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Graduating at the end of semester 1

The process for students graduating in winter/spring

Are you completing your studies at the end of the semester 1 (in winter/spring) this year? Find out everything you need to know about your graduation process.
On this page:

Graduation process and timeline

When Action Description
October – January 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.
January 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.

On the Academic Record Check Form, you can indicate any grades or activities that are still missing so that AUC’s Registrar’s Office can take this into account.

Make sure to check if all off-campus courses are registered in SIS. If you are invited to soon or if you are not invited by mistake, please inform the registrar.
January Graduation Checker

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

Once your final grades are in, the registrar will perform a check to see if the graduation requirements are met. If the Registrar has any questions about your situation, they will contact you directly.
February 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. Your official date of graduation will be 28 February.

Please note that this is not the date that your diploma will be ready to be collected.
March Diploma requested and printed

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

Collecting your degree certificate and diploma supplement

Once your diploma is ready for collection, you will be invited by the Registrar's team to pick up your diploma 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 is ready for pickup.

  • 2. Authorise someone else to collect it for you

    If you cannot collect your degree certificate and diploma supplement yourself, you can authorise someone else to do so. Please note the following:

    • You must fill out an authorisation form for the collection.
    • The authorised person must bring the completed form in print when collecting your documents.
    • Once your degree certificate and diploma supplement are given to the authorised person, AUC is no longer responsible for them. It is the collector’s responsibility to ensure the documents reach you safely.
    • You must sign your degree certificate immediately upon receipt to make it valid.
    • Degree certificates are issued only once. If it is lost, it is not possible to request a replacement.
  • 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 AUC Digital Service Desk.

    Please note that you will first have to pay a shipping fee of 40 EUR. 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.

Terminating your enrolment upon graduation

Graduating in February

If you’re graduating in February, you must terminate your enrolment via Studielink. You can do this by:

  1. Logging into Studielink
  2. Select Terminate enrolment
  3. Fill out the Add request for termination of enrolment form
  4. Under "Reason" select Graduation
  5. Fill in "Terminate enrolment by 1 March" [if filling out the form during February]
  6. Under additional information, write "I wish to terminate my enrolment with a graduation date end of February"
  7. Confirm your request by ticking the box and clicking the blue button "Confirm”

 

Frequently asked questions

  • I didn’t get invited to perform an Academic Record Check, what should I do?

    Have you checked your official student email? Cannot find anything? You might not be on the radar as a student who is almost ready to graduate. Please contact the registrar through the AUC Digital Service Desk, drop by an office hour, or call the registrar. Also inform your tutor, so that they are aware.

  • 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 before 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 each 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. 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 the AUC and signed by a 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.
  • 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 UvA-net ID 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 do the Academic Record Check?

    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 issues with your plans when there still is time to change things. 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 them to report a grade change to the Registrar.

  • How is the final GPA calculated?

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

  • Can I get a refund for excess tuition fee?

    If you're terminating your enrolment for graduation or a diploma at the end of semester 1, you are eligible for a refund of excess tuition fee. For this to apply, you must terminate your enrolment by 1 March via Studielink. For each month that you are no longer enrolled, 1/12th of the annual tuition fee will be refunded. Any excess tuition fee that you have paid will automatically be refunded to you.