HKUST
Academic Transcript
University Information
Degree Awarded
Grading & Grade Average
Format of Transcript
Application of Transcript
 

Frequently Asked Questions

1. How can I apply for the official transcript?
2. Is there a fee for the official transcript?
3. Can I request that the transcript be sent to a designated address by ordinary mail only?
4. How can I settle the transcript fee?
5. Can I collect the official transcript in person or have it sent to a particular address?
6. How long will it take for the official transcript to be ready?
7. Can I apply for the official transcript any time I wish to do so?
8. I am applying for further studies in other universities and they require that the official transcripts be sent in sealed envelope with an official chop stamped across the flap of the envelope. Can that be done?

 

1. How can I apply for the official transcript?
You can apply for the official transcript on-line (click here) or by completing a paper form EX-10 (click here),

Completed paper form and proof of payment can be submitted:

  1. in person or by a representative at the counter of Academic Records and Registration (ARR), Academic Registry during office hours (Monday to Friday : 09:00 to 17:15). The representative must bear the authorization from the applicant by presenting a letter of authorization and a photocopy of the applicant's HKUST Card/HKID Card/Passport for application.

  2. by fax: (852) 2358-0769

  3. by mail: Academic Records and Registration, Academic Registry, Room 1381, via Lift 17-18, The Hong Kong University of Science & Technology, Clear Water Bay, Sai Kung, Kowloon, Hong Kong

2. Is there a fee for the official transcript?

Yes. A fee of HK$50 is charged for a copy of official transcript plus HK$15.5 (with effect from 1 December 2013) for registered mail for each address.

For your further information, a free copy of the official transcript will be issued automatically by the Academic Registry to students who have:

  1. completed a degree program at the University and have been formally admitted to the degree (i.e. after the Congregation); or
  2. withdrawn from the University and have completed all formal procedures for withdrawal.

3. Can I request that the transcript be sent to a designated address by ordinary mail only?

Yes. But you are strongly recommended to send it by registered mail as you will be able to trace the delivered item with the Hongkong Post by quoting the respective registered mail reference number in case you need to do so.


4. How can I settle the transcript fee?

If the application is made via on-line application system, you will settle the payment on-line using your HKUST Card e-Purse or your Visa / Master card.

Current students with a valid ITSC account can make their payment via the Student Information System (SIS): Go to “Miscellaneous Purchases” in the SIS (http://my.ust.hk), sum up the total by the “Calculate Total” button and confirm the amount. After successful transaction, print a copy of the record as payment proof. You will need to fill in the paper form of EX-10 and return it to ARR, Academic Registry together with the payment proof to complete the application process.


5. Can I collect the official transcript in person or have it sent to a particular address?

Either way is possible as long as you have specified the mode of delivery at the time of application.

If you wish to collect the official transcript in person, collection should be made at the counter of ARR, Academic Registry during office hours (Monday to Friday : 09:00 to 17:15). If the transcript is to be collected by a representative, the authorized person must bear:

  1. a letter of authorization; and
  2. a photocopy of the applicant's HKUST Card/ HKID Card/ Passport (The photocopy shall be destroyed after the application is completed)

The representative will be required to present his/her HKUST Card / HKID Card / Passport for verification. For official transcript to be collected in person, the transcript must be collected within three months from the date of application. Beyond the collection period and should a copy of the official transcript is needed, student will need to make a fresh application and pay the fee again.

Alternatively, you can choose to have the official transcript sent by registered / ordinary mail directly by ARR, Academic Registry to a designated address. You should state clearly the addresses in ENGLISH to which the official transcripts will be sent to avoid any postal error as the addresses provided will be printed directly onto the official transcript. ARR, Academic Registry will bear no responsibility on the loss or damage of the document during postal delivery.


6. How long will it take for the official transcript to be ready?

Unless otherwise specified, the official transcript will be prepared as soon as the related payment is settled and, normally, five working days should be allowed for processing the request. Transcript requests are processed in the order of receipt. For requests made via the online application, applicants can check the status of their requests here.


7. Can I apply for the official transcript any time I wish to do so?

Normally, yes. You are, however, advised NOT to apply for the official transcripts during periods where course and/or registration records are subject to changes (e.g. grade reporting, grade review, course registration, add-drop periods, awaiting for the approval of graduation status, degree conferral…etc). If a request for the official transcript is made during these periods and should changes occur after the official transcript is printed, a fresh application and the necessary payment will need to be made again for an updated copy.


8. I am applying for further studies in other universities and they require that the official transcripts be sent in sealed envelope with an official chop stamped across the flap of the envelope. Can that be done?

If the transcript is to be sent to other universities for the purpose of application for admission, some universities may request attaching a covering form (such as Transcript Request Form,etc.) to the transcripts or putting the transcripts in sealed envelopes. To avoid delay or any miscommunication, you should indicate such kind of instructions on the application form or in the space provided under ‘Remark’ for online application. You should also quote your name and HKUST student ID number (or Transcript Request No. for online application) on the aforementioned form when sending it to ARR, Academic Registry for ease of reference.

 

 
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