If you are now outside China, a lost or renewed passport and a forgotten student number do not automatically end the process. The practical task is to identify the office that holds your historical record, confirm its current application rules and supply enough identity and academic information for the university to verify you.
Recovering the university document is the first issue. CHSI/CSSD verification, WES evaluation, translation, notarization and Apostille are separate downstream requirements. This guide keeps the focus on the university-side recovery process and explains when those later steps may matter.
Can a Chinese University Replace a Lost Diploma?
China’s national higher-education rules provide a formal remedy when an academic qualification certificate or degree certificate is lost or damaged. The graduate applies to the awarding university, and the university checks its records before issuing the corresponding proof.
The usual remedy for a lost graduation certificate is a Higher Education Graduation Certificate Proof (高等学校毕业证明书), not a second identical original graduation certificate. The Ministry of Education’s 2014 notice on higher-education qualification certificates sets out the formal name, general contents and electronic-record treatment. The current Ministry of Education Order No. 41 also states that the corresponding proof is issued after the school verifies the case.
Chinese education rules give the proof the same effect as the original certificate within the relevant Chinese framework. That status does not require every overseas university, evaluator, immigration authority, employer or licensing body to accept it without further evidence.
Under the Ministry of Education framework, the university records the replacement proof and marks the original qualification certificate as lost. If the original is later found, the graduate should confirm its status with the university rather than continuing to use both documents.
Graduation Certificate vs Degree Certificate: They Are Not the Same
China separates the education qualification associated with graduation from the academic degree awarded. A recipient may ask for one or both, so identify which document is missing before applying.
| Original document | Official proof after loss | Chinese name | What it proves | Possible responsible office |
|---|---|---|---|---|
| Graduation certificate or diploma | Higher Education Graduation Certificate Proof | 毕业证书 → 高等学校毕业证明书 | Completion of the program and the associated higher-education qualification | Academic Affairs, registrar, student-status office, Graduate School or archives |
| Degree certificate | Degree Proof Certificate | 学位证书 → 学位证明书 | Award of a bachelor’s, master’s or doctoral degree | Degree Office, Graduate School, Academic Affairs or archives |
A graduation proof does not replace a degree proof. If both originals are lost and the recipient requires both qualification and degree evidence, the university may need to issue two separate documents through different offices.
What Is a Chinese Graduation Certificate Proof (毕业证明书)?
The awarding university issues this proof after confirming its student-status, study and graduation records. It may identify the institution, program, study period, qualification level, graduate, original certificate number and reason for issuance. The format and application process are managed by the university.
What If My Chinese Degree Certificate Is Lost?
A lost degree certificate follows a separate national rule. Under the Measures for Degree Certificates and Degree-Granting Information, the degree-awarding institution may issue a Degree Proof Certificate (学位证明书) after verification. It should identify the original degree certificate, including its number.
Do not ask only for a “replacement diploma” if the missing document is the degree certificate. Describe both lost documents clearly and ask whether the university processes undergraduate, postgraduate and international-student cases through different offices.
I’m Overseas and Don’t Know Which University Office to Contact
This is often the first obstacle for former international students. The office that supported you while you were studying may no longer be the office responsible for issuing replacement academic documents.
A practical contact path is:
International Students Office → Academic Affairs Office → Graduate School → Degree Office → University Archives
For an undergraduate graduation certificate, Academic Affairs, the registrar or a student-status office may lead. A master’s or doctoral record may belong to the Graduate School or Degree Office. Older files may require the university archives. Continuing-education credentials may have their own office.
The International Students Office may help locate the correct department and explain historical passport details, but it does not necessarily have authority to issue the proof.
Global Attest can help identify the likely responsible office and communicate with the university in Chinese before you prepare unnecessary documents or send originals to China.
What Documents Might the University Ask For?
Published university procedures commonly request some of the following. This is not a nationwide mandatory list:
- current passport or other accepted identity document;
- old passport or historical passport number, if available;
- old Chinese visa or residence permit;
- copy or photograph of the lost graduation or degree certificate;
- transcript, student card or admission letter;
- student number, study dates, faculty and major;
- recent identification photographs;
- signed application, loss statement or university form;
- authorization and representative identification where permitted;
- archive evidence or CHSI information; and
- a newspaper loss notice where that university specifically requires one.
Requirements vary by university, study level and graduation period. Ask for the current checklist before arranging translations, notarization or international courier delivery.
For example, Shanghai Jiao Tong University’s published replacement-proof procedure includes its own identification, photograph, archive-review, representative and processing requirements. This is a university-specific example, not a nationwide checklist.
Lost or Renewed Your Old Passport After Studying in China?
This is a common problem for former international students. A new passport does not automatically erase or replace the identity information held in the university’s historical records.
The university may compare:
- the name used while studying;
- old passport number or scan;
- old Chinese visa or residence permit;
- date of birth;
- admission and graduation years;
- student card, transcript or admission letter;
- a certificate scan;
- the current passport; and
- passport-renewal or legal name-change evidence.
An old passport can be useful historical evidence, but it is not verified as a universal national requirement for every university application. If it is unavailable, provide the evidence you still have and ask the responsible office whether it is sufficient. Do not assume the university will rewrite historically correct academic data to the current passport number.
For CHSI account registration and qualification queries, CHSI’s guidance for international graduates recommends using the passport number held during study and the name shown on the graduation certificate, with matching letter case. This guidance concerns the CHSI query context; it does not establish that every university requires an old passport for a replacement-proof application.
What If I Forgot My Student Number?
A forgotten student number does not automatically prevent a university from searching its archives. National rules do not make it the only permitted identifier, although an individual university may request it.
Information That May Help the University Find Your Record
- full name used at the university;
- former name, if applicable;
- date of birth;
- passport number used during study;
- admission and graduation years;
- faculty or department and major;
- degree level;
- postgraduate supervisor;
- transcript or certificate number; and
- copies or photographs of former academic documents.
Tsinghua University’s published postgraduate degree-proof procedure, for example, says the former department may help determine the original student number during record verification and sets institution-specific requirements for authorized handling. This illustrates a possible archive search and representative route; it does not guarantee that every university can identify every graduate without a student number or accept the same authorization.
Can I Apply from Outside China?
Sometimes. Some universities publish online, postal or representative-based services for former students, but those services do not necessarily cover every type of replacement document. The applicant should confirm the available route with the office responsible for the specific graduation or degree record.
There is no single nationwide remote-application procedure.
Before sending originals or executing a power of attorney, confirm which steps can be completed remotely, whether photographs or signed forms must be mailed, and whether the finished document can be sent internationally.
Can Someone in China Apply for Me?
Some universities publish procedures allowing an authorized representative, subject to institution-specific requirements. Submission and collection authority may differ, and other universities limit representation or require the graduate to complete part of the process personally.
The university may request a signed authorization, its own form, passport copies, the representative’s identity document, an original authorization or, in some cases, notarized authorization. Permission to collect a document does not authorize a representative to alter academic records, access private accounts or impersonate the graduate.
Do I Need to Publish a Newspaper Loss Notice?
Not necessarily. No current national rule was verified that requires every graduate to publish a newspaper notice. Some universities still require one, while others use a signed loss statement or do not list publication in their public procedure.
Requirements vary by university. Confirm the rule before paying for a notice.
What If I Graduated Many Years Ago?
Older records may require manual archive verification, especially when the credential predates the university’s current digital system. The archive may need to locate admission records, student registration, graduation lists, degree-award decisions or historical transcripts.
Older qualifications or records that are not available through the standard online route may require a different CSSD verification process. A record not immediately visible online is not automatically invalid.
What If My University Changed Its Name, Merged or Closed?
- Identify the university’s current or successor name.
- Locate the successor institution’s archives.
- Check its Academic Affairs, Graduate School or Degree Office.
- Ask where the former institution’s records were transferred.
- If necessary, identify the supervising education authority or archive custodian.
There is no universal answer for a dissolved institution. The next step depends on who now holds the records and which body has authority to issue or confirm the document.
Will the Replacement Proof Appear on CHSI?
Properly registered qualification proof information can be available through CHSI, but availability depends on the record period, university registration, historical data, identity match and applicable report route.
The university issues the proof. CHSI/CSSD provides the relevant query or verification service. For the differences among qualification, degree and transcript reports, see CHSI and CSSD academic verification reports.
Lost Diploma and CHSI/CSSD Verification
Online verification
If the qualification or degree information is available in the relevant database, an online verification report may be available through CHSI.
Formal verification
An older or non-online record may require individual CSSD verification. CHSI’s notice concerning qualification proof records addresses the separate certification route for proof records already available through the applicable online query service; it does not mean graduation proofs can never be checked.
Degree and transcript verification
Degree verification is separate from qualification verification. Transcript verification is also separate and starts with an underlying university or archive transcript. A fuller explanation belongs in the dedicated CHSI/CSSD guide linked above.
Can I Use a Graduation Proof for WES?
Potentially, depending on the applicable CHSI/CSSD route and the Required Documents instructions for the individual WES application.
University issuance → CHSI/CSSD verification where required → WES evaluation
A university-issued graduation proof may support qualification verification where the relevant route is available. WES still decides which documents, reports and submission sources it requires. Check the current WES Required Documents together with the official CSSD–WES application and submission instructions, which explain the applicable relationship among the WES reference number, CSSD report application and prescribed delivery route. Use WES credential evaluation support if you need help reviewing the China document path.
Not every case requires the same combination of graduation proof, degree proof and transcript report, and no CSSD result guarantees a particular WES outcome.
What If My Transcript Is Also Lost?
Ask whether Academic Affairs, the Graduate School or the university archives can issue an official transcript or an archive-certified record. Older files may require manual retrieval. Available language, sealing and delivery options vary.
Obtaining the underlying transcript and applying for CSSD transcript verification are separate steps. A useful overview of the document categories is available in the China Degree Certification Guide.
Can the Replacement Document Be Notarized or Apostilled?
Potentially, subject to the notary office reviewing the university document, identity evidence and intended use. The notarial matter and supporting-material requirements can vary by office and case.
For an Apostille Convention destination, an Apostille may be available for a qualifying Chinese public or notarial document through the competent Chinese authority. For other destinations, consular legalization may still apply. Review the relevant China degree Apostille requirements before choosing the route.
Step-by-Step: Recovering Lost Chinese Academic Documents from Overseas
- Identify the university and study record. Record the historical school name, degree level, major, study dates and identity used while enrolled.
- Determine the responsible office. Separate undergraduate, postgraduate, international-student, continuing-education and archive responsibilities.
- Confirm the current policy. Ask what proof is issued, what evidence is needed and whether remote or representative handling is permitted.
- Collect identity evidence. Compare current and historical passport details and gather surviving academic records.
- Prepare the application and authorization. Use the university’s form and authorization requirements rather than a generic template where possible.
- Allow the university to verify its archives. Older or incomplete records may require manual checks.
- Obtain the required proof or transcript. Confirm whether you need graduation proof, degree proof, transcript or more than one document.
- Check CHSI/CSSD requirements. Determine whether an online report or formal verification route applies.
- Address overseas use. Follow recipient instructions for WES, translation, notarization, Apostille or legalization.
- Use the required delivery route. Confirm whether the university, CSSD, notary, applicant or another approved source must send each item.
How Global Attest Can Help
We help overseas graduates navigate the university-side document recovery process in China.
Global Attest may assist with identifying the responsible department, checking the published procedure, Chinese-language communication, organizing historical identity and academic evidence, preparing application materials, coordinating authorization or China-based collection where permitted, transcript retrieval, applicant-led CHSI/CSSD route review, WES document-path review, translation, notarization, Apostille or legalization coordination and international courier arrangements.
Services depend on the university and case. Global Attest is not a university or a CHSI/CSSD-authorized verification institution. We cannot issue academic credentials, alter official records, impersonate the graduate, bypass personal identity checks or guarantee university issuance, verification, recipient acceptance or processing time.
Frequently Asked Questions
1. Can a Chinese university reissue a lost diploma?
The usual remedy is a Higher Education Graduation Certificate Proof, not another identical original graduation certificate. The university must first verify its records.
2. What is a Chinese Graduation Certificate Proof (毕业证明书)?
It is an official proof issued by the awarding university after a graduation certificate is lost or damaged. Chinese education rules give it the same effect as the original qualification certificate within the relevant Chinese framework.
3. Can I replace a Chinese diploma while living overseas?
Some universities publish online, postal or representative-based services for former students, but those services may not cover every type of replacement document. There is no nationwide remote process, and the university may still require the graduate’s participation or identity verification.
4. What if I lost the passport I used while studying in China?
Provide any available historical identity evidence, such as the old number, visa, residence permit, student card, transcript or admission record. The university decides whether the evidence is sufficient.
5. What if I forgot my Chinese university student number?
A forgotten number does not automatically prevent an archive search. Names, date of birth, passport number, study dates, department, major and document copies may help, but archive capability varies.
6. Can someone in China apply or collect the document for me?
Some universities permit an authorized representative; others restrict the role or require applicant participation. Confirm the exact authorization and identity requirements first.
7. Do I need to publish a newspaper loss notice?
Not necessarily. It is not a verified nationwide requirement. Some universities require publication, while others use a signed loss statement or no published notice.
8. Can I use a graduation proof for WES?
Potentially, if it fits the applicable CHSI/CSSD route and the applicant’s current WES instructions. WES decides what it will accept and how documents must be delivered.
9. Can CHSI/CSSD verify a replacement graduation proof?
Properly registered proof information may be available through CHSI or an applicable CSSD route. Availability depends on the record, registration, identity match and period.
10. Can a Chinese degree proof be Apostilled?
Potentially, through the appropriate public or notarial-document route. The notary and competent authority must confirm eligibility; Apostille does not verify academic equivalency.
11. How long does replacement take?
There is no national processing time. For example, Shanghai Jiao Tong University currently publishes a ten-working-day timeframe for its procedure, while other universities may follow different schedules or require additional archive checks.
12. What if the university changed its name or merged?
Identify the successor institution and contact its archives or academic office. If responsibility remains unclear, check where the records were transferred and which education authority supervised the former institution.
Lost Your Chinese Diploma or Degree Certificate?
We help overseas graduates navigate the university-side document recovery process in China. Send the basic case details below so we can identify the likely university office and review the replacement, verification and overseas-use path.
For an initial review, tell us:
- university name;
- graduation year and degree level;
- major;
- which document is missing;
- whether the old passport is still available;
- intended use; and
- destination country.
If the case appears workable, we can then explain which passport or academic evidence may be necessary. Do not post unredacted passports, student IDs, transcripts, certificate copies, CHSI/CSSD report numbers, WES reference numbers, authorization documents or university account information publicly.
University procedures and overseas document requirements can change. Issuance is determined by the university, CHSI/CSSD verification is handled through the applicable official process, and the final recipient determines whether a document meets its requirements. Confirm the current requirements before submitting documents.