PolyU

PolyU faculty/school, Graduate School, and Academic Registry locations and service hours differ; follow the notice from the responsible unit.

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

• Application and collection: Apply through the relevant Faculty/School process, which may use eStudent, the faculty, or Academic Registry; the notice controls the counter and service hours.
• Materials: Applicant ID copy, authorization letter, representative’s original ID, Student Number, programme/stream code, and application number or collection email if requested.
• Note: Faculties do not share one schedule; do not automatically use the M101 hours.

• Application and collection: The relevant faculty/school or GS handles it; paper and electronic versions may be separate processes. Follow the application system and collection notice.
• Authorization materials: Authorization letter, applicant ID copy, representative’s original ID, application number, and notice; paper collection requirements come from the faculty.

• Application and collection: Request the Testimonial or other proof from the named faculty/school first, then collect it there after the notice.
• Scope: Testimonial, Award Letter, Certification, and similar proofs are handled by the named faculty/school.
• Materials and template: Confirm whether a paper application is needed. Use a general template only if the office accepts it; a faculty-specific template takes priority.

• Application and collection: Apply through the named faculty or GS, then collect the proof at that unit after its notice.
• CoG/LC: The proof is collected from the faculty or GS named in the notice; do not assume it is an M101 document.
• Materials: Authorization letter, applicant ID copy, representative’s original ID, student number, programme/stream code, and collection notice.

• Application and collection: Follow the award-parchment exercise and submit any required online request or authorization before collecting at M101.
• Collection point: For Hong Kong-campus awards, the usual point is the Academic Registry Service Centre, Room M101, 1/F, Li Ka Shing Tower (Block M).
• Timing: Wait for the Award Parchment notice and designated batch. Fresh graduates follow the email; do not go to M101 early without a notice.
• Proxy materials: Applicant-signed authorization letter, applicant ID copy, representative’s original ID, and collection email/SMS; the notice may also be needed for a campus QR or entry check.

• Collection point: Confirm whether the department, Faculty/School, or GS issues the proof; each unit has different locations and hours.
• Materials: Confirm electronic versus paper format. Paper collection cannot rely on an electronic screenshot alone; bring authorization, both IDs, and the application number if requested.

• Materials: The authorization letter should state both names, student number, programme/major, ID type and number, document name, signature, and date; bring the required ID originals/copies.
• Collection: Keep any appointment, QR, campus-entry information, or application number required by the email.

• Application and collection: Use the relevant Faculty/School, eStudent, or GS process; locations and service hours differ by unit.
• Materials: Applicant ID copy, authorization letter, representative’s original ID, Student Number, programme/stream code, application number, and notice as requested.

• Application and collection: The faculty/school or GS decides the route; confirm whether electronic, paper, and proxy collection are separate processes.
• Materials: Authorization letter, applicant ID copy, representative’s original ID, and collection notice; prepare an appointment or application number if required.

• Application and collection: Request the Testimonial or other proof from the named faculty/school, then collect it after the ready notice.
• Scope: Testimonial, Award Letter, and Certification follow the named faculty/school; do not infer the location from another faculty.
• Authorization: A faculty-specific template takes priority. A self-written or university template is valid only after the office confirms acceptance and the information is complete.

• Application and collection: Apply through the named faculty or GS, then collect at that unit after the collection notice.
• CoG/LC: Follow the faculty or GS notice; RPg/GS matters should not be sent to M101 by default.
• Materials: Authorization letter, applicant ID copy, representative’s original ID, student number, programme/stream code, and collection notice.

• Application and collection: Follow the Award Parchment exercise and any required request or authorization, then collect at M101 after the notice.
• Point and timing: Hong Kong-campus awards are usually collected at M101 after the Award Parchment notice and designated batch; the notice may impose a retention deadline.
• Proxy materials: Applicant-signed authorization letter, applicant ID copy, representative’s original ID, and collection email/SMS; a campus QR or entry document may also be required.

• Collection point: The department, Faculty/School, or GS named in the notice controls; confirm electronic versus paper format.
• Materials: Paper collection cannot rely on an electronic screenshot alone. Bring authorization, both IDs, student number, and application number if required.

• Application and collection: Submit the student-card or copy request under the faculty/M101 instructions, then collect after the notice.
• Authorization fields: Complete names, student number, programme/major, ID type and number, document name, signature, and date, matching the university record.
• Collection: Follow the faculty or M101 notice for appointments, QR, campus entry information, and collection email; proxy visits may have case limits.

• Application and collection: Some research-postgraduate (RPg) matters may be handled by the Graduate School; follow the GS, Faculty/School, or eStudent notice.
• Materials: Applicant ID copy, authorization letter, representative’s original ID, student number, programme/stream code, application number, and collection notice.

• Application and collection: The point may be the faculty/school or GS; confirm paper and electronic application/collection rules separately.
• Materials: Authorization letter, applicant ID copy, representative’s original ID, and the GS/faculty notice; do not rely only on undergraduate or taught-Master practice.

• Application and collection: Request the Testimonial or other proof from the named faculty/school or GS, then collect after the notice.
• Scope: Testimonial, Award Letter, and Certification are handled by the named faculty/school or GS.
• Authorization: GS or faculty-specific templates take priority. Confirm that a self-written letter is accepted and include both parties’ details, document name, signature, and date.

• Application and collection: Apply through GS or the named unit, then collect at that unit after its notice.
• PolyU rule: There is no unified CoG/LC point. RPg/GS documents follow the GS notice; M101 is not a universal counter for postgraduate proofs.
• Materials: Authorization letter, applicant ID copy, representative’s original ID, student number, programme/stream code, and collection notice.

• Application and collection: Follow the Award Parchment exercise and any required request or authorization, then collect at the point and batch in the latest email.
• Collection point: Hong Kong-campus awards are usually at M101, but RPg/GS may have a separate process. The latest email controls the point, batch, and appointment.
• Proxy materials: Applicant-signed authorization letter, applicant ID copy, representative’s original ID, collection email/SMS, and any QR or entry information specified by the notice.

• Collection point: Confirm whether GS, the department, or the Faculty/School issues the proof; service hours are not universal.
• Materials: Confirm electronic versus paper format. For paper, bring authorization, both IDs, student number, programme/stream code, and application number.

• Materials: State both names, student number, programme/major, ID details, document name, signature, and date in the authorization letter; follow the GS notice for application numbers and entry information.
• Collection: Proxy case limits, queue cutoffs, and campus-entry requirements follow the current GS/M101 arrangement.

Cross-level rules

• Authorization and IDs: First identify the responsible Faculty/School, GS, or Academic Registry. Prepare the authorization letter, applicant ID copy, representative’s original ID, student number, programme/stream code, application number, and collection notice. Mainland students should preferably use the Mainland Chinese ID matching the university record. Business and Computing may accept a Hong Kong ID; follow the current record and form.
• Computing: The faculty’s own authorization-letter template is mandatory. Other faculties may accept a university or self-written template only after confirming acceptance; write all information clearly.
• M101 address and hours: Academic Registry Service Centre, Room M101, 1/F, Li Ka Shing Tower (Block M); Monday–Friday 09:00–13:00 and 14:00–19:00, closed on public holidays. Graduation season may use appointments or special counters; Award Parchment notices control.
• Faculty and GS hours: Transcript, Study Proof, Testimonial, and similar documents have no universal service hours. Check the relevant faculty website or email. RPg/GS students must wait for the dedicated GS notice rather than applying undergraduate or taught-Master hours.
• Order of action: Confirm the document version and responsible unit; apply and authorize as required; wait for the notice; then check names, student number, programme/stream code, ID number, and document name before collecting. Proxy visits may have case limits, early queue cutoffs, or campus-entry restrictions.
• Replacement: For a lost or damaged award certificate, contact Academic Registry or GS first and follow its replacement rule; do not apply CityU’s HK$500 rule. Confirm the faculty address and hours with the responsible unit.

Image-guide supplement (authorization materials)

• For the image-guide submission, prepare a complete photo of valid identification (the image example asks for a Mainland ID) and a complete screenshot of the relevant authorization letter; fill only the blue fields marked in the form. Whether a counter accepts a screenshot, paper copy, or a particular ID type still follows the current Faculty/GS notice.
• Use the Authorisation Letter for Collection of Award Parchment/Certification of Award for Award Parchment/Certification of Award, and the Authorisation Letter for Collection of Award Parchment/Transcript/Testimonial/Award letter/ Certified True Copy/ Certification of Award as indicated for transcripts, Study Proof, and other documents. Faculty of Computing and Mathematical Sciences (FCMS) students must use the faculty template supplied with the notice; other faculties may use a general or self-written template only when the office accepts it.

Official links

• Academic Registry application forms · Academic Registry Award Parchment
• PolyU Award Parchment local authorization form · PolyU academic-document authorization form
• PolyU general authorization form · Authorisation Letter for Collection of Award Parchment/Certification of Award
• Academic Registry contact details, including M101 hours · Authorisation Letter for Collection of Award Parchment/Transcript/Testimonial/Award letter/ Certified True Copy/ Certification of Award · Graduate School Award and Parchment

Application and collection points

• Study Proof / Testimonial: PolyU defines a Testimonial as proof of study at the University without subject or subject-result details. Use the system’s Testimonial label.
• Transcript—application and collection: Taught-programme students and ordinary graduates use Academic Registry Application Forms: AR3 through eStudent for graduates from 2012 to the current year with eStudent access, or AR3a for graduates before 2012 and leavers without access. Confirm whether a paper or electronic copy is needed. Eligible graduates from 2021 onwards can also use the ACVP electronic Transcript; no separate application is required, and PolyU Connect sends the notice when it is ready to view, download, or share as a URL/QR code/PDF. Paper application and collection follow the faculty or Academic Registry notice, with the applicant ID, authorization letter, representative’s ID, and application number/notice.
• Study Proof / Testimonial—application and collection: Use AR4 through eStudent for graduates from 2012 to the current year with access, or AR4a for earlier graduates/leavers without access. Confirm paper format, packing, and attachments during application. After the ready/collection notice, the applicant or representative collects from the named Faculty/School, GS, or Academic Registry. A proxy brings the signed authorization letter, applicant ID copy, representative’s original ID, and notice. A Testimonial is the study-proof document; it is not a Transcript containing all subject results.
• CoG / LC / other proofs—application and collection: PolyU has no single CoG/LC route. Apply first to the named Faculty/School or GS and confirm the responsible unit. Research Postgraduate (RPg) documents use separate GS forms: GSB/19 Testimonial, GSB/30 Transcript, GSB/31 Certification of Award, GSB/32 Certified True Copy, and GSB/35 Replacement Award Parchment. Collect only after the faculty/GS notice, using that unit’s accepted authorization form and ID requirements.
• Hong Kong-campus formal graduation certificate / Award Parchment—application and collection: The current Academic Registry exercise does not require a separate award-parchment application. The electronic version becomes available through ACVP after the official email; the paper version can be collected in person/by representative at M101 or requested by courier through the official online form. For the 2025/26 Round 2 exercise (award date 15 July 2026), paper/representative collection starts 6 August 2026, requires an appointment from 6 August to 11 September 2026, and courier requests are normally passed to the courier within 7 working days. Dates change by exercise. Self collection requires an HKID/passport/PRC Resident ID matching the PolyU record and the collection email/SMS. A proxy requires the signed authorization letter, applicant ID copy, proxy ID, and collection email/SMS; each proxy may handle at most 3 cases and the queue may stop 15 minutes before closing. Paper parchments are normally retained for one year and may then be destroyed; all required materials are needed for campus access. See the official PolyU Award Parchment arrangement.
• RPg / doctoral and MPhil Award Parchment—application and collection: From the 2021/22 graduating cohort, GS handles RPg award issuance and dispatch. GS emails the Degree Conferment Date and collection schedule; the electronic parchment is normally available through ACVP on that date or the next working day, and paper collection cannot happen before the official collection period. Self collection requires the matching HKID/passport/Mainland ID, PolyU Student ID card, and collection email. A proxy requires the signed authorization letter, applicant ID copy, proxy ID, and email. Uncollected RPg parchments are not guaranteed to be kept, and the GS page says duplicates/replacements will not be issued. See GS Award and Parchment.
• Certification of Award / Certified True Copy—application and collection: A taught-programme graduate who has lost an award parchment can use AR106 for Certification of Award; copies of an Award Parchment use AR5 for Certified True Copy. From 15 January 2026, replacement parchments use AR171 for graduates from 1995 onwards; the current design retains the original award date and adds the reprint date and reason. Submit the original/proof as required and collect at the named counter; do not apply CityU’s HK$500 rule to PolyU automatically.
• RPg replacement and certification—application and collection: An RPg graduate who lost an Award Parchment can use GS Form GSB/31 for Certification of Award at HK$250 per certification; GSB/32 is used for Certified True Copy with the original document at GS; GSB/35 is used for a Replacement Award Parchment, subject to the current GS form’s scope and fee. After processing, follow the GS email; a proxy must use an authorization letter and ID copies accepted by GS.
• Electronic proof—application and collection: PolyU issues electronic Award Parchments and Transcripts of Studies through ACVP. Eligible graduates do not submit a separate application; after the PolyU Connect notice, view and share the URL, QR code, or PDF. Electronic and paper documents are separate collection routes, so confirm the required format with the recipient. See Electronic Certifications.