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Management Regulations

Beijing Normal University Graduate Student Management Regulations

On 2015-12-17

These regulations are based on "University Regulations for Foreign Students" set out by the Ministry of Education, the Ministry of Foreign Affairs and the Ministry of Public Security in 2000 and "University Student Administrative Provisions" set out by the Ministry of Education, as well as other relevant laws and regulations. The purposes of these regulations include: to maintain normal education and teaching processes at BNU, to ensure the order of scientific research and everyday life, to safeguard the physical and moral integrity of graduate students and to promote the all-round development of international graduate students.

i. Admission and Registration
  • 1. In accordance with the provisions of BNU, after graduate school students have been officially enrolled as students, they should take the admission notice and their passport to register at the university in accordance with the requirements and time provisions set by BNU. If for some reason the student cannot register at the appointed time, they must apply for leave from the International Students Office. The leave also should be reported to the Graduate School. Leave is generally not for more than two weeks. Those without leave (including leave not approved) or those who do not report to the school within the agreed timescales, apart from those with legitimate reasons, students will lose their right to enroll.
  • 1. After being enrolled, BNU will conduct a review within three months. This review includes professional quality, health status and an inspection of the diploma and degree certificates required for enrolment. On passing the review, students will be allowed to register and obtain student status. Those who are unsuccessful in the review will be dealt with according to their individual circumstances, with the most serious result being the cancellation of their right to admission. Where a student has used fraudulent practices to obtain student status and has been discovered, BNU will immediately cancel their student status. In serious situations the details will be sent to the relevant departments.
  • 2. International students should submit the "Physical Examination Record for Foreigners" to the Beijing Municipal Health and Quarantine Bureau, or undertake a physical examination. In accordance with Chinese law on non-admission illnesses, students with such illnesses shall be required to immediately leave China and return home. However, such students can apply to remain eligible for admission to BNU for up to one year. New students applying to remain eligible for admission to BNU should submit a written application to International Students Office, and these applications must be approved by the department/school in which the student intends to study and the International Students Office. New students who wish to apply to remain eligible for admission must provide notice to the university within the prescribed time limit and, in accordance with the procedures for handling school leavers, they must leave the school within the agreed time period, otherwise they will lose their entitlement to student status at BNU. Students who have applied to remain eligible for admission do not have student status, and will not enjoy the treatment of graduate students at the university. Students who recover from their illness within the agreed period must submit an application to the International Students Office, including a hospital diagnosis and proof of rehabilitation issued by the relevant Department, at least three months before the beginning of the new school year. After this application has been approved by the department concerned and the International Students Office students can return to school. After entering the PRC, students must undertake a medical examination at the PRC Entry-Exit Inspection and Quarantine Bureau; after satisfactory completion of this examination students will obtain student status verification and must undertake the admission procedures again. Failure to go through the appropriate admission procedures will result in admission being cancelled.
  • 3. The following circumstances can result in the cancellation of admission:
  • (1) Discovery that students do not meet admission conditions during the three month physical examination.
  • (2) Students who have a disease that renders the student unable to continue his/her studies but is not covered in the physical examination checklist and the diagnosis from a designated hospital states that there is no hope of recovery within a year.
  • (3) Failure to comply with the corresponding BNU provisions for the award of degree certificates.
  • (4) Candidates who have engaged in deception, cheating and other serious violations of discipline or acts.
  • (5) Concealment of serious economic, academic or moral issues before or after entry to BNU.
  • (6) Refusal to pay or inability to pay the full tuition and other relevant fees.
  • (7) Non-student visa holders who do not undertake the relevant modifications within two weeks of arriving at BNU.
  • 4. Students who have obtained graduate student status must arrive at BNU before the beginning of each semester and register at the specified time. Tuition fees should be paid at the start of the new semester, otherwise students cannot register. Students who fail to pay tuition fees or comply with other school rules do not meet the registration criteria and will not be registered. If, due to special circumstances, students cannot register at the appointed time they are required to apply for leave or suspend their registration, otherwise they will be viewed as violating BNU rules and will be dealt with in accordance with BNU disciplinary procedures. Those who have not applied for leave or who arrive after the agreed period of leave, normally two weeks, (including two weeks) who are not registered, and those who have passed the agreed delayed registration deadline shall be deemed as giving up their right to study at BNU and will be automatically withdrawn.
  • 5. Applicants who have not registered as graduate students do not enjoy the rights enjoyed by graduate students.
  • ii. Examination and Performance Records
    1. Within one month of entry to the graduate school, students will be guided by a mentor or tutor group. Depending on the discipline studied, a specialized development plan will be put into place; this plan will consist of personal, academic and professional development projects and will be in accordance with the study curriculum, participation in scientific research and practice and the final thesis/dissertation.
  • 6. Before the start of the official study program, graduate students should select classes. If, after the 2 weeks of class trials, students are not willing to continue taking a certain elective, they should go through the formalities for withdrawing from a class within the prescribed time limit. Students who have not completed the class selection procedures cannot take the examination. Students who have not gone through the formalities to withdraw from a class and do not take part in examinations will be viewed as being absent from the examination.
  • 7. Graduate students should undertake the course of study, practical activities, thesis planning and other training activities in accordance with the plan which has been set for them. If students are not able to participate in the relevant activities, they should ask for leave in advance. Unauthorized absenteeism will result in serious disciplinary action in accordance with relevant regulations.
  • 8. Graduate students should attend the appropriate classes, take part in practical activities and complete the thesis plan, as well as other educational activities included in the assessment, within the prescribed time limit. Assessment is divided into two parts: examination and assessment. Those who have passed the examination requirements are able to obtain study credits. All test results shall be recorded in the student transcript. Whether or not students have reached the required standards, all results will be kept in the student’s personal file. Test scores are awarded on a percentage basis; a mark of below 60 counts as a failure. Assessment results are divided into five categories: excellent, good, moderate, pass and fail. Those who do not pass the compulsory part of the curriculum cannot obtain the corresponding credits.
  • 9. If students have special reasons for not participating in assessments, they may apply to defer exams. The student in question should raise the application for delayed exams and apply for the relevant verification from the instructor and the heads of department; this application should be submitted to the Graduate School for approval. After approval, students should participate in the next assessment of the same course. All students not applying to defer exams or with permission to defer exams but still not attending will be viewed as being absent from the exam and the appropriate action will be taken.
  • 10. If a student accumulates unexcused absences of or over one-third of the total number of hours on the course they shall not be allowed to participate in the examination, and the course score will be recorded as zero; in the case of random attendance checks, missing three checks for no reason will result in students not being allowed to participate in the course examination, and the course score will be recorded as zero. Students who are absent from examinations will be given a score of zero for the course in question. Graduate students should strictly follow the examination regulations. In the event of a violation of examination regulations or cheating, the result of the examination will be recorded as zero, and disciplinary action will be taken in accordance with the relevant provisions.
  • 11. Students who fail assessments (including absenteeism from examinations, disciplinary procedures and other reasons for results being recorded as zero), are required to process applications for re-sitting the appropriate exams. The actual results of a re-sit will be recorded in the student transcript. Only one degree program module can be re-taken and this module can only be re-taken once.
  • 12. Students on inter-institutional postgraduate courses, should seek approval from their instructors and the relevant heads of department, as well as make a record in the faculty office. Transcripts for classes will be provided by the Graduate School providing the module/course and those who have passed the relevant examinations can obtain the corresponding credits. iii. Asking for leave 1. Students should register at BNU at the start of each semester. If students cannot register for any reason, they must apply to the relevant department for leave, this leave must also be reported to the tutor and head teachers. Unauthorized leave of absence without application or not being registered on time will be viewed as absenteeism and punished accordingly; those who have not registered within two weeks (including two weeks) will be deemed as giving up their student status and shall be automatically withdrawn from the course.
  • 13. Graduate students should comply with the winter and summer holidays, and take note of the time at which they should return to BNU. During the semester, students should usually stay at BNU and are not free to leave school as they please. Should students need to leave the school for any reason, they should seek permission before leaving.
  • 14. Should students have to leave BNU due to an injury which occurred in school they must produce a medical certificate from the campus hospital. If their injury occurred outside the school they should produce a certificate from a second-level hospital. If the absence is three days or less, approval should be requested from the instructor, class head or tutor. For leave of more than three days, students should fill out the "Post-graduate students of Beijing Normal University leave application form" (and include a medical certificate). After being signed by the heads of school, approval should be sought from the Graduate School and the International Students Office. Students who have accumulated sick leave of more than two months in a single semester will be required to leave the course.
  • 15. Graduates should generally not ask for private affair leave. If it proves necessary, students seeking leave of up to two days should seek approval from the instructor or class head or tutor. For leave of more than two days, students should fill out the "Post-graduate students of Beijing Normal University leave application form" which should be signed by the relevant heads of department and taken to the Graduate School and the International Students Office for approval. Students who have accumulated leave of more than one month in a single semester will be required to leave the course.
  • 16. Should students need to leave China as part of their thesis-writing process, for example for collecting documents and information they must fill out the " Post-graduate students of Beijing Normal University leave application form". This must be signed by the department heads and then passed to the International Students Office for filing.
  • 17. Applications for a leave of absence should generally be handled in person by the student concerned, after leave has been granted and the student has returned to BNU, they should report to the office where leave was approved within the agreed time period. The relevant procedures should be followed in order to extend leave.
  • 18. Students are not allowed to leave the school without getting prior permission for this leave; they should also return to the school at the end of their leave period. If leave extensions have not been agreed students should return to the school. If they do not, they will be viewed as being absent and dealt with accordingly. The relevant provisions in the document: "Disciplinary action for Beijing Normal University students" will be taken in the result of absence without permission.
    iv. Changing Majors
  • 1. Graduate students should normally complete the major to which they were admitted. If they satisfy one of the following conditions they may apply to change major:
  • (1) Instructors have left the country for long periods of time, undertake other long-term work or for other special reasons are unable to carry out their duties, and the original duties cannot be readjust in line with the original arrangement.
  • (2) A graduate student is physically unable to continue with a certain major.
  • (3) Outstanding students have a strong passion to be transferred to another major.
  • (4) Other special reasons
  • 19. The graduate student should make the application to change their major before the end of the first school year end. Generally, Ph D. Students are not permitted to change majors.
  • 20. Applications for graduate student major transfers should be made by the applicant him/herself, after consultation with a teacher. The agreement of the heads of department of both the original major and the prospective made should be given. The application should also be passed to the Graduate School for approval.
  • If a recipient of the Chinese government scholarship applies to change majors, they must provide a letter of consent from the Embassy of their home country in China and seek approval from the China Scholarship Council and the school.
  • 21. Due to changes in demand for certain talent sets in the community, appropriate adjustments may be made to majors (after gaining the approval of the graduate students in question).
  • 22. Graduate students who fall into the following categories, shall not be permitted to change major:
  • (1) Those who have enrolled for less than one semester
    (2) Those who have changed major in the past
    (3) Those who are currently away from the school (but still retain student status)
    (4) Those who are due to graduate in the current academic year
    (5) Those who should be expelled from the school
    (6) Those without a legitimate reason
    v. Suspension of Studies, Retention of Student Status and Returning to the School
    1. In theory students should complete their studies according to the usual pattern of education at BNU. Those who need to suspend their studies due to special reasons or those who cannot adhere to the normal periods of learning may apply for leave of absence.
    23. Graduate students in the following categories should suspend their studies:
    (1) Those who are injured and possess a diagnosis from the campus hospital or another designated hospital stating that they should suspend their studies for two months (including within a single semester) in order to receive treatment. (2) Those who have accumulated one month or more of sick leave during a single semester (3) Those who need to apply for leave to participate in military service (4) Those who, due to other special circumstances, apply for a leave of absence or those whom the school deems it necessary to take a leave of absence. 24. Graduate students who need to suspend their studies should fill out the "Beijing Normal University graduate student status changes form" and have this agreed to by the instructor and heads of department. An official stamp should be put on the agreement. This agreement should then be sent to the Graduate School and the International Students Office for approval before the leave of absence; China Government Scholarship Students should also give notice to their Embassy and the China Scholarship Council. Those who have been asked by the school to suspend their studies do not need to personally put forward the application for leave.
    25. Study suspensions will generally be measured in semesters, suspensions of less than one semester will be viewed as a full semester for calculation purposes. Those who still cannot return to school after one semester, can apply to extend the period of suspension. The accumulated period of suspension cannot exceed three academic years.
    Suspension periods are not included in the years of study required to complete a degree. 26. Students on a leave of absence should complete the required procedures and visa formalities. Students on an authorized leave of absence retain their student status. During their leave of absence students will not enjoy the same treatment as other graduate students.
    27. Self-funded graduate students who suspend their studies should apply to return to BNU three months before the start of the next semester. Only after approval will it be possible to return to school. Chinese government scholarship students should apply to return to BNU six months before the start of the next semester. The application must be approved by the school, the student country Embassy in China and the China Scholarship Council before students are able to return to school. Graduate students on a leave of absence due to injuries who wish to apply to return to school, should submit the proof of rehabilitation provided by a hospital before being able to return to school.
    28. In theory it is not possible for graduate students to suspend their studies during the thesis writing period. 29. Students on a co-operation program with a foreign university must complete the relevant departure procedures before leaving the country. Their student status will be retained during the period of leave but they will not enjoy the same treatment as continuing graduate students. On completion of the period of study overseas, students should return to BNU and report to the Graduate School within one week of returning.
    30. Students may not attend classes and assessment when their student status is being retained. The school is not responsible for any incidents which occur when the student is on a period of absence during which their student status is being retained. If a student commits a serious violation of the law during the period of leave, the school will withdraw the right to return to school.
    vi. Leaving the School
    1. Students who fall into one of the following categories will be required to leave the school:
    (1) Those who have not returned to school after an approved leave of absence; those who do not apply to return to school in accordance with the regulations after a period of suspension or student status retainment; those who have agreed to return to BNU but do not return within two weeks of registration.
    (2) Those who have been diagnosed as having a disease or disability and cannot continue to stay at the school, including those who are deemed unsuitable to stay in China due to suffering from an infectious disease.
    (3) Those who not registered within two weeks or leave school for two weeks (and do not attend classes, undertake research and other activities) without a valid reason.
    (4) Those who engage in talk and activities which are deemed as being anti-China during their time at BNU.
    (5) Those who have violated Chinese law and are sentenced to imprisonment (and above punishments).
    (6) Those who do not have a student visa and have not undertaken the procedures to change their visa within two weeks.
    (7) Those who are graduate students in this school but have also registered as another type of student, on other majors or at another school/university.
    (8) Those who are unable to continue studying for other reasons.
    (9) Those who do not pay their tuition fees on time.
    (10) Those who have not registered by the appropriate deadline.
    (11) Those who are required by the school to suspend their studies but refuse to do so.
    (12) Those who have voluntarily applied to leave the school.
    31. Students with one of the following conditions, proposed by the instructor or the faculty and approved by the school, will be required to leave the school:
    (1) PhD students who:
    n Have not passed one class.
    n Fail the interim assessment.
    n Have a dissertation which is deemed as being unsatisfactory and are not recommended for the viva voce. n Have not completed their studies within the required timeframe and have not applied for an extension, have not been granted an extension or who have been given an extension but have still not completed their studies.
    (2) Masters students who:
    n Have not passed one class, even after retaking the module.
    n Have failed one class, even after a retaking the exam, and also have another class which have been failed, or who have failed two or more exams.
    n Have not attended exams for two or more classes without prior approval.
    n Have not passed the intermediate screening or, despite having passed the intermediate screening, are deemed as being unable to complete the required thesis.
    n Have not completed their studies within the required timeframe.
    32. The decision to require a graduate student to leave the school is made in the Principals Meeting. Notification of being withdrawn from the school will be delivered to the student in question by the school where possible (where this is not possible, notification will be sent by email or posted on the bulletin board on campus)
    Students who have applied for voluntary withdrawal from the school should fill out the " Beijing Normal University graduate student status changes form"; this should be signed by the relevant instructors, department heads and passed to the Graduate Student Office and the International Student Office for approval.
    33. Being asked to withdraw from a course is not a form of punishment. Transcripts will be issued to those who have studied at the school for one full year and proof of study will be provided to those who have studied at the school for less than one year.
    34. Graduate students should follow this process when withdrawing from the school
    (1) Students who are leaving the school should complete the relevant visa procedures and campus card procedures before leaving the school.
    (2) Tuition fees will be refundable for those who are withdrawing from the school due to a violation of Chinese law; for all others tuitions fees will be refunded in accordance with the standard refund regulations.
    35. Students who disagree with being withdrawn from the school can lodge a complaint with the Student Appeals Committee within the specified timeframe.
    36. Students cannot apply to return to the school after withdrawal/expulsion.
    vii. Reward and Punishment
    1. The Graduate School and faculties will conduct a comprehensive assessment of the moral, intellectual, physical, and aesthetic development or moral character, academic, scientific innovation, physical status and social services performance of students and give recognition and reward to outstanding students on a regular basis.
    37. Recognition and awards for graduate students will take the form of incentives to encourage students, examples include: the issue of certificates, medals, prizes, scholarships, honorary titles, etc. 38. Students who violate school rules, depending on the seriousness of the case, will be liable for disciplinary action.
    39. Disciplinary action can be divided into five categories:
    (1) Warnings
    (2) Severe warnings
    (3) Record of offence
    (4) Probation
    (5) Expulsion
    40. Graduate students who fall into one of the following circumstances will face expulsion:
    (1) Those who violate the Constitution or disturb social order
    (2) Those who violate state law or commit a criminal offence
    (3) Those who violate public order regulations and are punished; those of bad character
    (4) Those who enlist others to take their exams, take exams for others, organize cheating, participate in cheating and use communication equipment in order to cheat
    (5) Those who engage in plagiarism, copying research undertaken by others etc.
    (6) Those who violate school rules, seriously affect the order of education and life in the school; those who affect order in public places; those who harm individuals, organizations etc.
    (7) Those who repeatedly violate school rules and, after to disciplinary action, still not not mend their ways
    41. The decision to expel graduate students will be examined by the Graduate School and International Students Office and will be agreed by the Principals Meeting after further research.
    42. Graduate students who are expelled from the school will be issued with proof that they studied at the school. Such students must undertake the relevant visa cancellation procedures within the deadlines set by the school.
    43. Those who have been expelled will not be permitted to re-enter the school.
    44. Students who disagree with being expelled from the school can lodge a complaint with the Student Appeals Committee within the specified timeframe.
    45. Reward and punishment materials must be true and complete and copies of the documents will be kept in the school archives and may not be removed.
    viii. Graduation, Study Completion and Failure to Complete Studies
    1. The usual time period for completion of Masters and PhD degrees is three years and the International Masters takes two years.
    46. Students who complete their studies within the set time period by completing the required learning and research tasks, performing well, passing the required examinations and tests and the dissertation (including defense/viva voce) shall be allowed to graduate and receive their graduation certificate. Those who meet the degree-granting conditions, will be presented with a diploma.
    47. Graduate students who complete the prescribed training plan within the time frame and pass the exams but do not pass the dissertation defense/viva voce will be allowed to graduate and will receive a certificate proving that they completed the required courses (but this is not the same as graduation). 48. Students who have completed their credits studies on agreement from the Degree Assessment Sub-Committee by a vote (where more than half of the Sub-Committee members have agreed) may be given extra time to complete their dissertation defense. Masters students can have an extra year to complete their dissertation defense and PhD students can have an extra two years to complete their doctoral thesis defense.
    Applicants must apply in person to re-take the dissertation defense and this must be agreed by the instructors and department heads. Students who pass the dissertation defense and have met all the requirements of the degree will be given the relevant certificate. The Degree Assessment Sub-Committee will decide on the issue date for the certificates. Those who have received an initial certificate can exchange this for a full graduation certificate within the specified time period.
    Students applying to re-take a dissertation defense/viva voce do so at their own expense. Only one opportunity to re-take the dissertation defense/viva voce will be provided.
    If students have not applied to re-take the dissertation defense/viva voce within the prescribed time limit, this will be viewed as an automatic withdrawal of the right to re-apply and students will not be allow to re-take the dissertation defense/viva voce.
    49. Graduate students who have studied in the school for more than one year, may be allowed to graduate without diploma and will be issued with transcripts; those who have studied for less than one year, will be given proof of their time studying in the school.
    50. Graduate students who, as a result of objective reasons, have not completed their studies within the prescribed time period, or for whom a short-term extension would bring better results, can apply for an extension. The student in question must fill out the "Beijing Normal University graduate student status changes form" which must be approved by Instructor, faculties, Graduate School and the International Students Office.
    The total time to complete a degree, including extensions, should not be more than six years. During the period of extension, students may not apply for suspensions.
    Those who have completed all the required learning and research tasks, performed well, passed the examinations and the thesis defense (viva voce) and who meet all the relevant requirements, will be permitted to graduate and receive a graduation certificate. Those who meet the degree-granting conditions will receive diplomas.
    Those who have not completed their studies at the end of the extension period will be subject to a review by the school (based on the actual situation of each case) and will be processed accordingly. Those who have been forced to finish their studies due to failure to complete on time will not be permitted to take part in the thesis defense/viva voce.
    51. Graduate students who have completed the whole training program ahead of schedule (including the writing of the dissertation) can apply to take part in the dissertation defense/viva voce in advance and may be allowed to graduate in advance (in accordance with prescribed procedures).
    52. Graduate students who apply to graduate early should have their application approved by their instructors and department head within the specified time period. The Graduate School must also provide approval.
    Graduate students who apply to graduate in advance should pay the full tuition fees.
    53. Those who apply for early graduation but have not completed all requirements of the course or those who do not complete their studies will be given the appropriate treatment by the school.
    54. Those who violate the provisions of the national graduate school admissions regulations will not receive academic certificates and degree certificates. Certificates and qualifications which have already been issued will be recovered and reported to the Ministry of Education as being invalid.
    55. If after graduation and the issue of a degree certificate it is found that fraud or thesis plagiarism has taken place, the certificates will be recovered by the school and reported to the Ministry of Education as being invalid.
    56. Should a certificate be lost or damaged, a new certificate can be issued upon request, after school records have been verified. The new certificate will be equivalent to the original certificate 57. Students who have graduated from the school must leave BNU within a week of finishing all the procedures for school leavers.
    ix. Attachments
    1. These regulations apply to full-time regular graduate students, and come into force on September 1, 2010. If previous regulations are inconsistent with this provision, these regulations shall prevail. Where these regulations conflict with those of higher level departments, the higher level departments will prevail over this set of regulations.
    58. Regulations not covered in this document will be governed by "Provisions on the Administration of Beijing Normal University graduate students".
    59. The interpretation of these rules by the Graduate School and Office of International Exchange and Cooperation is final.