The Hong Kong University of Science and Technology (Guangzhou)

Postgraduate Students PGS Tuition Fee Installment Management Measures

The Hong Kong University of Science and Technology (Guangzhou) provides tuition fee loans for full-time postgraduate students with family financial difficulties, aiming to assist eligible students in repaying tuition fees in installments through the Postgraduate Studentship (PGS). The following details the application conditions and procedures:

I. Application Conditions and Procedures

Students applying for PGS tuition fee installment repayment must meet the following conditions:

1.Be a full-time postgraduate student with official student status at our university;

2.Have been awarded the Postgraduate Studentship (PGS) for the current academic year;

3.Be in the first year of a Master's program or the first or second year of a Doctoral program.

Students in other years or those who have not received the Postgraduate Studentship do not qualify.

Application Deadlines: October 31st for the Fall semester, and February 28th for the Spring semester each year.

Application Procedure: Students applying for PGS tuition fee installment must first obtain approval from their supervising professor. The application will then be reviewed by the Student Affairs Office and undergo final approval by the Finance Office.

Applicants must submit their application within the stipulated timeframe, along with supporting documents, which may include but are not limited to: proof of previously approved student loans, proof of studentship/grant, income proof, bank statements, medical records or diagnosis certificates, disability certificates, low-income household certificates, etc.

Upon approval, the Finance Office will deduct the student's monthly repayment amount from their Postgraduate Studentship according to regulations.

II. Loan and Repayment Plan Details

After a student's application is approved, the Finance Office will set up a PGS tuition fee installment repayment plan for the student:

(I) Repayment Arrangements for Fall Semester Applicants:

1. New Students Enrolling in Fall:

The total tuition fee payable will be divided into 4 equal installments. Starting from the month of approval or the following month, the installment amount will be deducted consecutively for 4 months from the student's monthly Postgraduate Studentship payment.

2. Returning Students in Fall:

The total tuition fee payable will be divided into 8 equal installments. Starting from the month of approval or the following month, the installment amount will be deducted consecutively for 8 months from the student's monthly Postgraduate Studentship payment.

(II) Repayment Arrangements for Spring Semester Applicants (including both new and returning students):

The total tuition fee payable will be divided into 4 equal installments. Starting from the month of approval or the following month, the installment amount will be deducted consecutively for 4 months from the student's monthly Postgraduate Studentship payment.

The PGS tuition fee installment plan charges no interest or handling fees.

If the Postgraduate Studentship deduction or suspension results in insufficient funds to cover the monthly repayment amount, a bill will be generated in the student's financial system. The student must complete the payment within the current month / within 15 days of receiving notification. In case of outstanding fees, the Finance Office will send a formal email for collection, with assistance from the Student Affairs Office for recovery.

If a student's enrollment status changes, disposal will be handled according to relevant university regulations.

If the application is not approved, the student must complete tuition fee payment within 7 days of receiving notification from the Student Affairs Office.

III. Management and Supervision

The student's supervising professor is responsible for the initial review and approval of the application. The Student Affairs Office is responsible for organizing the work related to PGS tuition fee installment applications, including promotion of the PGS tuition fee installment scheme, collection of student application materials, and filing records. The Finance Office is responsible for setting up the tuition fee installment plan, deducting tuition fees, and related tasks for approved students.

Supplementary Provisions

These Measures come into effect from the date of issuance and shall be interpreted by the Student Affairs Committee.

The Chinese version of these Measures shall prevail; the English translation is for reference only.

 Chapter 1 General Provisions

Article 1 To standardise the management of work-study programs at the University, promote the healthy and orderly development of work-study activities, safeguard the legitimate rights and interests of students, assist students in successfully completing their studies, utilise work-study programs for educating students, foster a spirit of self-reliance and self-improvement in students and enhance their social practice abilities, these Measures are specially formulated in accordance with relevant documents and based on the actual situation of the University.

Article 2 The work-study activities mentioned in these Measures refer to practical activities in which students, under the organisation of the University, use their spare time to engage in labour and receive lawful compensation to improve their learning and living conditions.

Article 3 The University shall, in adherence to the mission of “campus-based service to the society” and according to the principles of utilising surplus capacity, voluntary application, information transparency, prioritising assistance to students in need, competitive placement, and compliance with laws and regulations, organise work-study activities in an organised manner, ensuring they do not disrupt normal teaching order and the regular learning of students.

Article 4 The work-study activities are organised and managed by the University. The act of students engaging in part-time work off campus is not covered by these Measures.

Article 5 The term “students” in these Measures refers to full-time undergraduate students and postgraduate students who are not entitled to the Postgraduate Studentship (PGS).

Chapter 2 Administrative Body

Article 6 The Office of Student Affairs (OSA) is responsible for the overall routine management of work-study programs for students and its main responsibilities include the following:

1. Be responsible for formulating relevant management regulations for work-study programs, coordinating job position arrangements, budget planning, and remuneration standards.

2. Organize student applications and eligibility reviews, and coordinate with employing units to conduct work assessments and distribute remuneration.

3. Requiring employing units to organise pre-job training and safety education for students in work-study positions, and safeguarding the legitimate rights and interests of students engaged in work-study programs.

4. Implementing dynamic management and checks on students engaged in work-study programs, and establishing student records for work-study activities.

5. Establish a student feedback channel via which the Office of Student Affairs can gather and resolve the issues and challenges encountered by students in the course of their work-study activities.

6. Recognize and reward outstanding students who have excelled in their work-study endeavors. Suspending work-study activities for students who violate relevant work-study regulations in accordance with the regulations; and providing education and taking disciplinary actions towards students who violate University rules during work-study activities in accordance with the University rules and regulations.

Chapter 3 Position Establishment

Article 7 The University actively develops on-campus resources and establishes various work-study positions to ensure that students have the opportunity to participate in work-study activities.

Article 8 Work-study positions shall meet the needs of students while ensuring such participation does not adversely affect their studies. Students’ participation in work-study activities should generally not exceed 8 hours per week and 40 hours per month. The work-study hours during winter and summer breaks may be appropriately extended based on the specific situation of the University.

Article 9 Types of positions: there are two types of on-campus work-study positions, namely fixed positions and temporary positions.

(1) Fixed positions refer to long-term positions lasting for one semester or more, as well as continuous positions during winter and summer breaks.

(2) Temporary positions refer to job roles that are not long-term in nature and may be completed through one or several work-study activities.

Article 10 Each on-campus employing unit that wishes to create work-study positions due to work needs shall submit an application to the OSA, and the positions may be established only after the OSA has reviewed and approved the application.

Chapter 4 Position Management

Article 11 Students applying for work-study positions shall meet the following conditions:

(1) Abide by laws, regulations, and University rules, and have a proactive attitude.

(2) Have available free time outside of class that allows them to fulfil the required work hours.

(3) Be in good physical and mental health and capable of performing the work.

Article 12 Each student may only participate in one regular work-study position per semester (no restriction for temporary positions). After a student leaves their original work-study position, they may participate in the recruitment for other regular work-study positions.

Article 13 The on-campus work-study activities shall be carried out according to the following procedures:

1. Position establishment: All entities, including hubs, academic domains, residential colleges, and various administrative departments, that require the employment of student workers for work-study activities must designate a dedicated individual as the departmental work-study administrator, who will be responsible for overseeing work-study matters within their respective department. Each year in November, the employing departments are required to submit their work-study needs for the following year to the Office of Student Affairs (OSA). The position setup for the work-study program should primarily focus on student assistant roles in areas such as teaching, research, administrative management, and public services within the university. The work-study administrator must submit the job requirements to the OSA based on the actual work demands.

2. Position Setting Time. For fixed positions, the hiring departments shall submit position setting applications by November each year . The validity period of newly established fixed positions shall not exceed one year. For temporary positions, their establishment should be determined according to the actual needs of the hiring departments, and the departments are required to submit position setting applications at least one week prior to the commencement of the work-study program.The number of positions is calculated by multiplying the department's headcount by 10% (if the headcount is ≤ 5, it counts as 1 position; if it is > 5, the number is rounded to the nearest whole number, with 2 positions being the minimum in such cases after rounding).

3. Recruitment Quota. When setting up positions, the following principles shall be followed:

①Fixed Positions with Flexible Staffing: Only the number of positions is determined. Remuneration is calculated based on the workload of each position (total working hours), with no restrictions on the number of individuals assigned to a position.

②Fixed Positions with Designated Staffing: For administrative student assistant positions, there shall be no more than 3 individuals assigned to each position. For student assistant roles in on-campus teaching and research projects, each position shall be limited to no more than 2 individuals. For public service positions, the number of staff will be determined based on actual needs. Departments with special requirements may submit an application and provide an explanation of their circumstances. Upon approval, the recruitment quota for such departments may be appropriately expanded.

4. Position Approval. After the head of the hiring department approves, the position will undergo a second review by the Office of Student Affairs. Once the review has been passed, the hiring department may choose to publish the position information independently or have it published collectively by the Office of Student Affairs.

5. Student application: students shall submit their applications for the desired positions based on the recruitment notices.

6. Mutual Selection: After the employing units and students have engaged in a mutual selection process through interviews, priority shall be given to students who have been certified as experiencing financial hardship. The employing units shall then determine the list of students tentatively selected for employment and report this information to the Student Affairs Office for record-keeping.

7. Supervisor review: undergraduate students’ applications are reviewed by the residential college dean, master’s students’ applications are jointly reviewed by the student’s project supervisor and academic supervisor, and doctoral students’ applications are reviewed by the student’s supervisor. The OSA will review the list of students tentatively selected by the employing units. Students who pass the review can officially commence their work in the assigned positions.

8. Pre-employment training and role confirmation: the employing unit shall provide technical training and impart relevant safety knowledge to the students participating in the work-study programme of the department, and clearly define their job responsibilities.

9. Agreement Signing. Students applying for the work-study program must sign the "On-Campus Work-Study Agreement" (in triplicate) with the hiring department, with each party (the applicant, the hiring department, and the Office of Student Affairs) retaining one copy.

10. Assumption of duty by student: the employing unit shall meticulously record the students’ attendance hours. For work arrangements during public holidays, adjustments shall be made based on the University’s unified notifications, and students shall sign in according to their actual on-duty times.

11. Exit from position application: if a student wishes to leave the work position in the work-study programme, they shall inform the employing unit and the OSA one week in advance, and may exit the position only after the application is reviewed and approved. Prior to leaving the position, the student shall ensure a smooth handover of their responsibilities.

12. Attendance Feedback. The hiring department is required to submit a "Monthly Work-Study Attendance Sheet" to the Office of Student Affairs every month. In cases of non-compliance with attendance regulations, the Office of Student Affairs will promptly communicate with the hiring department and request a detailed explanation upon each case.

Article 14 When arranging job positions, all employing units shall give priority to students from economically disadvantaged families. Respect for the customs and traditions of minority and international students engaging in work-study activities should be observed.

Article 15 Both on- and off-campus employing units are prohibited from organising students to participate in toxic, harmful, or dangerous production operations, as well as labour that exceeds students’ physical capabilities and compromises their mental and physical well-being.

Article 16 If a student is not responsible in their work or is incapable of performing their duties, the OSA or the employing unit has the right to revoke their work qualification.

Chapter 5 Remuneration Management

Article 17 Students participating in on-campus work-study activities shall receive remuneration directly from the employing unit.

Article 18 The remuneration for work-study programs shall not be lower than the minimum wage standard in Guangzhou and can be dynamically adjusted in accordance with policy changes. The remuneration for undergraduate students is 25 Yuan/Hour before tax, while for graduate students, it is 35 Yuan/Hour before tax. For fixed positions, remuneration is calculated on a monthly basis. For temporary positions, remuneration is calculated on an hourly basis based on the actual working hours and is paid in a lump sum upon completion of the work.

Chapter 6 Assessment Mechanism

Article 19 An assessment mechanism shall be established to evaluate students' performance in work-study programs. Employing departments are required to conduct assessments of participating students each semester. This aims to motivate students to diligently fulfill their responsibilities, enhance their work capabilities, and provide a basis for rewards.

Article 20 The assessment covers the following aspects:

Attendance: Whether students arrive at their posts on time, without tardiness, early departure, or absenteeism; and whether they adhere to the employing department's post regulations.

Work Performance: Whether students demonstrate responsibility, teamwork, and a willingness to endure hardships, as well as their task completion, work efficiency, and innovative performance. 

Academic Balance: Whether work-study activities have negatively impacted students' academic performance, such as through frequent absences from classes or a decline in grades.

Article 21 Employing departments shall conduct assessments each semester based on students' performance. The assessment grades are categorized as Excellent, Good, Pass, and Fail. The proportion of students receiving an Excellent grade is set at 20%, while those receiving a Good grade account for 30%. There is no set proportion for the Pass grade.
Students who receive an Excellent or Good assessment result will be awarded. Those with a Pass result may continue in their positions but are required to improve any identified shortcomings. Students who receive a Fail result will have their work-study eligibility revoked.

Article 22 Employing departments shall provide feedback on assessment results to the Student Affairs Office at the end of each semester or upon the conclusion of work-study projects. Based on these assessments, the Student Affairs Office will administer rewards or penalties to students accordingly.

Article 23 The Student Affairs Office shall provide students with certain rewards based on the assessment results provided by employing departments:

For an Excellent assessment result: A meal subsidy of 500 yuan will be awarded.

For a Good assessment result: A meal subsidy of 300 yuan will be awarded.

Chapter 7 Legal Liabilities

Article 24 Students and employing units conducting on-campus work-study activities shall comply with the relevant national and University regulations regarding work-study programs.

Article 25 In the event of disputes or accidents resulting in student injuries during work-study activities, all parties involved shall engage in discussions and work towards a resolution. If a consensus cannot be reached, the matter should be handled in accordance with the procedures stipulated in relevant laws and regulations.

Chapter 8 Supplementary Provisions

Article 26 These regulations shall come into effect from the date of announcement, and the right of final interpretation shall be vested in the Senate Committee on Student Affairs.

Article 27 The Chinese version of these Measures shall prevail; the English translation is for reference only.