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Graduating at the end of the academic year

The process for students graduating in summer

Are you completing your studies at the end of the academic year (in summer)? Find out everything you need to know about your graduation process.
On this page:

Graduation process and timeline

1. January – April 2024: Check your grades in AUC portal and SIS

Perform initial checks in SIS to make sure you are on track to meet the graduation requirements. This includes having any off-campus courses processed, exemptions documented, and study abroad or transfer credit properly registered. 

2. By 1 June 2024: Academic Record Check

When you are close to reaching your graduation (having obtained more than 135 EC), the registrar will be in touch with you to fill in the Academic Record Check Form.

This usually takes place in your sixth semester, but could be later should you need extra time to finish your studies. If you are invited to soon or if you are not invited by mistake, please inform the registrar.

3. June - August 2024: Graduation Tracker

After filling out the Academic Record Form, you will see a graduation tracker appear in your AUC Portal. 

4. June - August 2024: Check by registrar

Once your final grades are in, the registrar will perform a check to see if the graduation requirements are met.

5. By 31 July 2024: Board of Examiners check

Once your grades have been processed, and if everything appears to be in order, the registrar sends your graduation request to the Board of Examiners. The BoE will perform a final check. After their approval, you will technically be graduated.

6. July - August 2024: Diploma requested and printed

Your diploma will be requested and printed by the Central Student Administration.

7. 4 to 8 weeks after 31 July 2024: Diploma ready for pick up

Your diploma will be printed and ready for you to pick up in the Academic Building. You will receive information on how to collect your diploma. The timing depends on when your final grades are in.

Detailed instructions on the graduation procedure for students completing their studies in July 2024

Step 1: Check the official record of your academic progress

Confirm as soon as possible that the official record of your academic progress at AUC is complete and accurate by completing the Academic Record Check available on Portal: https://portal.auc.nl/#AUCGraduation. Make sure the completed form is received no later than 1 July 2024 (tentative) so that it can be processed in time for a July graduation. You must make sure that all of your grades and credits are correctly registered in the Student Information System (SIS).

On the Academic Record Check Form, you can indicate any grades or activities that are still missing so that the Registrar’s Office can take this into account during Step 2. By filling out the academic record check form, you will help the Registrar’s Team to ensure that your degree certificate and diploma supplement are produced by UvA/VU without mistakes and on time.  If your form is received later than 1 July 2024, there is a risk that your degree certificate and diploma supplement will not be ready by 1 October 2024.

Off-campus courses
If you took off-campus courses that are not yet registered in SIS, please make sure that you submit a scanned copy of a transcript via www.auc.nl/servicedesk. Grades for off-campus courses can only be processed with an original transcript (except for courses taken at the University of Amsterdam, as those are already registered in SIS). Regardless of whether the course was taken at the UvA or another institute, it is important to mention all courses taken outside of AUC on your Academic Record Check Form. Note that for all off-campus courses, permission from the Board of Examiners must have been obtained in advance.

Step 2: The AUC Registrar checks whether you meet the degree requirements

Based on the information registered in SIS and your Academic Record Check Form, the Registrar will turn their attention to checking whether you meet the degree requirements. If the Registrar has any questions about your situation, they will contact you directly. Your official date of graduation will be 31 July 2024. Please note that this is not the date that your diploma will be ready to be collected. This is the date that is listed as when you officially graduated, but your diploma will only be ready 4 to 8 weeks after this date (typically in September/October, but before 1 November 2024).

Statement of Graduation

In the meantime, you can request a statement of graduation which certifies that you have completed the programme should you need proof for Master's programmes (or another reason) before your diploma is ready. Please note that you can only request this statement once the Registrar has verified that you have met the degree requirements (you'll be able to see this in the Graduation Tracker).

Statement of Graduation vs. Statement of Expected Graduation
Please note that you can only request a “statement of graduation” once the BoE box has a green check in the Graduation Tracker in Portal. If the BoE box does not yet have a green check, the Registrar can only issue a "statement of expected graduation". These two documents are different, with a statement of graduation indicating you have met the requirements to graduate and this has been approved by the BoE (and you are only waiting for the diploma to be printed and signed). A "statement of expected graduation" means initial checks have been performed and you are on track to fulfil all requirements, but the BoE still needs to formally approve that you meet all conditions to graduate.

Step 3: Collecting your degree certificate and diploma supplement

The Registrar's team will invite students by email to pick up their diplomas at AUC. There are three ways you can collect your degree certificate and diploma supplement:

  1. Collect it yourself (preferred option)
    You will be notified once your degree certificate and diploma supplement are ready for pickup. In the email, there will be a range of dates and times given when you can come to AUC and receive your degree certificate and diploma supplement from a member of the Registrar's team. 
     
  2. Authorise someone else to collect it for you
    If you are unable to collect your degree certificate and diploma supplement yourself, you can authorise someone else to collect it for you. You will have to fill out an authorisation form for the collection of the degree certificate and diploma supplement. The person who is authorished should bring this document along when collecting the diploma. Please keep in mind that once your degree certificate and diploma supplement are given to the person you've authorised, AUC is no longer responsible for them. The person who collects your documents will need to make sure that they reach you safely. Please also keep in mind that you must sign your degree certificate as soon as it is received to make it valid. Most importantly, if your degree certificate gets lost, it is not possible to get a replacement, as they are only issued once. 
  3. Receive your diploma by mail
    If you are unable to come to AUC to pick up your degree certificate in person, you can also request to have it sent to a postal address via registered mail. If you wish to have your degree certificate mailed to you, please fill out a liability waiver and submit it to servicedesk@auc.nl. Please note that you will first have to pay a shipping fee of around 40 EUR. Please keep in mind that you must sign your degree certificate as soon as it is received to make it valid. Most importantly, if your degree certificate gets lost, it is not possible to get a replacement, as they are only issued once. 

Resources

Frequently asked questions

  • I am supposed to check whether all my grades and credits have been recorded correctly in SIS. How should I do this?

    Log in to www.sis.uva.nl with your UvAnetID and go to:

    • My study detail  in the left-hand menu.
    • Click on the ‘My study results’ tab for an overview.

    Please note: when looking at ‘My study results’ in SIS, you will see (per course) if you received a passing grade, the final grade and number of EC obtained. If a course is not recorded in SIS, then this means that it has not been officially processed yet. Grades in Canvas are not official!

  • I am still awaiting grades for one or more of my courses. Can I already complete the Academic Record Check Form?

    Yes, it is important that you complete the Academic Record Check as soon as you know your courses and plans for the final semester. It will help the registrar determine if anything is still missing from your records and will alert them to potential mistakes with your plans while there is still enough time to remedy these. In the Academic Record Check you can indicate which courses and grades are still missing in SIS and indicate the reason why (e.g. an off-campus course still needs processed).  

  • The wrong grade is registered for one of my courses in SIS. What should I do?

    Grades can only be changed when the lecturer indicates this directly to the Registrar. Please contact the lecturer of the course it concerns and ask him/her to report a grade change to the Registrar.

  • I followed more courses than the obligatory 180 EC at AUC. I would like to omit some courses from my diploma supplement so my final GPA will be higher. Is this possible?

    No, it is not possible to omit any AUC courses, even if your total credits taken adds up to more than 180 EC.

    The only courses that are not included in the final GPA are off-campus courses which the Board of Examiners specifically approved as being taken outside of the degree requirements. These courses will appear under a separate heading with a separate GPA. 

  • How is the final GPA calculated?

    You can determine your GPA yourself. For more information on calculating your final GPA, please check Academic Standards and Procedures, Article 3.8.1.

  • What other practical matters do I need to arrange upon graduating and leaving AUC?

    You can find a practical list of things to keep in mind upon graduating on the AUC Graduate Futures Canvas page here. 

  • How does the Graduation Tracker work?

    The Graduation Tracker is a tool available directly in AUC Portal.  This tool will keep you up-to-date on the processing of your graduation checks, graduation status and when your diploma will be available for collection. The tracker is only visible in AUC Portal to graduating students.

    Access the Graduation Tracker

    To access this tool, follow the steps below: 

    1. Log into AUC Portal
    2. Select Graduation Requirements
    3. Click on the text indicating your status (it's a hyperlink) to access the Graduation Tracker. Your status could for example be “Graduation status: pending”.
    4. View the Graduation Tracker
      The default status for each of the steps will always be “pending”. Upon a certain step being completed, the status will be updated in AUC Portal.

    What happens at each step?

    1. Submit Academic Record Check
      The Academic Record Check is submitted in AUC Portal by students who are planning to graduate.
    2. Graduation checks
      The Registrar will start processing your file based on the information received and your official academic records in SIS.
    3. Board of Examiners (BoE)
      Your file will be presented to the Board of Examiners for final approval.
    4. Diploma
      Your diploma will be requested and printed by the UvA Central Student Administration. The diploma will then be returned to AUC and signed by the member of the BoE. You will then be notified when and how your diploma can be collected.
    5. Collected
      The diploma has been collected in person or sent by post. The process is complete.