appointments with your supervisor, for whatever reason, this may result in missing the initial deadline. The supervision will terminate on the 1st of July and will continue on the 1st of September.

More tips to help you write your BA thesis.

5. Finishing your BA thesis

You decide when you submit the final version of your thesis in consultation with your first reader (note the deadlines!). You submit this in hard copy to both your supervisors.

The supervisors have 4 weeks to check the thesis (between the 1st of June and the 31st of August this is a maximum of 6 weeks). Your thesis will be assessed by means of an assessment form. During the BA thesis seminar

If you graduate in August then you have to submit your final version to both your supervisors on the 1st of June at the latest. The assessment interview will take place before the 15th of August. If you graduate in January then you have to submit your final version to both your supervisors on the 1st of January at the latest.

6. Preparing your graduation

We advise you to keep track of your study plan in the course of your third year to prevent any unpleasant surprises right before graduating. If you’re not sure whether or not you have passed all study components please contact the coordinator of studies.

Did you almost finish your bachelor’s? Check this page describing the administrative part of the graduation process.

7. Graduation ceremony

The degree/graduation ceremony will take place in October (for students graduating in August) or in March (for students graduating in January). This means that you will be awarded the diploma in October or March, even if your official graduation date is earlier. In this case, you do not have to re-enrol for the next academic year (please note: if you graduate by the end of January you have to de-register via Studielink, see below!).

The exact date of the graduation ceremony will be announced in an invitation sent to the student. The graduation ceremony will be held in the Academy Building. You can invite your family and friends; the invitation will contain more information. 

If you cannot attend the graduation ceremony, please notify the education administration in advance. The education administration will contact you when your diploma is ready. You can then collect it yourself at the administration (osz-oa-eyckhof@hum.leidenuniv.nl). Do not forget to bring your identification.

8. Terminating your registration

When you graduate you can submit a request for termination of enrolment via Studielink. Log in and choose the option ‘request for termination of enrolment’ at ‘my enrolments’. You also have to do this when you haven’t finished and don’t want to continue your bachelor’s. You can find more information on this website.

Upon graduating  
You can terminate your registration via Studielink in the month following your graduation date at the latest. The de-registration will take effect on the 1st of the month following the month in which the last mark has been obtained. Log in and choose the option ‘request for termination of enrolment’. If you have already paid tuition fee for the months following the month of graduation, then the amount overpaid will be refunded. This does not apply for July and August. For more information, you can contact Front Office Student Affairs Plexus. When you de-register from the 1st of July or the 1st of August there will be no refund.

Student finance
The right to study finance lapses as of the month during which your registration has been terminated. This is the case only when you cancel your registration for all programmes for which you are registered as a full-time student. You have to cancel the study finance yourself by sending a change notification form to the Dienst Uitvoering Onderwijs (DUO).

Public transport card 
Please remember that from the moment of de-registration you no longer have the right to study finance and the OV public transport card. Do not forget to return your OV-card in time. When you de-register for a period in which you had the OV-card in your possession, you will receive an invoice from the Dienst Uitvoering Onderwijs (DUO) for around €140 for each month you had the OV-card in your possession. Moreover, all study finance you have received in this period will be re-claimed. From September to June, you can submit a request to the Executive Board/Student Registry via Studielink to receive a refund for part of (the remaining part) of the tuition fee.  

The request has to be submitted in the month following the month of graduation at the latest (the graduation date mentioned on the diploma, not to be confused with the date of issue of the diploma).

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