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Briefing Sessions for Departments

Briefing Session - 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 - 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 - Aug 2022

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

- organised by SLLO

 

PowerPoint

More on logistics and process

A flowchart that summarises the processes can be found here for easy reference

 

Process Flowchart

 

 

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. 

Enquiries: Ms Jennifer Ngai (Service-Learning and Leadership Office)

 mail icon 35x35  jennifer.ngai@polyu.edu.hk 
 phone 35x35  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)

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

 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 

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)

 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 Jessica Chow (Service-Learning and Leadership Office)

 mail icon 35x35 jessicakayi.chow@polyu.edu.hk 
 phone 35x35 3400 3409
 mail icon 35x35 jessicakayi.chow@polyu.edu.hk 
 phone 35x35 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)

 mail icon 35x35 jennifer.ngai@polyu.edu.hk
 phone 35x35 3400 3298

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