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Chow Yei Ching School of Graduate Studies

FAQ for New Taught Postgraduate Students

 

Course Registration

Question 1
Where can I find the list of courses being offered for the semester/term?

Answer
You can check for the list of courses being offered for the entire academic year from the Master Class Schedule which is accessible from the CityU Portal. Please note that the class schedules are subject to changes prior to the start of the respective semester/term.
 

Question 2
When is the add/drop period?

Answer
Please refer to “Course Registration” > “Quick Guide” for details.
 

Question 3
How do I add/drop non-web-enabled courses?

Answer
You can print the Add/Drop Form from AIMS, complete the form and submit it to your home academic unit within the stipulated course add/drop period for approval. For details, please refer to “Paper Add/Drops”.
 

Question 4
Can I drop courses after the add/drop period?

Answer
After the add/drop deadline, requests for late drop of courses will only be approved under exceptional circumstances, and such late requests must be submitted no later than the end of the teaching period for the relevant semester/term for approval by the Heads of both the course-offering academic unit and the home academic unit.

For courses charged by credit units, tuition fees are chargeable for courses approved for dropping after the end of Week 2. For details, please refer to the Regulations on Tuition Fees.
 

Question 5
I have been granted credit transfer for a course but it still appears in my schedule. What should I do?

Answer
If the course is web-enabled, simply drop the course through the web. If the course is not web-enabled, use the Print Add/Drop Form under the “Course Registration” menu in AIMS, complete the form and submit it to your home academic unit. Indicate on the form that you have obtained approval for credit transfer.
 

Question 6
What is the minimum and maximum study load?

Answer
In each semester, full-time students must register for at least twelve but not more than eighteen credit units; part-time students must register for not more than eleven credit units; and combined mode students must register for not more than eighteen credit units. In the Summer Term, students may register for courses but the total load must not exceed seven credit units.
 

Question 7
What should I do if I wish to reduce my credit load for the semester?

Answer
Students who wish to take a reduced study load in a semester (full-time students taking less than twelve credits) due to special reasons can print and complete the Reduced Study Load Application Form in AIMS and submit it to their home academic unit for approval.
 

Question 8
What should I do if I wish to exceed my maximum study load for the semester?

Answer
Students who wish to exceed their maximum study load in a semester due to special reasons can print and complete the Exceed Maximum Study Load Application Form in AIMS and submit it to their home academic unit for approval.


Question 9
I want to change my lecture section but the section disappeared from the "Look Up Classes" menu in AIMS. What is happening?

Answer
In order to help you locate your course sections quickly, all closed (i.e. full) sections are not listed in the “Look Up Classes” menu. If you want to check the information on all sections associated with the course, go to the Master Class Schedule which is accessible from the CityU Portal.


Question 10
I intend to take an optional language course offered by the School of Continuing and Professional Education (SCOPE) and some physical education courses. Will these courses be counted in my study load and the grade recorded in my transcript?

Answer
These courses are non-credit-bearing and will not contribute to your semester's academic load. SCOPE optional courses and PE courses will not be recorded in students' transcripts.

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Credit Transfer

Question 1
When can I apply for credit transfer?

Answer
Applications for credit transfer for work completed before you entered the University must be made before the start of the first semester according to the deadline set by the University. Applications for credit transfer for outside work completed after admission to the University must be made immediately in the semester following attainment of the additional qualification. For the application period, please refer to “Credit Transfer”.


Question 2
How do I apply for credit transfer?

Answer
You should complete the application form which is obtainable from AIMS, attach supporting documents and submit your application by post or in person at the SGS Taught Postgraduate Student Records Service Counter, together with the required fees payment (currently HK$140 per application). Separate applications should be made for courses or qualifications completed at different institutions. Please refer to “Credit Transfer” for details.

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Tuition Fees

Question 1
When do I need to pay the tuition fees?

Answer
Please refer to the website of the Finance Office for the payment schedule of the current academic year. An e-statement of account for tuition and other fees will be posted in the “My Finance” section under the “Student Record” menu in AIMS about two to three weeks before the payment due date.


Question 2
How do I pay my tuition fees?

Answer
You can settle your tuition fees by different payment methods. For details, please refer to the website of the Finance Office.

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Student Records and Status

Question 1
What should I do if I intend not to register for any courses in the coming semester?

Answer
You have to apply for leave of absence before the end of Week 2. If your application is approved, you will need to pay a continuation fee (currently HK$1,500 for each semester) during the period of your leave of absence to maintain an active enrolment status in the University. Please refer to “Leave of Absence” for details.


Question 2
What if I apply for leave of absence after Week 2?

Answer
If you submit your application after Week 2, the following fees will be charged for the semester/term concerned:

Semester A/B

Time of Application

Tuition Fee Liable

Week 3 till the end of Week 6

 

50% of the tuition fee chargeable or the minimum tuition fee of two credit units, whichever is higher

Week 7 and afterwards

 

100% of the tuition fee chargeable or the minimum tuition fee of two credit units, whichever is higher

Summer Term

Time of Application

Tuition Fee Liable

Week 3

50% of the tuition fee chargeable

Week 4 and afterwards

100% of the tuition fee chargeable

Applications submitted after the end of the teaching period of the semester/term will not be considered. Please refer to “Leave of Absence” for details.


Question 3
If I need to apply for leave of absence, will the maximum study period be affected?

Answer
The maximum study period will remain unchanged. According to the Academic Regulations for Taught Postgraduate Degrees, the period of leave of absence taken will be counted towards a student’s maximum period of study. You should check your “Last Term to Complete Graduation Requirements” under the “Student Record” menu in AIMS and make sure that there is sufficient time to complete all your programme requirements before applying for leave of absence.


Question 4
What should I do if I decide not to continue my studies at the University?

Answer
If you decide to withdraw from your programme, you have to submit a withdrawal notification via AIMS before the end of Week 2. Otherwise, in accordance with the Regulations on Tuition Fees, you will be subject to the following tuition charge for that semester/term:

Semester A/B

Time of Application

Tuition Fee Liable

Week 3 till the end of Week 6

 

50% of the tuition fee chargeable or the minimum tuition fee of two credit units, whichever is higher

Week 7 and afterwards

 

100% of the tuition fee chargeable or the minimum tuition fee of two credit units, whichever is higher

Summer Term

Time of Application

Tuition Fee Liable

Week 3

50% of the tuition fee chargeable

Week 4 and afterwards

100% of the tuition fee chargeable

Acceptance fee paid at the time of admission will not be refunded under any circumstances. Please refer to “Withdrawal of Studies” for details.

Withdrawal will normally take effect from the date of submission of the notification as recorded in AIMS. However, notification submitted during or after the examination period will take effect only from the following semester.


Question 5
How do I update my contact information in the University’s record?

Answer
You can update your contact information (e.g. address, phone number) via AIMS. Please refer to “Update of Contact Information” for details.


Question 6
I have changed my name recently. What should I do to update my record with the University?

Answer
For a change of name, Hong Kong identity card/passport number or residence status, please complete the Change of Personal Particulars form and return it to the SGS Taught Postgraduate Student Records Service Counter in person with the original(s) of the relevant supporting document(s) for verification.

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Student Services

Question 1
How do I apply for certification letters to certify my studies at the University?

Answer
You may apply online through AIMS, in person at the SGS Taught Postgraduate Student Records Service Counter or by post. Application fee at the prevailing rate (currently HK$30 per copy) will be charged. Your application should be submitted at least two weeks before the date the certification letters are required. For details, please refer to “Letter of Certification”.


Question 2
How do I apply for academic transcripts?

Answer
You may apply online through AIMS, in person at the SGS Taught Postgraduate Student Records Service Counter, or by post. Application fee at the prevailing rate (currently HK$30 per copy for online application and HK$50 per copy for paper form application) will be charged. If you apply in person at the Service Counter, you can normally collect your academic transcripts on the day you submit the application. If your application is submitted online or by post, please allow 7 working days for processing. For details about the application procedures and charges, please refer to “Academic Transcript”.


Question 3
Can I authorize a third party to collect the academic transcripts/certification letters/certified true copy of academic documents/testimonials on my behalf?

Answer
Yes, you can. The authorized person should present the following upon collection of the concerned documents:

  • HKID Card/passport of your authorized representative
  • For authorization submitted through AIMS (following the steps here)
    • The email notification for your authorization
  • For written authorization
    • An authorization letter signed by you (letter template is available here)
    • A photocopy of your CityU Student Identity Card/HKID Card/passport with your student number and programme code written on it (This document will be returned to your authorized representative after inspection.)


Question 4
If my student identity card is lost/damaged, how do I apply for a replacement card?

Answer
You should complete the Application Form for Replacement of Student Identity Card and apply in person at the SGS Taught Postgraduate Student Records Service Counter, together with the required fees payment (currently HK$100). Please also produce a valid legal proof of identity, e.g. Hong Kong identity card or passport, for verification.

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Programme Transfer

Question
Is it possible for me to transfer to another programme after studying for a few months?

Answer
Yes. You may submit your application for programme transfer within the application period prescribed by the University. If approved, the transfer will take effect from the following semester/year. According to the Academic Regulations for Taught Postgraduate Degrees, a student's previous period of study before the programme transfer comes into effect will be counted towards the student's maximum period of study. Please refer to “Programme Transfer” for details.

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Normal and Maximum Study Period

Question 1
What is the maximum study period for taught postgraduate programmes?

Answer
Different programmes may have different maximum study period. For details, please refer to “Normal & Maximum Study Period for Taught Postgraduate Programmes”. You may also check your “Last Term to Complete Graduation Requirements” under the “Student Record” menu in AIMS. Students who cannot complete all programme requirements for graduation within the maximum study period will be required to discontinue their studies. Requests for extension of studies beyond the maximum study period will not be granted.


Question 2
If I need to apply for leave of absence, will the maximum study period be affected?

Answer
The maximum study period will remain unchanged. According to the Academic Regulations for Taught Postgraduate Degrees, the period of leave of absence taken will be counted towards a student’s maximum period of study. You should check your “Last Term to Complete Graduation Requirements” under the “Student Record” menu in AIMS and make sure that there is sufficient time to complete all your programme requirements before applying for leave of absence.

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