Glossary
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Academic Year/ Semester/Term |
The academic year is a period of twelve months starting in September of each year. The academic year is divided into two Semesters and a Summer Term. |
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Assessment |
The tests, coursework, examinations and other activities undertaken to assess students’ progress through courses and to assign final grades. |
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Assessment Panels |
University bodies responsible for assigning grades to students for their courses. |
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Code of Student Conduct |
The Code approved by the University governing the conduct of students and providing for a process to deal with breaches of the Code. |
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Course |
The basic units of instruction into which students are registered and for which grades may be assigned. University courses are approved for inclusion in the course catalogue. |
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Course Catalogue |
The official record of University courses maintained by the Academic Regulations and Records Office. |
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Course Examiner |
A Course Examiner is appointed by the Head of department for each course offered by the department, to coordinate the assessment of the course. |
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Credit Transfer |
The assignment of credit units toward the credit unit requirements of a programme on the basis of work done outside that programme. Credit units are normally assigned against specific courses for work equivalent in content and standard. |
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Credit Unit |
Each course is assigned a number of credit units. A credit unit is earned by approximately forty-to-fifty hours of student work. |
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Cumulative Grade Point Average (CGPA) |
For the calculation of Grade Point Average (GPA), G is the grade point awarded, U is the credit units earned for the ith course. CGPA is calculated for courses taken during enrolment for a specific programme, i=1-n are all courses completed at the time of the calculation, unless excluded under AR8.3, or AR11.3. |
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Dean |
Dean refers to Deans and other equivalent posts. |
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Department |
Department refers to “departments and equivalent bodies” as defined by Senate. A student’s “programme department” is the department offering the programme in which the student is enrolled. |
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Enrolment |
On entry to the University, students are enrolled in a programme of study. |
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Equivalent Course |
Equivalent courses are courses where there is sufficient overlap in content that students may, with approval, register in the course to meet a programme requirement, to recover a failure or to improve a course grade. |
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Examination Board |
University bodies responsible for classifying students’ awards, recommending to Senate conferment of awards, and terminating the studies of students on academic grounds on behalf of Senate. |
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Exclusive Course |
Exclusive courses are courses where there is sufficient overlap in their content to make it inappropriate for students to earn credits for more than one of the courses. Students may be restricted from registration in a course when they have earned credit units for an exclusive course. |
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Exemption |
Students can be exempted from a requirement of a programme. Credit units are not earned for an exemption from a course. |
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Faculty |
Faculty refers to “faculties and equivalent bodies” as defined by Senate, including Schools. |
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Graduation Date |
Dates set by Senate each year for the graduation of students who have completed requirements for awards. |
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Mode of Study |
Students are enrolled in either a full-time, or a part-time mode of study. Students’ modes of study govern their maximum and minimum course loads. |
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Operational Grade |
A course grade assigned for administrative purposes to assist in the management of student records. Operational grades of I, IP, S, and X do not count in the calculation of students’ GPAs. |
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Postgraduate |
A student enrolled for a Postgraduate Certificate, Postgraduate Diploma, or Master’s Degree. These regulations do not cover students enrolled for a MPhil, PhD, or Professional Doctorate. |
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Prerequisite |
A requirement that must be fulfilled before a student can register in a particular course. Precursors are set for some courses. Precursors are not requirements, but students are advised to complete precursors before registering in these courses. |
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Programme |
The structured academic programme leading to a named award of the University into which students are enrolled. |
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Registration |
The inclusion of a student in the class list of a course. |
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Required Course |
A course that must be passed to complete a programme. |
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Semester GPA (SGPA) |
The GPA calculated for all the courses taken in a semester, including F grades, but excluding courses graded I, X, S, IP, or P. |
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Senate |
The University Senate of City University of Hong Kong. |
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Substitute Course |
Where the normal course requirements of a programme cannot be completed, a “substitute” course may be approved by the programme department for a student, replacing the required course. |
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Taught Programme |
A programme for which the requirements are chiefly the completion of courses. |
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Transcript |
The official academic record of a student’s progress through their programme, including grades assigned for courses. |
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Undergraduate Awards |
In these regulations, undergraduate awards are awards of Bachelor’s Degree, Associate Degree, Diploma, or Higher Diploma. |
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University |
City University of Hong Kong |
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University Award |
An award of the University Senate granted on completion of a programme approved by the University Senate. |
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University Requirement |
A requirement set by the University Senate for all students at a particular level of study, irrespective of programme. |
Academic Regulations
These Academic Regulations are made by the University Senate to govern student progress through taught programmes leading to awards approved by the University Senate. Regulations for studies leading to awards of MPhil, PhD, and Professional Doctorates are published separately.
Only the University Senate can amend the Regulations, or permit exceptions, exemptions, or variations from them. Any variation from the Regulations approved by Senate for a programme is set out in the requirements for the programme in the University website.
The Regulations are supplemented by information on administrative procedures and about particular programmes to be found in the University website.
1. Language of Instruction and Assessment
Unless otherwise determined by Senate for a specific course or programme, the medium of instruction and assessment at the University is English.
2. Admission
2.1 Admission to the University is based on academic criteria. The University does not discriminate on the basis of age, sex, colour, race, creed, nationality, social or ethnic origin, or physical disability. The University may have to consider whether its facilities are adequate, before admitting a disabled applicant.
2.2 To be eligible for admission to a University programme, the applicant must EITHER hold the general entrance requirements for the level of the programme as specified by Senate and the programme entrance requirements, if any, OR be a “mature applicant” as defined in the general entrance requirements, and be able to demonstrate aptitude and suitability for the programme.
2.3 Possession of the entrance requirements does not, in itself, entitle applicants to admission to the University.
3. Enrolment
3.1 On entry to the University, students are enrolled in a specific programme of the University, and in either the full-time or part-time mode of study.
3.2 Only in exceptional circumstances may students enrol for more than one programme. To enrol for an additional programme, students must apply in writing to the Academic Regulations and Records Office for approval by the University.
3.3 Students may change their programme of study. To change their programme, students must apply in writing to the Academic Regulations and Records Office for approval by the University. Changes of programme become effective only after at least one semester of study in a prior programme.
3.4 To maintain their enrolment, students must conform to the University’s Code of Student Conduct, and must pay all fees and charges owed to the University by the due date.
4. Changes in Status
4.1 Students may take a leave of absence from their studies for an approved period. Periods of approved absence may not be less than one full semester/term, and may not accumulate to more than four semesters. Applications for leave of absence must be made in writing to the Academic Regulations and Records Office for approval by the University.
4.2 Students may change their mode of study. Applications to change mode of study must be made in writing to the Academic Regulations and Records Office for approval by the University. Changes in mode of study can become effective only at the beginning of a semester.
5. Credit Transfer
5.1 The University may allow previous educational or vocational experience to be counted toward the credit units required to earn an award of the University and appear on students’ transcripts.
5.2 At least half of the credit units required for an award of the University must be earned by the successful completion of courses of the University.
5.3 Credit units earned outside the University and counted toward a University award do not count in the calculation of a student’s GPA, except where special arrangements have been made.
5.4 Applications for credit transfer should be made in writing to the Academic Regulations and Records Office for approval by the University. Applications for credit transfer for work completed prior to entry to the University must be made in the first semester following the student’s admission, before the deadline set by the University. Applications for credit transfer for outside work completed after admission to the University must be made immediately in the semester following attainment of the additional qualification.
6. Course Registration
6.1 Students registering for courses must follow the instructions issued by the Academic Regulations and Records Office.
6.2 Registration for some courses is restricted to students holding the necessary prerequisites.
6.3 The University reserves the right to restrict registration in courses, or permit registration only on a priority basis.
6.4 If students remain registered for a course after the last date for dropping the course, as determined by the Academic Regulations and Records Office, they will be assigned a course grade.
6.5 Students who have met all the requirements to graduate from a programme may not register in further courses.
7. Maximum and Minimum Credit-Unit Load
7.1 In each semester, except the Summer Term, full-time students must register for courses to a total of at least twelve credit units, and for not more than eighteen credit units; part-time students may register for courses to a total of no more than eleven credit units.
7.2 In the Summer Term, students may not register for courses to a total of more than seven credit units.
7.3 Except where special arrangements are made for their programme, students seeking an exception to AR7.1 or AR7.2 should apply in writing to the Academic Regulations and Records Office for approval by the University.
8. Grading of Courses
8.1 Courses are graded according to the following schedule:
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Letter Grade |
Grade Point |
Grade Definitions |
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A+
A
A- |
4.3
4.0
3.7 |
Excellent: Strong evidence of original thinking; good organization, capacity to analyze and synthesize; superior grasp of subject matter; evidence of extensive knowledge base. |
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B+
B
B- |
3.3
3.0
2.7 |
Good: Evidence of grasp of subject, some evidence of critical capacity and analytic ability; reasonable understanding of issues; evidence of familiarity with literature. |
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C+
C
C- |
2.3
2.0
1.7 |
Adequate: Student who is profiting from the university experience; understanding of the subject; ability to develop solutions to simple problems in the material. |
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D |
1.0 |
Marginal: Sufficient familiarity with the subject matter to enable the student to progress without repeating the course. |
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F |
0.0 |
Failure: Little evidence of familiarity with the subject matter; weakness in critical and analytic skills; limited, or irrelevant use of literature. |
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P |
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Pass: “Pass” in a pass-fail course. Courses to be graded on a pass-fail basis for a programme are specifically identified under the programme in the course catalogue. |
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Operational Grades |
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IP |
In Progress An IP grade is shown where students will register in subsequent Semesters to complete the assessment of the course. |
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I |
Incomplete A grade of incomplete may be granted (1) where there are extenuating circumstances that have prevented a student from completing required work, or attending the examination; (2) at the discretion of the Assessment Panel. Where an “I” grade is assigned, the Assessment Panel will approve a schedule for the completion of work, or a supplementary examination. An “I” grade will be converted into a “F” grade four weeks after the “I” grade is first reported to the Academic Regulations and Records Office, unless an alternative grade has been assigned. |
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S |
Dissertation Submitted In a dissertation-type course, an S grade is assigned by the Course Examiner when a student’s dissertation has been submitted for assessment. |
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X |
Assigned when a student is permitted to drop the course after the normal drop date. |
8.2 Students assigned a grade of D or better, or a Pass grade in a pass-fail course, earn credit units for the course. Grades of F, IP, I, S, or X do not earn credit units.
8.3 Grades of P, I, IP, S and X are not counted in the calculation of a student’s CGPA. Grades of F are counted, unless the fail is recovered under AR11.3.
8.4 Grades of P, I, IP, S and X are not counted in the calculation of a student’s SGPA.
9. Illness or other Circumstances Affecting Assessment
If students wish the University to take into account illness or some other extenuating circumstances that affected their performance in an examination, or ability to attend an examination, or to complete coursework, they must refer the circumstances of the case to the relevant Course Examiner in writing, within five days of the scheduled date for students to complete the assessment of the course.
10. Review of Course Grades
Informal Resolution
10.1 Where a student believes that there may have been: a miscalculation of marks; data errors; extenuating circumstances affecting his/her performance; or wishes to resolve other issues relating to course grades, the student should first contact the Course Examiner and the relevant staff member responsible for the assessment with a view to resolving the matter informally.
10.2 If a revision to the student’s course grade is considered necessary, the Course Examiner should make a recommendation to amend the grade and seek approval through the Chair of the Assessment Panel.
10.3 If the student’s concerns regarding course grades cannot be resolved by informal means, the student may seek resolution via the formal procedures outlined below.
Formal Procedures for Review
10.4 Formal requests for review of course grades may be made only if the assessment was not conducted in accordance with the Academic Regulations or with the arrangements prescribed for the course. Disagreement with the academic judgment of Course Examiners does not constitute valid grounds for review.
10.5 Any request for review of course grades must be made in writing to the Head of Department offering the course within one month of the announcement of grades by the Academic Regulations and Records Office. The written application must:
(i) describe the informal actions taken to resolve the issue;
(ii) state the grounds on which the request for review is made;
(iii) include a description of the relevant facts; and
(iv) provide supporting evidence.
10.6 When considering a formal request for review of course grade, the Head of Department may form a Departmental Review Committee to investigate the case. Membership of a Departmental Review Committee includes the Head (or nominee) as Chair and at least two other academic staff not involved in the teaching of the course under review. Where the student is from another programme department, the Departmental Review Committee may include the Head (or nominee) of the student’s programme department. The Departmental Review Committee may interview the student and staff members concerned, arrange for an independent assessment of the student’s work, or seek advice from an external assessor. The Committee should record its proceedings and resolutions.
10.7 If the Committee decides to recommend amendment of the course grade, endorsement through the Chair of the Assessment Panel is required. The decision will be communicated in writing to the student by the Head of Department with a brief statement of the reasons for the decision. All reviews should be handled expeditiously by the parties concerned. A reply should be sent to the student no later than one month upon receipt of the formal request for review.
10.8 Formal requests for review of course grades should normally be resolved at the departmental level. If a student is not satisfied that his/her case has been dealt with appropriately at the departmental level, the student can convey his/her concern directly in writing to the Faculty Dean. The Dean will adjudicate the case and communicate the decision to the student in writing. The decision of the Dean is final. For courses offered by the School of Creative Media, School of Law, Chinese Civilisation Centre and the English Language Centre, students should convey their concern to the Vice-President for Undergraduate Education or the Dean of Graduate Studies as appropriate whose decision is final.
11. Students’ Academic Progress and Academic Standing
Academic Standing
11.1 Academic standing provides an indicator of the student’s academic progress and identifies students in academic difficulty needing academic advising and extra help. The four levels of academic standing are defined as follows:
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Standing |
Definitions |
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Good Standing |
Students are making satisfactory academic progress. |
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Academic Warning |
Students’ most recent academic performance has been unsatisfactory, or their overall academic average is below minimum requirements. Students on warning are asked to seek academic advice from their programme advisor. |
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Probation |
Students’ most recent academic performance has been extremely unsatisfactory, or their overall academic average has continued to be below the minimum requirements for graduation. Students on Probation will be assigned an academic advisor by their programme department, and will not be permitted to register in courses in the following semester without the approval of the academic advisor. The programme department may also require students on Probation to take a reduced credit unit load in the semester. |
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Academic Suspension |
Students who cannot benefit from course registration in the next semester may be suspended for an approved period of not less than one semester. Academic Suspension is designed to provide students with an opportunity to resolve the problems that are preventing them making academic progress. On return from their suspension, students may be given the opportunity for one additional course repeat in each failed course to recover failure(s). |
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Operational Standing |
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Review |
A temporary status indicating that a student’s performance may require a change of academic standing and has been referred to the student’s department. |
11.2 An academic standing decision is made for all students at the end of each semester, in accordance with rules adopted by Senate and published by the Academic Regulations and Records Office.
Repeating Courses to Improve Grades
11.3 Except for courses covered by 11.4, undergraduate students may repeat a course, or an equivalent course, to recover a failure or to improve a course grade of D. Students in taught postgraduate programmes may repeat a course, or equivalent course, to recover a failure or to improve a course grade of C or below. After the first attempt, only two repeat attempts are permitted. Course grades for all attempts will appear on the student’s transcript, but only the final grade earned will be included in the calculation of the student’s CGPA.
11.4 Courses may be designated ‘dissertation-type’ courses in the course catalogue. For dissertation-type courses, the catalogue will specify the normal duration for course registration and the maximum duration for course registration. Students are not permitted to repeat a dissertation-type course.
Academic Honours
11.5 At the end of each semester, or for part-time students on the completion of two semesters, students’ GPAs are calculated. Where a student over that period has (1) earned twelve credit units or more, (2) achieved a GPA of 3.7 or greater, and (3) not failed any course, the student is placed on the Dean’s List.
12. Conferment and Classification of Awards
Requirements for University Awards
12.1 To be granted an award of the University, students must successfully complete a programme of the University, including specific requirements of the named award for which they are registered, general University requirements, and faculty requirements, if any. The requirements for awards are set out in the University website for each programme.
12.2 Credit units earned for courses at a level below the programme level are not normally counted toward requirements for an award.
12.3 Where two or more courses are defined as exclusive for a programme by the programme department, the credit units earned for only one of the courses will count toward the requirements for the award.
12.4 Where the normal course requirements of a programme cannot be completed, a “substitute” course may be approved by the programme department for a student, replacing the required course.
12.5 The University may allow credit units earned by students registered for a particular programme of the University to be counted toward the requirements of another programme for which they register.
12.6 The University may allow exemption from courses required for an award of the University. Credit units toward the award are not given when an exemption is granted.
12.7 Students may be granted an undergraduate award only if they have achieved a CGPA of 1.70 or above.
12.8 Students may be granted a postgraduate award only if they have achieved a CGPA of 2.00 or above.
12.9 Where a programme is designed to enable students to gain an intermediate award, students who meet the requirements for the intermediate award and who do not intend to complete the full programme may apply in writing to the Academic Regulations and Records Office for conferment of the award. Such applications must be received within one calendar year of the student’s withdrawal from the programme.
12.10 Students completing the requirements for an award graduate on the next following graduation date.
Classification of Awards
12.11 The University grants awards with classifications as follows:
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Award |
Classification |
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Diplomas/Certificates/
Higher Diplomas/Associate Degrees |
Distinction
Credit
Pass
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Bachelor’s Degrees |
First Class Honours
Upper Second Class Honours
Lower Second Class Honours
Third Class Honours
Pass (without Honours)
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Postgraduate Certificates/
Diplomas/Master’s Degrees |
Distinction
Credit
Pass |
12.12 University awards are classified by the relevant Faculty Examination Board, that makes a recommendation to Senate for the conferment of awards.
12.13 Faculty Examination Boards classify awards with regard to, but not necessarily in strict conformity with, a student’s CGPA.
13. Termination of Studies
13.1 Where the student’s record indicates that the student may have difficulty successfully completing the requirements for an award, the relevant Faculty Examination Board is informed. Where the Board is satisfied that the student cannot reasonably expect to complete the award, the Board will terminate the student’s studies.
13.2 After termination of studies, students may not continue their studies at the University without readmission, with readmission to any programme no earlier than one academic year after the student’s termination.
14. Review of Examination Board Decisions
Informal Resolution
14.1 Where a student is concerned that there might be data errors or that there were extenuating circumstances affecting his/her overall academic performance that have a bearing on the academic standing and award decisions made by the Examination Board, the student should attempt to resolve the matter informally by contacting the Programme Leader, Head of the Programme Department, or other relevant academic staff.
14.2 If the Head of Department wishes to recommend an amendment to the student’s academic standing or award classification, this recommendation should be forwarded through the Chairman of the Examination Board for approval.
Formal Procedures for Review
14.3 Formal requests for review of an Examination Board’s decision may be made only on the basis of procedural defects affecting the Board’s decision. The academic judgment of the Examination Board, having acted in conformity with the University’s policies and guidelines on assessment, shall not be subject to appeal.
14.4 If the student’s concerns regarding the Examination Board’s decision cannot be resolved satisfactorily via informal means, the student may lodge a formal request for review in writing to the Faculty Dean within one month of the publication of the Examination Board’s decision by the Academic Regulations and Records Office. The application must:
(i) describe the informal actions taken to resolve the issue;
(ii) state the grounds on which the request for review is made;
(iii) include a description of the relevant facts; and
(iv) provide supporting evidence.
14.5 Upon receipt of the formal request for review, the Faculty Dean will review and decide on the case. If deemed necessary, the Dean may form a Faculty Review Committee to investigate the case. Membership of a Faculty Review Committee includes the Head (or nominee) of the student’s programme department and another Head of Department not associated with the student’s programme. The Faculty Review Committee will decide on the procedures it will follow in adjudicating the case. The Committee should record its proceedings and resolutions.
14.6 If the Faculty Review Committee decides to recommend changes to the student’s academic standing or award classification, endorsement through the Chair of the Examination Board is required. The decision on the review will be communicated in writing to the student with a brief statement of the reasons for the decision. All reviews should be handled expeditiously by the parties concerned. A reply should be sent to the student no later than one month upon receipt of the formal request for review.
14.7 The decision of the Dean or the Faculty Review Committee, if formed, is final. For the School of Law and School of Creative Media, formal requests for review of Examination Board decisions should be directed to the Vice-President for Undergraduate Education or the Dean of Graduate Studies as appropriate whose decision is final.
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