Congregation Arrangements

  20th Congregation
  Schedule
  Invitation to the Congregation
  Change of Address/Telephone No./E-mail Address by Graduates
  Enquiries
  Inclement Weather Arrangements
  Gown Hiring and Returning Arrangements
  Photo-taking Arrangements
  Collection of Award Parchment
  Frequently Asked Questions
 

20th Congregation

Congratulations on your successful completion of study!

The 20th Congregation of The Hong Kong Polytechnic University for the conferment of academic awards is scheduled to be held from from Saturday, 25 October to Saturday, 15 November 2014 on campus at the Jockey Club Auditorium (JCA).

The conferment of Honorary Doctorates, PhDs and Professional Doctorates of all Faculties/Schools will be held at 10:30 am on Saturday, 25 October 2014. The conferment of all other levels of awards, from sub-degree awards up to Master's Degrees, including MPhil, will be conducted at separate Faculty/School* Conferment Sessions according to the schedule below. 

*School refers to the School of Design and the School of Hotel & Tourism Management


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Schedule

DateConferment Session(s)
25 October 2014Doctoral and Honorary Degrees
28 – 29 October 2014

Faculty of Health and Social Sciences (FHSS)
(Click here for the full sessional arrangements)
 

30 October – 1 November 2014Faculty of Business (FB) 
(Click here for the full sessional arrangements)
4 – 5 November 2014Faculty of Construction and Environment (FCE)
(Click here for the full sessional arrangements)
6 November 2014School of Design (SD)
(Click here for the full sessional arrangements)
 
7 November 2014School of Hotel and Tourism Management (SHTM)
(Click here for the full sessional arrangements)
8 November 2014Faculty of Humanities (FH) 
(Click here for the full sessional arrangements)
 
11 – 12 November 2014 Faculty of Applied Science and Textiles (FAST)
(Click here for the sessional arrangements)
 
13 – 15 November 2014Faculty of Engineering (FENG)
(Click here for the sessional arrangements)
 


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Invitation to the Congregation

Invitation letters from the University will be sent to eligible graduates in early September 2014.

Graduates, except for research graduates, will be required to register their attendance and indicate their gown hiring requirements online at the ‘Congregation Booking’ tabpage of eStudent (www.polyu.edu.hk/student). For research graduates of MPhil and PhD, the registration URL can be accessed via http://www.polyu.edu.hk/ro/rograd.

Registration will begin from 9:00 am, 3 September 2014. Each graduate will normally be offered 2 guest tickets.


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Change of Address/Telephone No./E-mail Address by Graduates

In order to ensure that you will receive the invitation letter from the University, please notify us as soon as possible if your address, telephone number and/or E-mail address has been/will be changed. Update can be made via eStudent (http://www.polyu.edu.hk/student > select ‘My Profile’ > ‘Personal Details’ > ‘Update’) or AS Form 1.


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Enquiries

For further enquiries on Congregation arrangements, please contact the office responsible for the relevant conferment sessions as follows:

Conferment Session(s)Contact Person                  E-mail Address

Telephone No.              

Fax No.           
Doctoral Degrees of all Faculties/SchoolsMs Mandy Pang
Miss Yvonne Lai
ascong@polyu.edu.hk 2766 5181
2766 4273
2334 4625
FASTMs Patricia Kong
Ms Yammie Wong
Ms Ivy Tsui
scgrad@polyu.edu.hk2766 5057
2766 5058
2766 5059
2362 2578
FBMiss Elaine Cheng fbgrad@polyu.edu.hk 2766 5091 2362 5773
FCEMs Becky Chang
Miss Coey Lo

clbecky@polyu.edu.hk
coey.lo@polyu.edu.hk

2766 5039
2766 5029
2362 2574
FENGMs Olivia Wong  degrad@polyu.edu.hk2766 5043 2176 4563
FHSSMs Cindy Wong
Ms Viola Chan
fhss.graduation@polyu.edu.hk2766 5075
2766 5077
2363 0146
FHMs Mandy Ching
Miss Candy Wong
fh.graduation@polyu.edu.hk 3400 8212
3400 8217
2363 8955
SDMiss Florence Lam  sdgrad@polyu.edu.hk 2766 54742774 5067
SHTMMiss Maggie Ng
Miss Winnie To
maggie.ng@polyu.edu.hk 
wai.to@polyu.edu.hk
3400 2196
3400 2232
2362 9362

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


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Inclement Weather Arrangements

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 following day will be cancelled. Announcement on change of date will be posted at AS Homepage (www.polyu.edu.hk/as) and the affected Faculty/School's webpage. Graduates concerned will also be informed about the change via SMS.


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Gown Hiring and Returning Arrangements

1. Gown Hiring

  • Graduates attending the 20th Congregation are required to wear the academic gowns specific to the particular award. 
  • Graduates can tailor their own academic gowns following the specified colour and style for the appropriate level of award.
  • Academic gowns are also available for hiring from the University at the gown hiring fee of HK$100, which is non-refundable.
  • Graduates can opt to collect the gown either by local postal delivery service (without additional charges) or in person on PolyU campus according to the specified schedule.
  • The nearest next size will be given if your preferred size is running out of supply.
  • It is the graduates' responsibility to arrange to collect their gown before the date of the Congregation, if gown hiring requests have been made. Gowns will not be provided on-site at the PolyU campus during the Congregation.
  • For outpost programme graduates, they can contact the Faculty/School offices concerned for the collection of their gowns.

a. Payment Methods for Gown Hiring

b. Postal Delivery

  • Graduates are encouraged to opt for this convenient gown collection method to avoid the need for queuing up for on-campus gown collection.
  • No additional charge is required.
  • The postal delivery service is confined to Hong Kong address only. 
  • Graduates should confirm the address of delivery by 18 September 2014, and settle the gown hiring fee by 19 September 2014.
  • The gowns are scheduled to be delivered from 3 to 11 October 2014 (within the time from 9:00 am to 5:00 pm on Monday to Friday; 9:00 am to 1:00 pm on Saturday).

c. On-campus Collection

  • The distribution venue is at Room AG205, PolyU Campus.
  • The schedule for the collection of gowns on-campus is as follows:
    Level of AwardFaculties/SchoolsDate(s)Time
    Sub-degreesAll3 October 20141:00pm - 8:00pm
    Doctoral Degrees/Master's Degrees
    and Postgraduate Awards (PgD & PgC)
    FB, FCE, SD, SHTM

    FAST, FENG, FHSS, FH
    7 & 9 October 2014

    8 & 9 October 2014
    1:00pm - 8:00pm
    Bachelor's DegreesFAST, FB, FHSS, FH

    FCE, FENG, SD, SHTM
    13 & 14 October 2014

    15 & 16 October 2014
    1:00pm - 8:00pm
  • Graduates may also authorise a representative to collect the gown for them. Click here for the Authorisation form.
  • Please be reminded to bring your own bags for carrying the gown. For environmental protection purpose, bag will not be provided.

d. Types and Sizes of Academic Gowns

 

Sizes of Gown

Size of Gown (Body height)Small5'3" (1.6 m) or below
Medium5'4" - 5'7" (1.6 m - 1.7 m)
Large5'8" (1.73 m) or above
Size of Cap (The circumference around the head at one inch above eye brows and ears.)Small21.5" (55 cm) or below
Medium22.5" (57 cm)
Large23" (58 cm) or above
 

    e. How to Put on Your Gown

     
    For Doctoral Degrees
    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.
     
    For Bachelor's Degrees/Master's Degrees/Postgraduate Awards (PgD/PgC)
    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 graduates of Bachelor's and Master's Degrees, the peak of the mortarboard should be pointing at the centre of your forehead with the tassel on the left.
    Videos Clips (Click here to download the RealPlayer.)
    學士學位 / 深造文憑及證書 / 碩士學位
    (
    廣東話版)
    博士學位
    (
    廣東話版)
    学士学位 / 深造文凭及证书/ 硕士学位
    (
    普通话版)
    博士学位
    (
    普通话版)
    Bachelor's Degrees / Postgraduate Awards / Master's Degrees
    (
    English version)
    Doctoral Degrees
    (
    English version)

     

    2. Gown Returning

    • Graduates should return the gowns from 25 October to 24 November 2014 at the designated laundry. 
    • 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.

    a. Late Return or Damaged/Lost Gown Charges

    • If you do not return the gown by 24 November 2014, you will be charged an overdue fee of HK$60 per calendar week.
    • Gowns returned after 24 November 2014 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 am - 7:00 pm; Saturday: 9:00 am - 12:00 noon; Public holiday: closed). 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 parchments.

      3. Printable version

      4. Enquiries


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      Photo-taking Arrangements

      To capture the memorable moments of your graduation, the University has arranged for professional photographers (GFoto Limited) to take photographs for graduates during the conferment ceremonies. Graduates can order the photographs from the company website at <www.gfoto.hk/orderphoto> from 18 December 2014 to 30 April 2015. The cost of the photo-ordering package is:

      Size SpecificationsCost
      One photo in digital file (without hardcopy) HK$ 50 each
      One 4R hardcopy HK$ 25 each
      One 5R hardcopy HK$ 35 each
      One 8R hardcopy HK$ 50 each

      For further enquiries on the photo-taking arrangements, please call GFoto Limited (Ms Janet Kam at Tel: 852-2525 5088).


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      Collection of Award Parchment

      The award collection period for 2014 is as follows:

      28 November – 6 December 2014
      Monday - Friday 1:00 pm - 8:00 pm
      Saturday1:00 pm - 6:00 pm
      SundayClosed
      VenueAG205


      Research Degrees graduates should approach the Research Office (E-mail: roro@polyu.edu.hk, Telephone: 3400 3635) for assistance. For graduates of programmes conducted in the Chinese mainland, please click 
      here for more information.

       


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      Frequently Asked Questions

      About Congregation

      Q: How many guests can each graduate bring to the Congregation?
      A: Each graduate will normally be offered 2 guest tickets. Graduate will be required to register their attendance and the number of guest tickets required online at the ‘Congregation Booking’ tabpage of eStudent (www.polyu.edu.hk/student). For research graduates of MPhil and PhD, the registration URL can be accessed via http://www.polyu.edu.hk/ro/rograd. Additional guest tickets can be offered only when there are spare seats available.
       
      Q: Can I take photographs during the Conferment Ceremony?
      A: The University has arranged professional photographers to take photographs during the Conferment Ceremony. To avoid interrupting the process of the ceremony, the audience is not allowed to leave their seats for taking photographs during the Conferment Ceremony.
       
      Q: Is there a dress code for the graduates attending the Congregation?
      A: The Congregation is a formal occasion. Casual wears like sneakers, flip-flops, jeans are not appropriate for the occasion.
       
      Q: What will be the language of the Conferment Ceremony?
      A: The Conferment Ceremony will be conducted in English.
       
          

      About Academic Gown

      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: Sale services are not provided by the University. You can arrange to tailor your own academic gown following the color and style for the appropriate level of award if you are interested.
       
      Q: Are there any additional charges if I request the gown to be delivered by postal delivery?
      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.
       
      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 post 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.
       
       

      About Award Parchment

      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 28 November to 6 December 2014 during the following hours: 

      Monday - Friday: 1:00 pm - 8:00 pm
      Saturday: 1:00 pm - 6:00 pm
      Sunday: closed

      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 receipt for gown return, if you have hired a gown
      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 parchments and you will be subject to 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 am - 7:00 pm
      Saturday: 9:00 am - 12:00 noon
      Sunday, public holiday: closed
       
      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 to collect it on your behalf. The authorised person must produce the following documents:

      • authorisation form duly signed by you
      • photocopy of your HKID card (or Passport for those without an HKID card) which should tally with the record kept by the PolyU
      • the authorised person’s HKID Card (or Passport for those without an HKID Card)
      • the receipt for gown return, if you have hired a gown  


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