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Leave of Absence

Application for Leave of Absence

What is Leave of Absence
How to Apply for Leave of Absence
Approval for Leave of Absence
Fees Chargeable for Approved Leave of Absence
Informing the SFAA
Resumption of Studies

What is Leave of Absence
On entry to a specific programme of the University, a student should register for courses in every semester (except in Summer Term where course registration is optional) for pursuing his/her studies. A student who, because of health or financial problems or other personal reasons, may apply for leave of absence to be away from his/her studies temporarily while maintaining a valid enrolment status with the University. According to the Academic Regulations, the period of leave of absence taken will be counted in the calculation of the student’s maximum period of study. Those who cannot complete all requirements for graduation within the maximum study period will be required to discontinue their studies.

What is Leave of Absence

On entry to a specific programme of the University, a student should register for courses in every semester (except in Summer Term where course registration is optional) for pursuing his/her studies. A student who, because of health or financial problems or other personal reasons, may apply for leave of absence to be away from his/her studies temporarily while maintaining a valid enrolment status with the University.

According to the Academic Regulations, the period of leave of absence taken will be counted in the calculation of the student’s maximum period of study. Those who cannot complete all requirements for graduation within the maximum study period will be required to discontinue their studies.

How to Apply for Leave of Absence
Students applying for leave of absence should submit an online application via AIMS. Steps of Applying for Leave of Absence via AIMS: Go to "e-Portal" login page for current students at CityU home page. Click "AIMS" at the login page. Select "Student Record". Select "My Applications (for Undergraduate and Taught Postgraduate Programmes)" Select "Leave of Absence". Read the Notes to Students to make sure you understand the implications to your studies when applying for leave of absence. Fill in the required fields in the form. Submit your application. To protect your own privacy, make sure that you have exited from "AIMS" and logout from "e-Portal" before leaving your computer terminal. Each application can cover at most one academic year at a time. Students who wish to take a leave of absence for more than one academic year must make another application before the start of the new period. An e-mail will be sent to the student to acknowledge receipt of the application.

How to Apply for Leave of Absence

Students applying for leave of absence should submit an online application via AIMS.

Steps of Applying for Leave of Absence via AIMS:

Go to "e-Portal" login page for current students at CityU home page.
Click "AIMS" at the login page.
Select "Student Record".
Select "My Applications (for Undergraduate and Taught Postgraduate Programmes)"
Select "Leave of Absence".
Read the Notes to Students to make sure you understand the implications to your studies when applying for leave of absence.
Fill in the required fields in the form.
Submit your application.
To protect your own privacy, make sure that you have exited from "AIMS" and logout from "e-Portal" before leaving your computer terminal.

Each application can cover at most one academic year at a time. Students who wish to take a leave of absence for more than one academic year must make another application before the start of the new period. An e-mail will be sent to the student to acknowledge receipt of the application.

Approval for Leave of Absence
Periods of approved absence may not be less than one full semester/term, and may not accumulate to more than four semesters. Each application for leave of absence will be considered and approved by the Head of the student’s home academic unit. Applications submitted after the end of the teaching period for the semester will not be considered.

Fees Chargeable for Approved Leave of Absence
For successful applications that are submitted up to the end of Week 2#, students are required to pay a continuation fee of HK$1,500 for each semester in order to maintain an active enrolment status in the University. Students can still be able to use university facilities like library and computer privileges during the period of leave of absence. If the submission date of the application is from Week 3 till the end of Week 6# in Semester A/B (or the end of Week 3# in Summer Term), the student will be liable for 50% of the tuition fee payable for that semester/term, or the minimum tuition for two credit units (for programmes charged on a per credit unit basis), whichever is higher. If the submission date of the application is in Week 7# and afterwards in Semester A/B (or Week 4# and afterwards in Summer Term), the student will be liable for 100% of the tuition fee payable for that semester/term, or the minimum tuition for two credit units (for programmes charged on a per credit unit basis), whichever is higher. # Sunday is the start day of a week. Click here for the Academic Calendar. Students studying on programmes that do not follow the University Academic Calendar should follow the timelines and regulations specified by the respective programmes. An e-statement of account on the fees to be paid will be posted in AIMS, under “My Finance” of “Student Record” tab after the leave of absence is approved. Student should settle the fees before the due date. Failure to do so will lead to termination of the student status immediately and the students will be required to pay the outstanding amount when applying for admission to the University in future. Click here to see the Regulations on Tuition Fees in details.

Fees Chargeable for Approved Leave of Absence

For successful applications that are submitted up to the end of Week 2#, students are required to pay a continuation fee of HK$1,500 for each semester in order to maintain an active enrolment status in the University. Students can still be able to use university facilities like library and computer privileges during the period of leave of absence.

If the submission date of the application is from Week 3 till the end of Week 6# in Semester A/B (or the end of Week 3# in Summer Term), the student will be liable for 50% of the tuition fee payable for that semester/term, or the minimum tuition for two credit units (for programmes charged on a per credit unit basis), whichever is higher.

If the submission date of the application is in Week 7# and afterwards in Semester A/B (or Week 4# and afterwards in Summer Term), the student will be liable for 100% of the tuition fee payable for that semester/term, or the minimum tuition for two credit units (for programmes charged on a per credit unit basis), whichever is higher.

# Sunday is the start day of a week. Click here for the Academic Calendar.

Students studying on programmes that do not follow the University Academic Calendar should follow the timelines and regulations specified by the respective programmes.

An e-statement of account on the fees to be paid will be posted in AIMS, under “My Finance” of “Student Record” tab after the leave of absence is approved. Student should settle the fees before the due date. Failure to do so will lead to termination of the student status immediately and the students will be required to pay the outstanding amount when applying for admission to the University in future.

Click here to see the Regulations on Tuition Fees in details.

Informing the SFAA
If you are an applicant of the Local Student Finance Scheme and/or Non-means Tested Loan Scheme in the current academic year, you should notify the Student Financial Assistance Agency (SFAA) immediately once your application for leave of absence is approved. The Agency will review your application and adjust your entitlement of financial assistance, if appropriate. In the event that there is overpayment of financial assistance, you are required to refund the amount overpaid immediately upon demand.

Informing the SFAA

If you are an applicant of the Local Student Finance Scheme and/or Non-means Tested Loan Scheme in the current academic year, you should notify the Student Financial Assistance Agency (SFAA) immediately once your application for leave of absence is approved. The Agency will review your application and adjust your entitlement of financial assistance, if appropriate. In the event that there is overpayment of financial assistance, you are required to refund the amount overpaid immediately upon demand.

Resumption of Studies
Upon resumption of studies, students will be required to pay the prevailing tuition fees. Special course attendance or assessment arrangements may be required if there are changes to the structure of the programme during the period of leave of absence. On occasions where the programme is to be phased out, courses may no longer be offered and resumption of studies in the same programme is not possible.

Resumption of Studies

Upon resumption of studies, students will be required to pay the prevailing tuition fees. Special course attendance or assessment arrangements may be required if there are changes to the structure of the programme during the period of leave of absence. On occasions where the programme is to be phased out, courses may no longer be offered and resumption of studies in the same programme is not possible.