3 Rules and regulations

1.1 Students studying in face-to-face postgraduate programmes shall observe the general regulations below, and all other rules and regulations prescribed by the University. Should there be any discrepancies between the following general regulations and other rules and regulations of the University, the general regulations below shall prevail.

2 Admission

2.1 An applicant seeking admission to a face-to-face postgraduate programme shall satisfy the general entrance requirements of the University, English language proficiency requirements and specific entrance requirements of the programme concerned, if any, unless he/she has been exempted therefrom.

2.2 An applicant may be required to attend a selection interview.

2.3 A successful applicant shall register with the University as a student by a prescribed date, otherwise he/she shall be deemed to have given up the admission offer.

2.4 Continuing students (except for graduates of the University and LiPACE higher diplomas) applying to a postgraduate programme shall pay the application fee.

3 Registration

3.1 An applicant who has been offered admission to a programme shall complete the registration procedure by a date prescribed by the University, and shall be deemed to have enrolled on that programme on the date of his/her first registration. He/she shall be required to comply with the programme regulations of his/her programme of study as stipulated by the University from time to time.

3.2 A student shall register in the name which appears on his/her Hong Kong Identity Card or passport (passport applicable to non-local students only).

3.3 A student shall register with the University for each subsequent academic term by a prescribed date.

3.4 Registration shall include the payment of tuition fees as prescribed by the University. If a student fails to complete his/her registration by the stipulated deadline, a late request for registration will be accepted at the discretion of the University, and subject to full payment of tuition fees and late registration fee.

3.5 A student shall inform the University immediately of any change of personal particulars such as correspondence address and telephone number via the Student Portal or in writing to the Registry. Failure to supply up-to-date information may result in the University being unable to provide academic and administrative services to the student.

4 Deferment of studies

4.1 A student who wishes to defer his/her studies until a later date shall submit a written application with supporting documents to the Registry. Approval of an application to defer studies shall be granted entirely at the University's discretion. For full-time students, deferment of studies, if granted, shall cover all the courses on which the student has enrolled within the term or year concerned with the exception of courses for which the student has missed the application deadline for deferment of studies. For part-time students, deferment of studies shall be considered on a course-by-course basis.

4.2 The University recognizes the following grounds as a basis for deferment of studies:

(a) illness or medical emergency; or

(b) family crisis or similar special circumstances.

The University, at its discretion, may also consider applications for deferment of studies if a student is required, owing to previous failures in University courses, to resit two or more examinations in any one term.

4.3 A student who has applied for deferment of studies shall continue with his/her studies and attend classes until formal approval is given by the University.

4.4 The maximum period allowed for deferment of studies shall normally be one academic year.

4.5 A student who has been granted deferment of studies shall not be entitled to the refund, in part or in full, of the tuition fees paid. Upon resumption of studies at the approved time, the student can make use of the tuition fees paid for the deferred term but shall be required to settle additional tuition fees, if any. If the tuition fees for resumed courses are less than the tuition fees paid, the University may grant approval for the student to carry forward the outstanding fees paid for further resumption of studies at another approved time.

5 Withdrawal from studies

5.1 A student who wishes to withdraw from studies at the University shall inform the Registrar of such intention in writing at least 14 days before the start of the examination period of the relevant term. For full-time students, withdrawal from studies, if granted, shall cover all the courses on which a full-time student has enrolled within the term or year concerned with the exception of courses for which the student has missed the application deadline for withdrawal from studies. As for part-time students, withdrawal from studies shall be considered on a course-by-course basis. The record of withdrawal shall be entered into and remain in the student's academic record. The student shall not be entitled to a refund of any tuition fees already paid, in part or in full. Readmission will depend on the availability of course places and will require payment of a new course fee for each course concerned.

5.2 A student who has withdrawn from studies at the University but wishes to have his/her student status reinstated shall submit a written application for registration to the Registrar no later than two weeks after the commencement of an academic term. Such an application shall be accepted at the absolute discretion of the University and subject to full payment of tuition fees plus a late registration fee, as specified by the University from time to time, if the application is submitted after the stipulated registration deadline.

6 Selection of courses

6.1 A student shall select courses before the commencement of each academic term according to the programme regulations of his/her programme of study. A student wishing to register for courses after the registration deadline as specified by the University from time to time shall have to apply for late registration and settle a late registration fee, as specified from time to time, normally no later than two weeks after the commencement of an academic term.

6.2 A full-time student shall normally take 20 credits of courses in a term or 40 credits in an academic year unless his/her programme of study prescribes otherwise. He/she must seek approval of his/her School if he/she wishes to take courses with a lighter or heavier credit loading.

6.3 A new part-time student shall normally be allowed to take courses with a maximum registration value* of 15 in his/her first term but may take more in the subsequent terms. He/she must seek approval from his/her School if he/she wishes to take courses of over 15 registration values in the first term.

* In addition to carrying a credit value, each course also carries a registration value which represents the study load per term. A total registration value of 20 is about the normal load for a full-time student.

The following formula illustrates how the registration value is calculated: Registration value = credit value ÷ no. of terms it takes to complete the course.

For example:
A 20-credit course of two terms' duration has a registration value of 10, i.e. 20 ÷ 2 = 10
A five-credit course of one term's duration has registration value of 5, i.e. 5÷1 = 5

6.4 A student shall not repeat any course which he/she has already taken and passed.

7 Period of study

7.1 The University has imposed a maximum study period of six years for face-to-face postgraduate programmes. In certain cases, the School may stipulate a period of less than six years for individual programmes. Students shall refer to the relevant programme regulations for details. A student must complete all graduation requirements of his/her programme of study within the maximum study period.

7.2 A student who fails to complete all graduation requirements of his/her programme of study within the maximum study period shall discontinue his/her studies in the face-to-face mode. He/she may, however, apply for admission to study in the part-time distance learning mode and transfer the credits he/she has obtained to his/her part-time distance learning programme. These transferred credits may or may not be counted, subject to the requirements of his/her chosen part-time distance learning programme.

8 Change of programme of study/course registered

8.1 A student who wishes to change his/her programme shall apply in writing to the Registrar, and his/her application shall be approved at the discretion of the School concerned.

8.2 Students may also change the course they are registered on. However, applications for change of registered course are limited to courses offered in the same term and course changes shall normally be on a one-to-one basis. Students who wish to change their courses after registration must apply using a specific form and pay an administrative fee. Applications will be considered on a case-by-case basis. Applications shall normally be made as early as possible and no later than the end of the second week of the term.

9 Course assessment and grades

9.1 A student shall be assessed for every course that he/she has registered on the basis of his/her performance in the course. The assessment criteria may include any one or any combination of the following: assignments, quizzes, tests, laboratory sessions, practicums, examinations, attendance, and any other criteria.

9.2 Course grades, their standards and grade points used in reporting shall be as follows:

Course grade	Standard	Grade point
A A–	Excellent	4.0 3.7
B+ B	Very Good	3.3 3.0
B–	Good	2.7
C+	Fair	2.3
C	Pass	2.0
Fail-Resit	Fail-Resit	—
Fail	Fail	0
Pass*	Benchmark Attained	Not applicable

* For designated courses only.

Other grades, including 'Complete' and 'Incomplete' will be used when necessary.

9.3 Assignments
A student shall submit assignments by specified dates. If an assignment is submitted late, it is at the discretion of the University teacher concerned to accept the assignment, and to determine the appropriate penalty to be imposed, if any. Assignments must be submitted electronically via the OLE, unless otherwise specified.

9.4 Quizzes/Tests/Labs
A student may be required to complete quizzes, tests, laboratory sessions or practicums as part of the assessment, some of which may be compulsory.

9.5 Examinations

9.5.1 A student shall attend an end-of-course examination for each of the courses he/she takes, unless the course requires no end-of-course examination. A student shall be required to observe the examination arrangements as stipulated by the University from time to time.

9.5.2 At the discretion of the Award Committee, a student marginally failing an examination may be granted a chance to resit the examination to be held in the next available examination session provided for the course concerned. The resit examination will normally coincide with the regular examination of the next presentation of the course. If the next presentation of the course does not commence within one year from the current presentation in which the student enrolled and failed, the resit examination will be held within a one-year period after the end of the current presentation.

9.5.3 A student taking a resit examination will be required to pay a resit examination fee for each course, as specified by the University from time to time. A student who has withdrawn from his/her studies at the University before the resit examination is held shall not be permitted to attend the resit examination.

9.5.4 A student failing to achieve a Pass grade after the resit examination shall be required to retake the course, if available, in order to be considered for the award of credits. Under certain circumstances, the University may require the student to retake the course in the distance learning mode or to take another course as a substitute.

9.5.5 Deferment of an examination will only be considered under very special circumstances, which shall be substantiated by satisfactory documentary evidence provided by the student. Deferment of an examination is normally not applicable to resit examination(s).

9.6 Attendance requirement
The minimum attendance requirement for each course is 70%.

10 Graduation

10.1 To be eligible for an academic award, a student shall have satisfied the requirements of his/her chosen programme of study.

10.2 A student shall be required to apply for graduation using a specific form and pay a graduation fee, as specified by the University from time to time, for each award.

11 Transcript of studies and certification

11.1 A transcript is an official document showing the complete academic record of a student in the University, including the result of courses taken by the students and the academic award conferred, if any.

11.2 Upon a student's request, the University can issue transcripts for specific award(s). All records of completed courses related to the award(s) concerned will be included in the transcript irrespective of the course results.

11.3 A student may apply for an official transcript of studies using a specific form. A handling fee, as prescribed by the University from time to time, is required for each copy of the transcript.

11.4 Upon a student's request, the Registrar may issue an official document confirming the student's status as an OUHK student or provide certification of OUHK publications/documents as true copies. A fee may be charged.

11.5 Certificates for academic awards
An official certificate for an academic award shall be issued to a student after he/she has been conferred the qualification.

11.6 The University reserves the right to withhold the issuance of transcripts, official documents and certificates for academic awards as deemed necessary. For example, this may occur if a student is in debt to the University or is involved in a breach of University rules and regulations.

12 Academic integrity and student discipline

12.1 A student shall act at all times to uphold academic integrity.

12.2 A student who has violated the University's expectation of academic integrity, committed any disciplinary offence or violated any rule or regulation of the University shall be dealt with in accordance with the University's Regulations Governing Academic Integrity and Student Discipline.

█ Academic rules and regulations █

Students shall observe the 'Academic Rules and Regulations' prescribed by the University.

Details of these rules and regulations can be found on the following webpages.

http://www.ouhk.edu.hk/ETDU/DL/academic-regulations-e.pdf

█ General regulations █

Students shall observe the 'General Regulations' prescribed by the University.

Details of these regulations can be found on the following webpages.

http://www.ouhk.edu.hk/ETDU/DL/general-regulations-e.pdf

█ Personal data privacy ordinance and policy on equal opportunities █

▌University policy on protection of personal data

With the enactment of the Personal Data (Privacy) Ordinance in December 1996, the University established its personal data protection policy which is set out below:

Principle 1 — Collection

The University provides education and training services. In order to do so, it carries out various activities and collects and uses personal data for various purposes relating to such activities.

Before collecting personal data from you, the University will provide you with the information required by the Ordinance, and will notify you of your right to obtain a copy of, and correct any inaccuracies in, your personal data held by the University.

The University will treat your personal data as confidential. However, from time to time, it may need to disclose your personal data to other persons in order to carry out its activities or because it is required to do so by law. Where possible, the University will try to ensure that the recipient of the personal data also agrees to treat them as confidential and in accordance with the provisions of the Ordinance.

Principle 2 — Accuracy and retention

The University will, where practicable, take steps to ensure that the personal data it maintains on you are accurate, but you should note that the responsibility for informing the University of changes in your personal data rests with you. The University cannot establish whether your personal data are correct unless you notify the University of any changes. If your personal data are incorrect, the University will take steps to correct such personal data before it uses such data, or will ensure that they are erased.

The University will from time to time review whether it still needs to keep your personal data. Personal data which are no longer required will be deleted.

Principle 3 — Use

Unless it has your consent, the University will not use your personal data for any purpose other than the purpose for which they were collected (or a directly related purpose).

Principle 4 — Security

The University will take steps to protect your personal data against unauthorized or accidental access, processing, erasure or use.

The University has produced a Code of Practice to provide guidance to staff and other individuals who have either a contractual or educational connection with the University.

Principle 5 — Information

On or before collecting personal data from you, the University will inform you:

(i) why it is collecting your personal data;
(ii) the purposes for which this data may be used;
(iii) to whom it may be transferred; and
(iv) your rights under the Ordinance to ascertain whether the University holds personal data on you.

The University's Code of Practice gives details on:

(i) the kinds of personal data which the University holds;
(ii) the purposes for which the University holds such personal data; and
(iii) the policies and practices of the University in relation to such personal data.

Principle 6 — Access and correction

In accordance with the Ordinance, you are entitled to write to the University:

(i) to ascertain whether the University holds personal data on you; and, if so
(ii) to ask for a copy of such personal data; and
(iii) to require correction of any inaccuracies in such personal data.

You may make such requests with the forms provided by the University for such purposes. Copies of these forms may be obtained from the University Data Protection Officer. The University may charge you a fee to cover its administrative costs.

▌Personal data (privacy) notice

The Personal Data (Privacy) Ordinance (the Ordinance) came into effect on 20 December 1996. In this connection, the University has established its own personal data protection policy and procedures for compliance with the requirements of the Ordinance. You are required to note the following on or before supplying your personal data to the University.

Requirement to supply personal data

When you become a student of the University, personal data collected during the admission process will become part of your student record. You must inform the University in writing of any changes in your personal data, with copies of relevant documentary evidence where applicable. It is also necessary for you to supply your personal data to the University as and when required.

Consequences of failing to supply personal data

The University may not be able to process academic and administrative matters relating to you if you fail to provide the required data.

Purposes for using your personal data

Your personal data will be used by the University for student and University administration purposes, which may include the following:

• admission
• registration/re-registration and monitoring
• accounting for fees
• planning and control of curricula and examinations
• commissioning and approving educational materials
• assessment and publication of examination results
• graduation and award
• communicating with you
• course-related communications
• promotion and public relations activities
• student welfare
• liaising with student associations
• research and surveys
• alumni
• management analysis
• preparation and submission of statutory returns
• monitoring the use or performance of equipment, vehicles or services
• security
• compliance with legislation and regulations of the Hong Kong Special Administrative Region and those of other jurisdictions relevant to University business
• any other related academic and administrative services.

Classes of persons to whom the University may transfer your personal data

Personal data held by the University related to you will be kept confidential but they may be provided to the following third parties:

• students in your course(s)/programme(s) to facilitate communication;
• student bodies, e.g. Students' Union, student associations and alumni;
• any individuals and/or agents who provide academic and administrative services to the University;
• any individuals and/or agents who conduct surveys and research for the University; and
• donors of student scholarships and bursaries, and other awards.

The University will comply with the requirements in Part 3 Section C (3) and (4) of the University Code of Practice on Personal Data Privacy in the disclosure and transfer of your personal data to a third party.

Right to request access to and correction of personal data

In accordance with the terms of the Ordinance, you have the right to:

• check whether the University holds personal data about you and gain access to such data;
• require the University to correct any inaccurate personal data relating to you; and
• be informed of the kind of personal data relating to you held by the University.

Where necessary, you may be asked to provide further information to help locate the required data for processing your request. The University may refuse to comply with your request if it is impractical to do so.

Requests for access to or correction of personal data

Requests for access to or correction of personal data may be made to the Data Protection Officer (DPO) by completing the Data Access Request Form as specified by the Office of the Privacy Commissioner for Personal Data or the Data Correction Request Form as specified by the University. The University may charge a reasonable fee to cover the administrative costs for complying with a data access request.

For enquiries, you may contact the Data Protection Officer at:

The Open University of Hong Kong
30 Good Shepherd Street
Ho Man Tin, Kowloon,
Hong Kong
Email: DPO@ouhk.edu.hk

▌Policy on equal opportunities

OUHK's position on equal opportunities

It is unlawful for a member, employee or student of the University to harass, discriminate against, vilify or victimize another member, employee or student of the University, or any other person who has dealings with the University, on the grounds of sex, marital status, pregnancy, family status, disability or race of that person. The University will not tolerate any unlawful acts of harassment, discrimination, vilification or victimization and it will uphold this principle in all of its operations.

The University, and members and employees of the University who hold supervisory positions, will take all necessary steps in order to ensure that any member, employee or student of the University or any other person who has dealings with the University is not subject to any unlawful acts of harassment, discrimination, vilification or victimization in their employment or in their educational experience.

Members, employees and students of the University should observe the requirements of the Sex Discrimination Ordinance, the Disability Discrimination Ordinance, the Family Status Discrimination Ordinance and the Race Discrimination Ordinance as stipulated in the Codes of Practice issued by the Equal Opportunities Commission, and any anti-discrimination ordinances that may be enacted. They may be personally liable for acts committed by them.

Proceedings on complaints of harassment, discrimination, vilification or victimization

The University has appointed an Equal Opportunities Officer as a contact person to receive related claims. If staff members, job applicants, students or student applicants feel that they have experienced harassment, discrimination, vilification or victimization within the University, they may make a complaint and are encouraged to do so as soon as possible after the alleged incidents. Both formal and informal proceedings are available.

The informal process may be useful when the party concerned does not realize that certain behaviour is offensive to the recipient, and it may enable prompt action to be taken to stop the unwelcome behaviour at the earliest possible stage. Informal resolution procedures may include talking directly with the respondent or seeking an advocate such as a Dean/Director/Unit Head and Course Coordinator with whom the complainant feels comfortable. This person may provide advice and support to the complainant and serve as an informal mediator between the complainant and the respondent.

The complainant may also file a written complaint to the Equal Opportunities Officer in accordance with the formal proceedings.

Apart from invoking internal procedures, the complainant may lodge a complaint directly with the Equal Opportunities Commission or take action in the District Court.

The University's Policy on Equal Opportunities is available on the OUHK website (Current Students). The contact details of the Equal Opportunities Officer are as follows:

The Open University of Hong Kong
30 Good Shepherd Street
Ho Man Tin
Kowloon
Hong Kong
Email: EOO@ouhk.edu.hk

Modified Date: Jun 04, 2020