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

Frequently Asked Questions

1. Can I apply for the official transcript any time I wish to do so?
2. How can I apply for the official transcript?
3. Is there a fee for the official transcript?
4. How can I settle the transcript fee?
5. How can I complete the application process if payment is made via the Student Center?
6. Can I collect the official transcript in person or by a representative?
7. Can the transcript be posted directly from the Academic Registry to a designated address?
8. Can I request that the transcript be sent to a designated address by ordinary mail only?
9. How long will it take for the official transcript to be ready?
10. Do you offer courier service?
11. I have just completed my degree. When will be my degrees shown on the transcript?
12. 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?
13. Can I request an electronic copy of the official transcript?

 

1. Can I apply for the official transcript any time I wish to do so?
Yes, UNLESS you have overdue payment with the University. You will need to settle the payment before you can apply for the official transcript. Please contact the Central Student Financials (CSF) Unit of the Finance Office (fostudent@ust.hk) for enquiries of the payment that you need to settle.

You are also 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.

2. How can I apply for the official transcript?

You can apply for the official transcript via the online Transcript Application System. You should log in the system with your ITSC Account if you are a current student. Otherwise, you should log in by providing your personal particulars.

3. 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 for each registered mail.

For your further information, a free copy of the official transcript will be issued automatically by the Academic Registry to students who have:
  • completed a degree program at the University and have been formally admitted to the degree (i.e. after the Congregation); or
  • withdrawn from the University and have completed all formal procedures for withdrawal.

4. How can I settle the transcript fee?
You will settle the payment on-line using your HKUST Card e-Purse or your Visa / Master card when you make application through the online Transcript Application System.

5. How can I complete the application process if payment is made via the Student Center?
This is applicable to current students ONLY. 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 application form of EX-10 and submit it with the copy of payment proof to the Academic Registry via email to transcript@ust.hk or in person (Room 1381, 1/F, Academic Building, Lift No. 17-18) during office hours (Monday to Friday : 09:00 to 17:15).

6. Can I collect the official transcript in person or by a representative?

Both ways are acceptable. Collection should be made at the counter of the Academic Registry (Room 1381, 1/F, Academic Building, via Lift No. 17-18) 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 a letter of authorization (a standard form can be downloaded from here); and
- show a copy of the applicant's identification document#

The representative will be required to present his/her identification document# 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.

# Examples of identification documents are : HKUST Card or HKID Card or Passport

7. Can the transcript be posted directly from the Academic Registry to a designated address?
Yes, that can be done. You should note that the transcript contains much of your personal data. To avoid postal error, you should state clearly, preferably in ENGLISH, the addresses to which the official transcripts will be sent. The Academic Registry will bear no responsibility on the loss or damage of the document during postal delivery.

8. 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.

9. 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.

Time needed for a copy of transcript to be delivered to a designated address varies from one destination to another and it is expected to take AT LEAST two weeks for document to reach an overseas address. You are advised to plan ahead and allow enough time for postal delivery if you need to meet any deadline.

10. Do you offer courier service?
No. The transcript can only be sent out via ordinary mail or registered mail, while you may consider to collect it in person or authorize a representative to deliver by speed post.

11. I have just completed my degree. When will be my degrees shown on the transcript?
The following information will be shown on the transcript after your graduation status is approved by the University:
  • name of the degree completed (including additional major, minor, options, streams and concentrations, etc.);
  • degree classification (applicable to undergraduate programs only); and
  • program completion date*
In case you wish to include the information on your official transcript and provided that your ITSC account is still valid, you can check and see whether it is shown on your unofficial transcript before applying for the official one.

*After the degree has been conferred on you, the “Conferred Date” will be shown on the transcript instead of the program completion date.

12. 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?
Yes, that can be done. You will need to indicate such kind of instructions AT THE TIME OF APPLICATION for the official transcript in the space under the “Remarks” of the online application system or make a remark on the paper application form. 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 the Academic Registry for ease of reference.

In some occasions, you may also be requested by some universities or institutions to send them the transcript together with a specific covering form. Again, you will need to indicate such kind of instructions AT THE TIME OF APPLICATION for the official transcript. You can forward the covering form to transcript@ust.hk after you have applied for the official transcript, quoting your Transcript Request Number for reference.

13. Can I request for an electronic copy of the official transcript?
No. The official transcript is issued in HARD COPY only and, for security reason, the transcript will not be sent via email.

 

 
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