Award and Parchment

Schedule for Degree Conferment and Issuance of Award Parchment

Starting from graduating cohort of 2021/22, the Graduate School (GS) took up the role of award issuance and dispatch of award parchments for Research Postgraduate (RPg) students.

The following is the latest schedule for degree conferment, issuance of electronic award parchments, and collection of paper award parchments.

Should any scheduled date coincide with a public holiday once officially announced in the Hong Kong Government Gazette, it will be adjusted.

RPg award cases will be processed according to the above schedule, and degrees will be conferred on the corresponding Degree Conferment Dates.

GS will inform the respective PhD and MPhil graduates of the arrangements for the issuance of their electronic award parchments and the collection of their paper award parchments via email.

By legitimacy, all academic awards are subject to formal conferment by the designated authority within the University. Graduates may obtain their electronic award parchments only on or after the Degree Conferment Date, and collect their paper award parchments only upon the start of the official collection period. Requests for early issuance or collection of certification documents will not be entertained.

Collection in Person

Please bring along the following documents:

1. your Hong Kong Identity (HKID) Card^# which should tally with the record you registered with PolyU; AND
2. your PolyU Student ID card; AND
3. the email on award parchment collection (either in hardcopy / softcopy / mobile version) to facilitate the campus access^*.

Collection by Authorised Person

The authorised person must produce the following documents:

1. an authorisation letter duly signed by the graduate. The letter should state clearly the name and the HKID Card^# number of the authorised person; AND
2. photocopy of the graduate’s HKID Card^# which should tally with the record you registered with PolyU; AND
3. the HKID Card^# of the authorised person; AND
4. the email on award parchment collection (either in hardcopy / softcopy / mobile version) to facilitate the campus access^*.

[#: or Passport or Mainland ID Card for those without a HKID Card]

[*: For security concerns, the access to PolyU campus is currently restricted to limited users only.  You are reminded to bring ALL the required documents for award parchment collection, failing to do so may result in a delayed or even denied campus access.  You are advised to use the entrance at Core A (the fountain area) or Core P / Core D (the footbridge connecting Hung Hom MTR Exit A1 / D1)]

Notes to Graduates

• Paper award parchments will normally be retained for one year from the start of the designated collection period. Uncollected parchments may be destroyed without further notice.
• If graduates have unsettled matters with the University, such as outstanding debts to the University, or are subject to disciplinary action, the University reserves the right to withhold the issuance of, or retract, their award parchments and/or certifications of study.
• The award parchment is an official document. Graduates are advised to keep it safely.



Congregation 2026

Starting from 2024, the University will be arranging an additional Congregation session for PhD graduates in May, while the other session will continue to be held in November, to better accommodate the increasing number of PhD students graduating at different times of the year. Invitations will be sent out by the Academic Registry and relevant information will be posted on the AR Congregation Website near the time.

The May session will be for PhD students who graduate between October and March. In order to be presented with their award in person during this session, PhD students must have completed all the degree requirements and submitted all necessary documents to the GS by 25 February 2026.

The November session will be for MPhil and PhD students graduating between April and September. Students who wish to be presented their award in person during the November session (for PhD students) or in the Faculty/School session (for MPhil students) must have completed all the degree requirements and submitted all necessary documents to the GS by 26 August 2026.

 

Please observe the schedule carefully.