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.
- 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.
Check the Study programme tab for specific procedures. The text below is general and can differ from your study programme.
During the year, if you want to graduate, you have to inform the Science Student Administration at least 6 weeks before you get your last grade (last examination or graduation interview).
In the Summer Period the processing time is longer, because of the amounts of graduation requests. Therefore, if you want to graduate in Summer the deadline for handing in your graduation form is the 1st of May.
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 handing in your graduation form is 1st of May.
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 of May.
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.
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 to usis-fwn@science.leidenuniv.nl (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 bachelor's graduation in Astronomy. Please note that the certification date is the last day of the month in which you received your last grade. This date will be stated on your diploma and supplement.
Step-by-step graduation in Astronomy
Check your grades in uSis:
- Check all your course enrolments and grades.
- Make sure that grades obtained for a minor and/or at another university are registered in uSis.
- If your grades are incorrect or missing in uSis, please send an email to bachelor@strw.leidenuniv.nl.
Go to Brightspace for instructions on how to update (our create) your study plan.
Bachelor's students in Astronomy and double bachelor's students in Astronomy & Mathematics follow the instructions on the page Bachelor Sterrenkunde > Jaar 3 (en hoger) > Afstuderen.
Double bachelor's students in Astronomy & Physics follow the instructions on the page Bachelor Natuurkunde > Jaar 3 (en hoger) > Studieplan.
In the coures of semester 2, you receive an email with a link to the graduation form. Fill out the form and attach your study plan.
The Astronomy study advisor will assess your graduation application.
Result:
✔️Approval: your approved study plan and graduation form will be sent to the Science Student Administration.
❌ Disapproval: the study advisor will contact you by email.
Once you know that you have met all the requirements for graduation and are sure that you are going to graduate, please de-register for the BSc Sterrenkunde in Studielink. Make sure that you request de-registration 'on the grounds of graduation'. You will then automatically be de-registered from the month after your graduation date in uSis and on your diploma. If applicable, part of the tuition fee that you payed will be restituted.
In case it is not completely certain whether you will graduate in the current academic year, it is recommended that you re-register for the BSc Sterrenkunde in Studielink. You may then still graduate in September and de-register from October, or do so later in the next academic year. If you do graduate in the current academic year anyway, you can always withdraw your re-registration in Studielink.
Graduation ceremony
The Astronomy bachelor's graduation ceremony always will take place in August. Upon approval of your graduation application, you will receive an invitation with a detailed ceremony programme in July. Your friends and family are most welcome to witness this formal and festive occasion!
Statements and Proof of Graduation
If you need an authenticated proof of your graduation, click here to visit the faculty page on this matter.
Next steps
After succesfully completing your Astronomy bachelor's programme, you are eligible for admission to our Astronomy master's programme. Please note that you are responsible for your own re-registration in Studielink and report your registration to the Student Affairs officer (Master) via master@strw.leidenuniv.nl as well. If you will not continue at Leiden University, make sure you de-register.
Questions
If you have any questions about the contents of your Astronomy bachelor's diploma or about the graduation procedure and ceremony, please contact the Student Affairs officer (Bachelor) via bachelor@strw.leidenuniv.nl or in room 564 of the Oort building.