About This Guide
All students are required to complete program registration procedures in each regular term.
Program registration involves payment of tuition and other prescribed fees where appropriate and confirms students’ enrollment at the University.
Failure to enroll in the program in any one regular term may be required to withdraw from the program and the University, unless a formal approval of Leave from Study has been obtained from the student’s Thrust/Base. A student must be officially registered in the program in the regular term when he/she is being considered for graduation from that program.
A student’s registration in a program is automatically revoked if the student fails to complete course registration, or subsequently withdraws from all courses enrolled, or is not approved by the Thrust/Base to proceed with course registration. In such circumstances, the student is deemed to have withdrawn from the University.
Students who have completed the degree requirements by the end of a term are not allowed to continue registration any longer.
Each student enrolled in a specific program is subject to the requirements of the Thrust/Base and the University. Exemption from specific requirements is possible, but only in well justified circumstances and with written permission from the Thrust/Base.
Duration of Study (PG)
Taught master’s programs
The normative period of study for the full-time taught master’s programs is one or two years as specified by individual programs. For part-time taught master’s programs, students may expect to take twice the time of full-time students.
The maximum time allowed for degree completion is five years for the master’s degree.
Research degree programs
The normal period for completing the PhD degree in full-time mode is four years after the first degree with a reduction of one year if a relevant master’s degree is earned prior to entering the PhD program. For the MPhil degree in full-time mode, the normal period of study is two years.
The maximum time allowed for degree completion is five years for master’s degree and eight years for the doctoral degree.
Double Registration (PG)
Unless prior permission is obtained from the University, students are not permitted to concurrently register for another program at this University or at another tertiary institution.
Student enrollment lists are compared with those of other tertiary institutions from time to time. If students are found to be registered elsewhere, they will normally be required to discontinue their studies at this University.
Students who wish to apply for simultaneous registration should submit an Application for Double Registration to the Academic Registry Services together with appropriate documentary evidence. Students will be notified of the result of the application in writing.
Program Transfer and Mode of Study (PG)
A student may change from one program of study to another with the permission of the Thrust/Base into which the student wishes to transfer. Application for program transfer should be made prior to the beginning of a regular term. Normally, the transfer will not be effected until the following regular term. Students who wish to transfer to another program of study in the middle of a term should obtain prior approval of the Thrust/Base and the Dean or the Dean’s Designate. Unless there are extenuating circumstances, requests for program transfers to be effected in the middle of a regular term are not supported.
When a student is transferred from one program to another, the entire course grade and credit record of the student will be carried forward to the new (transfer-in) program and will be used in the calculation of grade averages. The transfer-in program department will decide on the courses and the number of credits the student is required to complete for graduation from the new program.
Students who have transferred from one program of study to another, in that their period of study on all programs in which they have been enrolled, will all count toward the maximum duration of study.
Mode of Study
Full-time and Part-time Study
Postgraduate students may apply to their Thrust/Base, prior to the beginning of any regular term, for transfer from full-time to part-time status or from part-time to full-time status. When such a transfer is allowed, the remaining program requirements will be determined.
Leave from Study (PG)
In exceptional circumstances with sufficient justification, students may apply for Leave from Study. Application for Leave from Study should be made by student prior to the beginning of a regular term, in which the leave from study status will become effective. Under exceptional circumstances, such as health issues, the leave period can commence at other times. Application for Leave in the current term within two weeks prior to the commencement of the final examination period will normally not be accepted.
Approval of Leave from Study for one regular term is granted by the Thrust/Base. Application for two consecutive terms requires approval of the Dean or the Dean’s Designee. Application for more than two consecutive regular terms will normally not be considered. Any exception to this rule requires provision of detailed justifications and relevant supporting documents for the approval of the Dean or the Dean’s Designee.
Extension of Study (PG)
Appeal from Postgraduate Students to Study Beyond the Maximum Time Allowed for Degree Completion
Appeals for the maximum time allowed for degree completion to be extended must be lodged at least three months prior to the expiry of the maximum duration of study allowed. Retroactive appeals will not be considered.
To lodge an appeal to extend his or her length of study, a student must demonstrate that there are extenuating circumstances for the delay in completing his or her studies which are completely beyond his or her control.
Requests for studying beyond the maximum time allowed for degree completion are first considered by the Head of Thrust/Base, then reviewed by the Dean of Hub/College, and if supported, they are submitted to the Committee on Postgraduate Studies for a final decision. Thrusts/Base/Thesis supervisors are required to give an account of why their students need such a long time to complete the degree, and in what ways the Thrusts/Base/thesis supervisors can ensure that their students can complete their degree within the period allowed.
Appeals for extension of studies will be considered on a term-by-term basis. In any case, consideration will not be given to students who have had their studies extended by two terms.
Continuing Student Status (Research PG)
Research postgraduate students of the University who are in their final stage of thesis writing may register as “Continuing Students”, and pay a reduced tuition fee to maintain their student status, subject to the endorsement of the thesis supervisor and Thrust/Base Head/PG Coordinator. Their previous mode of study, whether full-time or part-time before changing to this status, will remain unchanged. Eligible students may complete an Application for “Continuing Student” Status of Research Postgraduate Students.
Applications have to reach the Academic Registry Services at least four weeks before the start of the term the “Continuing Student” status fee is to be effected.
Please refer to the following details before applying:
- The tuition fee for “Continuing Students” is a quarter of the full-time tuition fee and shall be settled in full in a single payment.
- “Continuing Students”, regardless of their mode of study, are not eligible to receive any forms of financial assistance, including but not limited to Postgraduate Studentship (PGS), regardless of the source of funding.
- “Continuing Students”, regardless of their mode of study, are not entitled to on-campus student accommodation.
- “Continuing Students” are not allowed to register for or audit any courses, apart from mandatory registration for MPhil Thesis Research (XXXX 6990) or Doctoral Thesis Research (XXXX 7990), whichever is appropriate.
- The current tuition fee refund arrangements for RPgs do not apply to “Continuing Students”. In effect, students who graduate in a regular term when they register in the “Continuing Student” status are not eligible for tuition fee refund even if they complete their program requirements within the first three months of a term.
- Once having registered for the “Continuing Student” status, students are not allowed to change back to regular student status.
- There is no time limit for research postgraduates to register as “Continuing Students”. However, the maximum study period governing research postgraduate studies still holds.
MPhil Students
An MPhil student may register as a “Continuing Student” if all of the following conditions have been met:
- completed two full-time equivalent (FTE*) years of study.
- fulfilled the coursework requirements of the program of study (excluding MPhil Thesis Research).
- completed almost all the required research work and has written a significant portion of his thesis as confirmed by the thesis supervisor.
PhD Students
A PhD student may register as a “Continuing Student” if all of the following conditions have been met:
- completed three full-time equivalent (FTE*) years of study.
- fulfilled the coursework requirements of the program of study (excluding PhD Thesis Research).
- passed his Qualifying Examination.
- completed almost all the required research work, and has written a significant portion of his thesis as confirmed by the thesis supervisor.
* One FTE year of study is equivalent to one year of full-time study or two years of part-time study. Leave from Study taken does not count toward FTE year of study.
Retention of Student Status (Research PG)
Retention of Student Status of Research Students at the Beginning of a Regular Term
Research students who submit their theses for examination at least four weeks before the beginning of the following regular term, and who are unable to sit for their thesis examinations before the start of the following term through no fault of their own, are allowed to retain their student status for a period not longer than four weeks into the following regular term.
To retain their student status, these students are required to apply to the Academic Registry Services by completing an Application for Retention of Student Status (for Research Postgraduates) within two weeks after they have submitted their thesis copies to Thrusts for examination purpose. Those students whose date of submission of their thesis copies falls short of the four-week period prior to the start of a regular term are NOT entitled to apply. By this arrangement, the respective thesis examinations should be held within the first three weeks of the new regular term, leaving one week for the candidates to submit the final version of their theses.
During the four-week non-fee paying period at the beginning of a regular term, students who are waiting for their thesis examinations are NOT entitled to receive postgraduate studentships. Besides, they are NOT eligible for University student accommodation.
If students are unable to submit their completed theses before the end of the four-week period, they are required to register as regular students to maintain their student status. They have to pay the tuition fee of that term as appropriate.
Withdrawal from Program (PG)
Students who wish to withdraw from the University should complete an Application of Withdrawal of Study. All outstanding matters such as loans of equipment and books, payment of fines and outstanding charges should be settled with departments/offices concerned.
Suspension and Re-enrollment of Study (PG)
Suspension of Study
Students who fail to maintain good academic standing in a regular term will be issued a letter of warning by the Head of Thrust/Base. Students who fail to maintain this standing in two consecutive regular terms will have their records reviewed by the Thrust/Base and may be required to take academic leave and have their study at the University suspended. The suspension period will last from one to three regular terms during which students may apply for re-enrollment in their program of study at the end of their suspension.
Re-enrollment of Study
Postgraduate students who have their study at the University suspended may apply for re-enrollment in their program of study at the end of their suspension by completing an Application for Re-enrollment of Study. If re-enrollment is approved by the student’s Thrust/Base, certain conditions may apply and the student must regain good academic standing in the regular term immediately following re-enrollment. Students who fail to meet the conditions will be required to withdraw from the University.
If re-enrollment in the program is not granted by the expiry of the suspension period, the suspension will be converted to a required withdrawal from the University.
