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Updated in November 2009,THE HONG KONG INSTITUTE OF CHARTERED SECRETARIES. STUDENT HANDBOOK TABLE OF CONTENTS, 1 The Hong Kong Institute of Chartered Secretaries and the Institute of. Chartered Secretaries and Administrators,1 1 Background 1. 1 2 Mission 2,1 3 Membership Requirements 2,1 4 Dual Membership 2. 2 The Chartered Secretary Profession 3,3 Route to Membership 4. 4 Student Registration 4,4 1 Entry Requirements 5,4 2 How to register as a Student 6. 4 3 Closing Dates for Applications 6,4 4 Collaborative Course Students 7. 4 5 Renewal of studentship 9,4 6 Dormant Student 10. 4 7 Studentship Extension 10,4 8 Re registration 11. 5 Student Disciplinary 11,6 The International Qualifying Scheme IQS 11. 7 Exemption Policy International Qualifying Scheme 12. 8 Penalty of late exemption payment 14,9 Exemption Information 14. 10 How to prepare for the examinations,10 1 Examination Preparatory Courses 15. 10 2 IQS Examination Technique Workshops 15,10 3 Study Materials for Examinations 15. 11 The Examinations,11 1 How to Apply 16,11 2 Examination Timetable 16. 11 3 Examination Instructions and Regulations 16,11 4 Examination Admission Slips 17. 11 5 Postponement of Examination 17,11 6 Bad Weather Arrangements for Examination 18. 11 7 Grades and Results 18,11 8 Review of Examination Result 18. Updated in November 2009,12 Fee and Payment 19,12 1 Unpaid Sums 19. 13 Become a Member,13 1 Membership Requirement 19,13 2 Graduateship 19. 13 3 Relevant Working Experience 20,14 De registration. 14 1 Student Resignation 20,14 2 Removal from Student Register 21. 15 Student Re registration 21,16 Services for Students. 16 1 Student Card 21,16 2 Institute monthly journal CSJ 21. 16 3 Purchase of ICSA Study Text HKICS Study outlines 22. 16 4 Student Activities,16 4 1 Student Gathering Series 22. 16 4 2 Enhanced Continuing Professional Development ECPD 22. 16 4 3 Biennial Corporate Governance Conference 23. 16 4 4 Annual Dinner 23,16 4 5 Members Convocation 23. 16 5 Awards for outstanding achievement in the International 23. Qualifying Scheme,16 6 Institute s E Circular 24,16 7 Website Student log in area 24. 17 Communications,17 1 By email 24,17 2 By Mail and in Person 25. 17 3 Opening Hours 25,17 4 Contacts 25,Updated in November 2009. Appendix 1 Route to Membership 26, Appendix 2 Policy Statements Examination cancellation and 27. re arrangements due to bad weather warning and other unpredictable. Appendix 3 Policy and Procedures for Review of Examination Results 29. Appendix 4 Notice to Graduates and Registered Students on obtaining 31. Employment references for Membership application, Appendix 5 Procedure of Access of Student Log in Area 34. The Student Handbook is subject to change without prior notice. Updated in November 2009,Welcome to the Institute, This Student Handbook will help you familiarise yourself. with the Institute as well as,the International Qualifying Scheme. Updated in November 2009, 1 THE HONG KONG INSTITUTE OF CHARTERED SECRETARIES AND. THE INSTITUTE OF CHARTERED SECRETARIES AND ADMINISTRATORS. 1 1 Background,About The HKICS, The Hong Kong Institute of Chartered Secretaries HKICS is an independent professional. body dedicated to the promotion of its members role in the formulation and effective. implementation of good corporate governance policies in Hong Kong and throughout. China as well as the development of the profession of Chartered Secretary. HKICS was first established in 1949 as an association of Hong Kong members of the. Institute of Chartered Secretaries and Administrators ICSA of London It became a. branch of ICSA in 1990 before gaining local status in 1994 and today has more than. 5 000 members and approximately 2 600 students as of November 2009. HKICS issues two sets of post nominal to its Members who qualify locally One set on. behalf of HKICS FCS for Fellows and ACS for Associates and one set on behalf of the. international body ICSA FCIS for Fellows and ACIS for Associates. About The ICSA, The ICSA is the leading professional body for company secretaries and senior. administrators across all sectors, Established by Royal Charter and with over 100 years experience ICSA qualifies. Chartered Secretaries through its Qualifying Schemes provides its members and. students with a range of support services enforces a strict code of conduct with which. all members are required to comply promotes and supports best practice in all areas of. corporate governance and provides a global voice on boardroom and regulatory issues. ICSA has 44 000 members and 27 000 students in over 70 countries ICSA s headquarters. are in London with separate Divisions in Australia Canada Hong Kong Malaysia New. Zealand Singapore South Africa and Zimbabwe,Updated in November 2009. 1 2 Mission,Principal aims of the HKICS are, a to promote the good governance management and efficient administration of. companies and other public bodies in commerce industry and public affairs. b to promote the study of and research into the law and the practice of governance. secretaryship and administration, c to support and protect the character status and interests of members graduates. and students, d to promote the efficiency and usefulness of the service and the standard of. professional conduct provided by members, e to consider all manner of questions affecting the interest of the profession of. Chartered Secretary,1 3 Membership Requirements, Subject to the requirements stated below students will gain membership of the Institute. and ICSA after they have completed the International Qualifying Scheme IQS There. are THREE requirements for becoming a member of the Institute They are. 1 To complete the International Qualifying Scheme, 2 To gain relevant work experience gained before during or after study for. examinations, 3 To be a fit and proper person both in respect of character and in respect of the. position held,1 4 Dual Membership, Upon completing the International Qualifying Scheme examinations students become. Graduates of both HKICS and ICSA Membership of HKICS can be applied for if you. have the necessary experience and character references Students may also become. Graduates of ICSA, Membership of ICSA as referred to in this document is conditional upon agreement and. contractual relations between HKICS and ICSA Such agreement and contracts are. subject to change and or termination by either party and therefore notwithstanding. anything to the contrary in this document HKICS cannot provide any assurance that. membership of HKICS will lead to automatic membership to the ICSA or can HKICS be. held responsible if membership of ICSA is not granted even following completion of the. International Qualifying Examination and or qualifying procedures being met. Updated in November 2009,2 The Chartered Secretary Profession. Chartered Secretaries are high ranking professionals who are trained to uphold the. highest standards of corporate governance effective operations compliance and. administration Highly valued by employers for their training Chartered Secretaries are. the primary source of advice on the conduct of business This can span everything from. legal advice on conflicts of interest through accounting advice to the development of. strategy and corporate planning Chartered Secretaries are employed as chairs chief. executives and non executive directors as well as managers and company secretaries. The core duties of the Chartered Secretary are generally wide in scope and may range. from administrative duties such as personnel management and the maintenance of. company accounts and registers to duties as diverse as ensuring that the company. complies with regulatory requirements or advising the directors on good corporate. governance practice, Being a Chartered Secretary opens the door to a world of opportunities including. AREA OF COMPETENCY LISTED LARGE SME NOT FOR,PRIVATE PROFIT. Company Secretarial Duties e g,maintaining statutory books. Legal advice and assistance,Shareholder Communication including. Investor Relations,Board meetings planning minuting. helping to implement decisions,Advising on response to legislation e g. data protection share dealing,Listing Authority compliance. Employee share scheme administration,Annual Report preparation. Contracts drafting reviewing and,negotiating,Verification of official publications. Chairman s statement and press releases,on appropriate matters. Advising HR functions,Insurance administration,Pension administration between pension. advisors and pension members,Management accounting and financial. Property management, Note Above chart is adapted with courtesy of ICSA UK. Updated in November 2009,3 ROUTE TO MEMBERSHIP, To achieve HKICS ICSA Membership you are required to register as Student of the. Institute and complete our International Qualifying Scheme Once you have. successfully completed the scheme you will be automatically become Graduate You. may apply immediately for election to membership i e Associate if you already have. the required work experience Otherwise you should continue to accumulate relevant. work experience required for election to membership within a period of 10 years. Please refer to the chart in appendix 1 page, A member is designated as a qualified Chartered Secretary and entitled to use the. following post nominals for his her appropriate status in the Institute. Associate ACS ACIS i e associate member of HKICS associate member of ICSA. Fellow FCS FCIS i e fellow member of HKICS fellow member of ICSA. Practitioner s Endorsement PE Members obtain a minimum of 30 CPD points form the. Institute or other recognised course providers at the rate of 15 points per CPD year for. two years The post nominals are FCS PE and ACS PE,4 Student Registration. The Institute s examinations can be attempted only by registered students of the. Institute In order to become a registered student an applicant must comply with the. a Application for registration must be made in the prescribed Studentship Registration. Form EE014 obtainable from the Institute, b Every applicant for registration must provide evidence acceptable to the Institute. that he she has obtained qualifications of either recognised degree or recognised. professional qualifications note1, c Every applicant for registration must be recommended as fit and proper for. admission to the examinations of the Institute by a member of the Institute by a. person of professional standing or immediate supervisor at work. d The decision of the Institute on all applications shall be final. Updated in November 2009, Note 1 Students are required to submit the Certificates and Transcripts of all post. secondary and professional qualifications The Exemption Sub Committee is entitled to. request a complete set of post secondary education and professional credentials before. an exemption decision is made Therefore students can speed up the exemption. process by providing all information when submitting their studentship registration. 4 1 Entry Requirements, Every applicant for registration as a student is required to submit acceptable evidence. that he she has obtained approved educational qualification s. Applicants must meet the entry requirements of the IQS and must be holders of any of. the following qualifications,a Recognised university degree. b Recognised professional qualifications, c Institute of Business Administration and Management IBAM Advance Diploma in. Business Administration note 2, d Caritas Francis Hsu College Higher Diploma in Corporate Management note 2. e Institute of Administrative Management IAM Advanced Diploma in Administrative. Management note 2, Note 2 Minimum English requirements non degree holders applying for HKICS. studentship must satisfy the following requirements in the table below This rule will be. effective for all applications starting from 1 January 2011. Minimum English Requirement of the non degree holders. a The International English Language Testing System IELTS 6 0. b Test of English as a Foreign Languague TOEFL 550 paper based or 213. computer based,c Cambridge Proficiency in English Grade C. d Hong Kong Advanced Level Examination HKALE Use of English Grade E. e Hong Kong Advanced Level Examination HKALE General Certificate of Education. Advanced Level GCEAL English Literature Grade E, f Hong Kong Certificate of Education Examination HKCEE Level III Note Grade C in. syllabus B or equivalent,Updated in November 2009, Every applicant for registration must be recommended as fit and proper for admission to. the examinations of the Institute by a member of the Institute or by a person of. professional standing The decision of the Institute on all applications shall be final. All registered students are required to observe the code of professional conduct of the. Institute Appendix 2,4 2 How to Register as a Student. Applicants are required to complete and return the prescribed application form in person. to the Secretariat with following documents, 1 Original and photocopies of all post secondary educational and professional. certificates and transcripts in support of the application. 2 Registration payment can be made by,c cheque or bank draft payable to HKICS or. d Chartered Secretaries American Express card, At submission of the above documents the applicant must present his her Hong Kong or. PRC Identity Card passport to certify his her identity. a Registration by post will only be accepted if copies of documents enclosed are certified. by either an Associate Fellow member of HKICS or Government District Officer A. copy of the applicant s HKID card passport must be enclosed. b Submit in person to the HKICS Secretariat Office. Opening hours,Monday Friday 09 00 18 00,Saturday 09 00 13 00. Sunday and Public Closed,4 3 Closing Dates for Applications. Applications can be submitted at anytime However if the applicant wishes to sit for. up coming examinations the following dates must be observed. 1 31st January for applicants wishing to sit for the following June examination or. 2 31st July for applicants wishing to sit for the following December examination. Updated in November 2009,4 4 Collaborative Course Students. Collaborative Course students are students of the following three courses Full. exemption may be granted to graduates of the three courses subject to the terms and. conditions of the Collaborative Course Agreements CCA signed with the Institute. a The Hong Kong Polytechnic University Master of Corporate Governance. b City University of Hong Kong Master of Science in Professional Accounting and. Corporate Governance Corporate Governance Stream, c The Open University of Hong Kong Master of Corporate Governance. All CCA students must comply with the registration and exemption policies of the. Institute in order to obtain full exemptions,4 4 1 Studentship Registration. All CCA students are required to register or re register with HKICS as students. within a period of 3 months after they enrolled in the programmes The Institute. reserves the right to decline their studentship registration application if they fail to. meet with the required deadline, 4 4 2 Policy on penalty for late studentship registration during the course of study. CCA students who do not register with the Institute as students within the. designated period i e 3 months after they have enrolled into the programmes are. subject to a penalty of HK 200 per month if they want to register with the Institute. during their course of study The calculation is on a monthly basis from the 4th. month after they commence the programme until the date they register with the. Institute The Institute reserves the right not to admit late registrations. 4 4 3 Maintenance of studentship, CCA students MUST maintain their studentship with the Institute during their course. of study with a minimum period of two years for their applications of full. exemptions and Auto Grad, This is applicable to student intakes from 1 September 2005 onwards and all. previous student intakes, CCA students who re register with the Institute as students during the course of. Updated in November 2009, study MUST maintain their studentship with the Institute from the date of. re registration for a minimum of two years for their applications of full exemptions. and Auto Grad status to be considered valid, The Institute will waive the CCA graduates obligations to apply for full exemptions. within a period of 6 months after graduation i e the date of conferment of the. respective master degree if they fall within the re registration student category. Effective date 1 September 2006,4 4 4 Application deadline of full exemptions. CCA graduates are obliged to apply for full exemptions with HKICS within a period of. 6 months after graduation i e the date of award of the respective master degree. The Institute reserves the right to decline their full exemptions application if they. fail to meet the studentship maintenance requirement. Effective date 20 September 2005, 4 4 5 Missing the deadline of full exemption application. CCA graduates are subject to a penalty for submitting the application of full. exemptions after the date of the application deadline stipulated by the Institute. If the full exemptions application is made within 6 months or less after the date of. the application deadline two times of the exemptions fees shall be charged. If the full exemptions application is made for more than 7 months to 12 months. three times of the exemptions fees shall be charged. If the full exemptions application is made for more than 12 months or above four. times of the exemptions fees shall be charged,Effective Date 9 August 2006. 4 4 6 Requirement of ECPD, CCA students are encouraged to take at least three HKICS ECPD courses of HKICS. during their course of study,Updated in November 2009. 4 4 7 Policy on CCA Courses Credit Transfer, Subject to the provision in the CCA programmes signed in October 2004 with. PolyU CityU and OUHK exemptions credit transfer may award to candidates. who satisfy HKICS ICSA s requirements in the Professional Programme Part One. No exemptions will be eligible to the Professional Programme Part Two All. exemptions credit transfer to the candidates should be communicated to the. Institute for record, Credit transfer is allowed for OUHK MCG students if they have taken common. courses of MCG from other programmes Students from other programmes. e g MBA are requested to inform the Institute on starting the MCG. programme and should register with the Institute as students within a period. of 3 months, The time limits for CCA students who apply for credits transfer on common. subjects from other Programmes of the university to CCA programme should. not be more than 24 months from their graduation date of the programme. 4 4 8 CCA graduates who are not eligible to apply for full exemptions under the. following situations should be granted exemptions for Part One four subjects. of the IQS Professional Programmes, a CCA graduates whose study period longer than normal programme. b The credit transfer by the university is not agreed by the Institute. c The date of credit transfer offered by the universities exceeds the time. frame agreed by the Institute,4 5 Renewal of Studentship. Studentship renewal fees are due each year on the anniversary of the date of. registration Students fail to settle the renewal fees on or before the due date will be. removed from the register Once removed from the register students are not allowed. to sit for examinations and are no longer entitled to use the Institute s services until. such time as they have been re registered Students will need to re register and pay a. registration fee to continue their studentship thereafter. Updated in November 2009, Students will receive the Studentship Subscription Renewal Advice two months before. the expiry and a reminder one month after the expiry by post and an email reminder. fourteen days before the Removal A removal confirmation letter will be posted to. HKICS Council will review and adjust fees and subscriptions for each of the financial. year commencing from 1 August every year,4 6 Dormant Student. Dormant students are those who have not entered any HKICS examinations for four. consecutive diets Such students may be removed from HKICS student register subject. to their application of studentship extension Under certain circumstances such as. further study or major illness a student may be permitted to stay dormant for a limited. period subject to the Institute s approval Dormant students are required to apply for. staying on the student register in writing, From January 2008 onward the Dormant Student Policy will be strictly implemented. Students are required to enter at least one examination diet within the first two years. of registration, De registered dormant students can re register with the Institute as students by paying. the re registration fee and complete the required procedures for the studentship. registration,4 7 Studentship Extension, Students are required to complete the examinations within a period of six years from the. date of first registration Extensions must be applied in writing before the studentship. expiry and may be allowed on a case by case basis, Students who would like to apply for studentship extension must submit a written. request to the Exemptions Sub Committee for consideration and approval of the. studentship extension with the following conditions. 1 Students should have attended examinations during the last registration year and. 2 Studentship annual renewal fees should be duly paid within the time given.
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