THE UNIVERSITY OF HONG KONG APPLICATION FOR TRANSCRIPT

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1 THE UNIVERSITY OF HONG KONG APPLICATION FOR TRANSCRIPT 253/912 amended Please read the instructions carefully before submitting your application. INSTRUCTIONS TO APPLICANTS A transcript is a student s full academic record in this University. If a student has attended more than one study programme, all courses of study and examination results, if appropriate, will be printed on the same document. Students are advised NOT to apply for transcripts during periods where course records are subject to change (e.g. examination results reporting, course registration and add-drop periods). If a request was made during these periods and changes occurred after the transcript was printed, a fresh application will be required if the student needs an updated copy of the transcript. Request for transcript by a third party must bear the student s authorization, i.e. an authorization letter signed by the student and a photocopy of the student s HKID Card/Passport. The University reserves the right to withhold issuance of transcript to a student owing fees or any other debt to the University, or who has failed to discharge all obligations towards the University. SUBMITTING THE APPLICATION By paper form: completed application form, together with proof of fee payment where appropriate, should be submitted: (a) in person or by mail to the Academic Services Office, Room G-04, G/F, Run Run Shaw Building, The University of Hong Kong, Pokfulam Road, Hong Kong; or (b) by fax at (852) (for payment made by credit card or internet banking); or (c) by . Please scan and the application to (for payment made by credit card or internet banking). A photocopy of the applicant s HKID Card/Passport MUST be attached to the application form. All documents will be destroyed after processing of the application. Through HKU Portal account: current students can submit applications via HKU Portal (payment to be made by credit card). PROCESSING TIME The normal processing time required upon receipt of the application form and payment is 10 working days (excluding Saturday, Sunday and public holidays). Transcripts have to be collected within one month from the date of issue of the documents. Transcripts for fresh graduates will require longer processing time to include the final examination results and the class of honours attained, if applicable. Students are responsible for ensuring that their overall results have been formally announced before submitting applications to the Academic Services Office. For students graduated in or before 1993, longer processing time may be required as most of the records have to be re-constructed into computerized format. COLLECTION METHODS In person or by an authorized person Transcripts can be collected in person or by an authorized person at the Academic Services Office (Room G-04, G/F, Run Run Shaw Building). If another person is authorized to collect transcript(s) on behalf of the applicant, the full name and the HKID Card/Passport number of the authorized person must be clearly stated on the application form. A photocopy of the applicant s HKID Card/Passport must also be attached to the application. The authorized person will be required to show his/her HKID Card/Passport for verification when collecting the transcript(s). Transcripts not collected within one month from the date of issue printed on the transcripts will be destroyed by the Academic Services Office for security reason. Sent by registered mail Transcripts can be sent by registered mail (or regular registered air mail for overseas address) as indicated by the applicant on the application form. The University accepts no responsibility for any loss or damage of the documents during postal delivery. To avoid postal error, applicants must give clear and complete addresses of the recipients of transcripts on the application form. If no instruction is given on the application form, the transcript(s) will be put in one single envelope without University chop. If the transcripts are to be packed in individual envelopes, the front of each envelope will be printed TO WHOM IT MAY CONCERN (please refer to page 2 of the application form for detailed instructions). Please state your instructions clearly as request for alternative arrangement will NOT be accepted once the application form is submitted. Academic Services Office Address: Room G-04 Ground Floor, Run Run Shaw Building, The University of Hong Kong Office Hours: Monday Friday: 9.00 a.m p.m. Saturday: 9.00 a.m p.m. Closed on Sundays, Public Holidays and University Holidays (i.e. Christmas Eve, New Year s Eve (p.m.), The day preceding Lunar New Year (p.m.) and Foundation Day (March 16)). Tel: Fax:

2 APPLICATION FEES AND PAYMENT METHODS HK$40 per copy (inclusive of postage by registered mail) All fees paid are NOT refundable. Applicants residing in Hong Kong should: (a) pay the total fee(s) using one of the methods listed below; or (b) complete Section B of the application form for payment by credit card. If you are using the payment methods in (a) above, it is essential that the original ATM customer advice, or in the case of internet banking, a printed copy of the bank s acknowledgement statement which contains the payment reference number be stapled to your application form for submission to the University. Please retain a photocopy of the receipt as proof of fee payment. Applicants residing overseas should pay by bank draft (in Hong Kong Dollars) drawn on a bank in Hong Kong and made payable to The University of Hong Kong, or by credit card (please complete Section B of the application form). Methods of Payment (for applicants residing in Hong Kong only) Payment method ATM (Automatic Teller Machine) Internet banking Procedures 1) Locate an ATM with Bill Payment function 2) Select Bill Payment Education The University of Hong Kong (Please do not use the account transfer function for payment) 3) Enter Bill Type: "06" Other Fees 4) Enter 14-digit Bill Account Number: Your University Number (10 digits) plus a 4-digit suffix 4002 (If you have forgotten your University Number, please use in lieu) 5) Enter the appropriate amount payable 1) Logon to any of the following websites: HSBC <http://www.hsbc.com.hk> Hang Seng Bank <http://www.hangseng.com> JETCO <http://www.jetco.com.hk> BEA <http://www.hkbea.com> 2) Make bill payment by choosing the following function: (Please do not use the account transfer function for payment) HSBC: View and Pay Bills Hang Seng Bank: View and Pay Bills JETCO: JET Payment BEA: Bill Payment / CyberPayment / JET Payment 3) Select The University of Hong Kong as the merchant for payment 4) Enter Bill Type: 06 Other Fees 5) Enter 14-digit Bill Account Number: Your University Number (10 digits) plus a 4-digit suffix 4002 (If you have forgotten your University Number, please use " " in lieu) 6) Enter the appropriate amount payable Receipt to be attached to the application form Original ATM customer advice A printed copy of the bank s acknowledgement statement which contains the payment reference number

3 205/915 Page 1 of 3 THE UNIVERSITY OF HONG KONG Application for Transcript Application received on: The application will be processed once this application form is received by the Academic Services Office. Please read the Instructions to Applicants before completing this form. Section A Personal Particulars University number Name in English (in BLOCK LETTERS, surname first) Name in Chinese (if any, as in HKID) Chinese name in C.C. code (if any, as in HKID) HKID card/passport number ** A copy of your HKID card or passport must be attached to the application. ** Date of birth address (date/month/year) Contact number Mobile: Office/Home: Correspondence address Curricula attended (e.g.ba, MBA, PhD) (in chronological order) Faculty Date of attendance Honours classification From To (if applicable) (mm/yyyy) (mm/yyyy) Section B Payment Method (see Notes on Application Fees and Payment Methods) Cash or cheque will NOT be accepted. Fee: HK$40 per copy Total number of copies applied for: copies to be collected at the Academic Services Office. copies to be sent by registered mail. (Please one box only.) The original ATM customer advice* / a printed copy of the internet banking acknowledgement statement* showing a total payable amount of HK$ is attached as evidence of payment. (* Please delete as appropriate.) A Hong Kong dollar bank draft showing a total payable amount of HK$ which is made payable to THE UNIVERSITY OF HONG KONG is attached. (Money orders are not accepted.) Credit card (It must be your own credit card.) I authorize The University of Hong Kong to charge HK$ Credit card (Please.) Visa Master to MY credit card account below: Card number Expiry date (month/year) / *Expiry date not less than 6 months from date of application* Name printed on credit card (in BLOCK LETTERS) Signature of cardholder (Please sign, do not type.)

4 Name: University number: Page 2 of 3 Section C Collection Methods and Copies Required Collection method Number of transcript(s) applied for (a) In person (at Room G-04, G/F, Run Run Shaw Building) (b) By an authorized person Name: HKID card/ Passport No.: Purpose of application Pack the transcripts in 2 [ ] ONE single University envelope Pack the transcripts in 2 [ ] ONE single University envelope (c) By registered mail Please provide full mailing address(es) below and complete the address label(s) on page 3. If address labels provided are insufficient, please attach supplementary mailing list. Country: Address 2 Country: Address 3 Country: Pack the transcripts in 2 [ ] ONE single University envelope Pack the transcripts in 2 [ ] ONE single University envelope Pack the transcripts in 2 [ ] ONE single University envelope 1 If the transcript is to be sent with an attachment (e.g. Request for transcript form provided by some institutions), please tick Yes and enclose the attachment with this application form. 2 If you apply for more than one transcript, please indicate your preference. If no indication, ONE single envelope will be provided. I have read through the Instructions to Applicants and have completed the application form accordingly. I understand that the application will be processed upon receipt of the application form by the Academic Services Office and if changes in academic records occur, a new application with appropriate application fee will be required for an updated transcript. Signature of Applicant: (Please sign, do not type.) Date: - End of Application - ******************************************************************************************************** (For office use) To be completed upon collection of transcript(s) Name (in BLOCK LETTERS): Collected by: (signature) Date:

5 Name: University number: Page 3 of 3 Address Labels Country: Country: Country:

6 12/602 re-amended THE UNIVERSITY OF HONG KONG Personal Information Collection Statement 1. This is a statement to inform you of your rights under the Personal Data (Privacy) Ordinance. 2. Personal information is provided by you as an applicant through the completion of application procedures and forms designated for various purposes, e.g. for admission to a programme of study, for the issuance of your student registration card, for an exchange programme, for hall admissions, and for provision of facilities or services. Data collected are used specifically for the purposes prescribed in the application forms and will serve (a) as a basis for selection of applications; (b) as evidence for verification of the applicant s identity, examination results, academic records and other information; and (c) where applicable, as part of the applicant s official student records. In the case of (c) above, information so incorporated into student records will be used for all purposes relating to the student s studies as required by the relevant regulations and procedures of the University. 3. Personal data will be kept confidential and handled by the University s staff members. The University may transfer some of the data to an agent or other persons appointed to undertake some of its academic and administrative functions. 4. Under the provisions of the Ordinance, you have the right to request the University to ascertain whether it holds your personal data, to be given a copy, and to apply for correction of the data, if deemed incorrect. 5. Applications for access to and correction of personal data should be made by using a special request form and on payment of a fee. Such applications as well as requests for information should be addressed to the Data Protection Officer, Registry, The University of Hong Kong. H.W.K. Wai Registrar September 2007

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