Cross-Institutional Subjects Information

PolyU Research Postgraduate Students Taking Subjects Offered by Sister Institutions

Starting from September 2003, besides taking subjects at PolyU, research students may take postgraduate subjects at other UGC-funded institutions to fulfil their coursework requirements.

Before enrolling in the cross-institutional subjects, students are advised to review their study and examination timetable and avoid a clash with their subjects being taken, and especially note the different semester start/end dates and examination periods of the subject-offering institutions.  

For students interested in taking subjects offered by sister institutions, please check the "Important Dates" section and note the following information:

1. Students should apply to the host institution through the Academic Registry (AR) well before the application deadline set by the host institution using the form 'Application for Cross-institutional Course/Subject Enrolment for Research Postgraduate Students'. Section IV of the form must be duly signed by the Chief Supervisor before the form is submitted to AR.
   • Special Arrangements for CityUHK
     Students applying for courses offered by CityUHK are required to complete an e-form. They will receive an acknowledgement email with attachment of the filled Application Form, and then submit it to AR for processing.  Please refer to CityUHK's website for details. Section IV of the form must be duly signed by the Chief Supervisor before the form is submitted to AR.
   • Special Arrangements for CUHK
     Students applying for courses offered by CUHK are required to complete an e-form. They will receive an acknowledgement email with attachment of the filled Application Form, and then submit it to AR for processing.  Please refer to CUHK's website for details. Section IV of the form must be duly signed by the Chief Supervisor before the form is submitted to AR.
   • Special Arrangements for HKUST
     Students applying for courses offered by HKUST should complete the e-form "[Form RR-41] Application for Cross-institutional Course/Subject Enrolment for Research Postgraduate Students" at https://registry.hkust.edu.hk/resource-library/sharing, then submit the application form attached in the acknowledgement email from "grade@ust.hk" to AR. Section IV of the form must be duly signed by the Chief Supervisor before the form is submitted to AR.
     
     
2. Student can submit the application form by email at ar.enrolment@polyu.edu.hk or by hand at Academic Registry Service Centre. Subject to individual institutions' decision, late applications may not be accepted.
   
   
3. Acceptance of students is at the discretion of the host institution and is subject to availability, student quotas and other factors pertinent to the subjects.
   
   
4. To avoid research students from missing classes of any subsequently approved subjects, it has been agreed among the UGC-funded institutions that RPg students be allowed to attend classes when the application results are pending.
   
   
5. A student approved to study subjects offered by another UGC-funded institution will be officially registered for the subjects as a visiting student (or other equivalent status) at the host institution and is required to participate fully in the subjects (including completing coursework and examinations).
   
   
6. The term "visiting students" used in the following paragraphs refers to research students of PolyU taking subjects at other UGC-funded institutions.
   
   
7. Host institutions will contact visiting students directly regarding class schedule, examination schedule and other operational matters.
   
   
8. Host institutions will not issue any Student ID card to visiting students. Instead, some kind of confirmation letter will be issued for the purpose of identification in class or during examinations.
   
   
9. Requests for dropping or withdrawal from a subject should be submitted before the host institution's deadline.
   
   
10. A grade will be assigned to students on completing the subjects, and a transcript will be sent to the students via the home institution. The transcript will show the subject code, subject title, credit units, result grade and the grading system.  Visiting students may also apply directly to the host institution for a transcript/letter on the subject(s) they have taken.
    
    
11. Upon completing the subjects and on receipt of a transcript of study from the host institution via AR, students may submit a notification using Form GSB/48, endorsed by the Chief Supervisor and S/DRC Chair and approved by HoD/DoS, to initiate the transfer of credits. If transfer of credits is rejected by S/DRC Chair and HoD/DoS, the credits taken at other UGC-funded universities cannot be used to fulfil coursework requirements. The completed Form GSB/48 should be submitted to the following offices accordingly for processing the transfer of credits: 
    • Graduate School (for students admitted before 2018/19 Cohort);
    • Department's General Office (for students admitted in or after 2018/19 Cohort)
      
      
12. The transfer of grades will be in accordance with the conversion table detailed in the Research Postgraduate Student Handbook.
    
    
13. Some institutions only award pass/fail grades. In view of the fact that PolyU students are required to achieve a qualifying GPA before submitting their thesis, an MPhil student must complete at least three credits with a letter grade and a PhD student at least six to allow for a meaningful calculation of the qualifying GPA.
    
    
14. Some institutions offer subjects which do not carry any credit. For transfer of any suggested number of credits earned from taking those subjects, PolyU students are required to provide detailed information of the subjects concerned, like the relevant course description/outline and assignment method, to the Chief Supervisor for endorsement and the Chairman of Departmental Research Committee^* for approval.
    ^(* If the Chairman of Departmental Research Committee is also the Chief Supervisor, approval should be sought from the Head of Department or Dean of School.)
    
    
15. Visiting students will not be given approval to take subjects that are not relevant to their research areas.
    
    
16. The decision as to how the grades should be used is at the sole discretion of PolyU.
    
    
17. A waiver of fee for transfer of credits will be granted to visiting students.
    
    
18. Each institution will have its own procedures for approving this inter-institutional programme. Research students must comply with the procedures and regulations of individual institutions before applying. Failure to do so may result in an unsuccessful application.
    
    

Note: "Host" institution refers to the institution to which a student will travel to take some of his/her subjects.