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Implementing Rules on Managing the Student Status of International Students at University of Chinese Academy of Sciences (Trial)

Chapter 1 General Provisions

Article 1 These implementation rules arc set on-demand and in accordance with Administrative Rules on the Acceptance of Foreign Students by Colleges and Universities (NO.9 Decree of the Ministry of Education, Ministry of Foreign Affairs and Ministry of Public Security) and Administrative Rules on the Enrollment and Education of International Students of University of Chinese Academy of Sciences and other related Chinese laws and regulations and university rules.

Article 2 ‘International Students5 mentioned in these rules refer to non-Chinese students enrolled at UCAS to receive graduate education at academies, institutes, observatories, stations and centers affiliated with the Chinese Academy of Sciences and all schools and departments of UCAS (hereinafter referred to as host institutes),

Chapter 2 Admission of New Students

Article 3 Students should bring a valid regular passport (original copy), letter of admission (original copy) and Visa Application for Study in China (original copy) and other materials listed in the admission notice, within the period stated in the letter of admission to register in designated places and complete all other entrance procedures.

Article 4 For those who cannot register on time, please ask for a leave with related proof before the registration deadline as stipulated in the admission notice and apply for permission

for delayed registration. The delay should not exceed 14 days,

Students should fill in the Appendix,hereinafter referred to as ‘Leave Request Form’),submit related materials, and file to UCAS for a record after approval by the supervisor and host institute.

In the following cases, except for force majeure, admission to UCAS will be considered voluntarily relinquished: 1) failing to ask for a leave or exceeding the registration deadline for more than 14 days without approval of the leave; 2) obtaining approval for the application for leave, but registering 14 days after the deadline.

Article 5 The host institute should carefully check the registration material students bring with them, verify their identities and require related proof for payment of fees, issue student cards and other admission materials, as well as complete the Form for UCAS New International Student to Register at Host institute (Appendix 2) record online for registration, help students arrange dormitories and require them to go through temporary residence procedures at the local police station 24 hours after checking in the dormitory.

Article 6 Host institutes should verify student identities, certificates for the degrees they last acquired and health conditions 30 days after their registration.

1) Grant student status to those who pass the check.

2) Report the situation in paper to UCAS and revoke the students5 qualification and cancel their student status for those who fail to pass the check and all expenses incurred should be borne by the students themselves.

3) Apply for retaining the admission qualification for students who are found with diseases that prevent them from studying in China or are considered unsuitable to study in China, and ask these student to return to their home country for recuperation. All expenses incurred will be borne by the students themselves.

Article7 Qualified international students who cannot register after the allowed leave period because of physical conditions or other reasonable circumstances, or diseases that prevent them from studying in China or are considered unsuitable to study in China during the verification process, can apply for retaining admission qualification. The retaining period should not exceed 1 academic year.

Application for retaining admission qualification should be submitted within the valid registration period and the students should fill in the Application Form for Preserving/Regaining Admission Qualification (Appendix 3), ask for UCAS’ approval after signed by the supervisor and host institute. Those who apply for retaining admission qualification because of disease should also submit proof from a public hospital to show they are unable and unsuitable to study in school.

Students given approval for retaining admission qualification will not be granted student status and do not enjoy the benefits of other students during the retaining period. UCAS does not issue proof to students who retain their admission qualifications,

Article 8 Students whose admission qualification is retained should apply for admission at least 60 days before registration during the retaining period. Students who fail to apply for admission 60 days before registration or fail to pass admissions verification will have their admission qualification cancelled after the approval of UCAS.

Students who want to restore their admissions qualification should fill in the Application Form for Preserving/Regaining Admission Qualification^ submit related materials, ask for UCAS approval following signed approval by the supervisor and host institute and re-register. Those who apply for retaining admission qualification because of disease should also submit proof of recovery from a public hospital.

After students are re-admitted, their study time shall start from the official registration

date.

Article 9 Master^ students who are granted the opportunity to transfer to doctoral study but have not officially done so and who apply for retaining the qualification for the transfer to doctoral study because of illness, can continue their doctoral study after they recover or apply for transferring to master^ degree study.

Article 10 For students who fail to pay related fees without reasonable reasons, the host institute can report to UCAS and cancel their admission qualification.

Chapter 3 Registration, Attendance and Leave

Article 11 International students should go through registration and pay related fees, bringing a valid regular passport and student card every semester within a designated period of time.

Those who cannot register on time should ask the host institute in advance for leave (complete the Leave Request Form, which is only valid when approved) for a delayed registration.

Article 12 Students cannot be registered nor enjoy related student benefits if they:

1) cannot register on time and fail to apply for delayed registration;

2) fail to pay related fees without reasonable circumstances;

3) take a gap year but fail to resume schooling afterwards;

4) fail to finish their study after the maximum term of study (suspension period included).

Articlel3 After the registration deadline each semester, all host institutes should check the status of those who fail to register on time and submit the list of student names who are deemed withdrawals and the list of student names of those who are denied registration and student benefits within one month after the registration deadline.

Article 14 International students should attend the courses and take part in activities under the education program and take all compulsoiy education tests. Students who cannot do so should ask approval for leave (fill in the Leave Request Form). Those who are absent without approval will be disciplined with the use of verbal reprimands by the supervisor and management staff, or be punished or even expelled in the event of a serious breach of rules.

ArticIclS International students who want to ask for a leave should fill in the Leave Request Form and submit related materials for official approval. The Leave Request Form will be saved on file. When the leave expires, students should follow procedures to terminate the leave. If students fail to follow the termination procedures, the period after the expiration will be considered as leave without approval

Those who have to delay their return to the host institute because of a business trip or special circumstances while on holiday may ask for a leave via fax, email or by other written documentation and make up for the above mentioned procedures upon their return to school,

Articlel6 Academic and non-academic activities including internships, conferences, and training sessions arranged by students themselves are considered personal activities and should be conducted during holidays.

Chapter 4 Change of Major, Supervisor, Host institute and Transfer to another School

Articlel7 International students are supposed to finish schooling with their original major provided there are no extenuating circumstances. If there is a need to change major, they can change majors within the same host institute when deemed reasonable and justifiable by the host institute and approved by the supervisor. The host institute can change majors for students within the institution after given permission by the student in the event of a transfer of the supervisor due to development needs.

Students who want to change their major should fill in the Status Change Application Form for International Students of UCAS (Appendix 4, Status Change Application Form), submit related materials and go through the following processes after the form is signed by the students themselves, the original supervisors and the target supervisors,

1) Students who want to change major within the same discipline should get approval from the host institute and submit their request to UCAS for the record.

2) Students who want to change major to a different discipline should revise the international student education plan according to the target major education plan and supervisor’s requirements before applying for a change of major, which should be pre-re viewed by the original host institute before filing to UCAS for approval

3) Students who want to change major to a different category of disciplines shall revise the international student education plan according to the target major education plan and the supervisor^ requirements before applying for a change of major, which should be pre-reviewed by the original host institute, approved by Academic Degree Evaluation Committee of the target major, and finally approved by UCAS.

Article 18 International students cannot apply for a change of major within 6 months before graduation registration.

Article 19 International students are supposed to finish schooling under the guidance of their original supervisors provided there are not extenuating circumstances. They can change the supervisor, if there is such a need, within the same host institute if deemed reasonable and justifiable by the host institute and approved by the supervisor. Host institutes can change supervisors for students after the studenfs and the supervisor^ permission in special cases.

Students who want to change their supervisors should fill in the Status Change Application Form, submit related materials and ask for UCAS1 approval after the forms are signed by the students themselves, original supervisors, target supervisors and host institutes.

Article 20 International students are supposed to finish schooling in their original host institute provided there are not extenuating circumstances. They can change to supervisors and the host institutes, if there is such a need, when approved by the original supervisor, host institute and deemed reasonable and justifiable by UCAS. In special cases, host institutes can allow students to change supervisor and host institute after receiving the permission of the students themselves and their original supervisors. The new supervisor and host institute should test students according to the relevant UCAS rules.

Students who want to change their host institute should complete the Status Change Application Form (provided by the original host institute), submit related materials, which should be signed by the students themselves, original supervisors and original host institutes and mailed to the new supervisor and host institute for signature, which should then be mailed to UCAS for approval by the new host institute*

Article 21 In the following cases students cannot change the host institute:

1) having received education for less than one semester after enrollment;

2) changing from a lower degree to a higher degree;

3) requiring withdrawal;

4) without justifiable reasons.

Article 22 International students of other Chinese universities who want to transfer to UCAS should submit a transfer application and approval letter from the original university, UCAS admission application materials and complete the registration procedures after approval from the supervisor and host institute. If the applicant is a Chinese Government Scholarship winner, he/she should submit the approval letter of the Embassy of their home country in China and ask for approval from the China Scholarship CounciL

Article 23 International students should finish schooling at UCAS provided there are not extenuating circumstances. Those who need to transfer to other Chinese universities should ask for approval from the supervisor and host institute. UCAS will grant an approval letter if it deems the reasons to be convincing and justifiable. Students should complete transfer procedures 14 days after getting the approval for a school transfer,

Chapter 5 Change of Student Category

Article24 The ongoing Master^ students who want to apply for doctoral degree before their guaduate years can sit for the PhD candidate qualification test of the International School in or after the 3rd semester. Those who pass the test should complete the Application Form for Changing Student Category of UCAS (Appendix 5t hereinafter referred to as Application Form for Changing Student Category), submit related materials and ask for UCAS approval after signed approval from the supervisor and the host institute. Those who are approved can officially begin their doctoral study the following semester and enjoy doctoral benefits.

Article 25 International Students who are allowed to change from master^ to doctoral programs if deemed by the host institute as not suitable for doctoral study, should fill in the Application Form for Changing Student Category and submit related materials to ask for UCAS approval to change the doctoral degree to a master’s degree. When approved by UCAS, the students should begin their master^ degree study the next semester and finish their schooling within one year.

Article 26 If the host institude deems that a PhD candidate who has been in school for less than 1 year is not suitable for continued study, the student can complete the Application Form for Changing Student Category, submit related materials and ask for approval from UCAS to change their degree plan to Master5s degree. Those who are permitted should begin their

Master’degree study the next semester and finish their schooling within two years.

Chapter 6 Suspension and Resumption of Schooling

Article 27 Those who need to suspend schooling because of illness or other special circumstances can apply for a suspension of schooling, which is required if the students:

1) cannot take part in planned activities of the education program because of illness or other reasons, and need to take a leave for more than one month;

2) are pregnant for more than 6 months;

3) were not registered for schooling according to requirements.

Article 28 Students should apply for suspension of schooling by themselves, and complete the Status Change Application Form, submit related materials, ask for approval from UCAS after signed approval by the supervisor and host institute. Those who need to suspend schooling because of severe illness or infectious disease can entrust others to complete the suspension procedures for them.

If the host institute deems that the student should suspend schooling because of special circumstances, the host institute should propose in agreement with the student and complete the Status Change Application Form, submit related materials, file for approval from UCAS and complete the suspension procedures,

Article 29 Each suspension should not exceed a time period of 6 months, and the total suspension period should not exceed I year during school year. The time of suspension starts from the very first day of suspension. Suspension due to hospitalization should begin from the very first day of hospitalization.

Article 30 Those who are allowed to suspend schooling should finish all related procedures within seven days after the date of approval and during their suspension, they will not enjoy the benefits of students at school, and will be required to leave China, All related

expenses should be borne by the students themselves.

Article 31 Students should apply for resumption of schooling 30 days before the suspension ends, complete the Status Change Application Form, submit related materials, file for approval from UCAS after approval by the host institute. Students who are allowed to resume schooling should register with the host institute. Those who suspend schooling because of illness should also provide the recovery certification by their hospital upon resuming schooling.

Chapter 7 Withdrawal

Article 32 Students should withdraw from the university under one of the following circumstances:

(1) Master’s degree candidates who fail in two courses in one semester, and still fail one after re-taking one course; or fail three or more courses during their school years;

(2) PhD candidates who fail one course and still fail after re-taking the course; or fail two courses during their school years;

(3) students who are deemed unsuitable for contined schooling following the dissertation review;

(4) students who do not finish schooling within the maximum schooling years (including period of suspension);

(5) students who, upon the end of suspension period, fail to submit the schooling resumption application before required deadline or are disqualified for resumption of schooling;

(6) students who cannot continue schooling because of illness or injuries diagnosed by any second-class hospital or above designated by the host institute;

(7) students who leave the host institute for more than 10 work days without asking for leave or without obtaining the permission for leave application, and who fail to take part in required activities of their education program;

(8) students who fail to register before the deadline without justifiable reasons;

(9) students who themselves apply for withdrawal from the university.

Article 33 According to paragraph (1), (2), (3), (4), (5) and (7) of Article 22, the host institute should propose suggestions on how to deal with the withdrawals and notify students. If students do protest the recommendation within 10 days of notification, the recommendations will be signed by the supervisor and host institute and filed for the approval of UCAS.

Students who withdraw because of paragraph (6) and (9) of Article 22 should submit the Status Change Application Form, file for approval from UCAS after signed approval by the supervisor and the host institute.

Article 34 The President^ Work Meeting makes decisions on how to deal with the withdrawal of international students.

Article 35 The decisions on student withdrawals should be delivered by hand to the students themselves. If the decisions cannot be delivered by hand to the students themselves, the host institute should send the scanned copies of the decisions to the email address students provide during registration and the active email address students use to communicate with the supervisor, and deem the decisions to have been received by students 14 days after the date the email was sent.

Article 36 If students disagree with the decision, they can file a complaint with UCAS according to relevant regulations.

Article 37 Students who withdraw should finish the withdrawal procedure 14 days after receiving the decision.

Chapter 8 Schooling System and Term of Study

Article 38 There is a certain flexibility within the basic schooling system that can be classified, according to relevant rules, as follows:

1) Master’s degree generally lasts for three years, and the term of study (suspension included) should not exceed 4 years;

2) PhD degree generally lasts for three years, and the term of study (suspension included) should not exceed 6 years;

3) Students who are allowed to transfer their degree from master^ to PhD generally study for five years (master’s degree school years included) and the term of study (suspension included) should not exceed eight years.

Article 39 Jf students fail to finish schooling within the designated length of schooling, they should apply for an extension of their term of study at least 60 days before the schooling ends. They should fill in the Application Form for Study Duration/Visa Extension (Appendix 6) and file for approval of UCAS after signed approval by the supervisor and the host institute. Winners of Chinese Government Scholarship should also ask for permission from the Embassy of their home countries in China and the China Scholarship Council.

If students want to further extend the term of study upon the end of the extension due to special circumstances, they can refer to the previous clause of this article.

Article 40 Students who are allowed to leave China to attend meetings, training sessions, joint-education programs or fulfill joint research tasks (the host institute should cover their medical insurance before the official trip abroad) should count their length of stay abroad into their term of study.

Article 41 Each extension of the term of study should not exceed 6 months for master’s

degree and 12 months for PhD degree. During the extension, students should submit their dissertation progress report to the supervisor, and the supervisor should enhance the guidance and review the dissertations and research of the student. If the review twice shows that the students arc not actively making progress on their dissertations, the extension should be terminated, and the host institute should require the students to begin the withdrawal process*

Article 42 Students who cover all the schooling cost themselves should pay the tuition, medical insurance, and, if they live in dormitories on campus, accommodation expenses.

For those who are financially sponsored by institutions out of China, the tuition and accommodation expenses during extension should be paid according to the previous clause of this Article.

For those who are financially sponsored by institutions in China or supported by Chinese Academy of Sciences or UCAS related policies, the tuition and accommodation expenses during extension should be paid according to related policies, or the first clause of this Article if there is no specific regulation.

Chapter 9 Graduation and Completion of Schooling

Article 43 Students who have completed the required credits of all courses and compulsory sections, finished their dissertations and passed the dissertation defense, and are deemed by the host institute as qualified for graduation, should complete the Letter of Graduation/Completion of Schooling of UCAS International Students (Appendix 7) and file for approval of UCAS and graduate as scheduled. UCAS issues Graduation Certificates to qualified students. And the date of graduation should be the date of issuance of the Graduation

Article 44 International students who are qualified for graduation before the length of schooling ends can graduate at most 1 year before required after passing the review of the host institute and obtaining approval from UCAS.

Article 45 Students who have completed the required credits of all courses and compulsory sections, finished their dissertations but failed to pass the dissertation defense can be deemed as having completed their schooling after the review of the education provided and

approval by UCAS. UCAS issues Certificate for Completion of Schooling to qualified students. The date of completion of schooling should be the date of issuance of the Certificate for Completion of Schooling.

Article 46 International students qualified for graduation can apply for their degree, UCAS issues degree certificates to qualified international students*

Article 47 International withdrawal students who have studied at UCAS for more than 1 year, finished the education program and passed the tests will be given a Certificate of Attendance by UCAS, and those who have have studied at UCAS for less than 1 year will be given a Certificate of Study by the host institute; students who leave school without permission will not be given a Certificate of Attendance or Certificate of Study. Students that transfer from master’s to PhD programs, upon withdrawal, will be given a Certificate of Attendance for master’s degree candidates.

Article 48 Students who finish their schooling should apply for a Graduation Certificate and Degree Certificate with the host institute and leave school 14 days after they finish all procedures.

Article 49 In case of loss or damage of Graduation Certificate, Certificate for Completion of Schooling, Certificate of Attendance or Degree Certificate, the students can file an application to their host institute, which should then apply for the corresponding testimonial from UCAS, which will be issued after verification. The testimonial has the same efFect as the original certificate.

Chapter 10 Supplementary Privisions

Article 50 Items not covered in these rules shall be implemented following related Chinese laws, regulations and UCAS rules.

Article 51 International Affairs Office of UCAS reserves the right to interpret these rules, which shall take effect on the date of issuance.

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