Note

* For non-local students, please also refer to section 10 on "Important Notes for Non-local Students".


A. Confirmation of Enrolment

You need to confirm enrollment on your programme on a semester basis. You will receive from the Finance Office an email advising you to settle the relevant tuition fees and other fees (e.g. credit transfer, exemption, etc.) in September (for Semester 1) and in the following January (for Semester 2). The notification email will be sent in August for Semester 1 and December for Semester 2. You can check on web at http://www.polyu.edu.hk/fo/internet/student regarding the fee debit notes issued to you by the University and your payment status.

To confirm your enrollment on a programme, normally you are only required to settle the fees and register for subjects for the semester concerned before the specified deadline. Tuition Fee Payment Schedule and details are available on web at http://www.polyu.edu.hk/as/ under the AS Homepage > For PolyU Students > Registration Information > Fee Payment or http://www.polyu.edu.hk/fo/internet/student under the FO Homepage > Student > Information > Fees information and payment schedules. It is not necessary for you to come in person to confirm your enrolment.

B. Students under 18 Years Old

As students under 18 do not have the full legal capacity to enter into contracts or give valid consent, consent from their parents/guardians will be sought, upon the students' acceptance of our offers, for them to select programmes, enrol in subjects, reside in Student Halls of Residence, participate in the University's academic or non-academic activities such as internships, placements, community services, the student ambassador or helper scheme, offshore exchanges, study tours or visits, sporting events and experiential camps held locally, on the Chinese mainland or overseas, and make any related decisions.

Parents should note that, unlike secondary schools, university students have no regular, fixed class timetable. Instead, students attend classes according to the subjects in which they have enrolled, and they are free to leave the campus any time. Additionally, there is no special zone for students under 18 in the University's Student Halls of Residence and they will share rooms and facilities with other students. Parents are advised to discuss with their children the behavior that is appropriate outside the University and the suitability of their staying in the Student Halls, if applicable. Please visit http://www.polyu.edu.hk/stars/services/studentsunder18.html for more guidelines on student life.

As with all students, those under 18 must abide by the regulations stipulated in the Student Handbook. The University has the right to inform parents of their children's academic performance, disciplinary actions, changes in residential status in the Student Halls, or any issues concerning students' health, safety or financial problems and warranting parental attention.

Parents/Guardians of students under 18 will be requested to sign and return a Letter of Consent to the University upon students' acceptance of our offers and before they complete their registration procedures at the University.

Parents of non-local students under 18 are also required to authorise either an adult staying in Hong Kong or PolyU to be the student's local guardian, who serves as the sole contact person in Hong Kong in case of communication with the immigration authorities, emergencies or other situations that may arise.

C. Student Identity Card

Upon your first registration on the study programme, a student identity card will be issued to you. You are entitled to the rights and privileges of a full-time or part-time student, as appropriate, upon fulfilling the criteria for progression for the period, having duly paid the tuition and other fees (e.g. caution money) and having completed the subject registration procedures. You should carry your student identity card at all times while in the University premises as it enables you to gain access to various facilities of the University.

Different units have their own service provisions and effective service periods for different types of students. Generally speaking, service provisions will not be available once the student status has ended or students have completed their studies and are eligible for award, regardless of the student identity card expiring date. Students/graduands can contact individual offices for more information (https://www2.polyu.edu.hk/as/Polyu/STDHBK/special_arrangements.pdf).

  1. Renewal of Student Identity Card upon Expiry

    Student identity cards will normally expire at the end of semester 1 or an academic year. If you are eligible to continue with your study after the expiry of your student identity card, please collect the renewed student identity card at the Academic Secretariat Service Centre during office hours in the last week of August (for student cards expiring at the end of an academic year) or in the last week of January (for student cards expiring at the end of semester 1). This is also applicable to students who have transferred to another programme of a different mode (i.e. from full-time to part-time or vice versa).

  2. Return of Student Identity Card to the University

    The student identity card is the property of the University and is not transferable. It should be returned to the University upon withdrawal or termination of your student status at PolyU, whichever is earlier.

    You are advised to return the card in person to the Academic Secretariat, as required. If you prefer to return it by post, you are urged to cut it into halves. Otherwise, you are at risk of possible abuse in the use of your card when it is lost in post.

    You are also reminded to clear all the money value stored in the student identity card before returning it to the Academic Secretariat. The University shall not be liable for any subsequent claims for unspent balance after the card has been refunded/cancelled.

    If you fail to return the student identity card within the specified period as required, the caution money you have paid shall be confiscated, and you may not be eligible for any certification of your study at the University. Subsequent requests for refund of caution money will not be entertained.

  3. Abuse of Use of Student Identity Card

    You should take good care of your student identity card to prevent any possible abuse by other persons. You are liable to disciplinary action, which may include temporary deprivation of student rights, suspension or expulsion of studies, if (a) you lend your student identity card to another person to enable the latter to gain access to University facilities or for other purposes or (b) you use a student identity card that does not belong to you to gain access to University facilities or for other purposes.

  4. Loss, Damage and Replacement of Student Identity Card

    In case your student identity card is lost or damaged, or you have amended your name, you should submit an application for a replacement via Form AS2. A replacement fee will be charged for the new student identity card. If the original student identity card is subsequently found, you should immediately return it to the Academic Secretariat for cancellation. It is an offence to possess more than one student identity card for the same programme at the same time and you shall be subject to disciplinary actions if found committing this offence.

Application for Replacement of Student Identity Card (Form AS2)

Get the form from: Return it to:
Academic Secretariat Service Centre

If you cannot submit the application in person, you should attach a photocopy of your HKID card to the application. The copy will be destroyed after the application has been processed.

D. Use, Access and Change of Student Data

  1. Use of Student Data

    The information collected from you during your application for admission has been used/will be used for the purpose as stated in the following Personal Information Collection Statement (PICS).

    Personal Information Collection Statement (PICS)

    This is a personal information collection statement under the Personal Data (Privacy) Ordinance ("the Ordinance").

    1. Purpose of Collection

      The personal data provided by you to The Hong Kong Polytechnic University ("PolyU") during application for admission, (if admitted as students) during programme registration, throughout your studies and upon leaving PolyU, will be used by PolyU for the following purposes:

      During application for admission

      • As basis for selection for admission;
      • Managing your application account and processing your application with PolyU;
      • Identifying possible multiple applications and obtaining records of your existing and previous studies and activities at PolyU and other institutions;
      • Verifying your identity, qualifications and academic records;
      • Conducting statistical analysis, research, surveys, quality assurance and review;
      • Facilitating communications between you and PolyU;
      • Other purposes directly relating to any of the above.

      Upon your admission as a student of PolyU, your personal data provided during application will become part of your official student records. In case your application is not accepted, your personal data provided during application will be disposed of according to the prevailing policy of PolyU.

      During study and upon leaving PolyU

      • Processing your application for activities, services and facilities provided by units and departments of PolyU or organizations associated with PolyU;
      • Processing the application and arrangement for study-related activities including but not limited to Student Visa, Student Exchange Programmes, Study Tours, Placement, Internship, Service-Learning & Work-Integrated Education, Training and Scholarships, etc.
      • Managing alumni affairs;
      • Verifying student/graduate status, qualifications and academic records;
      • Compiling the Graduates List for Congregation's use and disclosing information about your awards and achievements;
      • Conducting statistical analysis, research, surveys, quality assurance and review;
      • Facilitating communications between you and PolyU;
      • Other purposes directly relating to any of the above.

      In case of application for admission to a programme jointly offered or collaborated by PolyU and its partner institution(s), your personal data will be transferred to the partner institution(s) for the above purposes.

    2. You are required to provide your personal data, other than those items indicated as optional. In the absence of your personal data, we may not be able to process your application for admission, provide you with the requested activities, services or facilities or maintain contact with you.
    3. Disclosure and Transfer of Personal Data

      PolyU will keep your personal data confidential and only authorized staff members of PolyU will have access to and handle your personal data. PolyU may disclose or transfer your personal data to the following parties within or outside Hong Kong solely for the purposes set out in paragraph a) above.

      • PolyU's student organizations and alumni organizations;
      • Agencies, service providers, and contractors engaged in activities on behalf of PolyU;
      • Other education institutions and government authorities in Hong Kong or other places for verification of qualifications you obtained from PolyU.

      PolyU may disclose your personal data when authorized or required by law and in response to requests from law enforcement agencies, government departments or regulatory authorities.

    4. Access and Correction of Personal Data

      You have the right to request access and correction of your personal data held by PolyU. A fee may be imposed by PolyU for processing your data access request.

      During application for admission and your studies, correction of personal data can be performed via the relevant online platforms (i.e. eAdmission for applicants and eStudent for students). Any data access and correction request according to the Ordinance should be made by completing the Personal Data (Privacy) Ordinance Data Access Request Form and sending it to the Academic Secretariat at asdept@polyu.edu.hk.

      After graduation, correction of personal information can be done on "Contact Update" at https://www.polyu.edu.hk/alumni. Any data access and correction request according to the Ordinance should be made by completing the Personal Data (Privacy) Ordinance Data Access Request Form and sending it to the Alumni Affairs and Development Office at alumni@polyu.edu.hk.

    5. Privacy Policy Statement

      You may click here for the Privacy Policy Statement of PolyU.

  2. Consent for receiving promotional information

    Use of Personal Data in Direct Marketing

    PolyU would like to advise you from time to time the activities and services which may enrich your study and student life but are not compulsory as part of your study. When you leave PolyU, we would also like to maintain contact with you to update you on the latest developments of PolyU and benefits, activities and services available to you. In doing so, PolyU may use your name, address, telephone number, fax number and email address for the purposes of offering you or providing you the availability of the following activities, services and facilities (collectively, "the marketing subjects"):

    PolyU cannot use your personal data for sending information on the above marketing subjects to you unless we have received your consent or indication of no objection. You can indicate your agreement, or otherwise, for PolyU to use your personal data to send you information on the above marketing subjects anytime via the eStudent. You may also make subsequent changes on your choice of receiving further information on the marketing subjects anytime via the same online platform on eStudent.

  3. Access and Updating of Student Data

    Besides the information collected at the time of application, your registration details and assessment results are also kept in your permanent records for monitoring your progress during your study and for reference when certification is required.

    In addition, names of graduates, together with information on the award title, and classification of award (for students with First Class Honours and Distinction only), will be published in a Graduates List for the use of Congregation.

    Your programme offering departments may also keep records related to your study. If you have requested/used services provided by the University Health Service, the University Library, the Centre STARS (Student Advancement and Resources), the Information Technology Services Office and the Facilities Management Office or any other offices in the University, appropriate records will also be kept by these offices.

    Only authorised departments/staff of the University will have access to student data. Student data will be deleted when they are no longer required according to laid-down rules. Retention policies will be reviewed regularly by the respective offices to ensure that data are kept not longer than necessary.

    The University may send you from time to time information relating to the University, the Department or programmes that are not related to your study. This intends to keep you abreast of the development of the University as well as providing you with information that may be useful reference for further study. We will, therefore, urge you to give us your consent to receiving such information via the eStudent platform at http://www.polyu.edu.hk/student immediately after programme registration. If you wish to change your mind subsequently after giving the consent, you can do the updating via eStudent too.

    In accordance with the Personal Data (Privacy) Ordinance, you have the right to access and correct your personal data and also to request a copy of such data. If you wish to access your personal data kept in our records, you may submit a request via the "Data Access Request Form", which is obtainable at the Academic Secretariat Service Centre. A handling fee will be charged.

    Information concerning your study and registration may be sent to you by your department or lecturers/advisors and offices of the University, such as Academic Secretariat, Library, Information Technology Services and the Centre STARS through PolyU Connect. Therefore, you are advised to check for messages in your PolyU Connect account regularly.

    To enable us to contact you successfully, it is particularly important for you to keep your residential/correspondence address and mobile number updated at all times during your study as the University may contact you by phone, SMS, or post as necessary. You can update your contact information directly via eStudent. For students who move into the student hostel or live away from home (i.e. your residential address), it is important for you to keep your correspondence address updated.

    In order that relevant university officers can reach your next of kin (parents/guardian if you are under the age of 18) in case of emergencies, you are also reminded to update this information as part of your student records in the University.

    You can update the information directly on web during your study, and up to your graduation and completion of the university congregation ceremony. Please login to the eStudent at http://www.polyu.edu.hk/student for access to the system. You can also view your personal particulars online. However, for amendment of name, date of birth, HKID/Passport/Mainland ID No., nationality or gender, you are required to fill in a hard copy of Form AS1. You are required to produce the original and a copy of relevant supporting document(s) in addition to the HKID card or passport or Mainland ID. The application/supporting document(s) for amendment of name, date of birth or gender, will be kept in the student's record. No update will be made to such information of a graduate/leaver.

Application for Student Personal Data Amendment (Form AS1)

Get the form from: Return it to:
Academic Secretariat Service Centre or via email at asregisn@polyu.edu.hk (with supporting documents)

E. Normal Duration for Completion of a Programme

Each programme has a normal duration for completion and this period is specified in the definitive programme document which will be issued to you by your Department at the commencement of your study.

F. Maximum Period of Registration

The maximum period allowed for students to register on a programme is normally twice the normal duration and must not exceed eight years. This maximum period of registration is stipulated in the individual definitive programme document. The fact that a student's maximum period of registration on a programme has not expired shall not, by itself, entitle him/her to remain as a student of the University. A student's registration shall lapse if it is no longer possible for him/her to obtain the designated award within the maximum period of registration.

G. Leave of Absence *

If you need to be absent from class for a temporary period during the academic year, you must obtain approval from the Head of Department concerned by submitting Form AS8. You are reminded that you should not attend classes if you are infected by contagious diseases.

Application for Leave of Absence (Form AS8)

Get the form from: Return it to:
Programme offering department (with supporting documents)

The granting of leave of absence is not automatic. All applications should be made as early as possible before the leave is taken. The Department concerned will inform you of the approval, or otherwise, of your application.

If you are absent from an examination owing to sickness or other circumstances beyond your control, you have to apply to the Head of Department offering the subject with supporting documents (please also refer to section 5H on "Late Assessment").

H. Concurrent Enrolment

You are not allowed to enrol concurrently on two full-time/sandwich programmes whether or not one of the programmes is offered by another institution. For enrolling on a full-time/sandwich programme and a part-time programme, or on more than one part-time programme leading to any formal award, including those offered by another institution, you are required to obtain approval from the PolyU Head(s) of Department concerned prior to enrolment. Failure to obtain written approval will result in discontinuation of your study at PolyU and the tuition fees paid for the programme(s) will not be refunded.

Those who wish to apply for concurrent enrolment should download an application for concurrent enrolment (Form AS38) or get a copy at the Academic Secretariat Service Centre. Please return the form to the Academic Secretariat before registration on the programme(s) concerned.

Students who have been granted approval for concurrent enrolment should note that the University is not responsible for making special timetable arrangements in case of clashes in class and examination timetables.

Application for Concurrent Enrolment (Form AS38)

Get the form from: Return it to:
Academic Secretariat Service Centre

I. Deferment of Study *

You may apply for deferment of study if you have a genuine need to do so, such as illness or posting to work outside Hong Kong. Applications from students who have not yet completed the first year of a full-time or sandwich programme will be considered only under exceptional circumstances. The deferment period will not be counted as part of the maximum period of registration.

You are required to submit an application for deferment of study via Form AS7 to the programme offering department. You will be informed of the result of your application in writing or via e-mail by the Department normally within three weeks from the date of application.

Application for Deferment of Study (Form AS7)

Get the form from: Return it to:
Programme offering department (with forms completed in duplicate, enclosing supporting documents. Medical certificates are required for application on medical grounds.)
Deadline for application:
Before the commencement of the semester examination period of the programme concerned.

It is necessary for you to settle all the outstanding tuition fees and/or other fees in order to have your application for deferment processed if the application is submitted after the start of a semester. All fees paid are non-refundable. However, new students enrolled on UGC-funded programmes who apply for deferment of study before the commencement of the relevant semester will be eligible for a refund of the tuition fee paid for that semester after deducting an initial fee (of HK$5,000 for local students via JUPAS application, HK$10,000 for local students via Non-JUPAS application, and HK$15,000 for non-local students). If the tuition fee paid is equal to or less than the above amount, no refund will be arranged. The deduction of such fee will however be waived for current students. Students approved for deferment of study will normally not be eligible to access the campus facilities/services. Students can check for further details from the relevant service providing units. Alternatively, you may apply for zero subject enrolment to retain your study place. (Please also refer to section 3J on "Zero Subject Enrolment and Retention of Study Place".)

Students who have been approved for deferment of study can retain their student identity card for use upon their resumption of study. You will be advised to settle the tuition fee and complete the subject registration procedures upon expiry of the deferment period. If you do not receive such notification one week before the commencement of the Semester, you should enquire at the Academic Secretariat.

J. Zero Subject Enrolment and Retention of Study Place *

If you do not wish to take any subject in a semester (including the summer term for those programmes having compulsory summer term as specified in the definitive programme document), you must seek approval from your Department to retain your study place by submitting your application via eStudent before the start of the semester and in any case not later than the end of the add/drop period. Otherwise, your registration and student status with the University will be withdrawn. Please also refer to section 3M(ii) on "Discontinuation of Study" for further details. The semesters during which you are allowed to take zero subject will be counted towards the maximum period of registration for the programme concerned. (Please also refer to section 3F on "Maximum Period of Registration".)

You will receive notification from the Department normally within 2 weeks if your application is successful. Students who have been approved for zero subject enrolment are allowed to continue using campus facilities including library facilities. A fee of HK$2,105 per semester for retention of study place will be charged.

For application:
eStudent
[Application Forms > Applications for Study Related Matters > (AS112) Retention of Study Place (Zero Subject Enrolment)]

K. Transfer of Study *

Application for transfer of study will only be considered in exceptional circumstances and taking into account the overall fairness to all students and the optimal utilization of university resources on study places.

It is the University's policy that new students will only be considered for transfer to another programme offered in the same mode of study starting from their second semester of registration.

If you are registered in a UGC-funded programme and wish to transfer to another PolyU UGC-funded programme of the same level of award, you should submit an application for transfer of study instead of submitting a non-JUPAS application. Current Higher Diploma students who have chosen to submit an application via JUPAS are not allowed to submit a further application for transfer of study to full-time programmes within PolyU.

If you are only eligible for transfer to the initial stage of a new programme, your application will be considered together with the new applications for the programme. Applications for transfer of study can only be considered subject to availability of places. Applications for transfer of study should be made via Form AS25.

Application for Transfer of Study (Form AS25)

Get the form from: Return it to:
One copy to the current department and one copy to the transfer-in department (with reasons and supporting details. For application made on the basis of employment requirement, recommendation from the employer is required.)
Deadline for application:
  • Application for transfer to full-time programmes for the next academic year should be submitted by 31 January each year.
  • Application for transfer to full-time programmes for the second semester of registration should be submitted as early as possible and should not be later than the commencement of the second semester.

You will be informed of the result of your application via e-mail by the Faculty Office concerned/School of Design/School of Hotel and Tourism Management. You should remain in your original programme until your application has been approved and transfer has been effected.

Once approval for your transfer has been given, your study place in the original programme will be offered to another applicant, where appropriate.

Tuition fee paid for the original programme will be used to offset the tuition fee of the new programme, if applicable. You will be advised to settle the outstanding fee, if any, and to complete the registration procedures for the new programme if required. If there is any excess in the tuition fee paid, you will receive a refund in cash.

L. Student Status *

  1. Full-time Students

    Students enrolling on full-time/sandwich programmes are classified as full-time students. They are expected to devote the whole of their time to study even though they may or may not follow the specified progression pattern.

    Students on full-time/sandwich programmes who wish to take a study load of less than 9 credits in a semester will have to seek prior approval from their Department by submitting an application via Form AS121 before the end of the add/drop period.

    Students admitted in or before 2017/18 will be given the option to pay credit fees upon the approval of taking a study load of less than 9 credits. If you wish to exercise this option, you have to inform Departments via Form AS121 and you need to pay tuition fee for subject(s) you will be taking in the summer term of that academic year. You are required to submit another application if you wish to continue to take a study load of less than 9 credits in the next semester. If you have been approved to take less than 9 credits in a semester, there is no need for you to apply for changing to self-paced status separately.

    Students admitted in or after 2018/19 on UGC-funded programmes are required to pay flat fee during the normal duration of the programme, regardless of the number of credits registered in a semester. Students studying beyond the normal duration also have to pay flat fee if they take 9 or more credits per semester. Students who take less than 9 credits per semester will pay the credit fees.

    Application for Taking Less Than 9 Credits in a Semester (Form AS121)

    Get the form from: Return it to:
    Programme offering department
    Deadline for application:
    Before the end of the add/drop period of the semester concerned.
  2. Part-time Students

    Students enrolling on part-time, distance learning, online, and mixed-mode programmes with a study load of less than 9 credits in a semester (unless otherwise approved by the Department concerned) are classified as part-time students. All part-time students will pay credit fees.

  3. Mixed-mode Students

    Students enrolling on mixed-mode programmes are classified as mixed-mode students. They may engage in a full-time or part-time study load and attend classes in the daytime, in the evening, or a combination of both. The class attendance pattern for individual programmes will be specified in the admission/programme documents. If the mixed-mode students take subjects with a study load reaching the minimum requirement of a full-time student (i.e. 9 credits), they will be given full-time status in that semester. Otherwise, they will be given part-time status unless approved by the Department concerned to retain a full-time status.

  4. Self-paced Students

    Self-paced students are those who have been given approval by their Department not to follow the specified progression pattern or those registered on programmes which do not have any specified progression patterns. If you wish to study at your own pace instead of following the specified progression pattern, you need to seek approval from the Department by completing Form AS114 before the commencement of the semester concerned. Once you are approved to become self-paced, you will remain as a self-paced student throughout your entire study.

    Application for Changing to Self-paced Status (Form AS114)

    Get the form from: Return it to:
    Programme offering department (with reasons and supporting documents.)
    Deadline for application:
    Before the commencement of the subject registration period or before the commencement of the semester concerned.

    Self-paced students should study the programme requirements carefully, consult the departmental academic advisors and perform subject registration according to the schedule announced by the Academic Secretariat.

    It is your responsibility to monitor your progress of study and to ensure that the programme requirements are completed within the maximum period of registration of your programme.

M. Withdrawal of Study *

  1. Official Withdrawal

    If you wish to discontinue your study at the University before completing your programme, it is necessary for you to complete the withdrawal procedure via eStudent. Fees paid for the semester which you are studying will not be refunded. Application for withdrawal of study for the current semester must be submitted before the commencement of PolyU's scheduled examination period. Application submitted after the commencement of the examination period will not be processed. For application of withdrawal of study for the following academic year/semester, application should be submitted before the commencement of that academic year/semester.

    Your application will not be processed if you have not returned your student identity card or have not cleared outstanding matters with the various departments/offices concerned, such as settling outstanding fees/fines and Library loans and clearing your locker provided by the Centre STARS.

    The relevant Faculty Office/School of Design/School of Hotel and Tourism Management will inform you in writing or via e-mail of the result of your application, normally within three weeks after you have cleared all the outstanding items as mentioned above.

    Upon confirmation of your official withdrawal, you will be eligible for the refund of the caution money paid if you have no outstanding debts to the University.

    All fees paid are non-refundable. However, new students enrolled on UGC-funded programmes who apply for withdrawal of study before the commencement of the relevant semester will be eligible for a refund of the tuition fee paid for that semester after deducting an initial fee (of HK$5,000 for local students via JUPAS application, HK$10,000 for local students via Non-JUPAS application, and HK$15,000 for non-local students). If the tuition fee paid is equal to or less than the above amount, no refund will be arranged. The deduction of such fee will however be waived for current students.

    If you discontinue your study at the University without completing proper withdrawal procedures, you will be regarded as having unofficially withdrawn and the caution money paid at first registration will be confiscated.

    For application:
    eStudent
    [Application Forms > Applications for Study Related Matters > (AS6) Withdrawal of Study]
  2. Discontinuation of Study

    If you discontinue your study without following the proper procedures for official withdrawal, you will be regarded as having given up your study at the University. In this case, you will not be eligible for the refund of caution money and shall not be considered for re-admission to the same programme/stream in the following academic year.

  3. De-registration

    If you are de-registered on grounds of academic failure, you must return your student identity card to the Academic Secretariat within 3 weeks upon the official release of the assessment result. Failure to return the student identity card may render you not eligible for any certification of your study nor for admission in subsequent years. The caution money paid will also be confiscated. Any subsequent request for the refund of caution money by returning the student identity card after the original deadline will not be entertained.

    Students who have been de-registered shall not be considered for re-admission to the same programme/stream in the following academic year.

N. 3-year Curriculum Undergraduate Degree Programmes with Major and Minor/Double Degree Study Option

Majority of the bachelor's degree programmes are specialised in a single discipline. Some UGC-funded full-time degree programmes offer major/minor or double degree study option. Only students enrolling on these programmes are allowed to indicate the option of either continuing with the single-discipline degree or following a different study route.

  1. Major/Minor Study

    Eligible students will be invited to indicate an option within the first three weeks of Semester 2 in their first year of registration. Students admitted on the basis of advanced qualifications can approach their Department to arrange for making an early option in Semester 1 of their first year of registration.

    Students taking major/minor study are required to submit an application for graduation with a Specific Minor Award in the semester in which they will have completed all the requirements for the major and minor award (please refer to section 5J on “Eligibility for Award”). Upon confirmation of eligibility to graduate or leaving the University, registration for subjects (including the follow-on term of consecutive subjects) in the following semester/Summer Term will be nullified and removed.

  2. Double Degree Study

    Students intending to follow a double degree study route should follow the schedule specified by their Department in taking the option. Students following the double degree study route need to take extra credits of 30 or more to complete the dual award.

    Eligible students interested in taking major/minor or double degree study option should submit a declaration using Form AS113.

    Declaration for Taking Major/Minor/Double Degree Option (Form AS113)

    Get the form from: Return it to:
    Programme offering department
    Deadline for application:
    Major/Minor option: Within the first three weeks of Semester 2 of the first year of registration.
    Double Degree option: As specified by the Department

    Students will be notified of the application results by e-mail within 3 weeks after the close of the application period. Students can also check whether their programme streams have been properly updated at eStudent (http://www.polyu.edu.hk/student > My Profile > Study Information). If you do not receive any notification, you should contact your programme offering department for clarification.

    Students who have opted the respective study route can take the subjects relevant to their award in upper years of study. They should plan ahead in order to spread their study load over the remaining years of study.

O. 4-year Curriculum Undergraduate Degree Programmes with Minor/Double Majors Study Option

  1. Major Study with Minor Study Option

    Students interested in a Minor must submit their application via the Major-offering department and obtain approval from the Minor-offering department, at the start of the second year of study during the designated application period. No late application will be considered. To be eligible for enrolment on a Minor, a student must have a cumulative GPA of 2.5 or above at the time of application for Minor enrolment. The Minor-offering Department may set a quota and additional admission requirements apart from the above GPA requirement. Also, students are required to obtain a GPA of at least 2.0 in order to satisfy the requirement for graduation with a Major plus a Minor.

    Students admitted to the advanced stage of a programme on senior year status and those admitted to an articulation degree programme will not be given the option to study for a Minor. For students who are admitted on the basis of advanced standing status, the programme offering department will decide whether they will be given the option to study a Minor at the time of admission, based on the merit on individual cases.

    Students who have enrolled on a Minor are expected to complete their approved Minor as part of their graduation requirements. Students who wish to withdraw from a Minor need to seek approval from the Minor-offering department, prior to the end of the add/drop period of the last Semester of study.

    Students can refer to the list of minor at eStudent (http://www.polyu.edu.hk/student > Information > General Information > 4-year curriculum > List of Minors).

    Students are required to graduate as soon as they satisfy the graduation requirements. Students concerned are required to apply for graduation to enable calculation of a proper GPA for award classification determination, in the semester in which they are expected to fulfill all their graduation requirements, and after the add/drop period for that semester. Upon confirmation of eligibility to graduate or leaving the University, registration on subjects (including the follow-on term of consecutive subjects) in the following semester/Summer Term will be nullified and removed.

  2. Double Majors Study Option

    Students intending to complete a Double Major typically require more than the normative study period of 4/5 years and extra credits on self-financed basis (i.e. higher tuition fee). The actual number of credits required for getting a Double Major depends on the level of commonality between the two Majors.

    Students interested in taking a Second Major should first obtain approval to take a Second Major from the host department of the First Major. They can then submit their applications to the host department of the Second Major from their second year of study. Only students with GPA of 3.0 or above can be considered for Second Major study enrolment. Departments can, however, stipulate a higher GPA requirement for entry to the Second Major.

    Once enrolled, students are expected to complete the Second Major as part of their graduation requirements. Students are required to obtain an overall GPA of at least 2.0 in order to satisfy the requirement for graduation with Double Majors.

    Students who wish to withdraw from a Second Major programme need to apply for approval officially from the host department of the Second Major before the end of the add/drop period of the last semester of study.

P. Subject Registration

It is your responsibility to check if your subject registration will fulfil the graduation requirements. You should study the definitive programme document, the subject prerequisite, co-requisite and exclusion requirements and the specified progression pattern, if any, of your programme before subject registration.

The specified progression pattern is the sequence of subject selection recommended by your Department. By following this sequence, you can complete the programme within the normal duration. If you wish to deviate from the specified progression pattern, you need to seek approval from your Department to change your status to "self-paced" by completing Form AS114.

Some programmes do not have specified progression pattern. Students enrolling on these programmes will be classified as self-paced students. Self-paced students need to plan their own study and complete the programme requirements within the maximum period of registration of the programme.

The normal study load is 15 credits in a semester. The University has a limit on the maximum study load that a student can take in a semester, which is 21 credits, unless the subjects have been pre-assigned by the Department or exceptional approval is given by the Head of the programme offering Department. For such cases, students should be reminded that the study load approved should not be taken as grounds for academic appeal.

To improve the academic performance, students on academic probation are required to seek academic advice on their study load and subjects to be taken. These students will normally be required to take a study load of not more than the normal one of 15 credits. They should complete the Form "Study Load for Students on Academic Probation" (Form AS150), indicating the proposed study plan and meet with the Academic Advisor(s) to finalize the subjects and number of credits to be taken in the semester following academic probation within one week of assessment results announcement.

You can select elective subjects on a semester basis through the online subject registration system via eStudent according to the schedule announced by the Academic Secretariat. Students enrolled on 4-year undergraduate degree programmes and approved to take the Major plus Minor study route will register Minor subjects after the release of class timetable.

You are not advised to make any changes to subjects assigned to you by Departments without consulting your Department/Academic Advisor. Students enrolled on 4-year undergraduate degree curriculum and Higher Diploma programmes need to obtain prior approval from their Departments should they have genuine needs to drop subjects pre-assigned/assigned by their Departments.

Students can select General University Requirement subjects in any semester before graduation unless otherwise specified in the definitive programme document. The work-integrated studies would be arranged either by Departments or the Office of Careers and Placement Services. Details are set out in the definitive programme document.

Students who fail to complete subject registration according to schedule and have not applied for deferment or zero subject enrollment will be subject to the removal of their registration and student status with the University.

The class timetable will be released around late July for Semester 1, around end November for Semester 2 and around mid February for Summer Term via eStudent to facilitate relevant subject registration of students.

The programme offering Department has the final authority to decide on the subject selection of its students. Departments also have the right to cancel the offer of a subject if the class enrollment is too small. You will be advised to take other replacement subjects/classes in case of cancellation.

Students are required to graduate as soon as they satisfy the graduation requirement. Upon confirmation of eligibility to graduate or leaving the University, registration for subjects (including the follow-on term of consecutive subjects) in the following semester/Summer Term will be nullified and removed from record.

Study Load for Students on Academic Probation (Form AS150)

Get the form from: Return it to:
  • Programme offering department; OR
  • Upload to eStudent > Academic Advising
Application period:
Within one week of assessment results announcement.

Q. Subject Exemption and Credit Transfer

Irrespective of the extent of previous study or credits recognised, all students studying in PolyU should complete at least one third of the normal credit requirement in order to be eligible for the PolyU award.

If you consider your previous study relevant to your current programme, you may apply for subject exemption or credit transfer.

  1. Subject Exemption

    You may be granted exemption from taking certain subjects if you have successfully completed similar subjects in another programme. The credits associated with the exempted subject will not be counted for satisfying the credit requirements of your programme. You should consult your Department and take another subject in its place. For students whose tuition fees are charged by credits, an exemption fee will be charged.

    Application for Subject Exemption (Form AS41e)

    Get the form from: Return it to:
    Programme offering department
    Application period:
    Preferably before the start of the first semester, or before the end of add/drop period of each semester.

    You will receive notification from the Department concerned normally within 14 working days if your application for the subject exemption is successful. If you are a credit fee paying student, you will receive a debit note for settlement of the subject exemption fee, the non-payment of which will nullify the approved subject exemption. A reinstatement fee will be charged if you wish to reinstate the approval for the subject exemption.

  2. Credit Transfer

    You should submit an application for credit transfer upon your initial enrolment on the programme or before the end of the add/drop period of the first semester of your first year of study. Late applications may not be considered. For students whose tuition fees are charged by credits, a credit transfer fee will be charged.

    The validity period of subject credits earned is eight years after the year of attainment, i.e. the year in which the subject is completed, unless otherwise specified by the Department responsible for the content of the subject (e.g. the credit was earned in 2008-09, then the validity period should count from 2009 for eight years). Credits earned from previous studies should remain valid at the time when the student applies for transfer of credits.

    There is a limit on the maximum number of credits that can be transferred. If the credits attained from previous study are from PolyU, the total credits transferred should not exceed 67% of the required credits for the award. If the credits gained are from other institutions, the total credits transferred should not exceed 50%. In cases where both types of credits are transferred, not more than 50% of the required number of credits for the academic award may be transferred. Grades may or may not be given for the transferred credits. The 50% and 67% ceiling is also applicable to Minor programme, i.e. credit transfer can be given for not more than 9 credits of a Minor programme if the previous credits were earned from approved institutions outside of the University; and not more than 12 credits of a Minor programme if the previous credits were earned from programmes offered by PolyU.

    All credits transferred will be counted for satisfying the award requirements. Transferred credits may be counted for meeting the requirements of more than one award.

    Some programmes may accept applicants holding advanced qualifications. If you have an advanced qualification relevant to the programme enrolled, you may be allowed to take fewer credits than the programme normally requires. However, when you apply for credit transfer, the credits that you are not required to study will also be counted towards the maximum number of transferred credits.

    For students admitted to an Articulation Degree or Senior Year curriculum which is already a reduced curriculum, they will not be given credit transfer for any required GUR subjects, and they must complete at least 60 credits to be eligible for award. Students exceptionally admitted before 2017/18 to an Articulation Degree or Senior Year curriculum based on qualification more advanced than Associate Degree/Higher Diploma may, however, be given credit transfer for the required GUR subjects if they have completed comparable components in their earlier studies. These students can take fewer than 60 credits for attaining the award. As from the 2017/18 intake cohort, all students admitted to an Articulation Degree or Senior Year curriculum, irrespective of the entry qualifications they held when applying for admission to the programmes, are required to complete at least 60 credits to be eligible for award.

    For credit transfer of retaken subjects, the grade attained in the last attempt should be taken in the case of credit transfer with grade being carried over. Students applying for credit transfer for a subject taken in other institutions are required to declare that the subject grade used for claiming credit transfer was attained in the last attempt of the subject in their previous studies. If a student fails in the last attempt of a retaken subject, no credit transfer should be granted, despite the fact that the student may have attained a pass grade for the subject in the earlier attempts.

    Students should not be granted credit transfer for a subject which they have attempted and failed in their current study unless the subject was taken by the student as an exchange-out student in his/her current programme.

    For application:
    eStudent
    [Application Forms > Applications for Study Related Matters > (AS41c) Credit Transfer)]

    You can also earn credits through studying at an exchange institution. Before you decide on which subjects to take at the exchange institution, you should seek provisional approval from your programme offering department on the study plan and the possibility for credit transfer for fulfilling the award requirement of your programme by completing Form AS41a. Upon successful completion of the exchange programme/activity, you need to submit a formal application for credit transfer via eStudent. Students who received transferred credits from an approved exchange programme can exceed the 50% limit of total credits transferred.

    Application for Prior Agreement for Subject Selection at Exchange-out Institution (Form AS41a)

    Get the form from: Return it to:
    Programme offering department
    Application period:
    Before the start of an exchange activity or during the approved exchange activity, if the subjects to be taken can only be finalised by then.

    You may also seek approval from your Department for exemption or credit transfer for language subjects attained in previous study. Subject to the approval of the subject offering department, exemption from compulsory language subjects may be possible for special cases. Students seeking exemption or credit transfer for compulsory language subjects may be required to take a suitable test to demonstrate their level of proficiency.

    In case of extenuating circumstances (such as claiming credits for study on an exchange programme) where the application for credit transfer can only be submitted after the first semester of the first year of study, all credit transfers approved will take effect only in the semester for which they are approved. Such students will only be eligible for graduation at the end of that semester, even if the granting of the credit transfer will immediately enable them to satisfy the total credit requirement for the award.

    You will receive notification from the Department concerned normally within 14 working days if your application for credit transfer is successful. If you are a credit fee paying student, you will receive a debit note for settlement of the credit transfer fee, the non-payment of which will nullify the approved credit transfer. A reinstatement fee of HK$400 will be charged if you wish to reinstate the approval for the credit transfer.

R. Retaking of Subjects

After the announcement of subject results in a semester, you should check whether you have failed any subject via the eStudent (please refer to section 5G on "Assessment Results") and arrange for retaking of the subject during subject registration.

In addition to retaking a subject due to failure, you may retake any subject [except for General University Requirement (GUR) subjects] for the purpose of improving your grades. These students will be accorded a lower priority for taking the subjects concerned and can do so if study places are available. Students concerned can register for such subjects during the last two days of the add/drop period.

When you retake a subject, only the grade obtained in the final attempt of the retake (even if the retake grade is lower than the original grade for originally passed subject) will be included in the calculation of Grade Point Average (GPA) and GPA for award classification. Although the original grade will not be included in the calculation of GPAs, it will be shown on the transcript of studies. If you have passed a subject but failed after retake, credits accumulated for passing the subject in a previous attempt will remain valid for satisfying the credit requirement for award. (The grades obtained in previous attempts will only be shown on the transcript of studies.) You should refer to the definitive programme document to ascertain the requirements, in particular for subjects offered in consecutive semesters, for retaking failed subjects, or seek advice from the Department concerned.

Students paying credit fee will be charged for the subjects retaken.

S. Unqualified Subjects

Upon the finalisation of the semester subject results, if you have failed a subject which is a pre-requisite of the follow-on subject(s) in the next semester, the follow-on subject(s) which you enrolled earlier will be removed from your subject registration record and you will not be qualified for attending classes of these subjects.

You are advised to check the unqualified subjects records, if any, via eStudent [http://www.polyu.edu.hk/student > Subject Registration > My Subject Registration History> Unqualified Subject(s)] to find out whether you have any unqualified subjects after the finalisation of subject result of the last semester. Normally, your programme offering department will let you know if you have been waived from the pre-requisite requirement and are allowed to take the unqualified subject. However, in case the Department concerned does not grant you the waiver but you still wish to take the unqualified subject, you should approach your Department to seek special approval. Alternatively, you can take other subjects in place of the "unqualified subjects". You should complete these actions before the end of the add/drop period of the semester concerned.

T. Add/Drop of Subjects and Change of Subject Groups

If you wish to make changes to your subject registration, you may do so through the add/drop at the eStudent during the 2-week add/drop period (one week for summer term). You are advised not to make any changes to the subjects pre-assigned to you by the Department without consulting your Department/Academic Advisor. Students enrolling on 4-year undergraduate degree curriculum and Higher Diploma programmes need to obtain prior approval from their Departments should they have genuine needs to drop subjects pre-assigned/assigned by their Departments. In case you wish to drop all the subjects in a semester, you must first seek approval from your Department for zero subject enrolment. (Please refer to section 3J on "Zero Subject Enrolment and Retention of Study Place".) Otherwise, you will be considered as having decided to withdraw from study on the programme concerned. Dropping of subjects after the add/drop period is not allowed. If you have a genuine need to do so, it will be handled as withdrawal of subject. (Please refer to section 3V on "Withdrawal of Subject".)

U. Taking Additional Subjects

Subject to the maximum credits allowed, students can take additional subjects before graduation to broaden their perspective. The selection of additional subjects will be done during the last two days of add/drop period. Any requests for dropping the additional subjects after the add/drop period will be treated as subject withdrawal. All subjects will be included in the GPA calculation while only those subjects within the programme curriculum requirement will be counted towards a student's award classification.

V. Withdrawal of Subjects

If you have a genuine need to withdraw from a subject after the add/drop period, you should submit an application for withdrawal of subjects to your programme offering department. Such requests will be considered by both the programme leader and the subject lecturer concerned if there are strong justifications and when the tuition fee of the subject concerned has been settled. Requests for subject withdrawal will not be entertained after the commencement of the examination period for your programme.

For approved cases, a handling fee will be charged. The tuition fees paid for the withdrawn subject will be forfeited. The withdrawn subjects will still be reported in your Assessment Result Notification and Transcript of Studies although they will not be counted in GPA calculation. If the handling fee concerned is outstanding by the payment deadline, the approval given will be declared void and you are required to attend classes of this subject and complete its assessment(s) accordingly. A reinstatement fee will be charged if you wish to reinstate the approval for the withdrawn subject.

W. Nullification of Registration *

If you fail to complete subject registration on the scheduled date, fail to settle your tuition fees by the payment deadline or the fee payment is rejected by the bank, your registration on the programme, including subject enrolment, will be declared null and void and your registration/student status with the University will be removed. It is only under exceptional circumstances that you will be allowed to have your registration reinstated. Applications for reinstatement of registration can be made using Form AS118. Applications submitted after 2 weeks from the date of nullification of registration will not be considered. For approved cases, a reinstatement fee of HK$400 will be charged.

Application for Reinstatement of Registration (Form AS118)

Get the form from: Return it to:
Programme offering department
Deadline for application:
Application after 2 weeks from the date of nullification of registration on programme will be not considered.

Note

* For non-local students, please also refer to section 10 on "Important Notes for Non-local Students".