HKU Staff and Students

• JULAC card
• HKU Part-time / Visiting / Honorary Staff
• Temporary extension of library access
• HKU Staff Spouse or Dependent Children
• HKU Honorary / Adjunct / Visiting Appointees
• HKU Emeritus Professors
• HKU Retired Staff
• HKU Retired Staff Spouse
• Reader's cards to access certain non-UGC-funded libraries
• Change of Personal Particulars
• Refund of library deposit

HKU SPACE Staff and Students

• HKU SPACE Part-time Staff
• HKU SPACE Part-time Students
• Change of Personal Particulars

HKU Graduates and Public / Visitors

• HKU Graduates
• Circle of Friends
• Scholars and full-time degree students of overseas universities
• Visiting scholars and external borrowers (referral from HKU departments / academic units)
• Change of Personal Particulars
• Refund of library deposit

Please contact Lending Services and Learning Environments at 3917-5945 or Email-A-Librarian (To: Library membership) for more information.

The JULAC card allows access to all UGC-funded libraries' resources and borrowing privileges for HKU Teaching, Research staff (including Research Assistants and Demonstrators), Professional & Senior Administrative staff, and HKU postgraduate students. HKU undergraduate students are eligible to apply for reader's access.

UGC-funded libraries may implement blackout periods for all JULAC Library Cardholders according to the needs of their own users. Please check the webpages or directly with the libraries concerned for details of the blackout periods. Find out more about the JULAC card application.

HKU Part-time / Visiting / Honorary Staff who receive an employee ID (known as staff number) can have access to e-resources. After the HKU Staff Portal is synchronized to the library systems in 2 working days, you will be able to login.

If you require physical access, please apply for a facilities access card issued by the Main Library. The card will be valid for the duration of your contract. 

• Supporting documents for application:
  • HKID card or Passport
  • A passport size photograph
  • Appointment Letter issued by the Human Resources Section, Registry
  • Facilities Access Card (if any)
• Application fee
  • HK$50 for the University-levied smart card fee (waived if you already possess a facilities access card)
  • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

Patrons with expired/invalid HKU staff or student Portal accounts are invited to consider one of the following options should you require an extension of access to library services and facilities: 

Note:

(i) One-off charge for each extension

(ii) Extension period will be based on the date indicated on the letter or email from your Faculty or Academic Unit

(iii) Some of the licensed e-resources are restricted to current HKU staff, students and/or SPACE users. View details of e-resources access at http://sunzi.lib.hku.hk/ER/. 

(iv) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.

• Supporting documents for application:
  • HKID card or Passport
  • A passport size photograph
  • Your existing staff card or student card
  • A referral letter or email from your Faculty/Academic Unit including the following details:
    • Justification for the extension: Student - Study extension (e.g., thesis revision/oral defense); Staff - Pending appointment
    • Duration of the requested extension period (from the effective date to the end date)
    • The category of extension card selected for the request
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

  HKU Staff Spouse or Dependent Children

  HKU Staff should register your personal particulars, including your spouse and dependents in the Human Resource Section. Please apply a borrower's card for your spouse and/or dependents via e-form. The dependent child must be above 16 and below 25 years of age. For a dependent child who is between 19 and 25 years of age, a document to show full-time study is also needed.

  Category	Application fee	Library privilege
  Borrower	$50  (waived if you already possess a facilities access card)	- 24 Books + 6 AV items - On-site access to e-resources

   

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

  HKU Honorary / Adjunct / Visiting Appointees

  Honorary / Adjunct / Visiting Appointees who receive an Honorary Appointee (HA) ID can apply for a Departmental Honorary Appointee Account via their departmental administrator through the Honorary Appointments System in HKU Portal, and 3 working days are required to process the account creation. After the Departmental Honorary Appointee Account is synchronized with the library systems in 2 working days, they will be able to login.

  If you require physical access, please apply for a facilities access card issued by the Main Library. The card will be valid for the duration of your contract. 

  Category	Application fee	Library privilege
  Borrower	$50  (waived if you already possess a facilities access card)	- 24 Books + 6 AV items  - Off-campus/onsite access to HKU e-resources

  Note:

  (i) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.

  • Please bring along the following documents for application in person:
    • HKID card or Passport
    • A passport size photograph
    • Appointment Letter issued by the Faculties (or equivalent)
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

  HKU Emeritus Professors

  Emeritus Professors at the University of Hong Kong may apply for a borrower's card from the University Libraries. Cardholders are entitled to enjoy the same set of privileges of all retired TOS 1 staff, remote access to HKU e-resources and the use of library facilities. 

  Category	Validity	Library privilege
  Emeritus Professor	5 years*	- 400 Books + 6 AV items - Off-campus/onsite access to HKU e-resources

  Note:

  (i) The privileges are renewable upon confirmation of valid contact details on or before the date of expiry 

  (ii) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • Facilities Access Card (if any)
  • Application fee
    • Library deposit and the university-levied smart card fee are not required.
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

  HKU Retired Staff

  Retired members of HKU staff (with no further appointment at the University of Hong Kong) may apply for a borrower's card from the University Libraries. Cardholders are entitled to enjoy the same loan period and loan quota as prior to retirement, the use of library facilities, and remote access to HKU e-resources. 

  Category		Application fee	Validity	Library privilege
  Borrower	Retired TOS I Staff	Deposit HK$1000 (Refundable) + $50	5 years	- 400 Books +6 AV items - Off-campus/onsite access to HKU e-resources
  	Retired TOS II / III Staff			- 24 Books + 6 AV items - Off-campus/onsite access to HKU e-resources
  	Retired Technician Staff			- 60 Books +6 AV items - Off-campus/onsite access to HKU e-resources
  Reader	Retired TOS I Staff	$50		- On-site reading - On-site access to e-resources

  Note:

  (i) The privileges are renewable upon confirmation of valid contact details on or before the date of expiry 

  (ii) Owing to the limitations in the interlibrary borrowing agreements with other institutions, Interlibrary Loan (ILL) and Article Delivery Services, and JULAC card are restricted to current HKU staff and students.

   

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • A pay-in-receipt as proof of deposit (Please get payment instruction for library deposit from Enquiries Counter)
    • Facilities Access Card (if any)
  • Application fee
    • HK$50 for the University-levied smart card fee (waived if you already possess a facilities access card)
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

  HKU Retired Staff Spouse

  Spouse of a valid retired staff may apply for a borrower's card from the University Libraries:

  Category	Application fee	Library privilege
  Borrower	Deposit HK$1000 (Refundable) + $50 (waived if you already possess a facilities access card)	- 24 Books + 6 AV items - On-site access to e-resources

   

  • Supporting documents for application:
    • HKID card or Passport
    • A passport size photograph
    • A pay-in-receipt as proof of deposit (Please get payment instruction for library deposit from Enquiries Counter)
    • Facilities Access Card (if any)
  • Application fee
    • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

   

HKU SPACE Part-time Staff

HKU SPACE Part-time Students

HKU Graduates

Circle of Friends

Scholars and full-time degree students of overseas universities

Visiting scholars and other external borrowers (referral from HKU departments / academic units)

Visiting scholars (including holders of honorary appointments without staffing records)

Occasional and Visiting students

Students from abroad who are not regarded as formal students of the University of Hong Kong or take courses organized by HKU faculties or departments on a credit basis are classified as occasional students. Meanwhile, students from abroad who carry out internship or join summer programmes in HKU are classified as visiting students. Requesting HKU departments or academic units should provide a letter presenting the necessary information to obtain access. The letter must be written on departmental letterhead, contain with introduction for student(s), and indicate the duration of access.

Occasional and visiting students are eligible to apply for temporary Borrower’s or reader’s cards with monthly standard fees. Apply by sending the supporting documents to Email-A-Librarian (To: Library membership) in advance. The fee will be paid by internal transfer to the library account and a library charges letter will be prepared for the responsible staff once the library card(s) are picked up by the faculties or departments.

The Libraries offer free access without borrowing privileges for a visit of a maximum of 1 week. To grant a longer period of access (up to 12 months), you are invited to consider the following service categories:

Note:

(i) The monthly fee will be charging the whole period of access.

(ii) Some of the licensed e-resources are restricted to current HKU staff, students and/or SPACE users. View details of e-resources access at http://sunzi.lib.hku.hk/ER/. 

•  Supporting documents for application:
  • A referral letter issued by HKU departments or academic units
  • HKID card or Passport
  • A passport size photograph
• Application fee
  • Monthly fee paid by HKU internal transfer (Please refer to the above table for details)
  • HK$50 for the University-levied smart card fee paid by HKU internal transfer
  • Cost of replacement: A fee of $150 will be levied for the replacement of lost or damaged card.

The Library provides reader's card for eligible HKU staff and students to access the libraries of the Hong Kong Academy for Performing Arts and the University of Macau upon requests. Please enquire at the Enquiries Counter for details.

HKU students:

To update your personal particulars in addresses and phone numbers, please keep your correspondence information updated via the HKU Portal >Self Services > Change Contact Information.

If you need to change your personal particulars other than addresses and phone numbers, you can download the Change of Personal Particulars form to advise the University in writing of any changes in your personal particulars and submit the form to the corresponding department as instructed.
 

HKU/HKU SPACE full-time staff:

To update your personal particulars in addresses and phone numbers, please keep your correspondence information updated via the HKU Portal > Self Services > Human Resources > Personal & Family Data Form.
 

Other registered members (incl. HKU SPACE Part-time tutors and students):

You may choose to inform HKU Libraries of any changes in the personal particulars (incl. address, email address and telephone number) by in-person to Enquiries Counter (2/F, Main Library) or Email-A-Librarian (To: Library membership). Requests to change or update the record(s) of personal particulars such as name, information of HKID Card/Passport must be supported by legal documentary evidence. If your name is changed, you must provide a copy of the deed poll and your HKID Card as soon as available for updating of your personal particulars and Chinese name (if any). 

Some library cards are issued with payment of a non-transferable library deposit, which will be refunded to the library cardholder when the cardholder returns the Facilities Access Card. The library deposit will only be refunded when all fines are cleared and all library materials returned. Any outstanding payments due to the Library or a replacement fee for a lost card (if any) will be deducted from the deposit.

How to apply

1. Submit a completed application form along with the Facilities Access Card to the HKU Libraries (in-person or by mail).
   • in person at Enquiries Counter (2/F, Main Library)
   • by mail to:
             2/F Lending Services and Learning Environments,
             ​Main Library,
             University of Hong Kong,
             Pokfulam Road, Hong Kong
             ATTN: Refund of library deposit
2. The amount of deposit (or its balance after deduction of library fines and claims, if any) will be transferred to the bank account in Hong Kong by the Director of Finance. It takes about 6 weeks for the whole refund process.