Key Action Dates | Academic Registry

Action Date(s) / Deadlines (2025)	Activity	Remarks, if any
18 Aug to 14 Sep (up to Hong Kong Time 23.59)	Online registration for Congregation attendance	Student types and registration URL
	In person - To join the physical Congregation on campus at the Jockey Club Auditorium, please indicate the number of guest tickets you need when performing online registration. Virtual - Your portrait on academic gown, your name and award information will be presented during the Congregation session. Not attend - Graduates without any return on the registration system will also be taken as an indication of NOT attending the ceremony.	ALL graduates of taught programmes; PhD graduates admitted in or after 2018/19	“Congregation” tab page of eStudent (www.polyu.edu.hk/student)
		PhD graduates admitted in or before 2017/18	https://www40.polyu.edu.hk/rogradupd/
By 28 Sep	Only for graduates who choose to attend the Congregation virtually - Upload recent portrait via the Online Portrait Upload Platform.	Please check the portrait requirements before uploading your portrait. This will facilitate the arrangements for your virtual presentation at the ceremony. 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 virtual presentation.
2 Oct – 22 Nov	Online gown hiring (https://enkist.com/en/gown/registration/polyu)	For details, please refer to ‘Gown Hiring and Return’ tab on AR Congregation website - Academic Gowns.
14 Oct – 22 Nov	Gown collection from the outlets of Victoria Uniform	Please check the outlets listed on the Academic Registry website. The gown hiring period is 49 calendar days, counting from the date of gown collection. An extension fee will be charged if the gown is not returned by the stated deadline.
From 14 Oct to 31 Dec (except 4-6, 8-13 and 15-19 December)	On-campus photo taking	You can use your Student ID card for campus access and photo-taking up to 31 December 2025. If you have registered e-tickets for your guests, they can use the QR code on the e-ticket to enter PolyU and for admission to the event venue (i.e., Jockey Club Auditorium) on the Congregation day. If you want to bring other guests to the campus for photo-taking, you will need to perform prior online registration for them via the Campus Access Registration System for On-Campus Photo Taking from 2 October 2025. 4. On-campus decorations for the 31st Congregation will be made ready for graduation photo-taking from 14 October to 31 December 2025.
Five days before the Congregation session	Contact the e-Ticketing Agent, Cityline (Hong Kong) Ltd. at cs@cityline.com or at (852) 2314 4228 if e-tickets have not been received on this day.	If you have opted for in-person attendance, your graduate e-ticket and guest e-tickets (if any) will be sent via email to your PolyU Connect account. Attendees may present the ticket with a mobile phone or print the ticket on A4 paper for entering the campus and event venue (i.e., Jockey Club Auditorium) on the Congregation day. Please also check your Junk or Spam folder, as the e-tickets may be mistakenly classified as junk mail.
1-22 Nov	31^stCongregation (November Sessions)	If you have registered e-tickets for yourself and your guests, the QR code on the e-ticket can be used for both campus access and entering the event venue (i.e., Jockey Club Auditorium) on the Congregation day. For other guests who will enter the campus for photo-taking only, please visit Campus Access Registration System for On-Campus Photo Taking and perform online registration for them to get the campus access QR codes. Please also check the latest updates and important points to note on the AR Congregation website before attending the event, especially for contingency and bad weather arrangements.
Dependent on when your academic awards are conferred	Collection of award parchment	For the detailed schedule for award parchment collection, please visit the AR website (Graduates > Award Parchment) for the relevant information in early March, early July or early October with reference to your graduation timeline. An email will be sent to your PolyU Connect account shortly before the start of the collection period.
Late December	Free download of graduation photos and watch video playback	The photos taken for graduates on the day of the Congregation and virtual presentation slides will be given to graduates for free. They will be available for download from a designated website from late December 2025. Further details will be announced on the AR Congregation website near the time.