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Briefing Sessions for Departments

Briefing Session for 23/24 - Aug 2023

An overview on funding and operational model for non-local Service-Learning subjects 2023-24

 

- organised by SLLO

 

Video Recording

 

PowerPoint by SLLO 

Briefing Session for 22/23 - Feb 2023

An overview on logistics and arrangements of non-local Service-Learning subjects

 

- organised by SLLO

 

Video Recording

 

PowerPoint by SLLO 

 

PowerPoint on Purchasing Procedures by FO  

 

Briefing Session for 22/23 - Nov 2022

An overview on funding and operational model for non-local Service-Learning subjects 2022-23

- organised by SLLO 

 

Video Recording

 

PowerPoint

Briefing Session for 22/23 - Aug 2022

An overview on logistics and arrangements of non-local Service-Learning subjects

- organised by SLLO

 

PowerPoint

(Latest) Briefing Session for 23/24 - Jan 2024

An overview on non-local service-learning funding and operational support 

 

- organised by SLLO

 

Video Recording

 

PowerPoint by SLLO 

Guidelines, documents and online platform to facilitate planning and administration

Information on the funding application for non-local Service-Learning projects is provided here. Departments are reminded to submit the relevant funding proposals and completion reports to the Service-Learning and Leadership Office on time, and blank forms/templates can be downloaded below. 

  • SLLO FP1 (project proposal and budget plan)

-Part 1: General Information; Part 2: Itinerary & Part 3: Budget and Administrative Guidelines -should be submitted to SLLO in editable format

-Part 4: Confirmation and Endorsement- should be submitted with the endorsement from the Head of Host Centre/Department/School

  • SLLO FP3 (Completion Report) - should be submitted within 3 months after the project ends and students return to Hong Kong

After the funding proposal is approved, a project account will be set up and funding will be allocated. In case the subject needs to have a project account before the funding allocation, for example, collecting the outcome activity fee, please contact the Faculty Liaison Officer or email sllo.nlsf@polyu.edu.hk

Please submit the application or report to sllo.nlsf@polyu.edu.hk

Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)

 mail icon 35x35  kenneth.wk.lo@polyu.edu.hk 
 phone 35x35  3400 3516

Protecting students' health is always one of the top priorities. While the Service-Learning and Leadership Office remains as the liaising party with UHS on travel medicine, an online platform is launched to capture students' medical and health-related information with ease.

Departments can also make use of this platform to collect and record students' information that is necessary for subject/project administration, health assessment and reporting. Such information includes but not limited to their passport information and information on emergency contacts. Students' failure to provide such data may affect their participation in the corresponding subject/project. All data is treated in strict confidence.

This online platform allows students to:

  • submit their undertaking and declaration forms with passport and emergency contact information,
  • complete the travel medicine briefing,
  • submit their vaccination records,
  • indicate the vaccination that they want,
  • sign up the health consultation, and
  • submit the vaccination and VISA receipts for reimbursement.

All the subject leaders will be granted access right to review the submission progress and download the passport copy for further processing. If you need to grant the access right to your colleagues, for example, TAs, project assistants, or admin staff, please contact us.

Enquiries: Mr Sean Leung (Service-Learning and Leadership Office)

 mail icon 35x35 sean.leung@polyu.edu.hk
 phone 35x35 3400 8097 

Departments need to look at different aspects and consider various local logistics issues when working with NGOs and partners in non-local Service-Learning projects. Two templates have been designed to assist departments in the process and collect necessary information in facilitating risk assessment and invoicing. 

 

Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)

 mail icon 35x35 kenneth.wk.lo@polyu.edu.hk 
 phone 35x35 3400 3516 

There are matters relating to travel insurance for staff and students travelling overseas that require departments' attention. A document on travel insurance and details on insurance coverage can be found below to offer useful information. 

 

The University has also engaged a Worldwide Emergency Assistance Services Provider, International SOS ("ISOS") to provide professional advice on pre-trip preparation and worldwide emergency assistance services for staff and students travelling outside Hong Kong. More information and reference on communicating with ISOS can be found below.

 

Enquiries: Ms Anna Kwok (Service-Learning and Leadership Office)

 mail icon 35x35 hoi-yan-anna.kwok@polyu.edu.hk 
 phone 35x35 3400 3424


Departments are recommended to collect the outbound activities fees from students by means of Debit Notes. SLLO can support your departments to liaise with the Finance Office (FO) to issue debit notes when creating the project account and/or allocating the project fund.

However, if the project account is created, please provide the necessary information to Mr Christopher Lai of FO. A blank template with an example to clearly illustrate the required information can be downloaded below. Alternatively, departments may also consider collecting the programme fees by cheque. For such a case, they may check with the FO Cashier Team for details.

 

For subjects with service-learning projects organised by the Service-Learning and Leadership Office (SLLO), SLLO will coordinate with FO for the issuance of Debit Notes.

 

Enquiries: Ms Sze Ying Chan (Service-Learning and Leadership Office)

 mail icon 35x35 sze-ying.chan@polyu.edu.hk
 phone 35x35 3400 3298

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