New arrangements for Congregation 2019

Dear Graduates,

 

In light of the uncertainties in traffic forecasts and potential campus safety and security issues due to the current situation in Hong Kong, the Organizing Committee has decided to make the following adjustments to the format of the 2019 Congregation while keeping the event dates unchanged.

 

The University has been assessing the potential risks of this large-scale event which involves more than 6000 participants on each day. We understand that this occasion is a very important event for our graduates and their guests, so we have tried very hard to explore measures that enable us to hold the event as planned. At the same time, we regard the safety of attendees and campus users our first priority. After taking into consideration various factors, the updated arrangements are as below:

 

1)     Updated Event Schedule and Venue

All sessions will be held indoors to mitigate safety risks concerning large open and crowded areas.  Given the limited capacity of our venues, the four sessions will be replaced by multiple school-based sessions (see schedule below).  The new arrangement can also help prevent an influx of large group of attendees to campus simultaneously.

For Individual graduates, please refer to the table on the top of this email for the exact session(s) you should attend.

 

Date

Session

Time

School/ Degrees

Venue

Nov 7 (Thu)

1

10:30am – 11:30am

School of Business & Management – RPGs & UGs1

S.H. Ho Sports Hall

2

10:30am – 11:45am

School of Humanities & Social Science – PGs

Lecture Theater L,

CYT Building

3

12:30pm – 1:30pm

School of Business & Management – UGs2

S.H. Ho Sports Hall

4

1:00pm – 1:45pm

School of Humanities & Social Science - UGs

Lecture Theater L,

CYT Building

5

2:30pm – 3:45pm

School of Engineering – UGs, RPGs

(CSE, ECE, CPEG, ISD)

S.H. Ho Sports Hall

6

4:45pm – 6:00pm

School of Engineering – UGs & RPGs

(CBE, CIVL, IEDA, MAE)

S.H. Ho Sports Hall

Nov 8 (Fri)

7

10:00am – 11:00am

School of Engineering – TPGs

S.H. Ho Sports Hall

8

12:00pm – 1:00pm

School of Business & Management – TPGs

S.H. Ho Sports Hall

9

2:45pm – 3:45pm

School of Science – UGs

S.H. Ho Sports Hall

10

3:00pm – 4:00pm

Interdisciplinary Programs – All degrees

Lecture Theater L,

CYT Building

11

4:30pm – 5:30pm

School of Science – PGs

S.H. Ho Sports Hall

 

(Note: UG=Undergraduate; PG=Postgraduate; TPG: Taught Postgraduate; RPG= Research Postgraduate)

Other than the ceremonial part, we hope to enhance the experience of graduates and guests and create a joyful ambience on this memorable occasion.  Therefore, various celebratory activities, either University-wide or School-based, will be organized across campus.

Remarks:

1. The first SBM session will present RPGs, undergraduates of BSc, BBA with single major, Dual Degree with BBA (GBM), WBB, BBA with three majors and BBA with double majors including ECON / GBUS.

2. The second SBM session will present undergraduates of BBA with all other double majors without ECON / GBUS.

 

2)     Graduate Arrival

  • Graduates should report to the “Graduate Entrance”# outside the respective venue for a briefing session, 1 hour before the start time of your session.  You should follow the directions on-site for accesses to the briefing venue and the ceremony.
  • If you have already received your assembly ticket, please still bring along the ticket on the day of the congregation while referring to the updated ceremony schedule in the latest announcement.
  • If you have not received the assembly ticket before congregation, please arrive earlier for a replacement card.
  • The Graduation Services System is still open until October 31.  Graduates who have yet to register may still indicate your attendance according to the original schedule.  Your registration data will automatically be updated into the new session. 

Remarks:

# The Graduate Entrance will be at the Piazza for sessions taking place at Sports Hall, and outside LTL for the remaining sessions respectively.

 

3)     E-ticket for Guests

  • Graduates who have already registered their attendance and requested for guest tickets should have received the electronic guest tickets via email.  Please note that the original tickets will still be valid for guest admission to your newly assigned session.
  • For ticket verification process, please kindly remind your guests to present 1) the e-ticket you have already received; AND 2) a copy of this notification email which indicates the session you belong to (either printed or on electronic device) at the “Guest Entrance outside of the respective venue.  Our ushers will be there to escort your guests to the designated seating area.

 

4)     Tea Reception

Similar to the previous arrangement, graduates and guests are welcome to join a specific session of tea reception on the day of the Congregation.  More details will be announced on-site at the event and through the Congregation website closer to the event date.

 

5)    Collection of Diploma & Transcript

  • The venue for diploma collection on the Congregation days will be changed to the LG4 Student Common Room (via Lift 6).  For the convenience of graduates, the service hours during the two days will now be extended to 11am - 7pm.  Please collect your diploma on the day you are attending the Congregation*.
  • To minimize the waiting time on the spot, graduates are encouraged to make a reservation of the diploma collection timeslot through this link starting from 10:00am, Nov 4, 2019 (Monday)
  • For those who are unable to collect the diploma on the Congregation days, please refer to the alternative arrangements on our website.

Remarks:

* If your graduation ceremony is to be held on 8 Nov 2019, you may only collect the diploma on 8 Nov 2019 but not the day before.

 

6)    Transportation Arrangements

  • The service hours for the Congregation shuttle buses to and from HKUST Campus from Diamond Hill/ Tseung Kwan O MTR stations on the event days will be extended to accommodate the schedule change.  For details, please refer to our event website.
  • Given the unstable traffic condition and provision of transportation services recently, graduates and guests are recommended to allow more time to commute to the campus and pay close attention to traffic news.

 

7)    Other Arrangements

Other arrangements for graduation photo, order of academic regalia and souvenirs remain unchanged.  Please feel free to take reference to the Graduate To-do-checklist on the website.

 

Should you have any question regarding the updated arrangement, please feel free to contact us by email via congregation@ust.hk or at 2358 6316.  Your School will send you a follow-up message for more details about other School-based activities in due course.

 

Thank you very much for your understanding.  And we look forward to seeing you in your cap and gown!

 

Best regards,

Organizing Committee of the 27th Congregation

HKUST