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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.

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.

Check the Study programme tab for specific procedures. The text below is general and can differ from your study programme.

Graduation procedure regular

Graduation in the summer period

Postpone your graduation

Once you have gained all the study points required, you can graduate. What steps do you have to take to request graduation and how should you correctly process your academic requirements in uSis? There are also important deadlines when making a request for your diploma. Lastly, you can choose to request to postpone your graduation, for example if you wish to follow extra courses.

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Graduation procedure

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.

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Request to postpone your 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. More information about the request for postponement.

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Graduating for your BACHELOR's degree in the summer periode (Starting your master 1st of September)

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.

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Graduating for your MASTER's degree in the summerperiod

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.

Academic requirements in uSis

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:

  1. 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;
  2. 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 tousis-fwn@edufwn.leidenuniv.nl (if it is a question about uSis).

University website about official graduation rules

The official rules concerning graduation can be found on the university website.

Graduation for the Propedeuse exam

When you manage to finish the first year program in 1 year, you will be automatically informed about a faculty ceremony in October during which the Propedeuse diploma’s are handed over to the students.

If you did not make this, but had a positive BSA advice, you will probably finish your propedeuse somewhere in another year.
As you are the one who will notice this first, we ask you to come to the Science Student Administration to officially ask for the Propedeuse Diploma. Doing this, you have 2 advantages:

  1. You wil receive an official Propedeuse diploma
  2. There will be no delay when you end your complete Bachelor exam. A Propedeuse exam is a prerequisite for the Bachelor exam. Please be aware of that.

Are your Study Requirements in uSis not correct? Do you miss courses or grades? Do not wait until your graduation but report this to the Science Student Administration. There you can also apply for you Propedeuse Exam. Representative within the Science Student Administration for your study.

Arranging your Physics master graduation

Please follow the STEPS below to arrange your master graduation.
Important FORMS:

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, which you will be handed over on the first fixed ceremony date after your certification date.

Hand in graduation request form no later than:

Certification dates Academic Year 2018-2019

Next graduation ceremony will take place on:

17-8-2018

28-9-2018

17-12-2018

19-9-2018

31-10-2018

17-12-2018

19-10-2018

30-11-2018

17-12-2018

12-11-2018

24-12-2018

26-03-2019

20-12-2018

31-1-2019

26-03-2019

17-1-2019

28-2-2019

26-03-2019

15-2-2019

29-3-2019

25-06-2019

19-3-2019

30-4-2019

25-06-2019

19-4-2019

31-5-2019

25-06-2019

17-5-2019

28-6-2019

27-08-2019

19-6-2019

31-7-2019

27-08-2019

30-06-2019[1]

30-8-2019

24-09-2019


[1] Please note: students finishing their master’s in August will need to hand in the required documents before July 1st. Due to the large numbers of students graduating, we have a ‘Summer graduation request deadline’ at our office, which is July 1st.

 

Approximately 6 weeks prior to the certification date you need to hand over to the Graduate School Office:

  • A completed form Request form Master Exam Physics (see table under step 1) 
  • An approved study plan of the programme, signed by the Board of Examiners. On the study plan, there is room for only two extracurricular courses; if more extracurricular courses need to be put on your diploma supplement, please include these in an attachment to the study plan
  • All transcripts or certificates for grades from other universities that are not yet registered in uSis but should be part of your Master’s (either curricular or extracurricular)

Check your grades and uSis requirements 2 weeks prior to the certification date:
All components i.e. grades should be registered in uSis. It is allowed to have one grade missing; the final grade can be handed in up to and until the certification date!

Note: for the last grade please use the Grading MSc Research project form

At the end of the master project the student has to give a presentation on the master project he/she has conducted. 
The intention is to present your research project to your supervisor(s), your fellow master students and guests you have invited.The presentation needs to be announced on the Physics education website. Please send below details a few days prior to your presentation to onderwijscoordinator@physics.leidenuniv.nl
to make the announcement on the education webpage:

  • date, time and location of the presentation (the room can be booked via the secretariat of the research group or if needed via the programme coordinator)
  • title presentation 
  • name of the research group 
  • name (titles) of the supervisor(s) 

Prior to your certification date the Science Student Administration (SSA) centre receives:

The Programme Coordinator Physics receives electronically:

Contact details Programme Coordinator:

All theses are checked for plagiarism and stored in the thesis respository Leiden Repsitory (a printed version is no longer required).

The student is responsible for uploading the thesis in the thesis repository of the Leiden University. 

  • Log in with your ULCN account in the Leiden Repository and read the documents below before you start.
  • The date for uploading your thesis is the date that is on the grading and permission to publish form. 
  • All Physics theses are entered in the thesis repository and are made public, unless agreed differently. 
  • The permission to make a thesis public or to put it under partly or complete embargo is being confirmed by signing the ' permission to publish form' which is now part of the 'grading form', to be found under the section ' Master Forms'.  
  • Flowchart thesis repository
  • Description student upload thesis repository

Read about de-registration or re-registration on the following university page 

Approximately two weeks before the graduation date, the Graduate School Office sends out an official invitation with a specification of the time and location of the graduation. 

Graduation Ceremony

  • The student prepares a brief three-five minute presentation on his/her MSc research project. Please make it accessible to a lay and non-physicist: the audience are your and your fellow students' guests! Please send this presentation (pdf, powerpoint, or keynote) to boardofexaminers@physics.leidenuniv.nl before 12:00 of the previous working day.
  • The ceremony will begin with these short presentations of yourself and up to three fellow students. Subsequently we will grant the degree to each student. The total time of the ceremony will be about one hour.
  • The venue for the meeting will be the Academy building, Lecture Hall. 

Friends and family are more than welcome to be present at this joyous occasion. Do let us know if you plan to be accompanied by more than 8 guests. The seating in the Lecture Hall is limited and we can only accommodate more than 8 guests per student if space permits.

'Zweetkamertje' ('Sweat Room')

A real Leiden tradition is to put your name on the wall of the so-called ‘Zweetkamertje’ (‘Sweat Room’) once you’ve graduated. If you want to do this, here is how:

After the graduation ceremony, show the doorman of the Academy Building your diploma and ask him/her to open the door to the Zweetkamertje so you can sign the wall. The doorman will walk you to the Zweetkamertje, open the door and you can go inside. The doorman will wait at the door. About three or four people are allowed in there with you. You may now sign the wall, after which you and your family/friends will leave the room and the doorman will close the door again. The Zweetkamertje will be closed for the day at 5.00 PM. If your ceremony ends after 5.00 PM, you can always ask the doorman on a later day to be allowed inside and sign the wall –you will be requested to show your diploma, though.

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