Safe Outdoor Drone Operations at PolyU

Small Unmanned Aircraft (SUA), commonly known as drones, are increasingly used at PolyU for research, teaching, operations, and promotional activities. To ensure these activities are conducted safely, legally, and responsibly, PolyU has established a comprehensive SUA Management System in alignment with the Hong Kong Civil Aviation Department (CAD) requirements and University safety standards.

Under the Small Unmanned Aircraft Order (Cap. 448G), SUA operations in Hong Kong are regulated using a risk‑based framework, with requirements varying by aircraft weight and operational risk.

At PolyU, outdoor SUA operations are jointly governed by:

• Campus Facilities and Sustainability Office (CFSO) – grants operational permission
• Health and Safety Office (HSO) – provides safety consent

Important: No SUA operation is permitted on campus without both prior safety consent from HSO and permission from CFSO.

Roles and Responsibilities

Applicants (PolyU staff members)

• Initiate SUA applications
• Ensure operations comply with the CAD and PolyU requirements
• Be present on-site to oversee operations

Remote Pilots (staff, students, or external parties)

• Operate registered SUAs in accordance with approved flight plans
• Hold valid training, experience, and certifications (where applicable)

HSO

• Reviews risk assessments and safety aspects of the flight
• Issues safety consent and may require trial flights for competency verification

CFSO

• Assesses site impact and operational coordination
• Issues official PolyU SUA Flight Permits

Applying for SUA Operations: Step-by-Step

1. Early Planning and Risk Consideration

Applicants should first evaluate:

• Whether the activity serves a legitimate PolyU purpose
• Whether safer alternatives (e.g., handheld cameras) are feasible
• Whether operations can remain within standard, lower-risk categories

2. Determine the Operation Category

Identify which category your flight falls under based on weight and risk:

Each category carries different requirements for:

• Registration
• Pilot competency
• Equipment safety features
• Insurance coverage

3. Submit the Application

Applicants must complete HSO HS Form 30 – Application and Risk Assessment Form for SUA Operations, including:

• Purpose and operation details
• Detailed flight plan
• Risk assessment
• Pilot information
• SUA specifications
  

Relevant supporting documents (e.g., registration certificates, flight logs, insurance policies) must also be submitted.

Submission timeline: Applications must be submitted to both CFSO and HSO at least 5 working days prior to the planned operation.

4. Obtain CAD Permission (if required)

For advanced operations, prior approval from CAD must be secured before final PolyU approval.

• HSO reviews the application and grants safety consent.
• CFSO evaluates site considerations and coordination needs.
• Upon approval, a PolyU SUA Flight Permit is issued to each remote pilot.

Note: Category C operations involve significantly higher risks and stricter requirements, and are generally discouraged unless absolutely necessary.

Safe Drone Operational Measures

Before Flight:

• Notify CFSO and HSO on the day of operation.
• Carry valid pilot credentials and aircraft registration documents on-site.
• Conduct a site safety check, including:
  • Weather conditions, wind speed, and visibility
  • Flight paths and surrounding hazards (e.g., power lines, trees, buildings)
  • Safe take-off and landing zones
• Establish a cordoned area with barriers or warning tapes, especially for higher-risk operations.

 During Flight:

• Follow the approved flight plan and HSO safety guidelines.
• Keep a safe distance from people, vehicles, and structures.
• Deploy visual observers, where necessary.
• Suspend operations immediately if environmental conditions (e.g., sudden weather changes, dropping visibility) become unsafe.

After Flight:

• Remove all barricades and restore the site.
• Return the PolyU SUA Flight Permit to CFSO or HSO.
• Retain flight logs and geo‑awareness data (if applicable) for at least 6 months.
   

Emergency Preparedness

All operators must be familiar with the Emergency Procedures for SUA Operations in HSO Guidelines, including:

• Loss of control or signal failure
• Flyaway incidents
• Fire risks or battery malfunctions
• Public encroachment into operational areas

Emergency Contact:
Campus Control Centre (24‑hour): 2766 7999

Final Reminder

Drone technology offers exciting opportunities — but safety must always come first.

All staff and students involved in outdoor SUA operations are required to strictly follow the PolyU SUA Management System to protect people, property, and the University’s reputation.

For enquiries or further guidance, please contact CFSO or HSO.