14^th Congregation

The 14^th Congregation of The Hong Kong Polytechnic University for the conferment of academic awards is scheduled to be held from Thursday, 23 October to Tuesday, 12 November 2008, on campus at the Jockey Club Auditorium (JCA).

14^th Congregation (Main Conferment Session) - 23 October 2008

The conferment of Honorary Doctorates, PhDs and Professional Doctorates of all Faculties/Schools will be held on Thursday, 23 October 2008 at 3:00 p.m.

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14^th Congregation (Faculty/School Conferment Sessions) - (25 October - 12 November 2008)

The conferment of all other levels of awards, from sub-degree awards up to Master’s Degree, including MPhil, will be made at separate Faculty/School* Conferment Sessions.

(*School refers to School of Design and School of Hotel & Tourism Management)

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Schedule for the 14^th Congregation (Faculty/School Conferment Sessions)

Invitation to the Congregation

Eligible graduates will receive the invitation letter from the University in early September 2008.

If you are a graduate in 2008 and wish to attend the Congregation, you can register online at the Graduation Services System (GSS) from 8 September 2008.

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Change of Address / Telephone / E-mail Address

In order to ensure that you will receive the invitation letter, please notify us as soon as possible via AS Form 1 if your address, telephone number and/or E-mail address has been/will be changed.

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Enquiries

For further enquiries on Congregation arrangements, please contact the Academic Secretariat (for the Main Conferment Session) and the relevant Faculty/School offices (for the respective Faculty/School Conferment Sessions).

For gown-related matters, please call the enquiry hotline at 2766 5151/2766 5155.

Inclement Weather Arrangement

If Typhoon Signal No. 8 or Rainstorm Black Warning is up at 7:30 a.m. on any of the dates from 23 October to 8 November 2008, all the conferment sessions scheduled on the date will be cancelled and deferred to be held on Sunday, 9 November 2008. 

For SHTM and SD, the School Conferment Sessions cancelled will be postponed to Sunday, 16 November 2008. 

In case of the likely hoisting of Typhoon Signal No. 8 during the Congregation period, AS and the Faculty/School concerned will decide whether the conferment session scheduled on the next day will be cancelled.  Announcement on change of date will be posted at AS’s and the affected Faculty/School’s webpages.  Graduates concerned will also be informed via SMS about the change.

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Gown Hiring and Returning Arrangements

• Graduates attending the 14^th Congregation are required to wear the  academic gowns appropriate to their awards.
• The gown hiring fee is HK$100 (non-refundable).
• Graduates can opt to collect the gown either by local courier delivery service (without additional charges) or in person on PolyU campus at specified schedule. 
• Graduates may also authorise a representative to collect the gown for them. Click here for the Authorisation Form.
• For Chinese mainland/Overseas Graduates, they can contact the Faculty/School offices concerned for the collection of their gowns.

• Click here for the payment methods and deadlines.

• There is no additional charge.
• Graduates should confirm the address of delivery and settle the gown hiring fee by Monday, 22 September 2008.
• The gowns will be delivered from 8 to 10 October 2008 (9:00 a.m. - 5:00 p.m.).

• Graduates should settle the gown hiring fee by Monday, 6 October 2008.
• The distribution venue is Fong Shu Chuen Hall, PolyU. Click here for the Map.
• The schedule for the collection of gowns on-campus is as follows:

• The gown hiring process may take about 30 minutes to complete.
• Please bring your own bag to carry the gowns.

1. A light colour shirt will match nicely with your gown.
2. Put the hood over the gown, rest it on your shoulders, and secure it by putting the string loop at the tip of the hood around a button of your shirt.
3. Ensure the hood is in a V-shape and slightly opens at the back.
4. You should wear the bonnet with the tassel on the left.

1. A light colour shirt will match nicely with your gown.
2. Put the hood over the gown, rest it on your shoulders, and secure it by putting the string loop at the tip of the hood around a button of your shirt.
3. For the Bachelor’s and Master’s Degrees graduates, the peak of the mortarboard should be pointing at the centre of your forehead with the tassel on the left.

• Graduates should return the gowns from 23 October 2008 to 19 November 2008 at the selected laundry shops. Click here for the opening hours and locations of the shops.
• Please bring along your student ID card/HKID card and gown hiring receipt to facilitate accurate record transfer. You will receive an official return receipt issued by the laundry shop assistant. Remember to keep the receipt as evidence of having returned the gown.
• For Chinese mainland/Overseas Graduates, they should return the gown to their Faculty/School offices concerned direct after the ceremony.

• If you do not return the gown by 19 November 2008, you will be charged an overdue fee of HK$60 per calendar week.
• Gowns returned after 19 November 2008 should be made at the AS Service Centre at Room M101, 1/F of Li Ka Shing Tower during office hours (Monday -  Friday: 9:00 a.m. - 7:00 p.m.; Saturday: 9:00 a.m. - 12:00 noon). You will have to pay for the appropriate amount of overdue fee when you return the gown. The overdue fee will be charged up to a maximum amount equivalent to the cost of the gown.
• Alterations to the academic gown or attachments in any form are strictly forbidden. Graduates will be charged for the cost of the items if they are damaged/lost. Click here for the charge for Damaged/Lost Gowns.
• If you do not return the gown or settle the overdue fee, you will not be issued the Academic Award Parchment. 

• Gown Hiring Arrangements (PDF)
• Gown Returning Arrangements (PDF)

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Email: ascong@polyu.edu.hk

Telephone:  2766 5151/2766 5155

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Photo-taking Arrangement

To capture the memorable moments of your graduation, the University has arranged for professional photographers to take photographs for the graduates during the conferment ceremonies. The photographers will take photographs of EACH graduate when he/she is presented on the stage. Graduates can order the photographs from the company afterwards. 

 Further details on the photograph ordering method will be available in September 2008.

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Collection of Award Parchment

Academic Award Parchments will only be issued to graduates* after they have returned their gowns and settled all overdue payments. HKCyberU, Research Degrees and SPEED graduates should approach the respective offices for assistance.

The award collection period for 2008 is as follows:

21-29 November 2008

Monday - Friday          :    4:00 p.m. - 8:00 p.m.

Saturday                       :    1:00 p.m. - 5:00 p.m.

 *Graduates from programmes conducted in the Chinese mainland, please click here for more information.

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Frequently Asked Questions

Q:  How many guests can I bring to the Congregation?

A:  Each graduate will be provided with 2 guest tickets.

Q:  Can I bring more than 2 guests to the Congregation?

A:  Yes, as long as spare seats are available. Please contact the Academic Secretariat or your Faculty/School Office concerned direct.

Q:  Can I take photographs during the Ceremony?

A:  The University has arranged for professional photographers to take photographs for the graduates during the Faculty/School Sessions. To avoid interrupting the process of the Ceremony, the audience is not allowed to take photographs at the JCA.

Q:  How can I order the photographs?

A:  Photographs will be uploaded to a designated website of the Photo-taking contractor on 1 December 2008. Further details will be available in early September 2008.

Q: Can I hire the gown for photo-taking only if I cannot attend the Congregation?

A: Yes. You should however follow the same gown hiring and returning schedule.   

Q:  Can I buy my own set of academic gown?

A:  Yes. You can buy your own academic gown following the color and style for the appropriate level of award.

Q:  Are there any additional charges if I request the gown to be delivered by courier?

A:  No, there will not be additional charges. However, you must ensure that someone is available at home (or at the address indicated by you) to receive the parcel during the delivery dates from 8 - 10 October 2008.

Q:  I will be out of Hong Kong during the gown hiring period. Can you deliver the academic gown to me overseas?

A:   No. We can only courier the academic gown to you within Hong Kong. You may nominate your representative to collect the gown on your behalf. If you wish your representative to collect the gown on campus, please ask your representative to present the Authorisation Form, a copy of your student ID card/HKID card and payment slip at the gown hiring service counter.

Q:  Do I need to return the gown in person?

A:  No. You can arrange your representative to return the gown for you. However, he/she should provide your gown hiring receipt for verification of records. Your representative should keep the official gown return receipt as an evidence for having returned the gown.

Q:  What if I do not return the gown by the specified date and time?

A:   A late return fee of HK$60 per week will be charged on you.  Gowns returned after 19 November 2008 cannot be returned at the laundry shops. You will have to bring the gown to the AS Service Centre at Room M101, 1/F of Li Ka Shing Tower, PolyU during the following opening hours:

Q:  When can I collect the Award Parchment?

A:   Your Academic Award Parchment will be available for collection at the Podium Office of the Academic Secretariat at Room AG205, Chung Sze Yuen Building, from 21-29 November 2008 during the following hours:

Monday - Friday   : 4:00 p.m. - 8:00 p.m.

Saturday                : 1:00 p.m. - 5:00 p.m.

      Please bring along:

-          your Hong Kong Identity Card (or Passport for those without an HKID card) which should tally with the record kept in the PolyU;

-          the gown return receipt; and

-          your PolyU student identity card  (for cancellation), if you have not yet returned the card.

Q:  Can I collect the Award Parchment after the stipulated collection period?

A:  You are strongly advised to collect the parchment within the collection period.  After this period, the University is not responsible for the safe custody of the uncollected parchment and you will be subject to the late collection procedures (which may include a late charge).

You can collect the Award Parchment at the AS Service Centre at Room M101, 1/F of Li Ka Shing Tower, after the specified period.  The opening hours are:

Monday - Friday   : 9:00 a.m. - 7:00 p.m.

Saturday                : 9:00 a.m. - 12:00 noon

Q:  I am not available to come and collect the Award Parchment, can you arrange the Award Parchment to be sent to me by mail?

A:  No. If you are unable to come in person to collect the parchment, you may authorise another person in writing (with the HKID number of the authorised person provided) to collect it on your behalf. A copy of your HKID Card (or Passport for those who do not possess an HKID Card) and student ID card must be attached to your authorisation letter.

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