Policy on Suspension of Studies29 Fri, Aug 6, 2021 by Audience, by Functional Area, by Functional Unit, General StudentMatters, Policies and Procedures - Students, Registry Office 90

Students may need to suspend their studies when they are experiencing persistent problems with health orpersonal circumstances which make it impractical for them to commence the next level of theirprogramme or to complete the level that they have already commenced.

A. Timing and length of suspension of studies

1. The period for suspension of studies is normally one year.

2. Student application for suspension of studies shall normally be made before the start of each academicyear. No student may suspend their studies after week 4 of each semester.

If an application is approved after a semester has started, the expected time of return shall be the start ofthe semester when the suspension is approved.

3. Undergraduates may apply to suspend their studies on voluntary basis for at most twice throughouttheir undergraduate studies, and Master students may have their studies suspended for only once duringtheir registration period.

B. Terms upon which approval is granted

1. Students, to be granted for suspension of studies, shall normally recommence their programme at thestart of the next academic year or, where all assessments of the first semester have been completed, atthe start of the second semester.

2. On recommencing the programme the student must complete with attendance all modules for the fullyear or, where the first semester has been completed, for the second semester only. Any markspreviously awarded in respect of assessed work for modules assigned to the year or semester for whichstudy has been suspended may not be carried forward. Students may not resubmit work which hasalready been presented for assessment.

3. After suspension of study is granted once, a second application may be made to extend this period byup to one year if the evidence, medical or other, indicates that the student would benefit from furtherperiod of suspension.No third application for suspension is normally granted.

C. Application process

1. Student application for suspension of studies shall be presented with good and sufficient grounds forthe request.

2. A request by a student to suspend his or her studies shall normally receive initial consideration on an

advisory basis by the Academic Advisor of the student.

3. A student seeking to suspend his or her studies may also get advice from the Registry. The student willbe advised on the implications of suspension for his or her academic progress, and in particular, that theUniversity cannot guarantee that the programme of study will be offered without changes in subsequentyears.

4. When the student decides to proceed with the application, he or she shall complete the form‘Application for Suspension of Studies’ (see Appendix) and submit it to the Registry.

After the approval is granted, the Registry will notify the student of the outcome in writing stating thepoint at which the student is to recommence his or her studies and other details such as the fees refundand so on.

5. Students studying on exchange programmes at other universities must follow this procedure, and theRegistry will communicate with the partner institution of this policy.

D. Processing of approved cases of suspension of studies

1. Registry will change the registration status in SITS and Syllabus Plus for updated module and classlists, freeze relevant student user accounts including ICE and e-Bridge for sections that are available onlyto students registered for the current year, and remove any incomplete assessment records in SITS incases where the suspension is approved in the course of a semester.

2. Registry will calculate the tuition fee for refunding, where the approval is granted in the course of asemester, according to the XJTLU Student Fees Policy. Normally, the refund tuition will be frozen in thestudent’s university bank account and carried forward to the next academic year.

Students with outstanding fees are normally required to pay up their fees before the approval forsuspension of studies is granted.

3. Registry will notify other relevant offices and departments on campus of the approved suspension ofstudies case, so that:

Student Affairs Office will make arrangements for the checking out of accommodation.MITS will remove the student’s name from the self-printing list, and change the student’s emailgroups and so on.Library will calculate the cost for the textbooks and update the information in the student’s non-tuition fee account.XJTLU Global (in case of International, Hong Kong/Macau/Taiwan students) will notify visaauthorities of the student’s change of registration status.

E. Leaving procedure

Once the suspension request is approved, the student is required to leave the university immediately,using a pro-forma template available from the University One-Stop Student Service Centre. Continuing

to stay in accommodation, using University facilities and attending classes are normally not permittedduring the suspension period.

Students who are required to suspend their studies as a result from the decision of Student Board ofDiscipline shall also follow the same leaving procedure.

F. Returning arrangements

The student should write to the Registry at least one month prior to the date on which he or she is due torecommence their studies. If the suspension was due to health reasons, evidence should be provided toprove that health is recovered for resumption of studies.

Students who suspend studies with outstanding re-sits must also contact the Registry before returning tothe University.

(Last review date: 16-Aug-17)

Online URL: https://academicpolicy.xjtlu.edu.cn//article.php?id=29

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