Congregation Arrangements
To meet the different needs of graduates, the 30th Congregation will continue to be conducted in a hybrid mode, i.e., graduates can choose to attend the Congregation in person or virtually.
For graduates who choose to attend the physical Congregation, they will be presented in person at the Jockey Club Auditorium (JCA) on the PolyU campus. Graduates who are unable to attend the Congregation in person can choose to attend virtually. Virtual presentations will take place after all graduates attending the physical ceremony have been presented on stage at the JCA. Graduates who have not indicated their attendance option by the registration deadline will not be presented at the Congregation.
The ceremonies will be live-streamed on YouTube and WeChat Mini Programs. Details regarding the broadcasting arrangements will be posted on this website in due course. Graduates will be able to view their Congregation videos around one month after the ceremonies.
Graduates attending the physical Congregation should take note of the following:
- Make sure you receive the e-ticket for yourself and your guest(s) at least 3 days prior to the Congregation session. If you have any enquiries, please contact Cityline (Hong Kong) Ltd (+852 2314 4228).
- The QR codes on the e-tickets can be used for both campus access and entering the event venue (i.e., Jockey Club Auditorium).
- Please bring your e-ticket and arrive at least 60 minutes before the scheduled time, as it may take some time for the large number of graduates and guests to enter the campus on the Congregation days.
- There will be a briefing about the presentation procedures before the commencement of the ceremony. Please check the required reporting time for your session from your e-tickets.
- Graduates are reminded to dress and behave properly as the Congregation is a formal occasion. Casual wear such as sneakers, flip-flops and jeans is considered inappropriate.
- Only graduates wearing the correct academic gowns will be presented on stage and arranged to join the group photo session after the Congregation session, if any. No gown will be provided on-site.
Photo-taking and Video Recording Arrangements at the Graduation Ceremony
- The University will arrange professional photographers to take photos for graduates at all the Congregation sessions. All photos taken on the event day will be made available for free download by graduates around one month after the ceremony.
- The University will also arrange video recording of the ceremonies. Graduates will be informed via email when the video clips are ready for graduates' viewing after the ceremonies. Downloading of the clips will be prohibited.
- Details on the photo-download and video-viewing arrangements will be announced on the AR website near the time. Separate notifications (by email and SMS) will also be sent to graduates.
Please refer to the two tables below for the registration URL and the three attendance options available.
| Students Types | Registration URL |
| PhD graduates admitted in or before 2017/18 | https://www40.polyu.edu.hk/rogradupd |
| PhD graduates admitted in or after 2018/19 | “Congregation Booking” tab page of eStudent (www.polyu.edu.hk/student) |
| Attendance Options | Attendance Format | Remarks | |
|
1. |
In Person |
To join the physical ceremony on campus at the Jockey Club Auditorium according to the sessional arrangement designated for your award.
When registering your attendance option online, please also indicate the number of guest tickets you require.
|
|
|
2. |
Virtual |
To be presented virtually at the Congregation session of your award after all graduates attending the physical ceremony have been presented on stage at the JCA. Your portrait on virtual academic gown, name and award information will be projected during the ceremony. |
|
|
3. |
Not Attend |
You will NOT be presented at the Congregation.
|
After completing the registration procedures, you will receive a system-generated email confirming your registration via your PolyU email account.
Please note that late registration requests for attending the Congregation will not be entertained. A nil response by the registration deadline will be taken as an indication of non-attendance.
Graduates who choose to attend the Congregation virtually are required to upload their photos via the Online Portrait Upload Platform on the AR website from 11 March to 2 April 2024, as the portrait will be projected on stage for virtual attendance.
The portrait can be with or without an academic gown. If you choose to upload your portrait without the gown, a virtual gown specific to your award will be arranged for you. Failure to upload your portrait by the stated deadline or submitting a non-compliant portrait will result in your portrait not being displayed during the presentation.
Please click here for details of the portrait requirements and acceptable portrait samples for presentation at the ceremony.
Please note that the portrait you provide in the Online Portrait Upload Platform will be used for preparing your on-stage presentation at the ceremony. The portrait, together with your personal data, will be released to, edited and refined by third parties who assist in the organisation of the event, such as external vendors, Faculties/Schools and academic departments hosting the events. All personal data collected from you will only be stored for the duration relevant to the purpose of collection, and for as long as required under the applicable ordinances.
To ensure that you receive all relevant notifications from the University regarding Congregation arrangements, please make sure that your address, telephone number and/or e-mail address kept in the University’s student records are up-to-date. You can update your information any time by accessing eStudent and selecting 'My Profile' > 'Personal Details' > 'Update' or by using Form AR1.
If Typhoon Signal No. 8 or a Black Rainstorm Warning or an "Extreme Condition" announcement as issued by the Government is in force at 10.00 am on 4 May 2024, the Congregation will be deferred to 5 May 2024.
Graduates and guests are advised to check the AR website for the latest updates on the Congregation arrangements.
