Academic Regulations and Records Office
Academic Regulations and Records Office

Leave of Absence

When enrolling in a specific degree at the University, students are required to register for courses each semester (except in Summer Term where course registration is optional unless otherwise specified). If a student does not intend to register for any courses in a particular semester but plans to continue his/her study, he/she must apply for a leave of absence before the end of the course add/drop period for that semester. Approval of the leave of absence allows the student to maintain a valid student status with the University. However, the student is required to vacate the Student Residence during the leave of absence.

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

How to Apply for Leave of Absence

  1. 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.
  6. By submitting the application, you agree to above notes for the applicants, application procedures, fees charged and give consent to the Personal Information Collection Statement

    Personal Information Collection Statement

    1. The personal data provided in an application form will be used for processing the application. Failure to provide complete and accurate information may render the University unable to process the application.
    2. The information provided may be disclosed/transferred to relevant academic units/administrative offices within the University for consideration and/or necessary actions.
    3. For non-local students, changes in student record may also be disclosed/transferred to relevant Government bodies, such as the Immigration Department, if deemed necessary.
    4. After the application has been processed, relevant data will be transferred to the student record system of the University
    5. After submission of this form, requests for access to and/or correction of the personal data should be made to the Academic Regulations and Records Office.
    6. The University’s Policy, Code and Statements regarding data protection can be accessed at http://www.cityu.edu.hk/vpad/upolicy_statements.htm. For other issues regarding personal data privacy, please contact the Office of the Data Protection Officer, c/o the Office of the Vice-President (Administration) by email:data.protection@cityu.edu.hk.
    .

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

Time of Application Fees Chargeable
Up to the end of Week 2 A continuation fee of HK$1,500 for each semester. Students can still access university facilities like the library and maintain computer privileges during the period of leave of absence.
Week 3 till the end of Week 6 50%*
Week 7 and afterwards 100%*
*For programmes/degrees charged on a per credit unit basis, students will be liable for the tuition fee chargeable or the minimum tuition fee of two credit units, whichever is higher.
Time of Application Fees Chargeable
Up to the end of Week 2 0%
Week 3 50%
Week 4 and afterwards 100%
  • Sunday is the start day of the week according to the Academic Calendar.
  • 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. For details, please refer to the Regulations on Tuition Fees.
For Students of Tertiary Student Finance Scheme

(Publicity-funded Programmes of Financial Assistance Scheme for Post-secondary Students and/or Non-means Tested Loan Scheme)

  • 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.
For Non-local Students
  • If the leave of absence is 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.
  • The visa/entry permit might be invalid or expired before resumption of studies. Please plan ahead for the visa application/extension.

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.

If there is any inconsistency or ambiguity between the page contents and the Academic Regulations (AR), rules and guidelines, the AR, rules and guidelines shall prevail.