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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. However, he/she is required to vacate  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
  1. Students applying for leave of absence for the current semester/term should submit an online application via AIMS > Student Record > My Applications (for Undergraduates and Taught Postgraduate Programmes ) > Leave of Absence by the end of the course add/drop period.
  2. 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.
  3. Each application can apply for leave of absence up to four semesters.
  4. Students should also upload the supporting document(s) if any. If the document(s) are not ready when making the application, they may upload it later within 4 calendar days after submitting the application.
  5. After submission, the students will receive an email acknowledging 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.  Under exceptional circumstances where a student needs to take a leave of absence accumulating to more than four semesters, such a request should be approved by the Dean.

The application results can be viewed in AIMS upon the decision has been made.  The students will also receive an e-mail about the application results and the arrangements related to their studies.

Fees Chargeable for Approved Leave of Absence
  1. 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.
  2. 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 degrees/programmes charged on a per credit unit basis), whichever is higher.
  3. 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 degrees/programmes charged on a per credit unit basis), whichever is higher.
  4. An e-statement of account on the fees to be paid will be posted in AIMS > Student Record > My Finance 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.
  5. For details, please refer to the Regulations on Tuition Fees.

# Sunday is the start day of the week according to the Academic Calendar.

Informing the SFO

If you are an applicant of Tertiary Student Finance Scheme – Publicity-funded Programmes of Financial Assistance Scheme for Post-secondary Students 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. The SFO will review your application and adjust your entitlements 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 request.

Resumption of Studies

The University will inform the students about the arrangement for the resumption of studies nearer their resumption semester/term. Special course attendance or assessment arrangements may be required if there are changes to the structure of the degree/programme during the period of leave of absence. On occasions where the degree/programme is to be phased out, courses may no longer be offered and resumption of studies in the same degree/programme may not be possible.

Upon resumption of studies, students are required to pay the prevailing tuition fee of the degree/programme.

Reminder for Non-local Students

When a non-local student is approved to take leave of absence in the first semester of study right after his/her arrival at Hong Kong, the University will report the student’s change of status to the Immigration Department of HKSAR,

When a non-local student resume studies, he/she is required to hold a valid visa/entry permit. Please plan ahead for the visa application/extension.

By submitting the application, you agree to the above notes and application procedures, and consent to the Personal Information Collection Statement.