the hong kong institute of chartered secretariesthe hong ... handbook...icsa has 44,000 members and...

Updated in November 2009

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The Hong Kong Institute of Chartered SecretariesThe Hong Kong Institute of Chartered SecretariesThe Hong Kong Institute of Chartered SecretariesThe Hong Kong Institute of Chartered Secretaries

Student Handbook



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THE HONG KONG INSTITUTE OF CHARTERED SECRETARIES

STUDENT HANDBOOK - TABLE OF CONTENTS

Page

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


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Page

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)

Seminars

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

Qualifying Scheme

23

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


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Page

Appendix 1 – Route to Membership 26

Appendix 2 – Policy Statements - Examination cancellation and

re-arrangements due to bad weather warning and other unpredictable

events

27

Appendix 3 – Policy and Procedures for Review of Examination Results 29

Appendix 4 – Notice to Graduates and Registered Students on obtaining

Employment references for Membership application

31

Appendix 5 - Procedure of Access of Student Log-in Area 34

The Student Handbook is subject to change without prior notice.


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Welcome

Welcome to the Institute.

This Student Handbook will help you familiarise yourself

with the Institute as well as

the International Qualifying Scheme


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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.


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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.


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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

PRIVATE COMPANIES

SME NOT FOR 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 planning

� �

Property management � � �

Note: Above chart is adapted with courtesy of ICSA, UK.


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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

following:

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.


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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

form.

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)


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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:

a. Cash;

b. EPS;

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

Holidays

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.


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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


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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.


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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

duration;

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.


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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

students.

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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4.8 Re-registration

A student whose registration was removed or withdrawn may apply for reinstatement of

their original registration or new registration as a new student. The Institute may, at its

absolute discretion and without assigning any reason therefor, approve or decline such

application.

Re-instatement of a student's original registration and all his/her examination results

and approved exemptions at the time of the student's removal/ withdrawal shall

normally be granted. Students are also required to settle any outstanding exemption

payment under the Foundation and Pre-Professional programmes of the Hong Kong

Qualifying Scheme.

Applications for new registration from students whose de-registration period is more

than 3 years shall normally be granted. But students' past examination results and

previously approved exemptions will not be reinstated in such circumstances.

5. Student Disciplinary

The Student Disciplinary Sub-Committee reporting to the HKICS Education Committee, is

responsible for investigating and deciding upon cases of alleged cheating in the

examinations and other behaviour which brings into question the fitness of the person

concerned to become a Chartered Secretary.

6. The International Qualifying Scheme (IQS)

All registered students must follow the International Qualifying Scheme. Students of

other ICSA Divisions who relocate to Hong Kong during the course of their studies, should

continue with the IQS. On completion of their IQS examinations, they will be

automatically become Graduate of ICSA and HKICS.

Professional Programme

Part I

� Strategic & Operations Management

� Hong Kong Corporate Law

� Hong Kong Financial Accounting

� Hong Kong Taxation


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Part II

� Corporate Governance

� Corporate Secretaryship

� Corporate Administration

� Corporate Financial Management

The Institute demands high standards of its members. Its examinations are maintained

at the international standard of ICSA. Examinations are divided into two programmes,

Professional Part I and Part II, covering eight subjects which are progressive in difficulty.

Each examination lasts for three hours.

Internationally qualified members (members who qualify in other ICSA Divisions and

transfer to HKICS later) will have to pass the HKICS Membership Transfer Test should they

wish to qualify as an ordinary member of HKICS.

7. Exemption Policy – International Qualifying Scheme

The Institute maintains an international standard of the exemption policy. Holders of a

recognised university degree and professional qualifications may be entitled to exemption

from some subjects of the Institute’s examinations. The following policy will apply to

exemption applications:

Students are required to apply for exemptions immediately upon studentship registration.

For any newly acquired qualifications subsequent to the studentship registration, further

exemptions should be claimed within a 6-month period upon the conferment of the

acquired qualification.

7.1 Maximum exemptions of up to 4 subjects from both Professional Programme Part I

and II will be granted to holders of relevant bachelor degrees, post-graduate diploma,

master degrees or professional qualifications (i.e. Accounting, Finance, Law or

Management) from recognised universities or professional bodies.

7.2 All exemptions granted by the Institute are a concession, not an automatic right, and

the Institute reserves the right to withdraw or amend any aspect of the exemption

policy at any time, and without prior notice.

7.3 Exemptions will be granted only upon successful completion of a course; exemptions

will not be granted in respect of incomplete qualifications.


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7.4 A student who has attempted but failed in an Institute examination paper shall not

subsequently awarded exemption for that paper. Collaborative courses students shall

be exempted from this Policy. (Effective date: 1 June 2007)

7.5 Unless further and better information is provided, the same qualification will not be

used for the purpose of another exemption application.

7.6 Exemption Appeal

The review of exemption application is based on the information submitted by

students and data available. The Institute will consider and assess whether the

standard of a qualification is of an equivalent level to the Institute qualifying

scheme.

Students who applied for an exemption but are not satisfied with the result may

appeal. Students should complete an Exemption Appeal Form and submit it with

further and better supporting documents (e.g. course outline or syllabus) to justify

their claims.

7.7 Students must provide originals and certified true copies of transcripts, certificates,

and diplomas concerned with their exemption applications. Copies must be certified

from originals by Institute staff or an official of a Government District Office.

Students may be required to request the institutions from which they obtain the

qualifications to send information directly to the Institute for assessment.

Applications without supporting documents will not be considered.

7.8 All approved exemptions status will be forfeited if students fail to settle their

exemptions fees within the 3-month period from the date of the exemption

confirmation notice. (Effective date: 26 February 2004)

7.9 An administration charge on re-application will be applied to students who do not

settle their exemption fees as approved within the due date.

(Effective date: 1 August 2008)

7.10 The maximum exemption fees payable by current registered students who have

outstanding Hong Kong Qualifying Scheme subjects in the Foundation and

Pre-Professional Programmes during the financial years of 2006/07 and 2007/08

shall not exceed the amount chargeable to the exemption fee rate under the

International Qualifying Scheme (IQS) of that current financial year with

retrospective effect from 1 August 2006.” (Effective date: 14 November 2006)


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8. Penalty of late exemption payment (this will be effective from 1 August 2010)

The Institute’s Council has approved the penalty schedule of late payment of exemption

Fees:

a. If the exemption fee is paid within six months after the due date, the exemption fee

would be doubled.

b. If the exemption fee is paid between the 7th to 12 months, the exemption fees would

be tripled.

c. If the emption fee is paid beyond 12 months of the due date, the exemption fee

would be quadrupled.

d. If the exemption fee is outstanding for 24 months, the approved exemption would be

forfeited.

9. Exemption Information

Recognised Qualifications – Degree/ Professional qualification or above

(Note: This is only for information and the Institute reserves the right to approve or reject

application for exemptions. Exemptions are approved or rejected by the Exemptions

Sub-Committee.) Exemption granted under IQS

Relevant Degrees/ Professional

Qualifications Non-relevant Degrees

Subjects under IQS Accounting / Finance

Law Management

Any discipline

Professional Programme Part I Strategic & Operations Management

� � � N.A

Hong Kong Corporate Law

N.A. � N.A. N.A

Hong Kong Financial Accounting

� � � N.A

Hong Kong Taxation

� � N.A. N.A

Professional Programme Part II Corporate Governance

N.A. N.A N.A N.A

Corporate Secretaryship

N.A N.A N.A N.A.

Corporate Financial Management

� N.A N.A N.A

Corporate Administration

N.A. N.A N.A N.A

N.A. – Not Applicable


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10. How To Prepare For the Examinations

10.1 Examinations Preparatory Courses

The Institute has endorsed HKU SPACE to organise IQS examination preparatory courses.

These courses are held three times a year and designed to assist students in preparing for

the IQS examinations. For details of the IQS Examinations Preparatory Courses, please

visit HKU SPACE website at hkuspace.hku.hk or contact:

Enquiries: 2867 8473

Email: [email protected]

10.2 IQS Examination Technique Workshops

The Institute organised Examination Technique Workshops to assist students better

prepare for the IQS examinations. These workshops are designed for students who have

substantial background and knowledge on the respective examination subjects in

preparation on the techniques for the examinations.

10.3 Study Materials for Examinations

Students may attend the examination preparatory courses or self-study for examination

preparation. The following study materials are available:

a) HKICS study outlines

b) ICSA study text

c) Past examination papers

d) Suggested answers

e) Examiner’s reports

f) Recommended Readings and further readings in the IQS syllabus

g) Webpages

h) Guidelines of Good Examination Practice (Planning Ahead / Strategic Thinking) Online

Version

i) Monthly Institute’s Journal – CSJ

j) E-circular

k) ECPD Seminars


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11. The Examinations

11.1 How to Apply

Examination Entry Form can be downloaded from the Institute’s website.

(www.hkics.org.hk)

The examination closing dates will be announced in the Institute’s website at

www.hkics.org.hk and the Institute Journal (CSJ). Examination Entry Form received at the

Secretariat after the closing date will not be accepted under any circumstances. The

Institute reserves the right to change the closing dates for examination entries.

Fees are payable each time an application is made to sit an examination and payment

should accompany the examination entry form. Applications without payment and/or an

email address will not be accepted. All payments must be made by cash, EPS, cheque,

bank draft (with student registration number written on the back) or Chartered Secretaries

American Express card.

Requests to change examination subjects will not be entertained after applications are

submitted. Examination entry forms will be acknowledged by receiving the official

receipt. If, after having received the acknowledgement slip, a student discovers any

discrepancy in the examinations entered, he/she should immediately inform the Institute.

Students should receive admission slips with the address of the examination centre to

which they are allocated seven to ten days before an examination. The Institute should

be contacted if admission slips are not received by that time. With the sole exception of

disabled or pregnant students, requests for change of examination centre will not be

entertained.

11.2 Examination Timetable

The examinations are held in June and December each year. The actual dates of

examination will be published in the Institute website at www.hkics.org.hk and the

Institute’s Journal and E-circular.

11.3 Examination Instructions and Regulations

Students must comply with the Instructions to Candidates. When sitting for examination,

Instructions may change from time to time (such changes will be sent to candidates with

their admission slips). The updated Instructions to Candidates can be downloadable

from the Institute (www.hkics.org.hk).


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A breach of any part of these regulations may result in disqualification in respect of the

current examination and possible suspension or termination of the student’s registration

and exclusion from future examinations of the Institute.

11.4 Examination Admission Slips

Examination admission slips will be mailed to candidates at least two weeks before the

date of the examination. Candidates who do not receive their admission slips seven

working days before the examination should contact the Institute immediately.

Candidates are requested to take note of relevant announcements on the Institute’s

website.

Examination admission slips contain information such as the subjects taken, name and

address of examination centre, time and date of examination, desk number, student

registration number and candidate number. It also serves as a personal identification

and entry permit to the examination centre. Candidates should check and notify the

Institute immediately if errors are found in their admission slips.

11.5 Postponement of Examination

If a candidate withdraws an application to sit or fails to attend, no part of the fee will be

returned. However, if a candidate is prevented by illness from attending the examination

and submits a satisfactory medical certificate, Council may at its discretion, allow the

candidates to enter the next examination sitting on payment of a non-refundable

postponement fee prescribed by the Institute.

Application for postponement and medical certificate(s) must reach the Institute by 10

January (following a December examination) or by 10 July (following a June examination).

Postponements may also be allowed under other circumstances, these are considered on

an individual basis on application, however, postponements will NOT be granted due to

any absence based on employment requirements.

a. Students should pay the examination postponement fee prescribed by the Institute for

current financial year when they apply for examination postponement. This is a

non-refundable fee.

b. Such examination postponement should not be carried forwarded to more than one

examination diet. (Effective date: 1 November 2005)


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11.6 Bad Weather Arrangements for Examination

The Hong Kong Examinations and Assessment Authority (HKEAA) administer the

examination on behalf of the Institute. If the weather condition is doubtful (such as the

possible hoisting of Typhoon No. 8 signal or the Black Rainstorm Warning), candidates

should listen to radio or television broadcasts for arrangement to be announced by HKEAA.

Students can refer to the Notice on the cancellation and re-arrangement of examinations

in Appendix 3.

11.7 Grades and Results

Students will usually be notified of their results within nine to ten weeks after the

conclusion of the examinations. The results will show each subject as a pass or fail with

grades to indicate the extent of failure. Result definitions are as below:

Distinction : 75-100%

Merit : 65-74%

Pass : 50-64%

Fail A : 46-49%

Fail B : 40-45%

Fail C : 20-39%

Fail D : 0-19%

Examination results are monitored and reviewed jointly by the Institute, examiners,

reviewers and an Assessment Review Panel.

11.8 Review of Examination Result

Candidates may apply for review of examination results through the Director, Education

and Examination. The application must be made in writing through the Secretariat

based on the following grounds:

1. The examination is not conducted in accordance with the Examination Regulations or

the arrangements prescribed for the Institute’s International Qualifying Scheme

examinations;

2. An administrative, or other material irregularity has occurred;

3. There are extenuating circumstances that, for valid reasons, the applicant was unable

to bring to the attention of the Assessment Review Panel before its meeting. Such

circumstances must be supported in writing by contemporaneous or other evidences.


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A candidate must submit his/her examination review application form with the review

application fee of HK$1,500 per subject to the Secretariat within ten (10) working days

from the date of the post-mark posting of the printed examination result slip.

12. Fee and Payment

Please refer to the Institute’s website at www.hkics.org.hk for the updated fee schedule.

The Council reserves the rights to adjust fees annually.

12.1 Unpaid Sums

No Students shall be entitled to the services provided by the Institute if any sum presently

payable by him/her to the Institute remains unpaid for more than 1 month.

13. Become a Member

13.1 Membership Requirement

Subject to the requirements stated below, students will gain membership of the Institute

and ICSA after they have completed the International Qualifying Scheme.

There are three requirements for becoming a member of the Institute. They are:

•••• To complete the International Qualifying Scheme.

•••• To gain relevant work experience - gained before, during or after study for

examinations.

•••• To be a fit and proper person both in respect of character and in respect of the

position held.

13.2 Graduateship

Successful finalists in the examinations are automatically transferred to Graduateship and,

for ICSA purposes, may use the designatory letters Grad ICSA. There is no equivalent title

for HKICS purposes. For students who have obtained college diplomas leading to

exemptions from the Institute examinations, the date of Graduateship depends on the

graduation date from the college, not the date of submission of application for exemption.

Application for exemptions must be submitted once a candidate is awarded any diploma

leading to exemption of the Institute examinations. Graduate should apply for Associate

within a period of 10 years after accumulating sufficient relevant working experience.


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13.3 Relevant Working Experience

Relevant work experience and references from the Institute’s member or person of

professional status are requirements for election to membership. The definition of work

experience, relevant for election to full membership, is very broad. Experience can be

gained in any number of different organisations, in both the private and public sectors.

Some of the major relevant work areas include company secretarial work, general

management and administration, accounting and financial management, legal work,

pensions, insurance, information systems management and committee administration.

However, certain types of experience (e.g. teaching, personal secretary) will not be

regarded as relevant, though a proportion of this time may be counted in some instances.

The employer should be asked to provide a letter certifying the percentage of the

applicant’s time spent on different types of duties. In such cases, either:

(a) at least one third of the required period of work experience must have been spent in

administrative posts; Or

(b) the applicant must be holding a wholly administrative post at the time of application

for membership.

(c) work experience of an incomplete month of each employment would not be counted.

(d) work experience of less than 3 months of each employment would not be counted

effective from 1 August 2005.

Please refer to “Notice to Students on obtaining employment references for Membership

Application in Appendix 4.

14. De-registration

14.1 Student Resignation

If a registered student wish, for any reason, to resign from the register, he/she should

notify the Institute and return your Student Card, if any, to the Institute.


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14.2 Removal from Student Register

If students do not pay their annual subscription at the specified deadline, the studentship

registration will be removed from the Student Register. A studentship removal

confirmation notice will be sent out.

15. Student Re-registration

A student whose registration was removed or withdrawn may apply for reinstatement of

their original registration or new registration as a new student. The Institute may, at its

absolute discretion and without assigning any reason therefor, approve or decline such

application.

Re-instatement of a student's original registration and all his/her examination results and

approved exemptions at the time of the student's removal/ withdrawal shall normally be

granted.

Applications for new registration from students whose de-registration period is more than

3 years shall normally be granted. But students' past examination results and previously

approved exemptions will not be reinstated in such circumstances.

16. Services for Students

16.1 Student Card

A student card will be issued to all new registered students. Students can enjoy exclusive

benefits from merchants listed on the website http://www.hkics.org.hk The student card

also serves as Personal identification for Institute’s functions.

16.2Institute monthly journal (CSJ)

CSJ, is the official Institute journal for registered students and members. For students, all

announcements regarding examinations (e.g. change of syllabus, reading lists and rubrics)

will be made in the Journal. In order to keep abreast students should pay attention to

the student journal. Should there be any changes in correspondence addresses, the

Secretariat should be informed as soon as possible and the student must change their

correspondence address via the Institute’s website as soon as possible.


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16.3 Purchase of ICSA Study Text and HKICS Study outlines

ICSA study texts on certain subjects can be ordered via HKICS. Please refer to the

Institute’s website for details.

16.4 Student Activities

16.4.1 Students Gathering Series

New Students Orientation

New Students Orientations are organised on a regular basis. The aims of the

Orientations are to familiarise new registered students with the Institute’s

services, examination arrangement, and members’ benefits and to share

experience on study skills. Students will be notified of the enrolment details via

the Institute’s website.

Seminars and Functions

Soft skills seminars and social functions are organised throughout the year on a

regular basis. Further information will be announced via the Institute’s website

at www.hkics.org.hk, the Institute Journal and the E-Circular.

16.4.2 Enhanced Continuing Professional Development (ECPD) Seminars

The Institute provides an ECPD programme to facilitate the development and

maintenance of the technical knowledge and skills necessary to enable members

to respond to new developments, changing responsibilities and economic, social

and political demands.

Monthly seminars are organised throughout the year on legal, accounting and

management topics, as well as regulatory updates. The seminars are popular

with members and non-members.

“Annual Corporate & Regulatory Update” (ACRU) is an annual seminar organised

to enable regulators to update members on rules and regulations. Regulators

representatives include Hong Kong Exchanges & Clearing Ltd., Securities &

Futures Commission and Companies Registry and Official Receiver’s Office. The

seminar was supported by Hong Kong Securities Institute, The Law Society of

Hong Kong and Hong Kong Institute of Certified Public Accountants.


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Free Bulletin Board Update (BBU) Service – provides members with information

relevant to the profession in a timely manner via email. Registered students or

members can register for the service free of charge.

16.4.3 Biennial Corporate Governance Conference

As a leading contributor to the debate on corporate governance, the Institute

hosts a biennial Corporate Governance Conference that is supported and

sponsored by local regulatory bodies such as the Securities & Futures

Commission, Hong Kong Exchanges and Clearing Ltd and the Companies

Registry.

16.4.4 Annual Dinner

The Annual Dinner is held in January every year and offers students and

members an excellent opportunity to meet the Institute’s senior members.

16.4.5 Members Convocation

The Convocation is organised on a regular basis. Certificates are presented to

newly elected associates and fellow members. The members’ Convocation

provides new members with an opportunity to share their views and ideas of the

Institute and the profession.

16.5 Awards for outstanding achievement in the International Qualifying Scheme

HKICS Subject Prize

Candidates who achieve the highest mark in “Distinction” grade of the

respective International Qualifying Scheme subjects are eligible for the HKICS

Subject Prize. Students will be invited to attend the Institute’s Annual Dinner.

Merit Certificate

Candidates who achieve 70 marks or above are eligible for the “Merit

Certificate”


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16.6 Institute’s E-Circular

Institute’s E-Circular contains updates and current issues of the Institute. It is sent to

students by email twice a month. Students are encouraged to update their email

addresses via the Institute’s website.

16.7 HKICS Website – Student log in area

Students can access the login in area on the Institute’s website

http://www.hkics.org.hk.

Students can download the following from the website:

(Please refer to Appendix 5)

a. Student Handbook

b. Examination papers

c. Suggested answers

d. Examiners’ reports

e. Career Classified

Students are able to check and update their personal and employment details. Please

note that students and members are obligated to keep their personal and

professional information up to date.

17. Communications

All enquiries and payments should be sent to the Institute Secretariat. Your student

number and full name must be quoted in all correspondence.

To ensure effective communication with students, all enquiries regarding individual

student information should be submitted in writing.

17.1 By email

All the updates and current issues of the Institute will be sent to students by email. It

is important for students to notify the Institute when there are any changes in

email addresses or correspondence address.


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17.2 By Mail and in Person

The Hong Kong Institute of Chartered Secretaries

3/F Hong Kong Diamond Exchange Building

No. 8 Duddell Street

Central, Hong Kong

17.3 Opening Hours

Weekdays: 09:00 to 18:00

Saturdays: 09:00 to 13:00

Sundays and Public Holidays: Closed

17.4 Contacts

Website: http://www.hkics.org.hk

E-mail: [email protected]

Tel. No.: (852) 2881 6177

Fax No.: (852) 2881 5050


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Academic Qualifications -Relevant Degree (Law; Accounting; Finance; Management) - Non-relevant Degree -Postgraduate Diploma -Postgraduate Degree

Professional Qualifications (Grained by examinations) -ACCA -HKICPA --CIMA -AICPA -CGA Canada -CPA Australia -Law Society

Recognized Sub-degree Qualifications (with minimum English Requirement) 1, Institute of Business Administration and Management (IBAM) Advance Diploma in Business Administration 2. Caritas Francis Hsu College Higher Diploma in Corporate Management 3. Institute of Administrative Management (IAM) Advanced Diploma in Administrative Management

International Qualifying Scheme (IQS)

Professional Programme I

-Strategic and Operations Management -Hong Kong Corporate Law -Hong Kong Financial Accounting -Hong Kong Taxation

Professional Programme II

-Corporate Governance -Corporate Secretaryship -Corporate Administration -Corporate Financial Management

Collaborative Courses (CCA)

1City University of Hong Kong Master of Science in Professional Accounting & Corporate Governance (Corporate Administration stream) 2Open University of Hong Kong Master of Corporate Governance 3The Hong Kong Polytechnic

University Master of Corporate Governance

(Note: full exemptions granted are subject to the conditions stipulated by the Institute)

Graduate

(ICSAGrad)

Associate

(ACIS ACS)

Fellow

(FCIS FCS)

8 yrs relevant working experience at senior level

3- 6 yrs relevant working experience

Route to Membership Appendix 1


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Appendix 2

POLICAY STATEMENTS – EXAMINATION CANCELLATION AND RE-ARRANGEMENTS DUE TO

BAD WEATHER WARNINGS AND OTHER UPPREDICTABLE EVENTS

1. The Hong Kong Examinations and Assessment Authority (HKEAA) administers the

examinations on behalf of the Institute. Hence, if weather conditions are

doubtful (such as the possible hoisting of Typhoon No. 8 Signal or the issue of the

Black Rainstorm Warning), candidates are advised that they should listen to the

radio and/or television broadcasting stations for arrangements to be announced

by HKEAA.

2. If, in case of bad weather and that the examination(s) have to be cancelled, the

Institute will post the notice onto the Institute’s web-site and send the same via

email to all candidates informing the details of the rescheduling of examinations

arrangements within three working days.

3. All postponed examination(s) will be rescheduled to the same day in the next two

weeks, at the same time and venue to be confirmed, or to such other day and at

such other time and place subject to the availability of the examination venues.

4. At least five days notice inclusive of Saturday and Sunday regarding the

examination(s) re-arrangements will be sent to the candidates via email and

posting on the Institute’s web-site.

5. Two options will be offered to the candidates on the cancellation of the

examinations:

(i ) to take the examination(s) on the rescheduled date; or

(ii) to postpone the examination to the subsequent diet.

No refunds on the examinations fee are applicable.

6. If, in case the re-arranged examination is cancelled due to bad weather conditions,

the second postponed examination(s) will be rescheduled the same day in the next

week, at the same time and venue to be confirmed. The Institute will post the

notice and send the same via email to all candidates informing the details of the

rescheduling of examinations arrangements within two working days.


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7. Two options will be offered to the candidates on the second cancellation of the

examination(s):

(i ) to take the examination(s) on the rescheduled date; or

(ii) to postpone the examination to the subsequent diet.

No refunds on the examinations fee are applicable.

8. Students must reply and confirm with their options on or before the prescribed

date in any of the above mentioned circumstances. If failing to provide their

options on or before the prescribed date, the Institute will by default to defer

their examination(s) to the subsequent diet. No refunds on the examinations

fees are applicable.

9. If, in case the second re-arranged examination is cancelled again due to bad

weather condition, the Institute will cancel the examination and postpone to the

subsequent diet. No refunds on the examinations fees are applicable.

10. All candidates should listen to the radio or television broadcasting stations for

arrangements of the examinations whenever weather conditions are doubtful.

11. All candidates must provide their accessible email accounts for important

examination notices. They must check for their emails and/or enter into the

Institute’s web-site for updates on the examination(s) arrangements for

cancellation, re-arrangements and to reply to the Institute on or before the

prescribed date.

12. All candidates should also prepare for the own schedule for contingency plan for

the re-arranged examination(s) in the June diets as bad weather conditions in

Hong Kong between May and August are more frequent.


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Appendix 3

POLICY AND PROCEDURES FOR REVIEW OF EXAMINATION RESULTS

1.0 A candidate may apply for review of examination results through the Director, Education

and Examinations (E&E). The review of examination results is a two-stage procedure.

1.1 A candidate may submit a request in writing through the Secretariat for a review of

his/her examination result(s) on the following grounds:

(a) the examination was not conducted in accordance with the Examination Regulations or

the arrangements prescribed for the Institute’s International Qualifying Scheme examinations;

(b) an administrative, or other material irregularity has occurred;

(c) there are extenuating circumstances that, for valid reasons, the applicant was unable to

bring to the attention of the Assessment Review Panel before its meeting. Such

circumstances must be supported in writing by contemporaneous or other evidence.

1.1.2 A candidate must submit his/her review application form with the review application fee

of HK$1,500.00 per subject to the Secretariat within ten (10) working days from the date of

the post-mark posting of the printed examination result slip.

1.2 Stage 1: Request for Review

1.2.1 Stage 1 provides an opportunity to check that the result awarded has not been

affected by any error or oversight on the part of the Chief Examiner.

1.2.2 Upon receipt of the request, the Director, E&E will instigate the rechecking procedure:

(a) Report to the Chairman of the Assessment Review Panel (ARP Chairman) and proceed for

a clerical check on the grades submitted to the Assessment Review Panel.

(b) Report on evidence of extenuating circumstances for consideration by the ARP Chairman.


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1.2.3 Outcomes:

(a) Where a clerical error is confirmed or extenuating circumstances are accepted, or

that the ARP Chairman considered that error(s) in the marking are identified, the ARP

Chairman of the Assessment Review Panel may adjust the grade approved by the Assessment

Review Panel within fourteen (14) working days.

(b) The Chairman of the ARP will return the result of the reassessment to the Director, E&E,

who will inform the candidate of the outcome within seven (7) working days on the

confirmation from the Chairman of the Assessment Review Panel.

(c) The APR Chairman, however, determines that there are prima facie grounds for a Stage 2

review, he shall refer the case to the Examination Results Review Panel within 3 working days

of his decision.

(d) If the ARP Chairman considers that there are no grounds, he/she will overrule the review.

1.3 Stage 2: Examination Results Review Panel

1.3.1 Subject to the referral by the ARP Chairman of 1.2.3 (a) above, an Examination Results

Review Panel (ERRP) meeting will be convened. Membership of the ERRP is composed of

three members as follows:

- Chairman of the Education Committee or a member of the Education Committee

appointed by the Chairman;

- One Assessment Review Panel member; and

- Chief Examiner and/or Reviewer of the subject

1.3.2 The ARP Chairman and Chief Examiner may be invited by the ERRP to submit, prior to the

meeting, comments relevant to the case under discussion and to attend the meeting of ERRP

at which the case is being considered.

1.3.3 The decisions of ERRP shall be final with the Institute.

1.3.4 The fee of HK$1,500.00 per subject will be refunded only if the review results in a change

to the grade in either Stage 1 or Stage 2 process. If the review is overruled, the review fee

of HK$1,500.00 is non-refundable.


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Appendix 4

The Hong Kong Institute of Chartered Secretaries

Notice to Graduates and Registered Students on submitting

Employment references for Membership application

Purpose: To advise Graduates on obtaining employment reference (including

supplementary form) for

each position of their career.

Background

Six years relevant working experience is required for applying Associateship. This can be

reduced by up to maximum three years if applicants posses a recognised three-year full

time degree ualification. The reduction period is based on the number of full time study

years (i.e. if it requires two years’ full-time study to obtain the qualification, a two year

reduction should be granted). The work experience balance must, however, be gained

outside the study period. This is a requirement for all membership applicants to submit

a full record of certified employment reference.

A. Full record of employment reference

i) A full record of employment to be provided should cover the period from leaving

school until

the date of Associateship application, with any gaps being accounted for.

ii) Employment reference can be in the form of reference letters signed by employers

which

cover the job title (more than one for promotion), work scope and period of employment.

iii) Employment for less than three months will not be counted for election to

membership. This

applies to applicants’ current employment at the time of application and without

discretion.

iv) Employment of an incomplete month of each employment will not be counted for

election to

Associateship. (For example: employment period from 2 Nov 1999 to 23 Nov 2003 will

be

counted as 1 Dec 1999 to 31 Oct 2003, i.e. 47 months).

B. Certification

Current and/ pervious employment references provided in the application form must be

certified by either one:


32

a. The signature of referees who should be a senior officer of the organisation on the

application form (Date of referees’ signature must be filled out);

b. Original reference letters from employers (These must show the position(s) held and

dates (i.e. date, month and year) of starting and finishing. Letters merely offering the

post, or confirming a regarding are insufficient for this purpose); or

c. Business registration (BR) certificates of the company’s operation period if the

applicant is the proprietor or director of a company.

C. Relevant working experience

Relevant working experience can be obtained in one or more organisations and in any

type of organisations. Some of the major relevant work areas include: General

Management; Administration; Accounting; Finance; Financial Management; Company

Secretarial, Legal work; Pensions; Insurance; Information Systems Management and

Committee Administration.

i) Teaching in further education in relevant subject may be considered relevant. Primary

and Secondary school teaching are not considered as relevant working experience.

ii) Job titles not considered entirely as relevant: Applicants would be required to

complete the Supplementary Form certifying by the supervisor or employer on

percentage of applicant’s time spent on duties to be considered as relevant.

Here are examples of job titles that supplementary form is required:

a. Executive/Personal/ Administrative Assistant

b. Sales and Marketing positions

c. Assistant to CEO/CFO/M.D. (Managing Director)/Executive Director/Directors/General

Manager

d. Trade mark assistant

e. Product marketing representative/ officer/ assistant

f. Secretary/Junior Secretary/ Senior Secretary/Executive Secretary/Legal Secretary

g. Transport officer

h. Teacher

i. Clerical officer

j. Liaison Officer

k. International Liaison Assistant

l. Sales executive/officers

m. Research assistant/ officer

n. Assistant/Senior Operation Officer


33

o. Equity Analyst

p. Senior Trustee Assistant

q. HR Generalist

For enquiries, please contact the Membership section at 28816177.

HKICS

April 2009


34

Appendix 5

Procedures of Access to Student Log-in Area

1. http://www.hkics.org.hk

2. Click “Login” at the left top corner

3. Input “Student” ID no.” and “password”


35

4. Student can check and download useful information (e.g. Exam papers and

Suggested Answers).


36

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