Administrative process

This page serves to inform students and supervisors on the administrative process of the graduation phase. The instructions below should now, in principle, be followed by all students.

Only students who are not part of the Canvas course for SCOP/e (2IMR10) and have already started their (preparation) graduation project before Q4 of 2023-2024 can still submit forms according to the old procedure (see Graduation checklist).

The page explains the roles of the various forms that should be submitted during the graduation phase, when they should be submitted, and who is responsible for submitting them.

• Forms 1, 2 and 4 should be submitted by the student; these forms must be submitted in response to assignments in the Canvas course for SCOP/e (2IMR10). Students who are not yet enrolled with SCOP/e can request to be enrolled by sending a message to mcs.scopegp@remove-this.tue.nl.
• Forms 3, 5 and 6 need to be submitted by the supervisor; on these forms it is indicated how these forms should be submitted.

At the bottom of the page some further administrative steps are detailed that students need to take to finalise their studies and get their degree.

When a student has approximately 40-45 credits they need to hand in Form 1 (the Program of Examinations). There is a dedicated Form 1 per Master Program:

Form 1 for CSE
Form 1 for DS&AI
Form 1 for ES
Form 1 for IST
Form 1 for BDMA
Form 1 for EIT-DS (exit point program)
Form 1 for EIT-ES (exit point program)

The procedure for submission and approval of the Program of Examinations is as follows:

1. Student submits Form 1 through the assignment in the Canvas course for SCOP/e (2IMR10).
2. Student informs representative of research cluster by e-mail that the form has been submitted through Canvas (a list of representatives can be found here).
3. Representative and Examination Committee approve the form in Canvas.

It is possible to make changes to the Program of Examinations at a later stage by submitting a revised version through the Program of Examinations assignment in the Canvas course for SCOP/e (2IMR10). There should be an accurate and approved Program of Examinations when a student starts the preparation graduation project.

Before a student can start their preparation graduation project they need to ask permission by submitting

Form 2: Preparation Graduation Project plan

The procedure for submission and approval of the Preparation Graduation Project plan is as follows:

1. Student submits Form 2 through the assignment in the Canvas course for SCOP/e (2IMR10).
2. Student informs supervisor by e-mail that the form has been submitted through Canvas.
3. Graduation supervisor and Examination Committee approve the form in Canvas.

The Examination Committee checks if the student does not have too many courses (and, in particular, no homologation courses) left open and reviews the plan. If there have been changes in the Program of Examinations, then the student first needs to submit an updated Program of Examinations (Form 1) before submitting Form 2. The Examination Committee will not approve the Preparation Graduation Project plan unless you have an approved Program of Examinations.

The preparation graduation project results in a detailed proposal for the graduation project, including the formulation of one or more research questions, a feasibility study and a detailed planning. It is concluded with a session in which the student gives a presentation and defends the proposal in front of a committee that includes the supervisor and possibly some other staff members. After the presentation and defence, the supervisor fills out

Form 3: Assessment Preparation Graduation Project

The supervisor submits this form by e-mail to the student administration at mcs.csa@remove-this.tue.nl.

As soon as the student has passed the assessment of the preparation graduation project and the supervisor has submitted the associated assessment form (Form 3) to the student administration, the student can ask permission to start on their graduation project by submitting

Form 4: Graduation Project plan

The procedure for submission and approval of the Graduation Project plan is as follows:

1. Student submits Form 4 through the assignment in the Canvas course for SCOP/e (2IMR10).
2. Student informs supervisor by e-mail that the form has been submitted through Canvas.
3. Graduation supervisor and Examination Committee approve the form in Canvas.

The Examination Committee checks to see if you do not exceed the maximum number of courses still to be completed. Please note it may take the Examination Committee up to 1 month to process your form. 

The supervisor is responsible for composing the assessment committee that will assess the quality of the graduation project. The composition of the assessment committee must be approved by the Examination Committee. To get the approval, the supervisor fills out

Form 5: Assessment Committee

The supervisor must submit this form by e-mail to the Examination Committee (mcs.examination.committee@remove-this.tue.nl) no later than 1 month before the session in which the student gives their final presentation and defends their work in front of the assessment committee. Without an approved Assessment Committee form, it is not allowed to have the defense, and the result will not be processed in Osiris.

Immediately after the final presentation and the defense, the assessment committee assesses the graduation project in a private meeting (the student does not attend). The assessment committee documents the results of the assessment by filling out

Form 6: Assessment Graduation Project

This assessment committee announces the result of the assessment to the student immediately after the assessment meeting. The supervisor then also asks the student to sign the declaration concerning the TU/e Code of Scientific Conduct for the Master’s thesis, which can be found at the end of the assessment form.

The supervisor submits the assessment form together with the final version of the Master’s thesis by e-mail to the student administration at mcs.csa@remove-this.tue.nl.

Student consults the dates of the examination committee meetings and registers for one of them at the latest four weeks in advance via Osiris. This is done by clicking on "Progress" and then "Qualification request". Please select the preferred date from the list and fill in the date in the Osiris form. The defense should take place at the latest 2 weeks in advance of the meeting. This means a qualification request can be made before the actual defense has taken place. In the Examination Committee meeting, the Examination Committee determines whether  the student qualifies for the diploma; the student is not present in this meeting.

Student books a room for the presentation, provided all components, apart from the graduation project, of the study program are completed. Book the room for at least 2 hours. After the presentation, only minor corrections in the graduation report can be introduced. 

• Student terminates enrollment, please check this link   
  (For questions about enrollment, please contact ESA@remove-this.tue.nl).  
• Student fills out the graduation survey. You will get an e-mail with the link from the Center for Student Administration. 
• Student attends the graduation ceremony. You will get an email with the invitation from the Center for Student Administration about 2 weeks in advance with the exact timeslot and location.