Collection of Degree Diploma and Loan of Academic Gown

Message from the Registry

Nov 25, 2019

Dear Graduands,

Please be informed of the latest arrangements for the collection of your degree diplomas and the loan of academic gowns.

Collection of Degree Diploma

As you may know, the University has currently instilled UID checks at entrance/exit points of the University campus as access control measures for better protection of the safety of students and staff.

When you come to the Main Campus to collect the degree diploma in accordance with the attached schedule, please note the following arrangements:

1.  You are required to show your student card (albeit it has become invalid) for entering the campus when you come to collect the degree diploma in person.

2.  Until further notice on the security arrangements for entry into the campus, you cannot authorize any person to collect the diploma on your behalf unless that person holds a staff/student card.

3.  The normal opening hours of the Academic Services Office, located in Room G-04, G/F, Run Run Shaw Building, are 9:00 am to 5:30 pm during Monday to Friday and 9:00 am to 12:30 pm on Saturday. To facilitate your collection of diploma in person, the opening hours of the following Saturdays will be extended as follows:


November 30, 2019 (Saturday) : 9:00 am to 2:30 pm

December 7, 2019 (Saturday) : 9:00 am to 2:30 pm

December 14, 2019 (Saturday) : 9:00 am to 2:30 pm

4.  If you are not able to come in person to collect the diploma, you may wish to consider to request the diploma to be sent to you by postal/courier delivery, by downloading and completing the authorization form.

5.  Should there be any questions about the collection of diplomas, please let the Academic Services Office know by email (

Loan of academic dress

We will continue the loan of academic gowns to enable graduands to take photos in full academic dress. Similar security measures apply to the loan of academic gowns. You can come in person or arrange a representative who holds a staff/student card to collect the gown on your behalf.

The Gown Room (UG-06, Knowles Building) opens from Monday to Friday from 9:00 am to 1:00 pm, 2:00 pm to 5:30 pm and is closed on Saturday. To facilitate your collection of gown, the Gown Room however will be opened on the following Saturdays:


November 30, 2019 (Saturday) : 9:00 am to 2:30 pm

December 7, 2019 (Saturday) : 9:00 am to 2:30 pm

December 14, 2019 (Saturday) : 9:00 am to 2:30 pm

Academic dresses should be returned to the Gown Room by January 10, 2020. However, graduands of the class of 2019 who borrow the academic dress after December 14, 2019 can keep it for 4 weeks from the date of the loan without charge, provided that this is the first loan made by the graduand. This arrangement will be valid until March 31, 2020.

Please also note that, in view of the current security arrangements on the University campus, your family members or friends who do not have valid student or staff cards will not be allowed to enter the campus for photo taking. We apologize for the inconvenience caused and ask for your understanding during these unconventional times, and hope that this restriction will be removed soon.

Please visit the Congregation website for the latest updates on the arrangements.

The University of Hong Kong


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