Application for Transcript, Certifying Letter and Report on Curriculum Details

Extended Processing Time of Issuing Official Documents

In view of the continuing surge of confirmed cases and the spread of COVID-19, the University is obliged to take further precautionary measures to safeguard the health and well-being of its members. The University has decided that starting from 20 July 2020 (Monday), only limited services will be provided by the departments/units until further notice.  

In this regard, the processing time of issuing official documents, such as Transcripts, Certifying Letters, and Reports on Curriculum Details will be extended. Also, applicants are strongly advised to check the HongKong Post homepage about the suspension of mailing services (https://www.hongkongpost.hk/en/about_us/whats_new/notices/index.html)

Notes for Application

1. Application Methods
   
   

   Applications for transcript, certifying letter and report on curriculum details can be made:
   i.	through submission via the internet; or
   ii.	in person at the Graduate School

2. Fee Schedule
   
   

   Fees per single copy including postage of local or ordinary air mail is:
   Transcript	HK$40 per copy
   Certifying Letter	HK$40 per copy
   Report on Curriculum Details	HK$120 (First copy per application)
   	HK$30 (Subsequent copy in the same application)

   
   

   If you require other postal services, please add additional charges as follows:
   Registered Mail	HK$15.50
   The application fee, once paid, is non-refundable and non-transferred.

3. Payment Methods:
   
   

   For online application:
   i.	Payment by Credit Card  Applicants who submit application via internet must make payment by credit card.
   For hardcopy application:
   i.	Payment by ATM Service This service is only applicable to students admitted in 1986 and thereafter.  ATM cardholder of HSBC, Hang Seng Bank or JETCO member banks may pay at these banks' ATM by selecting the screen of CUHK and choosing bill type "02" for payment. Please input the (a)ten digits of the CUSIS ID (for graduates in year 2010-11 or after) or (b)first seven digits of the student ID (for graduates in year 2009-10 or before) for the bill account number.
   ii.	Payment by Cheque/Bank Draft  Applicants may send a personal cheque or bank draft made payable to "The Chinese University of Hong Kong" to the Graduate School.
   iii.	Payment by EPS  Applicants can make payment by EPS at the Graduate School when submitting the application form.

4. Your application will be processed upon receipt of the completed application AND payment. The normal processing time and fee schedule are as follows.
   
   

   Transcript	5 working days (normally)
   	10 working days (application for Chinese transcripts from graduates of 2010 or before)
   Certifying Letter	5 working days (normally)
   	5 working days upon receipt of Graduate Division’s confirmation of student's graduation status (for IANG Visa application)
   Report on Curriculum Details	15 working days
   Payment must be settled within one month from the date of application. Otherwise, you cannot access your application and your application will be regarded as invalid and cancelled.

5. Despatch Methods:
   
   Completed documents may be:
   

   i.	Sent directly to institutions, or to the applicants. Applicants are required to fill in the address slip (obtained from the Graduate School, or fill in directly on the Internet application form when application is submitted via the Internet). Please note that documents sent by local mail or ordinary airmail do not have an item number for mail tracking.    Send by courier service only if you will arrange the courier service by yourself. You may indicate your request in the remarks, and we shall contact you by email separately.
   ii.	Collected in person or by an authorized person within one month from the date of application. Uncollected documents will be destroyed six months from the date of application without further notice. Applicants will be required to submit a new application. If another person is authorized to collect transcript(s)/other document(s) on behalf of the applicant, the authorized person should bring along the authorization form (obtained from the Graduate School or downloaded from the Graduate School homepage and completed by the applicant) stating the HKID Card/passport number of the authorized person when collecting the documents in person. Photocopy of the applicant's HKID Card/passport and the authorized person's HKID Card/passport will also be required for verification. The identification documents will be returned after inspection.

6. The Graduate School accepts no responsibility for any loss or damage of the documents during postal delivery. 
   
   
7. Students of the following programmes should enquiry at/submit applications to the respective office as follows:                                                
   

   IASP Programme	Office of Academic Links
   Postgraduate Diploma in Education / Advanced Postgraduate Diploma in Education	Faculty of Education

       
8. Personal Information Collection Statement:
   
   

   i.	The personal data provided in the application form will be used by the Graduate School for the purpose of processing the application only. All information provided, when no longer required, will be destroyed.
   ii.	For correction of or access to the personal data after submission of the application form, please contact the Graduate School at 3943 8976 or fill out an online enquiry form.
   iii.	Information provided on the application form may be transferred to other departments/administrative units within CUHK for consideration and granting approval, where applicable.

9. Application Forms and Address Slip
   

   Transcript	Submit through Internet
   Certifying Letter	Submit through Internet
   Report on Curriculum Details	Submit through Internet
   Authorization Form

10. For enquiries, please contact the Graduate School.