Letter of Certification
Students may apply for various kinds of certification letters from SGS in respect of their studies at the University. (For certification of payment records, please contact the Finance Office). Students may apply for certification letters online through AIMS, in person at the SGS Service Counter or by post. Students can apply for the following types of letters, subject to their study progress at the time of application:
| Letter Type | How to Apply? | |||
|---|---|---|---|---|
| Online | By Post | In Person | ||
| 1 | To certify the normal duration of the enrolled programme (for current students) [Sample] | Yes | Yes | Yes |
| 2 | To certify the classification of award (for graduates) [Sample] | Yes | Yes | Yes |
| 3 | To issue a certification letter to the HKSAR Immigration Department (IMMD) for applying to further stay in Hong Kong under the Immigration Arrangements for Non-local Graduates (IANG) after completion of studies at CityU [Sample] | Yes | Yes | Yes |
| 4 | To issue a certification letter to IMMD for extension of student visa [Sample] [Note] | Yes | No | Yes |
Notes to Applicants
- The certification letters are normally available for collection/download/mailing within 7 working days upon receipt of the application. During peak periods such as end of semesters/terms, more time may be required for processing.
- For applications by students who are graduating in the current semester/term, applications will only be accepted after all of their grades are released. Please note that the award classification will only be available after the decision of the Dean of their College/School. If the application is made prior to the decision of the Dean by the relevant College/School, only the fulfillment of programme requirements can be certified as appropriate.
- For letter types 3 and 4, please note that the University will not send the certification letters directly to IMMD. If you do not intend to collect the certification letters in person, you should indicate where and to whom the letters should be sent.
Notes to application for certification letters for an extension of student visa
- Students may apply in person at the SGS Service Counter or online through AIMS.
- For in person application - students should bring along (1) the student visa (print copy), (2) the latest landing slip and the original and valid Exit and Entry Permit with a relevant exit endorsement/Passport and complete the application form at the SGS Service Counter. The identity documents will be returned to the student after inspection.
- For online application - students should upload the required supporting documents in AIMS within 3 calendar days after the application is submitted or else processing will be delayed, application fee is non-refundable in this case. Please refer to the instruction for the upload of supporting documents.
- Detail about visa extension can be found on the website of the Global Engagement Office (GEO).
How to Apply Online Through AIMS
For Current Students
- Login to AIMS with your EID and password
- Select the Student Record menu
- Click My Applications [for Undergraduate and Master's (Taught Postgraduate) Programmes], then choose Letter of Certification
- Fill in the form according to the instructions, pay online and press Confirm to submit your application
- An email will be sent to your student account to acknowledge receipt of your application
For Alumni
- Login to AIMS with your EID and password
- Select the Alumni Services menu
- Click Application for Letter of Certification
- Fill in the form according to the instructions, pay online and press Confirm to submit your application
- An email will be sent to your alumni account to acknowledge receipt of your application
Note
- Do not click backspace or BACK button of the web browser, refresh/close the web browser or leave the web page anytime during the payment process, as your transaction might not be processed properly.
- Do not submit duplicate applications. No application fee is refundable under any circumstances.
After you submit your application, please click here for information on the delivery/collection method.
How to Apply by Post or in Person
Please complete the application form downloadable here and apply by post or in person at the SGS Service Counter (click here for location and opening hours) together with the required fees payment.
Please click here for information on the delivery/collection method.
Fees Chargeable
Fees chargeable including postage of local or regular air mail is HK$40 per copy for online applications and HK$60 per copy for paper form applications. An additional postal fee of HK$15.5 is required per recipient for certification letters sent by registered mail.
Delivery/Collection Method
Students may choose to collect the certification letters in person, via Electronic Copy or specify the recipient of the certification letters when filling in the application form.
Delivery by Post
Certification letter(s) will be sent via Hongkong Post. Letters sent to local recipients will be by ordinary mail, those sent overseas will be by regular air mail. An additional postal fee of HK$15.5 is required per recipient for certification letter(s) sent by registered mail. CityU will not be responsible for any mishandling of mail.
Collection in Person
The certification letters are normally available for collection within 7 working days upon receipt of the application. Please click here for the location and opening hours of the service counter.
Collection via Electronic Copy
The certification letters are normally available for download in AIMS within 7 working days upon receipt of the application.
Documents Required for Collection
If collected by yourself in person:
- Your CityU Student Identity Card/HKID Card/passport
- The email notification for your application (if applied through AIMS)
If collected by your authorized representative:
- HKID Card/passport of your authorized representative
- A photocopy of your CityU Student Identity Card/HKID Card/passport with your student number and programme code written on it (This document will be returned to your authorized representative after inspection.)
- For authorization submitted through AIMS (following the steps here)
- The email notification for your authorization
- For written authorization
- An authorization letter signed by you (letter template is available here)
Deadline for Collection
All certification letters have to be collected/downloaded within six months from the date of application. After that, all uncollected/electronic letters will be confidentially disposed without further notice. The application fee is not refundable for disposed certification letters.