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Chow Yei Ching School of Graduate Studies

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 Taught Postgraduate Student Records Service Counter or by post. Students can apply for the following types of letters, subject to their study progress at the time of application:

    How to Apply?
  Letter Type Online By Post In Person
1 To certify the normal duration of the enrolled programme (for current students) Yes Yes Yes
2 To certify the classification of award (for graduates) 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 Yes Yes Yes
4 To issue a certification letter to IMMD for extension of student visa No No Yes

Notes to Applicants

  • Students should apply at least two weeks, excluding mail delivery time, before the date the certification letters are required to allow adequate time for processing.
  • For applications by students who are graduating in the current semester/term, please note that the award classification will only be available after the Examination Board meeting of your College/School.  If the application is made prior to the Examination Board meeting, only the fulfillment of programme requirements can be certified as appropriate and the certification letters will only be available two weeks after all of your grades are released.
  • To apply for certification letters for an extension of student visa, students should apply in person with the completed application form and their original and valid Exit and Entry Permit/Passport. The identity documents will be returned to the student after inspection.
  • 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. 

How to Apply Online Through AIMS

For Current Students

  1. Login to AIMS with your EID and password
  2. Select the Student Record menu
  3. Click My Applications (for Undergraduate and Taught Postgraduate Programmes), then choose Letter of Certification (for Taught Postgraduate Programmes)
  4. Fill in the form according to the instructions, pay online and press Confirm to submit your application
  5. An email will be sent to your student account to acknowledge receipt of your application

For Alumni

  1. Login to AIMS with your EID and password
  2. Select the Alumni Services menu
  3. Click Application for Letter of Certification (for Taught Postgraduate Programmes)
  4. Fill in the form according to the instructions, pay online and press Confirm to submit your application
  5. 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 Taught Postgraduate Student Records Service Counter together with the required fees payment.

Location and Opening Hours of Service Counter

Location of Service Counter

Opening Hours

4/F Fong Yun-wah Building

Monday to Friday 9:00 am - 12:30 pm/
1:45 pm - 6:30 pm
Saturday 9:00 am - 12:00 noon
Sunday and Public Holidays Closed

Please click here for information on the delivery/collection method.

Fees Chargeable

Fees chargeable including postage of local or regular air mail is HK$30 per copy. 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 or specify the recipient of the certification letters when filling in the application form. According to your selected delivery method, the letters will be available for collection at the SGS Taught Postgraduate Student Records Service Counter or mailed to your specified recipient's address two weeks, excluding mail delivery time, after your application is successfully submitted.

Delivery by Post

Certification letters 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

To collect in person, students should come to the SGS Taught Postgraduate Student Records Service Counter during the opening hours two weeks after the application is successfully submitted. Please click here for the location and opening hours of the service counter.

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
  • 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)
    • 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.)

Deadline for Collection

All certification letters have to be collected within six months from the date of application. After that, all uncollected letters will be confidentially disposed without further notice. The application fee is not refundable for disposed certification letters.