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Academic Record

 

Transcripts serve to indicate students' study status, courses taken, grades attained, and grade point averages. Please note that thesis title will only be shown on transcript after graduation.

 

For students who wish to share their academic records with World Education Services (WES), please refer to here for details.
Types of Transcripts
Official Transcript (OT) – Paper:
  • Bear the signature of the Senior Assistant Academic Registrar
  • To be placed in sealed and stamped envelopes
  • Can be sent directly to identifiable institutions upon students’ request
  • “Issued to Student” will be stamped on the sealed envelope when dispatched through students
  • For current students, you are advised not to submit the application until the grade / graduation status has been finalised.
Official Transcript (OT) – Electronic*:
  • Transcripts directly downloaded from the HKBU Digital Credential System are official and authentic.
  • Graduates can share it with an employer, an employment agency, or an educational institution directly.
*Currently, electronic version of official transcript is only available for graduates of 2020 and thereafter.
Samples
Document Sample
Application Fee and Postage
Application Fee:
Official Transcript (Paper):
HKD 70/copy (Registered mail postage included)
Official Transcript (Electronic):
Free
Processing Time:
Official Transcript (Paper):
7 working days
Official Transcript (Electronic):
Immediate
Courier Service Fee:*
Mainland China, Macau or Taiwan:
HKD 250/delivery
All other countries/regions:
HKD 400/delivery
* Transcripts will only be sent out by courier service upon your request and payment of the courier service fee.
* Delivery address shall be provided in both Chinese and English.
* Courier service is only applicable for applicants not residing in Hong Kong.
Collect by Smart Locker: #
Free of delivery charge
 
# For the procedure of using Smart Locker, please click here.
How to apply?
Official Transcript (Paper):
Online application
In person
  • Submit your application via kiosks at Graduate School (AAB904, Level 9, Academic and Administration Building, Hong Kong Baptist University)
  • Make payment by Octopus, Alipay, Wechat Pay, Visa, MasterCard etc.
  • If the application is submitted and/or the transcript is to be collected by a representative, the representative has to present the following documents:
    1. his/her own HKID card/passport;
    2. an authorization letter bearing the applicant’s signature; and
    3. a copy of the applicant’s HKID card/passport.
Official Transcript (OT) – Electronic*:
* Currently, electronic version of official transcript is only available for graduates of 2020 and thereafter.
Testimonials serve as a proof of study status of the Research Postgraduate students at the University. No electronic version of testimonials is available at the moment. Thesis title and supervisor information are shown on testimonial.

 

Student who wish to share their academic records with Ecctis, please refer to here for details.
Types of Testimonials
Testimonial for Certification of Student/Graduation Status
  • Proof of study status of the postgraduate student at the University at time of application
  • Printed in a standardized template and customization or alteration is not available
Testimonial for IANG Application:
  • Letter addressed directly to the Immigration Department as proof of graduation status while waiting for the Senate approval.
  • Upon approval of graduation status by the Senate, the e-Graduation Letter also serves the same purpose, please refer to here for details.
Testimonial for Visa Application for Non-local International Research Learning Experience
  • Letter addressed directly to the Consulate General of the destined country for the purpose of visa application.
  • Only applicable to Research Postgraduate students applying visa for Non-local International Research Learning Experience. Please provide supporting document (e.g. invitation/ proof of acceptance from the partner institution).
  • Student should submit "Application for Study Level (Non-local International Research Learning Experience)" via BUniPort together with supporting documents. For details, please visit HERE. The Testimonial for Visa Application will be issued after the Study Leave application is approved.
Samples
Document Sample
Application Fee and Postage
Application Fee:
HKD 50/copy (basic postage included)
Processing Time:
7 working days (10 working days for IANG testimonial)
Courier Service Fee:*
Mainland China, Macau or Taiwan:
HKD 250/delivery
All other countries/regions:
HKD 400/delivery
* Testimonials will only be sent out by courier service upon your request and payment of the courier service fee.
* Delivery address shall be provided in both Chinese and English.
* Courier service is only applicable for applicants not residing in Hong Kong.
Collect by Smart Locker: #
Free of delivery charge
 
# For the procedure of using Smart Locker, please click here.
How to apply?
Online application
In person
  • Submit your application via kiosks at Graduate School (AAB904, Level 9, Academic and Administration Building, Hong Kong Baptist University)
  • Make payment by Octopus, Alipay, Wechat Pay, Visa, MasterCard etc.
  • If the application is submitted and/or the testimonial is to be collected by a representative, the representative has to present the following documents:
    1. his/her own HKID card/passport;
    2. an authorization letter bearing the applicant’s signature; and
    3. a copy of the applicant’s HKID card/passport.
Graduation Letters serve as a proof of graduation before the issuance of Diploma.
Postgraduate students who have completed all the graduation requirement will receive Graduation Letter after the Senate has approved for graduation. Students* will receive a notification email via their HKBU email account when his/her electronic Graduation Letter (e-Graduation Letter) is available in the HKBU Digital Credential System. The graduate may then login to the HKBU Digital Credential System with his/her SSOid to download the e-Graduation Letter.
*Electronic version of Graduation Letter is only available for graduates of 2023 and thereafter.
e-Graduation Letters downloaded from HKBU Digital Credential System are official and authentic. Graduate can share the e-Graduation Letters with an employer, an employment agency, or an education institution directly.
Check the details here about the HKBU Digital Credential System
Diplomas of 2024 graduates and thereafter are available for collection at the Graduate School according to the following Collection Schedule after students are approved for graduation by the Senate:
Graduation Approved by the Senate Availability of Electronic Diploma (e-Diploma)# Collection of Diploma^
1 October – 31 December 31 January From the end of February
1 January – end of February 31 March From the end of April
1 March – 30 June 25 July From the end of September
1 July – 30 September 31 October From the end of November
# The Date of Award to be Printed on Diploma will be on the same date.
^ Further details and arrangements regarding the collection of diploma will be announced via email in due course.
  Important Notes for All Graduates:
  • Locations for Collection:
    1. Graduate School
      Room 904, 9/F, Academic and Administration Building, Baptist University Road Campus
      Office Hours: Click here for details.
    2. GS Smart Locker (by Registration ONLY)@
      Outside Room 905, 9/F, Academic and Administration Building, Baptist University Road Campus
      Office Hours: Monday to Sunday 00:00 - 23:59 (Click here for the latest campus information)
  • All outstanding fees and/or loaned items with the University (e.g. tuition fees, library fines/books) must be cleared before collection of the (e-)Diploma.
  • Diplomas will be retained by GS for collection up to three years starting from diploma print date. After that date, all uncollected diplomas will be confidentially disposed without any further notice. If graduates wish to get a diploma afterwards, you will need to apply for a replacement of diploma with a fee. Please click here for details.
  • E-diplomas directly downloaded from the HKBU Digital Credential System are official and authentic. Graduates+ can share it with an employer, an employment agency, or an educational institution directly.
For students who wish to share their academic records with World Education Services (WES), please refer to here for details.  
Collection In Person by the Graduate
Documents required for collection of diploma
  1. HKID card
Collection by an Authorized Representative
Documents required for collection of diploma
  1. HKID card/passport of the authorized representative;
  2. an authorization letter bearing the applicant’s signature; and
  3. a physical copy of the applicant’s HKID card.
Collection by GS Smart Locker@
Procedures for collection of diploma
  1. Receive email notification on the first working day of the chosen collection period.
  2. Press the collection icon on the screen.
  3. Input your Student ID & Collection PIN on the display panel.
  4. Sign on the screen and press “Confirm”.
  5. Collect the diploma from the opened compartment, check the information on the diploma and close the door.
@Collection by GS Smart Locker is only available for 2024 RPg graduates (approved by Senate from July to September 2024), the link for registration will be sent to relevant graduates. Please refer to the registration page for more information.
+ Currently, electronic diplomas are only available for graduates of 2021 and thereafter.
In case of loss of diploma or damage of the original diploma, graduates can apply to the University for issuance of a replacement diploma.
Application Fee and Postage
Application Fee:
HKD 600/copy
Processing Time:
4 weeks
Courier Service Fee:*
Mainland China, Macau or Taiwan:
HKD 250/delivery
All other countries/regions:
HKD 400/delivery
* Replacement Diploma will only be sent out by courier service upon your request and payment of the courier service fee.
* Courier service is only applicable for applicants not residing in Hong Kong.
Samples
Document Sample
How to apply?
In person:
  • Complete the application form and submit your application and relevant supporting documents to Graduate School (Address: AAB904, Level 9, Academic and Administration Building, Baptist University Road Campus, Hong Kong Baptist University)
  • Make payment by Octopus, Alipay, Wechat Pay, Visa, MasterCard etc.
  • If the application is submitted and/or the replacement diploma is to be collected by a representative, the representative has to present the following documents:
    1. his/her own HKID card/passport;
    2. an authorization letter bearing the applicant’s signature; and
    3. a copy of the applicant’s HKID card/passport.
By mail:
  • Complete the application form and mail your application with a completed Credit Card Payment Form and relevant supporting documents* to Graduate School (Address: AAB904, Level 9, Academic and Administration Building, Baptist University Road Campus, Hong Kong Baptist University, Kowloon Tong, Hong Kong)
  • Settle payment by Visa or MasterCard (Please complete the Credit Card Payment Form on the last page of the application form and submit it with your application.)
*An application will only be processed upon receipt of relevant original supporting documents by mail.
Certified true copy of diploma is a photocopy of the original diploma in reduced size bearing the signature of the Senior Assistant Academic Registrar and the “Certified True Copy” stamp.
Application fee
Application Fee:
HKD 50/copy
How to apply?
In person:
  • Bring the original diploma to Graduate School (Address: AAB904, Level 9, Academic and Administration Building, Baptist University Road Campus, Hong Kong Baptist University)
  • Make payment by Octopus, Alipay, Wechat Pay, Visa, MasterCard etc.
  • Application can be handled by a representative, no authorization letter is required
There are different ways one’s academic background can be verified, you may consider which of the following methods best suit your circumstances:
Methods of academic background verification
Who Can Apply?
Things you need to do
Fee
Processing Time
(Paper format) Transcript/ Testimonial
Who Can Apply?
Students/ Graduates
Things you need to do:
Apply your transcript or testimonial and request to send the document directly to the Employers/Employment Agencies/Institutions accordingly
Online Application for Testimonial/Transcript of Academic Record (Postgraduate only)
Fee:

✔
Processing Time:
7 working days
Education Verification Application System for Postgraduate Programmes (GS-EVAS)
Who Can Apply?
Employers/ Employment Agencies/ Institutions
Things you need to do:
Provide a letter of authorization to the Employers/Employment Agencies/Institutions for the release of your personal information to them
Fee:

✘
Processing Time:
7 working days
HKBU Digital Credential System*
Who Can Apply?
Graduates
Things you need to do:
Share your official transcript in electronic format with the Employers/Employment Agencies/Institutions - HKBU Digital Credential System
Fee:

✘
Processing Time:
Immediate
* Currently, electronic version of official transcript is only available for graduates of 2020 and thereafter. It will be expanded by phase to cover other cohorts of students and graduates.
There are different ways you can verify your candidates’ academic background, you may consider which of the following methods best suit your organization and your candidates:
Methods of academic background verification
Who Can Apply?
Things you need to do
Fee
Processing Time
(Paper format) Transcript/ Testimonial
Who Can Apply?
Students/ Graduates
Things you need to do:
Request your candidates to apply for transcripts / testimonials to be sent to you directly
Fee:

✔
Processing Time:
7 working days
Education Verification Application System for Postgraduate Programmes (GS-EVAS)
Who Can Apply?
Employers/ Employment Agencies/ Institutions
Things you need to do:
Obtain a letter of authorization for personal information release from your candidates and make a request on Education Verification Application System for Postgraduate Programmes (GS-EVAS)
Fee:

✘
Processing Time:
5-7 working days
HKBU Digital Credential System*
Who Can Apply?
Graduates
Things you need to do:
Access the electronic transcript according to instruction email sent to you directly from the HKBU Digital Credential System
Fee

✘
Processing Time:
Immediate
* Currently, electronic version of official transcript is only available for graduates of 2020 and thereafter. It will be expanded by phase to cover other cohorts of students and graduates.
Students who wish to apply for a testimonial to Ecctis, please apply via the Online Application System. Please choose the Delivery Method as “Collect at GS Counter” and type "Ecctis" on the "Remarks". For applicants admitted before 2013, longer processing time may be needed.
As WES has an established relationship with HKBU, Research Postgraduate students who wish to share their academic records with WES can follow the below procedures:
Student Type Academic record(s) needed Procedure
Current students; and graduates of 2019 or before Official Transcript (and Confirmation of Doctoral Degree Conferral form if you are a PhD graduate)

Students / Graduates can apply for their official transcripts via Online Application System. Please choose the Delivery Method as “Collect at GS Counter” and indicate the WES reference number in the remarks.

A fee of HK$70 for an official transcript should be submitted to the Graduate School. No courier service fee is required. Upon receipt of the fee, the Graduate School will transmit your transcript to WES.

For PhD graduates, please also fill in the parts 1 and 2 of the WES Confirmation of Doctoral Degree Conferral form and upload the filled form in your official transcript application.
Graduates of 2020 e-Transcript (and Confirmation of Doctoral Degree Conferral form if you are a PhD graduate)

Graduates can share their e-transcripts with WES directly through the HKBU Digital Credential System and enter submit@wes.org as the recipient along with their WES reference number in the remarks. No fee should be paid for the Graduate School in this case.

 

For PhD graduates, please also fill in the parts 1 and 2 of the WES Confirmation of Doctoral Degree Conferral form and submit it via the enquiry form. Please also indicate the WES reference number in the enquiry content.

 
Graduates of 2021 or thereafter e-Transcript (and e-Diploma if you are a PhD graduate) Graduates can share their e-transcripts (and e-diplomas for PhD graduates for Doctoral Degree Confirmation) with WES directly through the HKBU Digital Credential System and enter submit@wes.org as the recipient along with their WES reference number in the remarks. No fee should be paid for the Graduate School in this case.