Regulations Governing Associate Students

 

(These Regulations Governing Associate Students shall not be applicable to students of the MBChB Programme and Divinity School of Chung Chi College.

The term “Department” in the Regulations includes all Schools of Studies and also refers to relevant committees established for programmes jointly offered by different departments. The term “Graduate Division” refers to all the Graduate Divisions offering postgraduate programmes.)

 

1.0

Admission and Application

1.1

Associate Students under the International Asian Studies Programme (IASP)

Students from institutions outside Hong Kong who wish to study at the University on a visiting basis for not more than two terms may apply to do so through admission into the IASP. Students from institutions which have formal bilateral student exchange arrangements with the University are normally accepted in accordance with the Memorandum of Understanding reached with the partner institutions and will normally pay tuition to their home institutions. Students from institutions which do not have formal bilateral student exchange arrangements with the University will be considered as study abroad students and will be required to pay the IASP tuition fee. After admission into the IASP, students can apply for a range of courses offered by the University following the regulations stipulated by the University on enrolment quota, course timetabling and scheduling, etc. 

 

(a)

Associate Undergraduate Students

 

 

This category includes undergraduate students who have completed at least two terms of university studies. Students should normally have obtained a grade point average (GPA) of at least 3.0 on a 4.0 scale (B average or better). Applicants from institutions not using the GPA system will be assessed on their overall academic performance. Exceptions may be granted by the Director of Academic Links on a case-by-case basis.

 

(b)

Associate Postgraduate Students

 

 

This category includes:

 

 

(i)

students with a Bachelor’s degree from a recognized institution of higher learning who have normally obtained a grade point average (GPA) of at least 3.0 on a 4.0 scale (B average or better). Applicants from institutions not using the GPA system will be assessed on their overall academic performance; and

 

 

(ii)

students who are currently enrolled in a postgraduate degree programme at another institution;

 

 

exceptions may be granted by the Director of Academic Links on a case-by-case basis.

 

 

 

 

Associate students of the IASP shall pursue an approved course of study not leading to a degree or a diploma of the University, and shall receive an academic report on the course/s taken. Students shall normally study for a maximum of two terms at the University, but exceptions may be granted by the Director of Academic Links on a case-by-case basis.

1.2

Associate Students of Full-time Undergraduate Programmes

 

(a)

An applicant whose educational standard is considered adequate by the Department and the Board of the Faculty concerned may be admitted as an associate student to pursue an approved course of study not leading to a degree of the University.

 

(b)

Application for admission as an associate student shall be supported by a certified true copy of academic record and made to the Director of Admissions and Financial Aid by a specified date.

 

(c)

An associate student shall receive an academic report on the course/s s/he has taken.

1.3

Associate Students of Postgraduate Programmes

 

(a)

An applicant whose educational standard is considered adequate by the Graduate Division concerned may be admitted upon the approval of the Council of the Graduate School as an associate student to pursue an approved course of advanced study or research not leading to a certificate, diploma or higher degree of the University.

 

(b)

Normally, application for admission as an associate student shall be supported by a certified true copy of academic record and made to the Graduate School via the Graduate Division concerned by a specified date.

 

2.0

Registration

2.1

An applicant who has been offered admission to an approved course of study or research shall pay the fees and register with the Registry/Graduate School/Office of Academic Links (OAL) on the respective specified date/s and shall be considered to have enrolled in the approved courses of study or research from the date of his/her first registration.

2.2

A student registered for a full-time course of study or research shall not take up any full-time employment, paid or unpaid, during term time except by prior permission of the Department/Programme/Graduate Division concerned.

2.3

No student shall be allowed to change his/her status to that of a candidate for a certificate, diploma, degree or higher degree of the University unless s/he has already satisfied the University’s requirements for admission to an approved course of study or research leading to a certificate, diploma, degree or higher degree of the University and unless the change of status is specially recommended by the Department/Programme/Graduate Division concerned and approved by the Senate.

2.4

A student shall register in the name which appears in his/her Hong Kong Identity Card or passport. Only under very special circumstances may an applicant who has completed or withdrawn from the IASP apply for change of his/her registered particulars. Such an application shall be made in writing with justification for approval by the Registrar/Director of Academic Links.

 

 

3.0

Fees

3.1

 

The fees prescribed by the University Council shall be payable on dates specified unless prior permission for deferment is obtained.

3.2

A student in arrears shall be subject to fines. Unless written approval is given by the University to defer payment, a student in arrears, whether in part or in full, or who has outstanding fees/fines unpaid, shall be withheld from University services such as course registration and add/drop, application for transcript and certifying letter, graduation assessment, until all outstanding fees/fines are settled.

3.3

Caution money shall be payable as a deposit to make good any outstanding debts to the University incurred in, for example, damages to University property.  This sum less any deductions made for outstanding debts shall be refunded on discontinuation or withdrawal of studies at the University.

3.4

Apart from caution money, fees once paid shall not be refunded, unless exceptionally approved by the Bursar and Director of Finance.

 

4.0

Course Load and Selection

4.1

An associate student of a full-time undergraduate programme shall take a course load of up to 18 units per term, and an associate undergraduate student of IASP shall take a full load of 9–18 units of courses in any term except with prior permission of the Department/Programme/Graduate Division concerned. However, no student shall be allowed to take more than 18 units in any term.

4.2

An associate postgraduate student of IASP can take either:

 

(a)

a full load of 9–18 units of courses in any term; or

 

(b)

conduct research and take a minimum course load of 3 units in any term.

4.3

An associate student of a postgraduate programme shall take the courses as specified by the Graduate Division concerned.

4.4

An associate student of IASP shall, after consulting OAL staff and making sure that there is no timetable clash among the courses s/he wishes to select, complete the prescribed procedure for course registration.

4.5

A student shall register for courses on the specified date/s in each academic year. Anyone who does not register for courses after the prescribed period may be required to suspend studies or considered to have withdrawn from studies at the University.

 

 

5.0

Course Withdrawals and Additions

5.1

A student who wishes to apply for withdrawal or addition of course/s after the beginning of the teaching term shall complete the prescribed procedure and within the specified period as determined by the Senate from time to time.

5.2

A student who withdraws from a course without going through the prescribed procedure shall be given a failure grade for the course.

 

6.0

Attendance and Absence

6.1

A student who has been absent from class/required activities for any period shall be responsible for applying to the teaching staff concerned for permission to make up for any required work missed.

6.2

In case of illness necessitating absence exceeding one week (or three weeks for postgraduate associate students), a student shall apply in writing to obtain permission from the Registrar/Dean of the Graduate School/Director of Academic Links. Such an application shall be accompanied by a certificate signed by a registered medical practitioner and shall require the endorsement of his/her Department/Programme/Graduate Division concerned.

6.3

A student who wishes to apply for a leave of absence exceeding one week (or three weeks for postgraduate associate students) for non-medical reasons shall obtain prior permission from the Registrar/Dean of the Graduate School/Director of Academic Links through written application. Such an application shall state the reasons for which leave of absence is sought and shall require the endorsement of his/her Department/Programme/Graduate Division concerned.

6.4

A student shall be required to take leave of absence if the condition of his/her health is considered as constituting a definite hazard to the University community. At the end of the prescribed period of absence, the student shall obtain a certificate of good health signed by the Director of the University Health Service as required before s/he can apply to resume studies.

 

7.0

Assessment and Examinations

7.1

A student shall be assessed in every course for which s/he has registered on the basis of his/her performance in the course on the criteria as prescribed by the Department/Programme/Graduate Division concerned.

7.2

Course grades, their standards and converted points used in reporting shall be as follows:

 

 

(a)

For undergraduate courses:

 

 

 

Grade and Standard

 

Sub-divisions

(if needed)

Converted Points

 

A

Excellent

A

4.0

 

A–

Very Good

A–

3.7

 

B

Good

B+

3.3

 

B

3.0

 

B–

2.7

 

C

Fair

C+

2.3

 

C

2.0

 

C–

1.7

 

D

Pass

D+

1.3

 

D

1.0

 

F

Failure

F

0.0

 

P

Pass

Not counted in the calculation of GPA

 

U

Failure

 

 

(b)

For postgraduate courses:

 

 

 

Grade and Standard

 

Sub-divisions

(if needed)

Converted Points

 

A

Excellent

A

4.0

 

A–

Very Good

A–

3.7

 

B

Good

B+

3.3

B

3.0

B–

2.7

 

C

Fair

 

C+

2.3

C

2.0

C–

1.7

 

D

Pass

D+

1.3

 

D

1.0

 

F

Failure

F

0.0

 

P

Ungraded Pass

Not counted in the calculation of GPA

 

U

Failure

 

The grade point average of a student’s course work shall be computed by dividing the total weighted converted points for courses taken by the total number of units attempted inclusive of courses failed, where the weighted converted points are converted points multiplied by the number of units of the course concerned. “P”/“U” grades are for specified courses adopting a pass/fail grading basis where other grades are not applicable and will not count in the calculation of the grade point average.

7.3

Notwithstanding Regulation 7.2 above, an IASP student taking an undergraduate course offered by the Yale-China Chinese Language Centre may within two weeks after the beginning of the teaching term, apply to the Yale-China Chinese Language Centre to have his/her assessment result in that course reported on a Pass (PA)/Fail (FA) basis.

7.4

A student who has gained a grade of “D” or above, “P” or “PA” in a course shall earn the unit/s of that course.

7.5

A student shall take course examinations, if prescribed by the teaching staff concerned, in the form of written, practical or oral assessment, or any combination thereof.

7.6

Absence from examinations:

 

(a)

A student who for medical or other compelling reasons is unable to sit for any course examination or any part thereof shall apply in writing with documentary evidence at the earliest possible instance but in any case not later than five working days after the examination concerned to the Registrar/Dean of the Graduate School/Director of Academic Links for permission for absence. In the case of illness/injury, the application shall be accompanied by a certificate signed by a registered medical practitioner.

 

(b)

 

If a student’s application for absence is successful, the student may be otherwise assessed at the discretion of the Department/Programme/Graduate Division concerned.

 

(c)

A student who is absent from any examination without permission shall be given a failure grade in that examination.

 

8.0

Disciplinary Action

8.1

A student who violates any rule or regulation and/or commits any misconduct, including but not limited to the following:

 

(a)

defamation of or assault on or battery against the person of any member of the University;

 

(b)

wilful damage to or defacement of any property of the University;

 

(c)

theft, fraudulent use, misapplication of University funds or property of any kind;

 

(d)

academic dishonesty;

 

(e)

an offence in connection with tests or examinations or violation of any of the regulations governing conduct at tests or examinations as approved by the Senate from time to time;

 

(f)

falsification or serious misuse of University documents or records;

 

(g)

refusal to comply with any regulations or orders by authorized persons and bodies prohibiting any conduct which disrupts teaching, study, research, administration or normal activities of the University;

 

(h)

any conduct which is detrimental to the reputation and well-being of the University;

 

(i)

an offence of an immoral, scandalous or disgraceful nature of which the student has been convicted in any court of law; or

 

(j)

misrepresentations or false statements made in any application or document submitted to the University;

 

shall be disciplined by the Senate Committee on Student Discipline, or other disciplinary committees as appropriate, including Board of Faculty and College Assembly of Fellows, as shall be vested with authority in handling matters pertaining to the discipline of students, in accordance with the nature and gravity of the offence.

8.2

Disciplinary action may result in a penalty in any one or more of the following forms:

 

(a)

reprimand issued by the disciplinary body concerned;

 

(b)

suspension from part or all of the rights, privileges and/or the use of part or all of the facilities of the University for a specified period of time;

 

(c)

demerit/s, of which a total of three may result in termination of studies at the University;

 

(d)

suspension from the University for a specified period of time;

 

(e)

(f)

termination of studies at the University;

any other form as the Senate Committee on Student Discipline, Board of Faculty, College Assembly of Fellows, or other disciplinary committees (as the case may be) may deem fit.

 

Penalty (d) or (e) may be imposed only with the approval of the Senate Committee on Student Discipline, with authority delegated by the Senate. Any penalty imposed as a result of disciplinary action may be entered into the transcript of the student’s academic record.