FAQs

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FAQs

1. Where to apply for transcripts? How long does the application process take?

Please go to the 3^rd floor of the Administration Building and pay the required fees via the automatic machine outside the office of the Division of Registration and Curriculum. After the payment is completed, the Chinese transcripts will be printed out from the printer next to the automatic machine. The English transcript will not be printed out automatically from the printer. Please go to Counter No. 5 of the Division of Registration and Curriculum with the receipt if you request for the English transcript. It takes a working day to process the application.

2a.What do alumni need to provide when requesting transcripts? Can I do it by post or over the phone?

Please download the application form from the website of the Division of Registration and Curriculum. Application over the phone will not be processed. Fill in the application form and send it along with the supporting documents, a return envelope and the fees for the application (by cash or money order made payable to the National Taiwan Ocean University) to the following address:

Division of Registration and Curriculum

National Taiwan Ocean University

2, Pei-Ning Road,

Keelung 20224

Taiwan, R.O.C.

If you don’t remember your student number, please provide your national ID number, your department and your date of graduation. It takes three working days for us to process the application. Please tell us if you need the transcript in a sealed envelope with the official stamp, which costs NTD 1.6. Apart from the application form, you also need to provide the photocopy of your passport or other English documents if this is your first time to apply for the English transcript for that the names on your transcript and the passport should be identical. If you didn’t provide the photocopy of your passport at the time of payment, you may have it faxed to the Division of Registration and Curriculum later after you made the payment (Fax No. : 02-24622850/+886-2-24622850). The Division of Registration and Curriculum shall process the application after we receive the photocopy of your passport.

The return envelope should be self-addressed with a postage stamp already affixed. The number of copies of the documents you request and the mailing method should be taken into account when it comes to postage. The mailing method may not be your intended way to have the document mailed due to insufficient postage. Please refer to the website of Chunghwu Post for the estimated mailing expenses. If you apply for a duplicate copy of your diploma, please enclose a return envelope affixed with the postage enough to be delivered by registered and recorded mail. If the post is lost due to insufficient postage for a registered and recorded mail, the Division of Registration and Curriculum will not be responsible for it.

2b. How does a current student request the transcript?

Please log in to the NTOU Academic Affairs and Student Affairs System: http://ais.ntou.edu.tw/ (You can also find the link at the NTOU website: http://www.ntou.edu.tw/). You can choose “Grades” on the accordion menu, which is on the left side of the screen, to query your grades. Or you can go to the 3^rd floor of the Administration Building to pay the fees and print your Chinese transcript of academic record via the automatic facility outside the office. Follow the instructions shown on the screen to choose Chinese transcript of academic record and complete the payment. After the payment is completed, the transcript will be printed out automatically. If you want to apply for English transcript of academic record or other documents in English, you can use the automatic facility to choose the type of document and complete the payment. After the payment is completed, go to Counter No. 5 of the Division of Registration and Curriculum with your receipt to process the application.

3. What is the difference between the transcript for a given semester and the transcript of academic record?

Alumni can only request the transcript of academic record, on which grade of each course taken at NTOU will be shown. Current students can request both kinds of transcripts. Transcript for a given semester can be requested in the second semester of each academic year (the grade of each course taken in the first semester will be shown on the transcript). Transcript for a given academic year can only be requested in the first semester of each academic year (the grade of each course taken in both semesters of the previous academic year will be shown). The service to provide transcript for a given semester or a given academic year in English is unavailable. You can only request the transcript of academic record in English.

4. What should I do if my diploma or certificate of attendance is lost?

Please go to Division of Cashier or the automatic facility on the 3^rd floor of the Administration Building to pay the required fee, and then bring the receipt to the Division of Registration and Curriculum to apply for a certification of degree conferral or a certificate of attendance.

5. How to apply for the English diploma?

Please go to the Division of Cashier or use the automatic facility on the 3^rd floor of the Administration Building to pay the required fee, and then go to counter No. 5 of Division of Registration and Curriculum with the receipt for the application. It takes one working day for us to process the application. Please provide the photocopy of your passport (the names shown on your passport and English diploma should be identical). If you want to request the English diploma by post, please refer to Q2 for the instructions. Please note that English diploma can only be requested one time only. If it is lost, we will not reissue. However, you can request a certification of degree conferral, which has the same legal force and effect as the English diploma. You can request for more than one copy of the certification of degree conferral.

6. What should I do if I need a verification stamp on my photocopy of Chinese diploma?

Please go to the 3^rd floor of the Administration Building and pay the fee via the automatic facility outside the office of Division of Registration and Curriculum (or Division of Cashier). After the payment is completed, go to the Division of Registration and Curriculum with your receipt and your original diploma to process the application.

7. What should I do if I need to have my application materials for the admission to a foreign school verified by the University (in a sealed envelope with the official stamp/seal)?

The Division of Registration and Curriculum will only provide the service for the documents issued by the Division of Registration and Curriculum. Please go to the Division of Registration and Curriculum with the documents and an empty envelope. The documents shall be put into the envelope immediately after verified by the Division. The official will seal the envelope with the official stamp/seal. Students should send the documents to the school by themselves. Please specify what documents and how many copies you request if the application is made by post. Furthermore, due to the insufficient manpower of the Division, please make the application in person or have someone to make the application at the Division of Registration and Curriculum on your behalf if there are too many envelopes to be processed.

8. When can I request the document that proves my rank in class as an application material for the entrance examination of graduate schools?

The application starts one month after the semester begins. Due to the fact that some of the students are still waiting for their grades of summer courses and course instructors might request to change the grades they submitted, both of which might affect the calculation of grade and class rank, the application will not be processed around the start of the semester.

9. Is there a certificate that can prove that I am currently enrolled at NTOU? How can I apply for it?

If you need the document in Chinese, please go to Counter No. 3 with the photocopy of both sides of your student card, which will be the document to prove your enrollment after the photocopy is stamped with the official stamp.

10. Is the grade of a summer course counted into the calculation of average grade for a given semester?

No, it isn’t. However, it will be counted into the calculation of average grade for graduation.

11. When can I apply for a suspension of studies? How long can my suspension of studies last per application?

You can apply for a suspension any time during the semester. If you want to apply for a suspension for the current semester, you need to complete the application process prior to the first day of the Final Examination (graduating students need to complete the application process prior to the first day of the Graduation Examination). All grades earned in the semester during which the application for a suspension takes effect shall not be counted.

The minimum duration for a suspension of studies is one semester per application. You can apply for a suspension of studies for one semester, two semesters, three semesters, or four semesters. In principle, the duration for a suspension of studies shall not exceed two academic years in total. However, due to physical illness or under special circumstances, you may apply to extend the period in writing. The total period of a suspension of studies after extension must not exceed 4 academic years.

12. What document should I prepare for the application for a suspension of studies? Can I get a refund of my tuition fees? Do I need to make the application in person?

Please log in to the NTOU Academic Affairs and Student Affairs System: http://ais.ntou.edu.tw/

And then choose “Suspension/Withdrawal/Reinstatement” → “Apply for Suspension of Studies/Withdrawal” in the accordion menu on the left side of the screen. After you fill in the information, click on the “apply and print form” button (An undergraduate student needs to obtain the approving signatures of his/her parents or the signature of the legal guardian or provide their approval in writing before applying for a suspension of studies/withdrawal). Bring the application form to the department office to inform the advisor and the head of department or the director of institute of the application. After obtaining the approval of the head of department or the director of institute, the department office and the advisor, you should go to each academic unit or administration office shown on the application form to complete the application process before leaving the University. Please bring the application form along with your student card when you go to the Division of Registration and Curriculum.

Students must complete the registration procedures (including completing the payment of tuition fees) before applying for a suspension of studies/withdrawal if your application is after the registration day. Students, who apply for a suspension of studies/withdrawal after the registration day and before the semester/course begins, can get 2/3 refund of tuition and full refund of the total amount of fees and other mandatory fees. Students, who apply for a suspension of studies/withdrawal after semester/course begins but before the 1/3 of the semester, can get 2/3 refund of the total amount of tuition fees and other mandatory fees. Students, who apply for a suspension of studies/withdrawal after 1/3 of the semester but before 2/3 of the semester, can get 1/3 refund of the total amount of tuition fees and other mandatory fees. Students, who apply for a suspension of studies/withdrawal after 2/3 of the semester, will not be able to get a refund.

Only tuition fees are refundable. If you are eligible for a refund, please provide the receipt of the payment (photocopy will not be accepted) and the bank account to which we transfer money. If your invoice is lost or your payment is completed via ATM, please go to the Division of Cashier for the invoice or the receipt.

13. How should I apply to return to my studies? Can I resume my studies prior to the date of intended return? Can I register for summer courses during my suspension?

Before the end of your suspension (around January if the date of intended return is in the first semester and around July if the date of intended return is in the second semester), we will send you the reinstatement notice. After you receive the notice, please go to the Division of Registration and Curriculum to process the application. You can return to your studies in the following semester (a student will not be able to return to his/her studies during a semester) and collect your student card.

You can return to your studies prior to the date of intended return. For example, if you apply to suspend your studies for three semesters but wish to return to your studies before the end date of your suspension (one semester or two semesters prior to the date of intended return), please send the application form (no fixed format) to the Division of Registration and Curriculum in person or by post one month before the start of the semester you wish to return to your studies (around July for students whose reinstatement is in the first semester and around January for students whose reinstatement is in the second semester).

Students are allowed to register for summer courses after the end date of their suspension. If you wish to register for summer courses, please go to the Division of Registration and Curriculum to process the application as soon as possible after you receive the reinstatement notice.

14. How can I extend my suspension during my suspension period?

If you want to extend the suspension period, you need to apply for an extension in writing (no fixed format required) no later than the end date of your suspension (around December for students whose reinstatement is in the first semester and around May for students whose reinstatement is in the second semester).

15. What will happen to my grades if I suspend my studies during the semester?

All grades earned in the semester during which the application for a suspension of studies takes effect will not be counted.

16. When can I apply for minors or double majors? What are the application requirements?

You can apply for a minor or double major from the second academic year after your enrollment to the first semester of your fourth academic year.

You must have an average grade of 80 for the two semesters of the previous academic year or your class rank must be within 10 percent of your class if you want to declare a double major with a different academic focus from your major department.

All undergraduate students are qualified to apply for a minor.

Please go to the NTOU website (http://www.ntou.edu.tw/) and find the link to the NTOU Academic Affairs and Student Affairs System (http://ais.ntou.edu.tw/). After you log in to the system, please select “Apply for a minor/double major” in the accordion menu on the left side of the screen. Select the application type (minor or double major) and the proposed department/institute, and then click on the “Save and Print the Application Form” button.

17. If I want to discontinue my minor or double major studies, what should I do? How? Can I have the credits earned as the credits for graduation after I discontinue my minor studies?

Students may request to abandon their pursuit of minors or double majors in writing (no fixed format required). After obtaining the approving signatures of the head of each relevant department, students should go to the Division of Registration and Curriculum to process the application.

The application to discontinue your minor or double major studies can be made any time during the semester but graduating students should make the application no later than the end of May. If the application is completed in June (around the time of Final Examination), you will not be able to collect your diploma until July.

Students, who are unable to complete the minor studies due to failure to meet the requirements for the minor or have to discontinue the minor studies under special circumstances, can have their credits earned for the minor studies as their general elective credits for their major studies upon the approval by the head of department provided that the credits have been earned by taking courses with the academic focus related to their major studies.

Students in pursuit of a double major, who met standards for a minor degree by taking courses for a second major but failed to finish all the core courses and credits required by the second major, may abandon their pursuit of a double major to be qualified to graduate with a minor instead. If any core course taken for the second major is of an academic focus related to the first major, the course can be counted as the elective course for the first major and the credits earned can be counted in the calculation of the total credit numbers for graduation required by the first major upon ratification by the head of the first major department.

18. I have declared a minor/double major, but I am not able to register for the course for my minor/double major because the course overlaps with a core course of the first major department. What should I do?

Please don’t worry. All you need to do is finish all the required courses for your minor/double major before graduation.

19. If I can’t finish all the required courses for my double major within six years, can I extend my duration of study?

Students who have already extended their duration of study due to insufficient number of credits for the second major in accordance with Article 36 of the NTOU Study Regulations may request to extend their duration of study for another semester or another academic year. If the students fail to meet the requirements by the end of the extension, they may abandon their pursuit of the second major in order to graduate with the first major.

20. After I meet the credit requirements for one of my majors, will I be able to collect the diploma for the degree completed?

No. You won’t be able to collect your diploma until you meet the credit requirements for both majors, unless you abandon your pursuit of the double major.

21. When can I apply for the change of major? Are there any requirements regarding change of major? When will the application results be announced?

The application starts around April each year. The exact application period should be announced by the Division of Registration and Curriculum. The application results shall be available for download from the website of Division of Registration and Curriculum.

To be qualified to apply for a change of major, you must have a conduct grade of 70. Students who completed one academic year of study may apply to transfer to the class of second-year level in any other department; students who completed two academic years of study may apply to transfer to the class of third-year level in the department with related academic focus or transfer to the class of second-year level with different academic focus; under special circumstances, students who completed three years of study may apply to transfer to the class of third-year level with related academic focus. Students will only be qualified to transfer to the class of third-year level in any other department if they are able to, in accordance with the regulations regarding the maximum number of credits for each semester, fulfill all the courses and credits required for graduation within the prescribed time limit of study (extended years of study not included) after the transfer.

22. After the change of major, will my student number be changed?

No, your student number will stay the same after the change of major.

23. After the change of major, can I request to have my original major as a minor or double major?

Yes. But all students should be subject to the regulations of the NTOU Guidelines Governing Double Majors.

24. How to apply for a certification for a credit program (non-degree conferring program)?

After you complete all the required courses for a credit program, you can apply for a certification to the committee of the credit program with your original copy of transcript. Upon the approval of the committee, the Division of Registration and Curriculum shall make the certifications pursuant to the approved document and authorize the committee to issue the certifications.

25. What should I do if there is any change in my student records?

Please go to the Division of Registration and Curriculum with the photocopies of both sides of your passport for the application. If you are an undergraduate student and you want to change the address for the mailing of grade report, you can only change your permanent address due to the fact that there is only one cell for address allocated to each student in the database.

26. What does an alumnus need to do if he/she changed his/her name?

Please go to the Division of Registration and Curriculum for the application with the original copy of your household registration transcript and original copy of your diploma.

27. If my student card is lost, how should I apply for a new one?

Please log in to the NTOU Academic Affairs and Student Affairs System and select “Application for Reissue/Renewal of Student Card” in the accordion menu on the left side of the screen after you log in to the system. After you finish the online application, go to the 3^rd floor of the Administration Building and pay the fee for the application via the automatic facility outside the office of Division of Registration and Curriculum. Bring the receipt with you to the Division of Registration and Curriculum to complete the application process. Please note that it takes 21 days to process the application.

28. Where can I find the course information?

You can go to the NTOU website. Click “行政單位” (Administration) and then choose “教務處” (Office of Academic Affairs), where you can find “課程資訊” (course information) :https://academic.ntou.edu.tw/p/412-1005-833.php?Lang=zh-tw (in Chinese)

29. What are the regulations regarding course selection drawing, course preferences and student-class allocation?

(1) You need to participate in the drawing process if you select a course that the number of students taking the course exceeds the prescribed maximum number of students for the course.

(2) You not only should participate in the drawing process for the General Education courses and Physical Education courses you’ve selected but also set your preferences for these courses after the first session of the online course selection.

(3) You can select courses that overlap in the first session of the online course selection. If you’ve won the drawing of lots to register for all the courses, they will remain in your course list even if they overlap with any other course that doesn’t require your participation in the drawing process (not including General Education courses and Physical Education courses).

(4) If you need to participate in the drawing process for General Education courses or Physical Education courses, you also have to set your preferences for these courses at the same time.

If you don’t have to participate in the drawing process (the number of students does not exceed the prescribed maximum number of students), you still have to set your preference for the courses.

(5) If the number of students exceeds the maximum and you do not participate in the drawing process, the system will take this as you quitting the course. If you don’t set your preferences for the General Education course or Physical Education course you’ve selected, the course will be viewed by the system as your last priority.

(6) After the drawing process, only the General Education courses or Physical Education courses that do not overlap with any other course will remain in your course list. The priority principle is as follows:

core and elective courses > General Education courses > Physical Education courses

For example, if two elective courses A and B overlap, both A and B will stay in the course list. If you select General Education courses C and D, and C overlaps with one of A and B, C will be dropped and D will stay even though C is the first priority and D is the second. If you select Physical Education courses E and F, and E overlaps with D and F does not overlap with A, B or D, F will stay and E will be dropped even though E is the first priority; however, if F also overlaps with one of A, B and D, both E and F will be dropped.

If all of the General Education courses overlap with your core and elective courses, all these General Education courses will be dropped even though you set your preferences for the courses and you’ve won the drawing of lots to register for the courses.

If all of the Physical Education courses overlap with your core courses, elective courses and General Education courses, all these Physical Education courses will be dropped even though you set your preferences for the courses and you’ve won the drawing of lots to register for the courses.

(7) After the drawing process and during the second session of course selection, you should check if there are courses that overlap in your course list. If so, you should drop the course that overlaps with another course so that there will be only one course in the same time period. Otherwise, after the end of the second session of online course selection, the Division of Registration and Curriculum will drop courses randomly to make sure that there will be no courses that overlap in your course list.

30. How does the course selection work?

There are four sessions for course selection. Please refer to the Academic Calendar and the schedule for course selection.

(1) First to third sessions are the online course drop/add periods. Students can drop and add a course online during these periods. The courses appearing on your course list will change immediately after any change has been made online.

(2) The drawing for the courses that the number of students exceeds the prescribed maximum number will take place between the first session and the second session of the course selection. In addition, you can set your preferences for the General Education courses and Physical Education courses. You can refer to Q29 if you have any questions regarding drawing and course preferences.

(3) The fourth session of course selection is course selection made by the officials of the Division of Registration and Curriculum, which includes course addition application and mid-term course withdrawal. Students should make the application online and print out the application form. After approving signatures or stamps of related personnel are obtained on the application form, the Division of Registration and Curriculum will drop or add the course(s) for the students.

(4) Course addition application includes course addition form and application form for credit overload, both of which are for adding courses only. Please refer to the NTOU Study Regulations and regulations regarding course selection for relevant qualifications.

(5) If you wish to withdraw from a course, you need to make the online application during the period set for mid-term course withdrawal. After you fill in the application form online and print out the form, you need to obtain the approving signatures or stamps of the related personnel on the application form. Bring the completed form to the Division of Registration and Curriculum and the Division will process the application.

(6) Application for mid-term course withdrawal shall not be processed during the period for course addition made by officials. Course addition request shall not be processed during the period for mid-term course withdrawal.

Course selection handbook is available for download from the website of Office of Academic Affairs (教務處首頁(Office of Academic Affairs)→課程資訊(Course Information)→各類選課須知(Course Selection Guidelines)).

If you have any further questions, please contact Division of Registration and Curriculum.

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