To prepare for progression through your study and fulfillment of the award requirements, you should obtain information on the assessment method, assessment criteria, grading system, and detailed requirements for academic progress and graduation (including attendance and requirement for continuous assessment) and read through them carefully. All of these are set out in the definitive programme document which will be provided by your Department.
The University takes a very serious view against dishonesty in examination and in continuous assessment. In case of proven dishonesty including plagiarism, the penalty is detailed in section 7 on “Regulations and Rules”.
A student will normally have “progressing” status unless he/she falls within any one of the following categories which shall be regarded as grounds for de-registration from the programme:
When a student falls within the categories as stipulated above, the Board of Examiners shall de-register the student from the programme without exception.
Notwithstanding the above, the Board of Examiners will have the discretion to deregister students with extremely poor academic performance before the time specified in ii and iii above.
The progression of students to the following academic year will not be affected by the GPA obtained in the Summer Term, unless Summer Term study is mandatory for all students of the programme and constitutes a requirement for graduation, and is so specified in the Definitive Programme Document.
* For non-local students, please also refer to section 10 on “Important Notes for Non-local Students”.
The academic probation system is implemented to give prior warning to students who need to make improvement in order to fulfil the GPA requirement of the University. If your GPA is below 2.0, you will be put on academic probation in the following semester. If you are able to obtain a GPA of 2.0 or above by the end of the probation semester, the status of “academic probation” will be lifted. The status of “academic probation” will be reflected on the web assessment results and the Official Assessment Result Notifications. However, this status will not be displayed in the transcript of studies.
To improve the academic performance of students on academic probation, students on academic probation are required to seek academic advice on 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. Students 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.
Examinations, if required, are normally held at the end of the semester. Please refer to the Academic Calendar in Appendix 7 for the examination periods. A notice will be put up on eStudent and the University Portal about 6 weeks before the examination period of Semesters 1 and 2 (2 weeks for the Summer Term) advising you to check your examination timetable. Please watch out for the notice nearer the time and check your examination timetable accordingly. If you discover any examination which you should take is not included in your examination timetable, please contact the Academic Secretariat immediately.
Examinations of some subjects may be held, if necessary, outside the examination period. In exceptional circumstance, some examinations may be arranged on the Sunday(s) during the examination period or on the few days running up to the Sunday immediately following the examination period. Students will be advised by the department concerned in advance in such circumstances.
Students should get familiar with the arrangements of examinations during bad weather conditions as stipulated in Appendix 4. Examinations cancelled due to bad weather will be re-arranged to any timeslot either during the examination period or, if necessary, on the few days immediately after the examination period. Students affected will be informed of the re-arrangement by email and SMS on the following working day after the warning has been lowered. Notice about the re-arrangement of the examinations would also be issued via eStudent and the University Portal. Students are advised to make suitable provision in their planning for post-examination activities in case they may need to attend re-arranged examinations arising from any cancellation.
You are required to note the following rules governing the conduct of examinations. Failure to observe any of these rules may result in disqualification from examination, suspension of study, expulsion from programme of study, or legal action.
Before Commencement of Examination
Before the commencement of an examination, you shall not enter the examination room/hall until instructed by the invigilator.
No books, scrap papers and other written materials, etc. shall be brought into the examination room/hall. Articles brought into the examination room/hall with the permission of the invigilator shall be deposited in a place designated by the invigilator. The possession of unauthorised materials by a candidate during an examination shall constitute a breach of regulations and the candidate concerned will be subjected to disciplinary penalties. The case shall be reported to the department concerned and the Student Discipline Committee as well as the Chairman of the relevant Board of Examiners.
The use of electronic devices (e.g. iPod, tablets, PDA, mobile phones, MP3 players, electronic dictionaries, wearable devices, databank watches, smart watches with mobile applications installed or wireless technologies supported, computers and pagers) are not allowed in an examination except those which are expressly allowed by the subject offering department. You are strongly advised not to bring your electronic devices to the examination room/hall. If these devices are carried as accompaniment, they must be turned off (including the alarm function) before you enter the examination venue and put under the chair in a position visible to the invigilators. If in doubt, please consult your subject lecturer/examiner before the examination.
If necessary, you should only use the mathematical or other tables provided. Special tables may only be used after inspection by and with the approval of the invigilator.
You must bring your own watches to time the examination as there may not be a clock in the examination venue. (Databank watches, and smart watches with mobile applications installed or wireless technologies supported are not allowed.)
Except for the authorised examination materials, you are required to place all your personal belongings under your chair (for hall venue) or take them to the front of the examination venue (for lecture theatre/classroom venue). Depending on the actual situation, invigilators will have the discretion to assign a specific area for candidates to place their personal belongings.
You are advised not to bring valuables to the examination venues. The University will not be responsible for the loss of personal belongings being brought to the examination venues.
You should be seated at least five minutes before the commencement of the examination in accordance with the seating plan posted outside the examination room/hall, if there is any. Once you enter the examination venue, you are not allowed to leave until 30 minutes after the commencement of the examination.
You must bring your HKID card (or passport for those without a HKID card) and student identity card to the examination. Photocopied documents are not accepted. These documents should be placed on the top right hand corner of the desk for inspection by invigilators during the examination. A candidate shall be liable to expulsion from the University if the documents do not correspond to the person sitting the examination. Legal proceedings will be taken against both the candidate and the substitute in such cases.
You shall not read or work on the examination question paper until instructed to do so by the invigilator.
You must provide yourself with the necessary writing and drawing instruments and shall write only on answer books and supplementary answer sheets provided for examination purpose. No pages may be torn out from the answer books.
After the examination has commenced, you are not permitted to leave the examination room/hall in the first 30 minutes and the last 15 minutes of the examination. If you arrive late for more than 30 minutes, you will normally not be allowed to enter the examination room/hall.
During the examination, you shall not leave the examination room/hall temporarily and return subsequently, unless accompanied by an invigilator (this applies to examination held in both the examination room and examination hall). You must not take with you any written materials or electronic/communication devices. Your time of leaving and returning to the examination room/hall shall be logged down for reference/record.
There shall neither be communication among candidates nor any dishonest conduct. You shall not do anything which causes unnecessary distraction to other candidates. Irregularities of any kind will be reported to the Student Discipline Committee for action as appropriate.
No food or drink is allowed in the examination room/hall. However, if you need to drink water (to accompany medication for example) or has any other urgent requirements, you can make a request to the invigilator.
In case of any suspected use of electronic/communication devices by a candidate, the candidate concerned is required to show the content (such as call log/SMS/instant messages/web pages) to the invigilator upon his/her request. The invigilator will take a record of the relevant information to assess if any cheating is involved. Invigilators shall then instruct the candidate to switch off the electronic/communication device or remove the battery. The case will then be reported to the department concerned and the Student Discipline Committee.
A reminder of the time remaining will be announced 30 minutes, 15 minutes and 5 minutes before the end of the examination.
* Subject to change
Subject offering departments will inform the students concerned of their individual arrangements for viewing the examination scripts. Students are not allowed to take the scripts away or make photocopies and are required to return them to the departments concerned immediately after viewing.
You can check your assessment results from the eStudent at http://www.polyu.edu.hk/student upon announcement of assessment results on the following dates:
|Semester||Subject Results||Overall Results|
|Semester 1||3 January 2019||11 January 2019|
|Semester 2||23 May 2019||31 May 2019|
|Summer Term||30 July 2019||7 August 2019|
|Semester 1||28 February 2019|
|Semester 2||15 July 2019|
|Summer Term||15 September 2019|
If you have been absent from an examination or are unable to complete all assessment components of a subject because of illness, injury or other unforeseeable reasons, you may apply for a late assessment. Application in writing should be made to the Head of Department offering the subject within five working days from the date of the examination, together with any supporting documents such as a medical certificate. Approval of applications for late assessment and the means for such late assessments shall be given by the Head of Department offering the subject or the Subject Lecturer concerned, in consultation with the Programme Leader.
In case you are permitted to take a late assessment, that examination or other forms of assessment will be regarded as a first assessment and the actual grade attained will be awarded.
You are required to settle a late assessment fee before taking/completing the late assessment. If you fail to settle the fee, the result of your late assessment would be invalidated.
Subject Lecturers, in respect of the subject they teach, have sole responsibilities for marking and grading students’ coursework and examinations scripts. Subject grades shall be reviewed and finalised by the Subject Assessment Review Panel (SARP) before being formally released to students and submitted to the Board of Examiners (BoE).
The BoE for each programme is responsible for making a decision on the student’s classification of award and on cases such as de-registration or those with extenuating circumstances. It is therefore the responsibility of students to make known to Subject Lecturers/SARP/BoE, in advance and through the Department concerned, the factors which they believe have detrimentally and materially affected their assessment results.
The following may constitute grounds for a review of the decision:
A student’s disagreement with the marking or with the decision is not in itself an adequate ground for an appeal.
Appeals against De-registration Decisions
Students appealing against the de-registration decision shall pay a fee of HK$125. Payment forms are obtainable from the Academic Secretariat Service Centre. The fee shall be refunded if the appeal is upheld.
Students should complete and submit Form AS149 “Appeal against the Decision of BoE on De-registration” to the General Office of the Department hosting the programme/award (or to the Faculty Office if the programme/award is hosted by the Faculty, or for students on Broad Discipline programme) within one Calendar Week upon the official announcement of the overall results, i.e. the date when the results are announced to students via the web. [For 2018-19, the announcement dates for overall results are 11 January 2019 (Semester 1), 31 May 2019 (Semester 2) and 7 August 2019 (Summer Term).] When submitting the form, the appellant has the responsibility to make known to the Academic Appeals Committee (AAC) full details and evidence that would support his/her appeal.
The appeal by the students will be considered by the AAC, which will deliberate the appeal cases making reference to the recommendations of the programme-hosting Department/Faculty and the Faculty Dean/School Board Chairman.
The decisions of the AAC shall be final within the University.
Appeals against Decisions other than De-registration
Students appealing against the decision on their assessment results shall pay a fee of HK$125. Payment forms are obtainable at the Academic Secretariat Service Centre. If more than one examination paper is involved, an extra fee of HK$125 shall be charged for each additional paper. The fee shall be refunded if the appeal is upheld.
A student should make his/her appeal in writing to his/her Head of Department within 7 working days upon the official announcement of his/her overall results, i.e. the date when the results are announced to students via the web. [For 2018-19, the announcement dates for overall results are 11 January 2019 (Semester 1), 31 May 2019 (Semester 2) and 7 August 2019 (Summer Term).] The Head of Department shall deal with the appeal if the student is studying in a department-based programme/scheme. If the student is studying in other types of programmes/schemes, the Head of Department shall refer the appeal to the following authorised person:
The appeal should be accompanied by a copy of the fee receipt, for inspection by the Department concerned. The student should give a complete account of the grounds for the appeal in the letter, and provide any supporting evidence.
Departments should inform the student concerned of the appeal result within 7 working days after either the announcement of the student’s overall result or receipt of the letter of appeal, whichever is later.
If the appellant is dissatisfied with the decision, he/she may then appeal in writing to the Academic Secretary within 7 working days from the date of the post-mark of the Department’s reply letter. He/She should provide the following information together with other relevant documents in support of the appeal:
The Academic Secretary shall then refer the case to the Academic Appeals Committee, who shall determine whether there are prima facie grounds for a reconsideration of the Subject Lecturer’s/SARP’s/BoE’s decision.
The decisions of the Academic Appeals Committee shall be final within the University.
A student would be eligible for award if he/she satisfies all the conditions listed below:
Students can apply to graduate with a specific award, if deemed appropriate, in the semester within which they will have fulfilled the graduation requirement in the following circumstances:
These students should submit an application via Form AS84c to the Department concerned for the Board of Examiners to consider their eligibility for graduation. Any late application for graduation may cause unnecessary delay in the processing and affect their graduation date.
Students will be notified of the application results by e-mail within 3 weeks after the close of the application period. They can also login to the eStudent (http://www.polyu.edu.hk/student > My Profile > Study Information) to check whether their programme study streams (sub-code) have been updated as approved before the announcement of overall results confirming their graduation. If you do not receive any e-mail notification, you should contact your programme offering department for clarification.
|Get the form from:||Return it to:|
||Programme offering department|
|Deadline for application:|
Students of 4-year undergraduate degree curriculum programmes, including articulation degree and senior year students, are required to apply for graduation via the eStudent platform to enable a proper GPA be calculated for award classification. The application periods will normally be around 1-2 weeks upon the end of the subject add/drop period for each semester and details will be announced to students concerned nearer the time. A student will be eligible for award when he/she satisfies the graduation requirements.