FAQ

Planning Exchange Application Procedures Requirements TOEFL / IELTS Academic Final Year Student Reference Accommodation Finance Travel Online Application Form Interview Recommendation What should I do if I am shortlisted? Calculation of Composite Score Selection Result Penalty System Information on specific exchange programme Second Round Selection
1.	Planning Exchange

	1.1	When should I start planning for exchange?
		Planning for exchange should begin as soon as possible! You should visit the Resource Center in Office of Academic Links, and start looking at options by the first term of your freshman year. Early planning helps you better prepare for your graduation and studies abroad while on exchange.

	1.2	How do I choose exchange programmes that are suitable for me?
		To determine your choice of programme, you are advised to:
		•	Discuss it with professors and departmental advisors about your academic interests.
		•	Consider your geographic and cultural interests.
		•	Do research on the available exchange programmes and universities.
		•	Assess your language ability in light of the requirements of particular programmes. You may look into the requirements here.
		•	Investigate the availability of courses that are relevant to your major.
		•	Consult student advisors at our office (Office of Academic Links, Lady Ho Tung Hall, Tel: (852) 2609 7597) for further information of the many available exchange programmes and their recommendations to your situation.

	1.3	Can I split my exchange year into two different sites?
		"SPLIT-YEAR" is not encouraged. Exceptions are made only for students with compelling reasons.

	1.4	For how long should I study abroad?
		You are highly recommended to go on exchange for one academic year to maximize your benefit from the programme, although you are provided with options of going on exchange for one term in some programmes.

	1.5	Where can I go on exchange?
		Click here to view the list of individual exchange programmes available for the academic year 2009-10. Kindly note that exchange programmes have different admission requirements. You may not be eligible to apply to some of the programmes.

2.	Application Procedures

	2.1	What are the differences between exchange programmes administered by Office of Academic Links (OAL) and those managed by other university units, e.g. the colleges?
		The application requirements and selection procedures are different. However, OAL organizes pre-departure briefing sessions for all CUHK outgoing exchange students every year.

	2.2	What are the application deadline and procedures?
		Please click here to see all important dates and application procedures.

	2.3	What if I change my mind after I have been offered to an exchange programme but before I commit to accept it?
		You should click the “Not Accept” button in your online application form before the specific deadline. However, your composite score will be automatically deducted if you apply for the CUHK Student Exchange Programmes next time. (Refer to Section 15 - Penalty System for details.)
		If you refused to accept exchange offers in two previous selections without compelling reasons, your future student exchange application(s) will not be processed.

	2.4	What if I quit the exchange programme after I have accepted the offer and paid the exchange deposit of HK$1,500?
		You must write to OAL for consideration. Unless you have compelling reasons, your exchange deposit will not be refunded and your composite score will be automatically deducted when you submit CUHK student exchange application next time. Hence, you should think carefully prior to making your student exchange application.(Refer to Section 15 - Penalty System for details.)

	2.5	Will it affect my future student exchange application(s) if I withdraw my application after the interview stage but before the deadline for finalizing my choices of programmes?
		No, it will not affect your future student exchange application(s).

3.	Requirements

	3.1	What are the minimum requirements of the exchange programmes administered by OAL?
		The minimum requirements for admission vary according to individual exchange programmes. You may look into the requirements here.

	3.2	Do I have to speak the language of the host country fluently?
		This depends on which programme you will participate in and what courses you will study there. English-taught courses are available for exchange students in most exchange programmes. If you wish to go on exchange in a non-English speaking country and intend to take non-English taught courses, you are recommended to have some knowledge on the particular language and prepare to be interviewed in that language. You may look into the language requirements of individual exchange programmes here.

	3.3	Do I have to get all As to be eligible for applying?
		GPA is only one of the criteria; your personality and study plan for exchange are also important areas of reference.

4.	TOEFL / IELTS

	4.1	When should I take TOEFL / IELTS test?
		You are highly recommended to take a TOEFL/IELTS test as early as possible because once you are selected to go on exchange, you are required to provide a proof of English proficiency along with your admission application to the host university. If you are unable to attach a proof of English proficiency to the application, you are at your own risk that your admission application to the host university will be rejected. The earlier you take a test; the better chance you secure a place for exchange. For those who are interested in applying for the following exchange programmes, please be reminded to input into your online application form a valid TOEFL score (or IELTS score, if applicable) by 22 January 2009 (15:00). Otherwise, you will NOT be considered as an eligible applicant for those programmes and will NOT be given any place of the programmes even though your composite score is good and you can meet the admission requirements. In connection with that, your immediate action of registering and sitting in a TOEFL (or IELTS) test is required. Canada Queen’s University Simon Fraser University University of Waterloo (Engineering Programme) USA Brown University Claremont McKenna College Georgetown University Lehigh University Lehigh University (Engineering Programme) Occidental College Rice University The University of North Carolina at Chapel Hill University of California, Berkeley (Science Programme) University of California, Education Abroad Programme University of Illinois at Urbana-Champaign University of Pennsylvania Please refer to http://www.cuhk.edu.hk/oal/forms/requirements.pdf for the updated English proficiency requirements and information of the programmes. For those who are interested in other programmes (i.e. those outside of the aforementioned institution list) should also sit in a TOEFL (or IELTS) test as soon as possible if the preferred programmes have English proficiency requirements. Successful applicants in the OAL selection are required to complete the application procedures as instructed by the host institutions. The TOEFL (or IELTS) score report is usually one of the necessary documents in the application. Any missing of the required documents will result in disqualification of the application and subsequent participation in the exchange programme.

	4.2	Should I take TOEFL or IELTS test?
		Most universities recognize both TOEFL and IELTS scores but you should check the particular English language requirements of your interested programmes before you register for either one of the tests. Australian universities prefer the IELTS test. If you apply to an Australian university, you are advised to take the IELTS test prior to making your student visa application.

	4.3	Is there any penalty if I do not take TOEFL/IELTS test and update the score in my online application form?
		No, but you are at your own risk that your admission application to the host university will be rejected as you are unable to attach a proof of English proficiency to your application. The earlier you take a test; the better chance you secure a place for exchange.

	4.4	Can I use TOEFL Internet-based Test (iBT) score to apply for exchange?
		Definitely yes, you may want to have a look the score comparison table at: http://www.ets.org/Media/Tests/TOEFL/pdf/TOEFL_iBT_Score_Comparison_Tables.pdf

5.	Academic

	5.1	How do I get credit from exchange study?
		Academically, you should approach relevant CUHK academic departments which have full power to determine which courses taken abroad could transfer credits to CUHK. You are recommended to approach relevant departments for conditional approvals on transferring credits of particular courses. Administratively, you should contact the Registration & Examinations Section at CUHK for instructions on transferring credits. Before you come back to Hong Kong from exchange, you should approach the host University and apply for an official transcript that will be sent to the Registration & Examinations Section directly in a sealed envelope.

	5.2	Can I go on exchange at any point during my studies at CUHK?
		Undergraduate students may go on exchange in their second or third or fourth (if applicable) year. Most students choose to go in their second year. If you are a final year student, you are only allowed to apply for student exchange in the fall selection. It is because you must file an application for study period extension at Registration and Examinations Section before the commencement of the expected term of graduation.

	5.3	Am I a final year student?
		If your remaining study period at CUHK is less than or equal to one year, you are a final year student.

	5.4	If I am a final year student, can I apply for CUHK Student Exchange Programmes?
		If you are a full-time undergraduate final year student and your original expected term of graduation is the second term of the current academic year
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		Yes, you can apply but if you are shortlisted, you must file an application form for extension of study period at Registration and Examinations Section (RES) before the commencement of the expected term of graduation, i.e. the first term of the current academic year. To do so, you must in the first term submit the application form to your major Department and seek their pre-approval for your application for study period extension in preparation for your possible nomination for the next year’s student exchange programme. The endorsed application form must be submitted to Office of Academic Links(OAL) on or before December 15, 2008 . Otherwise, you will not be provided with any student exchange nomination in the selection since your student status at CUHK will be expired by the time you intend to go on exchange and the deadline for application for study period extension is over. (Please click here to download the application form for extension of study period.)

		If you are a full-time undergraduate final year student and your original expected term of graduation is the first term of the next academic year
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		Yes, you can apply. If you are nominated for a second-term or full-year exchange programme of the next academic year, you must file an application for alteration of the study period at Registration and Examinations Section before the commencement of the expected term of graduation , i.e. the second term of the current academic year. To do so, you should in the second term obtain a form from the Registration and Examinations Sections (RES), complete it with your Department's endorsement and then return it to RES. Otherwise, your nomination will be cancelled since your student status at CUHK will be expired by the time you go on exchange and the deadline for application for study period extension is over.

		If you are a full-time undergraduate final year student and your original expected term of graduation is the first term of the current academic year
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		Unless you have already filed an application for study period alteration at Registration and Examination Section, you are ineligible to apply for study exchange programme.

		If you are a full-time postgraduate final year student
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		You can apply for student exchange but if you are shortlisted, you must submit an application form for extension of study period to your Division within the normative study period and seek an approval. The approved form should be submitted to Office of Academic Links (OAL) on or before December 15, 2008. OAL will then forward your form to Graduate School for record.

		If you are a research student and intend to submit your thesis prior to the exchange, you should consult your Division on the deferment of the assessment schedule of your thesis through the written request; otherwise, you will become ineligible for student exchange under any circumstances when the assessment of your thesis is completed and your student status at CUHK is terminated. (Please click here to download the application form for extension of study period.)

	5.5	Do I need to defer my graduation date if I go on exchange?
		Chances are that you can keep your graduation schedule if you plan well for your studies abroad and could successfully transfer credits back to CUHK.

	5.6	Can I take the courses not in my major during exchange?
		You are not limited to courses in your major, but you will have to meet the course requirements, e.g. pre-requisites, in order to get in the courses. You are encouraged to enrich your knowledge on different aspects through the exchange, but it is important for you to consult relevant departments before taking the courses if you wish to transfer the credits back to CUHK.

	5.7	Can I graduate right after the exchange?

		According to the Office of Registry Services, an amendment of University Regulations has been confirmed. Please be advised that CUHK full-time undergraduate students, with immediate effect, no longer have to fulfill any regulatory requirement to take courses at the University in their final term. Undergraduate students should do the following to prepare for graduating right after the exchange.

		Prior to your departure for the exchange
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		1. Check with the relevant academic departments at CUHK to confirm that the courses you intend to take at host university will be recognized and the credit units earned can be transferred to CUHK 2. Collect a Course and Unit Exemption (C&U) form at Registration and Examinations Section if you plan to transfer any credit from host university to CUHK While you are on student exchange
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		3. Submit the completed C&U form and the related course outline(s) by 15 November 2008 and 15 March 2009 for graduation in 1st term and 2nd term respectively 4. Arrange to send an official transcript directly from host university to Registration and Examinations Section by 31 January 2009 and 30 June 2009 for graduation in 1st term and 2nd term respectively. Alternatively, students may obtain an official transcript (must be in a sealed envelope) and submit it to Registration and Examinations Section by the deadlines.

	5.8	What should I do if my examinations at the host university will be held late which makes me fail to meet the deadline of transcript submission (30 Jun 2009)?
		You may still be able to graduate in Term 2, 2008-09 providing that:

		1.	You have already submitted the Course & Unit Exemption application (C&U) to Registration and Examinations Section (RES) by 15 Mar 2009. (You may authorize your representative to submit the application for you.)
		2.	The C&U has got preliminary approval from the major/concerned departments by 30 Jun 2009.
		3.	The graduation requirements can be fulfilled with the C&U approved (assuming that all subjects are passed).
		4.	You must get all the grades and attendance of the concerned subjects passed as indicated in the official transcript provided later.
		5.	You have fulfilled the other graduation requirements as stipulated in the Student Handbook.

		Since the official C&U statement, transcript and certifying letter at CUHK will all be withheld until your official transcript reach RES, you have to explain the situation to the host university in order to have the official transcript sent to RES as soon as possible.

6.	Reference

	6.1	Who could be my referee?
		Any Professor/Associate Professor/Instructor at CUHK could do. You should approach two CUHK Professors/Associate Professors/Instructors to request for consent before inputting their information in your online application form.

	6.2	Is it a must to provide referees’ information in my application?
		Yes, it is a must. Your referees may be contacted for advice on your suitability for exchange during the selection process.

7.	Accommodation

	7.1	Where do I live while on exchange?
		Most partner universities provide on-campus accommodation to exchange students. You need to pay either CUHK hostel fee or housing fee at host university. Some programmes provide only off-campus accommodation, but the host universities usually assist students in finding off-campus accommodation.

8.	Finance

	8.1	How can I afford to pay tuition fees at some universities which the fees are much higher than at CUHK?
		The beauty of student exchange is that students pay tuition fees at home universities for their studies abroad while on exchange. Apart from tuition fees, students are responsible for all other costs associated with their studies at host universities (e.g. travel, books, and food). There are awards, scholarships and financial aids available for CUHK outgoing exchange students to apply. Be sure to check out the various financing options from the colleges, OSA and OAL.

	8.2	Do I need to provide a proof of finances to the host university?
		Many universities will ask you to provide a proof of finances demonstrating your ability to sustain a living while on exchange. Usually, the proof of finances is one of documents required to be attached to your student visa application.

	8.3	Can I work part time while I am abroad?
		It depends on where you will go on exchange. Some countries allow visiting students to work part time during their studies, but some prohibit students from working.

9.	Travel

	9.1	Does OAL provide assistance in flight booking and airport pick-up?
		No, students are responsible to make the arrangements by themselves. Some host universities may provide airport pick-up services. Students should check with host universities for the information.

	9.2	Do I need to obtain a special visa?
		Yes, in most cases you will have to obtain a student visa for your full-time studies in a foreign country before you leave Hong Kong. The host university will send you a pre-departure package that will include a letter of acceptance and other relevant documents. You should check the visa application instructions online and bring all necessary documents (including your passport) to relevant High Commission, Consulate or Embassy to apply for the student visa.

	9.3	Do I need to purchase insurances?
		Some host universities require international students to purchase health insurances. You are strongly recommended to purchase a travel and accident insurance for your stay abroad.

	9.4	Do I need to have a health check before I go on exchange?
		You are recommended to consult your general practitioner or the University Health Service about your health condition before making arrangements for your exchange, preferably early in the planning stage, to ensure that you have a healthy and happy experience abroad.


10.	Online Application Form

	10.1	How to complete the online application form?
		Please visit the following website for the details.
		http://www.cuhk.edu.hk/oal/navigation_student.exchange/how_to_apply/help_info.htm

	10.2	Why can’t I logon to the online application form even though I have inputted my student ID and password correctly?

		You have to use Internet Explorer version 5.5 - 6.0 to submit or update your online application form. If you are using a computer running Microsoft Windows XP Service Pack 2, please follow the instructions below to gain access to the online application form: 1. Open Internet Explorer 2. Choose Tools -> Pop-up Blocker -> Pop-up Blocker Settings 3. Type iaspnta.oal.cuhk.edu.hk in the “Address of Web site to allow" textbox 4. Select "Add" 5. Click "Close"

		You are highly recommended to use the computers at ITSC user areas to create and update your student exchange application.

11.	Interview

	11.1	Do I need to wear formal dressing?
		No. Clean and tidy clothes will be fine. Just be yourself.

	11.2	Will it be a group interview or an individual interview?
		It will be an individual interview. If you choose to attend an interview, you will be interviewed by a panel of three (i.e. one CUHK professor, one CUHK administrative staff and one student who returned from exchange).

	11.3	Will the interview be conducted in Chinese or English?
		The interview will be conducted mainly in English. However, if you would like to go on exchange in a country that requires other language proficiency (e.g. Putonghua, French, Japanese etc.), the interview may be conducted in more than one language.

	11.4	Should I opt out for an interview? What should I consider in order to make the decision?
		Please refer to Section 12.4

	11.5	Can I change my interview session?
		You can change it before the deadline for interview registration. Since interview registration is conducted in first-come-first-serve basis, please sign up for an interview session as early as possible.
		If you have signed up for an interview but do not show up at the end, you will be automatically eliminated from this student exchange application and 15 points will be automatically deducted from the composite score of your next student exchange application.

	11.6	What supporting documents should I bring with me?
		Please bring along with you the following documents for data verification:

		1.	Photocopies of your HKCEE, HKALE, CUHK transcript and/or other academic reports,
		2.	Photocopies of your valid TOEFL / IELTS score report (taken after August 2007) or photocopies of receipt showing that you have registered for a TOEFL / IELTS test (if any).
		3.	Photocopies of supporting documents, e.g. certificate, of your other language proficiency (if any).

12.	Recommendation

	12.1	Will my major Department be involved in the selection?
		Yes. After announcement of the shortlist, a summary of students’ applications which includes the cumulative GPA, number of years and credit units completed at CUHK and number of years and credit units remaining to be completed at CUHK will be sent to Undergraduate Academic Advice Coordinator or Division Head (for postgraduate students) of respective academic departments for consideration and recommendation.

		NOTE:
		-	The shortlist for interview is based on student’s academic performance, i.e. GPA/WGPA etc. OAL reserves the right to invite any students to an interview

	12.2	Will my affiliated College be involved in the selection?

		Yes. After announcement of the shortlist, a student list and a summary of student’s extra-curricular activities (provided by the students in the online application forms) will be sent to Dean of Students of respective Colleges for recommendation (except for postgraduate students which their affiliated Division will also provide the recommendation as well).

		NOTE:
		-	The shortlist for interview is based on student’s academic performance, i.e. GPA/WGPA etc. OAL reserves the right to invite any students to an interview.

	12.3	What should I do if I am shortlisted?

		You can choose to attend or not attend the interview. Please refer to Section 12.4 about the instructions on what to consider for making the decision. Think carefully before working on the interview registration. Once you “Click” to select an interview session, there is no way for you to cancel it. You must attend the interview as scheduled; otherwise you will be automatically eliminated from this student exchange selection round and 15 marks will be deduced from the composite score of your future application. If you decide to attend the interview, please select “Interview Registration” on your online application form to register for an interview session within the specified period (refer to http://www.cuhk.edu.hk/oal/navigation_student.exchange/how_to_apply/id.htm for the exact dates). For those who do not register for an interview session within the aforesaid period, you will be considered opting out of the interview. A different formula will be used to calculate your composite score. (Refer to Section 13. Calculation of Composite Score for details.)

	12.4	Should I opt out for an interview? What should I consider in order to make the decision?

		You may consider the following:
		(a)	Your current cumulative GPA;
		(b)	Possible GPA which will be obtained in your current term;
		(c)	Your confidence in attending the interview;
		(d)	Calculating method of composite score;
		(e)	Composite scores and exchange placements information of previous selections;


13.	Calculation of Composite Score

	13.1	How to know my composite score?
		Composite score (CS) ranges from 0 to 100. The following formulas will be used for calculating composite score:
		For students who attended interviews
			50% of CS = Converted Cumulative GPA* 50% of CS = Average Interview Score

		For students who opt out of the interview:
			100% of CS = Converted Cumulative GPA* X 2

		A maximum of 5 bonus points will be added on top of your composite score if you are recommended by your affiliated Department based on your performance in the academic related activities.**
			Highly Recommended = 5 bonus points Recommended = 3* No information/No comment = Nil*

		Another 5 bonus points will be added on your composite scores if you are recommended by the affiliated College based on your participation in the extra-curricular activities at CUHK. As agreed by the four College Deans of Students, for the 2009-10 outgoing student exchange, each College will select and provide recommendation to a maximum of 15 applications from the students affiliated to them.

		* Cumulative GPA will be converted to a mark in the scale of 50, e.g. if GPA = 4.0, the Converted Cumulative GPA = 50. For postgraduate students, Division will be sought for recommendations on student’s performance in both the areas. *It is subject to change according to the distribution of recommendations made by all the Departments and Colleges in a selection.

14.	Selection Result

	14.1	How will I be assigned to an exchange programme?
		You will be assigned to an exchange programme in order of your choice of programme preferences. If there are multiple applicants seeking for placement at the same host university, the applicant who has the highest composite score will get the place of offer.

	14.2	How can I know the selection result?
		You should check your application status by logging on to your online application form on the announcement date. If you are provided with an exchange offer, your application status should be changed to “OFFERED”.

15.	Penalty System

	15.1	Is there any penalty system?
		Yes. To fully utilize student exchange opportunities and increase the successful rate of student exchange applications, a penalty system is introduced. Details are as follows:

		•		Penalty (1): Absent from an interview in a previous selection without compelling reasons -> deduction of 15 points from the composite score of your next application.
		•		Penalty (2): Refused to accept exchange offers in a previous selection without compelling reasons and did not join Exchange Programme Assignation Scheme (EPAS) -> deduction of 10 points from the composite score of your next application.
		•		Penalty (3): Refused to accept exchange offers in a previous selection without compelling reasons but joined Exchange Programme Assignation Scheme (EPAS) -> deduction of 5 points from the composite score of your next application.
		•		Penalty (4): Refused to accept exchange offers in two previous selections without compelling reasons -> Future applications will not be processed
		(Students who withdraw their applications after the interview stage but before the deadline for finalizing choices of programmes in a previous selection -> No mark will be deducted.)

16.	Information on specific exchange programme (UCEAP)

17.	Can you tell me the arrangement of the 2nd selection round?
	Certainly. Please click here to learn more about the details.