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Student Services

The Academic Regulations and Records Office (ARRO) handles student record matters relating to Bachelor’s Degree and Associate Degree students. Taught Postgraduate, Professional Doctorate and Research Degree students should direct their enquiries to the Chow Yei Ching School of Graduate Studies.

For students of CCCU Programmes (Telford Annex), please contact the general office of UOW College Hong Kong "UOWCHK" (Telford Annex) directly.

Telephone Enquiry Hotline

Bachelor's Degree and Associate Degree students can call 3442-2300 to enquire about student record matters relating to their studies during the following time periods: 

Monday to Friday 9:00 am to 12:30 pm
  2:00 pm to 5:00 pm
Saturday 9:00 am to 12:00 noon

Enquiries relating to Taught Postgraduate, Professional Doctorate and Research Degree studies should be directed to the Chow Yei Ching School of Graduate Studies.

ARRO Service Centre
The Academic Regulations and Records Office operates a Service Centre on the University’s campus to handle walk-in enquiries and various applications from Bachelor's Degree and Associate Degree students in relation to their studies. The services provided by the ARRO Service Centre include:  
  • Answer walk-in enquiries on student record matters relating to Bachelor’s Degree and Associate Degree studies
  • Provide instant processing for various student requests (e.g. issuance of academic transcripts and testimonials, certification of true copies, replacement of student identity cards, etc.)
  • Receive various types of application forms/supporting documents submitted by students (e.g. certification letters and course exemption, etc.)

Taught Postgraduate, Professional Doctorate and Research Degree students should direct their enquiries to the Chow Yei Ching School of Graduate Studies.

Location and Opening Hours

The ARRO Service Centre is located at 5/F Fong Yun Wah Building with the following opening hours:

Monday to Friday 9:00am to 12:30pm
1:45pm to 5:15pm
Saturday 9:00am to 12:00noon
Sundays and public holidays Closed
Application for Academic Transcripts
  1.  An academic transcript is a certification of a student's record of academic performance at the University.
     
  2. Academic transcripts issued will only include available course grades and/or award classification approved by the Assessment Panels/Examination Boards.
     
  3. Applicants who want to have their academic transcripts sealed should indicate their requests in the application forms. Sealing service will not be provided retrospectively for academic transcripts that have been collected by applicants. It is the applicant's responsibility to put down accurate and legible address on the envelope used for sealing the academic transcript.
     
  4. Applicants may authorize a third party to submit the application and collect the academic transcript on their behalf. In this connection, the authorized person should produce his/her HKID card or passport for identification and record purpose and present the following documents upon application and collection of the academic transcript:
    - The application form for academic transcript (present this only upon application);
    - An authorization letter signed by the student concerned (please click here for the authorization letter template); and
    - A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection).
     
  5. Academic transcripts sent by post will be by ordinary mail for local recipients and regular air mail for overseas recipients. If registered mail is required, additional postal fee will be charged and no P.O.Box address will be accepted. CityU will not be responsible for any mishandling of mail. If additional documents are required to be sent with the academic transcripts, applicants should apply by post or in person instead of applying on-line.
     
  6. The University reserves the right to withhold issuance of an academic transcript to an applicant who has not paid fees / other monies owed to the University, or who has failed to discharge all obligations towards the University, or upon the advice of the applicant's home academic unit.

Application Procedures

Applicants may apply for academic transcripts on-line through AIMS, by post to the Academic Regulations and Records Office (ARRO) or in person at the ARRO Service Centre. Please see the following for details:

1. On-line through "AIMS"

     For Current Students
    i.   Login "AIMS"
    ii.  Select the Student Record menu
    iii. Click My Applications (for Undergraduate and Taught Postgraduate Programmes) then Academic Transcript
    iv.  Fill in the on-line form step by step and perform payment online
    v.   Logout “AIMS” before leaving your terminal 

    For Alumni
    i.   Login "AIMS"
    ii.  Select the Alumni Services menu
    iii. Click Applications for Academic Transcript (for Undergraduate and Taught Postgraduate Programmes)
    iv.  Fill in the on-line form step by step and perform payment online
    v.   Logout “AIMS” before leaving your terminal 

An email will be sent to you to acknowledge receipt of your application. The academic transcript(s) will be ready for mailing within 3 working days. Please allow additional processing time during major assessment periods in January and May/June. Be environmentally friendly, use on-line application and pay a lower application fee. 

Subject to the latest announcement from the Hongkong Post, please note that there might be delays and suspension of postal services to specific destinations. Please refer to the Hongkong Post's website before submitting your application.

2. By Post or In Person

Applicants may submit your application by post or in person at the ARRO Service Centre by completing the application form and attach with the form the original receipt of the required fees payment. Applicants, or their authorized representatives, who apply in person at the Service Centre can normally collect their academic transcripts on the day they make the applications. If you apply by post, please allow 7 working days for processing.

Download Application Form for Academic Transcript

 
Application for Testimonials
  1. A testimonial is a standard report to certify a student’s record of studies at the University, which includes information on study status, programme records for bachelor’s/associate degrees and award details (if available).
     
  2. Applicants who require to have their Testimonial sealed should indicate their requests during application stage. Sealing service will not be provided retrospectively for Testimonial that have been collected by applicants (or authorized party). It is the applicant’s responsibility to put down accurate and legible address on the envelope used for sealing the Testimonial.
     
  3. Applicants may authorize a third party to submit the application and collect the testimonials on their behalf. In this connection, the authorized person should present the following documents upon application and collection of the testimonial: 
    • The application form for testimonial (present this only upon application);
    • An authorization letter signed by the student concerned (please click here for the authorization letter template); and
    • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection).
     
  4. Testimonials sent by post will be by ordinary mail for local recipients and regular air mail for overseas recipients. If registered mail is required, additional postal fee will be charged and no P.O.Box address will be accepted. CityU will not be responsible for any mishandling of mail.
    Subject to the latest announcement from the Hongkong Post, please note that there might be delays and suspension of postal services to specific destinations. Please refer to the Hongkong Post's website before submitting your application.

  5. The University reserves the right to withhold issuance of Testimonial to an applicant who has not paid fees / other monies owed to the University, or who has failed to discharge all obligations towards the University, or upon the advice of the applicant’s home academic unit.

Application Procedures

1. On-line through “AIMS”

    For Current Students
    i.   Login AIMS
    ii.  Select the Student Record menu
    iii. Click My Applications (for Undergraduate and Taught Postgraduate Programmes) then Testimonial (for Undergraduate Programmes)
    iv. Fill in the on-line form step by step and perform payment online
    v.  Logout “AIMS” before leaving your terminal 

    For Alumni
    i.   Login AIMS
    ii.  Select the Alumni Services menu
    iii. Click Applications for Testimonial (for Undergraduate Programmes)
    iv. Fill in the on-line form step by step and perform payment online
    v.  Logout “AIMS” before leaving your terminal 

An email together with an application reference number will be sent to you to acknowledge receipt of your application. The Testimonial will usually be ready for mailing within 3 working days. Please allow additional processing time during major assessment periods in January and May/June. Subject to the latest announcement from the Hongkong Post, please note that there might be delays and suspension of postal services to specific destinations. Please refer to the Hongkong Post's website before submitting your application.

2. By Post or In Person

Applicants may submit your application by post or in person at the ARRO Service Centre by completing the application form and attach with the form the original receipt of the required fees payment. Applicants, or their authorized representatives, who apply in person at the Service Centre can normally collect their Testimonial on the day they make the applications. If you apply by post, please allow 7 working days for processing.

Download Application Form for Testimonial

 
Replacement of Student Identity Cards
  1. In the event that your student identity card is lost / damaged or you have changed your legal name, please report this and apply for a replacement card at the ARRO Service Centre immediately.
     
  2. If the lost card is found afterwards, you should inform the ARRO Service Centre and return the card for cancellation as soon as possible. A student is not permitted to retain two identity cards at the same time.
     
  3. For replacement of student identity card arising from change of name, the new card cannot be issued real-time at the ARRO Service Centre. Please allow 5 working days for processing the change of name first before the new card can be issued.

Application Procedures

Please complete the application form and apply in person at the ARRO Service Centre, together with the required fees payment. Please also produce a valid legal proof of identity, e.g. HKID card or passport for verification.

Download Application Form for Replacement of Student Identity Card

 
Application for Letter of Certification
  1. The letter of certification attests a student's record at the University with the following specific requests: 
    • Application/Extension of Student Visa (for non-local students)
    • Certification to the HKSAR Immigration Department for application of further stay in Hong Kong under Immigration Arrangements for Non-local Graduates (IANG) after completion of studies at CityU (for non-local students)
    • Certification of award status for potential graduate of the current semester/term
    • Certification of enrolment status, classification of award and/or medium of instruction at the University with authorized signature with justifications provided
       

    For a standard report certifying a student's record of studies at the University, please apply for Testimonial instead.
     

  2. For non-local students who need letter of certification for an extension of their student visa, please return the completed application form in person to the ARRO Service Centre, together with their original Travel document (通行証) / Passport (this will be returned to the student or authorized person after inspection).
  3.                    
  4. For students who apply for letter of certification of their academic award, please note that certification of the award classification will only be available after the Examination Board meeting. (If the request is made prior to the Examination Board meeting, only the fulfillment of degree requirements can be certified as appropriate.) Students who have urgent needs for certification of the award classification may write to ARRO for special arrangements and justifications should be provided.
  5.                    
  6. Applicants may authorize a third party to submit the application and collect the letter of certification on their behalf. In this connection, the authorized person should present the following documents upon application and collection of the letter of certification: 
    • The application form for letter of certification (present this only upon application);
    • An authorization letter signed by the student concerned (please click here for the authorization letter template); and
    • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection).
        
  7. Letter of certification sent by post will be by ordinary mail for local recipients and regular air mail for overseas recipients. If registered mail is required, additional postal fee will be charged and no P.O.Box address will be accepted. CityU will not be responsible for any mishandling of mail.
    Subject to the latest announcement from the Hongkong Post, please note that there might be delays and suspension of postal services to specific destinations. Please refer to the Hongkong Post's website before submitting your application.
      

Application Procedures

Please complete the application form and apply by post or in person at the ARRO Service Centre, together with the required fees payment. The letter of certification(s) is/are normally available within seven working days from receipt of the application. During peak periods (e.g. after examinations), a few extra working days may be required for processing the requests.

Download Application Form for Letter of Certification

 
Certifying True Copies of Academic Documents
  1. Students may request the Academic Regulations and Records Office (ARRO) to certify true copies of academic documents, such as examination timetable, award certificate, and entries in the University Calendar.
     
  2. Applicants may authorize a third party to submit the application and collect the certified academic documents on their behalf. In this connection, the authorized person should present the following documents: 
    • The application form for certified true copies of academic documents;
    • An authorization letter signed by the student concerned (please click here for the authorization letter template); and
    • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection).

Application Procedures

Please complete the application form and apply in person at the ARRO Service Centre, together with the required fees payment and the original document(s) concerned for certification.

Download Application Form for Certified True Copies of Academic Documents

 
Certification of Student Records
  1. Students may request the Academic Regulations & Records Office (ARRO) to certify their academic or related records (e.g. degree/major title, award title, dates attended, tuition fees, etc.) as held by the University upon presentation of a third party’s official request.
     
  2. Applicants may authorize a third party to submit the application and collect the certified documents on their behalf. In this connection, the authorized person should present the following documents: 
    • The application form for certification of student records;
    • An authorization letter signed by the student concerned (please click here for the authorization letter template); and
    • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection).

Application Procedures

Please complete the application form and apply in person at the ARRO Service Centre.

Download Application Form for Certification of Students Records

 
Fees Schedule and Payment Procedures

The following payment is required at the time when you submit applications for:

Item Amount
Academic Transcript HK$50/copy for each programme of study (paper form application)
HK$30/copy for each programme of study (on-line application)
Additional postal fee of HK$15.5/recipient is required for registered mail
Certified True Copies of Academic Documents HK$30/page
Credit Transfer / Course Exemption HK$140/application
Letter of Certification HK$30/copy
Replacement of Award Certificate HK$400
Replacement of Student ID Card HK$100
Testimonial HK$30/copy
Additional postal fee of HK$15.5/recipient is required for registered mail


Please pay by one of the following methods:

  1. by direct deposit at any branch of the Hang Seng Bank
    (CityU current account no.: 293-318028-004);
     
  2. by electronic transfer to the above CityU account at any Hang Seng Bank/HSBC ATM machine; 
     
  3. by Visa/MasterCard/UnionPay or EPS at the ARRO Service Centre; 
     
  4. for on-line application of academic transcript and testimonial, applicants will be required to settle the payment by credit card (Visa or MasterCard) through the web.

For fees settled by (1) or (2) above, please attach the original receipt to the application form as proof of payment.

All fees paid are not refundable.

For overseas applicants, please contact our office for the credit card mail order service.
 

Request for Verification of Students' Academic Records by an External Third Party
An external third party (e.g. potential employers, recruitment agencies, etc) may submit a request to the Academic Regulations and Records Office (ARRO) seeking verification of undergraduate students’ academic records (e.g. degree/major title, period of study, qualification attained, graduation date, etc). To submit such a request, please note the following:

  1. Requests must be clearly stated on letterhead, and may be sent to ARRO via mail/fax/email:
     
    By mail: Director, Academic Regulations and Records Office, City University of Hong Kong, Tat Chee Avenue, Kowloon, Hong Kong
    By fax: (852) 3442-0270
    By email: as@cityu.edu.hk [request letter and attachment(s) should be scanned and appended to the email]
     
  2. The request must include, among other things, the following:
     
    Information on the student concerned
    Full name in English; and
    HKID/Student ID number or date of birth

    Information on the party requesting for verification of students’ records
    Full name, title and post of the requester; and
    Name of company/institution
     
  3. In accordance with the Personal Data (Privacy) Ordinance, a signed authorization from the student concerned must be provided giving permission for the release of information. A student’s authorization template is provided for use, if needed.
     
  4. Please allow five working days for processing. If needed, the University may contact the student or the third party concerned for clarification of the request.