Department of Academic Affairs Notice [2025] No. 268
November 6, 2025
To all schools and departments
To ensure the smooth registration and authentication of academic degree certificates, and in accordance with the Standards for Electronic Registration of Higher Education Certificate Photos and Information [《高等教育学历证书电子注册图像采集规范及信息标准》（教毕指[2017] 99号）], the University will commence the image information collection for prospective 2026 postgraduates. The collection will be conducted mainly through centralized offline sessions, supplemented by online submissions. The specific arrangements are as follows:
I. Eligible Participants
This collection applies to currently enrolled postgraduates who are expected to graduate between November 2025 and December 2026, including: master's students admitted in 2024 or earlier who have not yet participated in image collection; doctoral students admitted in 2022 (excluding direct-entry PhD students) or earlier who have not yet participated in image collection.
Master's students admitted to combined master's-doctoral programs (and therefore will not participate in a master's thesis defense) do not need to participate in this collection. Students who have previously completed image collection and whose graduation photos are already available on the CHSI website (China Higher Education Student Information, [www.chsi.com.cn]) should not submit duplicates.
II. Centralized Offline Image Collection
1. Location: Student Activity Center
2. Time: November 11, 2025, from 15:30p.m. to 17:00 p.m.
3. Procedures and requirements
(1) Between November6 and 10, 2025, students must obtain and save their CHSI Image Collection Code via the official CHSI WeChat account. Then, scan the code to access the Graduation Photo mini program, verify the code, and complete the payment of CNY25 per person. Detailed instructions are provided in Attachment 1. Please ensure that these steps are completed in advance—students who fail to do so will not be permitted to enter or queue for photography.
(a) Only students whose expected graduation date falls within one year are eligible to obtain a CHSI Image Collection Code. For postgraduates within the normal study period, the expected graduation date is set by the University. When verifying your identity and entering student information, please fill in: Harbin Institute of Technology > Postgraduate > Master's or Doctoral.
(b) For international students, the name (in all capital letters) and passport number registered on the CHSI platform must exactly match the records in the Academic Affairs System. For inquiries about obtaining the CHSI Image Collection Code, please contact the International Education Center (Office: H179, Tel: 0755-21678909). For assistance with the Graduation Photo mini program, please use the in-app customer service page or call 400-158-7766 (available daily from 9:00 a.m. to 8:00 p.m.).
Step 1: Obtain Collection Code
You can get your CHSI Image Collection Code through the following methods:
Ø 1. Via the CHSI WeChat official account
Ø 2. Via the CHSI app
Ø 3. Via the CHSI Archive on the CHSI website
Note for International Students:
（1）When creating an account on CHSI, ensure that your NAME (in capital letters) and PASSPORT NUMBER exactly match the student status information registered in the Undergraduate and Graduate Academic Management and Service Platform (http://jw.hitsz.edu.cn/).
（2）The International Education Center is responsible for uploading and maintaining CHSI information for international students. For assistance,please contact the Teaching Secretary of your school or visit Room H719 in the main building during office hour.
Step 2: Identify the CHSI Image Collection Code and Payment
Identify your CHSI Photo Collection Code and complete the self-service payment via the "i TuCai" mini-program. Keep a screenshot of the payment confirmation for quick access to your photo session.
(2) On November 11, 2025, each school or department should arrive at the venue 15 minutes prior to its scheduled session for check-in. Students must bring their student ID card or national ID card and wear formal attire with a collared shirt. Upon arrival, please log in to the Graduation Photo mini program on your mobile device, tap [Scan Code to Queue], and follow the prompts to obtain your queue number for the photo session. After receiving your queue number, do not alter your position in line, as doing so may result in mismatched photos or inaccurate information.
When taking the photo, please avoid wearing tops in colors similar to the light blue background. Sit upright with a natural, composed posture, keep your lips gently closed, and ensure your hair does not cover your facial features. Glasses, colored contact lenses, and heavy makeup are not permitted. Head coverings are allowed only for religious, medical, or cultural reasons, provided they do not obscure the face or cast shadows.
III Unified Online Image Collection
From November 15 to December 15, 2025, postgraduates in degree programs who are unable to participate in the centralized offline image collection may complete their image collection online via the Graduation Photo mini program (see Attachment 2 for detailed instructions). The key points are as follows:
(1) The requirements for obtaining the CHSI Image Collection Code are identical to those of the offline session.
(2) Photo guidelines: Beginning in 2025, the Ministry of Education requires students to log in to the mini program and use their phone's native camera for real-time photography and upload. Photos must be taken by another person using the rear camera. The use of selfies, mirrored images, or previously stored photos is not allowed.
(3) Payment and additional notes: Students should make a self-service payment of CNY25 per person within the Graduation Photo mini program. The payment allows for multiple attempts until the photo meets the requirements. Once the image is submitted and manually approved, the service will be closed. When taking the photo, ensure that your lips are closed, your facial features are unobstructed, and avoid heavy makeup. After submission, please log in within five working days to check the review results. If notified of "Preliminary Review Failure" or "CHSI Identity Verification Error," please identify the issue and retake the photo. Once the image has passed manual review, it cannot be replaced, and resubmission is generally not permitted. For assistance, please contact customer service via the mini program or call 400-158-7766 (available daily from 9:00 a.m. to 8:00 p.m.).
IV. Additional Information
1. Graduation photo upload and distribution
(1) Graduation photos collected through the centralized sessions will be uploaded in batches by the University, while printed copies will be distributed by each school at the beginning of the following spring semester. Academic secretaries may log in to the Undergraduate and Graduate Academic Management and Service Platform to track the progress (see Attachment 3-1 for detailed instructions).
(2) The Graduation Photo mini program remains available outside the University's centralized collection period. Students who miss the scheduled sessions must complete the electronic upload of their graduation photo and apply for printed copies independently. During this period, the photo studio will arrange periodic centralized printing and mailing. Please ensure that your photo session and the expected receipt of printed copies are at least three months apart to prevent any impact on the thesis defense application process.
(3) Students enrolled in equivalent academic programs who are unable to complete photo collection through the above methods may visit any photo studio to take a bareheaded ID photo with a light blue background. They should print four 2-inch and eight 1-inch identical photos, and submit the printed copies to the academic secretary of their school. The submission time and method will be announced separately by each school.
(4) Students taking individual photos must upload their graduation photo manually by following these steps:
(a) After the photo has passed manual review in the Graduation Photo mini program, download the approved image from either the mini program or the CHSI website.
(b) Log in to the Undergraduate and Graduate Academic Management and Service Platform (http://jw.hitsz.edu.cn/) and the Harbin Institute of Technology Degree Application System (http://yjsgl.hit.edu.cn/common/login), and upload the electronic photo according to the instructions provided in Attachment 3-2. To ensure that the electronic photo is consistent with the printed photo used for certificate production, all uploaded photos will be reviewed and approved by the Department of Academic Affairs during the thesis defense application stage (for detailed requirements, please refer to http://due.hitsz.edu.cn/info/1181/4124.htm).
2. Verification of graduation and student record information
Within one month after your photo has been approved on the CHSI website, please log in to both the CHSI website and the HIT Degree Application System to verify your personal information. For detailed instructions, refer to Requirements for Verifying Basic Information of Graduating Students (http://due.hitsz.edu.cn/info/1181/4124.htm). If you find any discrepancies, please report them promptly by email to gaorongsi@hit.edu.cn （cc: due@hit.edu.cn).
Attachment 1: Offline Centralized Image Collection Instructions
Attachment 2: Online Centralized Image Collection Instructions
Attachment 3-1: Guide to Image Collection on the Undergraduate and Graduate Academic Management and Service Platform (Administrator Version)
Attachment 3-2: Guide to Image Collection on the Undergraduate and Graduate Academic Management and Service Platform (Student Version)
Office of Academic Affairs ,HITSZ
(Published by: Kong Lixia; Reviewed by: Zhu Ning)
