A. Assessment Methods

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 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”.

B. Progression and De-registration *

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:

  1. The student has exceeded the maximum period of registration for that programme, as specified in the Programme Document; or
  2. The student's GPA is lower than 2.0 for two consecutive semesters and his / her Semester GPA in the second semester is below 2.0; or
  3. The student's GPA is lower than 2.0 for three consecutive semesters.

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 Programme Document.

C. Academic Probation

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 / AR150 ( AR Website > For Students on Taught Programmes > Application Forms ) 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.

D. Examination Periods and Timetable

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 4 to 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 Registry 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.

E. Conduct of Examinations

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.

  1. 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.

    For venue where a storage bag is provided under the chair, students are required to put all their personal belongings inside the bag.  Mobile phone should be put visibly on top of the bag.

    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 acceptable.  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.

  2. During Examination

    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.

  3. At the End of Examination

    At the end of the examination, you should stop working on the answer script after being told to stop working by the invigilator.  You should remain seated quietly until you are told to leave the examination room / hall.  You should not take out of the examination room / hall any items issued by the invigilator, except the examination papers.  Some examination papers, as specified, may not be taken away.

    You should leave the examination room / hall quietly to avoid disturbance to other candidates taking examinations in the same venue.

    Any complaint about the conduct of the examination shall be made in writing to the Head of Department concerned or the Registrar as soon as possible after the examination.

F. Marked Examination Scripts

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.

G. Assessment Results

You can check your assessment results from the eStudent at http://www.polyu.edu.hk/student.   The dates of release of assessment results are one day after the results finalisation dates, which are listed in the Academic Calendar.

i. Request for Official Assessment Result Notifications

If you need to obtain an official assessment result notification for employment or further study purposes, you can approach your Faculty Office / School of Design / School of Hotel and Tourism Management to obtain an official copy.  The application deadlines are listed below:

Semester Subject Results
Semester 1 31 March 2020
Semester 2 31 July 2020
Summer Term 30 September 2020

Normally, the University will only provide one copy for each application.  Additional copies will only be entertained under very exceptional circumstances with justifiable grounds.

Any requests made after the above deadlines will not be entertained and students will be required to apply for an official transcript of studies on a paid basis.

H. Late Assessment

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.

I. Appeal against Assessment Results

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.

  1. Grounds for Appeal

    The following may constitute grounds for a review of the decision:

    1. If a candidate has evidence to support that his / her examination performance has been adversely affected by illness or other factors beyond his / her control which he / she was unable or, for valid reason, unwilling to divulge before the Subject Lecturer / SARP / BoE made their decision and of which they were unaware.  The request from the candidate must be supported by medical certificates or other documentary evidence.
    2. If there is evidence provided by a candidate or any other person that there has been a material administrative error, or that the examinations were not conducted in accordance with the current regulations for the programme or with the academic regulations of the University, or that there was manifest inconsistency in marking between different classes of a given programme or that some other material irregularities had occurred.

    A student’s disagreement with the marking or with the decision is not in itself an adequate ground for an appeal.

  2. Procedures for Appeal
    1. 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 Registry Service Centre.  The fee shall be refunded if the appeal is upheld.

      Students should complete and submit Form AS149 / AR149 “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.  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.

    2. 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 Registry 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.  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 Programme Leader - for Faculty / School-hosted Undergraduate Programmes; or
      • the Scheme Committee Chairman - for Postgraduate Schemes or Faculty / School-hosted Undergraduate Schemes.

      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 Registrar 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:

      • name in English and Chinese;
      • student number;
      • programme title, year and class of study;
      • examination / subject results appealing against; and
      • grounds for appeal.

      The Registrar 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.

J. Eligibility for Award

A student would be eligible for award if he / she satisfies all the conditions listed below:

  1. Accumulation of the requisite number of credits for the particular award as defined in the Programme Document;
  2. Satisfying the residential requirement for at least one-third of the credits normally required for the award;
  3. Satisfying all requirements as defined in the Programme Document and as specified by the University; and

Having a GPA of 2.0 or above at the end of the programme.

A student is required to graduate as soon as he / she satisfies all the above conditions 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.

K. Application for Graduation

  1. Application for Graduation (programmes other than the 4-year undergraduate curriculum)

    Students, enrolling on programmes with nested awards, (i.e. programmes with more than one stream of study, to opt for a specific award for graduation), can apply to graduate with a specific award, if deemed appropriate, in the semester within which they will have fulfilled the graduation requirement #:

    These students should submit an application via Form AS84c / AR84c 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.

    Application for Graduation (Form AS84c /AR84c)

    Get the form from: Return it to:
    1. AR Website > For Students on Taught Programmes > Application Forms
    2. Academic Registry Service Centre
    Programme offering department
    Deadline for application:
    1. By 29 November 2019 (for graduation at the end of the first semester)
    2. By 17 April 2020 (for graduation at the end of the second semester)
    3. By 10 July 2020 (for graduation at the end of Summer Term)
  2. Application for Graduation (4-year undergraduate degree curriculum)

    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.


    # It is also applicable to, if any, students of 3-year curriculum undergraduate degree programmes with major and minor study option to opt for a specific Minor for graduation; students of the 3-year curriculum undergraduate degree progammes following double degree study option changing their study streams for graduation, i.e. to other double degree study pathway..

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