General Regulations for Higher Diploma Programmes

1. Admission, Enrolment and Registration

1.1 Admission to higher diploma programmes is subject to satisfying the stipulated Programme Admission Requirements (refer to the Section on "Admission of Students").

1.2 All students enrolled in the University are required to register for courses in accordance with the study schedule of their programmes in every semester. Students should complete the appropriate procedures according to the official dates announced. Make-up procedures after the deadline must be approved by the Academic Registrar and may be subject to payment of late fees.

Registration of Courses

1.3 Students enrolled with the University will automatically be registered on courses which are required by their programme of study. For registration of elective courses, students have to participate in a pre--registration exercise. Students who fail to gain admission to some courses due to limited places during the pre-registration period are required to complete the course registration during the first two weeks of classes.

Adding/Dropping of Courses after Registration

1.4 Adding and dropping of courses are allowed during the first two weeks of classes.

Withdrawing from Courses

1.5 Permission to withdraw from courses after the deadline for dropping courses will only be given under exceptional circumstances, such as a student is suffering from physical, personal or academic problems, or other unforeseen circumstances deemed acceptable to the Department/Programme.

1.6 Applications should be submitted to the Academic Registry through the course instructor at least four weeks before the commencement of the semester examination.

2. Units and Study Load

Units

2.1 The number of units assigned to a course is indicative of the contact time with a teacher and/or the study time associated with that course on a weekly basis over a period of one semester.

2.2 In general, a single unit represents attendance once a week throughout the semester at a lecture lasting 50 minutes. For field studies and laboratory classes, a unit generally represents at least two 50-minute sessions. Each unit presupposes an average of two hours preparation each week on the part of the student.

Study Load

2.3 Normally, students are required to register for all courses prescribed on a particular programme, including elective courses, each year. Study schedules which are year-by-year listings of courses to be taken on different programmes are available in the University Information System and the relevant programme document/handbook.

2.4 In special circumstances when a student cannot complete the graduation requirements within the normal period of study and is granted extension of studies, he/she will be classified as "part-time" when registering for less than 12 units in a semester.

2.5 Unless prescribed in an approved study plan, a student may not register for more than 18 units in a semester. Students who wish to register for more than 18 units must obtain approval from the appropriate Department/Programme Head or Programme Director. Students who wish to register for more than 21 units must obtain support from the appropriate Department/Programme Head or Programme Director and apply to the Academic Registrar in writing. Approval for a study load in excess of 21 units will only be given under exceptional circumstances.

2.6 Students placed on academic probation must work out and agree on a study plan with their Department/Programme Head or Programme Director. Normally, this study plan will include a reduced study load according to the following guidelines:

Those with a failure of 0–4 units in the previous semester may be required to take not more than 17 units in the following semester.
Those with a failure of 5–7 units in the previous semester may be required to take not more than 15 units in the following semester.
Those with a failure of 8–10 units in the previous semester may be required to take not more than 12 units in the following semester.

3. Attendance

3.1 Students are expected to attend all scheduled classes for which they have registered. If absence is due to conditions beyond their control and they wish to establish that fact in order to justify make-up work (e.g. papers, assignments), a written explanation together with supporting documents must be presented to the course instructor for approval.

3.2 A student who is reported—

to have been absent without approval for more than 15 per cent of scheduled classes, or
to have attended less than 70 per cent of scheduled classes (with approved and unapproved

absences) shall receive an F grade for the course. The student will not be allowed to sit for the course examination, if any.

3.3 A student who is more than 15 minutes late for a class may be counted as absent. All unapproved absences will be counted.

3.4 Official leave of absence applies only to cases where the Academic Registrar has given specific written approval.

3.5 Classes will be suspended in the event of typhoon or bad weather. Normally, classes will be cancelled upon hoisting of Typhoon Signal No. 8 or above or Black Rainstorm Warning Signal. Students should take note of the "Arrangement of Classes During Typhoon Signal No. 8 or Black Rainstorm Warning Signal" which can be found on the Academic Registry Web page.

4. Assessment

4.1 Students on the higher diploma programmes are assessed by examinations and coursework.

4.2 A student who is found to have committed an act of academic dishonesty such as plagiarism, submission of material(s) for assessment which is not the student's own work, the use of fabricated or copied data for assessment, shall receive an "F" grade for the course.

4.3 Any student found to have committed academic dishonesty may be excluded from participating in the end-of-semester teaching evaluation for the course concerned.

4.4 Students should sit for all scheduled tests and examinations. A student failing to sit for test/examination without official permission will be graded F for the occasion.

4.5 A semester or year examination will normally be required for a course. In general, examinations are scheduled within the University examination period by the Academic Registry as a two- or three-hour closed-book written examination. For alternative arrangements, the course instructor must submit the details with the approval of the Department/Programme Head or Programme Director to the Academic Registry for record.

4.6 Course instructors should follow the assessment method specified in the programme document.

Eligibility to Sit for Semester Examinations

4.7 Only students whose names are on the course enrolment record and whose attendance is satisfactory in accordance with the regulations are permitted to sit for the semester examination of the course.

Make-up Examinations

4.8 A student who misses an examination because of extenuating circumstances such as illness, injury or other personal emergencies may apply in writing to the Academic Registrar for a make-up examination. Applications should be made within five working days after the missed examination.

4.9 In case of illness or injury, the application should include a medical certificate completed by a qualified medical practitioner.

4.10 When students apply to the Academic Registry for make-up examinations, the following situations would normally not be considered:

Elective surgery scheduled to be held on an examination day;
Public examinations such as A-Level Examination, TOEFL, SAT, GRE, GMAT, etc., held on an examination day; or
Having forgotten or misread the examination schedule.

4.11 If the application is approved, the make-up examination will be arranged by the Academic Registry within six weeks after the examination period. A fee will be charged for each make-up examination.

4.12 The course instructor should set a new examination question paper for the make-up examination. The relevant Department/ Programme will decide if the grades for the make-up examinations should be downgraded.

4.13 A student who is absent from an examination and does not apply for a make-up examination or the application is disapproved, will receive zero mark for that examination.

Supplementary Examinations

4.14 Students who fail a course only due to failure of the written element of that course may be allowed to sit for supplementary examination, as may be recommended by the Department/Programme in consultation with the relevant course instructor.

4.15 Students, including final year students, are allowed to take supplementary examination for a maximum of one course per semester and Grade D is the maximum grade for the course after supplementary examination.

4.16 For final year students, recommendation to take supplementary examination for failed course in semester 2 should be approved by the Senate.

5. Examination Regulations

5.1 Students are not allowed to sit for an examination if they:

have not completed the proper course/section enrolment procedures; or
have not satisfied attendance requirements because of excessive absences from class; or
have not settled any fees due to the University.

5.2 Students should read the examination timetable carefully and take note of the date, time and venue of the examinations. Having forgotten or misread the examination timetable is normally not an acceptable excuse to apply for make-up examinations.

5.3 Students should arrive at the examination venue at least 10 minutes before the scheduled time of the examination, and be seated in accordance with the seat number assigned to them.

5.4 Students will not be allowed to enter the examination venue after the first 30 minutes of the examination.

5.5 Students are not allowed to leave the examination venue during the first 30 minutes and the last 15 minutes of the examination.

5.6 Students should bring their Student Card (or HKID Card) which should be displayed at the top right-hand corner of the desk throughout the examination. Students without any such identification may not be allowed to sit for the examination.

5.7 Students should place all books, manuscripts, notes, paper or communication devices inside their bags before entering the examination venue, and place their bags under the seat as soon as they have entered the examination venue. Unless otherwise approved by the Chief Invigilator, no books, manuscripts, notes, paper or communication devices should be brought to the desk.

5.8 Students should remain absolutely silent throughout the examination and must not speak or do anything to disturb other students. If they have questions, they should put up their hands and wait patiently for an invigilator.

5.9 Students who wish to leave the venue during an examination session should:

a) first check the answer book(s) and papers that they bear their names, student numbers, course code and section number (even if no attempt has been made to answer any questions);
b) raise hand and wait for an invigilator;
c) leave only when the invigilator has signified his/her assent.

5.10 At the end of the examination, students should:

a) promptly stop writing and wait until the invigilator has collected all answer books;
b) leave only when the invigilator tells them to do so;
c) not remove anything from the centre except personal belongings and the question paper (if allowed).

Disqualification

5.11 A student who has committed any of the following offences is subject to receiving an "F" grade for the course:

a) Copying other students' work or any form of cheating inside or outside the examination venue;
b) Bringing unauthorized articles into the venue without permission;
c) Removing articles other than personal belongings from the examination venue;
d) Leaving the examination venue without permission;
e) Disobeying instructions of an invigilator.

In addition, such cases will be submitted to the Student Affairs Committee for further action.

5.12 A student who is absent from an examination without an acceptable excuse and proper documentation evidence will receive zero mark for that examination paper.

Arrangement of Examinations on the Approach of Typhoon/ Rainstorms

5.13 Students should take note of the following arrangement of examinations due to bad weather conditions (which is also available at the Academic Registry Web page) and act accordingly.

Typhoon

a) Examinations which are in progress when Typhoon Signal No.8 is hoisted will continue until the completion of the sessions.

b) If Typhoon Signal No. 8 or above is hoisted anytime between 6:15 a.m. and 11:00 a.m., all examinations commencing at or before 1:30 p.m. will be postponed.

c) If Typhoon Signal No. 8 or above is hoisted anytime between 11:00 a.m. and 3:00 p.m., all examinations commencing at or before 6:00 p.m. will be postponed.

d) If Typhoon Signal No. 8 or above is hoisted after 3:00 p.m., all examinations commencing after 3:00 p.m. will be postponed.

Rainstorm

a) Examinations which are in progress when a "Black" Rainstorm Warning Signal is issued will continue until the completion of the sessions.

b) If a "Black" Rainstorm Warning Signal is in force anytime between 6:15 a.m. and 11:00 a.m., all examinations commencing at or before 1:30 p.m. will be postponed.

c) If a "Black" Rainstorm Warning Signal is in force anytime between 11:00 a.m. and 3:00 p.m., all examinations commencing at or before 6:00 p.m. will be postponed.

d) If a "Black" Rainstorm Warning Signal is in force after 3:00 p.m., all examinations commencing after 3:00 p.m. will be postponed.

e) Examinations will be held as scheduled when an "Amber" or "Red" Rainstorm Warning Signal is in force. However, students should be allowed to sit for make-up examinations if they cannot attend examinations owing to bad weather conditions.

5.14 All examinations which have been postponed due to bad weather conditions will be conducted at the same hours on the first working day after the last day of the examination.

6. Assessment Grading System

6.1 Letter grades are used to indicate the results of assessment. The number of grade points gained by a student in a particular course corresponds to the letter grade.

Letter Grade	Academic Performance	Grade Point per unit
A	Excellent	4.00
A+	Excellent	3.70
B+	Good	3.30
B		3.00
B-		2.70
C+	Satisfactory	2.30
C		2.00
C-		1.70
D	Marginal Pass	1.00
E	Conditional Pass	0.00
F	Failure	0.00
I	Incomplete	Not included in GPA calculation
S	Satisfactory
U	Unsatisfactory
W	Withdrawn
YR	Year Grade
NR	Not Yet Reported
PR	Project to be resubmitted

Grade A (i.e. A and A-) indicates that the student has an outstanding performance and a thorough mastery of the subject matter.

Grade B (i.e. B+, B and B-) indicates that the student has a good performance and is competent in knowledge of the subject matter.

Grade C (i.e. C+, C and C-) is given to students who have a satisfactory performance and an acceptable level of knowledge of the course.

Grade D indicates that the student has marginally passed the course and is permitted to proceed to more advanced work in the subject area.

Grade E is a temporary grade applicable only to the first-semester component of a year course. A student who receives the conditional grade may continue to study the course in the following semester. If the student obtains a passing grade in the following semester, the first-semester grade E will be converted to grade D. In the case of failure (F grade), withdrawal from, or discontinuation of that course in the following semester, the first-semester grade E will be converted to grade F.

A student with grade F in the first semester of a year course is not allowed to continue his studies in that course in the following semester.

Grade I is a temporary grade to be given only when the required work for the course has not been completed due to unavoidable reasons acceptable to the course instructor. If the work is not completed within six weeks after the official announcement of the course semester grades by the Academic Registry, the grade I will be converted to grade F. Grade I is not included in the grade point average calculation.

Grade S is used to indicate satisfactory completion of a course. It is not included in the grade point average calculation.

Grade U is used to indicate unsatisfactory performance in a course. It is not included in the grade point average calculation and is applicable only to courses approved by the Senate.

Grade W is applicable to students who have received the permission of the Academic Registrar to withdraw from the course after the deadline for dropping of courses as stipulated in the Academic Calendar. The deadline for withdrawing from a course would normally be four weeks prior to the examination period for that semester. Grade W is not included in the grade point average calculation.

Grade YR is a temporary grade applicable both to the first-semester component of a year course and to courses that span over more than one academic year. The YR grade indicates that the student will be assessed at the last semester of the course. The grade will be changed to the same grade that the student receives for the last semester of the course; or to a grade different from that of the last semester. If the student drops or withdraws from the course in the last semester, the YR grade will be converted to grade W or any letter grade, depending on the student's performance up to the end of each semester preceding the last semester of the course. Grade YR is not included in the grade point average calculation.

Grade NR is a temporary grade. The NR grade indicates that the grade for the course is not yet reported by the course instructor at the time the semester grade report is prepared. Grade NR is not included in the grade point average calculation. The conversion of NR grade to a normal letter grade should be made within six weeks after the announcement of course grades.

Grade PR is a temporary grade applicable to final year students whose honours projects are found to be unsatisfactory on submission and on the recommendation of the respective Department/Programme were granted an extended period up to the 1st of November of the same year for resubmission. If the project is considered satisfactory on resubmission, the grade will be converted to a letter grade not higher than C. Grade PR is not included in the grade point average calculation.

Grade Point Average (GPA)

6.2 The Grade Point Average (GPA) is an important indicator of the academic standing of a student. It is obtained by adding all the grade points gained and then dividing the sum by the total number of units attempted.

6.3 The semester GPA is calculated from all the grade points gained and the number of units attempted in a given semester. The cumulative GPA (cGPA) is calculated from the cumulative grade points gained and the cumulative number of units attempted.

6.4 Students must obtain a passing grade on all courses required in the programme. All courses repeated or taken for points are counted in the GPA calculation in the same way as new courses. Students may only repeat courses with Grade C or below for improvement of GPA.

7. Academic Standards

7.1 Students' academic results are officially recorded in the Academic Registry at the conclusion of each semester. A grade report will be released approximately five to six weeks after their examinations are completed. Students should report any inaccuracy or inconsistency to the Academic Registry within three weeks after the reports have been issued.

Academic Honours

7.2 For students taking 12 units or more in a semester

	a.	President's Honour Roll:	Applicable to students with semester GPA of 3.50 and above and with no grades below C for a given semester.
	b.	Dean's List:	Applicable to students with semester GPA of 3.00–3.49 and with no grades below C for a given semester.

Academic Problems

7.3 For students taking 12 units or more in a semester

a.	Academic Warning:	Applicable to students with semester GPA between 1.70 and 1.99 for a given semester.
b.	Academic Probation:	Applicable to students with semester GPA below 1.70 for a given semester.
c.	Academic Dismissal:	As required by the Senate when the student's semester GPA is below 1.70 for two consecutive semesters; or on other academic grounds.

7.4 For students taking less than 12 units in a semester

a.	Academic Warning:	Applicable to students with semester GPA below 2.00 for a given semester.
b.	Academic Probation:	Applicable to students with semester GPA below 1.70 for two consecutive semesters.
c.	Academic Dismissal:	As required by the Senate when the student's semester GPA is below 1.70 for three consecutive semesters; or on other academic grounds.

Repeat Study for Year 1 and Year 2 Students

7.5 Students with poor academic results may, at the discretion of individual Department/Programme, be required to repeat a year of study with the approval of the Senate.

7.6 Students are required to fulfil certain conditions (to be prescribed by the Examination Board, Department/Programme Head or
Programme Director) during their repeating year. If they fail to meet the conditions, they may be recommended for dismissal by the Senate.
7.7 A student is allowed to repeat only once. However, it should be noted that provision of repeating Year 1 or 2 does not preclude the concessional year granted by the Senate.

8. Transfer Students and Transfer of Units

8.1 Students admitted to Year 1 may apply for exemption from certain courses in the curriculum if they have taken equivalent courses in other institutions previously, but they are required to replace the exempted courses with other courses to make up for the units being exempted. However, under special circumstances, the Department/Programme Head may approve transfer of up to 15 units without the need to make up for the units exempted. Students should submit their applications for course exemption/transfer of units within two weeks of commencing their first semester of studies.

8.2 For students admitted directly to Year 2, applications for transfer of units in addition to those granted at admission are normally not accepted.

8.3 Under normal circumstances, transfer students may be granted transfer units which amount to no more than one-third of the total units required for graduation. By special approval of the Academic Registrar, a student may receive transfer units of up to one-half of the unit-requirement.

8.4 The University reserves the right to refuse to grant units for courses which are not deemed to be equivalent to the University courses and for courses with grades below the equivalence of grade C in the University grading system.

8.5 Students may be required to sit for proficiency test(s) or qualifying examination(s) prior to the granting of transfer units.

8.6 Units transferred from other institutions are recorded without inclusion in grade point average calculations.

9. Suspension, Withdrawal and Dismissal

Suspension

9.1 Under special circumstances, a student may be permitted to suspend his/her studies for a period of up to two semesters. This is granted in cases of health problems, financial difficulty, or urgent family affairs.

9.2 In all cases, supporting documents together with an explanatory letter must be submitted to the Academic Registrar normally no later than four weeks before the commencement of the semester examination for approval.

9.3 Effective date of suspension is given three days from the day of submission of the completed application.

9.4 Upon expiration of the suspension period, the student must return to his/her studies. If the student fails to report to the Academic Registry according to schedule, he/she will be classified as having unofficially withdrawn.

Withdrawal

9.5 Students intending to leave the University prior to graduation must apply for official withdrawal. A student who leaves the University without following the proper procedures will be considered as having unofficially withdrawn. No official documents will be issued to such a student, and he/she will not be re-admitted under this status.

9.6 For official withdrawal, students must complete the clearance procedures at the department office, Library, Office of Student Affairs, Finance Office and Academic Registry. Students must settle any outstanding tuition fee before an official withdrawal status is given by the Academic Registry.

9.7 Effective date of withdrawal is given three days from the day of submission of the completed application.

Dismissal

9.8 The University may at any time, by action of the Senate, require any student to terminate his/her studies at the University either on academic or disciplinary grounds, or on other grounds deemed as appropriate.

9.9 The Senate may also dismiss a student whose conduct or general influence is considered harmful to the institution. Such a student will normally not be considered for re-admission.

10. Graduation, Graduation Honours and Honours Classifications

Graduation Requirements

10.1 Students are approved for graduation by the Senate after fulfilling all the graduation requirements stipulated by the University. These requirements include: programme requirements, University attendance requirement, and unit and grade point average requirements. Students who have course, unit or GPA deficiencies may be granted summer study or supplementary examination or a concession of one additional year to complete their studies by the Senate.

10.2 Each Department/Programme is responsible for checking the fulfilment of these graduation requirements and the Academic Registry provides a counter-checking mechanism.

Programme Requirements

10.3 Students are required to fulfil their respective programme requirements listed in the Calendar/Bulletin issued at the year of their admission, or in some instances where revisions have occurred, the revised requirements as advised by their Department/Programme Head or Programme Director.

Attendance, Unit and Grade Point Average Requirements

10.4 In addition to the programme requirements, students must meet the following requirements for the award of diplomas / higher diplomas:

a) to have attended the University for at least three years (2 years for diploma, if applicable), or as specified by the programme requirements (for students admitted to advanced standing, the period of attendance may be reduced accordingly);

b) to have successfully obtained the total number of units required by the programme, subject to fulfilling all programme requirements (for students admitted to advanced standing, transfer units may be accepted in partial fulfilment of this requirement); and

c) to have attained a minimum cumulative GPA of 2.00 for all courses attempted and have passed all courses stipulated by the programme.

Supplementary Examination and Summer Study

10.5 Candidates who do not satisfy the graduation requirements may be allowed to take summer study/supplementary examination in order to make up for their unit- or GPA-deficiency for graduation. The grade received in the supplementary examination will replace the F grade for the course and the maximum grade given is D.

10.6 The candidates must attain a cumulative GPA of 2.00 or above on all courses attempted including summer study and supplementary examination for graduation.

10.7 The availability of summer study and supplementary examination is subject to the arrangements of the department / programme concerned.

Unsatisfactory Submission of Project

10.8 Students whose Project submitted is unsatisfactory may, at the discretion of the respective programme examination board, be given an extended period of until the 1st of November of the same year to resubmit the Project. A student will only be considered for graduation in the same year if the final grade reaches the Academic Registry on or before the 1st of September. The final grade should not be higher than C.

Concessional Year of Study

10.9 For students who cannot complete the graduation requirements within the normal period of study of the programme because of academic problems, a concession of one additional year to complete their studies may be allowed. This concession is subject to the approval of the Senate. The additional year of study should immediately follow the candidates' final year of study at the University.

Award Classifications and Scholastic Awards

10.10 Upon completion of all requirements, students will be awarded the Higher Diploma with one of the following classifications:

          Distinction
          Merit
          Pass

10.11 The various classifications are based on the cumulative grade point average. The general guidelines are as follows:

	cGPA		Classification
	3.40–4.00		Distinction
	2.70–3.39		Merit
	2.00–2.69		Pass

10.12 In all cases of classification of awards, the cumulative GPAs cited above are indicative. The Senate reserves the right, upon the recommendation of the appropriate Department/Programme Management Committee, to make exceptions in the application of these indicative grade point averages.

10.13 The graduate who has the highest cGPA in the graduating class of his/her programme/option and whose cGPA is no less than 3.20 will be awarded the scholastic award of that programme/option for that year. In any one year, if two or more graduates in the same programme/option have the same highest cGPA at 3.20 or above, they will all be given the scholastic award.

11. Student Enquiries and Appeals Regarding Academic Matters

11.1 Students may address queries on academic matters to the Academic Registrar, the Dean of the Faculty/School, the Department/Programme Head or Programme Director, or any member of the teaching staff as relevant. The usual channel is for students to consult the course instructor when the query is about work in a particular course on a programme, the Department/Programme Head or Programme Director when the matter is related to the programme as a whole, and the Academic Registrar when the query concerns academic policies and procedures. If the query has the potential to become a matter for appeal, students should submit their official enquiries in writing to the Academic Registry.

Student Appeals against Course-Based Assessment

11.2 Students who wish to appeal against the result of course-based assessment should follow the following procedures:

a) A student who wishes to appeal against course-based assessment including examination grades should first appeal in writing to the course instructor and Department/Programme Head or Programme Director concerned within three weeks after students are notified of the course semester grades.

b) The course instructor shall review the case and report to the Department/Programme Head or Programme Director, giving explanations. The student should be informed of the decision within reasonable time. Any changes in grades should be reported to the Academic Registry at the same time.

c) If the student is not satisfied with the decision of the reassessment, he/she may appeal in writing to the Academic Registrar, giving full reasons in support of the appeal. A fee will be charged for the appeal.

d) The Academic Registrar shall review the case and determine if there are grounds for re-consideration:

If the Academic Registrar considers that there are insufficient grounds for the appeal, the appeal will be refused and the decision is final.
If the appeal is accepted, the Academic Registrar shall reconsider the case in consultation with the course instructor and the Department/Programme Head or Programme Director to make a final decision. If deemed appropriate, the Academic Registrar may convene an Appeal Panel to review the case to make a final decision.

Student Appeals against Academic Decisions (Repeat a Year of Study and Dismissal)

11.3 Upon the recommendation of the Department/Programme Head or Programme Director, the Senate may require students with poor academic results to repeat a year of study or be dismissed from the University. A student who wishes to appeal against such academic decisions should do so in writing to the Academic Registrar before the deadline set for the completion of clearance procedures, giving full reasons in support of the appeal. A fee will be charged for the appeal.

11.4 The Academic Registrar will determine if there are grounds for re-consideration:

a) If it is considered that there are no grounds for the appeal, the original Senate decision requiring repeating a year of study or dismissal will be upheld and the decision is final.

b) If the appeal is accepted, an Appeal Panel will be convened to consider the case. A decision of the Appeal Panel to uphold the original Senate decision of requiring repeating a year of study or dismissal is final.

Any recommendation of the Appeal Panel to revoke Senate decision shall be subject to ratification by Senate.

11.5 The Composition of the Appeal Panel shall be as follows:

a) Chairman of Undergraduate Regulations Committee; or in his/her absence, a senior academic nominated by the Academic Registrar;
b) One senior academic nominated by the Chairman;
c) Academic Registrar.