Tag: Our Services-Support & Services

Guidelines & Procedures

Guidelines & Procedures

University Regulations and Policy Guidelines

    1. Policy Guidelines and Procedures for Handling Sexual Harassment Complaints
    2. Policy Guidelines and Procedures in Compliance with Personal Data (Privacy) Ordinance
    3. Policy and Procedures for Handling Student Grievance/Complaints
    4. Social Media Guidelines (For Students’ Personal Use)
    5. Guidelines on Sustainable Events
    6. Guidelines for Holding Student-led Orientation Activities by Non-designated Event Organisers
Online Training Module:Preventing Sexual Harassment

Personal Growth & Counselling

Stress Management in Crisis Incident

Physical Education

  1. Lee Shau Kee Complex – Information for Users (English Version)
  2. 李兆基綜合大樓使用守則 (Chinese Version)

Student Campus Work Scheme (SCWS)

  1. Policy Guidelines and Procedures Governing the Appointment of Student Helpers

Student Organisations

General Guidelines 

  1. Guidelines for Student-led Activities 
  2. Guidelines on the Organisation of Non-profitable Sales-Related Activities by Student Organisations
  3. Points Deduction Scheme, Penalty for Misconduct and Misuse of Venue, Facility, Equipment
  4. General Guidelines for Students Activities on Campus

Orientation Activities 

  1. Guidelines for Student-led Orientation Activities

Others

  1. Guidelines and Application for Student Activities Fund
  2. Policy Guidelines and Code of Practice for Student Organisations in Compliance with Personal Data (Privacy) Ordinance 
  3. Guidelines for Preventing Viral Infection in Organising Student Activities
  4. Guidance Notes on Registration of a Branch and Change of Particulars of a Registered Branch 
  5. Guidance Notes on Writing Activity/Event Proposals  

Student Activities Fund

Student Activities Fund

To encourage students to organise and / or participate in meaningful activities and foster their whole-person development, the University has set up Student Activities Fund (SAF) by subsidising the deficit of the activity.

Eligibility

  • Activities organised by student organisations, groups under the HSUSU or the University, or individual students are eligible to apply.
  • Participation in competitions, conferences, international events and large-scale activities recognised and endorsed by the University is also eligible for funding support.
  • Participation in specific local activities, either organised within the University or recognised and endorsed by the University is also eligible for funding support. The types of eligible activities are listed below:
    — Diversity and Inclusion (D&I) activities
    — Sports activities
    — Environmental, Social and Governance (ESG) activities

Activities will NOT be subsidised under the following conditions: 

  • University exchange programmes, internship programmes that are part of the course requirements, and credit-bearing activities 
  • Activity receiving subsidy / sponsorship from other sources of the University 
  • Separate applications for preparatory activities (e.g. pre-camp, activity demonstration, etc.) 
  • Activities with projected surplus 
  •  The percentage of HSUHK participants is below than 50% 
     (except for Community Services and Inauguration Ceremony)
  • Activities related to social dining events, recruitment activities, or participation in specific hobbies, interests or skills 

Application Schedule

Funding Strategy

Application Procedures

For Successful Applications

Successful applicants are required to submit the following documents to the SAO within 1 month after the completion of the activity. Failure to do so will result in disqualification to receive the fund and the approved subsidy will be forfeited:

  1. Evaluation report that includes activity outcomes, suggestions for improvements, feedback from participants, participant list and at least 5 photos of the activity, etc.;
  2. Financial report with detailed breakdown of income source(s) and expenditure items;
  3. Valid original copies of all receipts of the expenditure items;
  4. Full list of participants and organisers involved;
  5. Sample of programme / project materials (for publication);
  6. Authorisation form for the collection of approved subsidy (for student organisations / groups);
  7. Bank account information (for student organisations / clubs and societies with an organisation bank account or a joint account held by the President and Financial Secretary).

The approved subsidy is usually credited to the applicant’s designated bank account by auto payment. A notification message will be sent to the applicant / the authorised person via eCampus after the amount has been credited to his / her account.

Guidelines and Forms (for download)

Application:
(effective from Sep 2025)

Application Guidelines
Summary for application
Student Activities Fund Application Form

Reimbursement:
(effective from Sep 2025)


Evaluation Report
Financial Report
Authorisation Form

Enquiry

Student Development & Campus Life Section

Email: sdcl.sao@hsu.edu.hk

Tel.: 3963 5560

Student Locker Services

Student Locker Services

Student lockers are available at HSUHK campus to provide convenient storage space for HSUHK students. If you wish to apply for one, please go through the following details and submit an application to the Student Affairs Office.

Locker Information

Location: 

3/F,
S H Ho Academic Building (A)

G/F & 1/F,
Lee Quo Wei Academic Building (D)

Locker Size:

One Size (320W x 435D x 646H)

Application Process

Rules and Regulations on the Use of Student Lockers

All HSUHK students are eligible to apply for ONE student locker each year, subject to availability. A new application must be submitted every year.  

Please read Rules and Regulations on the Use of Student Lockers before applying.

**The SAO reserves the right to revise the rules and regulations for the use of student lockers at any time.** 

Irregularities

In the event of key loss/key damage/locker being occupied by unauthorized users, please contact SAO staff at sao@hsu.edu.hk for assistance.

Enquiry

Student Affairs Office
Email: sao@hsu.edu.hk
Phone: 3963 5560
Office: M603, 6/F, M Building, Yuen Campus, HSUHK

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MTR Student Travel Scheme

MTR Student Travel Scheme

The MTR Corporation will continue to offer MTR concessionary fares to HSUHK full-time students in the 2025/26 academic year. To enjoy concessionary fares under the Scheme, students are required to use a valid Personalised Octopus with “Student Status”.

Eligibility

  • Full-time students: aged 25 or below (an applicant’s age is determined by the time when the application is submitted)
  • Full-time day course: a day-time course which normally requires the participant to attend an acceptable institution for not less than 20 hours of academic institution each week for 30 weeks or more in an academic year.

Application Fee

  • New application: HK$90 including:
    • HK$50 refundable Octopus deposit
    • HK$20 non-refundable fee service charged by Octopus Cards Limited
    • HK$20 administration fee levied for MTR Student Travel Scheme
  • Activation/Renewal of “Student Status” on a Personalised Octopus Card: HK$20 (an administration fee)

Application Procedures

MTR has applied the online application on MTR website or MTR Mobile of the Student Travel Scheme, the following will NOT be available on HSUHK campus

  • Hardcopy application form
  • Endorsement on the form*

*Except for the purchase of “Temporary Student Octopus” with justification.

Remarks:

  • The “E-Student Identity Certificate” will not be a valid proof of student status for MTR in the academic year 2025/2026.
  • From this Academic Year onwards, the purchase of temporary Octopus will not be provided before the application approved. As such, students in need are advised to submit their application as soon as the online application platform is opened to enjoy the concessionary fares.

A. Submit online application via MTR website or MTR Mobile

  1. Select Application Type
  2. Fill in the Application Form
  3. Upload your HSUHK Student ID card
  4. A notification email will be sent on the next day

B. Active “Student Status” via Octopus App or choose to visit MTR Customer Service Centre in person to activate the “Student Status”

Suggested Method:

  1. Click the link inside the email to Octopus App to proceed with the payment of $20 for the renewal
  2. Choose MTR Student Travel Scheme on Octopus App
  3. Select “Renewal/Existing Octopus Application”
  4. Input data for verification
  5. Confirm renewal and pay $20
  6. Select payment method

A. Submit online application via MTR website or MTR Mobile

  1. Select Application Type
  2. Fill in the Application Form
  3. Upload photo for the new Personalised Octopus
  4. Upload your HSUHK Student ID card
  5. Complete your mailing address in English to receive the new Personalised Octopus
  6. Input your email again for confirmation
  7. Select the payment method of the application fee and pay $90**
  8. A notification email will be sent on the next day
    **Please pay for $90 within 7 days from the Date of Application, otherwise your application will be cancelled by MTR

B. Active “Student Status” via Octopus App or choose to visit MTR Customer Service Centre in person to activate the “Student Status”

Method 1:

  1. Scan the QR code on the letter to proceed with card activation
  2. Choose MTR Student Travel Scheme on Octopus App
  3. Select “New Octopus Activation”
  4. Input data for verification
  5. Tap the new Personalised Octopus

Method 2:

  1. Bring along the letter and the new Personalised Octopus at any MTR Customer Service  Centre in person with 60 calendar days from the letter’s issuance date to activate***
    ***You will be asked to state/show your HKIC or Passport number. as well as Date of Birth information, as verification.

A. Submit online application via MTR website or MTR Mobile

  1. Select Application Type
  2. Fill in the Application Form
  3. Upload your HSUHK Student ID card
  4. A notification email will be sent on the next day

B. Active “Student Status” via Octopus App or choose to visit MTR Customer Service Centre in person to activate the “Student Status”

Suggested Method:

  1. Click the link inside the email to Octopus App to proceed with the payment of $20 for the renewal
  2. Choose MTR Student Travel Scheme on Octopus App
  3. Select “Renewal/Existing Octopus Application”
  4. Input data for verification
  5. Confirm renewal and pay $20
  6. Select payment method

Reminder:

If your “Student Status” expires on 31 October 2025 and is not Renewed, full adult fares will be deducted from your Personalised Octopus when you travel on the MTR.

Online Application Status Enquiry

Enquiry

Inclusion and Resources Management Unit

Student Affairs Office

Email: sao@hsu.edu.hk

Phone: +852 3963 5560

MTR

Hotline: +852 2881 8888

Monday to Friday, 8:30 am to 6:00 pm; Saturdays, 8:30 am to 1:00 pm (except Sundays and Public Holidays)

Website: https://www.mtr.com.hk/ch/customer/main/index.html

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Student Insurance

Student Insurance

To ensure that students are studying under a safe environment with proper protection coverage, various insurance schemes, named Group Personal Accident Insurance for Students’ Activities and Student Travel Insurance Plan, are arranged to cover our students in different circumstances. Students can apply for insurance claims via SAO when the need arises. For details, please click here to refer to the Finance Office’s website.

Claims Procedure

To expedite the claim process, the claimant should report claim to Finance Office via Student Affairs Office of the University by completing the Group Personal Accident (GPA) Accident Claim Form and the Accident/ Incident Report Form. The forms, together with supporting documents, should be submitted to Student Affairs Office for any claims within 30 days after the date of the accident. Otherwise, the Insurer reserves its right to refuse any claim due to late submission.

All supporting documents (original) must be presented for any claims, such as copy of death certificate or autopsy report indicating the cause of death (applicable for death claim) police report, documentary proof certifying the claimant is suffering from permanent disability, original receipts with diagnosis, other medical reports and original hospital statement and receipt. Please refer to the Finance Office’s website for detailed claims procedures and documents required under each section.

Students are advised to decide whether it is essential to purchase ADDITIONAL Personal Accident insurance package before participating in and/or attending any school activities organized/arranged by the insured and/or student organizations during the period of insurance anywhere in worldwide.

Student Travel Insurance

1) Report the loss to the police and relevant party immediately / Visit a qualified medical practitioner for medical consultation immediately

2) Keep proofs about the loss / medical consultation (e.g. boarding pass/police report/original copy of receipt)

Health issues

Belongings

  • Group Travel Insurance Claim Form
  • SID (copy)
  • HKID (copy)
  • Boarding pass
  • Proof for loss of belongings issued by the airline company / relevant parties
  • Proof for damage of belongings issued by the airline company / relevant parties
  • Lost item receipt

3) Complete and send the “Group Travel Insurance Claim Form”, along with the original copy of supporting documents to sao@hsu.edu.hk.

4) Submit the “Group Travel Insurance Claim Form”, along with the original copy of supporting documents to SAO when you came back to Hong Kong.

Student Group Personal Accident (GPA) Insurance

Please complete and submit GPA Accident Claim Form to SAO within 30 days after the date of Accident together with supporting document.

Group Personal Accident Insurance - Basic Cover

 (Basic Cover for all REGISTERED Students)

Group Personal Accident Insurance - Top-up Cover

 (Insurance Cover for Students Participating in Local or Overseas Job Placement/ Internship/ Arranged/ Approved/ Endorsed by the University)

Enquiry

For further inquiry, please click here to refer to the Finance Office.

 

Student Affairs Office

Email: sao@hsu.edu.hk

Phone: +852 3963 5560

Office: M603, 6/F, M Building, Yuen Campus

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Awards and Co-curricular Achievements Transcript (ACT)

Awards and
Co-curricular Achievements Transcript

In addition to the Transcript of Studies, the University developed Awards and Co-curricular Achievements Transcript (ACT) to encourage students’ all-round development and recognize their achievements. The design of ACT will further support students to create a full record of their participation and achievement in co-curricular learning activities throughout their period of study at HSUHK, reflecting their breadth of knowledge, all-roundedness, personal effectiveness and social engagement. Achievements and activities to be recorded in the ACT will be categorized into three areas, namely

(1) Awards and Scholarships;

(2) Leadership and Service Positions; and

(3) Co-curricular Activities 

Awards and Scholarships

To showcase students’ remarkable non-academic achievements during their study at the University, scholarships and/or awards administered by the University received by students would be recorded in this section. 

Leadership and Service Positions

To advocate the importance of nurturing student leaders, and to recognize students’ commitment and contribution to the community and society, leadership and/or service positions taken up by students, with responsibility, lasting for a duration of not less than one year, would be recorded in this category. One-off leadership and/or service responsibilities would not be counted.

Co-curricular Engagement

To reflect students’ learning outcomes through participation in various co-curricular activities and major events, to reflect students’ development under the University’s iGPS “Desired Graduate Attributes” model.

Preview ACT

Preview your ACT:  eCampus > MyHSUHK > Student Portal > Activity > Awards and Co-curricular Achievements Transcript. 

Application

Each copy of the ACT: HK$60  <Apply Now>

Remarks: a free copy of ACT will be given to each graduate during the Graduation Ceremony of the year of graduation. ACT with NO records in all categories will NOT be printed

Enquiry

Student Affairs Office
Email: sao@hsu.edu.hk
Phone: 3963 5560
Office: M603, 6/F, M Building, Yuen Campus, HSUHK

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