Dear Students,
If you plan to graduate in 2026, please take note of the following important information regarding thesis/portfolio submission, graduation requirements, and extension or modification of the restricted access period.
Submission Deadlines
1. Please refer to the Attachment for detailed Thesis/Portfolio Submission Procedures and relevant deadlines.
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Complete and submit the “Declaration Form on Intention to Submit Thesis/Portfolio” (Form TAS-1) along with a 1-2 page summary to the Graduate School Office (GSO).
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At least four months before submission of first draft of thesis/portfolio
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Submit the first draft of your thesis.
Note: Students are reminded to double-check the formatting of the thesis cover page and separate page. Samples are available on the GS Platform (Students).
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Ensure that the date aligns with the proposed date you indicated on Form TAS-1
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Submit the final version of your thesis/portfolio once the final grade is available on the GS Platform (Students) and by the specified deadlines to ensure timely graduation assessment for the corresponding conferment date.
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Graduation Requirements
2. You must complete all requirements for graduation within your maximum study period, including any approved periods of leave of absence or suspension of studies. Failure to do so will result in discontinuation from studies. Please consult the Postgraduate Student Handbookfor further details.
Continuing Status
3. If you have not submitted your thesis/portfolio and fulfilled programme requirements within the normative study period, or if your submission is not passed, you will be placed on continuing status. You must apply to the GSO for continuation of studies beyond the normative or maximum study period. Continuing students are required to pay a continuation fee per term, unless enrolled in taught courses, in which case full tuition fees apply. Please submit the “Application Form for Change of Expected Graduation Date” (available on GS Platform (Students) to the GSO, unless you have already applied and obtained approval for a change in study period when you declared your thesis/portfolio submission (Form TAS-1)or applied for deferment of submission beyond your normative study period (Form TAS-3).
Submission Restrictions
4.You are not allowed to submit thesis/portfolio during a leave of absence or if the External Examiner(s) has/have not yet accepted the invitation to serve on the Thesis Assessment Committee. Please refrain from contacting the External Examiners directly regarding thesis examination matters.
Deferment of Submission
5. If you wish to defer your thesis/portfolio submission beyond the originally proposed date, you must complete and submit Form TAS-3: Application for Deferment of Submission of Thesis/Portfolio to the GSO via your Supervisor and the Head of Graduate Division. Please note that deferment will delay your graduation.
Assessment Results and Follow-up
6. You will receive a “Notification to Student on Results of Thesis/Portfolio Assessment” (Form TAD-6) from the Graduate Division stating the final assessment result, any required follow-up actions and relevant deadlines. Please adhere to the schedule unless you have received approval for deferment.
Final Submission Deadline
7. If you fail to submit the final version of thesis/portfolio within one year from the date specified by the Thesis Assessment Committee, you will be required to discontinue from the University, unless otherwise approved by the Executive Committee of the Graduate Council.
Exit Survey
8. Completion of the exit survey for Research Postgraduate and Taught Doctoral students is mandatory as part of the final thesis/portfolio submission process. Submission details will be available in the Thesis Submission Procedures in due course.
Confidentiality of Thesis/Portfolio
9. With effect from 22 April 2022, a two-year restricted access period is automatically granted to the final version of thesis/portfolio submitted by a postgraduate student. You may opt out if you wish to make your work immediately available for open access.
Extension or Modification of Restricted Access
10. Requests to extend or modify the restricted access period must be submitted in writing at least one month before the restriction is due to lapse. The request form must be signed by both your Thesis Supervisor and Division Head and submitted to the GSO by the stated deadline. Retroactive requests received after the deadline will not be considered.
Thank you for your attention to these important matters. For further information, please contact your Graduate Division or submit an enquiry form to the GSO.
With best regards,
Graduate School Office
Source
General Information for Thesis Preparation and Submission – A Guide for Research Postgraduate and Taught Doctoral Students on Postgraduate Student Handbook 2025-26 at https://www.gs.cuhk.edu.hk/download/VII-K-I.pdf
Registration/Residence Requirements/Leave of Absence section on Code of Practice at https://www.gs.cuhk.edu.hk/download/COP_RPG_4.pdf (research postgraduate students)
https://www.gs.cuhk.edu.hk/download/COP_TPG_4.pdf (taught postgraduate students)
All forms are available from the GS Platform (Students): Go to “Thesis Related Matters”, click “Procedures for Thesis Submission”, choose either “New Procedures” or “Conventional Procedures”.
