HKUST

HKUST Academic Registry (AR) issues official records in paper and electronic JSON formats, with collection by counter, mail, or Smart Locker where available. “Study Proof” corresponds to Testimonial for current students, which proves current registration/study status; after programme completion, use an Award Certification Letter.

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

• Collection point: Academic Registry, Room 1381, 1/F, Academic Building (Lifts 17–18), HKUST, Clear Water Bay, Kowloon. Electronic JSON, mail, or Smart Locker may also be available.
• Application and collection: Use the official Transcript online request. For paper documents, collect at AR, use mail, or wait for the “HKUST Official Document Ready for Collection” email and Collection PIN before using the Smart Locker. Graduates formally admitted to a degree, or students who complete withdrawal procedures, receive one free transcript; otherwise the usual fee is HK$50 per copy.
• Materials and timing: Smart Locker collection requires the SID and PIN and operates 24/7. Counter collection by a representative uses AR-1, the applicant ID copy, and the representative’s ID. Choose paper or electronic format according to the recipient’s requirement.

• Application: While still studying, request Testimonial for current students to prove current registration, programme, year, and mode of study. The current official fee is HK$30 per copy for both printed and e-copies. After completion, use an Award Certification Letter instead.
• Collection point and method: Testimonial may be requested in paper or electronic form. Collect at AR, use mail, or use Smart Locker for paper only after the ready email and PIN arrive.
• Materials and status: Use the Authorization Form for paper collection by another person, with the applicant ID copy and representative ID. A current-student Testimonial should not be used as the formal graduation proof after completion.

• Documents: Testimonial proves current study status; Proof of English as Medium of Instruction, external verification, and other study-record documents use their own AR pages. Use a Transcript for full subjects and grades.
• Application and collection: Apply through the relevant AR request or verification route. Receive electronically, by mail, at the AR counter, or through Smart Locker as instructed; wait for the issue notice first.
• Special materials: A representative uses AR-1 for a paper document. An external verifier must use the official verification route rather than treating a student screenshot as verification.

• HKUST equivalent: HKUST has no separate HKU-style CoG/LC. The corresponding document is the Award Certification Letter. A formally approved and conferred graduate receives a free electronic copy; a potential graduate who has met requirements and has all grades reported may request a provisional version for an urgent need.
• Application and collection: Graduates request additional letters through the Graduates route, normally HK$30 each. Potential Graduates use that route in the final graduation term only when the official conditions and urgent need apply. Electronic JSON is issued by eligibility; paper copies follow the notice for counter, mail, or Smart Locker collection.
• Authorization note: If the Graduates route shows “Access Denied,” HKUST says the degree may not yet be approved; use Potential Graduates instead. Award Certification Letter and current-student Testimonial have different status meanings.

• Collection point: Degree Diploma distribution follows the batch collection notice and may use Room 1381, mail, or Smart Locker. Do not go before the official notice.
• Application and collection: Diplomas are issued after formal conferment. Common dates include 31 January, 31 March, 31 May, 15 July, and 15 October, with the 15 July arrangement adjusted from 2025–26. Choose paper, electronic JSON, mail, or authorized collection in the batch instructions.
• Materials and timing: For the 15 July 2026 batch, the special in-person/representative window was 17 August–11 September 2026, Monday–Friday 11:00–12:30 and 15:30–17:00; this is batch-specific. A representative brings a printed AR-1, applicant ID copy, and their original ID.

• Application: Use Transcript for academic results, Proof of English as Medium of Instruction for teaching-language evidence, and Verification of study record for third-party checking. Apply separately through the relevant AR page.
• Collection: Receive electronic documents by email/share link, or collect paper by counter, mail, or Smart Locker after the official notice. A submission page is not the document itself.
• Materials: A paper representative collection uses AR-1, applicant ID copy, and representative ID. Third-party verification has its own authorization/data requirements.

• Application and collection: HKUST Card collection, loss, return, and replacement use the separate Student Card page. For new students, current students, and replacement cards, the current notice controls the venue and method; do not assume Smart Locker collection.
• Authorization materials: Confirm with AR whether AR-1 covers a paper card/record collection; normally prepare authorization, applicant ID copy, and representative ID. A personal Smart Locker pickup cannot simply be transferred to another person.
• Note: Student Card is separate from Transcript and Testimonial. Apply for loss/replacement through the separate request page; the official page lists a HK$150 replacement fee and says replacement is not issued under the student-card route after completion of studies. Follow the separate notice for return and collection time.

• Collection point: Academic Registry, Room 1381, 1/F, Academic Building (Lifts 17–18); electronic JSON, mail, and Smart Locker may be available.
• Application and collection: Apply through the official AR Transcript request. Graduates who complete graduation and clearance receive one free transcript; other requests are normally HK$50 per copy. After the issue email, collect in person, authorize collection, use mail, or use Smart Locker.
• Materials and timing: Smart Locker requires the ready email and Collection PIN. A representative at the counter uses AR-1, the applicant ID copy, and their own ID; any programme-specific instruction in the email controls.

• Application: During a Master’s programme, request Testimonial for current students for registration, programme, year, and mode of study. The current official fee is HK$30 per copy for both printed and e-copies. After completion use Award Certification Letter.
• Collection point and method: Paper/electronic Testimonial collection is by AR, mail, or Smart Locker where offered. Apply/pay as required and wait for the ready notice.
• Materials and status: A representative needs AR-1, the applicant ID copy, and representative ID. Completion of the programme changes which official proof is appropriate.

• Documents: Testimonial, Transcript, Proof of English as Medium of Instruction, and external verification have separate purposes and routes.
• Application and collection: Apply through the relevant AR page or verification channel, then receive electronically, by mail, at AR, or through Smart Locker as instructed. Do not go without the issue notice.
• Special materials: A representative uses AR-1 for paper collection; third-party verification follows AR’s verification requirements, not an unverified PDF or screenshot.

• HKUST equivalent: There is no separate CoG/LC. A potential graduate may request a provisional Award Certification Letter in the final graduation term when all grades and requirements are complete and an urgent proof is needed; a formally approved graduate uses the Award Certification Letter.
• Application and collection: Use the Potential Graduates or Graduates route according to status. Receive electronic JSON or paper by the method in the AR notice.
• Authorization note: This letter is not a Degree Diploma. Paper collection by another person still needs AR-1 and both identity documents.

• Collection point: Academic Registry distributes the Degree Diploma by batch notice, normally from Room 1381 or through mail/other stated arrangements. Do not infer a Master’s date from an undergraduate notice.
• Application and collection: After postgraduate approval and conferment, follow the email for self-collection, authorization, mail, or another arrangement. HKUST says some special degree/diploma programmes may be exceptions to e-Diploma availability; confirm electronic eligibility in the current notice.
• Materials and timing: A representative brings a printed AR-1, applicant ID copy, and their ID. Ordinary AR hours are Monday–Friday 09:00–12:45 and 14:00–17:15, but the batch window controls.

• Application: Transcript proves full results, Proof of English as Medium of Instruction proves teaching language, and external verification uses the AR verification route.
• Collection: Apply separately, wait for the electronic/paper issue, and then download, share, collect, or use Smart Locker as instructed. Documents do not merge automatically because they relate to the same degree.
• Materials: Paper authorization uses AR-1, applicant ID copy, and representative ID; third-party verification needs its own authorization.

• Application and collection: Use the Student Card page for a Student Card or other non-degree copy. Do not use a Degree Diploma request as a card-replacement request. Apply for loss/replacement through the separate page; the official replacement fee is HK$150 and post-completion eligibility follows the current rule.
• Authorization materials: Confirm AR-1 applies, then bring authorization, applicant ID copy, representative ID, and issue notice.
• Note: Electronic card, paper card, study proof, and award documents are separate collection paths.

• Collection point: Academic Registry, Room 1381, 1/F, Academic Building (Lifts 17–18), with electronic JSON, mail, and Smart Locker options where offered.
• Application and collection: Apply through AR’s Transcript page. A formally graduated and cleared student receives one free transcript; otherwise the usual fee is HK$50 per copy. Collect in person, by authorization, by mail, or through Smart Locker after the ready email.
• Materials and timing: Smart Locker requires the “HKUST Official Document Ready for Collection” email and PIN. A counter representative uses AR-1, applicant ID copy, and representative ID.

• Application: Request Testimonial for current students for doctoral/research-postgraduate registration and study status. The current official fee is HK$30 per copy for both printed and e-copies. After completion use Award Certification Letter or another graduate document.
• Collection point and method: Request paper/electronic service, mail, AR collection, or Smart Locker as instructed. Completion ends the current-student Testimonial route.
• Materials and status: A representative uses AR-1 and both identity documents. For completion proof, confirm that all grades and approvals are recorded before requesting the graduate letter.

• Documents: Testimonial is current registration proof; Transcript is the full record; teaching-language proof, external verification, and other official records have dedicated routes.
• Application and collection: Apply or ask the verifier to use the official route, then receive electronically, by mail, at AR, or through Smart Locker as instructed.
• Special materials: Paper representatives bring AR-1, applicant ID copy, and representative ID. Personal screenshots cannot replace external verification.

• HKUST equivalent: There is no separate CoG/LC. Use Testimonial while registered, a provisional Award Certification Letter for an eligible urgent pre-approval need, and Award Certification Letter after approval.
• Application and collection: Apply through Graduates or Potential Graduates according to official status. A potential graduate must have all grades reported and meet the stated conditions; paper and electronic collection follow the notice.
• Authorization note: If Graduates shows Access Denied, use Potential Graduates. Do not describe a pending degree as conferred.

• Collection point: Degree Diploma distribution follows the doctoral/research-postgraduate conferment schedule and email; room, date, and method are batch-specific. HKUST says some special degree/diploma programmes may be exceptions to e-Diploma availability; confirm the current notice.
• Application and collection: Choose self, authorized, mail, or another arrangement in the official notice. Do not collect before the notice; common conferment dates may change.
• Materials and timing: A representative brings a printed AR-1, applicant ID copy, and their ID. Ordinary AR hours are Monday–Friday 09:00–12:45 and 14:00–17:15, but the batch notice has priority.

• Application: Transcript, Proof of English as Medium of Instruction, Verification of study record, and Award Certification Letter respectively cover results, teaching language, third-party checking, and graduation status.
• Collection: Each item requires its own request or verification step, followed by electronic, mail, counter, or Smart Locker collection as instructed.
• Materials: Paper representatives use AR-1, applicant ID copy, and representative ID; external verification follows the receiving institution and AR requirements.

• Application and collection: Student Card, replacement, and other copies use the Student Records/Student Card routes. The separate replacement page lists HK$150; degree-document authorization does not automatically cover cards.
• Authorization materials: Confirm whether AR-1 is accepted, then bring authorization, applicant ID copy, representative ID, and notice; Smart Locker still requires the assigned SID/PIN.
• Note: Check the request, issue notice, and authorization scope separately when collecting Diploma, Transcript, and Testimonial.

Cross-level rules

• AR address and hours: Room 1381, 1/F, Academic Building (Lifts 17–18), HKUST, Clear Water Bay, Kowloon, Hong Kong. Ordinary hours are Monday–Friday, excluding public holidays, 09:00–12:45 and 14:00–17:15; batch collection windows can differ.
• Document choice: Transcript is the full academic record; Testimonial is Study Proof; Award Certification Letter proves graduate/degree status; Degree Diploma is the formal graduation document. Teaching-language proof and external verification use separate pages.
• Authorization: AR-1 asks for student ID, name, programme, contact details, document, representative name/ID, and the student’s signature. The representative normally shows the form, applicant ID copy, and own ID. Sharing electronic documents is not paper-counter authorization.
• Smart Locker: Paper collection is available only after the “HKUST Official Document Ready for Collection” email and Collection PIN. The Room 1381 locker operates 24/7; enter SID and PIN. Without a PIN, do not expect the counter to open a locker.
• Graduation status: Degree Diploma and final Award Certification Letter depend on approval/conferment. A student who has met requirements but is not yet approved can use the provisional route only under the official conditions.
• Electronic records: HKUST issues verifiable electronic records such as JSON. If the recipient insists on paper, select paper, mail, counter, or Smart Locker during the request and allow processing time.

Official links

• Official Record of Study · Transcript · Testimonial
• Award Certification Letter · Degree Diploma · Smart Locker
• HKUST Card · New-student card collection · Lost/replacement card · Replacement request
• Authorization Form · AR contact/hours · Proof of English as Medium of Instruction

Application and collection points

• Transcript: Apply online or use the automatic graduate-issue rule, then collect electronically, by mail, at the counter, by authorization, or through Smart Locker according to the notice.
• Testimonial / Study Proof: Apply for the current-student Testimonial while enrolled; after completion use Award Certification Letter. Study Proof is Testimonial here, but it is not a full transcript or Diploma.
• Award Certification Letter: Use Graduates after formal approval; use Potential Graduates for an eligible urgent provisional request before approval. The wrong route can display Access Denied.
• Degree Diploma: Wait for formal conferment and the batch notice. A representative uses AR-1 with the applicant ID copy and own ID; Smart Locker requires its separate ready email and PIN.