| 2. |
Student card, CWEM password, change of personal particulars |
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| 2.1 |
Q. |
Where can I get my Student ID Card? |
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A. |
If you have already confirmed your registration, your Student ID Card will be ready to collect from your Admission Date (stated in your Admission Notification) at the CULink Card Centre. The Centre is located in the Pi Ch'iu Building. |
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Before you go, please call the Centre at 2609-8507 to find out its opening hours and make sure that your card is ready for collection. You may authorize a representative to collect it on your behalf. He/she should bring along the following documents: |
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1. The completed application form for the CULink Card (if you have not yet returned it to the Graduate School or the Card Centre)
2. An authorization letter
3. The representative's identity document (stated in your authorization letter)
4. A copy of your HKID copy (if you do not have a HKID card, please give a copy of the identity document you used to register with the Graduate School) |
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| 2.2 |
Q. |
I have moved recently. Whom should I inform to update my address details? |
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A. |
While you are studying, please update your addresses (home, correspondence, hostel or office addresses) and phone nos. via the 'Application Forms' section on the GS Platform (Students) with your CWEM account. Your details will be updated on the next working day. |
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After you graduate, please update your address details via the homepage of the Alumni Affairs Office at http://www.alumni.cuhk.edu.hk/eng/. Please always keep us informed of your contact details as there will still be important correspondence from the University, e.g., about collection of your graduation certificate. |
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| 2.3 |
Q. |
I have lost my CWEM password and cannot login to the Internet services of the Graduate School. Could you please send me the password again? |
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A. |
CWEM accounts are administered by the Information Technology Service Centre (ITSC). The Graduate School does not keep any record of the CWEM passwords, which are personal and confidential. Please visit the Centre to request a copy of your account details, or submit your request to the Centre via the helpdesk at https://helpdesk.itsc.cuhk.edu.hk/. |
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| 3. |
Concurrent Registration |
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| 3.1 |
Q. |
What does concurrent registration mean? |
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If a student is registered simultaneously in another course of study or research leading to the award of a degree, diploma or certificate either at this University or at any other tertiary institution, it is considered to be concurrent registration. |
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| 3.2 |
Q. |
What should I do then? |
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You should submit an application for concurrent registration to the programme for approval. The application form can be downloaded from the 'Application Forms' section on the GS Platform (Students). |
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| 4. |
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Study period |
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| 4.1 |
Q. |
What is a normative study period and a maximum study period? When am I supposed to graduate? |
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The normative study period is the normal minimum period of study for a student to complete a programme according to the prescribed study scheme. Most students graduate at the end of the normative study period. Hence, their expected graduation date is also the end date of the normative study period by default. Some students may be able to complete all requirements ahead of the end date of normative study period. They can apply to their Programme to shorten their normative study period (by 1 term or more) to graduate earlier. Some students may need more time to complete their studies for various reasons. They can apply in writing to their programme to extend their expected graduation date. Upon approval, they can renew their student ID card and continue to study as continuing students. |
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However, all students are required to complete their programmes within the maximum study period. Otherwise, they will be required to discontinue studies. Approval to study beyond the maximum study end date is given only under very special circumstances. |
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Different programmes have different normative and maximum study periods. For details, please refer to the relevant regulations on Period of Study on the 'Postgraduate Student Handbook' section on the GS Platform (Students). |
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| 5. |
Course selection and add/drop |
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| 5.1 |
Q. |
When will course selection take place and when is the add/drop period? |
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A. |
Course selection (for the whole academic year) will normally be conducted in the 2nd week of August, while the add/drop period (for each term) will normally be carried out during the first 2 weeks of each academic term. |
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| 5.2 |
Q. |
How do I know if I should select or add/drop courses via the Internet? |
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Some programmes may not require students to register for courses via the Internet. You can check 'Prog. Arrangement & Schedule' under the 'Course Registration' section on the GS Platform (Students). |
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| 5.3 |
Q. |
Where can I select courses? |
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You can select and add/drop courses via the couse selection system or add/drop system under the 'Course Registration' section on the GS Platform (Students) if your programme requires you to do so. |
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| 5.4 |
Q. |
What should I do if I cannot select courses during the period specified? |
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If your programme requires you to select courses via the Internet but you cannot do so during the period specified or you miss the course selection period, you may do so during the add/drop period, normally in September or January each year. |
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| 5.5 |
Q. |
Can I change my course choices during the course selection or add/drop period? |
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You can always change your choice of courses during the period. All you need to remember is to press the save button after each modification. However, if you have missed these periods, you will have to write to your division/programme to apply for late add/drop of courses. |
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| 5.6 |
Q. |
What should I do if I want to add courses from other departments that do not appear in the timetable of my programme of study? |
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If the courses do not appear in the timetable of your programme, that means they are outside your study scheme. You can add/drop these courses by completing Form CS-1, which can be downloaded from the 'Application Forms' section on the GS Platform (Students). Please make sure you have obtained the signatures as required on the form before returning it to the Graduate School Office for further processing. |
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| 5.7 |
Q. |
How can I register courses if I report to study after the add/drop period of each academic term? |
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You can register courses by completing and returning Form CS-2 to the Graduate School Office. You may obtain the form from the Graduate School Office or from your division. |
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| 5.8 |
Q. |
When will I know if the course registrations are confirmed? |
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After the 2-week add/drop period, your course registrations will be forwarded to the division for approval. Normally, the approval process will take about one week. After all the course registrations have been confirmed, the Graduate School will put up an announcement on its homepage and send mass emails to the students concerned. You should then check your course register via the 'Course Register' on the GS Platform (Students), which will be 'final'. |
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| 5.9 |
Q. |
What should I do if I find that the Course Register has some discrepancies from what I have registered via the internet? |
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You should report to the Graduate School within a week of the release date of the final Course Register so that appropriate follow-up action can take place. |
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| 6. |
Can't attend classes |
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| 6.1 |
Q. |
I cannot attend classes in the next term. What should I do? |
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If you cannot attend classes for one term or more, please submit an application for leave of absence to your programme. Application forms can be downloaded from the 'Application Forms' section on the GS Platform (Students). A non-refundable retention fee will be charged for each term of leave approved. The retention fee for one academic year is $600. |
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| 7. |
Certification of studies/academic results |
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| 7.1 |
Q. |
I need to apply for a document to certify my studies. What kind of documents can I apply for? |
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There are 4 kinds of certification you can choose according to different purposes. |
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1. Transcript - this states your personal data, programme, courses taken with course titles, number of units, GPAs and grades. If you are a graduate, it will also state the degree awarded and the date of conferment. An official transcript is one sent to the party requesting the document directly in a sealed envelope. A student copy is for your own reference and record. |
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2. Certifying letter - this states your personal data and certifies your current status with the University. If you are a current student, your expected graduation date will also be stated. If you are a graduate, the degree awarded and the date of conferment will also be stated. |
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3. Report on Curriculum Details - this contains your study scheme and descriptions of the courses you have taken. |
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4. Certified true copy of the graduation certificate - this is only available after you graduate and you must present the original graduation certificate to us in person (or by a representative) for our certification. |
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You should refer to the instructions given by the party that requests the document to decide which one you should apply for. Then, please submit an application via http://www2.cuhk.edu.hk/gss/offdoc.php. |
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| 7.2 |
Q. |
Where will I receive grades for my courses? |
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Course grades are released to the Academic Report system each term via the section 'Academic Report' on the GS Platform (Students). Please view or print your Academic Report via 'View/ Print Academic Report' under 'Academic Report' according to the schedule for releasing grades that is also posted there. |
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| 7.3 |
Q. |
I should be able to complete the graduation requirements around the expiry date of my student ID card but some of my classmates may not be able to do so. When will we be informed of our status? |
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Students are assessed for graduation according to their expected graduation dates (i.e., the expiry date of the student ID card) or as requested by their programmes. Upon completion of the graduation assessment and formal endorsement procedures by the Graduate Division of the programme and the Graduate Council, the Graduate School will send a full transcript and a certifying letter by registered mail to students who are able to graduate. Students who are unable to graduate will also be informed of the result of graduation assessment accordingly. Students who are required to continue with their studies will be asked to renew their student ID card. |
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| 8. |
Student IT Proficiency Requirement |
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| 8.1 |
Q. |
I will complete all the graduation requirements this term except the IT test. Can I take it next term? |
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You can take the IT test in any term within the maximum study period. However, we would suggest you try your best to pass it within your normative study period. Otherwise, you will be required to pay the Late IT Examination Fee ($500) per term after you have completed all other requirements. |
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| 8.2 |
Q. |
Where can I find information on the IT test and make a booking? |
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Details of the IT test, including the syllabus, arrangements and booking of test sessions and self-learning sessions, sample test papers, etc., can be found from the website of the Student IT Competence Programme at www.sitc.cuhk.edu.hk/ or via the 'IT Proficiency' section on the GS Platform (Students). |
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| 9. |
Visas for non-local students |
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| 9.1 |
Q. |
I am a non-local student. My student visa will soon expire. When and how can I apply for an extension of stay to continue with my studies in Hong Kong? |
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You should submit an application to the Immigration Department of Hong Kong for extension of stay 4 weeks before the expiry date of your student visa. For details of the procedures and to obtain the application forms, please visit the website of the Department at www.immd.gov.hk. Besides completing the Immigration forms, you will also be asked to submit a certifying letter from the University to support your application. Please submit an application for a certifying letter for extension of student visa via the Graduate School's homepage at http://www2.cuhk.edu.hk/gss/offdoc.php |
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| 9.2 |
Q. |
I am a non-local undergraduate student at CUHK. If I am admitted to a postgraduate programme at CUHK, should I apply for an extension of my student visa or a new visa instead? |
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Since the situation may vary from student to student, please seek advice from the Immigration Department on which option you should go for. You may contact the Immigration Department by telephone [(852) 2824 6111], by fax [(852) 2877 7711] or through e-mail [enquiry@immd.gov.hk]. If an extension is applicable, you will be asked to submit a certifying letter from the University to support your application. You may submit an application for a certifying letter for extension of student visa via the Graduate School's homepage at http://www2.cuhk.edu.hk/gss/offdoc.php |
