Student Handbook 2013-14 Full Version

7/25/2019 Student Handbook 2013-14 Full Version

1/139

Student Handbook2013-14

August 2013

This handbook contains information known as of August 2013.

(accessible at https://www2.polyu.edu.hk/as/Polyu/STDHBK/Handbook1314/

Student_Handbook_2013-14_Full_Version.pdf)


2/139


3/139

OurMotto

To learn and to apply, for the benefit of mankind.

Our Vision

Be a leading university that excels in professional education, applied research and

partnership for the betterment of Hong Kong, the nation and the world.

Our Mission

1. To nurture graduates who are critical thinkers, effective communicators,

innovative problem solvers, lifelong learners and ethical leaders.

2. To advance knowledge and the frontiers of technology to meet the changing

needs of society.

3. To support a University community in which all members can excel through

education and scholarship.

Motto, Vision & Mission


4/139

1.

2.

3.


5/139

i

Table of Contents

Quick Guide to Information .......................................................................... 1

1. The University ...................................................................................... 3

A. Introduction ................................................................................................ 3

B. Organization and Structure .......................................................................... 3

C. Academic Programmes ................................................................................ 4

D. Graduation Requirements ............................................................................ 4

E. Academic Advising ....................................................................................... 6

2. Access to Information/Services .......................................................... 8

A. PolyU E-mail, Website and Portal .................................................................. 8

B. eStudent ..................................................................................................... 9

C. Definitive Programme Document .................................................................. 9

D. Student Handbook ....................................................................................... 9

E. Notice Boards ........................................................................................... 10

F. Academic Secretariat and Various Offices ................................................... 10

3. Registration ....................................................................................... 12

A. Confirmation of Enrolment ......................................................................... 12

B. Students under 18 Years Old ..................................................................... 12

C. Student Identity Card ................................................................................ 13

D. Change of Personal Particulars ................................................................... 15

E. Normal Duration for Completion of a Programme ........................................ 16

F. Maximum Period of Registration ................................................................. 17

G. Leave of Absence ...................................................................................... 17H. Concurrent Enrolment ............................................................................... 17

I. Deferment of Study ................................................................................... 18

J. Zero Subject Enrolment and Retention of Study Place ................................. 19

K. Transfer of Study ...................................................................................... 20

L. Student Status .......................................................................................... 21

M. Withdrawal of Study .................................................................................. 24

N. 3-year Curriculum Undergraduate Degree Programmes with Major andMinor/Double Degree Study Option ............................................................ 25


6/139

ii

O. 4-year Curriculum Undergraduate Degree Programmes with Minor/Double

Majors Study Option .................................................................................. 26

P. Subject Registration .................................................................................. 27

Q. Subject Exemption and Credit Transfer ....................................................... 29

R. Retaking of Subjects .................................................................................. 31

S. Unqualified Subjects .................................................................................. 32

T. Add/Drop of Subjects and Change of Subject Groups .................................. 32

U. Taking of Additional Subjects ..................................................................... 33

V. Withdrawal of Subject ............................................................................... 33

W. Nullification of Registration ........................................................................ 33

4.

Fees

.................................................................................................... 35A. Time for Payment ...................................................................................... 35

B. Fee Adjustment ......................................................................................... 36

C. Payment Methods ..................................................................................... 36

D. Rejected Payment ..................................................................................... 38

E. Deferred Payment of Tuition Fee ................................................................ 38

F. Non-payment of Fees ................................................................................ 38

G. Refund and Revision of Tuition Fees ........................................................... 38H. Tuition Fees .............................................................................................. 39

I. Other Fees/Charges ................................................................................... 40

5. Assessment ........................................................................................ 41

A. Assessment Methods ................................................................................. 41

B. Progression and De-registration ................................................................. 41

C. Academic Probation ................................................................................... 42

D. Examination Periods and Timetable ............................................................ 42

E. Conduct of Examinations ........................................................................... 43

F. Marked Examination Scripts ....................................................................... 45

G. Assessment Results ................................................................................... 45

H. Late Assessment ....................................................................................... 46

I. Appeal against Assessment Results ............................................................ 46

J. Eligibility for Award ................................................................................... 48

K. Application for Graduation ......................................................................... 49


7/139

iii

6. Award and Certification ..................................................................... 50

A. Transcript of Studies ................................................................................. 50

B. Testimonial ............................................................................................... 50

C. Graduation ................................................................................................ 50D. Certification of Award ................................................................................ 51

E. Certification of True Copy .......................................................................... 52

7. Regulations and Rules ....................................................................... 53

A. Penalties for Offences ................................................................................ 53

B. Use of Universitys Name, Property and Premises .......................................... 54

C. Academic Studies ...................................................................................... 56

D. General Conduct and Discipline .................................................................. 59

E. Complaints and Appeals ............................................................................. 60

8. Facilities and Services ........................................................................ 61

A. Information Technology Services Office ...................................................... 61

B. Pao Yue-kong Library................................................................................. 63

C. Student Affairs Office ................................................................................. 69

D. University Health Service ........................................................................... 72

E. Office of Undergraduate Studies ................................................................. 73

F. Office of Careers and Placement Services ................................................... 74

G. Student Facilities and Amenities ................................................................. 74

H. Services for Non-local Students ................................................................. 79

I. Services for Students with Disability ............................................................ 80

9. Student Bodies ................................................................................... 83

A. The Hong Kong Polytechnic University Students Union ................................ 83

10. Important Notes for Non-local Students ........................................... 87

A. Hong Kong Identity Card ........................................................................... 87

B. Visa Extension ........................................................................................... 87

C. Immigration Restrictions on Employment/Internship/Placement ................... 88

D. Conditions of Stay and Charity/Voluntary Work ............................................ 89

E. Transfer of Study ...................................................................................... 90

F. Deferment of Study/Zero Subject Enrolment ............................................... 90

G. Change of Student Status .......................................................................... 91


8/139

iv

H. Nullification of Registration ........................................................................ 91

I. Discontinuation or Withdrawal of Study/De-registration ............................... 91

J. Exchange Activities .................................................................................... 92

K. Immigration Arrangements for Non-local Graduates (IANG) ........................ 92L. Contact Details of the Hong Kong Immigration Department ......................... 93

M. Student Welfare ........................................................................................ 93

Appendix 1: Health and Safety Guidelines ................................................. 94

Appendix 2: Rules for Student Computer Centre Users ............................. 97

Appendix 3: Plagiarism ............................................................................. 100

Appendix 4: Arrangements during Bad Weather ...................................... 102

Appendix 5: List of Useful Contact Information ....................................... 104

Appendix 6: Campus Map and Off-campus Venues ................................. 111

Appendix 7: Academic Calendar ............................................................... 117

Appendix 8: Tuition Fees for Self-Financed Programmes ........................ 118


9/139

Student Handbook 2013-14 Quick Guide

1

Quick Guide to Information

You can locate a topic and find its page reference in this Handbook below. Relevantstandard forms can be obtained from the Academic Secretariat homepage at

http://www.polyu.edu.hk/as/web/dir/student_form.html or Academic SecretariatService Centre at Room M101 of the Li Ka Shing Tower (see onpage 10 for openinghours).

TopicsPage

Reference

AvailableStandard Form,

if any

Academic calendar 117

Academic integrity 56

Arrangements during bad weather 102

Assessment

Academic probation 42

Appeal against assessment results 46

Assessment results 45

Eligibility for award 48

Examination periods and timetable 42

Late assessment 46

Award and certification

Certification of award 51 AS106

Certification of true copy 52 AS5

Testimonial 50 AS4

Transcript of studies 50 AS3

Campus map 111

Complaints and appeals 60

Copying of copyright materials 58

Fees

Deferred payment of tuition fee 38

Fee adjustment 36

Rejected payment 38

Tuition fees and other fees/charges 39,40

Graduation

Application for graduation 49 AS84c

Congregation 50

Intellectual property 57

Library offence 67

Plagiarism 56,100


10/139

Student Handbook 2013-14 Quick Guide

2

TopicsPage

Reference

AvailableStandard Form,

if any

Registration

Add/drop of subjects and change of subject groups 32

Change of personal particulars 15 AS1

Change to self-paced status 23 AS114

Class timetable 28

Concurrent enrolment 17 AS38

Subject exemption and credit transfer 29 AS41c

Deferment of study 18 AS7

Discontinuation of study 25

Leave of absence 17 AS8

Major and minor/double degree study option 25 AS113

Maximum period of registration 17

Nullification of registration 33

Prior agreement for subject selection at exchange-outinstitution (for exchange-out students only)

31 AS41a

Progression and de-registration 41

Reinstatement of registration 33 AS118

Retaking of subjects 31

Student identity card and card replacement 13 AS2

Subject registration 27 Taking of additional subjects 33

Taking of fewer credits in a semester and opting to paycredit fee

22 AS121

Transfer of study 20 AS25

Unqualified subjects 32

Withdrawal of study 24 AS6

Zero subject enrolment / retention of study place 19 AS112

Regulations and rules 53


11/139

Student Handbook 2013-14 The University

3

1. The University

A. Introduction

The origin of the University can be traced back to 1937 with the founding of the firstpublicly-funded post-secondary technical institution in Hong Kong the GovernmentTrade School. The School was renamed the Hong Kong Technical College in 1947.In August 1972, the Hong Kong Polytechnic was formally established taking overthe campus and staff of the Hong Kong Technical College. The Institutionassumed full University status in November 1994. In terms of number of students, itis the largest tertiary institution in Hong Kong funded by the HKSAR Governmentthrough the University Grants Committee. It has a student population of about31,120 by headcount.

B. Organization and Structure

Students enrol on programmes offered by individual academic departments, whichare grouped under the following faculties/academic units (department abbreviationsare shown in brackets):

Faculty of Applied Science and Textiles (FAST)Department of Applied Biology and Chemical Technology (ABCT)

Department of Applied Mathematics (AMA)Department of Applied Physics (AP)Institute of Textiles and Clothing (ITC)

Faculty of Business (FB)Department of Logistics and Maritime Studies (LMS)Department of Management and Marketing (MM)School of Accounting and Finance (AF)

Faculty of Construction and Environment (FCE)

Department of Building and Real Estate (BRE)Department of Building Services Engineering (BSE)Department of Civil and Environmental Engineering (CEE)Department of Land Surveying and Geo-Informatics (LSGI)

Faculty of Engineering (FENG)Department of Computing (COMP)Department of Electrical Engineering (EE)Department of Electronic and Information Engineering (EIE)

Department of Industrial and Systems Engineering (ISE)

Department of Mechanical Engineering (ME)Interdisciplinary Division of Biomedical Engineering (BME)


12/139


4

Faculty of Health and Social Sciences (FHSS)Department of Applied Social Sciences (APSS)Department of Health Technology and Informatics (HTI)Department of Rehabilitation Sciences (RS)School of Nursing (SN)

School of Optometry (SO)

Faculty of Humanities (FH)Department of Chinese and Bilingual Studies (CBS)Department of Chinese Culture (CC)Department of English (ENGL)English Language Centre (ELC)General Education Centre (GEC)

School of Design (SD)

School of Hotel and Tourism Management (SHTM)

C. Academic Programmes

All PolyU academic programmes follow a credit-based structure. The adoption of acredit-based structure has enabled our study programmes to be more responsive tothe changing needs of students, the professions and the society. Students can takea range of subjects according to their interests and career plans and will have

greater flexibility in pacing their study. They may also apply for transfer of creditsfor their previous studies.

A credit-based programme comprises subjects which have values expressed in termsof credits. Subjects are categorised into different levels representing differentintellectual demand on students.

To earn a credit, students are expected to take up about 35 to 45 hours of study(inclusive of contact hours, private study etc.). In each semester, the number ofcredits to be taken must not exceed 21 (24 for students admitted before 2005-06).

D. Graduation Requirements

For graduation, students are required to complete a specified number of creditsand satisfy other requirements as laid down in the relevant definitive programmedocument, which will be issued to you by your Department at the commencement ofyour study. Some students may be required to take extra credits if they lack thenecessary foundation for pursuing a particular discipline and they will be advised bythe programme offering department.


13/139


5

D1. Requirements for Students Admitted to 4-year Curriculum

Undergraduate Degree Programmes and Higher DiplomaProgrammes in 2012/13 or After

i. General University Requirements

Students on UGC-funded 4-year curriculum undergraduate degree programmes andthose admitted to the UGC-funded Higher Diploma programmes in 2012/13 or afterwill be required to complete the General University Requirements (GUR) and theGeneral University Requirements for Higher Diploma Programmes (HDGUR)respectively.

GUR for 4-year curriculum undergraduate degree programmes include the Languageand Communication Requirements (LCR), Cluster-Area Requirements (CAR)(including a China Studies requirement), Leadership and Intra-Personal

Development, Service-Learning, and Freshman Seminar, and make up a total of 30credits. Students are also required to complete a non-credit-bearing programme inHealthy Lifestyle as part of the GUR.

HDGUR include the Language and Communication Requirements (LCR), Cluster-AreaRequirements (CAR) (including a China Studies requirement) and FreshmanSeminar, and make up a total of 15 to 18 credits.

ii. Work-integrated Education

Students on UGC-funded 4-year curriculum undergraduate degree programmes arerequired to take a mandatory Work-integrated Education (WIE) component, anddetails of the component will be specified according to the needs of the BroadDisciplines concerned.

D2. Requirements for Students Admitted to 3-year CurriculumUndergraduate Degree Programmes in or Before 2012/13, andto Higher Diploma Programmes in or Before 2011/12

i. Language Requirements

The University supports the enhancement of language proficiency of students inEnglish, written Chinese and Putonghua. Students admitted to UGC-fundedBachelors degree and sub-degree programmes which cater for school-leavers(normally full-time programmes) are expected to attain a desired level of languageproficiencies before graduation. Where necessary, non-credit-bearing LanguageEnhancement Programmes (LEP) will be prescribed by the English Language Centreor Department of Chinese and Bilingual Studies for individual students afteradmission.


14/139


6

In addition, students admitted in or before 2010-11 are required to sit for theGraduating Students Language Proficiency Assessment (GSLPA) in both Chineseand English before graduation. Except for those who are given exemption fromattempting the GSLPA, students who have not taken both of the GSLPAs shall not beeligible for graduation.

Students admitted in 2011-12 and after will be required to complete two compulsory3-credit language subjects (English and Chinese). Details of these requirements areeither set out in the definitive programme document, which will be issued to you byyour Department at the commencement of your study, or announced by the EnglishLanguage Centre and Department of Chinese and Bilingual Studies.

ii. General Education Requirement

Students who enrol on UGC-funded Bachelors degree and sub-degree programmes

(normally full-time programmes) will be required to complete compulsory GeneralEducation subjects. The requirement for General Education subject is different forstudents admitted in different year. Students have to take one General Educationsubject from the category of China Studies and 3-year curriculum undergraduatedegree programmes students have to take one more from the category ofBroadening. Some articulation 2-year full-time degree and non-UGC-fundedprogrammes may also specify compulsory General Education requirement for theirstudents.

You are advised to read your definitive programme document carefully to ascertain

the General Education requirements for your programme.

iii. Work-integrated Education and Co-curricular Requirements

Students enrolled on UGC-funded full-time undergraduate degree programmes arerequired to take a credit-bearing Work-integrated Education (WIE) component andto participate in non-credit-bearing co-curricular activities before graduation for thepurposes of broadening their experience in real working environment and enhancingtheir all-round development.

You are advised to refer to your definitive programme document and to consultyour programme offering department for details of the above requirements.

E. Academic Advising

To empower you to fulfill the academic requirements, there are two systems ofacademic advising at PolyU: a) Department-based academic advising; and b)academic advising at the institutional level operated by the Office of GeneralUniversity Requirements (OGUR). While the former system is primarily related to

advising on your Major study and Minor/Free Elective study (via Academic Advisor inthe Department/Faculty), the latter system attempts to help students to fulfill the


15/139


7

GURvia OGUR Academic Counsellors. Please visit the Academic Advising page ofthe website of the OGUR to understand more about academic advising atPolyU http://www.polyu.edu.hk/ous/ogur.html. You may also visit the AcademicAdvising website of the department offering your programme for arrangementsrelated to your programme. Information of the departmental websites can be found

inAppendix 5.

GUR is applicable to students admitted to 4-year curriculum undergraduate degree programmes and HigherDiploma programmes starting from 2012/13 academic year.


16/139

Student Handbook 2013-14 Access to Information/Services

8

2. Access to Information/Services

The main communication channel for disseminating information and notices tostudents within the University will be through e-mails and the University Portal. It is

important for you to regularly check from these sources.

A. PolyU E-mail, Website and Portal

A PolyU Connect account based on the student number is provided to students foraccess to the PolyU Connect system which provides e-mail, communication andcollaboration services to users. Information concerning your study may be sent toyou by lecturers and offices of the University, such as Academic Secretariat noticeson your registration or study related arrangements and Library notices on book

loans through PolyU Connect. Therefore, you are advised to check for messages inyour PolyU Connect account regularly.

At the PolyU Web page (http://www.polyu.edu.hk) and its University Portal(https://portal.polyu.edu.hk), you can obtain general information about theUniversity as well as useful information relating to your studies and the facilitiesavailable on campus. Different offices of the University including the AcademicSecretariat will put up important notices concerning your study under the Newschannel of the University Portal from time to time (e.g. re-enrolment and subjectregistration schedule, fee payment notification). In addition to checking emails at

your PolyU Connect account, it is necessary for you to check notices regularly on theUniversity Portal in order not to miss any important or up-to-date information.

All full-time and part-time students are assigned a Network Identity (NetID) toaccess the Universitys central IT facilities and services. For the first access, studentshave to register their assigned NetID and select their Network Password(NetPassword) online by clicking the NetID Registration button on the UniversityPortal Login Page (https://portal.polyu.edu.hk) and then entering some personaldata including the PolyU Student Number. Your NetID is the same as your StudentNumber, but with the last alphabetic character in lower case. For example, a student

with Student Number 13123456D will have NetID of 13123456d. With yourNetID and NetPassword, you can have free access to the Universitys central ITfacilities and services including eStudent, University Portal, Learning ManagementSystem, Academic Computing Services, wired and wireless Internet connection,network storage etc. Since most of your PolyU activities (e.g. subject registration,web teaching and learning, and personal data amendment) are transacted on web,you are strongly advised not to divulge your NetPassword or any other personalidentification numbers (PINs) to anybody.

For security reason, you should also change your account password/PIN from timeto time. Students will be held responsible for the actions done through their ownaccounts which are controlled by their own account password/PIN.


17/139


9

You can visit the Student Computer Centre on campus where full access to theUniversitys complete range of central IT facilities is available.

B. eStudentStudents can access to the various study-related applications provided by theAcademic Secretariat via the eStudent at http://www.polyu.edu.hk/student/.Currently, the following can be found online: Information - general information,subject search and programme search; My Profile personal details and studyinformation; My Subject Registration; My Timetable; My Results; Graduation;Study Changes and My Advisor. Notices on important upcoming activities relatedto your study will also be posted on this page. You are therefore advised to checkthis page regularly to get up-to-date information.

C. Definitive Programme Document

You will be issued a copy of the definitive programme document for yourprogramme of study by the Department offering the programme at thecommencement of your study. You are required to check this document for thedetails of the graduation requirements.

This document contains all information on the credit requirement, curriculum,programme-specific assessment regulations, grading system and awardclassification. This is subject to review and changes which the programme offeringdepartment can decide to make from time to time. You will be informed of thechanges as and when appropriate. A copy of this definitive programme documentcan also be found in the Library.

D. Student Handbook

The Student Handbook contains essential information concerning generalacademic matters, general regulations and procedures, services and facilities forstudents and various communication channels. This is accessible from eStudent or atthe University Portal.

Students enrolling on postgraduate schemes should also refer to the relevantregulations handbooks for details on the procedures and regulations governingpostgraduate schemes.


18/139


10

These handbooks can also be accessed via the following links:

Link

For

UndergraduateStudents

PostgraduateStudents

Student Handbookhttp://www.polyu.edu.hk/as/web/dir/student_handbook.html

Postgraduate Schemes Handbookshttps://www2.polyu.edu.hk/as/Polyu/PGSH

Regulations on Postgraduate Schemeshttps://www2.polyu.edu.hk/as/Polyu/PGS

Dissertation Handbookhttps://www2.polyu.edu.hk/as/Polyu/PGDIS

E. Notice Boards

Various departments will communicate with students on matters such as classattendance through displaying notices and messages on departmental notice boards.

Academic Secretariat also maintain notice boards on the podium (one near the Libraryand another at EF Wing) and where appropriate, outside the respective offices.

F. Academic Secretariat and Various Offices

Useful enquiry numbers/hotlines of the Academic Secretariat, Faculty Office/Schoolof Design/School of Hotel and Tourism Management/Broad Discipline Offices,Departmental Offices and other relevant offices are given inAppendix 5.

i. Academic Secretariat

The Academic Secretariat (AS) is responsible for matters related to applications and

students, covering admissions, registrations, timetabling, examination, studentrecords, certification and awards. You may visit the AS homepage athttp://www.polyu.edu.hk/asfor more details.

The Service Centre of the Academic Secretariat is located at Room M101 of the Li KaShing Tower, the opening hours of which are as follows:

Monday Friday : 9:00 a.m. - 7:00 p.m.Saturday : 9:00 a.m. - 12:00 noon

(Students can obtain various forms on a self-serviced arrangement afterthe Centre is closed.)


19/139


11

An automated interactive telephone hotline at 2333 0600 is also available. Studentsmay also enquire via email as follows:-

Matters E-mail Addresses

Admissions

For local applicants: [email protected](full-time undergraduateprogrammes)

[email protected](part-time undergraduateprogrammes)

[email protected](taught postgraduateprogrammes)

For non-local applicants: [email protected]

Enrolment [email protected]

Subject Registration [email protected]

Examinations,Certification and Award

[email protected]

Student Visa [email protected]

General [email protected]

ii. Departmental Offices

You can obtain most of the programme-related information from the general office ofyour programme offering Department. Enquiries related to the curriculum, subjectselection and assessment regulations of specific programmes should be directed toyour department or academic advisors.

iii. Information to be Supplied When Writing to the University

If you make an enquiry, a comment or suggestion on matters concerning thisUniversity in writing, you are advised to provide your full name, student number,contact telephone number, address and the programme enrolled. The University willnot be able to take action on any correspondence which is anonymous (withoutinformation on the full name and student number).
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


20/139

Student Handbook 2013-14 Registration

12

3. Registration

A. Confirmation of Enrolment

You need to confirm enrolment on your programme on a semester basis. You willreceive from the Finance Office an e-mail advising you to settle the relevant tuitionfee and other fees (including fees for students associations, credit transfer andexemption etc.) in late August (for Semester 1) and in the following January (forSemester 2). You can check on web athttp://www.polyu.edu.hk/fo/internet/student

regarding the fee debit notes issued to you by the University and your paymentstatus.

To confirm your enrolment on a programme, normally you are only required to

settle the fees and register subject for the semester concerned before the specifieddeadline. Tuition Fee Payment Schedule and details are available on webat http://www.polyu.edu.hk/as/reginfo/paymentschedule.pdf under RegistrationInformation > Fee Payment or http://www.polyu.edu.hk/fo/internet/student

underInformation > Tuition Fee and Payment Deadline. It is not necessary for you tocome in person to confirm your enrolment.

B. Students under 18 Years Old

As students under 18 do not have the full legal capacity to enter into contracts orgive valid consent, consent from their parents/guardians will be sought, upon thestudents' acceptance of our offers, for them to select programmes, enroll insubjects, reside in Student Halls of Residence, participate in the University'sacademic or non-academic activities such as internships, placements, communityservices, the student ambassador or helper scheme, offshore exchanges, study toursor visits, sporting events and experiential camps held locally, on the Chinesemainland or overseas, and make any related decisions.

Parents should note that, unlike secondary schools, university students have no

regular, fixed class timetable. Instead, students attend classes according to thesubjects in which they have enrolled, and they are free to leave the campus anytime they have no classes to attend. The University keeps no central records ofstudents' attendance or activities. Additionally, there is no special zone for studentsunder 18 in the University's Student Halls of Residence and they will share roomsand facilities with other students. Parents are advised to discuss with their childrenthe behavior that is appropriate outside the University and the suitability of theirstaying in the Student Halls, if applicable. Please visit http://www.polyu.edu.hk/sao/services/studentsunder18 for more guidelines on student life.

As with all students, those under 18 must abide by the regulations stipulated in theStudent Handbook. The University has the right to inform parents of their children's


21/139


13

academic performance, disciplinary actions, changes in residential status in theStudent Halls, or any issues concerning students health, safety or financial problemsand warranting parental attention.

The parents/guardians of students under 18 will be requested to sign and return a

Letter of Consent to the University upon students' acceptance of our offers andbefore they complete their registration procedures at the University.

For non-local students under 18, their parents are also required to authorise eitheran adult staying in Hong Kong or PolyU to be the local guardian who serves as thesole contact person in Hong Kong in the case of communication with the immigrationauthorities, emergencies or other situations that may arise.

C. Student Identity Card

Upon your first registration on the study programme, a student identity card will beissued to you. You are entitled to the rights and privileges of a full-time or part-timestudent, as appropriate, upon fulfilling the criteria for progression for the periodyou have duly paid the tuition and other fees (including caution money, fees forstudents associations etc.) and have completed the subject registration procedures.You should carry your student identity card at all times while in the Universitypremises as it enables you to gain access to various facilities of the University.

Student identity cards will normally expire at end of semester one or end of an

academic year. If you are eligible to continue with your study after the expiry dateof your student identity card, please collect the renewed student identity card at theAcademic Secretariat Service Centre during office hours in the last week of August(for student cards expiring at end of an academic year) or in the last week ofJanuary (for student cards expiring at end of semester one). This is also applicableto students who have transferred to another programme of a different mode (i.e.from full-time to part-time or vice versa).

For transfer of study which requires the issuance of a new student identity card, youwill be charged a fee for the new student identity card.

i. Return of Student Identity Card to the University

The student identity card is the property of the University and is not transferable.It should be returned to the University upon withdrawal or termination of yourstudent status at PolyU, whichever is earlier.

As different administrative units have their own service provisions and effectiveservice periods for different types of students, in particular new students andgraduates who have completed their studies and eligible for award, their

entitlements to access services and facilities on campus will be determined by therelevant units. Students can contact individual offices for information.


22/139


14

You are advised to return the card in person to the Academic Secretariat, if required.If you prefer to return the student identity card by post, you are urged to cut the cardinto halves (by cutting across the magnetic tape). Otherwise, you are at your risk ofany abuse in the use of your card when it is lost in post.

You are also reminded to clear all the money value stored in the student identitycard before returning it to the Academic Secretariat. The University shall not beliable for any subsequent claims for unspent balance after the card has beencancelled.

If you fail to return the student identity card within the specified period, the cautionmoney you have paid shall be confiscated, and you may not be eligible for anycertification of your study at the University. Subsequent request for refund of cautionmoney will not be entertained.

ii. Abuse of Use

You should take good care of your student identity card to prevent any possibleabuse by other persons.

You are liable to disciplinary action, which may include temporary deprivation ofstudent rights, suspension or expulsion of studies, if you lend your student identitycard to another person to enable the latter to gain access to University facilities orfor other purposes.

iii. Loss, Damage and Replacement

In case your student identity card is lost or damaged, or you have amended yourname, you should submit an application for a replacement via Form AS2. Areplacement fee will be charged for the new student identity card. If the originalstudent identity card is found eventually, you should immediately return the originalstudent identity card to the Academic Secretariat for cancellation. It is an offence topossess more than one student identity card for the same programme at the sametime and you shall be subject to disciplinary action if found committing this offence.

Application for Replacement of Student Identity Card (Form AS2)

Get the form from: Return it to:

http://www.polyu.edu.hk/as/web/dir/student_form.html Academic Secretariat Service Centre

Academic Secretariat Service Centre

If you cannot submit the application in person, you should attach a photocopy of yourHKID card to the application. Such copy will be destroyed after processing theapplication.


23/139


15

D. Change of Personal Particulars

i. Use of Information Supplied by Students

The personal particulars you provided in your application form at the time ofadmission will be used for setting up a permanent record at the University. Suchinformation (including your photo image collected for the student identity card) willbe used in activities in support of your study at the University including the activitiesand services, provided by the units of the University, and conducted by theStudents Union. The information may also be used in support of alumni activitiesafter your graduation. It is particularly necessary for you to keep your contactinformation updated.

Besides the information collected at the time of application, your registration detailsand assessment results are also kept in your permanent records for monitoring yourprogress during your study and for reference when certification is required.

In addition, names of graduates, together with information on the award title andclassification of award (for students with First Class Honours and Distinction only),will be published in a Graduates List for Congregations use.

Your programme offering departments may also keep records related to your study.If you have requested/used services provided by the University Health Service, theUniversity Library, the Student Affairs Office, the Information Technology ServicesOffice and the Facility Management Office or any other offices in the University,

appropriate records will also be kept by these offices.

Only authorised departments/staff of the University will have access to student data.Student data will be deleted when they are no longer required according to laid-down rules. Retention policies will be reviewed regularly by the respective offices toensure that data are kept no longer than necessary.

The University may send you from time to time information relating to theUniversity, the Department or programmes that is not related to your study. Thisintends to keep you abreast of the development of the University as well as

providing you with information that may be useful reference for further study. Wewill, therefore, urge you to give your consent to us via the eStudent platform athttp://www.polyu.edu.hk/student immediately after programme registration. If youwish to change your mind subsequently after giving the consent, you can do theupdating via eStudent too.

ii. Access and Updating of Student Data

In accordance with the Personal Data (Privacy) Ordinance, you have the right toaccess and correct your personal data and also to request a copy of such data. If

you wish to access your personal data kept in our records, you may submit a requestvia the Data Access Request Form which is obtainable at the Academic Secretariat


24/139


16

Service Centre. A handling fee will be charged.

Information concerning your study and registration may be sent to you by yourdepartment or lecturers/advisors and offices of the University, such as AcademicSecretariat, Library, Information Technology Services and Student Affairs Office

through PolyU Connect. Therefore, you are advised to check for messages in yourPolyU Connect account regularly.

To enable our contacting you successfully, it is particularly important for you to keepyour residential/correspondence address and mobile number updated at all timesduring your study as the University may contact you by phone, SMS, or post asnecessary. You can do the updating directly via eStudent. For students who moveinto student hostel or live away from home (i.e. your residential address), it isimportant for you to keep your correspondence address updated.

In order that relevant university officers can reach your next of kin(parents/guardian if you are under the age of 18) in case of emergencies, you arealso reminded to update this information as part of your student records in theUniversity.

You can do the updating directly on web during your study, and up to the year ofyour graduation on the completion of the university congregation ceremony aroundOctober. Please login to the eStudent at http://www.polyu.edu.hk/studentfor accessto the system. You can also view your personal particulars online. However, foramendment of name, date of birth, nationality and gender, you are required to fill in

a hard copy of Form AS1 and original of supporting document (including HKIDcard, passport or Mainland ID) is required for verification. No update will be madeto these information of a graduate.

Application for Student Personal Data Amendment (Form AS1)


http://www.polyu.edu.hk/as/web/dir/student_form.html

Academic Secretariat Service Centreor via email [email protected] (with supporting documents) Academic Secretariat Service Centre

E. Normal Duration for Completion of a Programme

Each programme has a normal duration for completion and this period is specifiedin the definitive programme document which will be issued to you by your Departmentat the commencement of your study.

Local full-time students may not be given grant and loan by the government beyond

the normal period of study for the programme.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


25/139


17

F. Maximum Period of Registration

The maximum period allowed for students to register on a programme is normallytwice the normal duration, which must not exceed eight years. This maximum period

of registration is stipulated in the individual definitive programme document. Thefact that a students maximum period of registration on a programme has notexpired shall not, by itself, entitle him/her to remain as a student of the University. Astudents registration shall lapse if it is no longer possible for him/her to obtain thedesignated award within the maximum period of registration.

G. Leave of Absence

If you need to be absent from class for a temporary period during the academicyear, you must obtain approval from the Head of Department concerned bysubmitting Form AS8. You are reminded that you should not attend classes if youare infected by contagious diseases.

Application for Leave of Absence (Form AS8)


http://www.polyu.edu.hk/as/web/dir/student_form.html Programme offering department

(with supporting documents) Academic Secretariat Service Centre

The granting of leave of absence is not automatic. All applications should be made asearly as possible before the leave is taken. The Department concerned will informyou of the approval or otherwise of your application.

If you are absent from an examination owing to sickness or other circumstancesbeyond your control, you have to apply to the Head of Department offering thesubject with supporting documents (please also refer to the section on LateAssessment on page 46).

H. Concurrent Enrolment

You are not allowed to enrol concurrently on two full-time/sandwich programmeswhether or not one of the programmes is offered by another institution.

Except for programmes which do not lead to any formal award, students are requiredto obtain approval from the PolyU Head(s) of Department concerned prior to theirenrolment on a full-time/sandwich programme and a part-time programme, or on

For non-local students, please also refer to the section onImportant Notes for Non-local Students on page87.


26/139


18

more than one part-time programme, including those offered by another institution.

To obtain the approval of the Head(s) of Department concerned for concurrentenrolment, you should submit an application for concurrent enrolment via Form

AS38 before your registration on these programmes. Failure to obtain approval

may subject you to disciplinary action including discontinuation of your study atPolyU.

Application for Concurrent Enrolment (Form AS38)


http://www.polyu.edu.hk/as/web/dir/student_form.html Academic Secretariat Service Centre


I. Deferment of Study

You may apply for deferment of study if you have a genuine need to do so, such asillness. Applications from students who have not yet completed the first year of afull-time or sandwich programme will be considered only under exceptionalcircumstances. The deferment period will not be counted as part of the maximumperiod of registration.

You are required to submit an application for deferment of study via Form AS7 tothe programme offering department. You will be informed of the result of yourapplication in writing or via e-mail by the Department normally within three weeksfrom the date of application.

Application for Deferment of Study (Form AS7)


http://www.polyu.edu.hk/as/web/

dir/student_form.html

Programme offering department(with forms completed in duplicate,

enclosing supporting documents.Medical certificates are required forapplication on medical grounds)


Deadline for application:

Before the commencement of the semester examination period of theprogramme concerned

Once you have been approved to defer your study, it is necessary for you to returnyour student identity card to the relevant office immediately and not later than two

For non-local students, please also refer to the section on Important Notes for Non-local Students on page87.


27/139


19

weeks after the approval of your application. If you do not return your studentidentity card by the deadline, the approval on your application will be withdrawn.It is necessary for you to settle all the outstanding tuition fee and/or other fees inorder to have your application for deferment processed if the application issubmitted after the start of a semester. However, if you submit the application

before the commencement of the relevant semester, the tuition fee paid afterdeducting a fee of HK$5,000 (for local students) or HK$15,000 (for non-localstudents) will be refunded to you in cash. If the tuition fee paid is equal to or lessthan the above amount, no refund will be arranged. The deduction of such fee willhowever be waived for current students. Alternatively, you may apply for zerosubject enrolment to reserve your study place (please also refer to the section onZero Subject Enrolment and Retention of Study Place below).

Upon expiry of the approved period of deferred study, you will be advised to settlethe tuition fee and complete the subject registration procedures. If you do not

receive such notification one week before the commencement of the Semester, youshould enquire at the Academic Secretariat.

J. Zero Subject Enrolment and Retention of Study

Place

If you do not wish to take any subject in a semester (including the summer term forthose programmes having compulsory summer term as specified in the definitiveprogramme document), you must seek approval from your Department to retainyour study place by submitting Form AS112 before the start of the semester and inany case not later than the end of the add/drop period. Otherwise, your registrationand student status with the University will be removed. Please also refer to thesection onDiscontinuationof Study on page 25 for further details. The semestersduring which you are allowed to take zero subject will be counted towards themaximum period of registration for the programme concerned (please also refer tothe section onMaximum Period of Registration on page 17).

You will receive notification from the Department normally within 2 weeks if yourapplication is successful. Students who have been approved for zero subject

enrolment are allowed to retain their student status and continue using campusfacilities and library facilities. A fee of HK$2,105 per semester for retention of studyplace will be charged.



28/139


20

Application for Retention of Study Place (Form AS112)

Get the form from: Return the form to:

http://www.polyu.edu.hk/as/web/

dir/student_form.html

Programme offering department

(with reasons and relevantsupporting documents) Academic Secretariat Service Centre


Before the start of the semester concerned.

Under exceptional circumstances, before the end of the add/drop period ofthe semester concerned.

K. Transfer of Study

It is the Universitys policy that new students will only be considered for transferto another programme offered in the same mode of study starting from theirsecond semester of registration.

If you are studying a UGC-funded programme and wish to transfer to other PolyUUGC-funded programme of the same level of award, you should submit an applicationfor transfer of study instead of a new application in the non-JUPAS applicationperiod. Current Higher Diploma students who have chosen to submit an applicationvia JUPAS are not allowed to submit a further application for transfer of study to full-time programmes within PolyU.

Before you apply for transfer of study, you need to check the maximumregistration period of the programme concerned as the University will only consideryour application if your total period of registration does not exceed the maximumperiod of registration of the programme with the longer duration.

If you are only eligible for transfer to the initial stage of a new programme, yourapplication will be considered together with the new applications for the programme.Applications for transfer of study can only be considered subject to availability of

places. Applications for transfer of study should be made via Form AS25.

For non-local students, please also refer to the section on Important Notes for Non-local Students on page87.


29/139


21

Application for Transfer of Study (Form AS25)



One copy to the current department

and one copy to the transfer-indepartment (with reasons andsupporting details. For applicationmade on the basis of employmentrequirement, recommendation fromthe employer is required.)

Academic Secretariat ServiceCentre


Application for transfer to full-time programmes for the next academic yearshould be submitted by 31 January each year.

Application for transfer to full-time programme for the second semester ofregistration should be submitted as early as possible and should not be laterthan the commencement of the second semester.

You will be informed of the result of your application via e-mail by the Faculty Officeconcerned/School of Design/School of Hotel and Tourism. You should remain in youroriginal programme until your application has been approved and transfer has beeneffected.

Once approval for your transfer has been given, your study place in the originalprogramme will be offered to another applicant, where appropriate. A fee of HK$110

will be charged for issuing a new student identity card if such is required.

Tuition fee paid for the original programme will be used to offset the tuition fee ofthe new programme, if applicable. You will be advised to settle the outstanding fee, ifany, and to complete the registration procedures for the new programme ifrequired. If there is any excess in the tuition fee paid, you will receive a refund incash.

L. Student Status

i. Full-time Students

Students enrolling on full-time/sandwich programmes are classified as full-timestudents. They are expected to devote the whole of their time to study even thoughthey may or may not follow the specified progression pattern.

Students on full-time/sandwich programmes who wish to change their study load,from full-time to part-time, i.e. enrolling for less than 9 credits in a semester, will



30/139


22

have to seek prior approval from their Department. They will be given the option topay credit fees. If students wish to exercise such option, they have to informDepartments before the end of the add/drop period of that semester.

If you wish to take less than 9 credits in a semester, you are required to seek

permission from your Department by submitting an application via Form AS121before the end of the add/drop period. If your application is approved, you maymaintain your full-time student status. For students on UGC-funded programmes,once you are approved to take less than 9 credits and pay credit fee, it is necessaryfor you to pay tuition fee for subject(s) you will be taking in the summer term ofthat academic year. You need to submit another application if you wish to continuewith the part-time study load in the next semester. Since you have been approvedto take less than 9 credits in a semester, there is no need for you to apply forchanging to self-paced status separately.

Student enrolling on mixed-mode programme with a study load of 9 credits or morein a semester are classified as full-time students in that semester. Such students willbe classified as part-time students if they take less than 9 credits in the followingsemester unless otherwise approved by the relevant department.

Application for Taking Less Than 9 Credits in a Semester (Form AS121)





Before the end of the add/drop period of the semester concerned.

ii. Part-time Students

Students enrolling on part-time, distance learning, online programmes or on mixed-mode programmes with a study load of less than 9 credits in a semester (unlessotherwise approved by the Department concerned) are classified as part-time

students. All part-time students will pay credit fees.

iii. Mixed-mode Students

Students enrolling on mixed-mode programmes are classified as mixed-modestudents. They may engage in a full-time or part-time study load and attend classesin the evening, daytime or a combination of both. The class attendance pattern forindividual programmes will be specified in the admission/programme documents. Ifthe mixed-mode students take subjects with a study load reaching the minimumrequirement of a full-time student, they will be given full-time status in that

semester. Otherwise, they will be given part-time status unless approved by theDepartment concerned to retain a full-time status.


31/139


23

iv. Self-paced Students

Self-paced students are those who have been given approval by their Departmentnot to follow the specified progression pattern or those registered on programmeswhich do not have any specified progression patterns. If you wish to study at your

own pace instead of following the specified progression pattern, you need to seekapproval from the Department by completing Form AS114 before thecommencement of the semester concerned. Once you are approved to become self-paced, you will remain as a self-paced student throughout your entire study. A self-paced student will be classified as a full-time or part-time student with reference tothe requirements stipulated above in this section.

Application for Changing to Self-paced Status (Form AS114)



Programme offering department(with reasons and supportingdocuments) Academic Secretariat Service Centre

Application period:

Before the commencement of the subject registration period or before thecommencement of the semester concerned.

Self-paced students should study the programme requirements carefully, consultthe departmental academic advisors and perform subject registration according to

the schedule announced by the Academic Secretariat.

It is your responsibility to monitor your progress of study and to ensure that theprogramme requirements are completed within the normal duration or the maximumperiod of registration of your programme.


32/139


24

M. Withdrawal of Study

i. Official Withdrawal

If you wish to discontinue your study at the University before completing yourprogramme, it is necessary for you to complete the withdrawal procedure via FormAS6. Fees paid for the semester which you are studying will not be refunded.

Application for Withdrawal of Study (Form AS6)



Relevant Faculty Office/School of

Design/School of Hotel and TourismManagement (Student identity card

must be returned for cancellation atthe same time.)



Before the commencement of the examination period of the semesterconcerned.

Your application will not be processed if you have not returned your student identitycard with the application form or have not cleared outstanding matters with thevarious departments/offices concerned, such as settling outstanding fees/fines andLibrary loans and clearing your locker provided by the Student Affairs Office.

The relevant Faculty Office/School of Design/School of Hotel and TourismManagement will inform you in writing or via e-mail of the result of yourapplication, normally within three weeks from the date of application.

Upon confirmation of your official withdrawal, you will be eligible for the refund ofthe caution money paid if you have no outstanding debts to the University.

However, if you have paid the tuition fee for the semester concerned and yourapplication is submitted before the commencement of that semester, the tuition fee

paid after deducting a fee of HK$5,000 (for local students) or HK$15,000 (for non-local students) will be refunded to you in cash. If the tuition fee paid is equal to orless than the above amount, no refund will be arranged. The deduction of such feewill be waived for current students.

If you discontinue your study at the University without completing proper withdrawalprocedures, you will be regarded as having unofficially withdrawn and the cautionmoney paid at first registration will be confiscated.

For non-local students, please also refer to the section on Important Notes for Non-local Studentson page

87.


33/139


25

ii. Discontinuation of Study

If you discontinue your study without following the proper procedures for officialwithdrawal, you will be regarded as having given up your study at the University. Insuch cases, you will not be eligible for the refund of caution money and shall not be

considered for re-admission to the same programme/stream in the followingacademic year.

iii. De-registration

If you are de-registered on grounds of academic failure, you must return yourstudent identity card to the Academic Secretariat within 3 weeks upon the officialrelease of assessment result. Failure to return the student identity card may renderyou not eligible for any certification of your study nor for admission in subsequentyears. The caution money paid will also be confiscated. Any subsequent request for

the refund of caution money by returning the student identity card after the originaldeadline will not be entertained.

Students who have been de-registered shall not be considered for re-admission tothe same programme/stream in the following academic year.

N. 3-year Curriculum Undergraduate DegreeProgrammes with Major and Minor/Double Degree

Study Option

Majority of the bachelors degree programmes are specialised in a singlediscipline. Some UGC-funded full-time degree programmes offer major/minor ordouble degree study option. Only students enrolling on these programmes areallowed to indicate the option of either continuing with the single-discipline degree orfollowing a different study route.

i. Major/Minor Study

Eligible students will be invited to indicate an option within the first three weeks ofSemester 2 in their first year of registration. Students admitted on the basis ofadvanced qualifications can approach their Department to arrange for making anearly option in Semester 1 of their first year of registration.

ii. Double Degree Study

Students intending to follow a double degree study route should follow the schedulespecified by their Department in taking the option. Students following the doubledegree study route need to take extra credits of 30 or more to complete the dual

award.


34/139


26

Eligible students interested in taking major/minor or double degree study optionshould submit a declaration using Form AS113.

Declaration for Taking Major/Minor/Double Degree Option (Form AS113)





Major/Minor option: Within the first three weeks of Semester 2 of the firstyear of registration.

Double Degree option: As specified by the Department

Students will be notified of the application results by e-mail within 3 weeks after theclose of the application period. Students can also check whether their programmestreams have been properly updated at eStudent (http://www.polyu.edu.hk/student> My Profile > Study Information). If you do not receive any notification,you should contact your programme offering department for clarification.

The department offering the programme will inform the students of the result of theirapplication within 3 weeks after the close of the application period. Students shouldremain in their original programme until they are notified of the application result.

Students who have opted the respective study route can take the subjects relevantto their award in upper years of study. They should plan ahead in order to spreadtheir study load over the remaining years of study.

For students taking major/minor study, they are required to submit an applicationfor graduation in the semester in which they will have completed all the requirementsfor award (please refer to the sections on Eligibility for Award and the section on

Application for Graduation on page 49for further details).

O. 4-year Curriculum Undergraduate DegreeProgrammes with Minor/Double Majors StudyOption

i. Minor Study Option

Students interested in a Minor must submit their application to and obtain approvalfrom the Minor-offering department, at the start of their second year of study duringthe designated application period. No late application will be considered. To be

eligible for enrolment on a Minor, a student must have a cumulative GPA of 2.5 orabove at the time of application for Minor enrolment. The Minor-offering Department


35/139


27

may set a quota and additional admission requirements apart from the above GPArequirement. Also, students are required to obtain a GPA of at least 2.0 for bothMajor and Minor programmes, and an overall GPA of at least 2.0 in order to satisfythe requirement for graduation with a Major plus a Minor.

Students who have enrolled on a Minor are expected to complete their approvedMinor as part of their graduation requirements. Students who wish to withdraw froma Minor need to apply for approval officially from the Minor-offering department,prior to the end of the add/drop period of the last Semester of study.

A student is required to graduate as soon as he/she satisfies the graduationrequirements. The student concerned is required to apply for graduation, in thesemester in which he is able to fulfill all his graduation requirements, and after theadd/drop period for that semester has ended.

ii. Double Majors Study Option

Students intending to complete a double major typically requires more than thenormative study period of 4/5 years and extra credits on self-financed basis (i.e.,higher tuition fee). The actual number of credits required for getting a double majordepends on the level of commonality between the first major and the second major.

Students interested in taking a second major should first obtain approval to take asecond major from the programme offering department. They can then submit theirapplications to the second major-offering department from their second year of

study. Only students with GPA of 3.0 or above can be considered for second majorstudy enrolment. Departments can, however, stipulate a higher GPA requirement forentry to the second major.

Once enrolled, students are expected to complete the second major as part of theirgraduation requirements. Students are required to obtain an overall of GPA at least2.0 for the first degree as well as a GPA of at least 2.0 for the second major in orderto satisfy the requirement for graduation with double majors.

Students who wish to withdraw from a second major programme need to apply forapproval officially from the major-offering department before the end of the firstweek of the semester in which they anticipate that they will become eligible foraward.

P. Subject Registration

You can select elective subjects on a semester basis through the online subjectregistration system via eStudent according to the schedule announced by the

Academic Secretariat.

The University has a limit on the maximum study load that a student can take in a


36/139


28

semester. The maximum study load in a semester is 21 credits. Individualdepartments may however limit the maximum credits for their students to take inthe initial rounds of subject registration.

You should study the definitive programme document, the subject pre-requisite, co-

requisite and exclusion requirements and the specified progression pattern, if any, ofyour programme before subject registration. It is your responsibility to check if yoursubject registration will fulfill the graduation requirements.

The specified progression pattern (SPP) is the sequence of subject selectionrecommended by your Department. By following this sequence, you can completethe programme within the normal duration. If you wish to deviate from the specifiedprogression pattern, you need to seek approval from your Department to changeyour status to self-paced by completing Form AS114.

Students can select General Education/General University Requirement subject inany semester before graduation unless otherwise specified in the definitiveprogramme document or pre-assigned by Departments. The work-integratedstudies would be arranged either by Departments or the Office of Careers andPlacement Services. Details are set out in the definitive programme document.

You are not advised to make any changes to subjects pre-assigned to you byDepartments without consulting your Department/Academic Advisor.

Some programmes do not have specified progression pattern. Students enrolling on

these programmes will be classified as self-paced students. Self-paced studentsneed to plan their own study and complete the programme requirements withinthe maximum period of registration of the programme.

The programme offering department has the final authority to decide on the subjectselection of its students. Departments also have the right to cancel the offer of asubject if the class is too small. This arrangement also applies to lecture, tutorialand seminar, etc. You will be advised to take other replacement subjects in case thesubject is cancelled.

Students who fail to complete subject registration according to schedule and havenot applied for deferment or zero subject enrolment will be subject to the removal oftheir registration and student status with the University.

The class timetable will be released around mid July for Semester One and aroundearly December for Semester Two and Summer Term via eStudent for enquiry tofacilitate relevant subject registration of students.


37/139


29

Q. Subject Exemption and Credit Transfer

Irrespective of the extent of previous study or credits recognised, all studentsstudying in PolyU should complete at least one third of the normal credit

requirement in order to be eligible for the PolyU award.

If you consider your previous study relevant to your current programme, you mayapply for subject exemption or credit transfer by using Form AS41c.

i. Subject Exemption

You may be granted exemption from taking certain subjects if you havesuccessfully completed similar subjects in another programme. The creditsassociated with the exempted subject will not be counted for satisfying the creditrequirements of your programme. You should consult your Department and takeanother subject in its place. For students whose tuition fees are charged bycredits, an exemption fee will be charged.

ii. Credit Transfer

You should submit an application for credit transfer upon your initial enrolment onthe programme or before the end of the add/drop period of the first semester of yourfirst year of study. Late applications may not be considered. For students whosetuition fees are charged by credits, a credit transfer fee will be charged.

The validity period of subject credits earned is eight years from the year ofattainment, i.e. the year in which the subject is completed, unless otherwisespecified by the department responsible for the content of the subject (e.g. thecredit was earned in 1998-99, then the validity period should count from 1999 for

eight years). Credits earned from previous studies should remain valid at the time

when the student applies for transfer of credits. There is a limit on the maximumnumber of credits that could be transferred. If the credits attained from previousstudy are from PolyU, the total credits transferred should not exceed 67% of therequired credits for the award. If the credits gained are from other institutions, the

total credits transferred should not exceed 50%. In cases where both types of creditsare transferred, not more than 50% of the required number of credits for theacademic award may be transferred. Grades may or may not be given for thetransferred credits.

All credits transferred will be counted for satisfying the award requirements.Transferred credits may be counted for meeting the requirements of more than oneaward.

Some programmes may accept applicants holding advanced qualification. If you

have an advanced qualification relevant to the programme enrolled, you may beallowed to take fewer credits than the programme normally requires. However, when


38/139


30

you apply for credit transfer, the credits that you are not required to study will alsobe counted towards the maximum number of transferred credits. For example, astudent holding an advanced qualification earned outside PolyU is only required totake 60 credits, i.e. 30 credits less of the credit requirement of 90 credits. Thenumber of credits that the student can further apply for transfer is only 15 credits, as

the 30 credits that he is not required to study will be counted into the limit of thecredit transfer he can earn (i.e. 45 credits, which is 50% of the credit requirement of90 credits).

Application for Subject Exemption/Credit Transfer (Form AS41c)



Academic Secretariat Service CentreApplication period:

Preferably before the start of the first semester, or before the end of add/dropperiod of each semester.

You will receive notification from the Department concerned normally within 14working days if your application for the subject exemption/credit transfer issuccessful. If you are a credit fee paying student, you will receive a debit notefor settlement of the subject exemption/credit transfer fee, the non-payment ofwhich will nullify the approved subject exemption/credit transfer. A reinstatement

fee of HK$400 will be charged if you wish to reinstate the approval for the subjectexemption/credit transfer fee.

You can also earn credits through studying at an exchange institution. Before youdecide on which subjects to take at the exchange institution, you should seekprovisional approval from your programme offering department on the study planand the possibility for credit transfer for fulfilling the award requirement of yourprogramme by completing Form AS41a. Upon successful completion of theexchange programme/activity, you need to submit a formal application for credittransfer by completing Form AS41c. Students who received transferred credits

from an approved exchange programme can exceed the 50% limit of total creditstransferred.


39/139


31

Application for Prior Agreement for Subject Selection at Exchange-out Institution(Form AS41a)




Application period:

Before the start of an exchange activity or during the approved exchangeactivity, if the subjects to be taken can only be finalised by then.

You may also seek approval from your Department for exemption or credit transferfor language and general education subjects attained in previous study. Subject tothe approval of the subject offering department, exemption from compulsory

language subjects may be possible for special cases, e.g. students who have nottaken Chinese since Secondary 5 may be exempted from compulsory Chinesesubjects. Students seeking exemption or credit transfer for compulsory languagesubjects may be required to take a suitable test to demonstrate their level ofproficiency.

In case of extenuating circumstances (such as claiming credits for study on anexchange programme) where the application of credit transfer can only besubmitted after the first semester of the first year of study, all credit transfersapproved will take effect only in the semester for which they are approved. Such

students will only be eligible for graduation at the end of that semester, even if thegranting of the credit transfer will immediately enable the student to satisfy thetotal credit requirement for the award.

R. Retaking of Subjects

After the announcement of overall assessment results in a semester, you shouldcheck whether you have failed any subject via the eStudent (please refer to thesection onAssessment Results on page 45)and arrange for retaking of the subject

during subject registration.

In addition to retaking a subject due to failure, you may retake any subject for thepurpose of improving your grades. These students will be accorded a lower priorityfor taking the concerned subjects and can do so if places are available. Studentsconcerned can register for such subjects during the last 2 days of the add/dropperiod.

When you retake a subject, only the final subject grade after the retake will be includedin the calculation of the Grade Point Average (GPA) and the Grade Point Average for

award classification. Although the original grade will not be included in thecalculation of GPAs, it will be shown on the transcript of studies. You should refer


40/139


32

to the definitive programme document to ascertain the requirements, in particular forsubjects offered in consecutive semesters, for retaking failed subjects or seek advicefrom the Department concerned.

Students paying credit fee will be charged for the subjects retaken.

S. Unqualified Subjects

Upon the finalisation of the semester subject results, if you have failed a subjectwhich is a pre-requisite of the follow-on subject(s) in the next semester, the follow-onsubject(s) which you enrolled earlier will be marked as unqualified subjects in yoursubject registration record and you will not be qualified for attending classes of thesesubjects.

You are therefore advised to check your Subject Registration History at theeStudent (http://www.polyu.edu.hk/student > Subject Registration > Subject

Registration History) to find out whether you have any unqualified subjects after thefinalisation of the overall result of the last semester. Normally, your programmeoffering department will let you know if you have been waived from the pre-requisiterequirement and are allowed to take the unqualified subject. However, in case theDepartment concerned does not grant you the waiver but you still wish to take theunqualified subject, you should approach your Department to seek special approval.Alternatively you can take other subjects in place of the unqualified subjects. Youshould complete these actions before the end of the add/drop period of the semester

concerned.

T. Add/Drop of Subjects and Change of SubjectGroups

If you wish to change the subjects enrolled, you may do so through the onlineadd/drop system during the 2-week add/drop period (one week for summer term).You are advised not to make any changes to the subjects pre-assigned to you by theDepartment without consulting your Department/Academic Advisor. In case youwish to drop all subjects for a semester, you must first seek approval from yourDepartment for zero subject enrolment (please refer to the section onZero SubjectEnrolment and Retention of Study Place on page 19). Otherwise, you may beconsidered as having decided to withdraw from study on the programme concerned.Dropping of subjects after the add/drop period is not allowed. If you have a genuineneed to do so, it will be handled as withdrawal of subject (please refer to thesection onWithdrawal of Subject on page 33).


41/139


33

U. Taking of Additional Subjects

Subject to not exceeding the maximum credits allowed, students can take additionalsubjects before graduation to broaden their perspective. The selection of additional

subjects will be done during the last 2 days of add/drop period. Any requests fordropping the additional subjects after the add/drop period will be treated as subjectwithdrawal. All subjects will be included in the GPA calculation during a studentsstudy while only those subjects within the programme curriculum requirement will becounted towards a students award classification.

V. Withdrawal of Subject

If you have a genuine need to withdraw from a subject after the add/drop period,

you should submit an application for withdrawal of subject to your programmeoffering department. Such requests will be considered by both the programmeleader and the subject lecturer concerned if there are strong justifications and whenthe tuition fee of the subject concerned has been settled. Requests for subjectwithdrawal will not be entertained after the commencement of the examinationperiod for your programme.

For approved cases, a handling fee will be charged. The tuition fees paid for thewithdrawn subject will be forfeited. The withdrawn subjects will still be reported inyour Assessment Result Notification and Transcript of Studies although they will notbe counted in GPA calculation. If the handling fee concerned is

Student Handbook 2013-14 Full Version

Documents

Transcript of Student Handbook 2013-14 Full Version