Academic groups are the highest level breakdowns of the academic institution for academic structural purposes. Each academic program and course catalog must be linked to one academic group.

There is only one academic institution in SIS, i.e. HKUST.

This signifies the Year of Study of a student.

Schools/Departments/Units
E.g. LIFS = Division of Life Science
MARK = Department of Marketing
SENG = School of Engineering

In SIS, an academic plan refers to an area of study—such as a major, minor, or option —that exists within an academic program or academic career.

Academic programs in HKUST: UGRD, RPG, TPG, EXEC, NUGD, NTPG, NRPG, NDEG

This is a simple function to request for adding a course.

The term a student is admitted to start study at HKUST for a program. E.g. 1210 refers to the term - 2012 Fall.

The Advisement report provides information on the requirements that a student needs to fulfil for graduation. It also shows the academic progress on requirements satisfied and outstanding. Courses taken in HKUST, credits transferred from courses taken elsewhere or from previous programs taken in HKUST will also be reflected.

See further details and sample reports here.

This indicates a student is pursing full-time or part-time study.

Campus Location

CWB = Clear Water Bay

GZ = Guangzhou

This is the delivery pattern - Lecture, Lab, Tutorial.

Each section of a course has a class number.

Information on exchange is kept under co-curricular activities.

This is to distinguish the group of students admitted in the same term.

Some courses require the prior consent (or approval) of course instructors before a student can enroll.  Such requirement will be stated in the description of the course. 
A consent granted does not imply that a student can enroll a class if he/she cannot meet the requisite requirements.

If students want to audit a course, they need to seek the special approval from the course instructor.  Auditing students will not be awarded a regular grade or earn credits.  ‘AU’ will be assigned as the course grade when it is successfully completed.

Otherwise, the record will be removed from the transcript. (Request for auditing a course will only be processed during add/drop period and when class places are available.)

Course catalog provides information of courses. A course is composed of a subject area and catalog numbers.

A unique number is assigned to a course in the system.

Special approval from the program office is required if a student wants to enroll for credits beyond the limit.

In general, undergraduate students within their normal duration of study should register for courses for no more than 18 credit units in a regular term.

Approval of course instructor is required if undergraduate students intend to take a postgraduate course, or vice versa.

This shows if the source of the test result is an official one or unverified.

Drop function facilitates students to
1. drop a class which enrollment is already confirmed; or
2. remove a wait-listing class from the enrollment record.

A method of recording date information in PeopleSoft Enterprise applications. You can predate information to add historical data to your system, or postdate information in order to enter it before it actually goes into effect. By using effective dates, you don’t delete values; you enter a new value with a current effective date. When the date is in effect, it shows the latest value of an item, e.g. in course catalogue, if a course has changed title, on the effective day and after, the latest title is displayed.

Enrollment Period when students can actually add, drop, or swap classes.

The expected graduation term is stamped to students who are undergoing graduation check.

This refers to the education background before students are admitted to HKUST.

Grades that are assigned for the course.

Add Drop Period

Primary plan refers to a student's major e.g. GBUS of BBA, BIOL of BSc.

This is pointing to the curriculum required for the students.

Requisites refers to pre-requisite or co-requisite of a course. If students do not meet the pre-requisite or co-requisite requirements of a course and have special grounds for enrollment, they may submit a request with justifications to override the requisite requirements.

In PeopleSoft Enterprise Campus Solutions, Service Indicator indicates services that may be either withheld or provided to an individual. Negative service indicators indicate holds that prevent the individual from receiving specified services, such as check-cashing privileges or registration for classes.

In HKUST, negative service indicator is currently used to indicate unsatisfactory academic progress.

The class enrollment system adopts a shopping cart concept in which students may put the classes they plan to enroll in the shopping cart.  When validating the suitability of these classes, the system may prompt them with warning messages.  They will then proceed to enroll the classes in the shopping cart in the next step.

Classes in the shopping cart are not yet enrolled and students must confirm them during the enrollment period.

Validation Period when students can see their pre-enrolled courses and start putting their desired classes into the shopping cart as a temporary storage.

Normally students will have a career no. 0 to start with, if they have studied in HKUST in the same career, the career no will be different, e.g. Mphil = 0 and PhD = 1.

Student Information Systems usually include academic structure, campus community, recruiting and admissions, curriculum management, student records, student financials, academic advisement and self service.

Students on exchange are stamped with a status of “Exch - on exchange” under Student Agreement”.

For PG students, normally the subplan refers to Concentration while for UG students, normally the subplan refers to option.

If students want to change from one course/class to another, they may submit a swap request. The original course/class will NOT be dropped until the new course/class has successfully been added.

It is the maximum number of total credit units a student may enroll in a term, including the pre-enrolled classes.

Please note that UG students can waitlist to a maximum of 24 credits.

Term value is the numeric code that uniquely identifies the term.

Codes are used to stand for subjects of an examination, e.g. A09 stands for Economics.

Test ID stands for the name of an examination, e.g. HKAL, HKDSE.

The academic term(s) a UG course will typically offered.

It refers to the credits.

The system allows students to plan their classes before the enrollment process begins. Students can put the classes they intend to enroll in the shopping cart and check the enrollment conditions and potential timetable clashes. If necessary, seek special approval with the ‘Request for Approval’ button for the following cases:

a) Requisites
If you do not meet the pre-requisite or co-requisite requirements of a course and have special grounds for enrollment, you may submit a request with justifications to override the requisite requirements.

b) Consent
Some courses require the prior consent (or approval) of course instructors before a student can enroll. Such requirement will be stated in the description of the course. A consent granted does not imply that a student can enroll a class if he/she cannot meet the requisite requirements.
(Multiple requests/approvals will be required if the class requires consent and has requisite requirements.)

c) Cross-career Enrollment
Approval of course instructor is required if undergraduate students intend to take a postgraduate course, and vice versa.

d) Credits Overload
Special approval from the program office is required if you want to enroll for credits beyond the limit.
In general, undergraduate students within their normal duration of study should register for courses for no more than 18 credit units in a regular term.

When a class is full, students may choose to add their request to the waiting list.  Course instructors/departments decides the class quota of their courses to accommodate wait-listing students.

What-If Report is a tool that can be used by 4Y undergraduate students to determine how changes to their major or minor programs would affect their course of study.