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Joint University Programmes Admissions System

Online Application System

User Guide (For Applicants)

Last updated on 13 October 2010

©2010 Joint University Programmes Admissions System



JUPAS Online Application System User Guide (For Applicants)

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This User Guide is for guiding users step-by-step through the

JUPAS online application system.

All screen captures, including contents, dates, etc., contained in

the User Guide are for demonstration purposes only.




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Table of Contents

1 GETTING STARTED 5

1.1 What is JUPAS Online Application System? 5

1.2 My JUPAS Application 5

1.3 About the System 7

1.4 Contacting Us 8

2 REGISTRATION 9

2.1 Create Applicant Record 9

2.2 First Login 12

3 PERSONAL PROFILE 14

3.1 Update Personal Information 14

3.2 Update Communication Information 15

3.3 Change Password 16

3.4 Change Email Address 17

4 APPLY FOR ADMISSION 19

4.1 School Applicants 19

4.2 Non-school Applicants 22

5 PROGRAMME SELECTION 26

5.1 Add Programme(s) into My Workspace 26

5.2 Update and Save Programme(s) into My Workspace 32

5.3 Confirm and Submit Programme Choices List 35

6 SUBMIT APPLICATION INFORMATION 38

6.1 Enter Prior Education (if any) 38

6.2 Enter Other Academic Results (if any) 39

6.3 Enter Applied Learning Courses (if any) 40

6.4 Enter Music Qualifications (if any) 42

6.5 Enter Alternative Chinese Language Qualifications (if any) 43

6.6 Enter Disability (if applicable) 45

6.7 Enter Self Recommendation Portfolio (if any) 46

6.8 View Your Application Information 49




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7 WITHDRAW YOUR JUPAS APPLICATION 50

8 CHECK MESSAGE BOX 53

9 VERIFICATION OF SUPPORTING DOCUMENTS 54

10 DOWNLOAD AREA 55

10.1 Reference Report (for non-school applicants only) 55

10.2 Request Form for Refund 57

10.3 Letter of Authorization (to be available on 1 June 2011) 57

11 ACCOUNT LOGOUT 58

12 FAQ S 59

12.1 Access to online application system 59

12.2 Login ID and password 59

12.3 Problems in using the online application system 61




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1 GETTING STARTED

1.1 What is JUPAS Online Application System?

The JUPAS online application system is in essence an online system specifically designed

for applicants with HKALE results to submit applications for admission to the 9 JUPAS

participating-institutions and for supporting major activities throughout each JUPAS

operating cycle.

Users of the JUPAS online application system however are not limited to applicants with

HKALE results. Other main users include schools, institutions and administrators of the

system (i.e. JUPAS Office). Each category has different functions and access rights to the

system.

Applicants can submit applications for admission to the 3-year full-time bachelor’s

degree curriculum, or Early Admissions Scheme for Secondary Six Students (EAS) offered

by the JUPAS participating-institutions via the system and access the programme

information for the programmes they apply for. They can check and update their

personal data and programme choices during the designated period after submission of

their applications. In addition, applicants can check their offer results and other general

information regarding the JUPAS scheme.

1.2 My JUPAS Application

Eligibility

Before you submit your application, please make sure that you are eligible to apply

through JUPAS.

My Workspace

“My Workspace” is an area where you can select and compile a DRAFT list of study

programmes and KEEP FOR YOUR OWN REFERENCE.

You can ADD / REMOVE your programme choices.

You can also “drag and drop” to move your selection UPWARDS and / or DOWNWARDS.




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Since this is your own working space,

there is no limit to the number of programmes you can select here. If you have

chosen more than 25 programme choices in your workspace, the system will only

allow your top 25 choices to be copied and saved to “My Programme Choices”; and

you must remember to move your DRAFT programme list to a CONFIRMED

programme list by clicking “Copy TO My Programme Choices”. Institutions will only

consider your selection as contained in My Programme Choices.

My Programme Choices

This is your CONFIRMED programme list which institutions will look at.

You can select a view by band or by actual priority. A view by band is what institutions

will see regarding your programme choices.

The JUPAS online application system is designed to ensure that the information on actual

priority of programme choices of each applicant is not revealed to the

participating-institutions until after the announcement of the Main Round Offer results.

The participating-institutions only have a general idea of how you rank your programme

choices. They do not have access to your actual rank list. Your preferences are made

known to the participating-institutions in the form of 5 bands as follows:

BAND PROGRAMME CHOICE NO.

A 1 - 3

B 4 - 6

C 7 - 10

D 11 - 14

E 15 - 25

http://www.jupas.edu.hk/jupas/content_selprog.htm#5







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Summary of Procedures for Submission of Application

1.3 About the System

Security

Your login name AND password should be kept CONFIDENTIAL

Your password should be changed regularly

Do not leave the computer unattended while updating your personal information

and programme choices Log off from the online application system when you have finished using it

Browsers

The JUPAS online application system is best viewed with the following browsers:

IE 7 & IE 8

Safari 5

Firefox 3.5 & 3.6




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30-Minute Time-Out Session

The system will be terminated after it has been idle for 30 MINUTES after logging in.

Daily Maintenance

The system will be temporarily closed for daily maintenance from 3:00 am to 6:00 am.

1.4 Contacting Us

You can reach the JUPAS Office as follows:

Office Address: UG-02 Knowles Building

The University of Hong Kong

Pokfulam

Hong Kong

Office Hours: Mondays to Fridays

Saturdays

Sundays and Public Holidays

9:00 am – 1:00 pm

2:00 pm – 5:00 pm

9:00 am – 12:30 pm

Closed

24-Hour Hotline: 2803 2200

Telephone: 2859 2274

Fax: 2858 4825

Email: [email protected]




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2 REGISTRATION

2.1 Create Applicant Record

Step 1

If you are a first-time user,

click “Register” to create an

applicant’s record.

Step 2

Enter your personal data. Please also provide us with a mobile phone number (if any) so that we

can communicate with you via SMS (only if you choose to receive).

Applicant’s Status

If you are a non-local applicant, you will need a student visa / entry permit issued by the Hong

Kong Immigration Department to study in Hong Kong. (Please enquire at the Immigration

Department for further information.) You will be considered as a non-local student if admitted by

the JUPAS participating-institutions. If you are offered admission, you must produce a valid student

visa / entry permit to be able to enroll in the institution which has offered you admission.

Communication Information

Enter your email address. Make sure that it is correct and updated; otherwise you may not receive

important messages and correspondences from the institutions and the JUPAS Office. Institutions

and the JUPAS Office will communicate with you via email and / or SMS (only if you choose to

receive).




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Login Name

You can choose your own

login name.

To check whether your loginname is available for use,

click “Check Availability”.

Password

You can also choose your

own password.

Please remember your login

name and password for all

subsequent logins.

For security reasons, please

keep your login name and

password CONFIDENTIAL,

and change your password

from time to time.

Click “Create Account” after

you have entered all the

required information,otherwise you may lose all

the information you have

entered on this page.




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Step 3

Check the information you

have entered.

Click “Modify” to make

further amendments, or click

“Confirm” to continue.

Step 4

Your registration is now

completed.

A verification code will be

sent to your email account.

You will be required to enter

this verification code when

you login onto the online

application system.




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2.2 First Login

Step 1

If you have already created

an applicant’s record, please

login onto the system withthe login name and

password you have

previously entered.

Step 2

Use the Verification Code

you received from your emailaccount to activate your

account.




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Step 3

Enter the Verification Code

and click “Submit” to

activate your account.




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3 PERSONAL PROFILE

3.1 Update Personal Information

Step 1

Review your personal

information here.

You can update your

personal information (such

as your name, sex, date of

birth and local / non-local

status) here until the

application deadline of 2December 2010.

In the event change on the

HKID Card No. / Passport No.

is required, or change(s) on

your name, sex, date of birth

after the application

deadline of 2 December

2010, please contact the

JUPAS Office immediately.

Click "Save Changes" to

confirm and save the

change(s) you have made,

otherwise you may lose all






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3.2 Update Communication Information

Step 1

You can update your

communication information

(such as your home phone

no., mobile no., etc) here.

Click “Save Changes” to

confirm and save all the

change(s) you have made,




Make sure that your

communication information

is updated; otherwise you may not receive important messages and correspondences from the

institutions and the JUPAS Office.




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3.3 Change Password

Step 1

You can reset your password

here by clicking “Change

Password” to confirm andsave the changes you have

made, otherwise you may

lose all the information you

have entered on this page.

Step 2

Please note that an email

notification will be sent to

you to confirm the change.




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3.4 Change Email Address

Step 1

If you wish to change your

email address, you can

submit your request here by

clicking “Change Email” to

confirm your request.

Step 2

A Verification Code will be

sent to your new email

account with which you cancomplete your request for

change of email address.




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Step 3

Enter the Verification Code

and click “Submit” to change

your email address.




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4 APPLY FOR ADMISSION

4.1 School Applicants

Step 1

If you wish to submit an

application, click “APPLY for

Admission” to continue.

Step 2

If you are a school candidate,

your school information will

be displayed here.

Verify the information

contained therein and click

“here” to proceed with your

application.

In the event the school

information is incorrect, you

must contact your school or

the JUPAS Office immediately

to rectify the information.




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Step 3

Please read the

“Declaration” carefully

before you proceed.

Make sure you fully

understand then accept the

agreement and continue

with your application by

clicking “Continue”.

Step 4

Choose one of the payment

channels to pay the

application fee.




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Step 5

After you have successfully

paid for your application, a

confirmation page showing

your application no. and

details of your payment will

be displayed.

Please note down your

application no. which will be

used in future

correspondences with the

institutions and the JUPAS

Office.

An email, which also contains

your application no., will be

sent to your email account to

confirm your successful

application.




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4.2 Non-school Applicants

Step 1

If you wish to submit an

application, click “APPLY for

Admission” to continue.

Step 2

Answer ALL the questions so

that we can determine

whether you are eligible toapply to the

participating-institutions in

this admissions exercise.

Click “Continue” to proceed.




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Step 3

Click “here” to proceed with

your application.

Step 4

Please read the

“Declaration” carefully

before you proceed.

Make sure you fully

understand then accept the

agreement and continue

with your application by

clicking “Continue”.




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Step 5

Choose one of the payment

channels to pay the

application fee.

Step 6

After you have successfully

paid for your application, a

confirmation page showing

your application no. anddetails of your payment will

be displayed.

Please note down your

application no. which will be

used in future

correspondences with the

institutions and the JUPASOffice.




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An email, which also contains

your application no., will be

sent to your email account to

confirm your successful

application.




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5 PROGRAMME SELECTION

5.1 Add Programme(s) into My Workspace

Step 1

Click “My Application”

“My Workspace” to go to

your own workspace.

Click “Search Programme

Catalogue” to view

programmes offered by

participating-institutions for

this admissions exercise.




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Step 2

Click to see the list of

programmes offered by the

respective participating-

institutions for this

admissions exercise.

Step 3

Select the programme(s) you

are interested in by clicking

the button(s). The

programmes will be added

into your “Workspace”.

You can also click on theprogramme titles to view the

details of the programmes

that you are interested in.




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Step 4

The programme detail

contains a short description,

duration of study, admissions

figures and other useful

information about the

respective programme.




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Step 5

Alternatively, you can

perform programme search

by typing keyword(s) relatingto programme(s) you are

interested in, e.g. logistics,

arts, engineering, computer,

humanities, etc.

Click “Search for

Programmes”.

The programme(s) whose

short name and / or

description(s) fulfill(s) the

criteria will be displayed.

Step 6

The search result is shown

and you can select the

programme(s) you are

interested in by clicking the

button(s).




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Step 7

You can also select the study

area you are interested in

the drop-down list and then

click “Search for

Programmes”. The

programme(s) relating to the

study area will be shown.

Step 8

The search result is shown

and you can select the

programme(s) you are

interested in by clicking the

button(s).




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Step 9

If you are satisfied with your

programme selections,

please click “Proceed to My

Workspace”, otherwise you

may lose all the information

you have entered on this

page.

If you wish to search for

more programmes, click

“Back to Search Programme

Catalogue” to make more

selections.




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5.2 Update and Save Programme(s) into My Workspace

Step 1

The programme choice(s)

you have selected will

appear in “My Workspace”.

You can remove the

programme(s) by clicking the

button(s).




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Step 2

You can also re-arrange the

order (i.e. moving upwards /

downwards) of your

programme choices by “drag

and drop”.

In this demonstration, you

have moved the programmes

from 2nd

position to 11th

position and from 8th

position to 3rd

position.




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Step 3

If you are satisfied with the

selection, click “Save Draft

and Preview” to store and

preview your change(s),




The priority will be

re-numbered for you after

you have clicked “Save Draft

and Preview”.




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5.3 Confirm and Submit Programme Choices List

Step 1

Once you have clicked “Save

Draft and Preview”, your

updated programme list will

be displayed. Please note

that THIS IS YOUR DRAFT

PROGRAMME LIST ONLY.

Check the programme list

carefully, and if no more

change is required, and if

they are the programmes

you wish to select, you MUST

proceed to move your DRAFT

programme list to a

CONFIRMED programme list

by clicking “Copy TO My

Programme Choices”.




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Step 2

Please check your updated

programme choice list

carefully before you submit

your selection(s).

You are now going to save

these programme choices in

“My Programme Choices”

which will then be viewed by

the institutions. If you wish

to save these programme

choices, type “YES” in the

Textbox provided, and then

click “Save” to perform this

action.

Step 3

To confirm moving yourselection from “My

Workspace” to “My

Programme Choices”, click

“OK”.

Please note that once you

click “OK”, your programme

choices contained in “MyWorkspace” will replace ALL

the programme selections in

“My Programme Choices”.




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Step 4

These are your updated

programme choices. Please

note that the choices are

coloured by bands. You can

view your programme

choices by actual priority.

Please print a copy of this

confirmation page as a proof

that your programme

choices have been

successfully changed.

The JUPAS Office will only

accept this printed page as

official evidence.

Step 5

You can click “View by band”

to see the institutions’ view.




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6 SUBMIT APPLICATION INFORMATION

6.1 Enter Prior Education (if any)

Step 1

Please click “ApplicationInformation” “Prior

Education” “Edit” to edit

information on your prior

education.

Step 2

You can add record(s) by

clicking the button(s)

and the button(s) to

remove record(s).

Please click “Save” before

you exit from this page,







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6.2 Enter Other Academic Results (if any)

Step 1

Please click “Other Academic

Results” “Edit” to edit

information on other

academic results (e.g. GCE,

GCSE, IELTS, etc.).

Step 2

You can click the

button(s) to add examination

/ subject record(s).




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Step 3

To remove record(s), please

click the button(s).






6.3 Enter Applied Learning Courses (if any)

Step 1

Please click “Applied

Learning” “Edit” to edit

your information on appliedlearning courses.




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Step 2

You can click the

button(s) to add year /

subject record(s).

Step 3



Please click “Save” beforeyou exit from this page,







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6.4 Enter Music Qualifications (if any)

Step 1

Please click “Music

Qualifications” “Edit” to

edit information on your

music qualifications.

Step 2

You can click those

button(s) to add examination

record(s).









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Step 3








6.5 Enter Alternative Chinese Language Qualifications (if any)

Step 1

Please click “Alternative

Chinese Language” “Edit”

to edit information on yourrecord of alternative Chinese

Language qualifications.

(The alternative

qualifications of Chinese

Language, such as those

under GCSE, GCE and IGCSE,

in lieu of general ChineseLanguage requirement

should be entered under

“Other Academic Results”.)




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Step 2

Please click “Yes” to confirm

that you have fulfilled the

specified circumstances for

consideration of your

alternative Chinese Language

qualifications.

Step 3

Check your alternative

Chinese Language

qualifications again and tick

the check box to confirm.









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6.6 Enter Disability (if applicable)

Step 1

Please click “Disability”

“Edit” to edit your

information on your type of

disability.

Step 2

You can click the

button(s) to add type of

disability / supportingdocument record(s).




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Step 3








6.7 Enter Self Recommendation Portfolio (if any)

Step 1

Please click “Self

Recommendation Portfolio”

“Edit” to edit informationcontained in your Self

Recommendation portfolio.




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Step 2

You can type any word

relating to the activity (e.g.

sports, etc.). A context

search feature will help you

find the appropriate awards /

activities. And click “Add” to

add the activity to your list.

If you are not able to find the

appropriate award / activity

from the drop-down box, you

can still enter the relevant

information under “Award /

Programme”.




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Step 3

After adding the activity,

check your record(s) in the

respective table(s).

You can also describe in

about 300 words

(approximately 2,000

characters) an interest or

activity that has been

particularly meaningful to

you, only if you have

completed Section(s) 1, 2, 3,

4 or 5.









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6.8 View Your Application Information

Step 1

Please click “My Application

Status” “Application

Summary” to view your

application information.

Step 2

Check the application

summary carefully.

You may make changes

under respective item(s)

before the respective

deadline(s) if necessary.




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7 WITHDRAW YOUR JUPAS APPLICATION

Step 1

If you wish to withdraw from

the JUPAS scheme, go to “MyApplication” “Withdraw

Application”.

Read the statement carefully.

Please note that once your

withdrawal is confirmed, you

will no longer be able toaccess your application to

the specific admissions

exercise.

If you wish to continue, click “Proceed”.

If you decide not to submit your withdrawal request, you can simply move away from the current

screen.

Step 2

Indicate the reason for your

withdrawal.




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Step 5

After you have submitted

your withdrawal request, an

acknowledgement will be

sent to you by post by the

JUPAS Office to confirm your

withdrawal from application.




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8 CHECK MESSAGE BOX

Step 1

Please click “Message Box”

to see your message(s).

You are reminded to check

from time to time messages

you may receive from the

participating-institutions and

the JUPAS Office.

Step 2

When you click on the

message from the message

list, the message content will

appear on the bottom of the

message list.




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9 VERIFICATION OF SUPPORTING DOCUMENTS

Certified true copies (i.e. NOT the original documents) of the following certificates MUST be

submitted to the JUPAS Office by yourself / by post / by your representative on or before the

deadline as specified below:

By 25 February 2011 (by 5:00 pm)

Self Recommendation Portfolio (only for achievements as listed under Section 1)

By 29 June 2011 (by 5:00 pm)

Other Academic Results

Applied Learning Courses

Music Qualifications

Alternative Chinese Language Qualifications

Alternatively, you may bring the originals and copies of these certificates to the JUPAS Office

for verification.

Please DO NOT send the original documents by post to us to prevent the possibility of their

being lost in the mail. The JUPAS Office will not be responsible for documents lost in the mail.

The certified true copies must be (a) certified by the issuing authority concerned, or a school

principal. The name, status, and position of the person certifying the copies must be clearly

stated; and (b) clearly marked with your application number at the upper right corner.

If you are a school applicant, you can also request your school to verify the certificates no

later than the deadline as specified above.

Certified true copies of these certificates not received by the JUPAS Office / verified by

schools (if you are a school applicant) on or before the specified deadline will NOT be taken

into consideration.

Please note that the final decision on admission will be subject to the authentication of these

qualifications as listed in your application. Your application may be disqualified, or the

participating-institutions may withdraw their offers if you are not able to produce such copies

of certificates when required.

Any fees paid will not be refunded.




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10 DOWNLOAD AREA

10.1 Reference Report (for non-school applicants only)

Each applicant is only allowed to submit ONE reference report.

Step 1

You may download the

Reference Report under

“Download Area” of your

online application account

for completion by a referee.

However, you may alsochoose not to submit one.




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Step 2

The reference report, if

available, must be completed

and returned to the JUPAS

Office by post or by hand on

or before the deadline of 16

December 2010 (by 5:00

pm).

* Reference reports of school applicants will be completed by school principals, or byteachers who are authorized by the school principals to do so via the school online

accounts.




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10.2 Request Form for Refund

Applicants may request refund of overpayment by completing and returning the Request

Form for Refund to the JUPAS Office. Refund can only be made under the following

circumstances:

Application Fee ($420)

Application fee paid more than once by an applicant.

Amendment Fee ($80)

Amendment fee that has been paid but amendment is unexercised during the

period 4 January - 23 May 2011.

(Applicants are allowed to revise their programme choices during the period 4 January - 23

May 2011 by paying an amendment fee of $80 for each submission. )

The JUPAS Office will verify the requests after receiving the forms from applicants and

refund will only be made to proven cases.

10.3 Letter of Authorization (to be available on 1 June 2011)

Applicants who have been given an offer in the JUPAS exercise have to pay the

prescribed fee and register at the institution concerned to confirm the acceptance of the

offer.

In the event that you are unable to complete the registration procedures at the

institution concerned in person, you may fill in the Letter of Authorization to entrust a

person as your representative to register at the institution concerned on your behalf.




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11 ACCOUNT LOGOUT

Step 1

For security reasons, please

do not forget to click

“Logout” to log off from the

online application system

when you have finished

using it.




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12 FAQ S

12.1 Access to online application system

Q1 How can I login onto the JUPAS online application system?

You should access the JUPAS online application system and key in your login name AND

password.

Q2 Is the online application system available 24 hours?

Yes, the online application system is available 24 hours a day, 7 days a week. However,

the system will be closed down from 3:00 am - 6:00 am daily for system back-up and

maintenance.

12.2

Login ID and passwordQ3 What should I do if I forget my password?

Step 1: Please click “Forget Password?” on the login page.

Step 2: Enter your registered email address and the code generated in the Textbox.

Click “Reset password” .

Step 3: A Verification Code will be sent to your email address you have previously

registered on the online application system.




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Step 4: Enter your Verification Code to verify your action and reset your password.

Click “Change Password” . (Please note that the password is case-sensitive)

Q4 What should I do if I forget my login name?

Step 1: Please click “Forget Login Name?” on the login page.

Step 2: Enter your registered email address and the code generated in the Textbox.

Click “Request for Login Name” .

Step 3: Get your Login Name from your email address you have previously registered

on the online application system.




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12.3 Problems in using the online application system

Q5 When I key in the Login Name and Password and click “Login”, it prompts me for the

information again as if I have not keyed in anything.

Your browser's cookie setting may not be correct. Try the following steps:

For IE 7.0 and 8.0:

Choose Tools Internet Options Privacy Accept All Cookies OK

For Mozilla Firefox 3.5 and 3.6:

Choose Tools Options Privacy Set “Firefox will:” to “Remember history” OK

For Safari 5:

Choose Setting Preferences Security Set “Accept cookies” to “Only from sites I

visit” Close Window

Browser Cookie Setting

A. IE 7.0 / 8.0

Step 1: Choose Tools Internet Options




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Step 2: Check Security and set level: Medium / Medium-High (For IE 8.0)

Step 3: Check Privacy and set Accept All Cookies

Step 4: Click OK




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B. Mozilla Firefox 3.5 and 3.6

Step 1: Click on the Tools menu in Firefox and click Options...

Step 2: Change to the Privacy Settings

Step 3: Set Firefox will: to Remember history and click OK




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C. Safari 5

Step 1: Click on the General Safari Setting menu in Safari and click Preferences…

Step 2: Change to the Security Settings

Step 3: Set Accept cookies: to Only from sites I visit and click .

Q6 When I login the system, it says Internal Server Error / System Busy.

Too many applicants may be submitting their applications / requests simultaneously,

(e.g. near the application deadline), and the system will become too busy. Please wait

for a while (say, 1 minute) and try again.

In this regard, you are advised to submit your application early to avoid system jam.




Q7 What if my PC is out of order / cannot be connected to the Internet?

1. We suggest you submit your request, say, at your friend's home, or any

public-accessible PCs such as those workstations in public libraries.

2. In the event you are using public-accessible PCs, you are reminded to logout from

the system before you leave.

3. If you have no access to an Internet-connected PC, you may come to our Office

during our office hours for further assistance.

jupas help system applicant

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