Offshore Service-Learning

Briefing Sessions for Departments
Briefing Session - Feb 2023
An overview on logistics and arrangements of non-local Service-Learning subjects
- organised by SLLO
PowerPoint by SLLO
PowerPoint on Purchasing Procedures by FO
Briefing Session - Nov 2022
An overview on funding and operational model for non-local Service-Learning subjects 2022-23
- organised by SLLO
Briefing Session - Aug 2022
An overview on logistics and arrangements of non-local Service-Learning subjects
- organised by SLLO
More on logistics and process
A flowchart that summarises the processes can be found here for easy reference
Further enquiries:
Please reach Mr Kenneth Lo at kenneth.wk.lo@polyu.edu.hk
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, progress reports and completion reports to the Service-Learning and Leadership Office on time, and blank forms/templates can be downloaded below.
- Funding Scheme for non-local Service-Learning Projects: Funding Support, Staff Exploratory Trips Arrangement and Administrative Guidelines
- Funding Application Form (Form SLLO-FP1) - this should be submitted to SLLO when a Department confirms its subject offering plan
- Progress Report (Form SLLO-FP2) - together with a tentative itinerary and risk assessment report, this should be submitted at least 2 months before the service project
- Completion Report (Form SLLO-FP3) - should be submitted within 2 months after the project ends and students return to Hong Kong
Enquiries: Ms Jennifer Ngai (Service-Learning and Leadership Office)
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jennifer.ngai@polyu.edu.hk |
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3400 3298 |
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.
This online platform allows students to:
- complete the travel medicine briefing,
- submit their vaccination records,
- indicate the vaccination that they want,
- sign up the health consultation, and
- submit the receipts.
Enquiries: Mr Sean Leung (Service-Learning and Leadership Office)
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sean.leung@polyu.edu.hk |
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3400 8097 |
Departments are welcome to make use of this MS form template 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.
Enquiries: Mr Sean Leung (Service-Learning and Leadership Office)
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sean.leung@polyu.edu.hk |
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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.
- Sample and template for reporting itinerary and local logistics arrangements with NGOs or organizations
- Sample and template of the local logistics specification for issuing invoice
Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)
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kenneth.wk.lo@polyu.edu.hk |
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3400 3516 |
Departments have an important role to play in handling student reimbursement on vaccination, VISA and meals, and they will need to familiarize themselves with the corresponding procedures and workflow. The following will elaborate on the reimbursement procedures and highlights the issues that are worthy of attention.
- Procedures on handling students' reimbursement on vaccination, VISA and meal (coming soon)
Enquiries: Mr Kenneth Lo (Service-Learning and Leadership Office)
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kenneth.wk.lo@polyu.edu.hk |
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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.
- ISOS Membership information (from Finance Office)
- Email template to ISOS for requesting pre-departure advice
- A case for reference: communication with and assessment reports from ISOS on a trip to Vietnam
Enquiries: Ms Jessica Chow (Service-Learning and Leadership Office)
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jessicakayi.chow@polyu.edu.hk |
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3400 3409 |
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jessicakayi.chow@polyu.edu.hk |
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3400 3409 |
Departments are recommended to collect the programme fees from students by means of Debit Note and by providing necessary information to Mr Christopher Lai of the Finance Office (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 Jennifer Ngai (Service-Learning and Leadership Office)
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jennifer.ngai@polyu.edu.hk |
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3400 3298 |
Guidelines and documents from the Finance Office and Human Resources Office
- [FO] Expense Payment Procedures: Duty Function and Staff Development
- [FO] Rates of Subsistence Allowance outside Hong Kong
- [FO] Claim Form for Duty Function and Staff Development Activity Undertaken Outside Hong Kong (FO-SD1)
- [HRO] Application Form for Duty Function (including Conference Attendance for Duty Purpose) (HR Form 19)