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.
- You receive the final grade needed to fulfil your examination requirements.
- 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.
- 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.
During the year, if you want to graduate, you have to inform the Science Student Administration at least 5 weeks before you get your last grade (last examination or graduation interview). You can do this via e-mail or in person at the Science Student Administration.
In the Summer Period the processing time is longer, because of the amounts of graduation requests. Therefore, if you want to graduate in Summer it is safe to inform the Science Student Administration two months in advance.
At that time, not all grades are expected to be registered in uSis. But you can already check whether all the grades that are in your course history are also visible in your academic requirements.
Ensure that your academic requirements are properly processed as quickly as possible. You can read how to do this under 'Academic requirements in uSis'. You can also consult uSis-Help, where necessary.
Don’t forget to de-register via Studielink if you have fully completed your studies and will no longer be studying.
If you decide to take a Master’s degree after your Bachelor’s, you also have to register via Studielink for this Master’s degree programme.
Some Study Programmes have specific information. If so, you see a studyprogramme TAB. Check the information there.
The following is general information.
If you want to start your master study at the 1st of September, you have to finish your bachelor study by the end of august. You must then follow the graduation process mentioned below:
The deadline for registration is 1st July.
When you register at the Science Student Administration, please hand in a graduation programme, that is signed for agreement by the Exam Committee.
At that time not all grades have to be known in uSis, but ensure that your academic requirements in uSis are properly processed as soon as possible and certainly by 15th July at the latest.
Make sure that your final grade, after finishing the course has been handed in to the Science Student Administration as soon as possible. It is you own responsibility to check this! Don’t assume that your lecturer will hand in your grade!
For some degree programmes there are chances to take a last-minute re-sit. If you still have to obtain your very last grade in the last week, the Science Student Administration staff will take this into account. Let them know your plans and schedule when you register for graduation.
If you do not want to graduate yet, you can request postponement of graduation at the exam board of your institute. To do this, you can use the webform.
The Board of Examiners shall accommodate the request if the student has been enrolled in the programme for which the request has been submitted for no longer than the duration of studies plus one year. If you have already passed this duration your request will most likely not be approved.
If you want to graduate in the summer, the following process applies. This helps to spread the work load for the student administration department.
The deadline for registration is 1st July.
When you register at the Science Student Administration, please hand in a graduation programme, that is signed for agreement by the Exam Committee. At that time not all grades have to be known in uSis, but ensure that your academic requirements in uSis are properly processed as soon as possible and certainly by 15th July at the latest.
Make sure that your final grade, after finishing the course has been handed in to the Science Student Administration as soon as possible. It is you own responsibility to check this! Don’t assume that your lecturer will hand in your grade! For some degree programmes there are chances to take a last-minute re-sit. If you still have to obtain your very last grade in the last week, theate Science Student Administration staff will take this into account. Let them know your plans and schedule when you register for graduation.
The “Academic Requirements” section in uSis describes which programme you need to follow in order to pass in accordance with the OER (Course and Examination Regulations). Only when your course history appears under “academic requirements” can a diploma and the respective Diploma Supplement be prepared.
Under “academic requirements” you will see the compulsory subjects on your curriculum and also a number of the most popular elective subjects.
However, as there are so many elective subjects available, not all of the subjects that you can take have been named. To obtain permission for one of these elective subjects you have to submit a petition request to the Board of Examiners. For students nearing graduation, you could consider the following two scenarios:
- In the past you have already obtained permission for a subject. In this case, hand in proof of this permission to the Science Student Administration. The Science Student Administration staff will make sure that this permission is processed in uSis;
- You don’t yet have permission from the Board of Examiners to take a subject. In this case you should submit a petition request as shown under Electives.
When your grade for the approved elective subject is determined in uSis, it will appear under your academic requirements and you will be a step closer to graduation. Do you still have questions about any of the above? Then send an e-mail to your study advisor (if it is about the contents of the subjects or your programme) or email@example.com (if it is a question about uSis).
The official rules concerning graduation can be found on the university website.
Follow the steps below to arrange your master's graduation in Astronomy.
Determine your certification and ceremony dates:
The certification date is the last day of the month in which you received your last grade. This date is your formal exam date and will be stated on your diploma.
The ceremony date is the first fixed date based on your certification date on which you can receive your diploma. You can also choose for a different (later) ceremony date.
The request deadline is the date by which you have to submit your graduation request (see Step 3).
|30-10-20||26-01-21||Prof.dr. B. Brandl||18-09-20|
|30-11-20||26-01-21||Prof.dr. B. Brandl||19-10-20|
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|29-01-21||23-02-21||Prof.dr. H. Rottgering||23-12-20|
|26-02-21||30-03-21||To be announced||15-01-21|
|31-03-21||24-08-21||To be announced||17-02-21|
|30-04-21||24-08-21||To be announced||19-03-21|
|31-05-21||24-08-21||To be announced||19-04-21|
|30-06-21||24-08-21||To be announced||19-05-21|
|30-07-21||24-08-21||To be announced||18-06-21|
|31-08-21||28-09-21||To be announced||30-06-21|
|30-09-21||26-10-21||To be announced||19-08-20|
|29-10-21||25-01-22||To be announced||17-09-20|
|30-11-21||25-01-22||To be announced||19-10-20|
|23-12-21||25-01-22||To be announced||11-11-20|
|31-01-22||22-02-22||To be announced||20-12-21|
|28-02-22||29-03-22||To be announced||17-01-22|
|31-03-22||30-08-22||To be announced||17-02-22|
► Select your graduation committee members well in advance
- You have to personally invite the member(s) of your graduation committee who will conduct the interrogation during the graduation ceremony, except for the ceremony chair, who has been arranged already.
- Your graduation committee must consist of at least two members. One of them is the ceremony chair, who is already arranged (see table above). The other member should preferably be your daily supervisor (PhD, Postdoc). If your supervisor is unavailable or already scheduled to be the ceremony chair, you can select another Leiden Observatory Phd, Postdoc or staff member.
- If you graduate in Astronomy and Business Studies, Astronomy and Science Communication and Society or Astronomy and Education, a representative of that specialisation is generally part of the graduation committee.
► Verify availability
- Verify carefully and well in advance if the member(s) of your graduaton committee are available for signing and attending the ceremony on your planned graduation ceremony date.
- In case of any difficulties in arranging your graduation committee members, contact the Astronomy Student Affairs Officer.
- Certification date in August? → Deadline 30 June, 23.59 hrs
- Certification date in September-July? → Deadline 6 weeks prior to certification date
- Check your graduation request deadline in the table at Step 1
► Hand in Request Form Master's Graduation
- Complete the Request Form Master's Graduation Astronomy.
- Send the completed form to the programme coordinator (firstname.lastname@example.org) and the study advisor (email@example.com). They will check your request and forward it to the Leiden University Science Student Administration.
► Hand in Study Plan and the front page of your Master's Thesis
- Along with your Request form Master's Graduation, hand in a validated copy of your Study Plan, signed by the study advisor (Wouter Schrier) and the chair of the Board of Examiners (Ignas Snellen).
- Along with your Request form Master's Graduation, hand in the front page of your Master's Thesis.
- Certification date in August? > Deadline June 30st, 23.59 hrs > Deadline Grading July 14th.
- Certification date in September-July? > Deadline at least 2 weeks prior to certification date.
- All deadlines can be found in Step 1.
► Hand in Master's Thesis
- Send a digital copy of your Master's Thesis to firstname.lastname@example.org.
- Certification date in August? > Deadline 14 July, 23.59 hrs
- Certification date in September-July? > Deadline at least 2 weeks prior to certification date
► Complete your study elements in uSis
- Make sure all your study elements and grades are are registered in uSis.
- This should include the grade for your Astronomy Master's Research Project, using the Master Research Project Grading Form.
- It is allowed to have one grade missing; the final grade can be handed in up to and until the certification date.
► As soon as you are informed that you have met all requirements for graduation
- Upon graduation, you must terminate your student registration at Leiden University through Studielink. The date on which this happens is not automatically related to the certification date or ceremony date on which you receive your actual diploma. It is therefore wise to submit your request for de-registration as soon as you are informed that you have met all the requirements for graduation.
► Graduation outside Summer months
- If your graduation is not in July or August, it is important that you select 'graduation' as the reason for your de-registration when prompted. This way, you will still be enrolled when your diploma is registered. There is no risk that your de-registration will come into effect too early, as your registration will only be terminated once your graduation is recorded in uSis.
- If your graduation is not in July or August and you don't select 'graduation' when prompted, you will be unenrolled by the last day of the month, potentially resulting in an incomplete graduation process as your diploma can no longer be registered in uSis. You will then have to re-register before the graduation process and de-register afterwards again. Obviously, this takes a lot of time. Furthermore, it might entail that you cannot take part in the upcoming graduation ceremony and will have to wait for the next ceremony.
► Approximately 4 weeks prior to your ceremony date
- At the graduation ceremony, you will give a presentation.
- You will be asked to prepare a presentation of your Master's Research Project with a maximal duration of 7 minutes.
- Prepare your talk well using these presenting tips and action plan for your presentation.
- Your audience will be the supervisor of your Master's Research Project, your graduation committee, the Astronomy Board of Examiners, family, friends and other invitees.
- It is advised to have your supervisor look at your presentation beforehand and to rehearse your presentation.
- Due to the Covid-19 situation the ceremony and therefore the presentation will be held online.
► Approximately 2 weeks prior to your online ceremony date
- You will receive an official invitation from the Science Student Administration, stating the time of your graduation ceremony. Due to Covid-19, this will be organised online.
- Normally, the venue for the ceremony will usually be the Faculty of Science room in the Academy building. In 2021 this will be organised online.
- At the graduation ceremony, you will give a presentation on your research project.
- Next, the chair of your graduation committee invites questions from the audience, followed by questions from the committee (only if there is time left). The presentation and questions together should take about 20 minutes.
- After that, you have fulfilled the final obligations.
- Finally, one of the members of your graduation committee will conclude the ceremony with a short speech to you.