FAQ

Adding/Dropping of courses	Appeal
Course Exemption and Unit Transfer	Examination
Withdrawal and Suspension of Studies	Change of Study Programmes
Transcript / Testimonial Application	Teaching Evaluation
Certify true copies	Lost and Found

Adding/Dropping of courses

Q:	Where can I find the dates for course Add/Drop?
A:	The dates for course Add/Drop can be found on the academic calendar posted on the Academic Registry hompage

Q:	Who need to do course Add/Drop?
A:	Not all students are required to do course Add/Drop. Normally, only the following students would need to add or drop course(s): a) students who wish to add new course(s); b) students who wish to drop the already enrolled course(s); c) students who wish to change section of the enrolled course(s).

Q:	How do I do the course Add/Drop?
A:	Students can do the course Add/Drop on-line via the UIS

Q:	What can I do if I do not know how to do course Add/Drop?
A:	You may Login to the UIS and view the demonstration files on course Add/Drop; or Approach the Academic Registry during office hours; or Email the Academic Registry at ugs@hkbu.edu.hk

Q:	Will there be any assigned timeslot for course Add/Drop?
A:	With a view to balancing the system loading, a timeslot will be assigned to students for doing course Add/Drop in the first few days of the Add/Drop period.

Q:	Can I change the timeslot for course add/drop?
A:	No, timeslot assigned cannot be changed. Students have to complete the exercise within the assigned timeslot.

Q:	Where can I get the information about course quota, class timetable, pre/co-requisite requirement and target student?
A:	Login to UIS, click 'Course Information'. For course quota and timetable, click the 'S' icon. For pre/co-requisite information, click 'P' & 'C' respectively while for target student information, click 'T' for details.

Q:	What should I do if I wish to take a course for which course instructor's approval is required?
A:	Complete the form 'Application for adding a course' (REG001) which is available at the Academic Registry homepage. Seek the relevant course instructor's approval for adding the course. Go to the department office concerned or the Academic Registry to input the course instructor's approval. Add the course on-line via UIS.

Q:	What should I do if I wish to take a course but fail to fulfill the pre/co-requisite requirement?
A:	Download the form 'Application for Waiving Pre/Co-requisite/Target Student Requirements' (REG002) from Academic Registry homepage, complete it and get approval from the Head of the course offering department. Upon approval, you can bring along the approved form to the Academic Registry for processing.

Q:	What should I do if I wish to take a course but the course is not offered to my study programme (Target Student Requirement)?
A:	Download the form 'Application for Waiving Pre/Co-requisite/Target Student Requirements' (REG002) from Academic Registry homepage, complete it and get approval from the Head of the course offering department. Upon approval, you can bring along the approved form to the Academic Registry for processing.

Q:	What should I do if I wish to enrol for more than 18 units?
A:	Unless prescribed in an approved study plan, a student may not register for more than 18 units in a semester. Students who wish to take more than 18 units in a semester must obtain approval from the Programme Director/Head of Department/Programme. Those who wish to take more than 21 units must also apply to the Academic Registrar The relevant Application Form 'Study Load in Excess of 18 Units' (REG003) can be downloaded from the Academic Registry homepage. Upon completion of the form, please pass it to the Academic Registry for processing.

Q:	Where can I find my updated enrolment record after adding or dropping courses?
A:	Upon completion of the course add/drop procedures, the enrolment record and students' individual timetable will be updated simultaneously in the UIS. You can login to the UIS to view the updated information after adding or dropping of course(s).

Q:	How long does it take for adding a course?
A:	It will only take a few minutes if you have fulfilled all the course requirements.

Q:	What should I do if I cannot log in to UIS during my assigned timeslot?
A:	Please check if you have installed Internet Explorer 6.0 or Mozilla Firefox 2.0 or above, and whether you have closed the "Pop-up Killer" in your internet browser. If you still have problems, please contact the Academic Registry.

Q:	What can I do if I drop a required course by mistake and cannot add it back as time clashes?
A:	Students will not be allowed to drop a required course on their own. If there is any reason a required course should be dropped, the student should contact the Academic Registry.

Q:	What can I do if I wish to take a course but it has already been full?
A:	You CANNOT add the course if its quota is full. Please look for another course for which places are still available.

Q:	Can I take a course that its class meeting time clashes with the course(s) I have enrolled?
A:	No, students are NOT allowed to take a course that clashes with the meeting time of the enrolled courses.

Q:	I intend to take an additional course for interest. Will the courses be counted in my study load and the grade recorded in my transcript?
A:	Yes, the units of the additional course(s) will be counted towards your study load and the overall GPA calculation.

Q:	What should I do if I wish to reduce my study load for the semester?
A:	We recommend that you follow your programme's study schedule in order to complete the programme's graduation requirements within the normative period of study. Top


Course Exemption and Unit Transfer

Q:	Who should apply for the Course Exemption and Unit Transfer?
A:	Students admitted to Year 1 may apply for course exemption if they have taken equivalent courses in other institutions previously, but they are normally required to replace the exempted courses with other courses to make up for the units being exempted. Returning exchange students may apply for units transfer. The transfer units should not more than one third of the total units required for graduation. Please click here for more information on how to apply. Top


Course Withdrawal

Q:	What should I do to apply for course withdrawal? When should I apply?
A:	You should fill out the application form for course withdrawal and seek endorsement from the course lecturer and the department head of the course offering department. Application form must be submitted to the Academic Registry at least 4 weeks before the examination period for that semester begins.

Q:	Will my GPA be affected after course withdrawal?
A:	Students who have received permission of the Academic Registrar to withdraw from the course after the deadline for dropping course will be given 'W' grade for that course which is not included in GPA calculation. Top


Withdrawal and Suspension of Studies

Q:	I decide to withdraw from my studies, should I inform the University?
A:	Please inform the Academic Registry of your withdrawal and complete the necessary clearance procedures. If you fail to do so, you will be considered as having unofficially withdrawn from the University. No official documents will be issued to such a student, and he/she will not be re-admitted under this status.

Q:	I have unofficially withdrawn from the University, can my status be changed to officially withdrawn?
A:	Yes, you can apply in writing to the Academic Registrar. Upon approval of your application and payment of a fee, your status will be changed to officially withdrawn.

Q:	What are the supporting documents needed for suspension/withdrawal of studies?
A:	Normally, no support document is needed for withdrawal of studies. In case of health problems, financial difficulty, or urgent family affairs, a student may be permitted to suspend his studies for a period of up to two semesters. Students who wish to apply for suspension of studies have to apply in writing to the Academic Registrar and submit together with the application all the relevant supporting documents.

Q:	What should I do if I resume my studies after suspension?
A:	You should fill out the application form for resumption of studies. If your suspension of studies was approved on medical ground, you should also submit a document from a registered medical professional certifying your suitability for resumption of studies.

Q:	Can I extend the suspension period?
A:	You CAN apply to extend the suspension period. Upon approval, you can only suspend your study up to two semesters.

Q:	During the period of suspension, can I enjoy the HKBU student services and facilities?
A:	The student services and university facilities are suspended also in the period of suspension. Top


Transcript / Testimonial Application

Q:	What are the differences between an official and an unofficial transcript?
A:	Official transcript is the only form of official academic record issued by the University. It bears the signature of the Academic Registrar and the embossed seal of the University. Official transcripts are sent directly to identifiable institutions upon a student's request. They are not available to students as personal copy nor will they be despatched through students. Unofficial transcripts (student copies) can be obtained by students.

Q:	How long does it take for a transcript / testimonial to be processed?
A:	Transcript - 5 working days. (If application is submitted in person, transcripts (student copy) will be available immediately after payment of transcript fee.) Testimonial - 4 working days

Q:	Can I authorise someone to apply the transcript / testimonial for me?
A:	You CAN write a letter authorizing someone to apply for the transcript / testimonial for you. Your representative has to bring along 1) the authorisation letter, 2) a copy of your HKID card / passport when he/she comes to make the application.

Q:	What should I do if I wish to apply for a copy of transcript / testimonial but I have unofficially withdrawn from the University?
A:	You have to apply for official withdrawal first should you wish to apply for a copy of transcript / testimonial.To apply for official withdrawal, you have to write to the Academic Registrar. A fee will be charged upon approval of your application.

Q:	I have graduated from the University, but as the issuance of graduate diploma takes time, I have not received my diploma yet. What should I do if I need to produce evidence of my graduation before I got the diploma?
A:	The academic transcript issued to you after you were approved to graduate by the Senate serves to certify your graduation status. You can use this document to prove that you have graduated. However, if you need further documentation to prove your status at the University, you can apply for a copy of testimonial. Application procedures and application form for testimonial can be found in Application for Testimonial. Top


Certify true copies

Q:	If I need to produce certified true copies of documents originally issued by the University, do you certify such documents for me?
A:	Yes. The University does certify copies of diploma and course descriptions. A fee will be charged for each certification transaction. However, we do not certify copies of academic transcripts or testimonials as we can issue you new original copies upon your request. Top


Appeal

Q:	If I would like to appeal against my grade, what should I do?
A:	You should first appeal in writing to the course instructor and Department/Programme head or Programme Director concerned within 3 weeks after the release of grade. The course instructor shall review the case and you would be informed of the decision within reasonable time. If you are not satisfied with the decision of the re-assessment, you may appeal in writing to the Academic Registrar, giving full reasons in support of the appeal. A fee will be charged for the appeal. The Academic Registrar shall review the case and determine if there are grounds for re-consideration. Please click here for more information. Top


Examination

Q:	If I cannot attend the make up examination, can you arrange another examination for me?
A:	If you fail to sit for the make-up examination without acceptable reasons, you will receive zero mark for the examination. Application for deferment of the make-up examination will not be entertained. Top


Change of Study Programmes

Q:	What are the selection criteria for changing the study programme?
A:	To apply for change of study programme, you are normally required of two basic requirements: 1) a minimum cGPA of 2.0; 2) fulfil the admission requirements of the new programme you intend to change over to. Other selection criteria are decided by each major programme/department individually.

Q:	Should I prepare documents other than the application form for application?
A:	Your academic transcript, copies of your academic results in public examinations, and other relevant documents that would support your change to the new programme.

Q:	What is the year of study after I change the study programme?
A:	It is individual decision made by the accepting department.

Q:	If I am rejected to change my study programme, will I be considered in the next application?
A:	If you were rejected to change to a new programme, you can submit another application next year given that you were a non-final year student in the year of your application for change of study programme.

Q:	Do I need to defer my study after changing of study programme?
A:	It depends on whether you can complete the graduation requirements of the new programme within the normal study period. If not, you may need to defer for a semester or more. Top


Teaching Evaluation

Q:	What are the data collected from teaching evaluation use for?
A:	In order to provide teaching staff with student feedback on the teaching of the subject discipline so that improvement on teaching quality can be made and to serve as an indicative assessment of the teaching effectiveness of individual teaching staff. Top


Lost and Found

Q:	I guess I have lost my personal belongings in the campus, where would these belongings normally go to should someone pick them up?
A:	Please go to the Security Control Room of the Estates Office at Level 2 of Fong Shu Chuen Carpark to try your luck. Lost items, if found, will usually be sent there.

Q:	I have lost my student card, how can I apply for a replacement?
A:	You CAN apply for replacement of a new student card. You have to report loss to the Academic Registry and a new card will be issued to you. A replacement fee will be charged. Please click here for more details.

Q:	I have lost my Diploma, can I apply for a replacement?
A:	Sorry, each graduate diploma is issued once only. However, to certify your academic record at the University, you can apply for a testimonial which is issued to students who have lost their diploma. A Testimonial fee will be charged. Please click here for more details.

Q:	I have lost my MTR Student Travel Card, can I apply for a new one?
A:	Yes, you can. First of all, you have to obtain a "Replacement/Late Application Form" at any MTR Ticket Office. After you have filled in the application form, come to the Academic Registry and we will certify your student status (full-time students aged 12 - 25 are eligible to apply for the MTR Student Travel Card) at the University. You can then apply in person at the Lost Property / Student Travel Office at MTR Admiralty Station. Top