General
FAQ

1. Admission
2. Student card, CWEM password, change of personal particulars
3. Concurrent registration
4. Study period
5. Course selection
6. Leave of absence
7. Certification of studies/academic results
8. Visas for non-local students
9. Graduation

 

2. Student card, CWEM password, change of personal particulars
2.1 Q. Where can I get my Student ID Card?
  A. If you have already fulfilled all admission condition(s) and completed the online 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.

Before you go, please find out its opening hours at www5.cuhk.edu.hk/culink/index.php. You may authorize a representative to collect it on your behalf. He/she should bring along the following documents:

1. An authorization letter downloaded at CU Link Card Centre
2. The representative's identity document (stated in your authorization letter)
3. 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)
2.2 Q. I have moved recently. Whom should I inform to update my address details?
  A.

While you are studying, please update your addresses (home, correspondence, hostel or office addresses) and phone nos. via MyCUHK. For the update of your name, date of birth and nationality, please complete the "Application form for Change of Personal Particulars Record" on the GS Platform (Students) with your CWEM account. Your details will be updated within 3 working day.

 

After you graduate, please also update your contact details via MyCUHK. Please always keep us informed of your contact details as there will be important correspondence from the University, e.g., about collection of your graduation certificate.

2.3 Q. I have lost my CWEM password and cannot login the Internet services of the Graduate School. Could you please send me the password again?
  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.

3. Concurrent registration
3.1 Q. Who should apply for concurrent registration?
  A.

If a student is registered simultaneously in another programme 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. Students, including those who are approved to take leave in the concurrent registration period, should submit an application for concurrent registration to the Graduate Division and Graduate School for approval. The application form can be downloaded from the 'Application Forms' section on the GS Platform (Students).

 

For newly admitted students, you may also download the form here

 

A student in breach of this regulation shall be required to discontinue studies at the University.

3.2 Q. When should I submit the application for concurrent registration?
  A.

As long as you are attending two programmes either at this University or at any other tertiary institution, you should submit the application to your Graduate Division as soon as possible.

 

For newly admitted students, you must submit the application before registration with this University. Registration will only be accepted if either concurrent registration is approved or you withdraw from the other programme. You may also consult the Graduate Division concerned for change of registration date, if necessary.

3.3 Q. What should I do if I have to extend the concurrent registration period?
  A.

You should submit an application before the end of the previous approved period to your Graduate Division for consideration and approval.

4. Study Period

 

4.1 Q. What is normative study period and maximum study period? When am I supposed to graduate?
  A.

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 may graduate by the end of the normative study period. Hence, students' expected graduation date is also the normative study end date by default. Some students may be able to complete all requirements ahead of the end of normative study period. They can submit an application to their respective Graduate Division/Programme for shortening their normative study period (by one term or more) in order to graduate earlier, subject to the statutory minimum of 12 months for Master's programmes and 24 months for doctoral programmes. The students' ID card (i.e. CU Link Card) will become invalid after the new normative study end date stated in the approval letter.

 

On the other hand, some students may need more time to complete their studies for various reasons. In that case, they can submit an application form to their Graduate Division/Programme to extend their expected graduation date. Upon approval, they can renew their student ID card and continue to study as continuing students.

 

However, all students are required to complete their programmes within the maximum study period. Otherwise, they will be required to discontinue studies. Approval to continue study beyond the maximum study end date will be given only under very special circumstances.

 

Different programmes may have different normative and maximum study periods. For details, please refer to the section on 'Period of Study' of the 'General Regulations Governing Postgraduate Studies' which can be accessed either through the 'Postgraduate Student Handbook' section of the Graduate School website or the GS Platform (Students). Students may also check their respective normative and maximum study end dates via CUSIS.

4.2 Q. If I need to apply for leave of absence, will the normative study period or maximum study period be affected?
  A.

For Research Postgraduate Students:
1. In-residence leave - Both the normative study end date and maximum study period will remain unchanged.
2. No-pay leave (for non-PGS holders) - Under normal circumstances, the normative study end date may be adjusted according to the approved leave period (provided that the leave period is more than three weeks). Maximum study period will remain unchanged.
3. No-pay leave (for PGS holders) - Under normal circumstances, the normative study end date may be adjusted according to the approved leave period (regardless of number of days taken). Maximum study period will remain unchanged.

For Taught Postgraduate Students:
The normative study period will be adjusted according to the approved leave period (i.e. one term or more). Maximum study period will remain unchanged.

6. Leave of absence
6.1 Q. I cannot attend classes in the next term. What should I do?
  A.

In case of illness necessitating absence exceeding three weeks, a student should submit an application to the Graduate School Office together with a medical certificate signed by the Director of the University Health Service or a registered medical practitioner(s) to obtain endorsement from the Graduate Division concerned and permission from the Dean of the Graduate School (GS).

 

On the other hand, applications for leave of absence for non-medical reasons are handled as follows. A student who has been absent without approved leave of absence or who is in breach of the residence requirements for a continuous period exceeding one month will be considered as having withdrawn from studies.

 

i. Taught Postgraduate Students

Leave of Absence Approval Procedures
(a) Leave for 3 weeks to 1 year^ Graduate Division Head to approve
(b) Leave between 1 to 2 years^# 1. Graduate Division Head to endorse
2. Dean of the GS to approve
(c) Leave for more than 2 years^# 1. Graduate Division Head to endorse
2. GCExCo to approve


ii. Research Postgraduate Students

Leave of Absence Approval Procedures
(a) Leave for less than 3 weeks# Graduate Division Head to approve
(b) Leave for 3 weeks to 2 years^# 1. Graduate Division Head to endorse
2. Dean of the GS to approve
(c) Leave for more than 2 years^# 1. Graduate Division Head to endorse
2. GCExCo to approve
(d) (i) Leave for PGS* holders - Conference leave #
    (ii) Leave for PGS* holders - Others (except conference leave) #
(i) Graduate Division Head to approve and report to GS
(ii) 1. Graduate Division Head to endorse
  2. Dean of the GS to approve

 

^ Leave of absence is limited to a maximum of one year in the first instance, and any extension is limited to a maximum of one more year, beyond which no further extension will be granted. However, in special cases, the Graduate Council may on the recommendation of the Graduate Division concerned grant a student extension of leave beyond the period stated above.

 

# Application forms can be downloaded from the 'Application Forms' section on the GS Platform (Students).

 

* PGS - Postgraduate Studentship.

6.2 Q. If I need to apply for leave of absence, will the normative study period or maximum study period be affected?
  A.

Please refer to the above Q4.2

7. Certificaiton of studies/academic results 

 

7.1 Q. I need to apply for a document to certify my studies. What kind of documents can I apply for?
  A.

There are 4 kinds of certification you can choose according to different purposes.

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. Current students who need a quick and unofficial copy of their results can also print an unofficial transcript from CUSIS. For details, please refer to the CBT training available in CUSIS after login MyCUHK or here


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 be stated. If you are a graduate, the degree/diploma/ certificate awarded and the date of award will also be stated. Full-time non-local students who want to apply for IANG visa should apply for the certifying letter specifically for this purpose.


3. Report on Curriculum Details - this contains your study scheme and descriptions of the courses you have taken.


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.


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 here.

7.2 Q. Can I request for an official transcript to be sent to me directly?
  A.

Since official transcript can only be sent to the institution or prospective employer directly, if you need an official transcript in sealed envelope to be sent to you instead, you need to provide information from the institution or prospective employer concerned requesting you of such arrangement. If you are unable to provide the information, you can only apply for a student copy of transcript.

7.3 Q. I chose credit card to settle payment for the online application of transcript/certifying letter/report on curriculum details but found that the payment was not successful. What can I do?
  A.

You can go to “View your application” via Online Application for Official Documents and arrange to settle the payment by credit card again.

7.4 Q. When and where will I receive grades for my courses?
  A.

Course grades are released according to the schedule for releasing grades posted in the section ‘Academic Results’ on the GS Platform (Students). Please view your academic results after the grade release date by following the path: MyCUHK > CUSIS and My Study > View My Grades and select the corresponding academic term. You may also print an unofficial transcript for your record and reference.

7.5 Q. What should I do if I want to lodge a grade appeal?
  A.

If you wish to lodge an appeal on the grade of a particular course, please approach the teacher concerned within two weeks from the date of release of the grade in question. No late application is accepted.

7.6 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?
  A.

Students are assessed for graduation according to their expected graduation dates 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 by registered mail a full transcript and a certifying letter 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 and pay tuition fees (if required by the Programme concerned). Students may also refer to Section 10 for information on graduation process.

7.7 Q. Why did I not receive the full transcript and certifying letter even though my graduation has been confirmed?
  A.

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 by registered mail a full transcript and a certifying letter to students who are able to graduate. If you fail to receive it, please check if you have provided the updated correspondence address via CUSIS. It is student’s responsibility to keep the University informed of the change of contact information e.g. address via CUSIS from time to time so that important correspondence from the University could be delivered to students timely.

7.8 Q. When will I receive the graduation certificate?
  A.

The graduation certificate will only be available after the conferment of degrees, usually in November/December of each year.

7.9 Q. Can I request to receive the graduation certificate earlier?
  A.

Since the graduation certificate can only be available after the conferment of degrees, request to receive the graduation certificate earlier could not be entertained.

8. Visas for non-local students

(For newly admitted students, you may visit www.gs.cuhk.edu.hk/FAQ.)

 

8.1 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?
  A.

You should submit an application to the Immigration Department of HKSAR for extension of stay 4 weeks before the expiry date of your student visa. 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 at Request Official Documents.

8.2 Q. When can I apply for Immigration Arrangements for Non-local Graduates (IANG) visa?
  A.

You may apply for IANG visa upon your fulfillment of the graduation requirements of the programme and Graduate Division’s endorsement of your graduation. For RPg students, you should have submitted the final version of your thesis.

8.3 Q. After completing the last course of the programme, how long will it take for the Graduate Division to endorse my graduation?
  A.

You may refer to our Graduation webpage for relevant details.

8.4 Q. What should I do after knowing that my Graduate Division has endorsed my graduation?
  A.

You may apply for a certifying letter from us to prove that you have already fulfilled the graduation requirements of the programme and will be recommended for award of the degree at a later date.

 

You may then submit this certifying letter to the Immigration Department of HKSAR together with the IANG visa application form and other supporting documents as stipulated by the Immigration Department of HKSAR.  Please visit the IANG webpage at the Immigration Department of HKSAR for relevant details.

8.5 Q. Normally, how long does it take to process my application for certifying letter for IANG visa application?
  A. It normally takes 5 working days upon receipt of Graduate Division’s endorsement of your graduation. Graduate Divisions will only endorse your graduation provided that you have successfully completed all requirements of the programme, or for RPg students have submitted the final version of your thesis.