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Leave of Absence

Application for Leave of Absence

 

What is Leave of Absence
On entry to a specific degree/programme of studies of the University, a student should register for courses in every semester (except in Summer Term where course registration is optional unless otherwise specified). A student who intends not to register in any courses in a semester but will subsequently continue his/her study should apply for a leave of absence no later than the end of the course add/drop period for the leave of absence to take effect in that semester. Once approval is granted, the student will maintain a valid student status with the University but have to move out from the Student Residence during the leave of absence period.

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 for the current semester/term should submit an online application via AIMS by the end of the course add/drop period. Only under very exceptional circumstances will late applications be considered, and such late applications must be submitted no later than the end of the teaching period of the semester/term.

Steps of Applying for Leave of Absence via AIMS:

  1. Go to CityU home page.
  2. Click "AIMS" under "Quick Links".
  3. Use your electronic ID and password to login "AIMS".
  4. Select "Student Record".
  5. Select "My Applications (for Undergraduate and Taught Postgraduate Programmes)"
  6. Select "Leave of Absence".
  7. Read the Notes to Students to make sure you understand the implications to your studies when applying for leave of absence.
  8. Fill in the required fields in the form.
  9. Submit your application.
  10. To protect your own privacy, make sure that you have exited from "AIMS" before leaving your computer terminal.
  11. Submit the documentary proof, if any, to support your reasons for applying leave of absence within 4 working days to Academic Regulations and Records Office.
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 requires approval by the Head of the student’s home academic unit.

 

Fees Chargeable for Approved Leave of Absence

For successful applications submitted before 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 access university facilities like the library and maintain computer privileges during the period of leave of absence.

If a late application is submitted between Week 3 and 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 a late application is submitted 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 the “Student Record” tab after the leave of absence is approved. Students 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 read the details of the "Regulations on Tuition Fees".

 

Informing the SFO
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 Office (SFO) immediately once your application for leave of absence is approved. SFO 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 overpaid amount immediately upon demand.

 

Resumption of Studies
Students are required to resume their studies after the approved period of leave of absence. 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.