HKU

Quick jump: Bachelor / undergraduate · Master · Doctoral / research postgraduate

• Collection point: Academic Services Office (ASO), Room G-04, G/F, Run Run Shaw Building, HKU, Pokfulam Road, Hong Kong; the Shao Fu Building G/F on the Main Campus, beside HSBC.
• Application and collection: Collect only after Portal shows Done or after receiving the ready email. Authorize during the application or attach the Authorization form for the collection of university official document(s).
• Materials: Applicant HKID/passport photo or copy, representative’s original/copy, and—if already authorized online—the applicant name, document type, student number, and ready notice.

• Collection point: Usually ASO; if the email names a faculty testimonial or another faculty office, follow that email.
• Application and collection: Portal must show Done or a ready email; being allowed to apply does not mean the document is ready to collect.
• Materials: Online authorization or written authorization, applicant ID copy/photo, and representative’s ID; fill the representative HKID/passport fields exactly as requested.

• Application and collection: Request the Testimonial or other proof from the named faculty/department first, then collect it after the ready notice.
• Education testimonial: At some times, an Education Faculty Testimonial is collected from Room 420, 4/F, Meng Wah Complex; confirm the location in the email.
• Other certification: A similarity certificate is collected from the relevant department, not ASO. For any other proof, follow the ASO, faculty office, or campus named in the email.
• Materials: Authorization letter, applicant ID copy, and representative’s ID, subject to the receiving unit’s own rules.

• Application and collection: Apply through the CoG online system or the named faculty/GS process, then collect two working days after the email at the assigned point.
• HKU document: HKU’s relevant document is usually the CoG (Certificate of Graduation); do not treat it as the formal graduation certificate.
• Collection point: The relevant faculty office or Graduate School (GS). Computing students collect CoG from Engineering; Medicine and Dentistry use their other-campus offices.
• Timing and materials: Wait two working days after the email arrives; for example, an email received on 2 January permits collection on 5 January. The actual date follows that year’s working days, holidays, and email. Online authorization or a self-written letter is accepted; bring both ID copies/photos. Business students additionally bring a student-card photo and HKID/passport photo whether or not they authorized online.

• Collection point: Follow the cohort’s ASO arrangement, not the CoG faculty location.
• Authorization and timing: Online authorization is required. Fresh graduates must follow the date and counter in the email or published arrangement, and submit/print the authorization letter or Application Summary if instructed.
• Authorization limits: Online authorization can be submitted only once and cannot be canceled or resubmitted. Do not enter Mainland Chinese ID information. Minor spelling or digit errors may be raised at the counter; authorizing the wrong person generally cannot be changed.

• Collection point: Collect a major-similarity proof from the relevant department, not ASO; check whether the department accepts representatives and its service hours.
• Materials: Use the department’s requested authorization letter, applicant ID copy, representative ID, and any application notice.

• Application and collection: Submit the student-card or other-copy request to ASO or the named unit first, then collect after the ready notice.
• Student card: Collect from ASO with the authorization letter and ID copy.
• Other copies: Confirm the document name, collection point, and authorization method in the email. For an already authorized ASO collection, carry the name, document type, student number, and ready notice.

• Application and collection: Submit the Transcript request through ASO, then collect only after Portal shows Done or the ready email arrives.
• Rule: HKU has not provided a separate Master transcript counter; use the ASO rule. Go only after Portal shows Done or the ready email arrives.
• Materials: Applicant HKID/passport copy, representative’s ID, and the applicant name, document type, and student number if the collection has been authorized online.

• Application and collection: Apply through ASO or the named faculty route, then collect only after Portal shows Done or the ready email arrives.
• Rule: Usually handled by ASO; Portal Done or the ready email is required before collection.
• Materials: Online or written authorization, applicant ID copy, and representative’s ID; use another faculty location only when the email says so.

• Application and collection: Request the Testimonial or other proof from the named faculty/department first, then collect there after the notice.
• Rule: An Education Faculty Testimonial may move to Room 420, 4/F, Meng Wah Complex; other proofs follow the named faculty or department.
• Materials: Authorization letter, applicant ID copy, and representative’s ID; confirm that the receiving office accepts collection by proxy.

• Application and collection: Apply through the CoG online system or named faculty/GS route, then collect two working days after the email.
• Rule: Collect CoG from the relevant faculty office or GS; Computing follows Engineering, while Medicine and Dentistry follow their other-campus offices.
• Timing and materials: Wait two working days after the email. Bring authorization and both HKID/passport photos or copies; Business students also bring a student-card photo.

• Application and collection: Complete the ASO online graduation-certificate authorization/application, then collect during the cohort’s specified window.
• Rule: Follow the cohort’s ASO arrangement. Online authorization is mandatory, can be submitted only once, and cannot be canceled or resubmitted.
• Special notes: Fresh graduates follow the specified date; do not enter Mainland Chinese ID information. Minor name/number errors can be raised at the counter, but the wrong authorized person generally cannot be replaced.

• Application and collection: Request the proof from the relevant department first, then collect it there after the ready notice.
• Collection point: Major-similarity proof comes from the relevant department; other academic proofs follow the email’s named unit.
• Materials: Authorization letter, applicant ID copy, and representative’s ID; do not assume ASO issues the document.

• Application and collection: Submit the request to ASO or the named unit, then collect after the document email confirms readiness.
• Student card: Collect from ASO with authorization and ID copy.
• Other copies: Follow the document email; for an online authorization, bring the name, document type, student number, and notice.

• Application and collection: Submit the Transcript request through ASO, then collect after Portal shows Done or the ready email arrives.
• Rule: Use the ASO rule. Portal Done or a ready email is still required; doctoral status does not replace the collection condition.
• Materials: Online or ASO general authorization, applicant ID copy, representative’s ID, and the applicant name, document type, and student number for counter lookup.

• Application and collection: Apply through ASO or the named faculty route, then collect after Portal shows Done or the ready email arrives.
• Rule: Usually collected from ASO after Portal Done or the ready email; follow the email if a faculty office is named.
• Use and materials: Use it when current enrollment must be shown; bring applicant ID copy and representative ID for an authorized collection.

• Application and collection: Request the proof from the named faculty/department first, then collect it after the ready notice.
• Rule: Education Faculty Testimonial may be issued by the Education office; major-similarity proof comes from the relevant department.
• Materials: Authorization letter, applicant ID copy, representative’s ID, and confirmation of the receiving unit’s hours.

• Application and collection: Apply through the CoG online system or named faculty/GS route; wait two working days after the email before collection.
• Rule: CoG is handled by the relevant faculty office or GS; Computing, Medicine, and Dentistry follow their specified faculty/campus arrangements.
• Timing and materials: Confirm the email’s actual arrival time and wait two working days. Business students additionally need a student-card photo and HKID/passport photo.

• Application and collection: Complete the ASO online graduation-certificate authorization/application, then collect at the fresh-graduate counter specified in the notice.
• Rule: Follow the cohort’s ASO graduation-certificate arrangement. Online authorization is one-time only; fresh graduates must use the specified counter.
• IDs and corrections: Do not enter Mainland Chinese ID information online. Minor spelling/number errors may be raised at the counter; an incorrectly authorized person generally cannot be changed.

• Application and collection: Request the proof from the relevant department first, then collect it there after the ready notice.
• Collection point: Major-similarity proof comes from the relevant department; other proofs follow the faculty/department email.
• Materials: Authorization letter, applicant ID copy, and representative’s ID; confirm that the unit accepts proxy collection.

• Student card: Collect from ASO with authorization and ID copy.
• Other copies: Check the email for location, hours, and materials; do not treat a faculty document as an ASO document.

Cross-level rules

• ASO address and hours: Room G-04, G/F, Run Run Shaw Building, The University of Hong Kong, Pokfulam Road, Hong Kong; Monday–Friday 09:00–17:30 and Saturday 09:00–12:30, closed on Sundays, public holidays, and university holidays. 13:00–14:00 is the shift-change period and is slower; avoid it when possible. Other times are usually handled by Ms. Kwok.
• Faculty addresses: Architecture, 4/F Knowles Building; Arts, Room 4.05, 4/F Run Run Shaw Tower, Centennial Campus; Business, Room 401, 4/F K.K. Leung Building; Dentistry, Prince Philip Dental Hospital, 34 Hospital Road, Sai Ying Pun; Education, Room 420, 4/F Meng Wah Complex; Engineering, Room 501 Haking Wong Building; Law, 10/F Cheng Yu Tung Tower, Centennial Campus; Medicine, 6/F William M.W. Mong Block, 21 Sassoon Road, Pokfulam; Science, G/F Chong Yuet Ming Physics Building; Social Sciences, 11/F Jockey Club Tower, Centennial Campus; the address list gives School of Computing and Data Science as Room 207 Chow Yei Ching Building; it gives School of Innovation as Haking Wong Building, while student information separately lists the School of Innovation Office as P505, P5, Graduate School; GS is Room P403 Graduate House. Computing CoG still follows the personal email’s Engineering location, and Innovation students should confirm the room by official email before travelling.
• Faculty hours (verified official pages): Architecture Mon–Fri 09:00–13:00 and 14:00–17:45; Arts Mon–Thu 09:00–13:00 and 14:00–17:45, Friday to 18:00; Business Mon–Fri 09:00–13:00 and 14:00–17:50; Education Mon–Fri 09:00–13:00 and 14:00–18:00; Medicine Mon–Fri 09:00–13:00 and 14:00–18:00; Science Mon–Fri 09:00–13:00 and 14:00–17:45; Social Sciences Mon–Fri 09:00–13:00 and 14:00–18:00; the School of Computing and Data Science Master Programmes Office Mon–Fri 09:00–12:30 and 13:30–17:30; Graduate School Mon–Fri 09:00–12:30 and 14:00–17:30. The official pages are listed under “Official links” below.
• Other faculty hours: Dentistry, Engineering, Law, the School of Innovation, and the specific Computing office handling CoG require confirmation by personal email, current notice, or official phone/email; do not transfer another faculty’s hours.
• Authorization: Transcripts and Study Proof may use application-time authorization or the Authorization form for the collection of university official document(s). CoG may use a self-written letter; format and fields follow the faculty/GS requirement, with the official CoG notes as reference. The formal graduation certificate must use online authorization; the official HKU online application system with its Instruction and User Guide is the authorization and collection-arrangement entry point. Do not enter Mainland Chinese ID details for that online authorization.
• Order of action: Confirm the file type and whether it belongs at ASO, a faculty, GS, or another campus; then confirm Done, the email, the two-working-day rule, or the graduation-certificate window; finally bring the authorization materials and IDs. The personal email controls location, hours, and required documents.

Image-guide supplement (authorization materials)

• For the image-guide submission, prepare a complete photo of the authorizer’s valid ID (HKID or passport) and a complete two-page screenshot of the relevant authorization form; fill only the blue fields marked in the form. The HKU form is the Authorization form for the collection of university official document(s).
• This image checklist applies to ordinary academic documents such as transcripts, Testimonial, and Certification. The formal graduation certificate still uses HKU’s online authorization system; the general form does not replace it.

Official links

• CoG online application · HKU Certificate collection arrangements
• HKU graduation-certificate online authorization/collection system (with User Guide)
• HKU official document authorization form · HKU graduation certificate proxy form
• HKU ASO · HKU CoG official notes · HKU Faculty Office address list
• Architecture hours · Arts hours · Business hours · Education hours · Medicine hours · Science hours · Social Sciences hours
• Computing and Data Science contact/hours · Graduate School contact/hours · School of Innovation contact · Law contact · Dentistry home

Application and collection points

• Study Proof / Testimonial: HKU’s official Testimonial certifies a qualification already awarded or the programme being studied; use the system label Testimonial when applying. Official guides: Transcript and Testimonial.
• Transcript—application: Use the ASO online system to select Transcript, enter the purpose, number of copies, packing method, and whether a third-party Request for Transcript Form is attached. If a proxy will collect it, enter the proxy’s name and HKID/Passport No.; after payment, save the Application Summary. Collection: after the application status becomes Done, the applicant brings an HKID/passport to ASO; a proxy brings the proxy ID and the authorization details recorded in the application. The official guide gives a normal Transcript/Testimonial processing time of 10 working days, excluding weekends and public holidays; fresh graduates and graduates from 1993 or earlier may take longer.
• Study Proof / Testimonial—application: In the ASO online system select Testimonial, enter the purpose, number of copies, packing method, and attachments. If overall results or an awarded qualification must be shown, wait until Overall Results have been formally announced before applying. The official guide lists HK$30 per copy, including ordinary postage; registered post has an additional fee and fees are non-refundable. Collection: after Done, use the selected ASO collection, proxy collection, or mailing method; uncollected documents are destroyed three months after issue. Fresh-graduate Testimonials may take longer so honours or qualification details can be included.
• CoG—application: Submit and pay in the online CoG system after being told that all degree-conferment requirements are satisfied; do not apply within three weeks before the Congregation ceremony or after the degree has been formally conferred. At submission choose collection by the applicant/authorized person at the home Faculty Office or GS, or registered mail; the method cannot be changed after submission. Normal processing is 10 working weekdays after the application and payment are received, followed by an email. Collection: wait two working days after that email; undergraduates and taught postgraduates collect from the home Faculty Office during the first two months, research postgraduates from GS, and documents collected after two months from ASO. The fee is HK$50 per copy; registered mailing of up to two copies costs HK$40 per mailing. A CoG not collected by the Congregation date printed on it is destroyed for security reasons. See the official CoG PDF.
• Formal graduation certificate—application/collection: For personal collection, an authorized delegate, or mailing, complete the online “Arrangement for the Collection of Graduation Certificate” under ASO; the cohort’s date and venue come from the graduation-certificate page and email. The applicant brings an HKID/Mainland Resident ID/passport original; a delegate follows the online authorization record and cohort notice. Do not treat the CoG faculty point as the formal certificate point. Dates are cohort-specific, so check the official graduation-certificate arrangement before acting.
• Major-similarity proof—application/collection: Request the proof from the relevant department and confirm whether proxy collection, an appointment, or an application number is required. After the ready notice, collect it from that department with the authorization letter, applicant ID copy, and representative ID; there is no single ASO application route for this document.
• Student card and other copies—application/collection: For a student card, submit the collection request to ASO under the existing rule and let a proxy collect with the authorization letter and ID copy. For other copies, apply first to the ASO, faculty, or department named in the email, then collect at that location. If the document has no unified rule, follow the responsible unit’s application number, materials, and time.