Student Services

Bachelor's Degree and Associate Degree students can call 34422300 to enquire about student record matters relating to their studies during the following time periods: 

Enquiries relating to Taught Postgraduate, Professional Doctorate and Research Degree studies should be directed to the Chow Yei Ching School of Graduate Studies.
 

• Answer walk-in enquiries on student records matters relating to Bachelor’s Degree and Associate Degree studies
• Provide instant processing for various student requests (e.g. issuance of academic transcripts and testimonials, certification of true copies, replacement of student identity cards, etc.)
• Receive various types of application forms/supporting documents submitted by students (e.g. certification letters, change of major, course exemption, credit transfer, resumption of study and leave of absence documents, etc.)

Taught Postgraduate, Professional Doctorate and Research Degree students should direct their enquiries to the Chow Yei Ching School of Graduate Studies.

Location and Opening Hours

The ARRO Service Centre is located at 5/F Fong Yun Wah Building with the following opening hours:

 Note

Starting from Semester A 2013/14 (i.e. 2 September 2013), the opening hours of the ARRO Service Centre will  be changed as follows:

1. An academic transcript of studies is a certification of a student's record of academic performance in the form of letter grades attained for all assessed courses as determined by the appropriate Assessment Panels/Examination Boards.
    
2. Academic transcripts issued during examination/assessment period will include results of courses processed by Assessment Panels and promulgated.
    
3. Applicants who want to have their academic transcripts sealed should indicate their requests in the application forms. Sealing service will not be provided retrospectively for transcripts that have been collected by applicants. It is the applicant's responsibility to put down accurate and legible address on envelop used for sealing the transcript.
    
4. Applicants may authorize a third party to collect the academic transcript on their behalf. In this connection, the authorized person should present the following upon collection of the transcript:
   - An authorization letter signed by the student concerned
   - A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection)
    
5. Academic transcripts sent by post will be by regular air mail for overseas recipients. Additional charge will be added for registered mail. CityU will not be responsible for any mishandling of mail. If additional documents are required to be sent with transcripts, applicants should not apply on-line, they should apply by post or in person.
    
6. The University reserves the right to withhold issuance of an academic transcript to an applicant who has not paid fees / other monies owed to the University, or who has failed to discharge all obligations towards the University, or upon the advice of the applicant's home academic unit.

Application Procedures

Students may apply for academic transcripts on-line through AIMS, by post to Academic Regulations and Records Office (ARRO) or in person at ARRO Service Centre. Please see the following for details:

1. On-line through AIMS (For Current Students and Alumni only)

       ♦ For current students, select “Student Record” 
       ♦ For alumni, select “Alumni Services”
   - Select “My Applications”
   - Select “Academic Transcripts”
   - Fill in the on-line application form and press “confirm” for submission
   - Logout “AIMS” before leaving your terminal

An email will be sent to you to acknowledge receipt of your application. The academic transcript(s) will be ready for mailing within 3 working days. Please allow additional processing time during major assessment periods in January and May/June. Be environmentally friendly, use on-line application and pay a lower application fee.

2. By Post or In Person

Students may submit your application by post or in person at the ARRO Service Centre by completing the application form and attach with the form the original receipt of the required fees payment. Students, or their authorized representatives, who apply in person at the Service Centre can normally collect their academic transcripts on the day they make the applications. If the request is made by post, please allow 7 working days for processing.

Download Application Form for Academic Transcript

For students of the Telford Annex, please contact the General Office of Telford Annex for the application.

For students of non-local campuses, please apply on-line through AIMS (see point 1 above) or post in the completed application forms to the Academic Regulations and Records Office. 

1. A testimonial is a standard report to certify a student’s current enrolment status with regard to his/her studies at the University.
    
2. Students may authorize a third party to collect the testimonials on their behalf. In this connection, the authorized person should present the following upon collection of the testimonials:
   • An authorization letter signed by the student concerned
   • A copy of the student identity card/HKID card/passport of the student concerned
     (this will be returned to the authorized person after inspection)
3. The testimonial sent by post will be by regular air mail for overseas recipients and ordinary mail for local recipients. CityU will not be responsible for any mishandling of mail.

Application Procedures

For students of the Kowloon Tong campus, please complete the application form and apply by post or in person at the ARRO Service Centre, together with the required fees payment. Students who apply in person at the Service Centre can collect their testimonials on the day they make the applications. If the request is made by post, please allow 7 working days for processing.

Download Application Form for Testimonial

1. In the event that your student identity card is lost / damaged or you have changed your legal name, please report this and apply for a replacement card at the ARRO Service Centre immediately.
    
2. If the lost card is found afterwards, you should inform the ARRO Service Centre and return the card for cancellation as soon as possible. A student is not permitted to retain two identity cards at the same time.
    
3. For replacement of student identity card arising from change of name, the new card cannot be issued real-time at the ARRO Service Centre. Please allow 5 working days for processing the change of name first before the new card can be issued.

Application Procedures

For students of the Kowloon Tong campus, please complete the application form and apply in person at the ARRO Service Centre, together with the required fees payment. Please also produce a valid legal proof of identity, e.g. HKID card or passport for verification.

Download Application Form for Replacement of Student Identity Card

1. Students may apply for various certification letters in respect of their studies at the University. (For certification of payment records, please contact the Finance Office.)
    
2. Students may authorize a third party to collect the certification letters on their behalf. In this connection, the authorized person should present the following upon collection of the certification letters:
   • An authorization letter signed by the student concerned
   • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection)
3. Certification letters sent overseas will be by regular air mail.  CityU will not be responsible for any mishandling of mail.
    
4. For non-local students who need certification letters for an extension of their student visa, please return the completed application form in person to the ARRO Service Centre, together with their original Travel document (通行証) / Passport (this will be returned to the student or authorized person after inspection).

Application Procedures

For students of the Kowloon Tong campus, please complete the application form and apply by post or in person at the ARRO Service Centre, together with the required fees payment. Students should apply at least two weeks before the date the certification letter is required to allow adequate time for processing.

Download Application Form for Letter of Certification

1. Students may request the Academic Regulations and Records Office (ARRO) to certify true copies of academic documents, such as examination timetable, award certificate, and entries in the University Calendar.
    
2. Students may authorize a third party to collect the certified academic documents on their behalf. In this connection, the authorized person should present the following upon collection of the certified academic documents:
   • An authorization letter signed by the student concerned
   • A copy of the student identity card/HKID card/passport of the student concerned
     (this will be returned to the authorized person after inspection)

Application Procedures

For students of the Kowloon Tong campus, please complete the application form and apply in person at the ARRO Service Centre, together with the required fees payment and the original document(s) concerned for certification.

Download Application Form for Certified True Copies of Academic Documents

1. Students may request the Academic Regulations & Records Office (ARRO) to certify their academic or related records (e.g. degree/major title, award title, dates attended, tuition fees, etc.) as held by the University upon presentation of a third party’s official request.
    
2. Students may authorize a third party to collect the certified document(s) on their behalf. In this connection, the authorized person should present the following upon collection of the certified document(s):
   • An authorization letter signed by the student concerned
   • A copy of the student identity card/HKID card/passport of the student concerned (this will be returned to the authorized person after inspection)

Application Procedures

For students of the Kowloon Tong campus, please complete the application form and apply in person at the ARRO Service Centre.

Download Application Form for Certification of Students Records

The following payment is required at the time when you submit applications for:

Please pay by one of the following methods:

1. by direct deposit at any branch of the Hang Seng Bank
   (CityU current account no.: 293-318028-004); or
    
2. by electronic transfer to the above CityU account at any Hang Seng Bank ATM machine; or
    
3. by VISA/Master card or EPS at the ARRO Service Centre for students of the Kowloon Tong campus;
    
4. by Octopus at the General Office of the Telford Annex;
    
5. for on-line application of academic transcript, applicants will be required to settle the payment with credit card (VISA or MASTER) through the web.

For fees settled by (1) or (2) above, please attach the original receipt to the application form as proof of payment.

Overseas applicants may pay by a bank draft drawn in Hong Kong Dollars made payable to "City University of Hong Kong".
 

1. Requests must be clearly stated on letterhead, and may be sent to ARRO via mail/fax/email:
    

   By mail:	Director, Academic Regulations and Records Office, City University of Hong Kong, Tat Chee Avenue, Kowloon, Hong Kong
   By fax:	(852) 3442-0270
   By email:	as@cityu.edu.hk [request letter and attachment(s) should be scanned and appended to the email]

    
2. The request must include, among other things, the following:
    
   

   Information on the student concerned
   •	Full name in English; and
   •	HKID/passport number or date of birth

   
   

   Information on the party requesting for verification of students’ records
   •	Full name, title and post of the requester; and
   •	Name of company/institution

    
3. In accordance with the Personal Data (Privacy) Ordinance, a signed authorization from the student concerned must be provided giving permission for the release of information. A student’s authorization template is provided for use, if needed.
    
4. Please allow five working days for processing. If needed, the University may contact the student or the third party concerned for clarification of the request.