Key Action Dates | Academic Registry

Action Date(s) / Deadlines (2024)	Activity	Remarks, if any
16 Aug (from Hong Kong Time 09:00) to 8 Sep (up to Hong Kong Time 23:59)	Online registration for Congregation attendance	Student types and registration URL
	In person - To join the physical Congregation on campus at the Jockey Club Auditorium, please indicate the number of guest tickets you need when performing online registration. Virtual - Your portrait on academic gown, your name and award information will be presented during the Congregation session. Not attend– Graduates without any return on the registration system will also be taken as an indication of NOT attending the ceremony.	ALL graduates of taught programmes; MPhil and PhD graduates admitted in or after 2018/19	“Congregation Booking” tab page of eStudent as follows: (http://www.polyu.edu.hk/student)
		MPhil and PhD graduates admitted in or before 2017/18	Please register via the following link: https://www40.polyu.edu.hk/rogradupd/
By 3 Oct (up to Hong Kong Time 23.59)	Upload recent portrait - Only for graduates who choose to attend the Congregation virtually	Online Portrait Upload Platform is now open for you to upload a recent portrait. Please check the portrait requirements before uploading your portrait. This will facilitate the arrangements for your virtual presentation at the ceremony.
2 Oct - 16 Nov	Online gown hiring (https://www.victoriauniform.com)	For detailed procedures on gown hiring, please visit the AR website (Congregation Arrangements > Academic Gowns) for the relevant information.
21 Oct - 16 Nov	Gown collection from the outlets of Victoria Uniform	Please check the outlets listed on the Academic Registry website. The gown hiring period is 49 calendar days, counting from the date of gown collection. An extension fee will be charged if the gown is not returned by the stated deadline.
Up to 31 Dec (excluding 5-7, 9-14 and 16-20 Dec)	On-Campus Photo Taking	You can use your Student ID card for campus access and photo-taking up to 31 December 2024. If you have registered e-tickets for your guests, they can use the QR code on the e-ticket to enter PolyU and for admission to the event venue (i.e., Jockey Club Auditorium) on the Congregation day. If you want to bring other guests to the campus for photo-taking, you need to perform prior online registration for them via the following Campus Access Registration System for On-Campus Photo Taking from 2 October 2024. On-campus decorations for the 30th Congregation will be made ready for graduation photo-taking from 22 October until 31 December 2024.
Three days before the Congregation session	Contact the e-Ticketing Agent, Cityline (Hong Kong) Ltd. at cs@cityline.com or at (852) 2314 4228 if e-tickets have not been received on this day.	E-tickets will be sent via email to you if you have opted for in-person attendance. Attendees may present the ticket with a mobile phone or print the ticket on A4 paper for entering the campus and event venue (i.e., Jockey Club Auditorium) on the Congregation day.
31 Oct - 16 Nov	30th Congregation (November Sessions)	If you have registered e-tickets for yourself and your guests, the QR code on the e-ticket can be used for both campus access and entering the event venue (i.e., Jockey Club Auditorium) on the Congregation day. For other guests who will enter the campus for photo-taking only, please visit Campus Access Registration System for On-Campus Photo Taking of the 30th Congregation and perform online registration for them to get the campus access QR codes. Please also check the latest updates and important points to note on the AR Congregation website before attending the event, especially for contingency and bad weather arrangements.
Dependent on when your academic awards are conferred	Collection of Award Parchment	For the detailed schedule for award parchment collection, please visit the AR website (Graduates > Award Parchment) for the relevant information in early March, early July or early October with reference to your graduation timeline. An email will be sent to your PolyU Connect account shortly before the start of the collection period.
Late December / early January 2025	Free Download of Graduation Photos and watch video playback	The photos taken for graduates on the day of the Congregation will be given to graduates for free. Graduates who have attended the Congregation in person can download their graduation photos from a designated website from late December 2024 / early January 2025. Further details will be announced on the AR Congregation Website near the time.