📚 PhD Identity Verification 2025-2026: Submitting the Passport Information Form | 2025至2026学年博士研究生身份证明需提交护照信息表
For the 2025-2026 academic year, doctoral candidates at most research universities must complete a formal identity check before their enrolment can be confirmed. For international, dual-national and cross-border students, the passport information form is the single most important document in that check, because it links your legal identity, your immigration status and your student record into one verified file.
在2025至2026学年，多数研究型大学要求博士研究生在学籍确认前完成正式身份核验。对国际学生、双重国籍学生及跨境就读学生而言，护照信息表是整套核验材料中最关键的一份，因为它把法定身份、出入境身份与学籍记录三者绑定为同一份可核查档案。
This guide explains who must submit the form, exactly which fields are required, how names must be written, what happens when a passport is close to expiry, and the mistakes that most often cause a submission to be returned.
本文将说明谁必须提交该表、具体需要填写哪些字段、姓名应如何书写、护照临近到期时如何处理，以及最常导致材料被退回的错误。
1. Why the Passport Information Form Is Central to Doctoral Registration | 为何护照信息表成为博士注册的核心材料
Identity verification is no longer a formality. Universities use it to confirm that the person enrolling is the person named on the offer letter, the person holding the visa or residence permit, and the person who will receive scholarship payments. The passport is the only document that reliably connects all three.
身份核验已不再是形式流程。高校借此确认：注册者就是录取通知书上的人、持有签证或居留许可的人，以及将领取奖助学金的人。护照是唯一能可靠串联这三者的文件。
A passport information form captures the data from the biographical page in a structured, machine-readable format. This allows the registry office to match your record against immigration databases, to generate your student identity number, and to produce the documentation required by funding bodies and partner laboratories.
护照信息表的作用，是把护照资料页上的信息以结构化、可机读的方式采集下来。注册部门据此把您的记录与出入境信息系统比对，生成学籍编号，并出具资助机构与合作实验室要求的证明文件。
For doctoral candidates the stakes are higher than for taught students. A mismatch can delay stipend payments, block laboratory or archive access, suspend conference travel approval, and in the worst case prevent thesis submission.
对博士生而言，影响远大于授课型学生。信息不一致可能导致助学金延迟发放、实验室或档案馆门禁被暂停、学术会议出行审批受阻，最严重时甚至影响论文送审。
Verified identity → Confirmed enrolment → Activated funding → Valid immigration status
2. Who Must Submit the Form in 2025-2026 | 2025至2026学年谁必须提交该表
Submission requirements differ by nationality and by immigration route. The table below summarises the standard rules that most institutions applied for the 2025-2026 intake and continuing cohorts.
提交要求因国籍与出入境路径而异。下表汇总了多数院校在2025至2026学年新生与在读生中采用的通行规则。
| Category | 类别 | Must submit? | 是否必须提交 | Notes | 说明 |
| International student holding a student visa | 持学生签证的国际学生 | Yes | 必须 | Both passport and residence permit | 护照与居留许可均需提交 |
| Dual national | 双重国籍学生 | Yes | 必须 | Use the passport linked to your study route | 使用与就读路径对应的那本护照 |
| Domestic student | 本国学生 | Usually no | 通常不需要 | National ID or student card is accepted | 可用身份证或学生证 |
| Exchange or visiting doctoral researcher | 交换或访问博士生 | Yes | 必须 | Short-stay route also applies | 短期停留路径同样适用 |
| Refugee or holder of a travel document | 难民或旅行证件持有人 | Yes, with an alternative route | 必须，但走替代流程 | Contact the compliance office before the deadline | 请在截止日前联系合规办公室 |
If your status changes during the academic year – for example you renew a passport, obtain a new visa, or acquire a second nationality – you must resubmit the form. Continuing students are not exempt simply because they submitted a form in a previous cycle.
若学年内身份状况发生变化，例如换发护照、取得新签证或获得第二国籍，都必须重新提交。在读生不会因为往年提交过而自动豁免。
3. What the Form Actually Asks For | 表格实际要求填写的内容
Most passport information forms follow the ICAO Doc 9303 layout of the biographical page, so the fields closely mirror what appears on the data page of your passport.
多数护照信息表参照国际民航组织第9303号文件的资料页版式设计，字段与护照资料页上的内容高度对应。
- Family name / surname as printed | 护照上印制的姓
- Given names, including all middle names | 名字，包含全部中间名
- Passport number and passport type | 护照号码与护照类型
- Nationality and country of issue | 国籍与签发国
- Date of birth, place of birth, sex | 出生日期、出生地、性别
- Date of issue, date of expiry, issuing authority | 签发日期、有效期至、签发机关
- Machine-readable zone, both lines | 机读区两行内容
- Student ID, programme, department, supervisor | 学号、项目、院系、导师
- Current address and emergency contact | 现住址与紧急联系人
- Signature and date of declaration | 本人签名与声明日期
Institutions increasingly ask for the two MRZ lines as a verification key, because the MRZ includes a check digit that mathematically validates the passport number, date of birth and expiry date.
越来越多院校要求填写机读区两行内容作为校验键，因为机读区包含校验位，可通过算法验证护照号码、出生日期与有效期是否一致。
P<GBRSMITH<<JOHN<ALEXANDER<<<<<<<<<<<<<<<<
4. Name Format Rules: Surname, Given Name and the MRZ | 姓名格式规则：姓、名与机读区
The single largest source of rejected forms is name formatting. The rule is simple: copy the name exactly as it appears on the biographical page, in the same letter order, with the same hyphenation and the same spacing.
材料被退回的最大单一原因就是姓名格式。规则很简单：完全照抄资料页上的姓名，字母顺序、连字符与空格都必须一致。
Do not translate your name, do not reorder it to suit local convention, and do not add a Western-style first name that is not printed in the passport. If your passport shows a single combined given name, treat it as one unit rather than inventing a family name and a given name.
不要翻译姓名，不要为迎合当地习惯而调换顺序，也不要添加护照上并未印制的西式名。若护照上只有一个合并的名，应按一个整体填写，不要自行拆分出姓与名。
| Passport shows | 护照显示 | Correct entry | 正确填法 | Incorrect | 错误填法 |
| LI / MING HUA | 李 / 明华 | Family: LI, Given: MING HUA | 姓：LI，名：MING HUA | Family: MING, Given: HUA | 姓：MING，名：HUA |
| O’BRIEN / ANNE-MARIE | 奥布莱恩 / 安妮-玛丽 | O’BRIEN / ANNE-MARIE | 原样保留 | OBRIEN / ANNE MARIE |
| AL-FARSI / NOOR | 阿尔法西 / 努尔 | AL-FARSI / NOOR | ALFARSI / NOOR |
If your name has been legally changed, submit the change certificate alongside the form rather than writing the new name on its own.
若姓名已依法变更，应随表提交变更证明，而不是只填写新姓名。
5. Passport Validity, Renewal and Expiry Windows | 护照有效期、换发与到期时间窗
Most institutions for 2025-2026 require that the passport used for verification remains valid for a defined minimum period. The common benchmark is at least six months beyond the expected programme end date, and some funders require twelve months.
多数院校在2025至2026学年要求用于核验的护照具备最短剩余有效期。通行标准是超过项目预计结束日期至少6个月，部分资助机构要求12个月。
Remaining validity ≥ Programme end date + 6 months
If your passport expires before that window closes, begin renewal immediately and submit a bridging record: a copy of the old passport, the renewal appointment confirmation, and a signed undertaking to submit the new passport number within ten working days of receipt.
若护照在该时间窗结束前到期，应立即启动换发，并提交过渡材料：旧护照复印件、换发预约确认单，以及承诺在领取新护照后十个工作日内补交新护照号码的签字声明。
Never let your passport expire while a visa or residence permit is linked to it. In many jurisdictions an expired passport invalidates the underlying permission to stay, which in turn invalidates your enrolment.
切勿在签证或居留许可仍绑定于旧护照时让护照过期。在许多司法辖区，护照过期会使居留许可失效，进而导致学籍失效。
6. Supporting Documents and How They Must Match | 辅助材料及其一致性要求
The passport information form is rarely assessed in isolation. It is cross-checked against the visa, the residence permit, the admissions record and the bank mandate used for stipend payments.
护照信息表通常不会单独审核，而是与签证、居留许可、录取记录及用于发放助学金的银行授权书交叉比对。
The core principle is exact equivalence. Your name in the student record must equal your name in the passport, which must equal the name on the residence permit and the name on the bank account. Where a bank cannot accept a hyphenated or long name, you must obtain a written confirmation from the bank rather than altering the form.
核心原则是完全一致。学籍记录中的姓名须与护照一致，护照须与居留许可一致，居留许可须与银行账户一致。若银行无法接受带连字符或过长的姓名，应向银行索取书面确认，而不是修改表格内容。
- Passport biographical page scan | 护照资料页扫描件
- Visa page or residence permit, front and back | 签证页或居留许可正反面
- Admissions or offer letter showing your legal name | 载明法定姓名的录取通知书
- Student card or enrolment confirmation | 学生证或注册确认单
- Name change certificate, if applicable | 如适用，姓名变更证明
- Bank or stipend mandate confirmation | 银行或助学金授权确认
7. Photo and Scan Specifications | 照片与扫描件规格
Technical rejections are frustrating but entirely avoidable. Follow the specification below and check the file before you upload rather than after.
技术性退回令人懊恼，但完全可以避免。请按以下规格执行，并在上传前而非上传后检查文件。
| Item | 项目 | Requirement | 要求 |
| File format | 文件格式 | PDF or JPEG; PNG accepted by some portals | PDF 或 JPEG；部分系统接受 PNG |
| Resolution | 分辨率 | 300 dpi recommended, minimum 200 dpi | 建议 300 dpi，最低 200 dpi |
| File size | 文件大小 | Typically 200 KB to 2 MB per file | 通常每个文件 200 KB 至 2 MB |
| Colour | 色彩 | Full colour, no greyscale | 全彩，不可灰度 |
| Framing | 取景 | All four corners of the page visible, MRZ complete | 页面四角完整，机读区不可裁切 |
| Institutional photo | 证件照 | Taken within the last six months, plain background | 近六个月内拍摄，纯色背景 |
Do not use flash, do not photograph the page at an angle, and do not apply filters or enhancement. A flatbed scan or a well-lit overhead photograph produces the most reliable result.
不要使用闪光灯，不要斜角拍摄，不要使用滤镜或增强处理。平板扫描或光线均匀的俯拍效果最可靠。
8. Deadlines, Submission Channels and Confirmation | 截止日期、提交渠道与确认回执
Timelines vary by institution, but the 2025-2026 cycle has broadly followed a predictable pattern for both new and continuing doctoral candidates.
各校时间安排不尽相同，但2025至2026学年对博士新生与在读生的节奏大体一致。
| Stage | 阶段 | Typical window | 常见时间窗 |
| New student submission | 新生提交 | Within 14 days of enrolment | 注册后 14 天内 |
| Continuing student re-verification | 在读生复核 | By 31 October 2025 | 2025 年 10 月 31 日前 |
| Renewal notification | 换发后补报 | Within 10 working days | 10 个工作日内 |
| Correction of returned forms | 退回材料更正 | Within 5 working days of notice | 收到通知后 5 个工作日内 |
Submit through the official student portal wherever possible. Email submission should only be used when the portal is unavailable, and then only to the designated compliance address, with your student number in the subject line.
尽可能通过官方学生系统提交。仅在系统不可用时才使用电子邮件，且只能发送至指定合规邮箱，并在主题行注明学号。
Always keep the confirmation receipt. A submission without a receipt is treated as not submitted, and the burden of proof lies with you.
务必保留确认回执。没有回执的提交视为未提交，举证责任在您一方。
9. Verification Outcomes: Approved, Pending, Returned | 核验结果：通过、待审、退回
Once submitted, your form will pass through three possible outcomes. Understanding each one helps you respond quickly and avoid unnecessary delay.
提交后，材料可能出现三种结果。了解每种结果有助于快速应对并避免不必要的延误。
- Approved: the record is matched and your enrolment status is confirmed. | 通过：记录匹配，学籍状态确认。
- Pending: further evidence is required, for example a renewal receipt or a name change certificate. | 待审：需要补充证据，例如换发回执或姓名变更证明。
- Returned: a field is inconsistent, illegible or missing, and the form must be resubmitted. | 退回：字段不一致、模糊或缺失，需重新提交。
A returned form is not a penalty. It is a correction request. Respond within the stated correction window and quote the reference number given in the notification.
退回并不等于处罚，而是更正要求。请在规定的更正期限内回应，并引用通知中给出的编号。
If your form remains pending for more than fifteen working days without explanation, escalate in writing to the doctoral school or graduate office rather than resubmitting repeatedly.
若材料待审超过十五个工作日且无任何说明，应以书面形式向研究生院升级询问，而不是反复重复提交。
10. Data Protection and Confidentiality | 数据保护与保密
Passport data is classified as sensitive personal data in most jurisdictions, so institutions must process it under a lawful basis and store it securely.
在多数司法辖区，护照信息属于敏感个人数据，机构必须依据合法基础处理并安全存储。
Depending on where you study, the relevant framework may be the UK GDPR, the EU GDPR, the Personal Information Protection Law in China, FERPA in the United States, or an equivalent national statute. In each case the principles are similar.
依据就读地不同，适用框架可能是英国 GDPR、欧盟 GDPR、中国个人信息保护法、美国 FERPA 或同等国内法。各框架的基本原则相近。
- Purpose limitation: data is used only for identity, immigration and funding verification. | 目的限制：数据仅用于身份、出入境与资助核验。
- Minimisation: only the fields needed are collected. | 最小化：仅采集必要字段。
- Retention: records are kept for a defined period after graduation, then deleted. | 保存期限：毕业后保存固定年限，随后删除。
- Access control: only authorised registry and compliance staff can view the file. | 访问控制：仅授权的注册与合规人员可查看。
You normally have the right to request a copy of the data held about you, and to ask for correction of errors. Contact the data protection officer rather than your supervisor for such requests.
您通常有权索取所持个人数据的副本，并要求更正错误。此类请求应联系数据保护官，而非导师。
11. Common Mistakes and How to Avoid Them | 常见错误与规避方法
Most problems are predictable and recur every cycle. Review this list before you submit.
大多数问题可预见，且每个周期都会重复出现。提交前请逐条核对。
- Reversing family name and given name to suit local convention. | 为迎合当地习惯而颠倒姓与名。
- Omitting middle names that appear in the passport. | 漏填护照上存在的中间名。
- Changing hyphenation, apostrophes or spacing in the name. | 擅自改动姓名中的连字符、撇号或空格。
- Writing a preferred or English name instead of the legal name. | 填写偏好名或英文名而非法定姓名。
- Submitting an expired passport or one below the minimum validity. | 提交已过期或有效期不足的护照。
- Cropping the MRZ or covering a corner during scanning. | 扫描时裁掉机读区或遮挡页面边角。
- Using a different name on the bank mandate for stipend payments. | 助学金银行授权使用不同姓名。
- Failing to notify the institution after a passport renewal. | 换发护照后未通知学校。
- Signing the declaration electronically without authorisation. | 未经授权使用电子签名。
- Missing the correction window after a return notice. | 收到退回通知后错过更正期限。
Each of these errors is avoidable with a five-minute check against the original document. The cost of correcting them later is measured in weeks, not minutes.
以上错误只要对照原件检查五分钟即可避免。事后更正的代价以周计算，而非以分钟计算。
12. Checklist, Timeline and Where to Get Help | 清单、时间线与求助渠道
Use the checklist below as a final gate before submission. It reflects the sequence that most institutions expect.
请把以下清单作为提交前的最后一道关口，其顺序与多数院校的预期一致。
- Confirm whether you must submit based on your nationality and route. | 确认依据国籍与路径是否需要提交。
- Check passport validity against the programme end date plus six months. | 核对护照有效期是否满足项目结束日期加六个月。
- Copy every field directly from the biographical page. | 逐字段照抄资料页内容。
- Enter both MRZ lines exactly as printed. | 准确录入机读区两行内容。
- Scan at 300 dpi in colour with all corners visible. | 以 300 dpi 全彩扫描，四角完整。
- Attach visa or residence permit
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