FOR RPG STUDENTS

      Research study in the University is considered a year-round activity that continues between terms and throughout the summer months.

      A candidate who wishes to be absent from Hong Kong and/or the approved course of study and research, or who proposes to take vacation, shall be required to submit a written application for leave of absence. Your application, together with your primary supervisor’s recommendation, should be submitted to the Institute’s Departmental Research Postgraduate Committee via the Institute’s office and then the Faculty Higher Degrees Committee for consideration and approval at least 2 weeks prior to the commencement of the proposed leave period.

      PGS Holders
      Type of LeaveRelevant Regulations
      Vacation Leave
      (For full-time students only)
      Up to 14 days (excluding Saturday afternoons, Sundays and public holidays) in each 12-month period during the normative study period (See Note)
      Study LeaveMin. leave periodNil
      Max. leave periodA cumulative period of 12 months for study leave for the entire period of study
      Non-study LeaveMin. leave period7 calendar days
      Max. leave periodA cumulative period of 12 months for non-study leave for the entire period of study
      Sick Leave
      (w.e.f. January 2012)

      An MPhil/PhD student who needs to be away from his/her study because of illness shall take sick leave.

      • The student shall inform his/her supervisor and Department immediately of his/her sick leave.
      • For sick leave of 3 days or above, the student shall submit an application for sick leave with a certificate signed by a registered medical practitioner as far as possible.
      • For sick leave over 7 days, the student shall submit an application for sick leave and it must be accompanied by a certificate signed by a registered medical practitioner.
      • If the student needs to be away from his/her study because of illness for a longer period of time where his/her study progress may be affected, he/she should take non-study leave instead of sick leave.
      Maternity Leave
      (w.e.f. September 2018)
      • A pregnant student is provided flexibilities to decide either to continue to take the existing category of non-study leave or opt for the new category of maternity leave, based on her own needs.
      • Maternity leave is 10 continuous weeks. It should start on or before the actual date of birth of the child. Calendar days are counted, including any intervening Sundays and public holidays.
      • Postgraduate Scholarships (PGS) will be paid during maternity leave. The PGS provided during maternity leave is not extra financial support, and will be counted towards the total amount of PGS available to cover a student’s normative study period.
      • A student on maternity leave will not have her study period interrupted, i.e. her normative study period will not be automatically extended by the period of maternity leave. Nonetheless, if the student needs a longer period to finish her thesis at the end of her study period, she can apply for an extension of candidature.
      • The differences between non-study leave and maternity leave are summarized as follows:
        Options of leavePGS during leaveLiable to University fees during leaveAutomatic extension of study period
        Non-study LeaveNoNo*Yes
        Maternity LeaveYesYesNo

        * Students whose study period is suspended are not liable to University fees. However, University fees shall be paid in advance. Credit(s) arising from the taking of non-study leave will be carried forward to offset composition fee in the ensuing instalment.

      • A medical certificate signed by a registered medical practitioner certifying the pregnancy and specifying the expected date of confinement has to be submitted together with the maternity leave application.
      Paternity Leave
      (w.e.f. September 2018)
      • A student may apply for up to 5 days of paternity leave for each confinement of his spouse/partner, and he may take all 5 days of paternity leave in one go or on separate days. Paternity leave can be taken any time during the period from 4 weeks before the expected date of delivery of the child to 10 weeks beginning on the actual date of delivery of the child.
      • Any period of paternity leave granted will be counted towards the period of study. PGS will be paid during paternity leave, and the student is required to pay the normal fees.
      • Supporting documents required:
        1. A medical certificate signed by a registered medical practitioner specifying the expected/actual date of delivery of the child; and
        2. marriage certificate of the student and the child’s mother*.

        * If a marriage certificate is not available, please submit a written statement signed by the student stating the name of the child’s mother, the expected/actual date of delivery of the child; and that the student is the child’s father.

      Note
      Leave on a weekday is counted as a whole day, i.e. no half-day leave. If students would like to take more than 14 days of vacation leave in one year, they may be allowed to advance the following year's vacation leave, subject to approval from the supervisor and the Departmental Research Postgraduate Committee (DRPC). The maximum number of days of vacation leave that can be advanced is 5 days. If students would like to advance more than 5 days, they are advised to take non-study leave on top of the vacation leave instead.

      Type of Leave:Vacation Leave
      (For full-time students only)
      Relevant Regulations:Up to 14 days (excluding Saturday afternoons, Sundays and public holidays) in each 12-month period during the normative study period (See Note)
      Type of Leave:Study Leave (Min. leave period)
      Relevant Regulations:Nil
      Type of Leave:Study Leave (Max. leave period)
      Relevant Regulations:A cumulative period of 12 months for study leave for the entire period of study
      Type of Leave:Non-study Leave (Min. leave period)
      Relevant Regulations:7 calendar days
      Type of Leave:Non-study Leave (Max. leave period)
      Relevant Regulations:A cumulative period of 12 months for non-study leave for the entire period of study
      Type of Leave:Sick Leave
      (w.e.f. January 2012)
      Relevant Regulations:

      An MPhil/PhD student who needs to be away from his/her study because of illness shall take sick leave.

      • The student shall inform his/her supervisor and Department immediately of his/her sick leave.
      • For sick leave of 3 days or above, the student shall submit an application for sick leave with a certificate signed by a registered medical practitioner as far as possible.
      • For sick leave over 7 days, the student shall submit an application for sick leave and it must be accompanied by a certificate signed by a registered medical practitioner.
      • If the student needs to be away from his/her study because of illness for a longer period of time where his/her study progress may be affected, he/she should take non-study leave instead of sick leave.
      Type of Leave:Maternity Leave
      (w.e.f. September 2018)
      Relevant Regulations:
        • A pregnant student is provided flexibilities to decide either to continue to take the existing category of non-study leave or opt for the new category of maternity leave, based on her own needs.
        • Maternity leave is 10 continuous weeks. It should start on or before the actual date of birth of the child. Calendar days are counted, including any intervening Sundays and public holidays.
        • Postgraduate Scholarships (PGS) will be paid during maternity leave. The PGS provided during maternity leave is not extra financial support, and will be counted towards the total amount of PGS available to cover a student’s normative study period.
        • A student on maternity leave will not have her study period interrupted, i.e. her normative study period will not be automatically extended by the period of maternity leave. Nonetheless, if the student needs a longer period to finish her thesis at the end of her study period, she can apply for an extension of candidature.
      • The differences between non-study leave and maternity leave are summarized as follows:1. Non-study Leave
        PGS during leaveNo
        Liable to University fees during leaveNo*
        Automatic extension of study periodYes

        * Students whose study period is suspended are not liable to University fees. However, University fees shall be paid in advance. Credit(s) arising from the taking of non-study leave will be carried forward to offset composition fee in the ensuing instalment.

        2. Maternity Leave

        PGS during leaveYes
        Liable to University fees during leaveYes
        Automatic extension of study periodNo
      • A medical certificate signed by a registered medical practitioner certifying the pregnancy and specifying the expected date of confinement has to be submitted together with the maternity leave application.
      Type of Leave:Paternity Leave
      (w.e.f. September 2018)
      Relevant Regulations:
      • A student may apply for up to 5 days of paternity leave for each confinement of his spouse/partner, and he may take all 5 days of paternity leave in one go or on separate days. Paternity leave can be taken any time during the period from 4 weeks before the expected date of delivery of the child to 10 weeks beginning on the actual date of delivery of the child.
      • Any period of paternity leave granted will be counted towards the period of study. PGS will be paid during paternity leave, and the student is required to pay the normal fees.
      • Supporting documents required:
        1. A medical certificate signed by a registered medical practitioner specifying the expected/actual date of delivery of the child; and
        2. marriage certificate of the student and the child’s mother*.

        * If a marriage certificate is not available, please submit a written statement signed by the student stating the name of the child’s mother, the expected/actual date of delivery of the child; and that the student is the child’s father.

      Note
      Leave on a weekday is counted as a whole day, i.e. no half-day leave. If students would like to take more than 14 days of vacation leave in one year, they may be allowed to advance the following year's vacation leave, subject to approval from the supervisor and the Departmental Research Postgraduate Committee (DRPC). The maximum number of days of vacation leave that can be advanced is 5 days. If students would like to advance more than 5 days, they are advised to take non-study leave on top of the vacation leave instead.

      HKPF Awardees
      Type of LeaveRelevant Regulations
      Non-academic LeaveUp to 30 days each year and the unused non-academic leave may be carried forward to the following years.
      Academic LeaveUp to 183 days outside Hong Kong for academic/research activity in the three-year fellowship period. If an awardee stays outside Hong Kong for academic/research activity for an aggregate period exceeding 90 consecutive days, or an aggregate of 183 days, the stipend will be suspended immediately unless prior approval by the RGC has been given upon provision of strong justification by the affiliated institution.

      All HKPF awardees are required to observe the regulations, terms and conditions set aside by the Research Grants Council.

      Type of Leave: Non-academic Leave
      Relevant Regulations: Up to 30 days each year and the unused non-academic leave may be carried forward to the following years.
      Type of Leave: Academic Leave
      Relevant Regulations: Up to 183 days outside Hong Kong for academic/research activity in the three-year fellowship period. If an awardee stays outside Hong Kong for academic/research activity for an aggregate period exceeding 90 consecutive days, or an aggregate of 183 days, the stipend will be suspended immediately unless prior approval by the RGC has been given upon provision of strong justification by the affiliated institution.
      All HKPF awardees are required to observe the regulations, terms and conditions set aside by the Research Grants Council.